®

General Ledger Calendar Setup and Usage

Document Version: 1.0

Date: September, 2000

Questions and comments may be directed to: jgodfrey@us.oracle.com

Table of Contents

General Ledger Calendar Setup and Usage…3

Introduction………………..…………………..3

Calendar Setup Steps………..………………...3

Step 1: Define the Period Type……………….3

Step 2: Define the Calendar Periods…………4

Step 3: Verify the Calendar…………………..6

Step 4: Define the Set of Books………………7

Y2K Calendar Patch….……………………….8

Tables…………………..………………………8

Frequently Asked Questions……….…………9

References……………………………..………10

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General Ledger Calendar Setup and Usage

Introduction

Define your calendar to fit your business. You can define a calendar for any fiscal year,
and have up to 366 accounting periods for use with actuals and 60 periods for use with
budgets. The periods can be of different lengths, but they all must be of the same period
type for one set of books, in order for General Ledger to recognize them.

Calendar Setup Steps

Step 1: Define the Period Type

Before you define a calendar, you must first define your period types. Use the Period
Types form to define your accounting period types (navigation =
Setup..Financials..Calendar..Types). Oracle General Ledger provides you with standard
period types Month, Quarter and Year. You can define as many additional accounting
period types as you want. You use these period types to define your organization’s
calendar.

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On the Period Types form, enter the following:

1. Period Type - Choose a unique name for your accounting period type.

2. Periods Per Year - Enter the number of accounting periods contained in one fiscal
year for your period type.

3. Year Type - Enter Calendar or Fiscal to specify how Oracle General Ledger
determines the system name for your accounting periods. If you specify Calendar,
Oracle General Ledger uses the year in which an accounting period begins to
determine its system name. If you specify Fiscal, Oracle General Ledger uses the last
2 digits of the Year you enter on the Calendar form to determine the system name.
Note 1013624.102 gives an example of how this works.

4. Description - Enter an optional description for your period type.

Step 2: Define the Calendar Periods

Use the Accounting Calendar form to define your calendar (navigation =
Setup..Financials..Calendar..Accounting). You associate a calendar and period type with
each set of books. Oracle General Ledger lets you maintain multiple calendars. For
example, you can use a monthly calendar for one set of books and a quarterly calendar for
another.

For each calendar, you should set up one complete year at a time, specifying which types
of accounting periods you will include in each year. Oracle General Ledger lets you add
periods to your calendar at any time. When you define new accounting periods, remember
to use the same period type that you originally assigned to your set of books. These are
the only periods that General Ledger will recognize for your set of books.

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On the Accounting Calendar form, enter the following:

1. Calendar Name - Enter a unique name for your calendar.

2. Prefix - Enter a name for your accounting period. Oracle General Ledger lets you
enter any name you want. For example, you can name your accounting periods Jan,
Feb, Mar, etc. or Period1, Period2, etc.

3. Type - Enter an accounting period type for each period you want to include in your
calendar. In the example above, the Fiscal Month period type was selected, which
contains 13 periods per year.

4. Year - Enter the year of your accounting period. The standard convention is to enter
the year in which your fiscal year ends. For example, if your fiscal year begins in 1999
and ends in 2000, enter 2000 in this field for all periods in the fiscal year.
******This is a very important point. Make sure ALL PERIODS in your fiscal year
have the same value for Year.******

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5. Quarter - Enter a number to specify which quarter of your fiscal year your accounting
period is in. Oracle General Ledger uses this number to determine how your
accounting periods roll up into each of your quarters.

6. Num - Enter a number to specify where your accounting period occurs in our fiscal
year relative to the other accounting periods of the same type. Oracle General Ledger
uses this value to order each set of similar accounting period types within a particular
year. Enter a period number that is less than or equal to the maximum number of
allowable periods per year for your period type. Be sure to number your accounting
periods sequentially in chronological order.

