PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook

Defining Accounting Calendars

This chapter provides an overview of Oracle's PeopleSoft Enterprise accounting calendars based on open and close periods and discusses how to:

Set up calendar builder.
Define detail calendars.
Define summary calendars.
Define business calendars.
Define and update open periods and adjustment periods.

Understanding Accounting Calendars Based on Open and Close Periods

You can establish an accounting period configuration based on the beginning and ending period dates that you normally use, and combine these periods to create calendars. These accounting calendars define the time periods to which you post transactions for different transaction types, ledger groups, ledger codes, and business units. Set up calendars along with ledger codes, ledger groups, and business units according to your accounting environment.

PeopleSoft Enterprise General Ledger supports multiple calendars, so you can keep separate calendars for actuals, for budget and forecast activity, and for special reporting or transitional needs. Only one calendar can be active for a ledger at a given time.

The PeopleSoft system uses the following calendar definition options:

Calendar Builder	Use to create a base calendar that is the starting point for creating other calendars such as the detail calendar.
Detail Calendar	Define detail calendars to include the number and duration of accounting periods in your fiscal year and the beginning and ending dates for each period. This option also identifies the adjustment periods for the calendar. Posting is directly tied to the ledger group's calendar. Transactions are posted to the open period that corresponds to the journal date and to the adjustment period that you specify on the journal header. You can have any number of periods or years open at any time. If you use Asset Management, you can set up your depreciation allocations based on the detail calendars that you define.
Summary Calendar	(Optional) Use summary calendars to group detail calendar periods for inquiries and reporting, such as quarterly reports and semiannual reviews. While you must use detail calendars to control the posting of journals to a detail ledger, you use summary calendars with a summary ledger to further collapse your data across detail calendar periods. The accounting period on your summary ledger data corresponds to the summary calendar periods that you define. While you can associate a detail calendar with your summary ledger, you cannot use a summary calendar with your detail ledger.
Business Calendar	(Optional) Use to create the business (or working) calendar that identifies holidays and nonworking days. Once you define one or more of these calendars, link it to the business unit in the Holiday List ID field on the General Ledger Definition - Definition page. The only ledgers that recognize the business calendar are those with a default ledger type of Standard ledger template set up on the Ledger Template - Record Definitions page. When you enter journals on the journal entry pages or run the Journal Generator process (FS_JGEN), the system edits the journal date to ensure that it falls on a working day. The Journal Edit process (GL_JEDIT) checks the journal date to verify that it falls on a working day in that business calendar. If the process finds that the journal date is not a working day, it marks the journal as an error. Because you cannot change the journal date, copy the journal to another date using the Copy Journal function, and delete the original journal (the one marked as in error). For reversals, the Journal Edit process, not the Journal Post process (GLPPPOST), populates the reversal date. If you selected either End of Next Period or Beginning of Next Period for the reversal date on the journal header, the Journal Edit process changes the date if the date is not a working date. If you selected Beginning of Next Period, it uses the first valid working day in the next period. If you selected End of Next Period, it uses the last valid working day in the next period. You can enter a specific journal date for reversals only when you enter journals using the Journal Entry pages. If you specify a date, the system edits the date at that time and requires you to enter a valid working date. Used to manually define fiscal and nonfiscal detail budget period calendars for use with Commitment Control budgets.
Budget Period Calendar	Use to manually define fiscal and nonfiscal detail budget period calendars for use with Commitment Control budgets.
Budget Period Calendar Builder	Use to automatically define budget period calendars for use with Commitment Control budgets.
Summary BP Calendar (summary budget period calendar)	Use to create a summary budget period calendar, based on a predefined detail budget period calendar, for use with Commitment Control budgets.
Scheduling Options	Use to define scheduling options for various activities.

See Also

Setting Up Schedules

Defining Commitment Control Budget Period Calendars

Adjustments and Other Special Periods

You can have as many adjustment periods (up to 3 digits) as necessary to capture adjustments according to your business practices. Define these adjustment periods on your detail calendars. For example, you can set up adjustment periods to capture adjustments for different parts of the year: one to capture adjustments for the first half of the year, one for the second half of the year, and one for the full year. You can set up adjustment periods to capture different types of adjustments: one for supervisor-related adjustments to that supervisor's department journals, one for adjustments based on internal audits, one for adjustments based on external audits, and one for adjustments related to a tax authority.

