How do I do an Accounts Payable Year-end?

Find your version's checklist in the folder \DOCS\XXA\ENG, where XXX is the version of Sage 300 you’re running. The file is Sage300ERP_Checklist_YearEnd.pdf.

Prepare for year-end

• Enter all invoices, orders, receipts and items
• Post to the sub-ledgers and the general ledger
• Complete period end transactions such as interest batches, retainage batches, write-off batches, and recurring transactions
• Determine the tasks required for your fiscal year end versus your calendar year end
• Back up your databases
• Create a new fiscal year in Common Services > Fiscal Calendar
• To reduce data entry errors, lock un-needed periods
• Before you clear out data, make sure that no one is entering transactions or doing other work in that module
• As needed, consult Sage300ERP_Checklist_YearEnd.pdf

Perform year-end steps under Accounts Payable Periodic Processing

Clear History (optional)

Before clearing out data, print and save reports that contain the data. Afterwards you won’t be able to access or inquire about it.

Delete inactive records (optional)

• The date range refers to the date you made the record inactive
• You can mark vendors inactive when their account balances are zero and they have no outstanding transactions
• You can delete inactive vendors once you use the clear history commands to clear its fully paid documents

Reset all batch numbers (optional)

• You remove transaction history from the batches
• You can’t drill down to these batches from GL or the batch lists
• Clearing statistics moves the current year activity statistics to last year (if available) and sets all counters to 0

Generate US form 1099 or Canadian form CPRS (optional)

These forms are similar to each other. Use them to report to the federal government the amount of money your company paid to unincorporated entities for services rendered.

1. Click the appropriate icon.
2. Ensure the information is correct.
3. Choose an output location for the file.
4. Click Generate.

You can upload this file to the government and use it to print forms as needed.