How to Change the Date in Sage 100

Understanding Date Types in Sage 100

Before diving into the process of changing dates, it's essential to understand the three primary date types in the system:

Module Default Dates: These dates serve as the default for transaction entries in specific modules. When you enter transactions, the system automatically populates date fields with this default date.

Document Dates: These are the actual dates that appear on sales invoices, payable invoices, or checks. While they initially default to the module date, they can be modified as needed.

Transaction/Posting Dates: These dates determine when transactions post to the general ledger. They typically default to the module date but can be adjusted during journal or register updates.

Methods to Change the Accounting Date

There are several ways to modify the accounting date in Sage 100:

Method 1: Using the Status Bar

• Locate the date display in the bottom right corner of the Sage status bar
• Click on the date to open the Change Accounting Date popup window
• Enter the desired date and confirm

Method 2: Using the Desktop Menu

• Select "File" from the main menu
• Click "Change Date"
• Enter the new accounting date in the popup window
• Click OK to save the changes

Method 3: Using the Standard Toolbar

• Locate and click the Change Date button on the Standard toolbar
• Input the desired date in the Change Accounting Date window
• Confirm the change

Date Management Settings in Company Maintenance

Sage 100 offers several company-wide date management options that can be configured in Library Master's Company Maintenance:

Option 1: Prompt for Accounting Date This is the default setting when creating a new company. When enabled, users must enter an accounting date when first accessing a module during their Sage 100 session.

Option 2: Auto Set Accounting Date from System Date This setting automatically sets the accounting date based on the system date, eliminating the need for manual date entry. This option is only available when the first option is disabled.

Option 3: Restrict Accounting Date This setting limits posting to the current period and one future period, helping prevent accidental postings to incorrect periods.

Module Date Maintenance

For comprehensive date management across multiple modules:

1. Navigate to the Library Master module
2. Access the Module Date Maintenance program
3. View accounting dates for all recently accessed modules
4. Modify dates for multiple modules simultaneously

Best Practices for Date Management

To ensure accurate financial records and efficient operations:

Regular Date Verification

• Check module dates at the beginning of each session
• Verify posting dates before updating journals or registers
• Confirm document dates match source documents

Period Control

• Use the restrict accounting date option to prevent incorrect period postings
• Close modules in a timely manner to maintain date integrity
• Monitor future period postings carefully

User Training

• Ensure all users understand the different date types
• Establish clear procedures for date changes
• Document any special date requirements for specific transactions

Changing Dates in Specific Modules

Accounts Receivable Invoice Dates

1. Access Invoice History and Query
2. Locate the invoice requiring modification
3. Open Invoice Data Entry
4. Enter the same invoice number
5. Accept the adjustment prompt
6. Modify the invoice date
7. Update through the sales journal

Troubleshooting Date Issues

Common date-related issues and their solutions:

Incorrect Period Postings If transactions post to the wrong period:

1. Verify module date settings
2. Check user permissions
3. Review date restriction settings
4. Adjust dates through proper channels

System Date Discrepancies When system dates don't match expected dates:

1. Verify server date settings
2. Check company maintenance preferences
3. Review user role permissions

Role Maintenance and Security

Date management security can be controlled through role maintenance:

Security Settings

• Configure allow accounting date beyond one future period
• Set up user-specific date restrictions
• Establish role-based date management permissions

Document Date Warnings

Sage 100 provides additional control through document date warnings:

1. Set warning parameters for prior periods
2. Configure future period warnings
3. Establish date range restrictions
4. Define user override permissions

Impact on Financial Reporting

Understanding how date changes affect financial reporting is crucial:

Report Generation

• Reports use the accounting date for period determination
• Document dates may appear on transaction details
• Posting dates determine general ledger impact

Audit Trail

• System maintains date change records
• Original and modified dates are tracked
• Date modifications appear in audit reports

Conclusion

Effective date management in Sage 100 requires understanding the various date types and their purposes, knowing the available methods for changing dates, and implementing appropriate controls through system settings and user permissions. By following these guidelines and best practices, organizations can maintain accurate financial records and efficient operations while preventing date-related errors.

Citations: [1] https://www.swktech.com/how-to-manage-date-prompts-in-sage-100/ [2] https://www.bcsprosoft.com/making-sense-out-of-dates-in-sage-100-erp-mas-90-200/ [3] https://www.youtube.com/watch?v=9byC5Ca5rig [4] https://munjalwhite.com/dates-in-sage-100/ [5] https://support.mindbridge.ai/hc/en-us/articles/360056334954-Sage-100-ERP-US-Export-the-general-ledger [6] https://help-sage100.na.sage.com/2018/Subsystems/LM/LMFileProced/CHANGE_THE_ACCOUNTING_DATE.htm