General Ledger maintains the following special periods that are not stored in normal calendar periods, so that they do not distort the period-to-period or year-to-year results. You can include them when you run reports, inquiries, or other processes such as summary ledgers.

Period 0	Use to store the balance forward amounts or the balance at the beginning of each year. For balance sheet accounts, this represents the opening balance. Although normally zero for profit and loss accounts, this period can contain inception-to-date totals for the ChartFields that you specify on the P/L Roll Forward Options page in your closing rule. General Ledger updates this period only during the closing process.
Period 998	Use to store adjustment entries. You can create other adjustment periods to use instead of, or in addition to, the default adjustment period. Indicate an adjusting entry when you enter journals by selecting the Adjustment Entry check box on the Journal Entry - Header page.
Period 999	Use to store the results of year-end closing. The year-end closing entry to book the current year net income to retained earnings is posted here. General Ledger updates this period during the closing process only.

Note. Set up adjustment periods sequentially—for example, 901 through 912, corresponding to accounting periods 1 to 12.

See Also

Adjustments in ADB

Performing Year End Closing

Performing Interim Closing

Open Periods

General Ledger stores in its ledgers the activity for each accounting period defined in the calendar for the business unit and ledger group. Determine the beginning and end date of each period according to the calendar associated with each business unit and ledger group. Additionally, identify which periods are open (periods in which transactions can be posted) for each business unit, transaction type, ledger group, and ledger code.

Many PeopleSoft applications identify their open periods from the associated General Ledger business unit's calendar and open periods. When General Ledger closes periods for a business unit, all applications associated with that business unit are closed at the same time and transactions cannot be entered into the closed period. This is to ensure that no entries are recorded after financial statements are created.

You can also book accounting transactions according to different and often conflicting accounting principles for one business unit in one ledger and maintain these entries in compliance with the various rules promulgated by governments and regulatory organizations. To use multiple generally accepted accounting principles (GAAP), the PeopleSoft system uses book codes and ledger codes to create subsets of a ledger that enable you to simultaneously enter transactions into the subsets while maintaining their balances according to the accounting principles applicable to each subset. These book codes and ledger codes facilitate making prior period adjustments.

Transaction types as defined by the PeopleSoft system enable you to control which transactions are open and closed for further processing within a business cycle for both General Ledger journal entries and individual application transactions.

The following PeopleSoft applications can require open period date ranges independently of General Ledger and each other. For the applications that can have separate open period ranges, the open periods are defined for each business unit. Date ranges for open periods in an application can be the same as the open period date ranges for the associated general ledger business unit or they can be different. You can change these dates for applications by entering lag days or by changing the beginning and ending dates for the open period:

Asset Management
Billing
Expenses
Payables
Accounts Receivable
Project Costing
Inventory

Lag days can be at the beginning of the period, at the end of the period, or both. When you enter beginning lag days, the system calculates the first open date based on the from open period and year plus the lag days. For example, suppose that the from open period and year is second period 2003, and the first date of that period (as defined for the associated general ledger business unit) is April 1, 2003. If you enter -3 lag days for PAccounts Payable (AP), the system calculates the first date of the open period for accounts payable as March 29, 2003. The system calculates end lag days in a similar manner.

Begin lag days enables you to enter transactions in an accounting period before the General Ledger start date of that accounting period. End lag days closes the accounting period before the General Ledger close date for the accounting period. Application transactions that you enter after the application-calculated close date are applied to the next period, even though the period is still open in General Ledger.

Lag days can be zero or a negative number only. This prevents you from inadvertently defining an application's open period end date (that is, the period closing date) as later than the period closing date as assigned for the associated General Ledger business unit.

Some customers have many legal entities that require their own set of books. The resulting number of ledgers and business units require the ability to perform mass updates rather than individually updating each business unit and ledger group's open periods. Mass updates enable you to change the open periods for a number of business units and ledger groups at the same time. Additionally, you can migrate mass changes that you make for General Ledger to other applications.

