Extend Accounting Period End Date

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lawsonny

Basic Member

Posts: 13

4/21/2022 2:55 PM

Hello,

I am new to Lawson and function as an administrator and I have a bit of a problem. I don't know how this happened, nor did my director explain it to me, but the current accounting period we are in is ending to early. It should end next week Saturday and I was told by Infor support that any transactions within the current period have to be reposted to another open period to initiate a change to an end date. To add another layer of complexity, we have assorted transaction in varying states in the period in question:

1) Roughly 25 or so AP transactions associated with batches all posted

2) Roughly 20+ GL transaction in an unreleased state

3) 1 GL transaction that is posted

Can all these all be manipulated in GL45? Or does each entry need to be dealt with according to its type: AP, GL, etc?

Also, I have a bit of a background in T-SQL and we are a Windows shop. Is there a way to manipulate period data from the backend? This would be a huge benefit! I heard whispers of a utility called paintscreen that I think out database administrator has access to. I imagine he would just need to be pointed to the correct tables. Our environment is as follows:

Lawson HR
Lawson General Ledger, etc
10.0.8.0.1535

Our apps are at 10.0 MSP 6

Any help is greatly appreciated and most importantly, thank you for your time!

John Henley

Senior Member

Posts: 3348

4/21/2022 3:06 PM

Assuming they are not intercompany entries, and you don't use AC (activity management), the AP and GL entries can -- and should -- be moved using GL45. For the non-GL entries, this does NOT go back to the source system and change any data. On GL45, backout (if posted), unrelease (if released), then change posting date, release, and post again. I have to admit that the first few times I did this, I was shocked at how easy it was, and it seemed like magic. You really don't want to mess with paint screens unless you have to do that as a last resort, particularly if you're new to Lawson. If you do need to do that, you would update various fields on the transactions, and then use GL rebuild programs to rebuild the balances.

lawsonny

Basic Member

Posts: 13

4/22/2022 2:46 AM

Thank you very much for pointing me in the right direction John. I am waiting for replication of this issue in our test environment, then I will move forward with reposting the current transactions within the period. I will let you know how this turns out.

lawsonny

Basic Member

Posts: 13

4/23/2022 5:02 PM

I am working the Test Environment and I was able to follow the backout, unrelease, change posting date, and release portion of your instructions in the Test Environment for the number of my AP journal entries. Now the majority of the AP journal entries exist in a released state in another period. Now a new problem has cropped up, I was unable to move certain AP entries because they are associated with an Activity. I was able to backout the AP entries, but the error, "Cannot unrelease journal entry with activity" occurs when I try to unrelease them. Is there a work around for this? Also, can I leave entries in another period released or unreleased and extend the period end date i removed them from? Or do they have to be posted to make the adjustment? Thank you for your help thus far. It is really appreciated!

lawsonny

Basic Member

Posts: 13

4/24/2022 4:32 PM

With my prior question, I was able to Unrelease without Activity which facilitated the move the new period. Now I have run into another problem. "Cannot backout system generated Journal Entry." This, of course, is the last Journal Entry of the period. Is there a work around for this? Assuming there is, the JEs I moved to the new period are in varying states, released and unreleased, with this inhibit the ability to change the Accounting Period where they originally came from?

lawsonny

Basic Member

Posts: 13

4/24/2022 8:23 PM

I didn't mention prior that the last remaining entry in the period is an automatically generated GL type "A" entry. Please let me know if there is a work around for this.

Thank you

John Henley

Senior Member

Posts: 3348

4/24/2022 8:42 PM

In this situation, what I recommend is to use the JE copy feature from GL40.6. On the first copy, use the reversing option and keep the period the same as the incorrect entry. That will net them against each other. Then copy again but without reversal and put into desired period.

John Henley

Senior Member

Posts: 3348

4/24/2022 8:45 PM

In order to change to another period I think they have to be in unreleased state.

lawsonny

Basic Member

Posts: 13

4/25/2022 2:28 AM

I've never copied and JE before, but if I open GL40, move to new JE, set the Company, Year, Period, System, I don't see the proper type. Only N and I are available but I can see the JE in the Journal field. If I try to select it, I get the error, "JE does not exist". Maybe I am doing something wrong here. Also, I cannot view the JE in Gl40 and I get a notification, "Cannot maintain JE, use GL41.1 for inquiry." I can see the JE in GL45 and GL41.1 but not in GL40. Thanks for getting me this far.

Carol S

Basic Member

Posts: 12

4/25/2022 2:10 PM

Hi,

Only I and N type JE's can be copied. A and R type are auto-reversing JEs and were automatically created.

Once a JE has been released, it can't be viewed on GL40, only GL41. If you unrelease it on GL45, you can then view it on GL40.

Carol

John Henley

Senior Member

Posts: 3348

4/25/2022 2:38 PM

Sorry, my instructions were not really clear as I wasn't sitting in front of a screen :(

Reversing journal entries are system-generated; for a normal ("N") entry with auto-reverse = 'Y', the reversing entry is type "A"; for an intercompany (type "I") with auto-reverse = 'Y', the generated reversing entry type is "R".

