As far as I can see, there doesn't appear to be anything specific about year end closedown journals - I could be wrong, but see later.

How exactly does the ODBC connection ignore the year end cleardowns?  Or more accurately, how does the ODBC connection get the previous year P12 figures?

There are three possibilities that spring to my mind:

1. It is using the values stored in the nominals for the prior year.  I guess that as part of the year end process these are updated with the current year's values, and any further modifications to pre-year end figures will not update these values; or
2. It returns the data before the first transaction that has been noted to be the first year end closedown journal transaction; or
3. It explicitly ignores those transactions that have (i) Reference of "Ledger Year End" and (ii) Details of "Ledger Year End", and possibly (iii) Date at end of Year

If it is using the first (the most likely) then any late adjustments will not be reflected in these values.

If the second (unlikely), any last adjustments will never be picked up

If the third (a remote possibility) then using the Reference and Details as above for your extra cleardown may exclude those transactions as well.

If the stored values are being used, and they are only updated at year end closedown procedure, then when you use any report that uses those figures, your late adjustments will not be incorporated.

Robert,

Thanks for your response, your 1st thought is the correct one.

My Query is looking at the 'NOMINAL LEDGER' table and then looking at 'PRIOR_YR_MTH1' 'PRIOR_YR_MTH2' ...etc.

You say that late adjustments will not be reflected in these balances, why is this?  Is there any way that I can get the balances to reflect the post year end adjustment?

Can I roll-back the Y/E, post my corrections, then re-run the year end process to clear the new balances down?

I know its a shot in the dark!

Thanks

These figures stored in the nominal code for PRIOR_YR are, AFAIK, static in that they are just a stored record of the balance as it was when the year end procedure was run.  This is done for speed as it means that when using these figures in the future they will not have to be recalculated as they should not have changed as they are for the previous, closed year.  Whether they change if you add transactions prior to the year close date I cannot say - have a play with the demo data to see what happens (enter something into a nominal code, close the year, enter a prior year end adjustment, see what happens) - but I suspect not.

I've no idea about rolling back the YE.

This is now into the realms of Sage support.

Sorry.

Post your year end journals dated the last day of the closed year, with your usual journal references, eg debit wages, credit accruals. Then simulate the year end process by posting another journal, same date, crediting wages and debiting retained earnings.  But this journal must have the reference and details Ledger Year End so it is ignored by certain reports (I'd normally also add LATE in the Ex.ref).

Neither or these journals will update the stored prior year value in the Nominal ledger account, but you can update that manually if you want to report accurately on the prior period.  Just go to the Nominal account, Edit and on the Details screen you can overtype the values in the prior period section.

Having said all that, i don't use ODBC but can't see why this shouldn't work. You may want to test it on a small journal first, or try it in the Demo company.