Individual and Mass Updating of Open Periods

Once you identify open periods, you can update them using any of the following methods:

Individual updates by business unit (for applications) or by business unit and ledger group (for General Ledger) using the Open Period Update page or the Open Periods Mass Update page.
Mass updates across business units (for applications) or across business units and ledger groups (for General Ledger) using the Open Periods Mass Update page.
Mass updates to applications' open periods using the migrate feature on the Open Periods Mass Update page.

This feature migrates open period changes from General Ledger to other applications.

Post journal entries to the open periods defined on the Open Periods Mass Update page or the Open Period page only.

An advantage of using lag days to define date ranges for an application's open period is evident when you perform mass updates. You enter period beginning and end dates, which are applied to each of the business unit and transactions types within the application. If you have lag days defined for each of the business units, the lag days remain the same, and the application date range is calculated relative to the date range for the associated general ledger business unit. For example, suppose that the first date of the open period is April 1, 2003 with –3 lag days making the application's period start date March 29, 2003. When you change the period start date to April 5, 2003, the –3 lag days still apply, and the period start date for the application becomes April 2, 2003. With lag days, you can make one change that affects many business units but still results in different period start and end dates for each business unit.

Unit	General Ledger Period Start	Lag Days	Calculated Application Period Start	Changed GL Period Start (Mass Update)	Lag Days (Same)	New Application Period Start (After Mass Update)
US004	April 1, 2003	–3	March 29, 2003	May 1, 2003	–3	April 28, 2003
US005	April 1, 2003	0	April 1, 2003	May 1, 2003	0	May 1, 2003
US006	April 1, 2003	–2	March 30, 2002	May 1, 2003	–2	April 29, 2003

Note. This assumes that there is no business calendar associated with the business unit.

Another way to define period start and end dates for an application business unit differently from the associated general ledger business unit is to enter different period start dates and period end dates. The result is the same, but you lose the advantage of mass updates.

Note. If you must make adjustments to a closed period, reopen the closed period, and if the ledgers or journals for that period have been archived, restore the archived ledgers or journals before you make adjustments.

See Also

Adding Book Code Values

Adding Adjustment Type Values

Managing Multiple GAAPs and Prior Period Adjustments

Setting Up Calendar Builder

Use the base calendar to define other calendars, such as a detail daily calendar for average daily balances or a detail monthly calendar.

To set up Calendar Builder, use the Calendar Builder component (CALENDAR_BUILDER).

This section discusses how to set up Calendar Builder.

Page Used to Set Up Calendar Builder

Page Name	Definition Name	Navigation	Usage
Calendar Builder	CALENDAR_BUILDER	Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Calendar Builder	Define a calendar for use as the base for other calendars. The calendar that you first create becomes by default a detail calendar.

Setting Up Calendar Builder

Access the Calendar Builder page (Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Calendar Builder).

Calendar ID

Enter the calendar identifier to appear on prompt lists, inquiries, and reports.

Description

Enter a value, such as Fiscal Year or Monthly.

Begin Date and End Date

Enter a range of periods for the generated calendar.

Fiscal Year

Displays the year based on the beginning date of the period. You can change this year.

Periods in a Year

Displays a value based on the option that you select:

Daily

Weekly

Bi-weekly

Monthly

Bi-Monthly

Quarterly

Semi-Annual

Yearly Calendar

Monthly Allocation Type

Select from the following values to account for the different period allocations for a monthly calendar period:

12 period Calendar

13 period Calendar

445 Calendar (4 weeks, 4 weeks, 5 weeks)

454 Calendar (4 weeks, 5 weeks, 4 weeks)

544 Calendar (5 weeks, 4 weeks, 4 weeks)

Used for Depreciation

Select only if you have Asset Management installed and are defining a detail calendar to create the depreciation allocation period. Assign a period and year for depreciation.

Generate

Click to generate the calendar and display the detail periods. You can make changes and regenerate the calendar.

