Closing GL periods in Accounting CS

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Accounting CS enables you to close posting periods for a client to prevent adjustments from being made to those periods. This functionality is disabled by default, but you can enable it on a per-client basis. If your clients use Accounting CS Client Access, you can enable this functionality for the clients, too. You can choose to enable this functionality for staff in your office, for staff in the client's office, or both.

Enabling the close period functionality

Choose Setup > Clients and click the Accounting Information tab.

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Changing the posting period in Accounting CS

When close periods functionality is enabled for Accounting CS, the Actions > Change Posting Period dialog (show image) includes a Close periods through field. The drop-down list for that field includes all periods prior to the current posting period, and all prior periods in the Change Current Posting Period grid are disabled. When you move to a different posting period, the application adjusts the drop-down list accordingly.

Example 1

The following example is for a monthly client with a posting period of 10/31/13. The client is closed through 06/30/13.

  • In the Current Posting Period grid, all periods prior to 06/30/13 are disabled, and 07/31/13 through 12/31/13 are enabled.
  • The Close periods through drop-down list includes 01/31/13 through 09/30/13.

If you move the period to 11/30/13 but do not change the Close periods through field:

  • In the Current Posting Period grid, 01/31/13 though 06/30/13 are disabled, and 07/31/13 through 12/31/13 are enabled.
  • The Close periods through drop-down list includes 01/31/13 through 10/31/13.

Example 2

If the posting period is 11/30/13, and you close periods through 06/30/13, the 01/31/13 through 06/30/13 periods are disabled in the Current Posting Period grid. If you change the closed periods through 04/30/13, the 05/31/13 and 06/30/13 periods are enabled again.

Moving between years

If the client is in the last posting period of the year (for example, 12/31/13), and you select the first posting period of the next fiscal year (01/31/14), the application automatically disables all periods for the prior year. Note that even if you did not mark the Enable close posting periods for Accounting CS checkbox, the application would not allow you to post transactions to prior years after the year has been closed.

Reopening a posting period

If you need to move to a previously closed period and you select a prior period in the Close periods through drop-down list, the application enables the periods again, and you can move to the period again.

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Changing periods in Accounting CS Client Access

When close periods functionality is enabled for Accounting CS Client Access, the Change Posting Period dialog in Accounting CS (show image) includes current posting period grids for both Accounting CS and Accounting CS Client Access, and the Close periods through field applies to Accounting CS Client Access.

The drop-down list for the Close periods through field includes all prior periods. When you move to a different posting period, the application adjusts the drop-down list accordingly.

Changing the posting period in the Accounting CS (in the Current Posting Period grid) is completely independent of closing the posting period in Accounting CS Client Access (in the Client Access Close periods through field). In this situation, you are not using the close periods functionality in your office, so all periods are open in Accounting CS.

Example 1

If the current posting period in Accounting CS is 06/30/13, and the current posting period in Accounting CS Client Access is 10/31/13, if you close the periods through 9/30/13 in Accounting CS Client Access:

  • In the Accounting CS Current Posting Period grid, all periods will be enabled.
  • In the Accounting CS Client Access Current Posting Period grid, 1/31/13 through 9/30/13 will be disabled.
  • The Close periods through drop-down list will include all periods through 10/31/13.

Example 2

If the current posting period in Accounting CS is 5/31/13, the Close periods through field will include all periods through 5/31/13.

  • If you move the posting period to 9/30/13, the drop-down list will include all periods through 9/30/13.
  • For a monthly client with a current posting period in Accounting CS Client Access of 11/30/13, if you close periods through 6/30/13, 1/31/13 through 6/30/13 will be closed.
  • For a monthly client with a current posting period in Accounting CS Client Access of 11/30/13, if you close periods through 6/30/13 and then change it to 4/30/13, the 5/31/13 and 6/30/13 periods will be enabled again.

Moving between years

If you choose to close periods through the last period in Accounting CS Client Access and the client has not moved ahead to the next fiscal year, when the client closes year, the application prompts the client to move forward so that you can close their year.

You can close periods in a future year for the client in Accounting CS Client Access, but you do not have to close the year in Accounting CS.

If the client closes their year forward in Accounting CS Client Access (instead of you closing their last period and closing their year for them), then the Close periods through drop-down list displays the current period end date and all prior periods. This way, the client can move back and forth between years (until you do the final close when they close their year in Accounting CS).

Reopening a posting period

To re-open a period for Accounting CS Client Access, select that prior period in the Close periods through drop-down list. The application enables the periods again, and you can move the client can to that period in Accounting CS Client Access.

