Financial year change

[former_member303406]

Hi there,

Here is the situation for one of our customers.  I guess it is not the only business who needs to do this.

His financial year was previously set up to be from August 1st to July 31st.

Now, he needs the financial periods to be from November 1st to October 31st.

The posting periods are already created, from August 1st 2011 to July 31st 2012 and also from August 1st 2012 to July 31st 2013.

There are postdated transactions created in the system for each month, up to september 2012 (for the rentals).

How can he proceed to close his 2011 year in that case and then see appropriate amounts in his financial reports ?

I know he will have to close first on July 31st and a second time on October 31st, but when he is doing that, the YTD amounts in the financial reports are incorrect.

We have thought about a manipulation of the JE created by the year end utilities (reversal and creation) but it seems this doesn’t provide the appropriate amounts.

The only thing to think about is to rename the category in OFPR and OACP, so in that way, the financial reports will match the expected results.

The customer has done those steps by himself in a copy of the database and it is now returning the expected results in the financial reports.

1)      Delete last 9 posting periods of 2013 (up to July 31st)

2)      Create a new financial year for Novermber 1st 2012  to October 31st 2012

3)      Do a year-end procedure on October 31st 2011 (for August to October 2011)

4)      Modify the OACP.PERIODCAT field (see screenshot)

5)      Modify the OFPR.CATEGORY (see screenshot)

6)      In SAP, modify the appropriate data in the POSTING PERIODS (see screenshot)

We know that we are not authorized to do so, but do you have a better idea ?  What is the use of those fields ?

The customer has done tests in a test environment, he changed the category field in OACP and OFPR tables.

He has done some tests with financial reports in a lot of different date combinations and everything is working fine, according to what is expected.

He has created a new posting periods serie for the new financial year after the change of OACP and OFPR.  All posting periods have been created correctly.

Since they have 4 companies + 1 management company for those 4 subsidiaries, building new XLReports according to the new financial year would be too huge.  In addition, one of the companies has 11 subsidiaries and warehouses.  The chart of accounts contains more than 3400 accounts, 3 segments allowing the use of "cubic data" in order to have a lot of possible combinations in the financial reports.  So, this is out of their mind to build "temporary" reports for the fiscal year change.

So, since everything seems to work find after the direct update in the tables, is there a possibility of problematic later on ?  What couuld be the impact of changing category in OACP and OFPR tables ?

Thanks in advance.

Luce

[Former Member]

Hi Luce,

I have to agree with Jimmy. Any direct SQL update will invalidate any warranty by SAP and you will be without support.

It is an area that does need better management, but regardless, any period that has been posted to cannot be changed to be part of another period.

If the periods have not been posted to you can delete & recreate a new FY with a different start date, and all seems to work fine EXCEPT fixed assets which will cease to function. You can make a direct SQL update there to make it run, and the legality of that is debateable as it is an addon.

Customers of ours who have created periods incorrectly have worked through a re-implementation, which may be your best course of action - create new databases with the existing master data from the new dates. This also gives an opportunity to have a clean up and re-validate customisations

[Former Member]

Dear All,

One of my client is having the same issue and nothing was posted to the new period; FY 2015 earlier created but deleted. The newly created FY; 2014 is working fine and also the deleted one went off successfully from the system from Setup of posting period but the FY is not updated in Fixed Asset as the deleted one; FY 2015 is still reflecting on FA.

We intend to change FY on Fixed Asset to the newly created one but the deleted one; FY 2015 is still reflecting on Fixed Addon and as such it precedes the new one in ascending order for us to change to. I have below print screen to buttress my assertion. I need to take a decisive action to resolve this and close the FY 2013/14 fiscal year.

Kindly advise on best way to resolve this. Your thoughtful response would save us time and energy to switch to new fiscal year in Fixed Asset. you can also advise on sql statement to take this out of @BA_OFPR.

Best Regards,

[kothandaraman_nagarajan]

Hi,

Please repost as new discussion in main forum to get quick response.

Thanks & Regards,

Nagarajan

[Former Member]

Dear Nagarajan,

I appreciate your usual response, Kindly note that I have initiated a new discussion on this, you may access it for reply on the link below;

Best Regards,

[former_member186095]

Hi,

How do you modify the periodcat field ? you may not use sql statement update. SAP doesn't allow the use of insert, delete or update sql statement.

The period catetroy  field in the posting period is used to identify the posting period year.