Adjustment Period

You can have as many adjustment periods as you need to capture adjustments according to your business practices.

The value 998 is the default period for fiscal year-end adjustments. If you have only one adjustment period, accept the default.

If you have other adjustment periods, enter them as additions to or as a replacement for the default adjustment period. Enter an adjustment period name and abbreviation for each adjustment period. A period (for example, 901 or 902) identifies an adjustment period. A period cannot be an actual period (such as 1 through 12 for a monthly calendar) or any of the system-maintained periods (such as 0 or 999).

Note. Calendar Builder enables you to modify the calendar name and description only, and to generate prior fiscal year periods. To define a calendar further, use the other calendar options such as Detail or Summary. You can use the other calendar pages to display and modify a calendar created on the Calendar Builder page.

See Also

Adjustments and Other Special Periods

Defining Detail Calendars

To define Detail Calendars, use the Detail Calendar component (DETAIL_CALENDAR).

This section discusses how to:

Enter detail calendar periods.
Enter depreciation detail periods.

Pages Used to Define Detail Calendars

Page Name	Definition Name	Navigation	Usage
Calendar Periods	DETAIL_CALENDAR1	Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Detail Calendar, Calendar Periods	Detail calendars, each identified by a unique alphanumeric code, define how many accounting periods are in your fiscal year and the beginning and ending dates for each period. They determine the accounting period to which you post journal entries and other transactions.
Depreciation	DETAIL_CALENDAR2	Select the Depreciation tab on the Calendar Periods page.	Set up depreciation allocations per calendar period.

Entering Detail Calendar Periods

Access the Calendar Periods page (Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Detail Calendar, Calendar Periods).

You can define a detail calendar from scratch, or you can use a base calendar, defined in Calendar Builder, to create a detail calendar and further define it using the Calendar Periods page.

Calendar	Enter the calendar ID or name to appear on prompt lists, inquiries, and reports. If you select a calendar that you built using Calendar Builder, you can change the name.
Periods in a Year	Enter the number of periods based on the type of calendar. Do not count adjustment periods or special system-maintained periods (0, 998, 999). PS/nVision reporting uses the number of periods that you enter here to identify TimeSpans that roll from one year into another, such as a rolling 12-month report.
End Date Default	Select an end date default. Options are: Year, Month, BiMonth, Quarter, SemiAnnual, and Days.
Specify	Enter the number of days to include on your calendar if you select Days in the End Date Default field. For example, enter 365.
Detail Periods	To create a new detail calendar rather than set one up in Calendar Builder, enter the first row of detail and include the Year, Period, Begin Date, End Date, Period Name, and Abbreviation values for period 1. When you add one or more rows, the system updates each row with the correct year, period, begin, and end dates. Enter the period name and abbreviation for each new row only. Every day of the year must be included in a period; do not leave gaps between period dates, and do not allow dates to overlap.
Adjustment Period	The period 998 is the default period for fiscal year-end adjustments. If you have only one adjustment period, accept the default. If you have other adjustment periods, enter them in addition to or as a replacement for the default adjustment period. Enter an adjustment period, period name, and abbreviation for each adjustment period. Adjustment period (for example, 901 or 902) identifies the adjustment period. The adjustment period cannot be an actual period (such as 1 through 12 for a monthly calendar) or any of the system-maintained periods (such as 0 or 999).

See Also

Adjustments and Other Special Periods

Using TimeSpans

Defining Ledgers for a Business Unit

Entering Depreciation Detail Periods

Access the Depreciation page (Select the Depreciation tab on the Calendar Periods page.)

Use this page of a detail calendar if you are using Asset Management. In each calendar that you establish, define the number of periods across which to allocate annual depreciation.

Alloc of Yearly Depreciation (allocation of yearly depreciation)

The depreciation allocation period that you establish here is used to determine how much of the annual depreciation calculated in Asset Management for each asset is allocated to each defined period. You can set up as many periods for as many years as you want by adding lines to the detail calendar. You can also modify the depreciation allocation on this page.

Defining Summary Calendars

To define Summary Calendars, use the Summary Calendar component (SUMMARY_CALENDAR).

