The roll-over of periods will not close a period from further entering. It will update the period which is proposed when you enter transactions, and will roll the period data in the statistics files forward, enabling you to make up-to-date enquiries. The roll-over will also cause the deletion of transactions that are too old.
A period and a year roll-over are performed in the same way in the system.
- A period roll-over will automatically be done if today’s system date agrees with, or has passed, the ending date for the period (as defined in the G/L control file), unless you instruct the system not to change the period.
- A year roll-over is performed when the system date agrees with, or has passed, the ending date of the last normal period (as defined in the G/L control file).
Note: For leap years, the end dates of the periods must be maintained manually.
Transactions
The rules that govern the storage time span of different transactions are set up in the A/R and A/P control files, or on account level for G/L postings. A/R and A/P transactions which have not been settled will be saved regardless of their age.
When deleting G/L transactions the system checks if the main account is a balance account or a trade account. If a balance account, all previously summarised transactions, for all previous years, and all detailed transactions will be summarised per account combination, voucher type and transaction currency and then deleted. If a trade account, all detailed transactions within the year of deletion will be summarised per account combination, voucher type and transaction currency and then deleted. The voucher date for the summarised posting will be the last date of the accounting period which is being reorganised, and the transaction text will read “Sum of deleted transactions”.
Example:
Period of previous reorganisation: 200810
Period of this reorganisation: 200910
For a balance account, the summarised transaction in period 200810 will be summarised with the detailed transactions from 200811 to 200910. For a trade account, all detailed transactions in periods 200901 to 200910 will be summarised. Any detailed transactions in periods 1200811, 200812 and 200813 will be deleted without being summarised.
Caution: While performing the period roll-over no one should be working in the system.
The period/year roll-over is not to be confused with the closing of periods/years. A period roll-over implies that:
- Your new period is proposed when you enter transactions. However you can still enter them in any other open period.
- Your statistics files will be updated to show statistics for the new period as the current one.
Note: For A/R payment statistic transactions to be correctly updated if the accounting year is a leap year, it is possible to set the period end date for February to 2902YY. If the end date for February is set to 2902YY, the period roll-over will be performed on the last date for February, i.e. on 2802 for non-leap years and on 2902 for a leap year.
- Your transactions that have become too old (according to the number of periods permissible by the A/R, A/P and G/L control files) will be deleted.
A year roll-over implies that:
- Your new year is proposed when you enter transactions, but you can still enter your transactions in any other unclosed period of an unclosed year of your choice.
- Your statistics files are updated to show statistics for the new year as the current one.
- Your balances that have become too old (according to the number of years permissible by the G/L control file) will be deleted.
- Your closing balances are displayed as preliminary opening balances for the new year. They will not become permanent until you close the year. See About working with year end closure for more information.
Tip: Certain procedures must be followed in order to correctly close a fiscal year and to begin a new one. These instructions are outlined in Turn-of-year procedures – DC1 9.
Enquiries and printouts
- G/L control file enquiry – displays the actual period as well as the end dates for the defined periods.
- G/L control file printout – displays the actual period as well as the end dates for the defined periods.