In Part 1, we covered what every operator should have sorted before 30 June: stocktakes, reporting, hardware decisions and customer account cleanup. If you haven’t read it yet, start there.
Now let’s get into the how. Here’s your step by step guide to rolling over your financial year in Beacon and setting yourself up cleanly for 2026/27.
Step 1: Lock Down Staff Access
Before you roll into the new financial year, take ten minutes to review who has access to your system and at what level. Staff leave, roles change, and the system doesn’t always get updated to match.
In Beacon, you can’t delete a staff member who has transactions against them. That’s a database integrity safeguard, and it’s there for good reason. What you can do is change their password to restrict access, or set up a user group with permissions fully locked down. Either approach ensures former employees can’t log in, while keeping the historical transaction data intact.
Step 2: The Backup You Cannot Skip
This is the most important step in the entire process. Take a backup in your last shift reconciliation dated 30 June 2026.
If you’re a standalone user, Beacon will prompt you to save it to a secondary location. If you’re a multi site operator, confirm with your IT team that backups are being completed across all locations.
Why does this matter so much? This backup is your access point to everything that gets archived when the EOFY rolls. If the ATO comes knocking, if you need to check something from a previous year, or if an insurance claim requires historical transaction data, Beacon’s Support Team can set up access to the older data from this backup. Without it, getting to that information becomes significantly harder.
Do not skip this step.
Step 3: Roll Your End of Month and EOFY
Once you’ve completed your shift reconciliation for 30 June, the next step is straightforward. Go to Periodical and roll your EOM. The EOFY will automatically roll afterwards. If you’re running the latest version of Beacon, EOM rolls automatically.
If you see any error messages during the June EOM or EOFY roll, stop and contact Beacon Support immediately to log a ticket. Don’t try to push through it. This isn’t something that regularly occurs, but in the slight chance it does, Beacon will have all the team on deck to assist.
Once the EOFY rolls, Beacon will archive all transactions prior to 1 July 2025. This is why pulling your reports beforehand (covered in Part 1) is critical. If you haven’t done that yet, do it now, before you roll.
Step 4: Clean Up Your System
You’re now sitting with only the current and previous year’s transactional data in the live system. That makes this the ideal time to clean house.
Start with your supplier list. Remove any old suppliers that haven’t been used in the current or previous financial year. Then work through your stock file using the Bulk Stock Delete function, group by group, and clear out items that haven’t sold. A leaner system runs faster, makes reporting cleaner, and reduces the clutter that builds up over twelve months of trading.
This kind of housekeeping doesn’t take long, but the operators who do it consistently are the ones who get the most out of their POS all year round.
Step 5: Consider a System Review
If you’re not sure whether you’re getting the most out of Beacon, this is a good time to book a Professional Services system review. One of Beacon’s experienced PS team members will go through your setup and provide recommendations tailored to how you run your business. There is a cost to this, but for operators who haven’t had a fresh set of eyes on their system in a while, it can surface quick wins that pay for themselves in the year ahead.
Wrapping Up
Between Part 1 and Part 2, you’ve got a complete EOFY checklist for your POS. Get the stock right, pull your reports, back up on 30 June, roll the EOFY, and clean up afterwards. Your accountant will thank you, and you’ll start the new financial year with a system that’s working as hard as you are.
If you need help with any of the steps above, Beacon’s Support Team and Professional Services team are available to assist. Reach out through ServoPro or contact Beacon directly.