subject: Dynamics Gp Posting To Historical Year Or Reopening The Year [print this page] Great Plains architecture allows you to post GL entries into recently closed historical year. What does it mean recently? We will try to give you some details and recommendation on historic year reopening for corrections in General Ledger typically required by federal or state audit. This paper requires some technical exposure and familiarity with GP table structure and processes. If you are consultant then it should be good starting point for your estimations and homework:
Q. Why they do not allow sending transactions dated back several years from now?
A. It is related to accounting theory and such terms as Balance Sheet, P&L and Retained Earnings. Corrections in previous year are more complex comparing to current one. As Profit & Loss is now transformed into Retained Earnings you should expect two transactions. If you are willing to deal with something that is two years ago then there are three transactions, etc. During that time you might of have such procedures as account deactivation and purging. This is why when you plan to reopen history you should know exactly what you are doing and this should be done under consultant supervision
Q. How do we reopen year?
A. OK at this point we are using technical terminology and expect you to be with consulting background in ERP and Great Plains
Moving table GL30000 to GL20000. These tables (history and open respectively) have most of the fields the same but there are nuances. For example in GL20000 OPENYEAR field should be transformed as HSTYEAR one. In order to produce SQL scripts we recommend Scripting table functionality in SQL query and then working with it in text processor
Now lets assume that historical year to reopen will be 2008. Delete GL30000 where HSTYEAR=2008
Delete GL20000 where OPENYEAR=2009 and (SOURCDOC='BBF' or SOURCDOC='P/L') --VERY IMPORTANT - Year is 2009, but transactions will be dated 12/31/08
Update SY40101 set HISTORYR=0 where YEAR1=2008. This script should enable to see 2008 as open
If you are dealing with multicurrency then delete MC30001 where HSTYEAR=2008
And optional steps dealing with summaries
Delete GL10111 where YEAR1=2008 -- to remove summary history
Delete GL10110 where YEAR1=2009
All the recommendations above are provided as is without responsibility as each client case is different
Q. All we need to do is to post several GL entries. Do we have to reopen year?
A. Probably you can just use one of the add-ons. Take a look at Alba Spectrum Posting to Historical Year module
Q. Do you have scripts?
A. Yes we do but we are not willing to give them up as we need to be sure that test environment is established and everything was tested before production update
For additional information please call us: 1-866-528-0577, 1-630-961-5918 or email us: help@albaspectrum.com
