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Processing a year end - No SQL

Created on  | Last modified on 

Summary

How to process a year end when you're not using SQL in Sage 50cloud Pastel.

Description

A dataset can have up to 13 periods. Once you’ve reached this limit, you’ll need to process a year end to roll over to the new financial year.

CAUTION: Ensure you’ve performed the necessary year end preparation checks before attempting to run the year end assistant.

  • Ensure everyone else logs out of the company
  • Complete the year end on the server
  • If you can't complete the year end on the server, copy the data locally onto the workstation
  • Copy the company back onto the mapped drive where the server is and add the new company
  • Remember to remove the company on the workstation and activate it from the server

 

Resolution

 

  1. Select Change and then Year End.
  2. Read the message and click Yes.
  3. If you set up the 13th period click Yes on the message.
  4. Choose if you want to Create a new company called or Don’t create a new company.
  5. If you choose the option Don’t create a new company, you won't be able to select any other options.
  6. If you choose Create new company called, you can choose to run the year end in the new company or not.

Creating a new company:

This option allows you to keep financial information for more than two years. This is because you create a new database every financial year.

  1. Click Create a new company called.
  2. Type in a new folder name.
  3. Now you can choose if you want to Run the Year End in the new company.

     NOTE: If you select this option, the year end runs in the new company. If you don’t select this option, the year end runs in the company you currently have open. 
  4. Click Next.
  5. You’ll get a message that the company has been created click OK.
  6. You’ll see a reminder to print your financial reports, click Next.
  7. You’ll see a screen telling you what the year end does.
  8. Click Next and then Process.

 CAUTION: Don’t cancel the year end even if you get the program state 'Not Responding'. Depending on the data size, this process could take hours to complete. Ensure you have a backup. 

When selecting Don’t create a new company:

  1. Click Don’t create a new company.
  2. Click Next and you'll be told to print your financial reports.
  3. Click Next and you'll be told what the year end does.
  4. If you haven't made a backup, you’ll be asked to do so.
  5. If you choose not to make a backup, the audit trail will record this.
  6. Click Next and then Process.