Overview

The Period Management screen is your central control point for closing accounting periods in Access Assets. It displays the current period status, runs pre-close validation checks, provides a financial summary broken down by asset category, and lets you run period end when all checks have passed. If your organisation uses multiple companies, you can switch between them to view company-specific period data.

Getting here

Click Utilities from the sidebar.
Click Period Management.

You must have the period-management permission to access this screen.

What you can do on this screen

View the current open period and its status.
Select a company (if your organisation has more than one).
Review financial summary cards for opening balance, period depreciation, and closing balance.
Check the pre-close verification results for additions, disposals, depreciation, and revaluations.
Export a list of undepreciated assets to CSV.
View period transaction reports filtered by type (additions, disposals, depreciation, revaluations).
Download period reports as CSV, Excel, or PDF.
Review a financial breakdown by asset category.
Run period end to close the current period and advance to the next one.
Refresh the screen data manually.

Selecting a company

If your organisation has more than one company, a Company dropdown appears in the header. You must select a company before any period data is displayed.

Select a company from the Company dropdown.
The screen loads period end data for the selected company.

To switch companies, select a different company from the dropdown at any time. The screen refreshes automatically.

Reviewing the current period status

The green status banner at the top of the screen shows the current period number and a summary message.

If all pre-close checks have passed, the banner confirms that you can safely proceed with period end.
If there are outstanding issues, the banner tells you to resolve all blocking items before you can complete period end.

Reviewing the financial summary

Three summary cards appear below the status banner:

Opening Balance -- the total asset value at the start of the current period.
Period Depreciation -- the total depreciation calculated for the current period, along with the number of assets and categories included.
Closing Balance -- the projected closing value after depreciation. This card also shows whether the period is ready to close.

Checking pre-close verification

The Pre-Close Verification section lists the checks that must pass before you can run period end. Each check shows a status icon, a title, a description, and a count.

The checks are:

Asset Additions -- confirms all new assets have been processed and depreciation configured.
Asset Disposals -- confirms all disposals have been completed and gain or loss calculated.
Depreciation Calculation -- confirms depreciation has been calculated for all active assets. If assets remain undepreciated, a count of remaining assets is shown.
Revaluations -- confirms all asset revaluations have been processed.

Each check displays one of three statuses:

A green tick indicates the check has passed.
A red circle indicates a critical issue that blocks period end.
An amber triangle indicates a warning that may need attention.

If a check has not passed, a link is shown that takes you to the relevant transaction screen so you can resolve the issue.

Exporting undepreciated assets

If the depreciation check shows remaining undepreciated assets:

Click Export next to the depreciation check.
A CSV file named undepreciated-assets.csv downloads to your device. It contains the asset ID, code, name, net book value, category, and company for each undepreciated asset.

Viewing and downloading period reports

The Period Reports section lists four transaction reports for the current period:

Additions Report -- all asset additions processed during this period.
Disposals Report -- all asset disposals completed during this period.
Depreciation Report -- depreciation calculations for all active assets this period.
Revaluations Report -- all asset revaluations processed during this period.

Each report shows a record count and total value.

Viewing a report

Click View next to the report you want to open.
The enquiry screen opens, filtered to show the relevant transactions for the current period.

Downloading a report

Click Download next to the report you want to export.
Choose a format:
- Export as CSV
- Export as Excel
- Export as PDF
The file downloads to your device.

Reviewing the summary by category

The Summary by Category table shows a financial breakdown for each asset category in the current period. The table includes the following columns:

Column	Description
Category	The name of the asset category.
Assets	The number of assets in this category.
Opening Balance	The total value of assets in this category at the start of the period.
This Period	The net change in value during the current period (for example, depreciation).
Closing Balance	The projected closing value for this category.
Status	Either Ready (all checks passed for this category) or Incomplete (outstanding items remain).

A Total row at the bottom summarises the figures across all categories.

Running period end

You can only run period end when all pre-close verification checks have passed. The Run Period End button is disabled until the period is ready to close.

Click Run Period End. You can find this button in the status banner at the top of the screen or in the Period End Action section at the bottom.
A confirmation dialogue appears. Review the details, which confirm the period number being closed and that all validation checks have passed.
Click Run Period End in the dialogue to proceed, or click Cancel to go back.

When period end completes successfully, a confirmation message appears showing the previous period and the new active period.

What happens when you run period end

The current period is closed to further transactions.
The next period becomes the active period.
Asset balances are updated for all assets.

Period End Action section

The Period End Action section at the bottom of the screen summarises what will happen when you close the period. If there are blocking issues, a red alert lists the issues that must be resolved before period end can proceed.

Refreshing the data

The screen shows a Last updated timestamp in the header. Data refreshes automatically at regular intervals.

To refresh manually:

Click Refresh in the header.
The screen reloads the latest period data.

Field reference

Field / Element	Description
Company	Dropdown to select which company's period data to view. Only shown when your organisation has multiple companies.
Current Period	The period number and year currently open (for example, 2026/03).
Opening Balance	The total net book value of all assets at the start of the current period.
Period Depreciation	The total depreciation amount calculated for the current period.
Closing Balance	The projected net book value after applying the current period's depreciation.
Pre-Close Verification	A list of validation checks that must pass before the period can be closed.
Period Reports	Transaction reports for the current period, showing record counts and values.
Summary by Category	A table breaking down opening balance, period movement, closing balance, and status by asset category.
Run Period End	Button to initiate the period closure process. Disabled until all checks pass.
Refresh	Button to manually reload the period data.
Last updated	Timestamp showing when the data was last refreshed.

Warnings and messages

Message	When it appears	What to do
All pre-close checks have passed.	Shown in the status banner when all validation checks are complete.	You can proceed with period end.
Critical items require your attention before period end can be completed.	Shown in the status banner when one or more checks have not passed.	Review the Pre-Close Verification section and resolve the listed issues.
Period End Blocked	Shown in the Period End Action section when there are unresolved issues.	A list of blocking issues is displayed. Resolve each issue before running period end.
Close Period [number]? This action cannot be undone.	Shown in the confirmation dialogue when you select Run Period End.	Click Run Period End to confirm, or Cancel to go back.
Confirm Period Closure -- All validation checks have passed.	Shown inside the confirmation dialogue.	Confirms it is safe to proceed.
Unposted Transactions Warning	Shown if there are transactions in the current period that have not been posted to the general ledger.	Review the listed transactions. Click Confirm & Proceed to continue with period end regardless, or click Cancel to go back and post the transactions first.
Period End Complete	Shown as a confirmation message after a successful period end.	No action needed. The message confirms the previous and new period numbers.
Period End Failed	Shown if the period end process encounters an error.	Review the error message and try again. Contact your administrator if the problem persists.
Unable to Load Period Data	Shown if the screen cannot retrieve period data from the server.	Refresh the page. If the problem continues, check your network connection or contact your administrator.
All eligible assets must be depreciated before period end.	Shown if the pre-flight check finds that depreciation has not been run for all eligible assets.	Run depreciation for the outstanding assets before attempting period end again.
Cannot run period end in demo mode.	Shown if you attempt to run period end while in demo mode.	Switch to live mode to perform this action.