Prerequisites
Before attempting to reopen a closed period, ensure you have:
- Administrative access to Sage 100
- Proper backup of your company data
- Retained historical data for the period you want to reopen
- All users logged out of the system
Understanding Period Management
The ability to reopen closed periods in Sage 100 is specifically designed for situations requiring retroactive adjustments, such as:
- Post-audit adjustments
- Error corrections
- Year-end closing entries
- Tax adjustments
Step-by-Step Process
Accessing General Ledger Options
- Navigate to Modules > General Ledger > Setup > General Ledger Options
- Locate the Main tab in the General Ledger Options window
- Find the Current Fiscal Year field
Changing the Period Settings
- In the Current Fiscal Year field, select the past fiscal year you want to reopen
- Locate the Current Period field
- Select the specific accounting period you need to access
- Click Accept to save your changes
Making Journal Entries
- Go to General Ledger > Main > General Journal Entry
- Create your journal entry with the appropriate date for the closed period
- Verify all debits and credits balance
- Save and accept the entry
- Print the General Journal for your records
- Update the journal entry
Returning to Current Period
- Access General Ledger > Period End > Period End Processing
- Deselect the Print Reports option
- Click Proceed to advance the period
- Repeat if necessary to return to your original current period
Best Practices
Data Backup
Before making any changes to historical periods:
- Create a backup company using the Copy Company feature
- Select all modules when creating the backup
- Verify the backup data accuracy with trial balances
- Store the backup in a secure location
Documentation Requirements
Maintain proper documentation for all retroactive changes:
- Keep printed copies of all journal entries
- Document the reason for reopening the period
- Save all supporting documentation
- Update audit trails as needed
System Verification
After completing your entries:
- Run a trial balance for the affected period
- Verify all subsidiary ledgers remain in balance
- Check financial statements for accuracy
- Ensure the changes flow through to subsequent periods
Important Considerations
Module Dependencies
Remember that General Ledger should typically be the last module closed during period-end processing. When reopening periods, consider:
- Impact on subsidiary ledgers
- Effects on financial reporting
- Audit trail implications
- Tax reporting requirements
User Access Control
While working in historical periods:
- Use the Master Console to monitor user activity
- Prevent other users from making concurrent changes
- Maintain system security protocols
- Document all access to historical periods
Troubleshooting Common Issues
Balance Verification
If you encounter balance issues:
- Review all journal entries carefully
- Check for one-sided entries
- Verify period-end totals
- Ensure all batches are properly posted
Period Management
When managing multiple periods:
- Track your current position in the fiscal calendar
- Maintain awareness of open and closed periods
- Monitor the impact on financial statements
- Verify year-to-date totals
System Requirements
Historical Data Retention
To successfully reopen closed periods:
- Verify that historical data retention is properly configured
- Check the "Years to Retain General Ledger History" setting
- Ensure sufficient system storage capacity
- Maintain appropriate backup procedures
Version Compatibility
Different versions of Sage 100 may have varying procedures:
- Check your current version number
- Review version-specific documentation
- Verify compatibility with your current processes
- Update procedures as needed
Security Considerations
Access Controls
Implement proper security measures:
- Restrict access to period management functions
- Monitor user activity during historical changes
- Maintain detailed audit trails
- Review security logs regularly
Data Integrity
Protect your financial data:
- Verify all changes are properly documented
- Maintain backup copies of original data
- Review audit trails regularly
- Implement change control procedures
Reporting Requirements
Financial Reports
After reopening periods:
- Regenerate all affected financial statements
- Review comparative reports
- Update year-end reports as needed
- Verify report accuracy
Audit Trail
Maintain comprehensive documentation:
- Keep detailed records of all changes
- Document the reason for each adjustment
- Save supporting materials
- Update audit logs
Final Verification
System Check
Before concluding the process:
- Verify all entries are properly posted
- Confirm period settings are returned to current
- Check all affected reports
- Update any required documentation
Quality Control
Implement verification procedures:
- Review all changes with appropriate personnel
- Verify accuracy of all adjustments
- Confirm proper period closure
- Document completion of all steps
Conclusion
Opening a closed period in Sage 100 requires careful attention to detail and proper procedural compliance. By following these comprehensive guidelines, you can maintain data integrity while making necessary historical adjustments. Remember to always maintain proper documentation and verify all changes thoroughly to ensure accurate financial reporting.
The ability to reopen closed periods is a powerful feature of Sage 100, but it should be used judiciously and with proper controls in place. Regular review of these procedures and ongoing training for accounting staff will help ensure successful management of historical transactions while maintaining the accuracy of your financial records.
Citations: [1] https://www.caserv.com/2019/03/14/sage-100-how-to-open-a-previous-period-and-post-in-general-ledger/ [2] https://www.rklesolutions.com/blog/sage-100-year-end-tips [3] https://help-sage100.na.sage.com/2019/Subsystems/GL/GLSetupProced/POST_TO_CLSD_FSCL_YR.htm
