Sage Instant Year End Confusion :S

billyboy120 · Aug 4, 2009

Hi People,

I've just ran year end on Sage Instant, my end of year was end of June, but I hadn't run year end yet incase of late invoices etc.

Slight confusion though, my total sales in the nominal ledger for this year is lesss than the sum of all the invoices posted from July onwards?? Hope this makes sense, so my total turnover is less than the sum of July invoices.

Is there a reason why??

Thanks in advance!!

Billy

David Griffiths · Aug 4, 2009

Have you issued any sales credits in July?

Look through your sales accounts - 4000 onwards usually - to see if there are any entries in there that haven't come from sales invoices/credits - e.g. bank payments for refunds etc

Look through your invoices to see if any of them aren't for sales - e.g sales of assets or other things that aren't posted to 4000

billyboy120 · Aug 4, 2009

Nope no sales credits issued, and all invoices are posted under 4000, I can't understand it!

Also, when I year end, I should be able to delete unwanted customer/supplier accounts with no transactions in the current year shouldn't I? The year end isn't asking me if I want to clear the audit trail, does it do this automatically?

Thanks again!

Tom McClelland · Aug 4, 2009

I know this answer is at the level of the hardware support tech who asks, "Have you plugged it in?", but have you allowed for VAT? Your invoices included VAT, but VAT doesn't go into your sales income.

billyboy120 · Aug 4, 2009

DDOOOHHHHH! I can hang my head in shame....Tom, you're right!!! haha! It's been a long week already and it's only Tuesday!

With the deleting of old customer accounts, there's activity still showing up in some of them, but most of them have no activity, I've year ended and cleared the audit trail up to a date later than any activity on those accounts, any ideas??

Thanks for pointing out my stupidity hahahahaha!

Tom McClelland · Aug 4, 2009

I'm afraid I don't know Sage at all.

billyboy120 · Aug 5, 2009

Ah no worries Tom, thanks for your help! Anybody else have any ideas?? The accounts still have transactions against them in Financials, I'm guessing thats the reason??!

weebly_one · Aug 6, 2009

billyboy120 said:
Nope no sales credits issued, and all invoices are posted under 4000, I can't understand it!

Also, when I year end, I should be able to delete unwanted customer/supplier accounts with no transactions in the current year shouldn't I? The year end isn't asking me if I want to clear the audit trail, does it do this automatically?

Thanks again!

Hi billyboy,

You can only delete unwanted accounts if there are no transactions showing at all, in whatever year.

If you no longer want to be able to look up previous years data then you can 'clear audit trail' from the tools menu up to a certain date. To be honest unless you have a huge volume of data and alot of messy accounts, all my clients prefer NOT to do this as looking up what has gone on before for reporting is far more useful than the benefit of clearing the audit trail.

Once you have cleared the audit trail you can then delete any accounts with no transaction left. Sage will only remove items if payments/reciepts are correctly matched with invoices, and if transactions are bank and vat reconciled (if relevent).

Always back up at least twice before attempting an audit trail clear. You can always refer back to these backups if you need to look at old data.

Try looking at the help when you hit F1 and look up clear audit trail.

billyboy120 · Aug 6, 2009

Hi Alison,

Thanks for that, I see the problem now, there are some entries on those accounts that haven't been reconciled with the bank.

It's just a few accounts that I set up at the beggining and are no longer needed I'd like to clear them. Is there anyway of marking the transactions as bank reconciled (they're not coming up in bank reconciliation??) and then clearing audit trail and deleting them?

Thanks for your help!!

weebly_one · Aug 6, 2009

Are they definately transactions on the main bank account, as if they are not marked as if they are reconciled but not appearing on the bank rec there may be something wrong with your data.

They might be credit card or cash transactions and showing on a different bank accounts, if they are just do a dummy bank rec for the apprpriate account, or if it is an account you are never likely to need to reconcile go into the Bank Account tab and click on no bank rec box.

If they are old transactions on the main bank account, you can go to file maintenance and click the bank rec box in each record I think (although I have never tried it) but it might make your bank rec opening balance incorrect next time you do the bank rec.

Another thing you could try - but I recommend doing a backup first in case it has an odd effect, it tick the no bank rec box for the bank account concerned - then do your clear audit trail, then remove the tick again - that should cleat the unwanted transactions if they are old - again never tried it but it might be a fiddle that works!

If you do this check your bank rec opening balances carefully - you can always restore the backup if unforeseen problems occur.

billyboy120 · Aug 6, 2009

Ahhh they're cash transactions! Perfect that's sorted it! Cheers for your help!!

billyboy120 · Aug 6, 2009

Ahhh theyre cash transactions!! That's sorted it thanks very much for your help!!

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