You will get a warning message when you open Adagio Ledger because of what you said; January is in your new fiscal year and you have not yet run Year End. This is expected and OK.

I would recommend entering your January 2004 transactions in one batch, and any transactions that are pertinent to 2003 in a separate batch. When you are ready to run Year End, archive the batch for 2004 and post any other batches for 2003. Then back up your data, run Year End processing, then Restore the batch with January transactions. This is the usual processing for dealing with the overlap at the end of the fiscal year.

Here is a link to another posting related to running Year End in Adagio Ledger (found by using the Search function at the top-right of the Forum screen):

Ledger Year End

Your GL yearend problem is resolved in Plus and partially in Adagio. It is a difference between Plus and Adagio. You can post transactions in the Subledgers without separating the transaction details into separate batches (by month or year), and retrieve into the General Ledger without any issue.

From a practical perspective there is no requirement to manually separate transactions into separate fiscal years, unless you are looking to create work for yourself.

If you haven't rolled the GL fiscal year yet, the fiscal period of the 2004 transactions will be set to period 99 (when retrieved into the GL).

Here is the trick. In the GL Profile options (housekeeping in Plus), change Require batch printing before posting to unchecked (force listing of Batches to No, in Plus). This will allow you to post any valid entries and exclude entries with errors or say with period 99. (We normally change this back after the yearend roll and clear).

When you post the batch transaction, the batch entries for period 99, or the next fiscal year will be automatically moved into a new batch with just period 99 transactions. Archive and delete the batch. After you do your 2003 roll and clear in the GL, recur the batch(es) as period 01. Normally suggest doing this before the end of period 01.

If you still have Plus, I suggest you do it in Plus because it works better there. In Adagio, there is a problem in that if you print the batch details (which seems reasonable to do), the program puts an error flag on the entire batch and you cannot post the batch unless you fix the error. The Adagio workaround is you archive it, then delete the batch, then recur the batch and simply post the recurred batch. When you recur the batch, the batch print error flag is removed so the batch will then post similar to Plus.

Softrak is aware of the problem and is planning to fix. Until then I suggest do your GL posting for year end cutoff periods in Plus, to avoid the issues with batch print error flags.

Regards,
Brian Stief
Stief Group
800-540-3164
stief@stiefgroup.com

1. If you have completed the Year end procedures that you are going to do in AP/AR, you can continue posting 2004 transactions in AP/AR/IN. You cannot post transactions for 2004 in Ledger until you have closed 2003.

You can retrieve transactions into Ledger as often as you like. You do not have to retrieve the transactions in separate batches but this will simplify processing.

If a mix of 2003/2004 transactions are posted in AR/AP/IN, it is not a huge problem to correct in Ledger. When you retrieve the transactions into the Ledger, the 2004 entries will have a Fiscal Period of 99. You can not post these batches until the Fiscal Period is corrected. You can use the Copy function to move the 2004 transactions to another batch. Prior to running the Year End in Ledger, you will Archive the 2004 entries and delete the open batch.

2. Before you can complete the Year end function in AR/AP, you have to clear any open batches in AP and AR. You will have to post all 2003 transactions and you should Archive any 2004 transactions that have been entered.

3. Yes, if you post a 2004 dated transaction in Invoices, and you retrieve subledger transactions into Ledger based on the transaction date, the transaction will have a fiscal period of 99. The error period is also easy to correct. The batch has to be archived until Year end in Ledger is complete. When you restore the archived batch, you can change the fiscal period.