1. BA Yearend Procedure

2. Agenda Why Run A Year End Before The Year End Year End Procedure:
Backup
Stock Take
Purge Account & Transactions
Print Relevant Reports
Purge First Year
After The Year End
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3. Why Run A Year End
Sage Evolution has the capacity to accommodate up to five financial years of General Ledger information.
Upon completion of the 5th financial year, you will be required to purge the information contained in the 1st year.
By completing the First Year Purge Procedure, you are able to add an additional year to the system.
Purging can also be done to reduce the size of your company database and increase working speed.
New feature in version 7, soon to be released, no purge will be required as it allows for Unlimited periods on the system.
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4. Before The Year End Establish which year you are currently in.
Common > Maintenance > Company Details > Accounting Periods
Processing for Year 1 must be completed in its entirety, before purging the 1st Year.
The First Year Purge can be performed at any point when working in Year 2, 3, 4, or 5.
However, it is imperative that Year 1 must have been audited and cleared by your accountants prior to you completing a First Year Purge.
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5. Before The Year End
The Inventory Valuation Report (Reports > Inventory > Valuation option) must be completed on the last day of your financial year.
This report is required by your accountant and/or auditor in order to calculate the value of your stock at that point in time. This report cannot be backdated or run in advance as it works on the current stock value only.
It is therefore critical to ensure that all stock related transactions, such as Invoices, Credit Notes, Stock Take procedures, Adjustments etc. have been completed for the specified financial year BEFORE printing the Valuation Report. You are NOT able to obtain this valuation after completing the Year End.
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6. Year End Procedure: Backup
Data backup must be done at head office and all branches.
Sage Pastel IronTree automates the full backup process and ensures that data is secure and accessible 24 hours a day, anywhere in the world –
Backup process through SQL Management Studio or through Database Management
Always make backups under the following circumstances:
1. Before doing a Year End (this backup should be kept in a safe place, separate from normal backups).
2. Before making an adjustment or purging data.
3. Before running any of the relink options under the Maintenance menu.
4. To prevent loss of valuable data and time due to hard disk failure, fire or theft.
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7. Year End Procedure: Stock Take
To be done at the branches.
Prior to doing an inventory count, please consider the following:
1. Sync must be off
2. There should be no outstanding IBT’s
3. No processing should be done on the system while the inventory count is being done.
Transactions > Inventory > Inventory Count > Add
Manually capture quantities
Import quantities
After the count, you have the option of:
a. Ignoring uncounted items or select to adjust them to zero
b. You can select the date on which you want to post the inventory count transactions
c. Print an Inventory Count Variance Report.
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8. Purge Accounts & Transactions
Year End Procedure:
Purge Accounts & Transactions
To be done at head office only.
It is not a compulsory step
Maintenance > Accounts Receivable/Payable/ Inventory > Purge Transactions
The difference between the purging of stock and customer/supplier transactions is that a stock item cannot be deleted even if all its stock transactions history has been deleted.
If a specific customer’s or supplier’s transactions have all been deleted (through Accounts Receivable or Accounts Payable Purge Transactions functionality), then the relevant account can be deleted afterwards.
While the selected stock transaction history has been removed, simultaneously an entry for the consolidated purging of transactions has been posted on the affected inventory items
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9. Print Relevant Reports
Year End Procedure:
Print Relevant Reports
Make sure that these reports balance (i.e. branch 1 trial balance + branch 2 trail balance = consolidated trial balance at head office).
Trial Balance
Income Statement
Balance Sheet
Ledger Accounts (if required)
Account Balances (if required)
Project Profit & Loss (if required)
Inventory Management (if required)
Any additional reports that may be required by the business
Ensure that the relevant reports balance for Year 1 prior to starting the purge
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10. Year End Procedure: Purge First Year
To be done at head office only.
Transactions in Periods 1 to 12 of Year 1 will be deleted.
The net profit or loss will be calculated (i.e. income vs. expenses) and the balance transferred into the Accumulated Profit account as specified during the first year purge procedures.
On your financial reports, the account balances for the Periods 1 to 12 will be displayed as the previous year’s figures.
Your second year information will become your first, while the third year will become the second etc, and the period table will automatically adjust by adding the next 12 Periods
Once a transaction has been allocated against a General Ledger account, the account cannot be deleted.
Expense or income accounts can be deleted after the first year purge , as the system deletes all transactions for these accounts and brings forward a balance in the new year as an accumulated profit or loss.
Maintenance >General Ledger > Accounts > Delete account
Balance Sheet accounts have a balance brought forward only if an amount exists to be brought forward. Should a zero balance exist, this account can be deleted after purging.
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11. Year End Procedure: Purge First Year
Ensure that all Syncs are closed
Maintenance > General Ledger > Purge First Year
Select the Accumulated Profit Account(global)
Select the Transaction type to be used for the purge(JNL)
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12. Year End Procedure: After The Year End
Run the sync at head office and then at the branches in order for the changes to take effect at the branches.
Sage Evolution retains transaction history for five financial years. It is possible to back date and post transactions in both the new financial year (Year 5) and previous financial years but always consider the following:
If the new current Year 4 has already been audited and the financial reports finalized and accepted, any transactions (Journals, Cashbook, Customer or Supplier documents) processed in Year 4 (and beyond) would always imply that all the financial reports for Year 4 need to be reprinted and re-accepted by the company’s auditor.
Also note, if there are old syncs that have not gone through and the purge is done and reports signed off by the auditor, this could pose a problem when the syncs eventually do go through. This would mean that your financial year will need to be audited again.
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13. Info Share
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14. Info Share
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15. Info Share
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16. Info Share
During a purge evolution creates a temporary DB which will be the same size as your current DB. Example: If your current DB is 10G, your temporary DB will also be 10G, so you will need space that is greater than 20G, if you have anything less than 20G you will experience some of the above error messages
As a suggestion, test the purge prior to running it on the live data. At least 2 day prior to the purge, Purge First Year and check if there are any errors that need to be fixed, to prevent any surprises when running the procedure on the Live Database.
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