Sage 50 - Year End Guide
We are surprised at the number of users who have large data sets, poor
performance and data issues that are not following the optimum year end procedure
to minimise the size of their data sets and thereby get the best performance and
reduce the chances of errors in Sage 50.
This guide is aimed at users with large data sets
Don't wait for the accountants - there is no need to.
Preparation things to do in advance:-
 | Ensure the Bank reconciliation is up to date |
| Make sure that the "no bank reconciliation" flag is set on any
bank accounts you do not reconcile |
| Ensure the VAT return is up to date and that transactions have been reconciled |
| Be sure that you have raised all the invoices that will be in the previous years, be sure that you have received all the invoices from suppliers for the previous year (it is not the end of the world if a few turn up late after the year end, but best if they don't) |
| Make sure that invoices and credit notes are matched against each other |
| Write off any accounts that are never going to get paid (backdate these in
the previous year so they can be cleared) |
| Write of any pennies or small amounts hanging around (backdate these in
the previous year so they can be cleared) |
| Mark accounts that to plan to delete after year end |
| Check that the default chart of accounts is okay with no missing nominals
by using the check option. |
| Verify the values in the balance sheet.
|
| Make backups. |
| Create an archive company in Sage when to doing the year end (tick box on year end option)
follow the process and make the year end journals |
| Check the journal did not miss anything by running a TB for brought
forward, there should be no values in the P&L part normally nominal
codes 4000 - 9999 |
| Clear the audit trail to the end of the previous financial year (good idea to check at this point that old transactions have been removed, transactions can be retained is they or their linked transactions have not been bank reconciled, vat reconciled or remain unpaid on the customer or supplier ledger, if needs be, resolve issues and rerun this until you are happy that there are few issues. |
| Clear the stock records to the end of the previous financial year. |
| Use a search to find all posted invoice prior to the year end in the invoicing module and delete them. |
| Use a search to find all remaining invoices prior to the year end in the invoicing module and verify that these are current. |
| Use a search to find completed sales orders prior to the year end and delete them |
| Use a search to find all cancelled sales orders prior to the year end and delete them |
| Use a search to find all remaining orders prior to the year end and verify they are all active |
| Use a search to find completed and updated purchase orders prior to the year end and delete them |
| Use a search to find all cancelled purchase orders prior to the year end and delete them |
| Use a search to find all remaining purchase prior to the year end and verify they are all active / unposted |
| Use search to find all the customer, supplier and nominal accounts you no
longer need and delete them. |
| run the re-index option |
| run the compress options. |