7. From/To Date - Enter the date on which your accounting period begins/ends. Use the
format DD-MON-YYYY, for example, 01-OCT-2000. Enter and ending date that
follows or equals the beginning date. Your “real” (non-adjusting) accounting periods
must not overlap, and you cannot have any gaps between “real” accounting periods.

8. Name - This name is assigned by the system. The name consists of your accounting
period prefix and the last 2 digits of either your calendar year or your fiscal year,
depending on whether you choose Calendar or Fiscal for your Year Type in the Name
field for the Period Type. This is the name that is displayed whenever you use
QuickPick to choose an accounting period.

9. Adjusting - Check the box to indicate you want your accounting period to be an
adjusting period. If this is checked, your accounting period can overlap with other
accounting periods. For example, you can define a period called DEC-00 that includes
01-DEC-2000 through 31-DEC-2000. You can also define an adjusting period called
ADJ-00 that includes only one day: 31-DEC-2000 through 31-DEC-2000. NOTE:
You cannot import journals into an adjusting period.

Step 3: Verify the Calendar

This is the most important step!
Once you have your calendar set up, review it to make sure it is correct before assigning it
to a set of books. Calendar periods can not be changed once they have been used. This
means that if the period is in an Open Encumbrance Year, Open Budget Year, or the
status is something other than “N”ever Opened, the period can not be modified via the
form. The first Encumbrance Year is opened automatically when you open your first
period, regardless of whether you are using encumbrances or not.

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In Release 11I, use the Calendar Validation Report for the verification. This will be run
automatically when you make a change to an existing calendar or create a new calendar.
You can also run it at any time from the Standard Report Submission window. However,
please note that this report does not fix anything. It just produces a report that shows you
the problems with your calendar definition. You must go to the Accounting Calendar
form and make the necessary changes.

Step 4: Define the Set of Books

Use the Define Set of Books form to define your set of books (navigation =
Setup..Financials..BooksDefine). For each set of books, you need to make certain
accounting decisions such as choosing a functional currency, an Accounting Flexfield
structure, a Calendar and Period Type.

The fields on the Set of Books form that pertain to the calendar are:

1. Calendar Name: Enter the name of the calendar that you want to use for this set of
books.

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2. Period Type: Enter the period type you want to use for this set of books. General
Ledger uses the calendar periods that have the period type you specify for journal
entry, budgeting and reporting with this set of books.

3. Future Periods: Enter the number of Future Periods to allow for journal entry within
this set of books. You can create transactions for a period that has a status of Future
Enterable, but you cannot post those transactions until the period is Open.

Y2K Calendar Patch

602378 is the Y2K patch for the Character Calendar form (GLF04200). This patch must
be applied if you are using 10.7 character, before defining your calendar for the year
2000. If the year 2000 has been defined prior to applying this patch, there may be a
problem with some of the start and end dates. In this case, you need to contact Oracle
Support for assistance.

Tables

GL_SETS_OF_BOOKS - Set of books information is stored here. Columns to note:

SET_OF_BOOKS_ID - Internal ID for the set of books
CHART_OF_ACCOUNTS_ID - Accounting Flexfield Structure ID
PERIOD_SET_NAME - Calendar Name
ACCOUNTED_PERIOD_TYPE - Period Type
LATEST_OPENED_PERIOD_NAME - Latest period that was ever opened

GL_PERIODS - The information defined on the Accounting Calendar form is stored

here. Columns to note:
PERIOD_SET_NAME - Calendar Name
PERIOD_NAME - System generated name
PERIOD_TYPE - Accounting period type
ADJUSTMENT_PERIOD_FLAG - Y if this is an adjustment period

GL_PERIOD_STATUSES - Contains status information for all periods, for all sets of
books and applications. When a set of books is created, the gl_period_statuses table is
populated with rows for the calendar assigned to the set of books. When additional
periods are added to the calendar, additional rows are inserted into gl_period_statuses for
each set of books that uses the calendar. Columns to note:
APPLICATION_ID - id of application this row is for (GL = 101)
SET_OF_BOOKS_ID - internal ID for set of books
PERIOD_NAME - System generated name
CLOSING_STATUS - ‘C’losed, ‘N’ever Opened, ‘F’uture Enterable, ‘O’pen,
‘P’ermanently Closed

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Frequently Asked Questions

There are 3 possible solutions to all problems with the Calendar.