This section discusses how to set up summary calendars.

Page Used to Define Summary Calendars

Page Name	Definition Name	Navigation	Usage
Summary Calendar	SUMMARY_CALENDAR	Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Summary Calendar, Summary Calendar	Summarizes the detail calendar into a specified number of periods used with summary ledgers to produce summary reports.

Setting Up Summary Calendars

Access the Summary Calendar page (Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Summary Calendar, Summary Calendar.)

Summary Calendar

Enter the calendar's name or title to appear on pages, reports, and online inquiries.

Periods in a Year

Specify the number of periods in the accounting year for this calendar. PS/nVision reporting uses the number of periods to identify TimeSpans that roll from one year into another, such as a rolling 12-month report.

Detail Calendar

Select a detail calendar. Every summary calendar must be based on a detail calendar.

Fiscal Year, Period, Period Name, and Abbreviation

Enter the information for each summary fiscal year, each summary period in that year, and a period name and abbreviation for each period. You can define as many years on a calendar as necessary, including years for storing historical information.

From Period and To Period

Enter the detail calendar periods to summarize in each summary period. In addition to grouping periods, such as combining monthly accounting periods into quarterly results, you can specify a from period of 1 in all ranges, and use this to store year-to-date balances in each summary period on your summary ledger. Your year-to-date summary periods can match your detail calendar periods. For example, a monthly detail calendar is summarized into a monthly year-to-date calendar. You can also combine detail periods such as a monthly detail calendar summarized into a quarterly year-to-date calendar.

See Also

Using TimeSpans

Posting to the Summary Ledgers Table and the Summary Ledger Staging Table

Specifying Ledger Criteria to Review Summary and Detail Information

Defining Business Calendars

To define business calendars, use the Business Calendar component (BUS_CALENDAR_HOL).

This section discusses how to set up a business calendar.

Page Used to Define Business Calendars

Page Name	Definition Name	Navigation	Usage
Business Calendar	BUS_CALENDAR_HOL	Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Business Calendar, Business Calendar	Create a list of holidays and nonworking days for PeopleSoft applications. General Ledger uses the business calendar to verify that the journal date is a working day. You also assign business calendars to bank accounts to identify the normal working week and bank holidays.

Setting Up a Business Calendar

Access the Business Calendar page (Set Up Financials/Supply Chain, Common Definitions, Calendar/Schedules, Business Calendar, Business Calendar.)

Setting Up a Business Calendar

To set up a business calendar:

Enter a description of the calendar, such as the name of a country or business unit.
Select the normal business days of the week to include.
Enter the total hours worked each day of the week.
Enter the calendar year of the holidays.
Click the Search button to enter, delete, or display holidays for the entered year.
Add rows with the date and holiday name for each holiday in that year.

The system displays the day of the week.

Defining and Updating Open Periods and Adjustment Periods

To define and updated an Open Period, use the Open Period Update component (OPEN_PERIOD_UPDATE) and the Open Periods Mass Update component (OPEN_CLOSE_PERIODS).

This section discusses how to:

Perform open period updates.
Perform an open period mass update.
Perform an adjustment period mass update.

Pages Used to Define and Update Open Periods and Adjustment Periods

Page Name	Definition Name	Navigation	Usage
Open Period Update	OPEN_PERIOD_SINGLE	Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Open Period Update, Open Period Update	Define open periods for a general ledger business unit and ledger group where you can set periods by transaction types, and then define these periods by ledger code and adjustment types.
Open Period Display	OPEN_PERIOD_SINGLE	Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Open Period Display	View existing open periods and adjustment periods for a business unit and ledger group.
Open Period Mass Update	OPEN_CLOSE_PERIODS	Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Open Periods Mass Update, Open Period Mass Update	Make mass changes to open periods for general ledger business units and ledger groups or an application's business units, and migrate General Ledger open period changes to specified applications. You can also make changes to the open periods for a single business unit and ledger group or business unit and transaction group.
Adjustment Period Mass Update	OPEN_ADJ_MASS_UPD	Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Adjustment Periods Mass Update, Adjustment Period Mass Update	Make mass changes to adjustment periods for general ledger business units and ledger groups.

