Access Accounts writes transactions into multiple ledgers in one single action, for example, a Purchase Invoice entered in Purchase Order Processing can update the Purchase and Nominal ledgers, Stock and Costing.

Access Ledgers can run in different Periods and even in different Years.

The ledgers which have Period End and Year End routines are Nominal, Sales and Purchase. Costing and Stock do not have Period or Year End routines.

Each transaction is written with a Period number and a Year pointer, e.g. C1 (Current Year Period 1).

When a Year End routine is run in one of the Ledgers, the system looks at all the relevant transaction Year pointers and moves them on one year. Hence Next becomes Current, Current become Last, and Last becomes Other.

The Year 'pointer' and Period number for a Transaction can be viewed in the Enquiry windows opened from the Transactions icon.

Additionally, when enabled, You can do a 'soft close' of a financial period so that any financial changes for Period End procedures are limited to only those users who have the authority to do so. To enable this feature, you should select the Enable Working Periods option (in System Control Options), which allows you to roll the posting period forward, thus preventing users who are posting transactions to post into that period; however users with the necessary permissions (in Security Profiles) can continue to post adjustments.

The Working Period can be more than 1 period in advance of the Open Period, including into next year. However:

More information on this feature, including which transactions are affected, can be found in the Soft Period Close topic.

The year pointers in Costing and Stock Control will be updated when the Nominal Ledger year end processing takes place. This will happen regardless of the year pointer in the primary ledger from which the transactions were entered.

For example, Stock and Costing transactions created via a Purchase Invoice entered in Purchase Order Processing will only have the year pointer changed when the Nominal Ledger year end processing takes place. Running the Purchase Ledger year end will not change the year pointer on these transactions.

The Sales and Purchase Ledger Year Ends will have no effect on Costing and Stock transactions.

Example:

The 'Original posting' section represents the year pointer information at the time the transaction is entered.

The 'After Nominal Year End' and 'After SL/PL Year End' sections show the changes made to the year pointers as the different ledgers are moved to new years.

The Nominal Ledger Year End controls the Period Numbers of all Transactions posted to the Stock Control and Costing units.

The basic principle up to version 1.41b was that the primary entry ledger (Sales, Purchase or Nominal) governed the Year pointer in Stock and Costing. Please consult your support representative if you are still using an earlier version of the software.