Month-End Close¶

A step-by-step checklist for closing your books at the end of each accounting period.

This workflow ensures every transaction that belongs to the month is recorded before you move on. Follow the steps in order — each step cleans up the data that the next one reviews.

The Flow¶

graph TD
    A[Ship Remaining Orders] --> B[Record All Payments]
    B --> C[Receive Open Purchase Orders]
    C --> D[Complete Production Orders]
    D --> E[Review Accounting Reports]
    E --> F[Export for Records]

Step 1 — Ship Remaining Orders¶

Revenue is recognized at shipment (accrual accounting, per GAAP). Any order still in Confirmed or In Progress status at month-end will not show up in your revenue reports until it ships.

Where: Sidebar → SALES > Orders

1. Scan orders with status Confirmed or In Progress.
2. For any order physically delivered this month but not yet shipped in FilaOps, open the order and mark it shipped now.
3. The ship date is recorded at the moment you click Ship. If the delivery occurred earlier in the month, the revenue still falls in the correct calendar month as long as you mark it shipped before midnight on the last day.

Details: Taking and Fulfilling Orders

Step 2 — Record All Payments¶

The Payments page only reflects cash you have explicitly recorded. If a bank transfer cleared or a check was deposited this month, enter it now.

Where: Sidebar → MONEY > Payments (admin only) — or open an individual order and click Record Payment from the order detail.

1. Go to MONEY > Payments and check the date range for the full month. Any gap between what you expect and what is listed points to payments you still need to record.
2. Alternatively, go to SALES > Orders, filter for Payment Status = Unpaid or Partial, open each order, and click Record Payment.
3. In the modal, enter the amount, payment method (Cash, Check, Credit Card, Wire, etc.), and any transaction reference.
4. For refunds, click Record Refund and enter the amount as a positive number — the type field marks it as a refund automatically.

Details: Recording Payments

Step 3 — Receive Open Purchase Orders¶

Materials received from purchase orders are capitalized into inventory at their cost. Any PO not yet received will understate your inventory and overstate your accounts payable balance for the month.

Where: Sidebar → PURCHASING > Purchasing → Purchase Orders tab

1. On the Purchase Orders tab, filter for POs with status Ordered or Partial.
2. For any deliveries received this month but not yet processed, open the PO and click Receive.
3. Enter the quantities actually received and confirm.
4. Receiving a PO updates on-hand quantities and records the material cost into inventory, creating an accounts payable liability to the vendor.

Details: Ordering Supplies

Step 4 — Complete Production Orders¶

Open production orders that are genuinely finished need to be closed so their costs move from Work-in-Progress (WIP) to Finished Goods.

Where: Sidebar → OPERATIONS > Production

1. Filter the production queue for orders with status In Progress.
2. For any job that finished this month, open it and click Complete.
3. For any job that failed or was abandoned, click Scrap and select a scrap reason.
4. Leave jobs that are genuinely still running open — they carry forward correctly.

Details: Running Production

Step 5 — Review Accounting Reports¶

With all transactions recorded, go to MONEY > Accounting and review each tab for the month's activity.

Where: Sidebar → MONEY > Accounting (admin only)

The Accounting page has five tabs available in Core:

Dashboard tab¶

The Dashboard gives a snapshot of the current month-to-date position:

Check that Revenue MTD matches the orders you know shipped this month, and that the gross margin percentage is consistent with prior months. A large swing usually means a cost was mis-categorized or a shipment was recorded twice.

Sales Journal tab¶

1. Set Start Date to the first of the month and End Date to the last day.
2. The summary row shows Orders, Subtotal, Tax, Shipping, and Grand Total for the period.
3. Scan the entry rows — each row is a shipped order. Verify the Status column (shipped/completed) and the Payment Status column (paid/partial/unpaid).
4. If an order appears that should not be in this period, its ship date is incorrect — investigate before closing.

Payments tab¶

1. Set the date range to the full month.
2. The summary cards show total Payments, Refunds, and Net received, plus a Transactions count.
3. Expand the By Payment Method section and compare each method's total against your bank statement or payment processor report.
4. Each row in the table shows a Payment #, the linked order, Method, Amount, and Type (payment or refund).

COGS & Materials tab¶

1. Use the Period dropdown to select Last 30 days (or the range that best aligns with the calendar month).
2. The summary cards show Orders Shipped, Revenue, Total COGS, and Gross Profit for the period.
3. The COGS Breakdown panel splits total COGS into Materials, Labor, and Packaging.
4. Shipping expense, if any, appears below the COGS total as an operating expense (not in COGS).

Tax Center tab¶

1. Set the Period dropdown to This Month.
2. The Tax Collected card shows the amount you owe your tax authority for the period. Note this figure before you file.
3. If the Pending Tax card is visible, it shows tax on orders that have not yet shipped — these carry into next month when those orders ship.
4. The By Tax Rate table breaks down collections across each rate you charge.
5. Select This Quarter or This Year to see the Monthly Breakdown table, which gives a month-by-month history.

Details: Accounting

Step 6 — Export for Records¶

Download your reports before closing the period. These files serve as your audit trail and as source documents for your accountant or bookkeeper.

Where: Sidebar → MONEY > Accounting tabs — look for the export button on each tab

Each CSV starts with a disclaimer header reminding you that the file is for reference only and should be verified with a qualified accountant before use in tax filings.

Month-End Checklist¶

Copy this checklist into your monthly close document:

• [ ] All orders delivered this month are marked Shipped in FilaOps
• [ ] All payments received this month are recorded via Record Payment
• [ ] All material deliveries processed via Receive on their purchase orders
• [ ] Completed production jobs marked Complete; failed jobs marked Scrap with a reason
• [ ] Accounting Dashboard reviewed — Revenue MTD and Gross Profit look reasonable
• [ ] Sales Journal reviewed for the full month — order count and totals match expectations
• [ ] Payments tab reconciled against bank statement by payment method
• [ ] COGS & Materials reviewed — gross margin percentage consistent with prior months
• [ ] Tax Center Tax Collected figure noted for remittance
• [ ] Sales Journal CSV exported and saved
• [ ] Payments Journal CSV exported and saved
• [ ] Tax Summary CSV exported and saved