Performing Open Period Updates

Access the Open Period Update page (Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Open Period Update, Open Period Update.)

Note. Adjustment periods are applicable only to General Ledger.

You can post journal entries only to the open periods that you specify on the Open Period Update page.

PeopleSoft Product, Business Unit, and Ledger Group	When you set up a ledger group and ledger for a general ledger business unit, on the Ledgers For a Unit page, you can click Update Open Periods to access the Open Period page. You can set up the periods for this general ledger business unit and ledger group. For general ledger business units and ledgers, you can also set up open periods by ledger code and then define the open periods for general ledger transaction types by ledger code and adjustment types. When you set up a business unit for an application, such as Receivables, click the Update Open Periods link on the Accounting Options 1 page to access the Update Periods page. You can enter the open period parameters for the application's business unit, display all of the application's transaction types, and set up the open periods for each type by using lag days.
Show all transactions types	Select this option for a subsystem application business unit and a list of all the transaction types defined for the specific application becomes available.
Ledgers for a Unit	Select this link to access the Ledgers for a Unit page to setup or to modify data for such things as Ledger Code, adjustment types, and open periods.
Trans Type (transaction types)	Define the beginning and ending period dates for each transaction type to control which transactions and subsystems are open and closed for further processing within a business cycle. Transaction types are system defined and cannot be accessed by the user. When you enter a transaction with a specific business unit and ledger group in a journal entry in General Ledger or a transaction in one of the subsystem applications, and you save the transaction, the system looks at the date of the transaction and the transaction type. It checks that the transaction date is within the open period set up for that transaction type. If the date is within the open period, processing can continue. If the date is outside the open period, an error message appears, and you cannot continue processing until you change the date.
Ledger Code	Select ledger codes for general ledger business unit transaction types only. You can set up open periods for detail ledgers by ledger code instead of ledger group on the Ledgers For A Unit Definition page. When you click Update Open Periods by Ledger Code for a general ledger business unit ledger, select the ledger code and adjustment type that you want this business unit to use. Ledger codes group one or more book codes to create a subset of a ledger. Each subset can represent a balance maintained according to specific GAAP imposed on either a local or corporate entity or both. Each ledger code represents the balances for one particular GAAP reporting. Book codes and ledger codes enable you to set up open and close periods for multiple GAAPs. The Ledger Code field becomes available when you activate the book code at the installation level and choose to update by ledger code on the Ledgers For a Unit page. Note. Once you have decided to use the Book Code feature, do not change it from on to off in the normal course of operations. However, this might occur at installation or first use of the feature. The update open periods function and book code options work together; if you change the book code option, then a corresponding change and save for the open period is necessary.
Adjust Type (adjustment type)	If you select Update Open Periods by Ledger Code on the Ledger For A Unit Definition page, when you select a ledger code, select an adjustment type value for your General Ledger transaction types. Specify an adjustment type for a selected ledger code, when the specified ledger code's period closes earlier than the periods of other ledger codes within the same ledger. (The ledger code that closes the latest should not have an adjustment type.) Adjustment types are defined for each combination of ledger code and book code that share accounts with other ledger code and book code combinations. These codes are used when working with multiple GAAPs and prior period adjustments that specify different rules regarding different closing dates and prior period adjustments.
From Year and From Period	Enter the beginning open year and period for each transaction type. You can open multiple fiscal years, but define the years in the calendar that this ledger uses.
Begin Lag	Enabled only for subsystem applications, not General Ledger. Use lag days to calculate accounting period start and end dates relative to General Ledger accounting period start and end dates. For example, if an application's period start date is defined in terms of –3 lag days, then the application's period start date is always 3 days earlier than the associated General Ledger open period start date. Enter lag days expressed as a negative number. Important! Be careful when you enter lag days. For example, if you enter -3 in the End Lag field, but 0 in the Begin Lag field, one period ends three days before the next period starts. Note. If you have a business calendar associated with your business unit, the system calculations treats lag days as working days. For example, if the start date for a General Ledger period is June 1, 2004 (a Tuesday), and you enter -3 lag days for the application, the system considers this to be –3 working days. The resulting close date for the application is May 27 (a Thursday).
First Open	The system calculates the first open date based on the information that you enter. For General Ledger, the first open date is taken from the beginning date for the opening accounting period as defined on the detail calendar. For other applications, first open is based on the beginning date for the from year and from period, plus lag days. For example, suppose that the period starts on April 1 and you specify -3 as the begin lag value; the system calculates that the first open date of the period is March 29. You can change this date for each transaction type. Changing this date does not change the lag days. This enables you to override the calculated period start date for an application's period for one time only. When the next mass update occurs, the first open date is calculated as defined.
To Year and To Period	Select to indicate the last year and period that are currently open for the ledger or ledger code. You can open across multiple fiscal years, but you must define the years in the calendar that this ledger uses.
End Lag	Enabled only for subsystem applications, not General Ledger. Enter lag days expressed as a negative number. When you enter an end lag number such as –4, it subtracts the number of days from the to year and to period and displays the new date in the Last Open date field. For example, suppose that the to year and to period is December 2004, and you enter −4 for the end lag value; when you save, the last open date becomes December 27, 2004.
Last Open	The system calculates this date similarly to the way that it calculates first open date. For products other than General Ledger, you can change this date. Changing the date does not change the lag days.
Adjustment Period	Set up adjustment periods on your detail calendars for a business unit. They are available for General Ledger open periods only. This enables you to selectively indicate that specific adjustment periods are either open or closed during the selected adjustment year and to select a default adjustment period.
Adjustment Year	Enter an adjustment year for each adjustment period. The year must be previously set up as a calendar. Identify the calendar on the Ledgers For A Unit Definition page.
Is Open	Select to indicate that each adjustment period is open. If cleared, the adjustment period is closed. This option gives you control over each adjustment period to prevent users from performing adjustments in the wrong period.