1) Change it on the form - Generally, if the calendar form lets you change something,
then it is ok to do. If it does not let you make a change, then it means the period is in
use somehow and the standard supported solution must be used.

2) Create a new set of books and calendar - If the form does not allow the change, the
standard supported solution is to create a new set of books that uses a calendar that
has the correct periods. Then run consolidation to move the balances from the old set
of books to the new one. This also means that you must reinstall whatever subledgers
you are using, so this is not a trivial process. You may wish to contact Oracle
Consulting to see if they can provide a solution for you or assist in implementing the
new set of books.

3) Modify tables using sql - This is only given to customers by Oracle Support on rare
occasions if the situation warrants it. There are 2 basic situations here.
a) Calendar for year 2000 was created in character mode prior to applying patch
602378.
Contact Oracle Support for assistance in resolving this issue.
b) There are problems with the calendar - either incorrect dates, year, period type, etc.,
and it is not feasible to create a new set of books. Contact Oracle Support for
assistance in resolving this issue.

Basically, if you have found a problem in your calendar setup, and the form will allow
you to make the change, do it. Otherwise you will need to create a new set of books and
calendar. That is why it is critical that you plan and review your calendar before you
begin using it.

Here are some of the most common problems and solutions.

1) Problem: You want to change the period dates because of a change in business needs
or just a mistake when it was set up. Solution: If the Calendar form allows you to
make the change, do it. Otherwise, you will need to create a new set of books and
calendar.

2) Problem: The year 2000 periods do not look correct or are not working properly. You
created these periods in 10.7 character before applying Y2K patch 602378. Solution:
Run the queries contained in Note 76503.1 and contact Oracle Support for assistance.

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3) Problem: The year was specified incorrectly on your calendar periods. Solution: If the
Calendar form allows you to make the change, do it. Otherwise, you will need to
create a new set of books and calendar.

4) Problem: The Year Type you used in your calendar periods is not what you want. You
used Fiscal instead of Calendar or visa versa. Solution: The Year Type (Fiscal or
Calendar), is used only to determine which two digits to append to the system
generated period name. See Note 1013624.102 for more information.

5) Problem: You opened a period by mistake and want to set the status back to Future
Enterable. Solution: This is not supported. You can not set a period status back to
future enterable after it has already been opened. If you do, it will cause corruption in
the gl_balances table.

6) Problem: You are trying to open the next period. But instead, the ‘next’ period is
skipped and the one following it is opened. Solution: You have probably corrupted
your data by manually updating period statuses. Contact Oracle Support for assistance
in resolving this. See Note 1069426.6 for more information.

7) Problem: You are trying to open the next period and find the following message in the
log file:
OOAP0010 please define calendar periods
ORA-1403 no data found
Solution: Make sure all of your calendar periods are defined for the year. If you still
can not find the problem, run the queries contained in Note 76503.1 and contact
Oracle Support for assistance.

References

• Note 1013624.102 - What are the Year types ‘Fiscal’ and ‘Calendar’ used for?
• Note 1062487.6 - Do you need to define entire year if you will only use the last
period?
• Note 1069426.6 - Unable to open first period in new fiscal year
• Note 1036184.6 - Can not open first period of fiscal year
• Note 102460.1 - How to change GL Calendar from a Fiscal to a Calendar year?
• Note 1060624.6 - Changing set of books calendar from calendar year to fiscal year
• Note 1061848.6 - OOAP0010, ORA-1403 when trying to open next period
• Oracle General Ledger User’s Guide

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