Question Re: Period End query in Enterprise Resource Planning Q&A

Period End query

michaelwx — Thu, 24 Jun 2021 14:27:36 GMT

Hi All. I've tried to find an answer to this already in previous questions but not been successful.

I am working for a company and no Period End at the end of the year have been run for December 2013, 2014, 2017, 2018, 2019 - and soon will need to do December 2020.

My first concern is does running a period end stop other users from using SAP or can everything else carry on as normal?

If it does put the whole system out of action then how long does it take to run a year end?

Someone suggested that I run it on a copy of the database first but never explained why.

Basically, I need to know what happens once I go ahead and run a year end as I don't want to bring a load of other staff to a halt for an unknown length of time. Can someone please advise.

Thanks

Re: Period End query

K_Pauquet — Thu, 24 Jun 2021 15:14:05 GMT

Hi Michael Welbourne,

please refer to the document How to Perform a Year-End Closing in SAP Business One 10.0.

All the best,

Kerstin

Re: Period End query

sm119 — Fri, 25 Jun 2021 08:41:18 GMT

michaelwx,

May I know if you have not run the period end closing for the past years how did you close your fiscal books for those past years? Was it done out of SAP, like manually done in excel?

The period end closing process in SAP will be done in 5 min per fiscal year, if you have already have the retained earning values for the past years.

You may run the period end closing first in the copy of the live database and validate if the figures are matching with the retained earnings for each year. If they match you can go ahead and do the same in the live database, please take backup before executing the period end closing in the live database.

I hope the above information was helpful.

Thank You.

Re: Period End query

JesperB1 — Fri, 25 Jun 2021 10:42:23 GMT

Hello,

Indeed you should run it in a backup first and you should do it until you fully understand the impact.

The Period End will create Closing and Opening Balances that depending on how your company has closed off the year before might change the values in your reports. You should go through every years reports after running the period end to make sure the values are as you expected. Only when you have verified that the outcome is what you want should you run it on the productive database.

If the reporting and accounting part of the software has been used I imagine that someone has been posting manual journal entries to close of the year?

Either way - test it first and check all reports.

I hope that helps,

Jesper

Re: Period End query

michaelwx — Fri, 25 Jun 2021 12:26:52 GMT

How do I create a back up and run the period end in that first please?

Re: Period End query

JesperB1 — Fri, 25 Jun 2021 12:49:39 GMT

Hello Michael,

For that kind of operation you need to talk to someone in your organization that knows how to do this. It is a bit too much to explain here. I imagine that you have a sysadmin in your organization or if you are a customer that this is something that your partner should be able to prepare for you and maybe give you instructions on how to do this yourself.

Jesper