4 THINGS TO NOTE BEFORE CLOSING THE BOOKS

At a high level, here are 4 things to consider as you begin closing the books on 2025 and start fresh in the new year.

1. Backup Your Data

2. Follow the Module Closing Order

A year end process in one module often writes data to another related module. Therefore, closing modules in the proper sequence is important in order to avoid unexpected results or damage to your data.

For more detail and guidance, refer to the Module Closing article on page 3 of this newsletter.

3. Follow the Module Closing Checklists

Step-by-step checklists are available for most modules. These checklists provide guidance on the sequence of detailed tasks and procedures that should be performed within each module.

Detailed checklists for each module can be accessed right from within the Sage 100 Help system.

4. Preview The Process

A video is posted on the Sage Customer Support and Training channel on YouTube that walks you through an overview of period and year-end processes. It provides a nice refresher before starting your live closing process.

CREATING A COPY COMPANY FOR ARCHIVE / BACKUP

At year end, it’s useful to create an archive company using the Copy Company feature. This provides a readily accessible copy (and backup) of the current year’s data even after you perform year end processing in your live company.

To make a copy company, go to:
Library Master > Main Menu > Company Maintenance

1. Create a new company code and company name (description) that’s easy to identify and distinguish from the live/active company that you’re copying.
2. Click the Copy button and enter the Company Code of your current year live (or “Source”) company.
3. Select the modules from the source company you want copied over to your archive company. For a complete archive/backup, you’ll want to copy all modules. Click Proceed. Once the process is finished, click Accept.

Note: For good measure, you might run a trial balance in each module and do a quick spot check to make sure all the data that came over is balanced and accurate.

Video: How to Back Up Data

Head over to YouTube to watch a recorded demonstration of the Copy Company process in action.

MODULE CLOSING

Keeping Things In Order

A year end process in one module often writes data to another module.  Therefore, the sequence in which you close your Sage 100 modules is important in order to avoid the risk of damaging your data.

Important: Remember to back up your data before starting module closing procedures. Refer to the article on page 2 of this newsletter for guidance.

1. B/M – Bill of Materials
2. B/C – Mobility for Bar Code
3. W/O – Work Order (retired in v2022)
4. R/A – Return Materials Authorization
5. P/O – Purchase Order
6. S/O – Sales Order Processing
7. O/M – Operations Management (3rd party)
8. P/M – Production Management
9. I/M – Inventory Management
10. M/P – Material Requirements Planning (retired v2022)
11. P/R – Payroll (Quarter-end processing)
12. A/R – Accounts Receivable
13. A/P – Accounts Payable
14. J/C – Job Cost
15. B/R – Bank Reconciliation
16. F/L – General Ledger

Note: While there is no formal closing procedure in certain modules like B/M or W/O, all transactions in those modules should be posted before starting closing procedures in the modules that follow. Remember, this is just a general guide. If you own modules that aren’t listed above or you run any third party add-on products, please contact us to discuss specific closing procedures for your company.

Get the Full Details

YEAR END PROCESSING

4 Tips for Success

Here are just a few tips to keep in mind as you begin year end processing in Sage 100.

1. General Ledger Closing – While it’s a good idea to close modules in a timely fashion, the General Ledger can remain open for as long as you need while awaiting final processing (or audit adjustments) in other modules. A GL that’s still open for 2025 will NOT prevent you from entering transactions for the new year.

2. Payroll Planning – Even if your company is on a fiscal year, you may need to close out payroll at the end of the calendar year (particularly if you’re running an older version of Sage 100 Payroll.)

NOTE: This does NOT apply to the newer Payroll 2.0 module which allows two calendar years to be open so you don’t have to run year-end tax reports and W-2’s before processing payroll for 2026 (as was required with the old/legacy payroll module).

3. Check Your Version Number – Closing procedures can vary depending on which version of Sage 100 you’re running. Here are steps to identify both your version number and service pack:

Select Help > About Sage 100

4. Master Console – Once you’re ready to close, you need to make sure all users are out of the system. That’s where the Master Console comes in handy. This utility provides a snapshot of all users currently logged into Sage 100, the workstation being used, what programs/tasks they’re using, and more. You can also broadcast a message to all users or even shut them down remotely.

