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Active Accounting Year End Closing procedures You will be required to make a Copy of your SQL Database before you begin the Year End Procedure. This will allow you to easily revert back to the data as it was before the Year End was run but also go back to that database and run reports for the previous year. For those with SQL Server 2005 Full or Express, follow these Instructions: Start SQL Server Management Studio from the Start menu. Login by clicking the Connect button on this screen:
Click on the plus signs to the Left of the each of the entries until you see your database name and right click on the database.
Go to Tasks, Back up…
Click the Add… button to give the backup a name and folder to go to.
Click Ok.
Go to the Option page on the left and make sure that Overwrite all existing backup sets selected and click Ok. The backup will proceed and inform you when it is completed with the following window.
Once completed, right click on the same database; go to Tasks, Restore, Database…
Click Ok and when completed you will be informed by the following window.
Click Ok and when completed the database will appear in the list of databases and will be available for you to use through Active Accounting.
End of procedure. General Ledger: - End of
Fiscal Year
1) Everyone must be out of Active Accounting. Make sure you have posted all the transactions from the applications (Reports/General Ledger/GL Transaction Posting). You cannot post the new year’s information to general ledger until you have closed the year. If you do you will need to reverse the GL transactions out and enter them into the new year's database manually after you have closed the year. 2) Run an Income Statement and Balance Sheet (if necessary) for your company. 3) Print a General Ledger report for all periods. This is not required since you have made a copy of your database, but gives you a hard copy of the general ledger transactions and account balances and is essential for auditing. This probably will be a very lengthy report. 4) To close the General Ledger year, select from the main
menu- Reports/General Ledger/Year End Procedure.
5) Year being Closed: Specify the current fiscal year. 6) Company to Close: Your current company number may appear
already filled in. Key it in if not. 10) From the main menu click on File/View/General Ledger/GL Company, to bring up the G/L Company View form shown in fig 3 below. Open your G/L Company record. In our example the period dates have automatically been updated to the first day of each month in the year 2003. If your fiscal year is different than the January/December year, simply key in or use the calendar function available on each field to enter your preferred monthly period dates. Then 'save' your G/L Company changes.
fig 3
11) Also go to the Main Control File, General Ledger tab and verify that the Last Period Closed options are set back to 0.
Starting Over:
The only way to start over is to restore the backup you made at the beginning of the procedure. It is not possible to go back and start at any given point in the procedure. Using the Saved Database:
You will be able to use the 'saved' company created at the beginning, to enter transactions for that year that couldn't be entered before closing, print reports, look up information, create comparative financial statements, or to apply any adjusting transactions you get from your accountant. Once any adjusting transactions are entered and posted, you will need to get the ending balance of the accounts affected and change the beginning balance of those accounts in the current company. To access this 'saved' database select from the main menu- File/Open Data (*.mdf). Navigate to the 'saved' database and 'open' it. This menu option allows switching between databases without having to close and reopen Active Accounting completely each time you would like to use another database. If the Open Data option can't be selected, make certain that all application screens and windows from the current database in use are closed before you try again.
Billing: - Either end of Calendar or Fiscal Year1) Make sure you run any inventory reports you need that have the Shipped This Year field on them. 2) Make sure you have entered and posted any invoices and payments you wish to be in the current year so the General Ledger Transactions are created. 3) Once all the reports have been printed, click Reports, Accounts Receivable, and Customer-Inventory Year End. This is the Billing Year End Procedure. It moves the Shipped This Year to the Shipped Last Year and zeros the Shipped This Year in the inventory. Also it moves the Purchases This Year to Purchase Last Year and zeros the Purchases This Year in the customer file. Also does the same for Accumulated Service Charges.
Payroll: - End of Calendar
Year
On the last payroll cycle of the year, make sure you check the Close Month, Quarter, and Year options on Begin Payroll Cycle. This will move the current year’s information to a quarterly table when check print is completed. From this table you will print the W2s and any quarterly reports you need. Do not do this twice or you will lose your yearend information.
If you do not close the year on the last payroll cycle you must close it before you run the first payroll of next year. To do this you must run Begin Payroll Cycle and check the Close Month, Quarter, and Year options. Then run Check Register, then Check Print. It will not print any checks but it must go through the process. This will close the year. Once the last payroll cycle is completed, run any reports you need before beginning the next payroll cycle. At the beginning of the next payroll cycle all YTD balance information will be zeroed. W2s may be printed any number of times until the end of the next quarter. Payroll history reports can be run at any time for any time period because they are date dependent reports. Once the next payroll cycle is started all the figures in the employee, department, and voluntary deduction files are set to zero.
Accounts Payable: - End of
Calendar Year
1) Run a vendor history list if you want a hard copy of the vendor purchases information. 2) 1099 can be printed before or after the yearend procedure as it is built for actual historical check records. 3) To close the year, click Reports, Accounts Payable, and Accounts Payable Year End. This will move the Vendor Purchases This Year to Purchase Last Year and Purchase This Year is zeroed.
This routine takes the fields for This Year in the vendor record and moves them into the Last Year fields and zeros the This Year Fields.
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The
Restore Database window will appear. 
