Apps Functional

How to Change GL Calendar without Reimplementing Your Oracle Financials

By Jag - July 24, 2012

The most effective method to Change GL Calendar without Reimplementing Your Oracle Financials


 We had a pressing business need to change our corporate datebook from a financial year finishing on March 31 to a timetable year finishing on December 31 to be steady with our guardian organization, which obtained us in the not so distant future. Prophet's proposal in this circumstance is to make another set of books and utilize the union peculiarity to move record equalizations from the first set of books to the new set of books. This accept that the periods that need changing as of now have information or have a status other than Never Opened which is generally the case.

 Creating a new set of books, however, becomes a big problem if General Ledger is not the only application you use. It means creating new operating units and replicating configurations in all your sub-ledgers. It also means supplier and customer sites and all open purchase orders, sales orders, invoices and other pending transactions must be converted. Basically, we are talking about re-implementing your system.

 You Are Not Alone
Many other businesses find themselves in a similar situation and have no time or desire to re-implement their system to accommodate this request. The good news is that Oracle Support acknowledged this pressing need and came up with a couple of recommendations.
After reading the Metalink note 102460.1 and OAUG white paper on this subject, we were encouraged there was another way. Changing the GL calendar without defining a new SOB saved us from re-implementing our sub-ledgers in three operating units, which used the current set of books and calendar. The system allows you to make changes to the existing calendar when you meet the following conditions:
  • All the periods are in a status of Never Opened.
  • A budget year that includes the periods to be changed is no to yet opened.
  • An encumbrance year that includes the periods to be changed is not yet opened.
  • The periods to be changed have not yet been copied from the GL Calendar to Project Accounting.
The status of the periods for all applications is maintained in the gl_period_statuses table. There is a record for every period for every application. The status in this table of the periods being changed must be ‘N’ for Never Opened for every application. Most subsidiary financial applications can control their own periods and it is maintained in that table. The exception is Project Accounting, which in addition to having its period statuses maintained in the gl_period_statuses table, it also stores its project status information in the pa_periods_all table.
Looking at our GL_PERIOD_STATUSES table, there were future periods that were not in ‘Never Opened’ status in GL, Projects and Payables applications. In Projects because of the way the standard functionality copied the whole calendar from GL to PA. Luckily, we did not have any budgets or encumbrances posted to those future periods.
Here Is How To Do it
We did the following to change our existing corporate calendar:
In General Ledger
  • Identified the future periods in calendar, which need to be redefined.
  • Updated period statuses to ‘Never Opened’ for all applications and applicable SOBs.
  • Identified and deleted any GL Balances in future periods.
  • Re-defined our corporate calendar. In our case that meant defining three adjusting periods in year 2007 to make 2007 a short year ending with Dec-07, and re-defining future periods to match the calendar year. (You can use this DataLoad to do so).
Accounting Calendar Screen
In Projects
    • Deleted (old) future periods (beyond Jan-08) from Projects in all operating units
    • Copied newly-defined GL periods from GL to Projects
    • Create new Corporate Books. (Manually)
    • Create a new Prorate Conventions. (Manually)
    • Assign Asset Categories to new that were linked to the new corporate book. (DataLoad)
    • Extract and upload all active assets to the new corporate books. (SQL script to extract, and ADI to upload)
    • Closed all 2007 periods in all sub-ledgers and GL through Dec-07
    • Created transactions in Dec-07 in all sub-ledgers, including POs, invoices, expense reports, payments, INV transactions, AR transactions, cash receipts, timecards, project adjustments, and assets additions and retirements.
    • Ran depreciation for Dec-07.
    • Closed Dec-07 in all sub-ledgers and GL.
    • Opened Jan-2008 all sub-ledgers and GL and “rolled into” the next fiscal year.
    PA Periods Screen
    Remember, you should not use this solution if any of the periods you wish to modify are in use. This means if the period has a status of something other than Never Opened, or if the period is in an open budget year or open encumbrance year you will not be able to change it on the form. Fixed Assets We use use Oracle Assets with asset calendar starting on April 1, 2001. We had about 2,000 assets in our corporate books, which are associated with the set of books and the fiscal calendar ending on March 31. After considering several alternatives including not doing anything, we decided it was best to create a new calendar to be consistent with General Ledger. We couldn’t simply adjust the current calendar. We need to create a new asset calendar. After creating a new asset calendar we also had to:

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1 comments

  1. sanjuSeptember 28, 2012 at 11:09 AM

    Hi Nice Article!. We have a similar situation where we are trying to change the end-date for non quarter ends to ease the close process but we have period in "future status" and Incentive comp period status "open" till DEC-14. The Calendar form doesn't allow us to change the dates. How did you guys do it ?
    thanks,
    Sanju

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