To launch the Master Console:
Select File > Master Console

YEAR END FAQ’S

For General Ledger & Reporting

Here are answers to a handful of the most Frequently-Asked Questions (FAQs) regarding General Ledger and Reporting when it comes to year end processing.

Can I print financial statements for the NEXT fiscal year PRIOR to performing year end processing?

YES. In the Fiscal Year field within the applicable report window, simply select the fiscal year to print.

DO NOT manually change the fiscal year in General Ledger Options in order to print financial statements for the next fiscal year.

After year end processing, can I delete accounts that will no longer be used in the new fiscal year and still run comparison statements?

Information about prior fiscal years is stored by account number. These account numbers must be retained for as long as you require comparisons.

Instead of deleting, you can set the status of an account to Inactive which prevents future postings but still retains the account number for comparisons. On the Main Tab in Account Maintenance, select Inactive in the Status field
and click Accept.

Can I open a closed fiscal year to make General Ledger postings/adjustments?

YES. If you retained detail history for a prior fiscal year by entering the ‘Years to Retain General Ledger History’ field in GL Options, you can reopen and post to a closed fiscal year.

TO POST TO A CLOSED FISCAL YEAR:

1. Select General Ledger Setup menu > GL Options
2. On the Main tab, in the Current Fiscal Year field, select
   the past fiscal year to reopen
3. In the Current Period field, select the accounting period to post to and click Accept

4. In General Journal Entry or Transaction Journal Entry, enter the transaction to the reopened fiscal year and period and update the journal entry.
5. Reprint year end reports when you’re finished
6. Go back to General Ledger Options Main tab and select the current year in the Current Fiscal Year field, and the current period in the Current Period field. Click Accept.

You’ve just re-opened the closed fiscal year, posted a journal entry, and reverted back (in step 6) to the current fiscal period and year.

Note: Closed fiscal years can only be reopened in the General Ledger module.

Can I process year end in General Ledger before I’m
finished with the other modules?

NO. General Ledger should be the very last module you close. Refer to the Module Closing Order article earlier in this newsletter for details on the proper closing sequence.

TIP: How to Correct an Out of Balance General Ledger

There are a variety of reasons that your general ledger can get out of balance. In the video below, you’ll learn how to discover and correct the out-of-balance situation including instructions for making one-sided journal entries.

JOIN THE SAGE 100 YEAR END
WEBCASTS

As the year comes to a close, it’s time for a refresher on how to close the books and perform year end processing. Sage is hosting two complimentary webcasts designed to guide you through some key year-end processes in Sage 100:

Sage 100 Year-End Webinar #1

Aatrix, Payroll and Fiscal Close

Date: December 10, 2025
Time: 10 AM PT / 1 PM ET
Overview:
Learn valuable tips and resources to help you make year-end payroll processing and tax form generation as seamless as possible. Also get a refresher on fiscal closing procedures.

Sage 100 Year-End Webinar #2

Required updates, Tax Forms and FAQs

Date: December 11, 2025
Time: 10 AM PT / 1 PM ET
Overview:
This session is focused on important software updates for tax purposes as well as answering some of the most common questions that Sage 100 customers have during year-end processing.

Can’t Make it Live?

No problem. Just check the Sage 100 Announcements Forum to access webcast recordings following the live events.

SAGE 100 YEAR END CENTER

Sage has created a Year End Center that provides valuable resources to guide you through a smooth year end closing process in Sage 100 including:
• Year End Tips and Checklists
• Video Tutorials and How-to Articles
• Live Chat With Tech Support
• Tax Forms, Payroll, and Report Guidance
Take advantage of this free and valuable resource!

SAGE 100 SUPPORTED VERSIONS

What versions of Sage 100 are currently supported? What is the “end of life” date for the version I’m running now? Those questions are answered in the table and notes below:

Things to Note:
Sage officially supports the current release plus two previous releases. Phone support is not provided for retired versions which currently includes Sage 100 2022 and earlier.

See also:
What Crystal Reports Versions are Supported with Sage 100?
Contact us if you need upgrade assistance or any other help with year end processing.

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