As 2026 approaches, it is the ideal time to prepare your Fourth Shift ERP system for a successful year ahead. Year-end ERP cleanup and preparation not only improve accuracy and compliance but also help manufacturers prevent costly disruptions in the months to come.
For ERP Managed Services customers, our Fourth Shift team will be handling these processes to ensure your systems are ready for January. For those managing the process in-house, this ERP year-end checklist outlines the essential steps to review, clean up, and optimize your manufacturing ERP environment.
Important: Always complete and verify a full ERP system backup before making any changes. Follow proper change management procedures so all departments are aligned on resets, data purges, or updates.
Lot Trace
- Review retest and expiration dates for lot numbers and move them to the correct location
- Purge Lot Trace history as needed, keeping compliance and retention requirements in mind (LHIP). Fourth Shift Backup required before any purge
System Admin Tasks for ERP Systems
- Review Windows, IIS, SQL security, and all directories supporting Fourth Shift ERP; clean up and update documentation as needed
- Purge statistics: VPFR, POYE, and COYE executions to clear vendor and customer statistics (Backup before purge)
- Review ERP Contracts for any/all renewal dates.
Purchasing
- Review and update vendor contracts, quotes (prices), and effective dates
- Close out and re-issue blanket purchase orders as needed
- Review and close out old purchase orders
- Reset vendor performance scorecard statistics
- Delete empty order headers
- Update Number Sequence
- OACF for purchase orders, customer orders, and manufacturing orders
- Review sequence numbers and AP checks; update if needed
- AR invoices, AR credit memos, journal entries, cash sets, and manual shipment sequence numbers typically do not require updates, but verification is recommended
SQL Backups
- Archive year-end backups (post-closing) of all databases for retention and audit purposes
- Archive year-end reports
- Review older archives (ARCHMOD) and purge outdated files per retention policies
Shipping
- Purge old shipping history: SREV (Backup required before purge)
- Review and close out completed shipments still in Release status
Costs
- If using Standard Cost, review and update fixed and variable overhead rates for labor and materials
- Review, simulate, and update costs; if using Standard Cost, schedule the year-end cost roll according to your established process (Backup before cost roll)
Financial
- Enter next year’s calendar, including GL periods and start/end dates
- Review, update, or add recurring journal entries
- Review and clear the following reports: APUV, APTB (small balances), and ARTB (small balances)
- Purge old history: APPG, ARPG, CSPG, GLHP (Backup before purge)
Manufacturing
- Update the shop calendar for 2026
- Prepare and load next year’s Master Production Schedule; update planning parameters accordingly
- Perform an ABC analysis to update item class codes for cycle counting
- Prepare and apply cycle counting
- Review all OVARs for exceptions and resolve
- Review OVAR parameters to ensure they fit current CO, MO, and PO processes (Note: OVAR does not fully purge data; order data remains in history tables)
- Review and close out old manufacturing orders
- Delete empty order headers
- Clear and reconcile the Backflush report
- Purge old item history as needed, following compliance and retention requirements: AUDP (Backup before purge)
Why ERP Year-End Preparation Matters for Manufacturers
Completing these ERP year-end tasks ensures accurate reporting, clean data, and a smooth transition into the next year. Manufacturers who invest time in a proper ERP data purge and system review often see improvements in system performance, reduced errors, and better decision-making support from their ERP.
If you encounter challenges during your Fourth Shift ERP year-end process, experienced ERP specialists can help troubleshoot issues, recommend best practices, and guide you through complex processes like year-end cost roll or historical data purges - without disrupting daily operations.
Preparing now sets the stage for manufacturing ERP success in 2026, helping your business stay agile, compliant, and ready for growth.