Default

Select to indicate the default adjustment period for this ledger. A default adjustment period must be selected and there can be only one.

Note. If you do not enable Use Book Code on the Ledgers for a Unit Definition page, the Update Open Periods by Ledger Code option is removed and you can open and close periods by ledger group only.

See Also

Adjustments and Other Special Periods

Managing Multiple GAAPs and Prior Period Adjustments

Performing an Open Period Mass Update

Access the Open Period Mass Update page (Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Open Periods Mass Update, Open Period Mass Update.)

Performing a Mass Update

To perform a mass update:

Enter the selection criteria for General Ledger on the Open Periods page.

Use a wildcard (%) to select all business units and all ledger groups, or select a specific business unit and enter a wildcard for all ledger groups, or enter a wildcard for all business units and a specific ledger group. Click the Search button. A list of open periods appears based on your selection criteria.
Click the Select All button to select every open period on the list for mass update.

Click the Clear Allbutton to reverse this action and select rows individually.
Enter the open period changes in the Update Selected Rows group box, and click the Apply button.

The system applies the changes to each selected business unit and ledger group.

Migrating Mass General Ledger Open Periods to Subsystems

To migrate mass General Ledger open periods to selected subsystems:

Enter GL as the product on the Open Periods page, complete the selection criteria, and click the Search button.
Select the business units and ledger groups whose changes you want to migrate to other applications.

Note. When you activate the book code, multiple open periods exist for a general ledger business unit ledger group. If you select more than one during migration, the one in the lower row overrides the one in the higher row.
Select the applications in the Migrate Selected to Subsystems group box to which you want to migrate the current open period setup for General Ledger, and click the Apply button.

The system migrates the open period changes to the selected subsystems associated with the selected business units and ledger groups.

Changing an Open Period for a Specific Business Unit and Ledger Group

To change an open period for a specific business unit and ledger group:

Enter selection criteria on the Open Periods page, and click the Search button.
Select the business unit and ledger group for General Ledger or a business unit for other applications that you want to change.
Click the Edit Current Row button, to make changes to the fields.

When you enter a new from year, the system calculates the to year and the first open and last open dates. You can change these.
Click the Save button.

