Editing and Deleting Years and Periods

The year list page displays a list of financial years for your current companyThe company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned. and view. From this page, you can view detailed information and access its periods.

• Choose a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
• Click a Name to view the financial year details.
• Click Edit to edit the financial year details.
• Click New Year to create a new financial year.
• Click any column heading to sort the records using that column’s data.

See "Viewing Custom Object Lists" in the Salesforce Help for more information on using list views.

Displaying Year Details

Once you have located a financial year on the home or list pages, click the year name to display detailed information.

Editing Year Details

To update a financial year, click Edit on the button bar, and then change the year fields you want to update.

Note:

Note

You cannot make any changes to a year once you have created a subsequent year. If you do this, you must delete all years, except the first, and start again.

Editing Period Details

The period details are displayed as a related list on the Year detail page, and as a separate Periods tab.

To update an open accounting period, click Edit next to the period entry that you want to edit on a periods related list or list view.

The application will stop you from doing the following:

• Create a gap or an overlap between adjacent periods.
• Amend the period details for a year where a subsequent year exists.
• Create a period of less than a day.
• Amend a period where the Final Close checkbox is selected.
• Amend an open period that affects a period where the Final Close checkbox is selected.
• Amend a period that has documents associated with it.
• Amend a period that has no documents associated with it that affects a period that does have documents associated with it.
• Change the start date of the first period.
• Amend the period details of a special period, apart from the Final Close checkbox and Period Group picklist.

Note: Changes to the calendar year or fiscal year can only be done by Customer Support.

To prevent gaps, if you change the end date of a period, the application automatically amends the next period start date. The opposite happens when you change a period start date. The period calculation basis is set to "Custom".

Similarly, if you change the end date of the final period, the application automatically amends the end date of the financial year and the special periods 100 and 101. The period calculation basis is set to "Custom".

In the same way, if you create a new period with dates outside of the year definition, the application automatically amends the end date of the financial year and the special periods 100 and 101. The period calculation basis is set to "Custom".

Closing and Reopening a Period

Once there are transactions posted to a period, almost all of its details are fixed. The exceptions to this are the AP, AR and Cash checkboxes which allow you to close the period for specific GLA groups, and the Final Close checkbox which closes the period for all GLAs.

To close an accounting period for a particular GLA group, select the AP, AR or Cash checkbox as appropriate. To close an accounting period for all GLAs, select its Final Close checkbox. Periods that are closed to particular GLA groups or to all GLA's can be reopened by deselecting the appropriate checkbox.

Tip:

Tip

The quickest way to close (or open) multiple accounting periods is by using the inline editing and enhanced lists features described in the Salesforce Help. Once these are enabled, click the Periods tab, then begin selecting (or deselecting) the appropriate checkboxes on the enhanced list view page.

You must have the Mass Edits from Lists checkbox selected on your user profile. This is in the General User Permissions section of your profile (Manage Users | Profiles).

Deleting Years and Periods

• You cannot delete a financial year or period that has transactions associated with it.
• You cannot delete a period that has been closed (either to particular GLA groups or to all general ledger accounts).
• You cannot delete a financial year or period where a subsequent year or period exists. Only the most recent can be deleted.
• If you successfully delete a year, its associated periods are deleted as well.
• You cannot delete the first period in a year, even if it is also the most recent. You must have at least one trading period in a year.
• If you delete the most recent period, the application automatically amends the year end date and special periods 100 and 101 to reflect the change. The period calculation basis is set to "Custom".