Can you turn the quote into an invoice?  

No. If I try to do anything - it says it is not a valid date in this period

Hi pshirkey,

You might be able to change the Quote date and the good thru date to a current year, and then save it. Once you have done that, try to go ahead and Save. You can then click Close Quote. It will not purge that quote until you have closed the year that you change the date to.

Ok that worked with the quote, and THANK YOU but..... this customer also has 1 invoice from 1/7/08 and one payment for this invoice on 1/30/08. I tried changing the date on these but that did not work.  Any other hints?

This is the same problem I am having.  I have transactions from 2012 that I can not purge (invoices and cash disbursements.)  I'm afraid to bring the transactions into an open year without effecting the financial statements.

We have professional services to help you purge.  Please contact us to discuss your needs.

[email protected]  304-233-2612

Not interested in paying if I can do it myself.

If the Invoice does not have an Invoice number you will never be able to purge it yourself. If it is still an unpaid invoice you will have to write a credit memo against it in the current year then apply the invoice to the credit memo. However it still will not purge because the credit memo and applied receipt date is in a current period. If the payment is missing a check number you will never be able to purge it yourself. If it is still outstanding on the Bank Reconciliation you will have to clear it in the current year which will affect your cash account in the current year you clear it and it still will not purge because you cleared it in an open period.

If the 2012 transactions have any Invoice totals or payment totals changing the dates to any open period will change the general ledger account balances.

If you want to test out a solution on these transactions I suggest you make a backup of your company. Then go to File and restore the backup to a new company (this will make a test company that is exactly the same as your current company without overriding your current company). Let the new company open, then go to Maintain Company info and type the word TEST in front of the company name, save the screen and close the company. Now open the Test company.

Lets say your going to push the 2012 balances into 1/1/2022. Run balance sheet and income statement for 2012 and 1/1/22 so you know what you had in each ending account balance before you make the changes.

Open the 2012 transactions, make note of each GL accounts and amounts. Go to maintain Chart of accounts, Beginning Balances and make note of the balances in those GL accounts and the Retained Earnings account for the invoice and payment because they may change when you change the dates from 2012 to 2022. 

Now open the 2012 invoice and payment transactions, and change the date to 1/1/2022 and save it. Reprint the BS and IS for 2012 to see what changed. If the BS and IS changed for 2012, then you will have to go to maintain Chart of accounts, Beginning balances and change those account balances and retained earning to what they were before. Make the changes and reprint the 2012 BS and IS to MAKE SURE they tie to the 1st one you printed.

Now print the 1/1/22 BS and IS. If the account balances changes you will need to make a general journal entry to correct what changes were made to those accounts with the offset GL account to be Retained Earnings. Reprint the BS and IS to make the 1/1/22 ties out to the original.

This is kind of tricky so be careful and make sure you do all of the steps and verify the data is correct before you attempt this on the current data.

If your just missing an invoice Number or check number it may be worth it in $ and time to contract with a Sage Certified Consultant that have the tools to just fix your 2012 data.  We can offer you assistance to fix your data or help with the manual work-a-round.

Contact Kim at [email protected] 

or 800 303-7770

Best regards,

I will give it a try!  Thank you Kim!