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Master Financial Calendar

Form ID: (GL201000)

On this form, you can review, generate, and delete financial periods in the master calendar. If you make changes to the master calendar, the system also modifies all existing company calendars to reflect these changes. When the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form, you can also review and manage the statuses of financial periods in the accounts payable, accounts receivable, inventory, cash management, and fixed assets subledgers, as well as in the general ledger.

To initially configure a financial year and its periods, you use the Financial Year (GL101000) form.

For details on financial periods, see Financial Periods: General Information and Financial Periods: Posting Transactions.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
Close Periods Opens the Manage Financial Periods (GL503000) form with Close selected in the Action box. On this form, you can change the status of the selected financial periods from Open to Closed.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Deactivate Periods Opens the Manage Financial Periods (GL503000) form with Deactivate selected in the Action box. On this form, you can change the status of the selected financial periods from Open to Inactive.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Generate Calendar
Opens the Generate GL Calendars Dialog Box, where you specify the range of financial years to be generated. Based on the initial configuration of a financial year, the system generates periods for the needed years.
If the Fixed Asset Management feature is enabled on the Enable/Disable Features (CS100000) form and you generate a calendar for a new financial year, on completion of the operation, the system checks if the start and end dates of the periods of the year match the start and end dates of the periods that exist in the fixed asset posting book. If these dates do not match, the system displays an error message.
Lock Periods Opens the Manage Financial Periods (GL503000) form with Lock selected in the Action box. On this form, you can change the status of the selected financial periods from Closed to Locked.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Open Periods Opens the Manage Financial Periods (GL503000) form with Open selected in the Action box. On this form, you can change the status of the selected financial periods from Inactive to Open.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Reopen Periods Opens the Manage Financial Periods (GL503000) form with Reopen selected in the Action box. On this form, you can change the status of the selected financial periods from Closed to Open.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
If the Restrict Access to Closed Periods check box is selected on the General Ledger Preferences (GL102000) form, this action is available only to users assigned to the Financial Supervisor role on the User Roles (SM201005) form.
Unlock Periods Opens the Manage Financial Periods (GL503000) form with Unlock selected in the Action box. On this form, you can change the status of the selected financial periods from Locked to Closed.
This command appears on the menu if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
If the Restrict Access to Closed Periods check box is selected on the General Ledger Preferences (GL102000) form, this action is available only to users assigned to the Financial Supervisor role on the User Roles (SM201005) form.

Generate GL Calendars Dialog Box

Element Description
First Year A read-only box that displays the first financial year in the system.
Last Year A read-only box that displays the last created financial year in the system.
From Year The start year in the range of years for which you want to generate GL calendars. The year in this box can be earlier than the first financial year in the system.
To Year The end year in the range of years for which you want to generate GL calendars.
This dialog box also contains the following button.
OK Generates GL calendars for the years you have selected and closes the dialog box.

You use this dialog box to specify the range of financial years to be generated.

Back to TopSummary Area

In this area, you can add a new financial year or select an existing year to view its periods.

Element Description
Financial Year The financial year. To view an existing year, select it from the list of financial years.
Start Date A read-only box that displays the date when the financial year starts.
Number of Periods A read-only box that specifies the total number of periods in the year.
User-Defined Periods A check box that you select to enable the modification of the periods of the latest year. You can edit the end dates of periods; the system will automatically adjust the start dates of the periods.
After you modify the periods and save your changes, if the last period ends on a different date than the financial year does, the system opens the Update Financial Year Dialog Box where you can select the method to update the financial year template.
If the calendar template has been changed, it will not be possible to generate a calendar for years earlier than the modified year.

If the Multiple Calendar Support and Fixed Asset Management features are enabled on the Enable/Disable Features (CS100000) form and you modify the periods by selecting this check box, when you save the changes, the system will display a warning message that periods in the fixed assets book do not match the periods in the general ledger. In this case you need to amend the periods on the Book Calendars (FA304000) form by clicking Synchronize FA Calendar with GL on the More menu.

