End of Month Cheat Sheet

End of Month Cheat Sheet

Before Starting End of month

  1. Reconcile Xero.
  2. Run Check Balance Report (Finance/Statement/More/Check Balance) and clear up any differences.
  3. Review for any $0 values:
    1. Finance/Transactions.
    2. Change date to current month.
    3. Click on sale column twice (until lowest figures are at the top of the list).
    4. Review an $0 figures, ensure they are correct.
  4. Review report on Step 5 & Step 10.

End of Month Statement Process

  1. Finance – Transaction - Create Statements.
  2. Change Dates to the statement month – Always do a complete month.

  3. Connect to Xero.
  4. Click Next.
  5. Click Yes.

  6. Step 1 Incomplete Tasks – Click complete or delete any incomplete tasks. Then click “Next".
  7. Step 2 No Daily Charges – Review & correct any locations or status on this list, then click “Next”.
  8. Step 3 Horse Ownership – Review & correct any ownership issues listed, then click “Next”.
  9. Step 4 Missing Fields – Add any “Accounts Rec” codes that are missing. Then click “Next” – Ignore any red Accounts (Pay).
  10. Step 5 Expense Confirmation – Select 3 dots on left side and select “Approve All”.

  11. Select the More button, then select “Export All to PDF” from the bottom of the screen and select “Export All”. Review horse expenses and make changes back in the Prism system before proceeding. Then Click “Next”.

  12. Step 6 Reversals – Click “Next”.
  13. Step 7 Discounts – Review, make changes, then click “Next”.
  14. Step 8 Credit – Click 3 dots on left side. Then click “Approve All”. Click Next.


  15. Step 9 Interest – Review, Click “Next”.
  16. Step 10 Preview Statement – Select the more button and select “Export to PDF” Review Statement Report. Make any changes in the Prism system before proceeding. Click “Next”.



    DO NOT CLICK "NEXT" IN STEP 10, UNLESS YOU ARE READY TO COMPLETE STATEMENTS

  17. Always select “Generate Blank Statement”. Then click “Next”.

  18. Step 11 Email Statements. Select square on the left side for all statements that need to be emailed. Click “Send Email”

    When Statement email appears. Review then click “Send
    Click "OK".

    Click "Yes".

    Click "Next".

  19. Step 12 Syncing – Finish and Connect to Xero.
  20. Go to Report tab – Email Log – Check any emails that have bounced.
  21. Go to Finance – Transactions.  
    Change the date to the month just completed (i.e. 1 Dec 2025 to 31 Dec 2025).
    Go to settings cog on right side and select “Status”.

    In status field, select “Pending”.

    Ensure there are no items listed – Any transactions listed “Pending” will need to be investigated.

  22. Statement Run Is Completed.