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Year end preparation: Update open batches before your year end in Sage 50cloud Pastel

Created on  | Last modified on 

Summary

Update all open batches in Sage 50cloud Pastel before you run the year end. Open batches include Point of Sale (POS) cash on delivery and on hold documents.

Resolution

  

 

The Year End Assistant won't run if you have open batches. You'll see the error 'You currently have open batches' until you clear or update them.

NOTE:

Quotations, sales orders, purchase orders, and documents on hold don't trigger the "Open batches found" error. 

View your open batches

  1. From the main menu, select View, then Open Batches.

    You see the document types, batches, and the user who processed each batch.

  2. Decide what to do next based on who processed the batch:

    • If you're a Supervisor: Select Jump To to open another user's batch
    • If you're not a Supervisor: Ask the user who processed the batch to sign in and follow these steps

Clear an open batch

You have three options for each batch, depending on the document type:

  • Documents processed in Sage 50cloud Pastel: Update, delete, or place on hold
  • Cash books and journals: Update or delete the batch

Use the On-Hold Assistant

Use the On-Hold Assistant to place documents on hold or take them off hold. The steps are the same for both actions.

  1. From the main menu, select Process, then On Hold Assistant.

  2. Select the document type to place on hold. 

    Note: The list only shows document types with open batches.

  3. Select Next.

  4. Select the customers or suppliers with open documents.

  5. Select Next.

  6. Select the documents to place on hold.

  7. Select Process.

Update or delete any documents you didn't place on hold. If you leave them open, the year end won't run.

TIP:

If you delete any documents, update the batch to clear them.

Clear POS open batches

If you use Sage Pastel Point of Sale, see Year end preparation: Point of sales (POS) open batches.

 Not using POS

You'll need to delete the Documents.mdb file found in your company folder. 

  1. Press the Windows and E key on your keyboard. 
  2. Go to your Company folder.
  3. Search for the file Documents.mdb as shown below.
  4. Right-click this file and delete it.

Batches with a missing user

If a batch has a missing user, you'll see this error message. Follow the on-screen instructions.

A window showing an error about batches with a missing user.

Delete open batch files

Sometimes the open batches error appears even after you've updated all batches. This happens when batch files remain in your company folder after the update.

  1. Press the Windows key + E to open File Explorer.
  2. Go to your company folder.
  3. Double-click the company folder to see the data files.
  4. Find and delete any of these files, followed by a number (for example,

    accbtn5.000):

     

     

     

  • ACCBTN.xxx
  • ACCBTR.xxx
  • ACCBTP.xxx
  • ACCBSJ.xxx
  • ACCTGRID.xxx
  • ACCSJCTL.xxx

If you've tried all the steps above and the open batches error continues, contact Sage Support and request a data fix.

Have the following ready:

  • Your customer number
  • Your base serial number
  • A screenshot of the error