The system calculates the first open and last open dates based on your change.

Performing An Adjustment Period Mass Update

Access the Adjustment Period Mass Update page (Setup Financials/Supply Chain, Business Unit Related, General Ledger, Open Periods, Adjustment Periods Mass Update, Adjustment Period Mass Update.)

Selection Criteria

The page is applicable only to General Ledger. You must select a calendar code for the Calendar field. All other criteria fields are optional and serve to narrow the range of adjustment periods returned in the adjustment periods section at the bottom of the page after you select the Search button.

Update Selected Rows

In this section you can choose to:

Open or close an adjustment period or periods.
Change the adjustment year for an adjustment period or periods.
Change the default adjustment period to another period.
Synchronize the adjustment periods for the selected business unit and ledger group with the adjustment periods from an updated detail calendar.

While you can add and remove adjustment periods using the Detail Calendar component (DETAIL_CALENDAR), this type of change is not automatically reflected, or synchronized with the GL business unit and ledger group adjustment periods. You can synchronize this type of change by selecting the Sync Calendar Adj Periods check box, and then selecting the check box for each Business Unit and Ledger Group to be change. If you added an adjustment period to the detail calendar, it is added to the business unit and ledger group you selected. If you deleted an adjustment period from the detail calendar it is removed from the business unit and ledger group.

After selecting the Select check boxes for the rows you want to change, click the Apply button to update the selected rows.

See Understanding Accounting Calendars Based on Open and Close Periods.

Calendar ID	Enter the calendar identifier to appear on prompt lists, inquiries, and reports.
Description	Enter a value, such as Fiscal Year or Monthly.
Begin Date and End Date	Enter a range of periods for the generated calendar.
Fiscal Year	Displays the year based on the beginning date of the period. You can change this year.
Periods in a Year	Displays a value based on the option that you select: Daily Weekly Bi-weekly Monthly Bi-Monthly Quarterly Semi-Annual Yearly Calendar
Monthly Allocation Type	Select from the following values to account for the different period allocations for a monthly calendar period: 12 period Calendar 13 period Calendar 445 Calendar (4 weeks, 4 weeks, 5 weeks) 454 Calendar (4 weeks, 5 weeks, 4 weeks) 544 Calendar (5 weeks, 4 weeks, 4 weeks)
Used for Depreciation	Select only if you have Asset Management installed and are defining a detail calendar to create the depreciation allocation period. Assign a period and year for depreciation.
Generate	Click to generate the calendar and display the detail periods. You can make changes and regenerate the calendar.
Adjustment Period	You can have as many adjustment periods as you need to capture adjustments according to your business practices. The value 998 is the default period for fiscal year-end adjustments. If you have only one adjustment period, accept the default. If you have other adjustment periods, enter them as additions to or as a replacement for the default adjustment period. Enter an adjustment period name and abbreviation for each adjustment period. A period (for example, 901 or 902) identifies an adjustment period. A period cannot be an actual period (such as 1 through 12 for a monthly calendar) or any of the system-maintained periods (such as 0 or 999).

Summary Calendar	Enter the calendar's name or title to appear on pages, reports, and online inquiries.
Periods in a Year	Specify the number of periods in the accounting year for this calendar. PS/nVision reporting uses the number of periods to identify TimeSpans that roll from one year into another, such as a rolling 12-month report.
Detail Calendar	Select a detail calendar. Every summary calendar must be based on a detail calendar.
Fiscal Year, Period, Period Name, and Abbreviation	Enter the information for each summary fiscal year, each summary period in that year, and a period name and abbreviation for each period. You can define as many years on a calendar as necessary, including years for storing historical information.
From Period and To Period	Enter the detail calendar periods to summarize in each summary period. In addition to grouping periods, such as combining monthly accounting periods into quarterly results, you can specify a from period of 1 in all ranges, and use this to store year-to-date balances in each summary period on your summary ledger. Your year-to-date summary periods can match your detail calendar periods. For example, a monthly detail calendar is summarized into a monthly year-to-date calendar. You can also combine detail periods such as a monthly detail calendar summarized into a quarterly year-to-date calendar.