Changing the year-end date of a company is not a common event, but when it is done it is typically part of a year-end process.
From COINS version 11.12 this is facilitated by allowing additional periods in a year, up to 18. The number of periods from this version is not determined by the value shown (12 or 13) in the Configuration, which is now discontinued, but by the number of periods set up in the date table.
You can change the number of periods to create a longer or shorter year.
For example:
If your year-end date is currently 31 December, and you need to change to a year-end date of 31 March, you could do this by having a longer year of 15 periods.
If your year-end date is currently 31 March, and you need to change to a year-end date of 31 December, you could do this by having a shorter year of nine periods.
If you are setting up the General Ledger periods in advance, set the GL parameter ALW18PER to Yes; this allows you to create any number of GL periods per year, up to 18.
However, it is likely that you will already have GL periods set up beyond the year-end date you want to change to. In this case, you need to renumber the existing periods.
Longer Year Example
You want to change the year-end date from 31 December 2020 to 31 March 2021. Renumber the periods from 121 onward.
Date | Existing Period | New Period |
31-Dec-2020 | 1220 | 1220 |
31-Jan-2021 | 121 | 1320 |
28-Feb-2021 | 221 | 1420 |
31-Mar-2021 | 321 | 1520 |
30-Apr-2021 | 421 | 121 |
31-May-2021 | 521 | 221 |
| ... and so on ... |
|
31-Dec-2021 | 1221 | 921 |
Shorter Year Example
You want to change the year-end date from 31 March 2021 to 31 December 2020. In this case, you cannot start by renumbering period 1020 to 121, because a period with that code already exists. You need to start by renumbering the last period that is set up (say, 921) and work backward.
Date | Existing Period | New Period |
31-Dec-2020 | 920 | 920 |
31-Jan-2021 | 1020 | 121 |
28-Feb-2021 | 1120 | 221 |
31-Mar-2021 | 1220 | 321 |
30-Apr-2021 | 121 | 421 |
31-May-2021 | 221 | 521 |
| ... and so on ... |
|
31-Dec-2021 | 921 | 1221 |
To change the year-end date by renumbering periods
This assumes that you already have future periods set up, and want to change the length of one year to have more or fewer periods.
We recommend that you do this first in a copy-of-live environment.
Set the GL parameter ALW18PER to Yes. This allows you to create up to 18 GL periods.
Temporarily set the GL parameter ALWPERSQ to Yes. This disables some validation on Period Maintenance which would otherwise prevent you from changing the existing periods.
Go to Global Period Maintenance (This Company).
You need to renumber each period separately. If you are lengthening the year, you can start from the first period you want to change, and work forward; if you are shortening the year, you need to start from the last period that has been set up, and work backward.
Select the period, then from the action menu select Update Period Number and click Apply Action (
).Do not use Update Period End Date. This is for correcting the financial date of individual periods.
Enter the new period code and click Next (
).Update Period Number Screen
This runs as a background report and updates all references to the period.
Repeat the above steps for each period you want to change.
You must make sure, after all the changes to periods, that the period numbers are sequenced correctly and there are no gaps between periods. For example, 120, 220, 320, 620 – in this case you would need to make sure that 420 and 520 exist.
Confirm that the changes Coins ERP+ has applied are what you want and expect. For example, check:
GL Budgets. If you are using budget patterns, you may also need to set up patterns to work with different numbers of periods.
Contract Status Global Valuation Dates.
Contract Status Memo Data and Budgets.
CVR calendars.
We suggest you also do some general testing, and test the year-end process (in a copy of live environment). You may also need to consider the impact on any BI reports, particularly those which display periods in columns, and bear in mind that any comparisons with other years may look wrong.
When you are satisfied with the new period settings, set the GL parameter ALWPERSQ to No.