SAGE Line 50 - Year End Closing

[Fast Fibre Roofing]

Hi,

I am trying to close my year end for 08/09, but my Trial Balance is picking up two years of transactions (07/08 & 08/09). I know that I have already closed 07/08, and my date at the bottom of the screen is sitting at April 08 (1st day of 08/09 year) - can anybody advise why this is happening?

All my backups show the same problem, which suggests a data issue.

Any help is greatly appreciated!!

Thanks.

[Newbie22]

Run a "Transactional Trial Balance" for specific dates... as TB will pick up everything if u run it standard.

[johndon68]

The Trial Balance will pick up previous years for the Balance Sheet Nominal codes but, if it is picking up figures for the P&L codes, it would suggest that the P&L codes were not cleared down when the Year End was run last year albeit, if that was the case, I'd expect to see those figures showing as brought forward on this years P&L reports.

If you look at the P&L codes, can you see 'Ledger Year End' entries dated 31st March 08?

John

[Fast Fibre Roofing]

Hi John

It definitely looks as if the previous year has not closed (although we did!), as there are no ledger year ends on the audit trail, and the P&L codes are showing b/f figures, which are 07/08 accounts values.
I am not sure how this can have happened, as our financial year is running as if it has been closed. We have had data corruption, though so are working from restored back ups. Can I close the year down now which will effectively clear down the P & L. This would mean clearing two years in one go.
Would this be ok to do? Or will this create any other problems?

PS. I have actually tried this from another backed up copy and all the figures seems to have corrected themselves.

Toni

[johndon68]

When the year end routine runs, Sage looks at the Chart of Accounts to determine which nominal codes relate to the P&L and it is those that it clears down to zero.

There are two possibilities as to why this did not happen:

1. There were no P&L nominal codes on the Chart of Accounts.
2. There is at least one older version of Sage (can't remember which one off the top of my head) where, if you had more than one Chart of Accounts had an issue whereby codes would not be cleared down at year end.

John

[Fast Fibre Roofing]

Hi John,
Thanks for all your advice, but I think our problem has been a little more viral/corrupt... to cut a long month of stress short, and with the help of my computer geek partner, we eventually found a file in the accdata called 1. file type COA which I realised was the chart of accounts. When I opened it, it was empty, despite saying it was 56KB. As we have multiple companies, I was able to check their data file 1, and found theirs contained all the nominal codes for the chart of accounts. We copied this to the empty one, and it restored the chart of accounts and enabled us to run financial reports again (previously this was not happening, and the chart of accounts was not showing anything unless I changed it to list). However, this is now reporting on 2 yrs, not the one.
I'm just glad to have figures back on my account that make sense!
When I run the yr end, I am back in the correct yr, it clears down the two yrs, and my TB is compressed correctly. So all seems great.
Do you think this should cause any conflicts anywhere?

Regards
Toni

[johndon68]

Do you think this should cause any conflicts anywhere?

As the COA is now correct, you'll be fine going forwards.

John

[Fast Fibre Roofing]

HALLELUJAH!!!!!!!!!!!

Now I can get some work done! :)