Transactions in the 13th period and Year-End Adjustments

Answer ID 9073   |    Published 06/06/2006 05:18 PM   |    Updated 15/10/2014 10:02 AM
What is the 13th period and how do I use it to record transactions?

MYOB Accounting software's 13th period provides a convenient method of dating certain transactions so they don't affect a particular reporting period. This support note explains how to enter these transactions and how to include or exclude them in reports.

Note: The 13th period functionality was discontinued in the new AccountRight (v2011 and later) and was replaced by the Year-End Adjustment option when making journal entries. As such, the only section in this support note relating to the new AccountRight is Year-End Adjustments in the new AccountRight.

Use the following quick links to access the sections in this support note:

What is the 13th period?

When would the 13th period be used?

Does my company file need to be setup for 13 periods?

How do I date a transaction in the 13th period?

Can the 13th period be used for any transaction?

How are 13th period transactions reported?

Year-End Adjustments in the new AccountRight


What is the 13th period?

In normal accounting practices, there are twelve reporting periods in a financial year.  Each of these periods is represented by a calendar month, and is a defined chronological period.

The 13th period isn't an actual period of time; it's merely a 'placeholder' period that contains year-end adjustments.  Transactions dated in the 13th period are done so with the intention of the transaction not affecting any one of the twelve actual reporting periods.


When would the 13th period be used?

Common business reports, such as the profit and loss report, base themselves on transactions that are dated within the report date range.  It is not always practical to have a transaction influence one particular reporting period.

For example:  A piece of machinery of a manufacturer fails unexpectedly.  The repair is expensive and will have an adverse affect for the particular month's reporting.

This type of expense could be dated in the 13th period, avoiding the expense being attributed directly to the affected month.

The 13th period is also quite commonly used for end of year adjustments such as prepayments and accruals.


Does my company file need to be setup for 13 periods?

The 13th period is an option when first setting up a company file.  It is also an option when starting a new financial year.  You can easily check if your data file is currently setup for 13 periods: Go to Setup and choose Company Information.

If the Accounting Periods is Twelve, you will need to wait till you start a new financial year before the 13th period can be activated.

 

To activate the 13th period when starting a new financial year:

  1. Go to the File menu and choose Start a New Year the choose Start a New Financial Year.

  2. Follow the on-screen steps until you get to the step shown here.


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  3. Select Thirteen from the Number of Periods in New Financial Year drop down list.

How do I date a transaction in the 13th period?

With the thirteenth period activated in your company data file, simply place an asterisk (*) in front of the transaction's date in the Date field.

The window below shows an example Spend Money transaction dated in the 13th period, identified by the asterisk in front of the date in the Date field.

 

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Can the 13th period be used for any transaction?

The 13th period is available for the following transaction types:

  • Record Journal Entry

  • Spend Money

  • Receive Money

  • Prepare Bank Deposit

  • Bank Register (Spend Money and Receive Money transactions)

  • Transfer Inventory

  • Count Inventory

  • Auto-Build Inventory

How are 13th period transactions reported?

13th period transactions can be reported by themselves, or they can be included with the conventionally dated transactions on a YTD basis.

When filtering reports and transaction listing, you will need to be mindful that the 13th period transactions won't be included if an asterisk isn't used in the report Date field.

13th period transactions can be reported by themselves, or they can be included with the conventionally dated transactions. When viewing 13th period transactions along with conventional dated ones they will only be shown as part of a YTD value.

Reporting transactions in both the conventional twelve periods AND the 13th period will reflect 13th period entries in the YTD balance regardless of the 'To' date selected. It will not reflect partial months/partial years of 13th period entries.

The 13th period cannot be reported as part of normal daily, weekly or monthly P&L and can only be reported on its own or as part of a YTD value.

The below examples show the effects of the 13th period when filtering transactions in the Find Transactions Window. For the purposes of this comparison, two Spend Money payments have been entered for the same date, but one is dated in the 13th period.

 

Example 1: Reporting transactions in both the conventional twelve periods AND the thirteenth period. Enter an asterisk in the To date field ONLY, for example From 01/07/2012 To *29/07/2012.

 

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Example 2: Reporting transactions within the conventional twelve periods. DO NOT enter an asterisk in either of the Date fields, for example From 01/07/2012 To 29/07/2012.

 

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Example 3: Reporting transactions within the thirteenth period ONLY. Enter an asterisk in BOTH the From and To Date fields, for example From *01/07/2012 To *29/07/2012.

 

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Note: These filtering principles apply to most reports.


Year-End Adjustments in the new AccountRight

From AccountRight 2011 onwards, the 13th period functionality was replaced by Year-End Adjustments. These work in the same way as 13th period transactions, but in a simplified way.

 

To record a Year-End Adjustment

Note: Only General Journal entries can be entered as Year-End Adjustments - no other transaction type can be used.

  1. Go to the Accounts command centre and click Record Journal Entry. The Record Journal Entry window appears. The general journal number and transaction date appear by default. You can change these if necessary.

  2. Select the Year-End Adjustment option to identify the transaction as an adjustment journal entry. When you prepare reports for the period, you can exclude these adjustments from appearing.

  3. [Optional] In the Memo field, enter a comment to describe the transaction, for example, ‘EOY adjustment from accountant’.

  4. Each row of information entered in the scrolling list is a line item.

    For each line item:
    1. Type the account number (or name), or select it from the account list.

    2. In the Debit and Credit fields, enter the debit or credit amount for the line item.

    3. [Optional] In the Job field, enter the job number for the line item.

    4. [Optional] In the Memo field, enter a description of the line item.

    5. If necessary, change the default code in the Tax column by typing the required tax code or selecting it from the list.

      Note: Journal entry must be balanced. The journal entry cannot be recorded until the Out of Balance field is zero.

  5. Click Record to record the journal entry. See our example below.

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Reporting on Year-End Adjustments

Year-End Adjustments can be reported by themselves, or they can be included with other transactions.

As shown in the example below, when filtering reports that can display general journals you have the option to:

  • display all transactions

  • exclude Year-End Adjustments

  • Display only Year-End Adjustments

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