Year-end Processing Tips Volume 2 – Closing the Purchase Order module

Ideally, Sage ERP MAS 90 and 200 Purchase Order Year-End Processing should be completed before updating any transactions in the new year. Of course, this is not always possible. If you are currently on version 4.4 or above, then you have no worries – Purchase Order was rewritten to the Business Framework in version 4.4, and all transactions are date sensitive. If on version 4.3 or below, however, be aware that the future posting capability for P/O is limited to one accounting period beyond the current open period. Failure to close P/O before the end of the future period will cause the summary totals (PTD and YTD) for the current or future period to not match the transaction detail reports.

Here are some tips to keep in mind when closing the Purchase Order module:

  • Before closing the P/O module for the year, be certain that:
    • All purchase orders for the year have been entered
    • All receipts, invoices, returns, and issues have been entered and updated
    • The current P/O date agrees with the year-end date
    • You have a backup of the P/O module
  • Print the following reports and review:
    • Open Purchase Order
    • Purchases Clearing Report – should reconcile to the G/L control account
    • Receipt History Report
    • Purchase History Report
    • Optional reports include the Open P/O by Item Report, Purchases Clearing by Item, and Purchase Order Recap

The Purchase Order Full Period and Year-End Processing application will perform the following tasks:

  • Sets the PTD and YTD quantity and dollars purchased fields to zero
  • Removes completed purchase orders according to the number of days designated in the Purchase Order Setup options
  • Removes master and repeating orders that have expiration dates on or prior to the period-end date from the open purchase order file
  • Advances the current period in the Purchase Order Setup Options to period 1 of the next year.

Next up: Sales Order Year-End Tips

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