| # Period handling for integration transactions Dates If Operations Management transactions are posted to Financials, the following types of dates are involved: Transaction date The date you enter when you create the transaction such as a sales order or a warehouse receipt. Usually the transaction date is the current date. Only for backdated and antedated transactions, the transaction date differs from the current date. Internally, the transaction date is registered in UTC time. Transaction entry date The date you enter when you create the batch. Usually the transaction entry date is the current date. Only for backdated and antedated transactions, the transaction entry date differs from the current date. Internally, the transaction entry date is registered in local time. Document date The transaction date in Financials. The document date is always registered in local time. For invoices, the document date is the invoice date. Usually the document date is the same date as the transaction date, except if you manually enter a different transaction date in Financials or if the UTC time and the local time differ by a day. The document date is not used for integration transactions. Creation date The date and time when the transaction is created. For backdated and antedated transactions, the creation date differs from the transaction date. The creation date is only used for integration transactions. Posting date The date and time (local time) when the transaction is posted. Periods For every integration transaction, the following financial periods are recorded: Fiscal year and Fiscal period. Reporting year and Reporting period. Tax year and Tax period. For details about the period types, refer to To use periods. Usually, the financial transactions are posted in the financial periods that correspond with the transaction date. The posting date and the document date are in the same period. To log the integration transactions, the financial period status must be Open. Usually, if the transaction date is the current date, the financial periods are Open. However, if a transaction is antedated or if the transaction date is near the end of a financial period, the period can be already Closed when the related financial transaction is posted. If you create an integration transaction, the transaction is logged. Usually this is the moment when you approve an order or invoice. Because the financial periods of the postings are included in the logged information, ERP LN checks the period status before the transaction is logged. If the period is Closed, the transaction cannot be logged. The user cannot save the approved order or invoice. You can select the period type of which ERP LN checks the status to detect whether the period is Open and the integration transaction can be logged. You can select the following period types: INT for integration transactions. ACP for accounts payable transactions. ACR for accounts receivable transactions. GLD for general ledger transactions. For example, if you select ACP, you cannot post an integration transaction if the ACP period is Closed, even if the INT period is still Open. In the Integration Parameters (tfgld4150s000) session, you can select the default period type. In the Period Handling by Integration Document Type (tfgld4579m000) session, you can select the period type for individual integration document types. It is usually correct to check the INT period. In exceptional situations, you can select the other period types. If the period is Closed If the period is Closed, ERP LN tries to post the transaction according to the Closed Period Handling option that applies to the integration transaction. In the Integration Parameters (tfgld4150s000) session, you can select the default Closed Period Handling option. In the Period Handling by Integration Document Type (tfgld4579m000) session, you can select the closed period handling option for specific integration document types. You can select the following Closed Period Handling options: Post to current period ERP LN posts the transaction to the current financial period. Post to next open period ERP LN posts the transaction to the next open period. Exception handling In the Requested Exceptions for Integration Transactions (tfgld4585m000) session, enter a request to post integration transactions to specific financial periods of which the status is Closed. After an authorized user approves the request, the transaction can be logged and posted. You do not need to set a Closed period to Open. However, the corresponding GLD period must be Open at the time when you post the integration transaction. If required, you can manually set the GLD period to Open in the Period Status (tfgld0107m000) session. Parameters' default ERP LN uses the default Closed Period Handling option that you selected in the Integration Parameters (tfgld4150s000) Requests for exceptions In the Requested Exceptions for Integration Transactions (tfgld4585m000) session, enter a request to log and post integration transactions to specific financial periods. You can enter the fiscal year and period, the reporting year and period, and/or the tax year and period to which the integration transaction must be posted. Only the fields that correspond to a Closed period are enabled. By default, ERP LN displays the year and period that corresponds with the transaction date of the integration transaction. You can perform one of the following actions: To create a request for posting the integration transaction to the Closed period, use the default value. To create a request for posting the integration transaction to a different period, enter the period number. The new period can be Open or Closed. If the transaction still cannot be logged, ERP LN displays an error message on the user’s screen when the transaction is created. For example, if the Closed Period Handling option is Post to current period and the current period is Closed, ERP LN cannot log the transaction. To solve the problem, you can change the transaction date to a date in the next Open fiscal period. Note The employees who have permission to run the Approve Requested Exceptions for Integration Transactions (tfgld4585m100) session are authorized to approve the requests. You cannot post transactions to a financial period that has the Finally Closed status. Periods should only be set to Finally Closed when the financial year is closed. Example For example, the integration transaction was created in period two of the fiscal year 2005. For the period type selected for the integration document type, the periods have the following status: Fiscal period 2005/2 is Closed Tax period 2005/2 is Closed Reporting period 2005/2 is still Open ERP LN posts the integration transaction to Reporting period 2005/2. You cannot change this setting. For the Fiscal period and the Tax period, you can enter a period number. If you accept the default value 2005/2, ERP LN creates a request to post the transaction to a Closed period. If you enter a different number, for example, 2005/3, ERP LN creates a request to post the transaction to a period that does not correspond with the transaction date. Period handling exceptions in reconciliation If you post the transaction to the next Open fiscal period, the transaction date is outside the fiscal period to which the transaction is posted. This makes matching of logistic reports and financial reports more complex. You can print a report of the requests for exceptions in the Print Next-open-period Transactions (tfgld4485m000) session, and use this during reconciliation. In the Print Reconciliation Data (tfgld4495m000) session, you can select the Print Backdated Transactions check box to print the reconciliation report for such transactions. For the Invoice Accrual 3 reconciliation group that represents the Goods Received not Invoiced (GRNI), if you print reconciliation reports with the Checklist Reconciliation Goods Received Not Invoiced (tfgld4495m200) session, the financial transaction is reported in the fiscal period of the document date instead of the posting date. Note In general, backdated transactions make the reconciliation process more complex. To avoid the generation of errors when the currency differences and rounding differences are calculated, logging antedated transactions with a transaction date earlier than the most recent archiving date of the reconciliation data is not permitted for the following reconciliation areas: Inventory. Consignment Inventory. Assembly Line WIP. Example If you received goods late onJanuary 31 and you register the receipt on February 1 but with a transaction date of January 31, the following situation occurs. The posting date and the document date differ.
| Fiscal period 101/01 – 01/31 | Fiscal period 202/01 – 02/28
Operations Management transaction | Receipt: Transaction date = 01/30 Document date = 01/30 |
Financial transaction |  | Receipt: Posting date = 02/01 Backdated: Document date = 01/30
Related topics To process integration transactions The reconciliation process |