Clients would like to be able to restrict the users ability to enter a document date such as the invoice date in AP or AR, receipt date in PO receipts etc. They would like the ability to lock this down at the subsidiary ledger level in the same way that it is locked down at the GL posting level. So that way they would not be able to enter an invoice date for a period that is closed for that module.
by: Robin S. | over a year ago | Financial Management
Comments
Would like the ability for users to only update/post to open periods, not closed periods in sub-ledgers, such as A/P, A/R, I/M, S/O, P/O, etc. For example, GL is open for 07/2015, but A/P has been closed. System should not allow postings for 07/2015 in A/P because A/P has been closed for that period.
Yes. I agree!
Yes I agree! Also would like to see in Accounts Receivable
Yes, I agree. And also want to limit the future periods that can be posted to. Keying in the wrong year is the biggest problem for us.
Agree with OP and Brenda K!
Would like the ability for users to only update/post to open periods, not closed periods in sub-ledgers, such as A/P, A/R, I/M, S/O, P/O, etc. For example, GL is open for 07/2015, but A/P has been closed. System should not allow postings for 07/2015 in A/P because A/P has been closed for that period.
I fully agree. Having all posting warnings dependent on GL is absurd. In real life people always closes the GL much later than other modules. The warning comes at the beginning, when selecting the module to do data entry i.e. selection of module date. Many things happen between starting a batch and when one posts the batch. So when you change the module date at time of posting in error, the system will posts the transaction to which ever period you entered, as long as GL is open for that period, with no warning what so ever that subsidiary module is closed for that period. A good program should warn one from making mistakes and not make assumptions that people will key data correctly every single time. If the selection of module date triggers warning re being in the wrong period, then do not allow me to change the module date at time of posting. Engineering should pay attention to what happens in real life and not in a perfect world.
We should prevent posting to a closed subsidiary module period or at least have a bold message stating that you are posting to a closed subsidiary module period. Auditors would be appalled if they knew how easy it is to post to a closed period. This is totally wrong.There would be fewer tech calls if we programmed the system taking into account what happens in the real world.
The way the system is designed makes the period end process for subsidiary modules useless. The only time that this date appears to be used is when you select a module date. It should be used when posting transactions. PLEASE FIX THIS.
Agreed. Please fix.
Agreed - and have the warning come right before posting so dates and amounts can be reviewed.
This continues to be a frequent request. Check module options setting for current period instead of GL.
I found this KB article related to the same issue.
Cannot prevent posting to prior period in Subsidiary Modules if General Ledger is open for that period
Created on 11-17-2015 | Last modified on 11-17-2020
Summary
Cannot prevent posting to prior period in Subsidiary Modules if General Ledger is open for that period
Resolution
This is currently an Enhancement Request that has been submitted to Sage Engineering for review.
Related resources
• "The X/X Accounting Date (MM/DD/YYYY) does not fall within the Current and One Future Period for the module (MM/DD/YYYY to MM/DD/YYYY). Do you want to continue?"
Defect ID
109824
Steps to duplicate - DevTrack only
1. Go to Library Master / Main / Company Maintenance.
a. Go to Preference Tab.
b. Check the box to Restrict accounting date to current and one future period.
2. Go to Library Master / Main / Role Maintenance. Select a Role.
a. Go to Security tab and expand Library Master.
b. Uncheck the box to allow accounting date beyond one future period.
3. Go to General Ledger / Setup / General Ledger Options.
a. Note Current Fiscal Year and Period. (For testing GL was open for period 1 of current fiscal year 2018)
4. Go to Accounts Payable / Setup / Accounts Payable Options. (for testing AP period was 7/2018)
a. Confirm that the Current Fiscal Year and Period are more recent than the one in GL. (You should get message "The A/P Accounting Date (current date) does not fall within the Current and One Future Period for the module (x/x/xxxx to x/x/xxxx). Do you want to override? If you change the date within the current period you can continue.
5. Go to Accounts Payable / Main / Invoice Data Entry.
a. Select Vendor 01-AIRWAY.
b. Enter invoice number 777.
c. Change the invoice date to any date outside the current period. (for testing we used 6/1/2018) No Warning
d. Enter Invoice amount of $25.00
e. Go to Lines tab and select GL acount 555-00-03.
f. Enter Amount of $25.00
g. Click Accept.
h. Preview the invoice.
i. Use posting date of 6/2018. Only message is "Notice: This Accounts Payable posting date falls into a future General Ledger period."
j. Preview the Invoice register
k. Click Yes at Do you want to update the Invoice Register?
l. Click Yes at Do you want to print the Daily Transaction Register?
m. Click Yes at Do you want to update the Daily Transaction Register?
Note: You should not be able to post in AP when the AP period is closed .