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Date changes on EOY process in Great plains Dynamics

What implications can arise by changing the system date at en EOY process?

Please advice
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rayluvs
Asked:
rayluvs
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6 Solutions
 
rayluvsAuthor Commented:
We have  noticed that some companies changed thier system date when closing.  Is it necessary to change the system date to the fiscal months end date when doing an EOY?

That is if our fiscal year end is December 2011 and after doing all the process of clearing, squaring, etc (all the manual process), we reach february 2012, can we leave the systems or server date to February or is it a must to change it back to December 2011?

We would to know can we close without changing the  date and what effect implies by not changing it or changing it?

Please assist us in this doubt.  We are about to close in May and want to cover all possibles issues concerning this topic
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rayluvsAuthor Commented:
Sorry about thta.  I think it was left there somehow.  How do I delete the Crystal zone?
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Abdulmalek_HamshoCommented:
Of course dear, never change the system date.

1- Post every unposted transaction from the last year in all modules,

2- Reconcile Inventory,

3- Backup your DYNAMICS and the company DB you're closing,

4- It's good to close every period individually before closing the year, and

5- Close all modules before closing the GL Module.

If you have posted sales transactions in the current year before, after closing last year you will get incorrect summaries values, e.g, Customer Summary.

I encourage you to read the articles related to Year-End Closing in MS Customer Source - Knowledge Base.
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rayluvsAuthor Commented:
We did.  The problem is that after closing, the actual date is saved in the Closing window and the Comptroller don't want to see that date, but the actual End Year date.

Is this possible without changing system date?
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Abdulmalek_HamshoCommented:
I didn't understand, could you post screenshots please.
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rayluvsAuthor Commented:
I'm mobile at this point, but if you go the link: Microsoft Dynamics GP menu >> Tools >> Routines >> Purchasing >> Year-End Close, notice the 2 dates saved as "Last Closing Date".  That is the actual processing date.

The problem faced is that the comptroller want to display the end year day in this fields; hence, the question: what implication, if any changing the system date in order to save that date as the process date.  If fiscal closing is 12/31/2012, that is the date the comptroller wants to display.

Please advice
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Abdulmalek_HamshoCommented:
Why does he want to display something not real?
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rayluvsAuthor Commented:
He just the system EOY date to be the actual fiscal EOY date.  This topic has been discussed in various occasion and want is like that.
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Abdulmalek_HamshoCommented:
My question is: Why do you need this?
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mlmccCommented:
When you say changing the system date I assume you mean changing the system date time so the system thinks it is now 31 Dec 2011 instead of 21 Mar 2012.

Is this a standalone system?
If not interacting with other systems and date is changed back after the close, there should be little impact.  Remember the system will think it is 31 Dec 2011 so if you send an email out it will look like it was sent several months ago.

Is this a networked machine?
Depends on the interaction with the network

Is it a server?
If so changing the date could have serious implications

Changing the date can have implications on other software that is running.

mlmcc
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rayluvsAuthor Commented:
Abdulmalek, unfortunately we cannot give you a logical answer to your "why".  The comptroller just want the fiscal EOY date to be displayed in the year end screen.  There is no other reason.
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Abdulmalek_HamshoCommented:
You would need to alter the table itself then.
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rayluvsAuthor Commented:
How? Can you be more specific?
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Abdulmalek_HamshoCommented:
Change it in table PM40100 Company DB.
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rayluvsAuthor Commented:
You mean that after closing the year in X month after the fiscal year, change the actual Closing date to Fiscal date in the table PM40100 ?
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Abdulmalek_HamshoCommented:
If you want this this, I prefer to change the Calendar instead of the Fiscal in PM40100.
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rayluvsAuthor Commented:
what do you mean by change calender instead the table? We're confuse here with your comment.

Please advice
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Abdulmalek_HamshoCommented:
You have two values that are required to be equal by your controller. I prefer to make Calendar equal the Fiscal rather than altering the Fiscal Last Closed to equal to Calendar Last Closed.
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rayluvsAuthor Commented:
But what do you mean by "make Calendar equal the Fiscal"?

What are the steps to follow in order to "make Calendar equal the Fiscal"?
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Abdulmalek_HamshoCommented:
In PM40100 change the column Calendar Last Closed so it equals Fiscal Last Closed. Isn't this what you're trying to accomplish?
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rayluvsAuthor Commented:
Now understand, but that is a "Yes" answer to my entry ID: 37759639:

"You mean that after closing the year in X month after the fiscal year, change the actual Closing date to Fiscal date in the table PM40100 ?"
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Abdulmalek_HamshoCommented:
Yes, that's right.
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rayluvsAuthor Commented:
Ok.  That is a good opción becuse that way we don't have to change the systems date.


One last question prior closing:

If we go to the table and chane that value, what considerations or what effect should we look for?  That is, any reports or inquiry that will be affected?
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Abdulmalek_HamshoCommented:
If you change the Calendar date, there would be no further considerations for sure.
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rayluvsAuthor Commented:
Understood.  Changing the date in table PM40100 will not affect any inquiry windows nor reports.

Correct?
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Abdulmalek_HamshoCommented:
No, it won't affect anything.
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rayluvsAuthor Commented:
Thanx
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rayluvsAuthor Commented:
Sorry about the delay.  You gave us PM40100, what about the tables for RM, GL, PR, IV?  

Also any other we need to update?
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Abdulmalek_HamshoCommented:
I can get the Tables for you, but I cannot be so sure of the impact, despite I think there would be no negative impact on other areas.

What's PR?
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Abdulmalek_HamshoCommented:
If you don't use Finance Charges, I can assure you that you can change the Last Closing Date - Calendar for Receivables, you can find it in Table RM40101 Field LSTYECAL, otherwise (if you use Finance Charges), I encourage you to do some tests after changing it.
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rayluvsAuthor Commented:
Understood.  So it's safe to say that if the comptroller wants to have the actual fiscal EOY date, and since we are not sure the effect of direct updating the table, the best method would be change system date, run EOY closing and return the date to current?

We have to report the final decision.

Thanx
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Abdulmalek_HamshoCommented:
Same thing, if you change the system date or change the value in the table.
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rayluvsAuthor Commented:
Thanx
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rayluvsAuthor Commented:
Thanx
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