(Attachment contains the 'SYSNET-END-OF-THE-FINANCIAL-YEAR-GUIDE-2024.pdf')

End Of Financial Year Guide 2023/2024

Introduction

As it’s almost the end of another financial year, we thought a quick reference guide might be helpful whilst you perform your End of Year procedures.

Note: This information is intended as a general guide; please check that these instructions are appropriate for your business as there may be other reporting or internal procedures specific to your group or venue.

For any queries, please call our National Support Desk on 1800 778 340 (press 2 for support) or email us at support@hlpos.com We thank you for your continued business and look forward to working with you for many years to come.

End of Financial Year Procedures 2024

These tasks are to be performed on 1st July 2024 OR on the applicable day according to your financial year period if different to 1st July 2024.

Perform the tasks in the order shown below

• Perform End of Shift Procedures as per normal (skip if EOS is run on a time switch)
  
  
• Perform End of Day Procedure as per normal (skip if EOD is run on a time switch)
  
  
• Perform a Daily Backup of Sysnet as per normal
  
  

Note: Do not perform an End of Week unless you normally run it on this day of the week

• Print a Debtor List (if applicable)
  Sysnet Toolbar > Reports > Debtors > Debtor List
  
  
• Transfer all Internal Account Balances to “Clearing Account” (if applicable)
  Sysnet Toolbar > SiPOS > Accounts Menu > Pay Account
  
  
• Generate Debtor Statements (if applicable)
  Sysnet Toolbar > Reports > Debtors > Debtor Statements
  
  
• Ensure all Stock Transfers, Invoices, Credit Claims, and Bonus Stock are entered and processed
  
  
• Perform, enter, and process the Stocktakes for all Stock Groups in all locations
  Hint! If applicable, don’t forget to check ALL Stock Groups, particularly Deleted Item Stock Groups, for items with negative qty on hand; this can affect your ability to delete items.
  
  

Note: the above tasks can also be completed on Wednesday night if you normally close your shift day on the same night as your trading day.

• Perform a Monthly Back up of Sysnet
  Insert End of Month external back up media (i.e. USB Key, SD Card, etc)
  Sysnet Toolbar > Processing > Backup Sysnet **Choose Special Event Backup Type**
  
  
• Age Debtors (if applicable) – done ONLY after the End of Month Backup
  Sysnet Toolbar > Processing > Age Debtors
  
  
• Perform End of Month
  Sysnet Toolbar > Processing > End of Month
  
  
• Print Cost of Goods (Monthly) report for all locations
  Sysnet Toolbar > Reports > Stock > Stock > Cost of Goods (Period Based)
  
  

Reminder: Select the required Month Period and required groups

• Print Profit (Monthly) Report
  Sysnet Toolbar > Reports > Stock > Sales Stock(PLU) > Profit Report > Historical
  
  

Reminder: Select the required Month Period and required Location – print one for Liquor Groups and one for Food Groups.

• Perform a Yearly Back up of Sysnet
  Insert End of Year external back up media (i.e. USB Key, SD Card, etc)
  Sysnet Toolbar > Processing > Backup Sysnet and select “Special Event Backup” Type
  
  
• Perform End of Year
  Sysnet Toolbar > Processing > End of Year
  
  
• Print Cost of Goods (Yearly) report for all locations
  Sysnet Toolbar > Reports > Stock > Stock > Cost of Goods (Period Based)
  
  

Reminder: Select Year Period and required groups

• Print Profit (Yearly) Report
  Sysnet Toolbar > Reports > Stock > Sales Stock (PLU) > Profit Report > Historical
  
  

Reminder: Select Year Period and required location – Print one for Liquor Groups and one for Food Groups

• Perform Product Delete for “Flag for Deletion” items
  Refer to instructions below for running Product Delete
  
  

Product Delete Instructions

Product Delete has been created to remove products from client databases that are no longer kept in stock, making room for new products to use the old products code numbers. For sites that carry many stock lines, this has become an essential requirement to maintain well-structured and organised databases, however, this procedure is optional.

Note: This process is NOT suitable for those sites running SYSWAN. Please contact your H&L representative for documentation on product delete for Syswan Groups.

Note: Product Delete does not need to be run on July 1st, if you’re short of time it can be run in the following days with the exact same results!

How does it work?

