| Overview |
When the prior period (comparative) column in the BTCSoftware accounts production module shows as 'Not Defined', it means BTCSoftware does not have a prior year accounts task for the client to reference. This typically happens when you are preparing accounts for a client in BTCSoftware for the first time, or when a prior year task has been deleted.
| ✔ Tip: This is a five-step fix. You do not need to enter any financial data in the prior year task — you simply need to create and mark it as complete so BTCSoftware can define the prior period. |
| How to Fix the Not Defined Prior Period |
- In BTCSoftware, go to the client's task list.
- Create a new Year End Accounts task for the prior accounting period (the year before the one you are currently working on).
- Open the task and assign the appropriate Accounts Production template.
- On the toolbar or task menu, click Actions > Complete (or Mark as Complete).
- Click Yes when prompted for the first confirmation.
- Click Skip on the second prompt — you do not need to enter any data in this task.
- Return to your current year accounts task — the prior period column will now be defined and the comparative figures will be available for entry.
| ⚠ Important: Do not enter financial data in the prior year task you have just created — it is a placeholder only. The actual prior year comparative figures should be entered as the Opening Balance column in the current year Extended Trial Balance. |
| Entering Prior Year Figures |
Once the prior period is defined, the comparative (prior year) figures need to be entered:
- In the Extended Trial Balance for the current year, the Opening Balance column represents the prior year closing balances.
- Enter the prior year closing figures in the Opening Balance column for each account line.
- These will appear as the comparative column in the printed accounts.
| Frequently Asked Questions |
Q: Do I need to do this for every new client?
A: Yes, for the first year you prepare accounts for a client in BTCSoftware. After that, BTCSoftware will use the prior year task automatically for subsequent years.
Q: I already have a prior year task — why is the column still showing as Not Defined?
A: Check that the prior year task has been marked as Complete rather than left as In Progress or Not Started. The status must be Complete for BTCSoftware to use it as the prior period reference.
Q: Can I just enter the prior year figures directly into the comparative column?
A: The comparative column is populated from the prior year task. You cannot type into it directly — you need to define the prior period first using the steps above.