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General Ledger Calendar Setup and Usage
Document Version: 1.0 Date: September, 2000 Questions and comments may be directed to: email@example.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
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.
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.
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.******
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.
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.
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
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.
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