How to Close Modules in Sage 100

Preparation Steps

Before beginning any module closing procedures, several critical preparatory steps must be taken:

Backup Your Data Creating a comprehensive backup of your Sage 100 database is absolutely essential before starting any closing process. This backup serves as your only means of reversing year-end processing if mistakes occur. Test the backup to verify it was performed successfully and the data remains readable.

Check Version Compatibility Verify your Sage 100 version and service pack by selecting Help > About Sage 100, as closing procedures can vary between versions.

Use Master Console Launch the Master Console (File > Master Console) to ensure all users are logged out of the system before beginning the closing process. This utility shows all current users, their workstations, and active programs.

Proper Module Closing Sequence

The following sequence must be followed precisely to maintain data integrity:

First Tier (Manufacturing)

1. Bill of Materials
2. Work Order Processing
3. Bar Code

Second Tier (Operations) 4. Purchase Order Processing 5. Sales Order Processing 6. Inventory Management 7. Material Requirements Planning (MRP)

Third Tier (Time Management) 8. Timecard 9. Electronic Reporting/Magnetic Data

Fourth Tier (Financial) 10. Payroll (Quarter-end processing) 11. Accounts Receivable 12. Accounts Payable 13. Job Cost 14. Bank Reconciliation 15. General Ledger

Special Considerations

Manufacturing Modules While Bill of Materials, Work Order, and MRP modules lack formal closing procedures, all transactions in these modules must be posted before closing any subsequent modules.

General Ledger Flexibility The General Ledger can remain open while awaiting final processing or audit adjustments in other modules. An open GL for the current year will not prevent transaction entry for the new year.

Period-End Processing Steps

For modules requiring period-end processing, follow these steps:

1. Select the module's Period End menu > Period End Processing
2. Verify the correct period is displayed
3. Select the Print Period End Reports checkbox if needed
4. Click Proceed
5. Confirm the closing period change when prompted

Creating an Archive Company

To maintain historical records:

1. Use the Copy Company feature to create an archive
2. Select all modules for copying to ensure a complete backup
3. Verify data accuracy by running trial balances in each module

Best Practices for Module Closing

Report Generation Before closing any module, generate and review these essential reports:

• Period-end reports specific to each module
• Trial balances
• Transaction histories
• Audit trails

Data Verification Perform these checks before proceeding with module closing:

1. Reconcile all module balances
2. Verify posting of all transactions
3. Check for unposted batches
4. Review outstanding items

Common Pitfalls to Avoid

1. Closing modules out of sequence
2. Failing to post all transactions before closing
3. Skipping the backup process
4. Not verifying data accuracy between modules
5. Proceeding without all users logged out

Year-End Specific Considerations

Payroll Processing For calendar year-end, payroll must be closed regardless of fiscal year setup. Newer versions of Payroll 2.0 allow two calendar years to remain open simultaneously, providing more flexibility for W-2 processing.

General Ledger Closing As the final module to close, General Ledger closing requires special attention:

1. Ensure all other modules are closed first
2. Verify all adjusting entries are posted
3. Confirm beginning balances match prior year ending balances
4. Review retained earnings calculations

Module Closing Checklist

Before Closing:

• Create comprehensive system backup
• Verify all users are logged out
• Generate necessary reports
• Post all outstanding transactions
• Reconcile module balances

During Closing:

• Follow proper module sequence
• Verify each module closes successfully
• Document any errors or warnings
• Maintain audit trail of closing process

After Closing:

• Verify beginning balances
• Test posting in new period
• Archive period-end reports
• Create additional backup

Technical Support Considerations

When to contact your Sage partner:

1. Encountering unexpected errors
2. Managing custom modifications
3. Handling integrated third-party products
4. Requiring specific closing procedures for additional modules

Data Management

Retention Policies Configure data retention settings in each module's Options window to control historical data preservation. Consider storage requirements and regulatory compliance when setting retention periods.

History Purge Some modules offer options to purge historical data during closing. Carefully consider these options as purged data cannot be recovered without a backup.

By following these comprehensive guidelines and maintaining careful attention to detail throughout the closing process, organizations can ensure accurate and efficient module closing in Sage 100. Remember that this process requires careful planning, proper sequence execution, and thorough verification at each step to maintain data integrity and accuracy.

Citations: [1] https://www.rklesolutions.com/blog/sage-100-erp-module-closing [2] https://www.top-sage-resellers.com/blog/sage-100-year-end-closing-procedures [3] https://asifocus.com/blog/sage-100-module-closing-keeping-things-in-order-4/ [4] https://www.rklesolutions.com/blog/sage-100-year-end-tips [5] https://www.youtube.com/watch?v=PlP_TE-vcDE [6] https://help-sage100.na.sage.com/2018/Subsystems/LM/GlobalProced/PERF_PERIOD_END_YEAR_END_PROCSSNG.htm [7] https://asifocus.com/blog/sage-100-erp-module-closing-tips/ [8] https://communityhub.sage.com/us/sage100/f/distribution-manufacturing-and-internet-modules/106056/how-to-close-month-end-modules [9] https://e2btek.com/essential-year-end-processing-tips-for-sage-100-users/ [10] https://www.youtube.com/watch?v=GGdsFKpog_g