Update Financial Year Dialog Box

Element Description
Update Method The method to update the end of the year.
You can select one of the following options:
  • Modify financial year settings: To modify the settings of the financial year to make the last period end when the year ends.
  • Extend the last period: To extend the last period so that it will include the end of the year.
Also, you can indicate whether to move the start date of a financial period to another day of the week.

Back to TopTable

In this table, you can view the list of financial periods for the selected financial year. The total number of periods and their start and end dates are defined on the Financial Year (GL101000) form.

If the Fixed Assets Management feature is enabled on the Enable/Disable Features (CS100000) form and you manually add new periods, the system checks if the start and end dates of the periods match the start and end dates of the periods that exist in the fixed asset posting book. If these dates do not match, the system displays an error message.

You cannot delete the financial periods and years that have released or unreleased fixed asset transactions in the posting book. This validation is performed only if the Fixed Asset Management feature is enabled on the Enable/Disable Features (CS100000) form and no GL batches exist for the period or year.

You can modify the financial periods for the latest financial year if needed. To do this, select the User-Defined Periods check box.

Modifying financial periods is highly inadvisable because it will cause errors in budgets and reports that compare data from two or more consecutive years.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Create Periods Generates periods for a new financial year based on the financial year configuration. This button appears on the table toolbar for a financial year if the User-Defined Periods check box selected and this year has no periods.

Table Columns

Column Description
Financial Period ID The unique identifier of the financial period. The value is automatically generated by the system as a combination of the financial year and the period number.
Start Date The date when the financial period starts. This date is automatically calculated based on the settings provided on the Financial Year (GL101000) form.
End Date The date when the financial period ends. This date is automatically calculated based on the settings provided on the Financial Year (GL101000) form.
If the Fixed Asset Management feature is enabled on the Enable/Disable Features (CS100000) form, the system performs the following validations:
  • If you modify the end dates of the existing periods, the system checks if the start and end dates of the periods match the start and end dates of the periods that exist in the fixed asset posting book. If these dates do not match, the system displays an error message.
  • If there are released or unreleased fixed asset transactions in the posting book in this period or in the later periods, the system makes the setting in this column unavailable for editing.
Length (Days) The length of the period in days.This column is available only if the User-Defined Periods check box is selected.
Description The description of the financial period (such as the name of the month or the number of the quarter). By default, the system inserts the value specified on the Financial Year (GL101000) form, but you can override this value.
Status The status of the financial period.
The status can be one of the following:
  • Inactive: The period has been generated in the system but has not yet been opened and cannot be used for posting transactions.
  • Open: The period can be selected in documents and transactions can be posted to it.
  • Closed: Transactions cannot be posted to the period if the Restrict Access to Closed Periods check box is selected on the General Ledger Preferences (GL102000) form.
  • Locked: The period cannot be used by a validation process, for data entry, or for posting in any modules.
Adjustment Period A check box that indicates (if selected) that the period is an adjustment period.
This column is available only if the User-Defined Periods check box is selected.
Closed in AP A read-only check box that indicates (if selected) that the financial period is closed in the accounts payable subledger; if this check box is cleared, the period is open in this subledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
For details, see Closing Financial Periods: General Information.
Closed in AR A read-only check box that indicates (if selected) that the financial period is closed in the accounts receivable subledger; if this check box is cleared, the period is open in this subledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Closed in IN A read-only check box that indicates (if selected) that the financial period is closed in the inventory subledger; if this check box is cleared, the period is open in this subledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Closed in GL A read-only check box that indicates (if selected) that the financial period is closed in the general ledger; if this check box is cleared, the period is open in the general ledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Closed in CA A read-only check box that indicates (if selected) that the financial period is closed in the cash management subledger; if this check box is cleared, the period is open in this subledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.
Closed in FA A read-only check box that indicates (if selected) that the financial period is closed in the fixed assets subledger; if this check box is cleared, the period is open in this subledger.
This check box is available if the Centralized Period Management feature is enabled on the Enable/Disable Features (CS100000) form.

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