Year End closing process (Pre-Close)

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Venkatarajamani Raman

Basic Member

Posts: 7

12/23/2008 12:30 PM

Hi,

I seek help on pre-closing the fiscal year. Appreciate your help / guidance.

Background: My client is having just one GL company and having sub-systems like AP, AR, AM , BR, CB and GL. Currently they are following the period from 01-Apr to 31-Mar.
They want to move on to 1-Jan to 31-Dec from Year 2009 onwards. Now that I need to close the current fiscal year (2008). My client will close the GL Books only on 15-Jan and other subsystems will be closed by end of December 2008. After closing the sub-systems, Can they still go ahead and post transactions for the next year (2009) without closing GL books for 2008 ? Request you to guide me through the process.
Thanks,
Venkat

k-rock

Veteran Member

Posts: 142

12/23/2008 2:05 PM

Have you changed the 2008 and 2009 calendars to reflect the new dates? If so, you should be able to continue into 2009 without a problem. You will have issues trying to compare periods between 2008 and 2009, so you may need to rewrite some reports that span both years.

Dainty

Advanced Member

Posts: 26

2/4/2010 4:48 PM

Hi..I need someone's help again regarding closing (fiscal 10/31) year end. Right now, I have 3 years that's open in my system (last(2007), current(2008), next(2009). How can I close(as in really close) the "last" year so I can go ahead with my journal entries, AP, CB for 2010 and want the last yr to be 2008, current as 2009 and next as 2010.

thanks in advance and please help me!

Dainty Pelayo

Brad Schauer

Veteran Member

Posts: 76

2/5/2010 12:38 AM

You need to "final" close all periods in 2007, sounds like they are "limited" close right now.

You must run GL199 (Period Closing) with the Final close option for each period of last year.

After doing so, 2008 will move to last year, 2009 will move to current year, and 2010 will be your next year.

Brad

Dainty

Advanced Member

Posts: 26

2/5/2010 10:23 PM

Hi Brad
thanks so much for your reply.

Now, I know what seems to be my problem and my next question is how can I move the unreleased transactions to a different year/period so I can "final" close the last year period?

kind regards,
Daimty

Brad Schauer

Veteran Member

Posts: 76

2/8/2010 12:45 PM

Were you able to figure this out? If not, can you give me an example of your exact issue so I can better understand what you are needing to do?

Brad

Dainty

Advanced Member

Posts: 26

2/8/2010 3:17 PM

Hi. To start with, since I have 3 yrs open right now,when I issued checks starting Nov 2009 (we're on fiscal yr) and forward, they are all showing n 2009/1 (yr/period) as unreleased. To start the new yr of 2010/1, I should close 2007 first to roll over the balances. How can I move the unreleased entries to the new year of 2010 and close the 2007?

thanks and kind regards,
Dainty

Brad Schauer

Veteran Member

Posts: 76

2/8/2010 3:29 PM

Subsystem journal entries cannot be deleted. You can, however, move the subsystem journal entries to a different period by changing the post date on GL45. Lawson does not create an audit record of subsystem journal entry changes.

Brad

John Henley

Posts: 3353

2/8/2010 4:10 PM

See this link for the process to move an entry to another period:
https://www.lawsonguru.co...scal-Period-516.aspx

Dainty

Advanced Member

Posts: 26

2/8/2010 4:37 PM

Hi John and Brad. thanks so much for your help. I will try to do this and will let you know afterwards.

b/regards,
Dainty

Dainty

Advanced Member

Posts: 26

2/9/2010 4:09 PM

After I have moved the new transactions to another period, I started the period closing but when I do AP195, it says that unposted transactions still exist. But when I check GL45.1, there are no unposted transactions. What else do I have to do to close AP subsystem?

thanks,
Dainty

Brad Schauer

Veteran Member

Posts: 76

2/9/2010 4:39 PM

Have you run AP175?