In order for the Product Delete to work effectively there are a number of criteria that the program will check before allowing the deletion of the product. Simply put, if the product doesn’t meet the criteria, then it will not be deleted. The criteria checked are as follows:

• Inventory & PLU are ticked as “flagged for deletion” (for venues using Sysnet 7.0.3 and below) OR
• Ensure Inventory Stock Status is set to “Run down/Deleted” (for venues using Sysnet 7.1.0 and above).
• Stock in Location Records are set to zero in all locations.
• There has been no “activity” on the product for the current financial year + years to keep set in the Product Delete Program. Activity will include the following:

• Sales
• Reorder Stock
• Receive Stock + Bonus Stock
• Transfer Stock
• Discrepancy or Wastage
• Stocktake or Stocktake Adjustment

Example

Periods are created in the Sysnet Database as a result of running the “End of Period” processes such as End of Year. Information is then set to a desired timeframe to store the data e.g. Days to keep, Months to keep, and Years to keep. When running the Product Delete, the program will look at the Current Financial Year + “Years of Inactivity” you select to scan. You can select “Years of Inactivity” when you run Product Delete.

Therefore, when running Product Delete, we will not allow any product deletion which has activity within the current financial year + years of inactivity selected. The minimum period of years to keep is 1 year.

Correct Process for Ensuring Successful Product Delete

• Inventory Code and all associated PLU’s are ticked as “Flag for Deletion” (if only the PLU is required for deletion – only tick the required PLU/s).
  
  

Note: For clients using Sysnet Version 7.1.0 or Newer selecting the STOCK STATUS as “Run Down/Deleted” from the Inventory Detail page will flag the Inventory Code, associated PLU’s and Stock in Location records for deletion.

• Ensure the Stock in Location Quantity In Stock levels are set to zero.
  
  
• Make sure any Mix and Matches containing products needing to be deleted are themselves deleted or have the run down/ delete products removed from them.

Note: This process can only be completed by the venue if you are using Sysnet Security (i.e. User Names and Passwords for back of house Sysnet). If not, please contact your H&L Representative to perform this process for you.

• Browse to the Sysnet Directory:

• 32 bit Machines - Start Menu > My Computer > C:Drive > Program Files > H&L > Sysnet > Product Delete.exe
• 64 bit Machines - Start Menu > My Computer > C:Drive >Program Files (x86) > H&L > Sysnet > Product Delete.exe

• Double click on the "ProductDelete.exe" 

Note: If you do not find the product delete exe, click on the links below to download it (choose the link for the version of Sysnet you are running)

For customers using Sysnet 7.0.0 up to 7.1.0 - Click here to download
For Sysnet 7.1.1 customers - Click here to download
For Sysnet 7.1.2 customers - Click here to download
For Sysnet 7.1.3 customers - Click here to download
For Sysnet 7.1.4 customers - Click here to download
For Sysnet 8.0.0 customers - Click here to download
For Sysnet 9.0.0 customers - Click here to download

• The login screen as shown contains the Terms and Conditions of use which must be read, understood and accepted. The user name is also recorded against the delete process for future reference.

Note: Enter your Sysnet User Name and Password here (you must have administrator access to Sysnet).

The record of your acceptance is updated and recorded within your database

Reminder: Please read the terms and conditions of use carefully before proceeding! Remember that this process will REMOVE Product SALES HISTORY from reports including the Revenue Breakdown report. We recommend a separate backup is performed and marked as Pre-Delete Backup and this backup is kept.

• Once the terms are accepted click to proceed
  
  
• From the next window select the stock and sales stock options for deletion and the number of year’s inactivity, to deem a product is no longer required. The application will default to 5 years, but you can determine what is required.
  
  
• Click <NEXT> to continue
  
  
• Click <PROCESS> to continue and the deletion will begin
  
  

Note: The delete process can take a considerable amount of time to determine whether the items flagged for deletion fit the deletion rules, so ensure you have enough time to run the application. Preferably at least 3 hours before the next service period.

If a recent backup has not been performed at this point, you will see an error message which will not allow the process to continue. The warning will display and block if a backup has not occurred for more than 1 day. It will warn but allow 1 hour after a valid backup.

If this message does appear, please close the Product Delete program and perform a Sysnet Backup immediately. Once the backup is completed you can start the Product Delete program again and follow the steps.

Once completed the window as shown below will appear displaying the following:

• The number of items that were marked for deletion
• The number that were successfully removed
  The number that failed separated into Stock and Sales Stock

Any items which have failed to be removed can be viewed by selecting the “view log file” hyperlink. This will show the log file listing the reason or “failed rule” for the item(s).

Perform a database reset on all Exceed terminals and a download to all Versaterms to ensure no removed items are in the POS terminal memory.