Transaction Year Pointers
Access Accounting software writes transactions into multiple ledgers in one single action. For instance a Purchase Invoice entered in Purchase Order Processing can update the following Ledgers:
Purchase Ledger
Nominal Ledger
Stock
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 Year End routines, they have Purge routines instead.
Each transaction is written with a Period ‘number’ and a Year ‘pointer’.
The Period ‘number’ refers to the accounting period for which the transaction refers, i.e. if the year starts in April, a transaction for June will have a number 3 providing the periods are monthly.
The Year ‘pointer’ is similar except that it marks the transaction as being in the current year as ‘C’, last year as ‘L’, next year as ‘N’ and any year previous to last year as ‘O’ (for other).
When a Year End routine is run in one of the Ledgers, Access looks at all the relevant transaction Year ‘pointers’ and moves them on one year, i.e. Next to Current, Current to Last, Last to Other.
The Year 'pointer' and Period number may be viewed in the Transaction Drill down from Record windows
Neither the Sales Ledger Year End nor the Purchase Ledger Year End will affect the Year 'pointer' of their Transactions posted to the Stock Control or Costing module.
It is the Nominal Ledger Year End that controls the Year 'pointer' of all Transactions posted to the Stock Control and Costing modules.
Important
The rules applied for this are as follows:
Stock and Costing transactions entered directly through those modules after a Nominal Ledger Year End has been run:
Next year transactions, with a date earlier than 12 months after Year Start Date, become Current year.
Current year transactions, with a date earlier than Year Start Date, become Last year.
Last year transactions, with a date earlier than 12 months before Year Start Date, become Other (Previous) year.
Rules 1-3 apply to all Transactions for all Periods, and go back 1 year, based on Transaction Date < Year Start Date.
Current year transactions, set to the last Period (i.e.. C12 or C13), but with a date earlier than the start of the last Period, will become Last year. i.e. S/L and P/L = N1, N/L = C12
Rule 4 is a special case.
Stock and Costing transactions entered through the SOP, POP, SL and PL modules after a Nominal Ledger Year End has been run remain unchanged:
| SOP, POP, SL, PL | STOCK, Costing, NL |
Before Nominal Ledger | Go forward 1 Year | No Change |
After Nominal Ledger Year End | No Change | Go back 1 year |