Hi Ramesh
Administration -> System Initialization -> Posting Periods
1. The implications of different Posting Period Status.
When Posting Period status is set as:
any data entry or journal entry will be disabled for all users.
data or journal entry can be done by any user in this period provided that General Authorization does not restrict the user from certain actions.The functionality is as the following combination of fields values 'Active'=Yes, 'Locked'=No from the previous versions.
data and journal entry can be entered within all document types applications and tools except any Sales document under (Sales - AR). The functionality is as the following combination of fields values 'Active = No, 'Locked'= No from the previous versions. Work under this period status is allowed only for those users who have assigned 'Full Authorization' in General Authorizations form -> General group -> Period Status: Unlocked Except Sales.
data and journal entry can be performed within all document types, applications and tools. Work under this period status is allowed only for those users who have assigned 'Full Authorization' in General Authorizations form -> General group -> Period Status: Period Closing.
NOTE: The Period Indicator set for certain Posting Period does not influence on the possibility of entering data (marketing documents and journal entries).
NOTE: When you log to a company after its upgrade from previous versions then SAP Business One checks for "Unlocked" and "Unlocked Except Sales" periods whether their 'To Date' are older than Actual System Date. If YES those period statuses are changed to "Period Closing".
It is also possible to switch on / off this automatic update of period status and also define a delay in days. For more details please refer to the 'Automatic change of period status' section.
1. Automatic change of period status:
- Period status of just ended posting period (based on actual system date) should be automatically changed from "Unlocked" or "Unlocked Except Sales" to "Period Closing" after the very first log into the system in a new subsequent posting period (based on actual system date) when "Automatic Change of Period Status to 'Closing Period' " checkbox is checked and value in "Date When Automatic Change Is Applied" field equals 1 (what are actually their default settings after upgrade or when new company is created). However, if authorized user would change the period status back to "Unlocked" or "Unlocked Except Sales" from "Period Closing" and the system would be started again e.g. next day or simply in a few seconds later, automatic change would not be applied any more.
- User can decide to disable function of Automatic Change of Period Status by un checking "Automatic Change of Period Status to 'Closing Period' " check box.
- User can also decide to execute automatic change on the second or later day in new period or even the period after by entering a new value in "Date When Automatic Change Is Applied" field on Posting Period. When the value = 1, the change is applied on the first or later day of new period depending on the first login into the system. When the value = 2, the change is applied on the second or later day depending on the first login into the system. Default value for new company and after upgrade is 1.
1. "Posting Date To" field is disabled.
When you try to add a new Posting Period, SAP Business One offers the next free year which has not been defined yet. For example, when you have already defined Posting Period for 2006 year and then you want to add a new one, SAP Business One proposes you the next 2007 year (in Administration -> System Initialization -> Posting Periods -> orange arrow calling particular posting period form -> 'Dates From... To' fields) automatically. Moreover, when you want to add a not annual period (e.g. quarter, month, etc.) then even if the "Posting Date To" field is disabled and has wrong value in process of adding, after the period is created the value of the field "Posting Date To" is recalculated and changed to correct date (usually end of the year).
1. When any data or journal entry is being created behind some system document (exactly when a user tries to add the document), SAP Business One checks whether the entered date value in 'Posting Date' field fits any defined posting period. If NOT i.e. there is no posting period defined covering the entered Posting Date, the following system error message will appear as a pop-up: 'Posting Date deviates from the defined range. To complete the action, define posting period matching the entered Posting Date.'
2. When deleting Posting Periods (by sub-periods) SAP Business One checks whether there is no data entered within the particular period, additionally SAP Business One checks if at least one very last posting sub-period remains defined in the database. If not, the deletion will not be allowed under any circumstances. As part of this restriction, the following system error message will appear for the user: 'Cannot remove the last period'.
Regards
Kennedy
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