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Monday, July 7, 2014

GP 2013 R2 – Reverse Historical Year

With the release of GP 2013 R2, you can reverse the End Year closing of historical years so that you can open fiscal years. In this post, this new feature will be illustrated in terms of the major and minor considerations.

Through the following scenario, the year (2014) is to be closed and the Year End closing report is generated as shown below.

01

The following journal entry is generated when closing the year JE No. 3451

02

 

Reverse Historical Year

GO To Microsoft Dynamics GP > Tools > Routines > Financial > Year End Closing

 

05

 

The following considerations are essentials when “reversing” the closing:

  • You should reverse the most recent historical year first
  • As usually, no users should be logged in Dynamics GP.
  • The closing journal entry (In our example above, JE No. 3451 ) will be deleted not voided.
  • Historical Analytical Accounting details will be deleted from the history tables, and moved to open tables
  • Account summary balances will be recalculated (history and open) will be recalculated

Helping Note !

Back up is a must before reversing the historical year. Additionally, you should reconcile all open year. You get warning messages to do so.

Just before reversing the year

0001

Just after reversing the year

00002

 

Technical perspective :

Reverse historical year is performed through a new stored procedure added in GP 2013 R2 named [GLReverseHistYear] in the company database. While checking this stored procedure, the following tables are primarily affected by this process:

  • GL20000 | Year to date transaction open
  • GL20001
  • GL10110 | Account Current Summary Master
  • GL10111 | Account Summary History
  • GL30000 | Account transaction history
  • GL30001
  • MC30001 | Multicurrency Account summary history
  • MC00201 | Multicurrency Account summary open
  • AAG40000 | GL distribution header
  • AAG40001 | GL distribution
  • AAG40002 | GL History assignment
  • AAG40003 | GL History code
  • AAG30000 | GL Header
  • AAG30001 | GL Distribution
  • AAG30002 | GL Assign
  • AAG30003 | GL Code

 

Best Regards,
Mahmoud M. AlSaadi

4 comments:

  1. I have a question about CLOSING & CHANGING FISCAL YEARS.
    We recently changed our fiscal year to Calendar Year. You may also note that our fiscal Year ran from Oct 1, 2014 to Sep 30, 2014. On Sep 30, 2014 I ran the close year process.
    Here are the steps we took:

    1) Make a backup of your data.
    2) You cannot add open year data to a closed year - i.e. if you're changing from an Oct - Sep fiscal year to a calendar year, and you've closed your previous year, you can't add the Oct - Dec months to your closed year. You'll have to make the next year either 3 or 15 months long.
    3) Years need to go in sequence, otherwise your report dates will be incorrect - i.e. if you called Jul 2011 - Jun 2012 the '2012' fiscal period, you should use an 18 month period if you want to change to a calendar year (instead of making a six month year 2013, then not having a name left for the calendar year of 2013).
    4) Reconcile each year, (Utilities - Financial - Reconcile - Year).

    So we did that & It looks like it worked but when we tried to run our financials through FRX then the dates are all incorrect. Jan 1, 2015 is now showing Apr 30, 2015 & October 31, 2014 is showing January 31, 2015 financials.
    I believed we need to close the year but when we tried to close it in Test Company it closed it as December 31, 2015.

    Are we missing a step somewhere?

    Please advise

    ReplyDelete
  2. Hi Mahmoud, I was checking out how to reverse historical year in GP and I have a Question how can I follow this procedure in prior versions like GP2010.

    Could you please advise me how I can do this?

    I appreciate in advance your help

    Christian

    ReplyDelete
    Replies
    1. Hello Christian
      Technically speaking, this must be doable in prior versions too on the DB level, using SQL. I have provided some technical insight but has never tested it on prior version to check it validity.

      You might be interested in setting a test environment, and create the required SQL objects.

      If I had the chance to test this on the short-term, I will keep you posted.

      Your feedback is highly appreciated,
      Best Regards,
      Mahmoud M. AlSaadi

      Delete
  3. We have a lot of companies in our system and I only need to o the reversal in one company. Does everybody for all companies have to log off the system?

    ReplyDelete