Information Systems:Cannot Close Period

During the overnight month end process, the current (open) accounting period is rolled to the next one. The previous period stays open so that the finance department can continue to do entries to it. When they are finished, the previous period is closed to prevents any changes to accounting periods that have been finalized. If it it necessary to an entry to a closed period, it can be opened then closed again.

An accounting period cannot be closed if there are outstanding transactions that have not yet been posted.

Use Query to look at files SROBTR (Accounting transactions created in ASW-DIS) and SROOVF (G/L Input transactions). Look for any transaction for the accounting period that will not close. The field is INPERI in file SROBTR, and OVPERI in SROOVF.

These transactions can be because someone in Finance back dated a transaction, or that an update did not complete properly and left behind orphaned transactions.

Records in SROBTR will post over night. Some records in SROOVF will post when the user closes the batch. Any transaction with old dates (the orphaned ones) will have to be manually deleted. Use Query to print them first, so Nancy can reenter them if necessary.

Use Information Systems:DFU on file SR1OVF in library UP1480BFVA to delete records for the old accounting period.

One of the reasons for these orphans is our custom system to receive transactions from the bank and post them to the store’s accounts receivable (see Bank EDI). Sometimes this leaves transactions in SROOVF. We can’t do anything but manually delete them, and do a journal entry.

• Nancy seems to have found the problem and a solution. In 2005, we changed the job queue QBATCH to run two jobs at a time instead of one. If Nancy waits until one card type (Visa, Master Card, etc) completes before starting the next, the problem doesn’t seem to happen.

Darren uses the saved SQL query called "Nancy-cannot-close-period.sql". Change the orange number at the end of the statement to whatever the period it is that needs editing. It should show a series of records, hopefully not too many. Look for the column that has AMX, VIS, MC which are credit cards. Check with Nancy that these records can be deleted. If yes then change the SQL statement to delete from up1480bfva.sroovf where ovperi = 'periodnumber' and then run that. The number of records deleted should be the same as the number originally shown in the select statement.

Todo

• Blurb on calendar year
• Add SROTRAC
• Explanation of files