Sage 100 Year-End Close Checklist
This checklist walks through a Sage 100 fiscal and calendar year end for versions 2022 to 2025, from backups and updates through each module's Period End Processing. The rule that drives the order is simple: close subsidiary modules before General Ledger.
0 of 34 items complete
9 critical items still open - these are the highest-risk gaps.
1. Before you start
2. Sales Order, Purchase Order, Inventory and BOM
3. Accounts Receivable
4. Accounts Payable and 1099s
5. Bank Reconciliation
6. General Ledger (last)
Critical items are the ones that cannot be undone without restoring a backup: backups, closing order, 1099 finalisation and cash reconciliation.
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How to use it
Work top to bottom and tick items as you go; export the ticked list to PDF and keep it with the year-end file. Run it in the company's real calendar: the fiscal year end and the calendar year end are separate events if your fiscal year does not end in December, and 1099s always follow the calendar year. Items marked critical are the ones you cannot reverse without restoring a backup. If several people close modules, give each module an owner and a time slot so nobody runs Period End Processing out of order.
Module order
Sage 100 posts from subsidiary modules into General Ledger, so the subledgers must be finished first. A common order is Sales Order and Purchase Order, then Inventory Management, then Accounts Receivable and Accounts Payable, then Bank Reconciliation checks, and General Ledger last. Your exact list depends on installed modules (Bill of Materials, Work Order, Payroll); check the Period End Processing help for each one. Closing GL early forces later postings into the new year or into a closed period, which is the most common year-end mistake.
- Distribution modules before Inventory Management.
- AR and AP before GL.
- General Ledger always last.
Worked example: December calendar, June fiscal year
A company with a June fiscal year runs the full checklist in July. In January it runs only the calendar items: install the year-end updates, review 1099 data, print and e-file 1099s, and process payroll year-end forms if Sage 100 Payroll is used. It does not run AP or GL year end in January. Keeping the two events separate avoids clearing data that one of them still needs.
Gotchas
Back up before each irreversible step, not only once at the start. Purge options set years ago can delete history auditors ask for, so read module options before processing. On Premium, back up the SQL databases, not only the MAS90 folder. Running Period End while a user is still in the module can fail or leave locks; use Master Console first. After year end, check that the current fiscal year in GL moved forward before staff start posting.
Frequently Asked Questions
In what order should I close modules in Sage 100?
Close subsidiary modules before General Ledger. A common order is Sales Order and Purchase Order, then Inventory Management, then Accounts Receivable and Accounts Payable, with Bank Reconciliation reconciled before General Ledger, which always closes last. Check the help for each installed module, such as Bill of Materials, Work Order or Payroll, for its position.
Should I print 1099s before AP year end in Sage 100?
Yes, that is the safe rule: review 1099 data, print or e-file the forms, then run AP year end. Some versions keep 1099 history by calendar year, but confirm it in your version's help before relying on it. 1099s follow the calendar year even if your fiscal year ends in another month.
How do I back up Sage 100 before year end?
With all users out, copy the whole MAS90 folder, including every MAS_XXX company folder, to separate storage, or use your server backup if it captures the folder consistently. For Sage 100 Premium, also take SQL Server backups of the company databases. Then restore the backup somewhere else and open it to prove it works.
What is the calculated book balance in Bank Reconciliation?
It is the balance Bank Reconciliation derives for the bank account from the statement balance and the outstanding checks, deposits and adjustments. At year end it should match the GL cash account. A difference means something was posted to cash in GL without a matching bank entry, or the reverse, and it should be resolved before GL year end.
If you want controllers to ask Sage 100 for year-end balances and reconciling items in plain English on your own servers, we can set that up.
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