Accounts Receivable Year-End

Documentation

The file Sage300ERP_Checklist_YearEnd.pdf contains a more detailed review of these processes. Find it in the folder \DOCS\XXA\ENG, where XX is your version of Sage 300. (Example: replace XXA with 24A.)

Basic Steps

Accounts Receivable year-end processing includes these steps:

1. Enter all invoices, orders, receipts, and other transactions. Post them to the subledgers and the General Ledger.
2. Complete period end transactions: interest batches, retainage batches, write-off batches, recurring transactions.
3. Identify items you need to complete your fiscal year end versus your calendar year end.
4. Back up your databases.
5. Create a new fiscal year in Common Services, Fiscal Calendar. Do this only once. 
6. To reduce data entry errors, lock any fiscal periods in the current and new fiscal years that aren’t immediately needed.
7. When you are working in the modules to clear out data, make sure that no one else is working in the module. 

Optional Steps

Under Accounts Receivable, Periodic Processing:

1. Clear History (optional):
   a. Before clearing, print reports of the data to save. Afterwards you won’t be able to access the data. 
2. Delete Inactive Records (optional):
   a. The date range refers to the day the record was made inactive.
   b. To mark a customer inactive, the customer must have a zero account balance and there must be no outstanding transactions. Clear fully paid documents for that customer (in Clear History) before deleting the inactive customer.
3. Year-end (optional):
   a. Reset all batch numbers to remove transaction history and all drill-down capabilities.
   b. Clear activity statistics to move the current year activity statistics to last year activity statistics and set new year totals to 0. On Customers, the Statistics tab contains an option to clear invoices paid and the counter of days to pay.
   c. You can clear recurring charge year to date statistics.