Workflow: Month-End Margin Close

Step-by-step guide — How to close a trading month in Jules by finalizing prices, reconciling invoices, and locking margins.

---

When to use this workflow

Run this workflow at the end of each calendar month (or your company's accounting period) to transition margins from estimated to final, ensure all invoices are recorded, and close containers that have completed their lifecycle.

---

Overview of the Close Process

---

Step-by-Step

Step 1 — Fix Index Prices for the Period

For all index-priced operations whose quotational period falls in the closing month, verify that the final index values have been published and recorded in Jules.

1. Navigate to Price Indices
2. Confirm that all relevant indices have values for the closing period (e.g., TSI HMS 1&2 CFR Turkey — January 2026 average)
3. If any index values are missing, enter them manually from the index provider's publication

Critical: Until the index is entered, operations using that index will show temporary prices (isTemporaryPrice = true). Margins calculated from temporary prices are estimates only.

See Pricing Engine & Indices for index management details.

Step 2 — Update Temporary Prices to Definitive

Once index values are confirmed:

1. Navigate to Operations → filter by month and status IN_PROGRESS
2. Identify operations with temporary prices (flagged in the UI)
3. For each operation quality, confirm the price is now definitive
4. Remove the isTemporaryPrice flag

The margin calculation will automatically recalculate using the definitive price.

Step 3 — Reconcile Purchase Invoices

For all containers loaded/delivered during the month:

1. Navigate to Invoices → filter by BUY direction and the closing period
2. Verify that every delivered container has a purchase invoice
3. For each invoice:
   • Confirm the price matches the final index value (or spot price)
   • Confirm the weight matches the loaded weight
   • Ensure the invoice status is OPEN (finalized)

Step 4 — Reconcile Sale Invoices

Repeat the same process for the sell side:

1. Navigate to Invoices → filter by SELL direction and the closing period
2. Verify that every delivered container has a sale invoice
3. Confirm prices match the final index values
4. Confirm weights match the weight slip (delivery weight)

Step 5 — Record Final Delivery Weights

For containers delivered during the month, ensure the weight slip (weight at destination) is recorded:

1. Navigate to Containers → filter by DELIVERED status and delivery date in the closing month
2. For each container, verify:
   • Weight slip is entered (from the customer's scale certificate)
   • Net weight (loaded) is confirmed

If the weight slip differs significantly from the loaded weight, a credit or debit note will be needed (see Step 6).

Step 6 — Process Credit Notes and Debit Notes

Weight differences and price corrections generate credit/debit notes:

See Workflow: Processing a Debit/Credit Note for the detailed procedure.

Step 7 — Record Provider Bills

Ensure all third-party costs for the period are recorded:

1. Navigate to Bills
2. Verify that freight bills from shipping lines are recorded
3. Verify that pre-carriage bills from transport providers are recorded
4. Verify inspection, customs, and other service bills are recorded
5. Match each bill to the appropriate containers

Unrecorded bills will cause the final margin to understate costs.

Step 8 — Close Container Invoicing

Once all invoices and bills are reconciled:

1. Navigate to each container and close invoicing:
   • Set isPurchaseInvoicingClosed = true (buy side finalized)
   • Set isSaleInvoicingClosed = true (sell side finalized)
2. This locks the container's invoicing lines — no further changes without reopening

Step 9 — Validate Final Margins

With all invoicing closed, review the final margins:

1. Navigate to the Margin Dashboard
2. Filter by the closing period
3. Review the margin breakdown per operation:

4. Compare estimated margin (from allocation) vs final margin (from invoices) — significant deviations should be investigated

Step 10 — Close Operations

Operations where all containers are delivered, invoiced, and closed can be moved to CLOSED status:

1. Navigate to Operations → filter by IN_PROGRESS and the closing period
2. For each operation, verify all containers are in CLOSED status
3. Use the Mark as Complete action (supports batch closing)

---

Month-End Close Checklist

---

Common Issues

---

Related Documentation

• Margin Calculations — margin computation methodology
• Invoicing & Billing — invoice lifecycle
• Pricing Engine & Indices — index management
• Containers — container lifecycle and invoicing close
• Workflow: Processing a Debit/Credit Note — adjustment procedures