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Period End and Approvals - allow period-end of open documents to be changed without placing a document on hold

Allow for unreleased documents to have their Financial Period changed without putting the document on hold as that step resets the Approval process.

 

At Period End it is common to have unreleased unreleased documents in AP (or AR.)

This is complicated by Approvals.  We have sites where it is especially painful in AP with multiple levels of approval and 100's of documents pending approval.  The time frame for approval may span multiple work days so there is never a day with no documents pending approval.

 

Example: 

- enter an AP Bill on 27-April post period is April and take it off hold so it gets routed for approval.

- on 2-May finance is trying to close April for the AP module but can’t because the April unreleased transaction exist.

- place the Bill on hold and change the period to May so Finance can then close the sub-ledger.

Putting it on hold, changing period, and taking it off of hold starts the entire approval process over.  So if 5 people have to approve it and 3 already have, those 3 have to re-approve it. 

We do see the logic that the first 3 approved the document for April and could be surprised it is now in May ... but at the end of the day it is not going to be in April because it will not be fully approved by the time finance closes the subledger.

 

So an Action like "Advance to Next Period" that could be used on unreleased transactions (a process screen or a GI with a Mass Update action) and the only thing it would do is move the period and not cause any of the other issues associated with putting the document on/off hold? 

 

  • Joel McDonell
  • Jun 22 2018
  • Rejected
  • Attach files
  • Olga Anisimovich (Product Manager Financials Team) commented
    June 29, 2018 19:39

    The financial period is an important property of an Accounts Payable bill. It defines a period in which expenses are incurred. Depending on a financial period specified in a document, it can be either approved or rejected.

    In the core product we are not going to allow modification of a financial period in a bill that was submit for approval or approved by some or all approvers. You can consider either using approvals for purchase orders or developing a customization.

  • Matt Pemble commented
    June 29, 2018 18:08

    Even better would be to disconnect the AP Bill date and the posting period altogether.  The current period should be the default regardless of the AP Bill date.  Bills do get received late, but we would never want to enter them to a period that is in the past, especially after financial reports have been completed.

  • Michael Milligan commented
    June 25, 2018 19:21

    This would speed month end close for our customers and that is a good thing!