How to resolve 'accounting period ended' on the DM300C, DM400C, and more

How to resolve 'accounting period ended' on the DM300C, DM400C, and DM475 using the Inview accounting.

Products affected: DM300C™, DM400C™, and DM475™

Your accounting period has expired, or your transaction log is full. When your accounting period expires, you cannot run mail until your data is cleared or your accounting period has been extended.

You must print and clear your transaction log to allow the inclusion of new transactions, and then you must set your accounting period.

By default, your mailing system does not have an accounting period set. You must set your accounting period before you can process mail.
Note: that when the system reaches the end of your accounting period, all of the data in your accounts must be reset (cleared) before your mail will process again.

IMPORTANT: Once your account is cleared, your account information cannot be retrieved. Only summary information will be available on the system. Ensure that the reports print correctly before you clear your accounts.

Printing and clearing accounting data
You should clear data only at the end of a period or when the transaction log is full. While you do not need to clear data after each period, it is recommended that you print reports or transfer data to PC Transfer.

Press the Menu key.
Select Accounts. The Accounts screen displays.

Note: If the supervisor password is enabled, you will need to enter it to gain access to all of your accounting functions

Press the Page Down key and select Clear Account Data.
Select Print Reports
Select Transaction Log. Select All Accounts followed by Print to attached Printer.
Select Delete Data to delete your accounting records.

Setting your accounting period
After clearing your transaction log, you must set your accounting period.

Press the Menu key
Select Accounts

Note: If the supervisor password is enabled, you must enter it to gain access to all of your accounting functions.

Press the Page Down key and select Acct Period:MM/DD/YY. The Accounting Period screen displays.
Select Edit Start of Fiscal Year to determine your start date. Enter your date in MMDDYY format and select Ok to save.
- Enter a start date that is within the current year
- After entering the start date for your fiscal year, the system automatically determines the end date. (Example: if January 1, 2015 is the beginning of your fiscal year, the system sets the end date as December 31, 2015.)
- Once you run a transaction, you cannot change the start date of the fiscal year until you clear your accounting data, or your fiscal year ends
Select Period to select the number of accounting periods you need. You can select one of the standard accounting periods, or you can define up to two custom account periods.

Select the number of periods for your fiscal year from the list (none, annual, twice a year, quarterly, monthly, custom). If necessary, use the Page Down key to scroll through the list
If you select Custom, the Custom Period screen displays. Go to Step 6. Otherwise, go to Step 7

You can set up two custom periods. The start date for both periods is the date you activate the custom periods. You cannot change the start date.
1. Select End Date 1 to set the end date for the first custom period. Type in the date in MMDDYY format and select OK.
2. Select End Date 2 to set the end date for the second custom period. Type in the date in MMDDYY format and select OK.
3. Select Continue
4. Press Enter to save your changes

Note: The end date for the second period must always be the same as, or after the end for, the first custom period
Note: Once the end date of the custom period is reached, you must clear the account data, extend the end date, or both. You will be prompted to print the data before the account data is cleared.

Press Home to return to the default screen.

UPDATED: 31 October 2024