Find this screen
Open: Settings > Organisational and Financial > Accounting Periods User Permissions.
How to
Allow users to make changes to accounting periods
You can control which users are allowed to make changes to your accounting periods The accounting period associated with a transaction. This is usually a calendar month within a year.. This helps you to make sure that periods are being used correctly.
You can choose:
- Which users can change period dates.
- Which users can open and close periods for each module.
If a user is not shown on this list, they won't be able to make any changes to accounting periods, even if they have been given access to accounting periods menu options.
Use the Add, Edit and Remove buttons to add or edit permissions for a user.
Allow users to change period dates
- Select the user.
- Select Change period dates.
This allows this user to change the end date of Future periods or Open periods that haven't had any transactions entered for them.
Allow users to open periods
- Select the user.
- Select Open Future periods for the relevant modules.
This allows this user to open Future periods.
Allow users to close periods
- Select the user.
- Select Close periods for the relevant modules.
This allows this user to close Open periods, if the previous period is Closed.
Allow users to re-open periods
- Select the user.
- Select Re-open closed periods for the relevant modules.
This allows this user to open Closed periods, if the following period is Open.
Useful info
Setting up accounting periods
When you first set up Sage 200, you specify the dates of your financial year. Based on this, 12 accounting periods are created automatically. These periods correspond to the calendar months from the start month and year specified.
You can change the dates of your periods, as long as your haven't entered any transactions.
What each status means
Transactions are posted depending on the posting date of the transaction and the status of the period.
Each period can have a status of Open, Closed or Future.
Open
- You can post transactions into this period from the specified module: sales. purchases cash book and nominal.
- If more than one period is open, the date of the transaction is used to determine which period the transaction is posted into.
- You can't change the dates of an open period if any transactions have been posted into that period from any of the modules.
Closed
- You can't post any transactions into a closed period.
- You can't change the dates of a period if any of the modules are Closed for that period.
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Any transactions which have date in a closed period, are posted to the next open period.
For example, you have closed the period for January for sales transactions, but February is still open. You enter a transaction dated 30th January. This transaction is posted to February which is the next open period.
Future
- You can't post any transactions into a future period.
- Any transactions which have a date in a future period, are held in a kind of limbo called the deferred posting file.
- You can report on deferred transactions but they're not included in the balance of any nominal accounts. Deferred transactions are posted to the nominal account when the relevant period is opened.
- If they are customer or supplier transactions, they are included in the balance of the customer or supplier account.
- You can change the dates of a Future period.