Sage 100 Advanced ERP 2013 (Version 5.00.4.0) – Closing Prior Periods

My company is operating on Sage 100 v. 5.00.4 and appears to have not closed periods in any modules for several years (both via word of mouth and staff members’ inadvertent postings to prior periods).  Although I was able to find some resources in Help on closing periods and period-end processing, but the following questions remain:

1) We believe the company has not closed any modules for several years.  Is there a way to view the last closed period?

2) If we find no months have been closed in many years, do we need to run period-end processing for each individual month, or would running period-end processing for the last date of each fiscal year suffice?

3) We desire to exercise caution in the process of closing so many prior periods.  If we enter the accounting date in each module for the specific period we need to close will that ensure that, when we run period end processing for prior months in 2023 (thought 5/31/2023) we will not accidently close June 2023.

Thank you for sharing any knowledge.

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    Dana:

    in most cases you can tell what the current accounting period is via the the module options.  For example in general ledger-->setup-->general ledger options.  However, I have seen many people simply advance periods, so this is not a guarantee.  But at least you will know what the system thinks is the current period.  By default, period end processing would attempt to close that period when you run period-end processing, whether prior periods were closed or not.

    Often information is also available in the System Activity Log, where a record will be written to show when period end processing is started or ended as well as the module. 

    Also, if you use paperless office to produce period end reports, you can trace these reports to the correct folder for the particular module per your paperless office setup for period end reports and see the creation date of the last reports. 

    I often look prior to closing periods to see for each module what the retention dates are for saving paid invoices, etc. to make sure that before closing a period, I will still have access to data that is needed for reporting.  Many people have not closed periods because they are dependent on some historical data that they do not know how to obtain otherwise.

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    You can copy the live company to a backup company.

    History is purged during closing so review what your history retention is in each module before you close them.