Posting Period Maintenance

Before you can edit module posting periods, you must have set up at least one calendar because posting period structures are defined when calendars are created.

When you have defined your period structure on the Calendar Maintenance form, you can use the Posting Period Maintenance form to maintain the status of periods — for example set them as open, current, or closed for enabling transaction entry.

When a period is Open, you can post transactions to it, and edit prior transactions. You should set periods to Open or Closed based on your business requirements. For example, you can have a requirement to enter transactions with a historical date, or a future-date, and have them post into the period. As long as the period that the transaction date is for is Open, you can do this.

Colours are used to indicate the status of the calendar year, based on the periods that it consists of. The colour legend displays at the base of the form. For example, none of the years are Permanently Closed, calendar years 2019/2020 - 2021/2022 are Open, calendar year 2018/2019 is the Current period, and calendar years 2013/2014 - 2015/2016 are Closed. An explanation of each status is outlined below.

To maintain periods within each calendar year, double click the calendar year in the table shown above. This field displays the Maintain Periods form. The same colour codes are used to indicate the status of each period in the calendar year.

To change the status of any period, click the period line, and right click. The available options are: Set as First Open Period, Set as Last Open Period, and Set as Current Period. The Permanently Close Prior Periods option is read-only because it is not applicable to a period with May's status.

An overview of why and when to apply each menu option is outlined below:

Set as First Open Period

When you assign this status to a period, Greentree Desktop updates all prior periods to a status of Closed. Close a period to prevent additional transactions being posted to that period, and to prevent edits to transactions for those periods. The option to Set as First Open Period is available for any Open or Closed period prior to, and including, the Current Period.

Note: You can re-open a closed period by resetting the status of the period to Set as First Open Period. This resets the selected period, and all subsequent periods (up to the Last Open Period) to Open.

Set as Last Open Period

When you assign this status to a period, Greentree Desktop updates all subsequent periods to a status of Closed. You can select Set as Last Open Period for any Open or Closed period beyond, and including, the Current Period.

Note: You can re-open a closed period by resetting the status of the period to Set as Last Open Period. This reset the selected period, and all prior periods (up to the First Open Period) to Open.

Set as Current Period

You can select this status for any period that has a status of Open to indicate that the period is the Current Period for reporting. Today's date should fall in the period defined as being Current. Update the current period based on actual calendar dates, so that it always reflects the current period.

Note: For Accounts Receivable, Greentree Desktop creates an ARPeriodSummary and ARAgingPeriodSummary for each AR customer (if it does not already exist) when the current period is changed.

Permanently Close Prior Periods

When you assign this status to a period, Greentree Desktop updates all prior periods to a status of Permanently Closed. When a period is permanently closed, you can't post any transactions to it, or edit any prior transactions for those periods. The Permanently Close Prior Periods option is enabled for periods that are Closed prior to the current period.

WARNING: Once a period is permanently closed, you can never reopen it. Be careful when updating periods to this status.

Click Close on the Maintain Periods form to save your status changes and return to the table of calendar years. To apply the changes to more than one company, click the option to select multiple companies on the right side of the Set Posting Periods form. Make your selections before savings your changes. To save changes, press F2 or click the Save icon.