Where to perform the year-end closing or archiving

Overview

Version 26.1 and later lets you combine fiscal and payroll archiving into one process during year-end maintenance.

Sage 100 Contractor SQL supports multiple fiscal years without forcing fiscal archiving to advance periods.

Combined fiscal and payroll archiving

Version 26.1 and later includes an option to combine archiving actions during Archive Oldest Fiscal Year.

The company’s fiscal year-end date must match the payroll year-end of December 31.

The combined archive removes the oldest fiscal year and the oldest payroll year together.

Combined archive options and behavior

The combined archive option includes a checkbox to opt out of payroll archiving.

The checkbox is selected by default.

A Payroll Warning message displays if you run a combined archive before payroll archiving.

Maintenance Tasks now include Payroll Options matching Archive Oldest Payroll Year behavior.

Maintenance results show employees removed and employees marked inactive.

Fiscal archiving requirements

You don’t need to archive fiscal data to advance into a new fiscal year.

You can enter and post transactions in new and prior fiscal years at the same time.

Sage 100 Contractor produces accurate reports for all unarchived years and periods.

Payroll archiving and closing requirements

Run Close Payroll Year or Archive Oldest Payroll Year before entering payroll for the new year.

Sage 100 Contractor SQL includes tasks to manage payroll and fiscal years.

Available year-end tasks

• Close Payroll Year
• Archive Oldest Payroll Year
• Archive Oldest Fiscal Year

Where to run each task

Close Payroll Year runs from menu 5-3-8 Close Payroll Year.

Archive Oldest Payroll Year runs from Database Administration for Sage 100 Contractor, Archive Company Data, Archive Oldest Payroll Year.

Archive Oldest Fiscal Year runs from Database Administration for Sage 100 Contractor, Archive Company Data, Archive Oldest Fiscal Year.

Advancing into a new fiscal year

Use menu 1-6 Period/Fiscal Year Management, Change Period, to advance fiscal periods.

Changing the default period from 11 to 12 opens period 1 of the new fiscal year.

The program runs an audit and blocks advancement when audit errors exist.

Setting the default period to 1 unlocks periods 2 through 12.

Lock posting periods you no longer use to prevent unwanted postings.

About the Archive Oldest Fiscal Year process

You don't need to archive the oldest fiscal year to advance to a new fiscal year.

Use archiving when you no longer need frequent access to prior-year fiscal data.

The archive moves the oldest fiscal year into a separate company database.

If multiple prior years exist, run Archive Oldest Fiscal Year once per year to archive the oldest fiscal year.