Rgds,

JimM

[former_member303406]

Hi Jimmy,

That's why the customer wants to do an update in the tables.  The year for those periods must be changed, and nothing allows us to do it in the interface.  What is the impact of changing this field in the OFPR and OACP tables ?   As far as we know, his field is not linked to journal entries.

A lot of tests were done (in a test environment) after the update, and it seems to be working fine so the customer is thinking about doing it in the real database. 

Or, do you have another method to change financial year ?

I guess this occurs often in businesses ?  The financial year could change at some point, no ?  How do they proceed ?  They have to start over a new company ?

Thanks,

Luce

[former_member186095]

Hi,

As an info, the period category is not visible when we create the posting period. It is automatically created by the system. It is used to validate the posting period.

So, I  am afraid that the field might link to a certain table that is hidden. There are probably some unseen tables we do not know. So, do not use update except it is doing by SAP Support .

So, for your case, it would be better to log a message to SAP support. Indeed, it looks that you will log a consulting question where it is not SAP support responsibility to solve it. They may be charge you 80 euro per message but in order to solve this issue, you would better agree to pay 80 euro if your problem is really consulting question to them.

Yes, you are correct that some certain company may have same problem with you but they choose to create new fiscal year in the new database. They upload the opening balance anymore.

you said :

"The posting periods are already created, from August 1st 2011 to July 31st 2012 and also from August 1st 2012 to July 31st 2013.

There are postdated transactions created in the system for each month, up to september 2012 (for the rentals)."

So, the transactions can be transferred to new database and new fiscal year.

Rgds,

JimM

[former_member186095]

Hi,

you may consider this following sap note to apply to solve your problem:

1017420  - Posting period creation

Version   9   Validity: 02.03.2009 - active Language   English

Content:      Summary    |    Header Data    |    References    |    Validity 

Symptom

Can not create a new posting period and/or cannot change existing posting period.

 

Cause

Specific Solution

 

Solution

SAP Business One does not allow creating a new period if the posting date range defined in:

Administration -> System Initialisation -> General Settings -> Posting Period

overlaps the posting date range of a previous period for which postings have been entered.

This is a system definition.

EXPLANATION:

1. When the user creates a new posting period:

• Administration -> System Initialisation -> General Settings -> Posting Period -> New Period.

• The system fills in default values in the fields 'Posting date from'  'to' for all the periods and sub-periods according to the natural year, i.e. from 01/01/200X to 31/12/200X.

2. Before any document has been posted in the period/sub-period, the 'Posting Date From' and 'To' are editable. In order to accommodate the posting periods to the different countries and business  practices, the fiscal year can start for example in March rather than in January.

3. When editing the 'Posting Date From' and 'To' of the posting period or sub-period, the user must be aware that:

a) All documents posted until 'Posting Date To' will be included in the 'Period End Closing', financial, accounting and tax reports of the posting period.

b) No new posting period can be created with start posting date before.

If a posting period was created wrongly and postings have already
taken place, we recommend the following workaround:

1. Restore a backup of the company that does not contain any document with posting date after the start date of the new posting period that you want to create.

2. Set back the Posting Date From/To to the correct or natural values and create the new posting period.

3. Import all the documents with posting date after the start date mentioned in step 1.

NOTE:
Please note that XL Reporter does not support the use of multiple posting periods with one fiscal year.

If, as a workaround, more than one posting period was added for the same fiscal year, XL Reporter cannot be used for that fiscal year.

RECOMMENDATION:
Full access to posting periods is recommended to be restricted by the administrator of the company. This can be controlled by using the 'authorisations' functionality:

Administration -> System Initialisation -> General Authorisations

 

Other terms

Fiscal year, posting date, postings, journal entry, locked, closed, edit, change, modify, financial reports, company reports, tax reports, analysis reports, trial balance, profit and loss, balance sheet,  SAP Business One

   
       

Header Data

Released on	02.03.2009 16:30:49
Release status	Released for Customer
Component	SBO-ADM-INI-GEN General Settings
Other Components	SBO-ADM Administration SBO-SH-IMP-STA-A2 General Settings SBO-SH-ADD-XLR XL Reporter SBO-SH-IMP-PP Posting Periods
Priority	Recommendations/additional info
Category	FAQ

  
      

References

This document refers to:

  SAP Business One Notes

1153179		Fiscal year should not be changed after setup Fixed Assets
1050246		Posting period administration and management

This document is referenced by:

   SAP Business One Notes 

1050246

Posting period administration and management

 
   

Good luck

Rgds,

JimM