How to Close a Period in Sage 100

Pre-Closing Preparation

Before initiating any closing procedures, several essential preparatory steps must be completed to ensure a smooth process.

System Backup Creating a comprehensive backup of your Sage 100 database is absolutely crucial before beginning any closing procedures. This backup serves as a safety net in case any issues arise during the closing process. The backup should be tested to verify data integrity and readability.

User Access Control All users must be logged out of the system during the closing process to prevent data conflicts. Use the Master Console to verify user status by following these steps:

1. Select File > Master Console
2. Review active users and their current activities
3. Send broadcast messages requesting users to log out
4. Confirm all users have exited the system

Module Closing Sequence

The order in which modules are closed is crucial as data often flows between related modules. Following the correct sequence prevents data corruption and ensures accuracy.

Recommended Closing Order:

1. Bill of Materials
2. Accounts Receivable
3. Accounts Payable
4. Sales Order
5. Purchase Order
6. General Ledger (must be closed last)

Accounts Receivable Period End

The Accounts Receivable (AR) closing process requires specific steps to ensure all transactions are properly recorded:

Pre-Close Verification:

1. Update all AR Invoice Data Entry
2. Complete all AR Cash Receipts Entry
3. Process all SO Invoice Data Entry
4. Finalize SO Shipping Data Entry

Closing Procedure:

1. Navigate to Modules > Accounts Receivable > Period End
2. Print and verify all period-end reports
3. Execute Period End Processing
4. Review system automated tasks:
   • Zero-balance invoice removal
   • Temporary customer cleanup
   • Period-to-date balance reset
   • Current period increment

Accounts Payable Period End

The Accounts Payable (AP) module requires careful attention to detail during closing[4]:

Required Updates:

1. Complete all AP Invoice Data Entry
2. Process all Manual Check and Payment Entry
3. Finalize Electronic Payments
4. Update Purchase Order Receipts

Processing Steps:

1. Access Modules > Accounts Payable > Period End
2. Generate and verify period-end reports
3. Execute the closing procedure
4. Monitor automatic processes:
   • Temporary vendor purging
   • Check history clearance
   • Electronic payment history updates
   • Vendor purchase history maintenance

General Ledger Period End

As the final module to close, General Ledger (GL) requires special attention:

Pre-Closing Tasks:

1. Verify all subsidiary modules are closed
2. Confirm all adjusting entries are posted
3. Review trial balance reports
4. Reconcile all accounts

Important Considerations:

• The GL can remain open while awaiting final processing or audit adjustments
• Keeping GL open doesn't prevent new year transactions
• Reopening closed periods is possible if needed

Post-Closing Procedures

After completing the period-end closing, several steps ensure proper transition to the new period:

Verification Tasks:

1. Review all closing reports
2. Verify beginning balances for the new period
3. Confirm all modules are in balance
4. Archive period-end reports
5. Create additional backup of closed period data

Troubleshooting Common Issues

Understanding potential challenges helps maintain smooth closing procedures:

Balance Issues: If the General Ledger becomes unbalanced, investigate:

1. Incomplete transaction updates
2. Manual entry errors
3. System interruptions during processing
4. Integration issues between modules

System Performance: Closing speed depends on several factors:

• Company data file size
• Computer system capabilities
• Number of third-party add-ons
• Organization of closing procedures

Best Practices

Following these guidelines ensures optimal closing procedures:

Documentation:

• Maintain detailed checklists for each module
• Document any unusual transactions or adjustments
• Keep audit trails of all closing procedures
• Archive all period-end reports

Timing:

• Schedule closings during off-peak hours
• Allow adequate time for each module's closing
• Plan for potential system interruptions
• Coordinate with all departments involved

Data Management:

• Regular system backups throughout the process
• Verification of data integrity after each module close
• Proper archiving of closed period information
• Regular cleanup of temporary files

Reopening Closed Periods

If necessary, closed periods can be reopened following these steps:

1. Access General Ledger Setup menu > GL Options
2. Select the past fiscal year in the Current Fiscal Year field
3. Choose the appropriate accounting period
4. Enter required transactions
5. Reprint year-end reports
6. Return to current fiscal year and period

Period End Processing Options

The system provides various options during period-end processing:

Available Features:

• Selective transaction purging
• Custom report generation
• Automated file maintenance
• Fiscal year creation for year-end processing

This comprehensive approach to period closing in Sage 100 ensures accuracy, compliance, and proper financial record-keeping. Following these procedures systematically helps maintain data integrity and provides a solid foundation for the next accounting period.

Citations: [1] https://www.jcscomputer.com/sage-100-month-end-close-checklist [2] https://www.top-sage-resellers.com/blog/sage-100-year-end-closing-procedures [3] https://www.ardentconsultingllc.com/resources/navigating-the-period-end-process-in-sage-100-accounts-receivable-a-step-by-step-guide [4] https://www.ardentconsultingllc.com/resources/how-to-perform-period-end-processing-in-sage-100-accounts-payable [5] https://help-sage100.na.sage.com/2023/Subsystems/LM/Global/PERIOD_END_OVR.htm [6] https://www.ardentconsultingllc.com/resources/how-to-perform-period-end-processing-in-sales-order