Closing the Year in Point of Sale
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 Point of Sale is almost the same procedure as the Year-End routine in Sage DacEasy Accounting. If you are running Sage DacEasy Point of Sale interfaced with Sage DacEasy Accounting, it is not required to run the Year-End Routine in the Point of Sale module.
If you are not running Sage DacEasy Point of Sale interfaced with Sage DacEasy Accounting, the Year-End routine updates the historical information for customer, product, service, and tax files. It also clears the Sales and Commission information in the Salesperson file.
Post
Post all sales transactions in Sage DacEasy Point of Sale. (The easiest way to verify all sales transactions are posted is to run a Sales Listing report in Sage DacEasy Point of Sale from first to last. Select Journals from the Process menu. Select to print a Listing. If no asterisks appear next to the transaction number, all transactions are posted.
Backup
Make a backup of your data files. Clearly label each disk.
AR Year End
When you run the Accounts Receivable (AR) End-of-Period routine, your paid, posted Accounts Receivable (AR) transactions are cleared from the current company. This keeps your customer data at a minimum. If you run this routine periodically, the open invoice section of the AR payments dialog box is not cluttered with old, paid invoices. It is important that you make a backup of your data prior to running this routine because it cannot be reversed.
The Accounts Receivable Period-End Routine
Removes all paid-in-full invoices from the Accounts Receivable Open Invoice files. This information appears when entering AR payments. The invoices must be posted and dated on or before the date the Period End routine is run.
Updates the Balance Information for your customers. This Period is cleared and the amount is added to the Beginning field.
For balance forward-type customers, all remaining posted transactions for the period are consolidated into one invoice. The date becomes the invoice number, using the YYYYMMDD format.
Note: If you are running Sage DacEasy Point of Sale interfaced with Sage DacEasy Accounting, run the Accounts Receivable Period-End routine in Sage DacEasy Accounting.
Select Year End from the Periodic menu. The current year closed during this procedure appears on the Year-End dialog box. 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 system date. Then, return to the Year-End dialog box. If the year that appears is correct, select Yes to continue. Click Start Year-End Close. A message appears when the process is complete. Note: An error appears if all transactions are not posted. Exit this function and post all transactions before closing the year. Click Continue to return to the main menu.
Close the Year
Select Year End from the Periodic menu. The current year closed during this procedure appears on the Year-End dialog box. 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 system date. Then return to the Year-End dialog box. If the year that appears is correct, select Yes to continue. Click Start Year-End Close. A message appears when the process is complete. Note: An error appears if all transactions are not posted. Exit this function and post all transactions before closing the year. Click Continue to return to the main menu.
Purge
Use the Purge routine to remove unwanted information from your data files. If you purge a transaction file, Sage DacEasy removes all posted and deleted transactions from the file for the specified date range. In addition you can purge customers, products, and services that you no longer need. After you purge your transaction files, you can no longer view the purged transactions or print listing reports including the purged transactions. For this reason, you might choose not to purge data until after you close the year. It is very important that you back up your data files prior to purging information. Once the data has been purged, it can only be retrieved by restoring a backup made prior to running the Purge routine.
Tip: To increase available hard disk space, run the Recover routine on the file after you perform the Purge routine.