So, in order to clean this up, you can't copy the "A" reversing entry, but what you CAN do, is copy the original "N" entry twice, once without reverse to offset the reversing entry (yeah, it sounds crazy), and second copy with reverse to generate the new reversing entry into the correct period. If all of that is too much, you can just enter manually an offsetting entry and the new entry into the correct period.

lawsonny

Basic Member

Posts: 13

4/25/2022 9:57 PM

Hello Carol,

I can't even get to unrelease because I cannot backout this system generated JE, hence my issue. Thanks for responding!

lawsonny

Basic Member

Posts: 13

4/25/2022 10:28 PM

Thank you. We will try both methods and let you know where we end up!

lawsonny

Basic Member

Posts: 13

4/26/2022 1:08 AM

Let me know if I have the steps correct:

I was able to find the original GL "N" 103(The name of the entry), it's in Period 6, which is closed. We would have to open this period to copy the entry I imagine, and place it in Period 9(The period with the GL "A" Reversal posted) for the offset. After pasting the original "N" entry as is from Period 6 to Period 9, with no other transactions in the Period 9 other than these two, is it possible to change the date of Period 9 via GL10? If so, once this is done we can move all the JE's I moved prior back to Period 9, then copy the original GL "N" 103 to period with a reversal? Let me know if I missed anything or my logic is off? Thank you!

Carol S

Basic Member

Posts: 12

4/26/2022 1:15 AM

You can only change the period end date if there are no transactions in that period.

You should be able to copy a transaction from an earlier period. Shouldn't be an issue.

John Henley

Senior Member

Posts: 3348

4/26/2022 11:20 AM

The period you are copying from does not need to be reopened.

lawsonny

Basic Member

Posts: 13

4/26/2022 12:14 PM

If I use GL40, Click New JE, input the criteria of the JE I want and hit Inquire, I can't pull up the JE from period 6 I want. I get the, "Cannot maintain JE, use GL41 for Inquiry." Is there a work around for this? Again, this is the original GL type "N" JE. Maybe I am missing something here.

This begs another question...

What the purpose of placing a second entry in the Period I want to extend for? If the Period needs to be entry free to extend why should this be done? If I can around the above issue and I know where the original 'N" entry came from, can I just delete the system generated entry from the Period, then extend the Accounting Period, copy the reverse entry for the deleted JE and put back all the other entries?

I am a bit confused and may be over complicating a simple thing so thank you for your patience!

John Henley

Senior Member

Posts: 3348

4/26/2022 1:30 PM

From GL40, click 'New JE', which brings up GL40.2. Without inquiring, click 'Copy', which brings up GL40.6. On Gl40.6, you should be able to inquire on the original entry and copy it.

As for the second entry, you can wait and do that after you have the calendar straightened out. The intent is to move the effect of that entry to the new period. Since you can't delete the system-generated entry, you need to offset it in the incorrect period, and then create a new entry in the correct period, effectively moving it to the correct period, but doing it with an offsetting and new entry.

I am curious how you got into this situation? Are you a new Lawson implementation, or has the calendar been incorrect all along, or did you change fiscal years, and no one updated the system?

lawsonny

Basic Member

Posts: 13

4/26/2022 6:09 PM

To answer you questions:

1) We are not a new implementation and Lawson has been in use even before the acquisition by Infor. I am new in my role though.
2) The Periods were created by the system automatically and this issue was brought to our attention by staff.
3) Correct, though automatically generated no one verified that the dates were accurate in the Periods.

We tried your method of copying the original entry N entry as is from Period 6 to offset the Period 9 A reversal and we ended up with 2 entries in the period after posting it. I thought a cancellation would take place eliminating our Period 9 entry, but this did not happen. Attached is a picture of the creation of the new JE. Maybe something is off in it's creation? Attached is a pic of what the stubborn entry looks like in GL45 and The creation of the new JE from Period 6 that was placed in Period 9. I appreciate the help thus far and I have learned quite a bit.

Attachments

John Henley

Senior Member

Posts: 3348

4/27/2022 2:46 PM

When you copied the entry, did you update the option for automatic reversal to be 'No' on GL40.6?

lawsonny

Basic Member

Posts: 13

4/27/2022 4:09 PM

In the attached image, JE 6 copy pd 6 no reversal, you can Reverse Values is N and Automatic Reversing Lines Only is N for the New Entry. What throws me off in the image is, Automatic Reverse is Yes for the original PD 6 entry we are copying to PD 9. Please take a look at the image of how the entry is copied when you have a moment and let me know if there is something off. Thank you!

lawsonny

Basic Member

Posts: 13

4/29/2022 12:26 AM

Just to report back in, we ended using QSYM to make the adjustment and things seem to be ok. Many thanks to both you and Carol for your assistance and your patience.