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Changing the posting period in Accounting CS and Accounting CS Client Access

When close periods functionality is enabled for both Accounting CS and Accounting CS Client Access, the Change Posting Period dialog in Accounting CS (show image)includes current posting period grids for both Accounting CS and Accounting CS Client Access, and Close periods through fields for both Accounting CS and Accounting CS Client Access.

The drop-down list for the Close periods through fields includes the current period and prior periods for the respective applications.

Moving between years

If the client is in the last period of the year (for example, 12/31/12) in Accounting CS, and the current posting period in Accounting CS Client Access is 2/28/13 and you have not closed 12/31/12 for the client yet, if the client selects the first period of the next fiscal year (01/31/13) in Accounting CS, the application automatically selects 12/31/12 in the Close period through field for both Accounting CS and Accounting CS Client Access.

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Effect on other screens and dialogs

If you mark the Enable close periods for Accounting CS checkbox and/or the Enable close periods for Client Access checkbox, the posting period in following screens and dialogs are affected.

The drop-down list in the Current period end date field in both the Accounting Processing and the Client Access Processing sections will include only those periods that are not closed. If you change the frequency, and the period is closed in the new frequency, all periods in which the last day falls in the posting period for the new frequency will also be closed.

Example 1

If you change the frequency from Monthly to Weekly and periods 1, 2, and 3 are closed for the monthly frequency, the first 13 periods will be closed after the frequency is changed to weekly.

Example 2

If you change the frequency from Quarterly to Monthly and periods 1 and 2 are closed for the quarterly frequency, the first 6 periods will be closed after the frequency is changed to monthly.

  • The posting period drop-down list in the Transaction Detail section will include only those periods that are not closed.
  • You can reverse closed period transactions, but the posting period drop-down list in the Reversal Check Information dialog will include only periods that are not closed.
  • For AP Payments and AP Checks only, the Applied Payables checkbox will be disabled if the period of the payment application is in a closed period, and the Posting period drop-down list will include only those periods that are not closed. Also, in the Applied Payables Distributions dialog, the Posting period drop-down list will include only those periods that are not closed.
  • If you select Void or Delete in the Action field, the application will void or delete only those transactions from periods that are not closed.
  • If you select Edit and then select Posting Period from the Fields to edit field, the application includes only those transactions from periods that are not closed, and the New field value field includes only periods that are not closed.
  • If you select Reverse, the application includes all transactions, but the Reversal posting period drop-down list will include only those periods that are not closed.
  • If you select Automatic in the Type field, the Starting period drop-down list will include only those periods that are not closed.
  • If you select Last day of posting period, the Recurrence date drop-down list will include only those periods that are not closed.
  • If you select Scheduled in the Type field and select a date that is in a closed period, the application will create transactions in only those periods that have not been selected as closed.

If you select Scheduled in the Type field and select a date that is in a closed period, the application will create transactions in only those periods that have not been selected as closed.

  • In the Rapid tab, the Posting Period drop-down list will include only those periods that are not closed. If you select a listview filter, the grid will include closed period transactions, but you cannot edit, void, or delete transactions in a closed period.
  • In the Detail tab, the Posting period drop-down list in the Transaction Detail section will include only those periods that are not closed. If an applied payment in the Applied Payments grid is in a closed period, it will be unavailable and you cannot unapply the payment. If an unapplied payment is available, the Posting period drop-down list will include only those periods that are not closed.

You can select any date for the check date, but if the date falls in a period that is closed, the application will post the transaction to the current posting period. In the Details tab, the Posting Period drop-down list includes only those periods that are not closed.

The application allows you to select only to dates that do not fall in a closed period.

  • In the Rapid tab, the Posting Period drop-down list will include only those periods that are not closed. If you select a listview filter, the grid will include closed period transactions, but you cannot edit, void, or delete transactions in a closed period.
  • In the Detail tab, the Posting period drop-down list in the Transaction Detail section will include only those periods that are not closed. If an applied payment in the Applied Payments grid is in a closed period, it will be unavailable and you cannot unapply the payment. If an unapplied payment is available, the Posting period drop-down list will include only those periods that are not closed.

You can select any date for the check date, but if the date falls in a period that is closed, the application will post the transaction to the current posting period. In the Details tab, the Posting Period drop-down list includes only those periods that are not closed.

The posting period drop-down list in the Deposit Detail section will include only those periods that are not closed.

  • For any adjustments made on cleared deposits and checks in the Deposits & Additions tab or the Checks & Payments tab, the Posting Period to Adjust drop-down list will include only those periods that are not closed.
  • The Edit > Recurring Adjustments and Edit > Non-recurring Adjustments commands, as well as the Reconciliation Adjustment dialog (accessed by clicking the Adjustment button in the Account Summary tab), will be disabled if the statement period end date falls within a period that has been closed.

The Posting Period drop-down list in the Journal Entry view, includes only those periods that are not closed.

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