stevesakoff wrote the following post on 3/20/2008 6:04:57 AM
Heather,
Before closing the year, make a complete backup of your database (all modules; you can create a new folder and then copy the data from the actual folder into this folder)! Add this backup to your Accpac menu so that you can access it if you ever need to run transaction reports for the prior year, whenever you need them.
After you have made the backup, in AP and AR, under Periodic Processing, there is a Year End function you can run which will open up the new fiscal year. In Inventory, the Periodic Processing is under the Housekeeping menu. There is no Year End process in Order Entry, but be sure you have processed the dayend function before closing the year for any invoices that may affect the closing year.
In all modules, be sure you have posted all open batches, all the way through to the General Ledger (again do this before you make the backup mentioned above). In the General Ledger, after all has been posted, under the Housekeeping menu is the Periodic Processing functions to (1) close the year - which moves income statement accounts to Retained Earnings and (2) change the Year, which officially closes out the current year and opens up the new fiscal year.
During each modules year end closing process, you may be asked to print various Posting Journal reports. If so, I suggest printing them to a file instead of paper so you don't waste time - if you haven't printed these reports for a full year it could take hours, not to mention a bunch of paper. If you print to file, again you can access them at a later date and print if necessary. Also, you have the backup you can print from anyway if you really need these audit trails.
You can process transaction in April for AP, or any module, even though the GL is in March. I assume you mean that March is the end of the fiscal year and April is the first period of the new year. If you do so, you cannot post the batches in GL until you open the new year in GL, but AP can be running for the new year. If you do this however, you will have to Archive the GL batches before you close the GL year and then once you open the new year in GL, retreive these archived batches and post to Period 1 on the New Year.
I haven't worked much with the DOS version of Accpac for awhile The version you are on, V6.1, hasn't been sold since the early 1990's. If I have forgotten something above, your backup will save you, so don't bypass this step.
You should really consider upgrading to the Windows version of Accpac where all of these issues go away. You can have up to 99 years open at any time and there is no year end required functions, just selecting the year\period you want each transaction to update. There are some great deals going on for folks still running the DOS version to get into Sage Accpac ERP (the windows version of Accpac Plus DOS). You can find an authorized dealer near you at www.sageaccpac.com or, of course, contact me through our website at www.paradimeinc.com if you are located anywhere near Atlanta.
Good luck,
Steve