Closing the Year in Order Entry
The Year-End routine updates the historical information in your Customer, Product, Service, Salespeople, and Tax modules. Sage DacEasy transfers the year-to-date (YTD) values to the last year (LY) field and last year values to year before last (YBL). Values in the Year Before Last fields are removed during the Year-End routine. The routine also changes the period dates to the new year. Performing the Year-End routine in Sage DacEasy Order Entry is almost the same procedure as the Year-End routine in Sage DacEasy Accounting.
If you are running Sage DacEasy Order Entry interfaced with Sage DacEasy Accounting, it is not required to run the Year-End routine in the Order Entry module.
As mentioned earlier, the information for the year before last is removed during the Year-End routine. If you want to retain this historical information for your customers, products, and services, make a backup of your data files before performing the Year-End routine. Store the backup for archival purposes.
Post all invoices for the year you are closing. (The easiest way to verify all invoices are posted is to run a Sales Listing report in Sage DacEasy Order Entry from first to last. Select Sales Journal from the Process menu. Select to print a Listing. If no asterisks appear next to the invoice or return number, all invoices or returns are posted.)
Make a backup of your order entry data files. Clearly label each backup disk.
Close the Year
Select Year End from the Periodic menu. The current year appears. Verify the year that appears is the one you want to close. If the year you want to close does not correspond with the year that appears, exit the dialog box and change the program date. Then return to the Year-End dialog box. If the year that appears is correct, select Yes to continue. Order Entry closes the year.
Sage DacEasy Order Entry maintains information in various data files for the entire year. Even after you perform the Post Shipments routine, Order Entry retains the order information so you can print sales analysis reports and sales listings that include data for the entire year. However, as the years progress, some of the files can become very large as a result of holding old data. Sage DacEasy Order Entry provides an easy way to purge information from your data files. The Purge routine purges information from the files according to the date range specified.