Brad

Dainty

Advanced Member

Posts: 26

2/9/2010 5:12 PM

Yes. In AP175, it says no data to print in out of balance report. In GL199, it says Subsystem AP has not been closed this period.

Dainty

Advanced Member

Posts: 26

2/9/2010 7:00 PM

I run AP195 and there's 2 transactions that's showing up. see below, they've been voided but still here.

112907 CCK 11/29/07 1943 CONEXIS $270.00
110507 wtr 11/05/07 1942 MBI 3.92

When I go to Transaction Adjustment, its not there anymore. How can I delete this from the system? The printout is telling me that Unposted payments exist, run AP170 but nothing happened. What am I going to do now?

thanks.

Brad Schauer

Veteran Member

Posts: 76

2/9/2010 7:07 PM

Looks like you have have a few corrupt database records, did you recently upgrade to a new version of Lawson? Just wondering why you hadn't run into this issue before, since the records are dated 2007.

Brad

Ruma Malhotra

Veteran Member

Posts: 412

2/9/2010 8:15 PM

Go to GL45 and filter for unreleased transactions. There could be unreleased transactions that exist that have not been released to be posted.

This means that when you run AP175 it posts all of your transactions to the GL. You should then run GL190 to post your transactions.

The posting programs from AP to GL are AP175, AP170 and also AP190 which is the voided transactions. Run all three. check on GL45 for unreleased transactions. On GL45 you can release them. Do a quick post on GL45 and then run GL190 to post. Then when you run the period close it should be fine.

hth.

Dainty

Advanced Member

Posts: 26

2/9/2010 8:16 PM

Yeah, I know. Its only now that I'm having problem with this. I didnt upgrade to newer version of Lawson either. Please help!!

Dainty

Dainty

Advanced Member

Posts: 26

2/9/2010 8:20 PM

Hi Brad,

How do you rebuild if there is corrupt database?

thanks.

Dainty

Advanced Member

Posts: 26

2/9/2010 8:23 PM

Hi Ruma,

I've done all of these already. There is no unreleased/unposted transactions in GL45. Now, I've verified that these 2 items I've listed eariler should be voided which I did but still out of balance report is showing in AP175.

thanks,

Dainty

Ruma Malhotra

Veteran Member

Posts: 412

2/9/2010 9:05 PM

If the invoices are out of balance then they cannot be released. Go to AP20, put in the company, vendor and invoice and inquire on ecah.

Find out from your users whether it is ok to delete them and delete them. You should then be able to close.

Ruma Malhotra

Veteran Member

Posts: 412

2/9/2010 9:06 PM

If your users do not want these invoices to be deleted you have 2 options:

1. On AP20 take a screen shot of each and then delete them so that after close you can re enter these invoices or

2. ask your users to enter the distribution lines on each of the invoices on AP20. This should help you.

hth

Ruma.

Dainty

Advanced Member

Posts: 26

2/9/2010 10:36 PM

thanks for your reply.

I went to AP20 and these 2 items are all voided but how come they're still showing up in AP175. What does it mean? The invoices were entered twice that's why I voided this.

Ruma Malhotra

Veteran Member

Posts: 412

2/9/2010 11:04 PM

Have you checked on ap30.4 to see if these invoices are cancelled? You can void a check but you have to cancel the invoice.
If you voided the checks and ran ap190 it will reinstate the invoices. You have to cancel the invoices on ap30.4 if it is an expense invoice.

Dainty

Advanced Member

Posts: 26

2/9/2010 11:18 PM

If I go to AP20.1, invoice is already cancelled. In AP30.4, I dont know the cancel date in order to pull out the invoice. How would I know the date?

Ruma Malhotra

Veteran Member

Posts: 412

2/9/2010 11:34 PM

Go to ap90, put in the company and vendor. Inquire then put the invoice in the position to field and click inquire. There you should see the invoice as cancelled. If not you know that the invoice is not cancelled.
Is it a match invoice? If yes then go to ma70 or ma75 depending whether it is posted to cancel the invoice. If it Is an expense invoice then cancel on ap30.4.