Period Incorrect Setup

Question

Hi Experts.
Our client is running SBO 2007A SP00 PL45.
Their financial year runs from 1st January to 31st December.
They have incorrectly setup 2010 as a single period instead of 12 calendar months.
They have entered transactions into this period and so it can't be deleted and setup again correctly.
Is there any way we can dig ourselves out of this hole?
Your thoughts would be appreciated.
Kind regards,
Julie Coppins

Answer 1

Hi Julie
Once they have posted, you are in a bit of a hole! There are some articles on this subject on the wiki
I have just re-built a database as the customer changed their FY but alrady had postings. We restored a backup, deleted the incorrect periods, re-added the new FY and then imported all of the transactions again...
You have some options, they are listed below: Good Luck
Peter (let me knwo if I can assist further)
It frequently occurs that posting periods are defined, postings have been made & then a decision is taken to change the posting periods from, e.g. months to year. SAP Business One does not allow the change of posting periods as soon as there has been a journal transaction. There are 2 options to correct the posting periods. It will depend on the circumstances & the number of transactions which method is the most suitable.
Option 1 (preferred solution):
Roll back to the last backup of the database before the first posting was created using the new period:
1.     Identify all delta data that has been added to the database since the first posting has been made in the period to be corrected.
2.     Export this data by either using the 'Export to Excel' functionality or export from a 'select' SQL query.
3.     Reinstate the backup & create the correct posting period, backup the database.
4.     Import all delta data.
Using this method, the integrity of the database & the appropriate sequence of posting periods is retained. All reporting can be done according to the correct periods.
Option 2 (technical alternative, use only if Option 1 is not possible):
Example 1:
The Posting period is defined as 'Months' when it should have been 'Year'. There have been postings in the periods. In this example, the first 4 months have postings. The current setting is as follows:
All periods that do not have postings yet can be deleted:
1.     Administration -> General Settings -> Posting Periods -> open the period
2.     Rightclick in the 'Posting Period' window & select 'Remove'
Once only periods are left that have postings, perform a complete period end closing including all reporting. Backup the database.
Create a new posting period as follows (Caution: Check if your customer uses period indicators & adapt appropriately):
Ascertain that the 'To'-posting date is correct.
The new fiscal year starts at the first day of the new period. Any subsequently defined period will start at 01.01.2009.
Example 2:
The posting periods should be set per month & have erroneously been defined as per year.
Restrict the current posting date range to the next logical date, e.g. with a current date of 21.04.2008, the last posting date for the current period should be set to 30.04.2008, such that the next period starts on 01.05.2008.
Create a new period as follows (Caution: Check whether your customer uses period indicators & act accordingly):
As sub-periods choose 'Months' & then set the number of periods to '8' (May, Jun, Jul, Aug, Sep, Oct, Nov, Dec). Click on 'Update'.
SAP Business One will then automatically create the required periods. On the last day of the current period take a backup of the database.
Once all transactions have been entered into the 'old' period, perform a complete period closing, including all required reporting.