How to close periods and perform period-end processing in Accounts Payable

Summary

How to close periods and perform period-end processing in Sage 100 AP.

Description

Use Period End Processing to complete either period-end or year-end tasks based on the Current Period field in Accounts Payable Options.
The process closes the current period and advances the accounting period to the next one. Run it at the end of each accounting period. The system handles year-end processing automatically when you process the final fiscal period.

NOTE:

Accounts Payable Options define the current period and retention years for vendor, check, and 1099 histories. 

The following occurs during period-end or year-end:

Vendor and history updates

  • The system removes temporary vendors with zero balances unless you retain them in Vendor Maintenance.
  • The system clears check history based on the period-ending date.
  • The system removes vendor electronic payment history based on retention years in Accounts Payable Options.
  • The system removes vendor purchase history based on retention years in Accounts Payable Options.

Invoice and record updates

  • The system removes open invoices with zero balances based on retention days for paid invoices.
  • If you retain invoice history, the system moves current-year data to Last Year fields.
  • The system removes inactive invoice history based on selected options.

Reporting options

  • You can print period-end reports during processing if you haven’t printed them yet.
  • You can also print reports separately using Period End Report Selection.
Fields in Accounts Payable Options control:
  • The current accounting period
  • Retention periods for vendor purchase history
  • Retention periods for check history
  • Retention periods for 1099 payment history
Note: These settings directly affect what data the system removes during year-end processing.

 CAUTION: Backing up your data is an important part of your daily and monthly procedures. Back up all Accounts Payable data before proceeding. 

Resolution


 NOTE: Backing up your data is an important part of your daily, weekly, and period-end procedures.

  1. Verify that all invoices and checks are updated for the current month.
  2. Make a backup of company data.
  3. If December is closed, and if 1099 forms are used, print, verify, and clear all 1099 forms.
  4. Change the Accounts Payable module date to the last day of the period closed (for example, 05/31/26).
  5. Expand Modules, Accounts Payable, Period End, Period End Processing.
  6. Select Full Period End Processing.
    •  NOTE: If this is the last period of the fiscal year, select Full Period End and Year End Processing.
  7. Select the checkboxes for the reports to be printed, and click Print. The following reports should be printed at a minimum:
    • Aged Invoice Report
    • Check History Report
  8. After you print and verify the reports, click Yes at the "Do you want to complete period-end processing?" prompt.
  9. When period-end processing is finished, back up the Accounts Payable data files. Don’t overwrite the backup created above (before the period-end processed).

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Solution ID
223924150028363
Last Modified Date
Fri Jun 26 17:19:15 UTC 2026
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