12.1.3. Accounting Calendar

Document calendars are used for reporting and for for accounting period control. Each Tenant can have one or more calendars. organizations belonging to a certain tenant can use the same calendar or may have separate ones, defined at organization level. Associating a calendar to an organization is done using the Organization window.

The Calendar Year and Period window, located in the Performance Analysis -> Accounting Rules menu, is used to configure the accounting calendars that will be used for reporting and document control. The following fields are available:

• Name, Description - used to identify the calendar within the system;

The Year tab is used to define the calendar years:

• Year - enter the calendar year;

• Create Periods - the button will automatically create periods 1-12 for the year. Periods will be created starting with the first day of each month as "Start Date";

The Periods tab is used to manage periods within a year:

• Period No - number used to identify the period;

• Start Date - first day of the period;

• End Date - the last day of the period. When saving the record it will be the completed using the last day for the month selected in the Start Date field. This date may be overwritten;

  • starting with v17.02 you cannot define overlapping periods or periods with start date < end date;

• Period Type:

  • Standard Calendar Period - used to determine the period for posting and reporting;

  • Adjustment Period - used only for manual journal entries.

  • Note: The system will amend periods to ensure that there are no overlapping Standard Calendar Periods. It is possible, however, to have Adjustment Periods overlapping Standard Calendar Periods.

• Open/Close All - press the button to open or close a given period for all documents. The Open/Close flag for each period can be set or overridden manually. This prevents posting invoices for a period while manual journal entries are allowed.

  • Note: Opening and Closing Periods should be done only for a Calendar selected in the Tenant Info window.

The Period Control tab is used to open or close the period for each document type. Will contain a record for each document type:

• Period Status:

  • If a period is open the respective documents can be posted;

  • If a period is closed, the respective documents can no longer be posted. A closed period can be reopened;

  • If a period is permanently closed, documents can no longer be posted and the period can not be reopened;

• Period Action - select an action that will apply to the period and press the Open/Close button. The period status will be updated based on the selected action:

  • Open Period - will open the period

  • Close Period - will close the period;

  • Permanently Close Period - will close the period without the possibility to reopen;

  • <No Action>.

The Non Business Days tab is used to manage holidays for the calendar. Each record defined here contains a name and a date which indicate the non business day. These will be used to determine resource availability.