46 Revise Entries Split Between Two Periods

This chapter contains these topics:

When fiscal date patterns are changed and the last day of the pattern changes after transactions have been posted to the last day of the old date pattern, entries may be split between two different periods. This occurs most often in leap years (the old date pattern ended 2/28 and entries have been made to 2/29), but they can occur at any time when the date pattern has been established to miss the last day of a period.

Note:

The examples used here are based on a fiscal date pattern that matches that of a calendar year.

46.1 Identifying Split Entries

Navigation

From General Accounting (G09), choose Journal Entries (G0911) choose General Journal by Batch (P09301)

Run the General Journal by Batch report (P09301) to locate entries that might be split between two different batches.

  1. Select a version of the General Journal by Batch report.

  2. Enter your report criteria.

    Below is an example of the data selection for the General Journal by Batch to locate these entries:

    Figure 46-1 Change Subsidiaries screen

    Description of Figure 46-1 follows
    Description of "Figure 46-1 Change Subsidiaries screen"

  3. Review your report results.

The following are examples of data returned by your report.

Figure 46-2 Data Needing No Adjustment

Description of Figure 46-2 follows
Description of "Figure 46-2 Data Needing No Adjustment"

In the example above, the automatic entry's (AE) G/L date is in the same fiscal period as the G/L date of the voucher (PV), and would need no adjustment.

Figure 46-3 Data Requiring Adjustment

Description of Figure 46-3 follows
Description of "Figure 46-3 Data Requiring Adjustment"

In the example above, the data requires an adjustment because, after correcting the date pattern (in this case changing the date pattern for February to end on February 29 after making entries to February 29) the PV now is in period 2 but the AE is in period 3. The PV is marked with G/L period number 3.

46.2 Correcting Split Entries

After identifying the split Journal Entries, you can correct the errors.

To correct the fiscal period on the voucher

To correct the fiscal period on the voucher, run the Repost account ledger (P099105) in the update mode. In the example above, this will change the fiscal period for the PV from 3 to 2.

Caution:

To avoid corrupting your data, initially run the Repost as a report only. Verify the data that will be changed. Only after verifying the data should you run the Repost in Update mode.

To correct the AE

To correct the G/L date, make a reversing journal entry. In the example above, the G/L date on the AE records the journal entry in period 3, while the corresponding PV is now in period 2. If you make a reversing Journal Entry for the same amount as the AE entry on the last day of the corrected fiscal period (in this case 2/29) the record will offset in the correct period, and will negate the offset in the wrong period.

To tie the batches together

When you create a reversing journal entry with a different batch number and batch type from the original entry, the batch integrity reports will show discrepancies. To correct this situation, find the reversing journal entry that was made, and change the batch number and batch type to match those of the original transaction.

Note:

This correction directly affects the data in the files, and cannot be done with JD Edwards World software; therefore Information Systems personnel generally perform this procedure, not applications staff.