Calendars

1. In the Navigation pane, highlight the General Ledger > Setup > Calendars folder.
2. Click . The New Calendar window opens.

   

3. Enter a unique Code for the calendar.
4. Enter a Description of the calendar.
5. If you want ActivityHD to default to this calendar whenever a calendar is prompted for, mark the Default checkbox. Only one calendar can be designated as the default calendar. This calendar is also used if no segment in the chart of accounts requires a calendar.
6. From the Post Control drop-down list, select how ActivityHD handles postings to a closed period. Your options are:
   • Error. ActivityHD returns an error and will only accept entries in open periods.
   • Warning. ActivityHD returns a warning but will accept entries that are not in open periods.

   Note

   If you specify a package-specific post control in the Periods table, it will override this post control setting.

7. In the Open Before field, enter the number of periods before the current period (based on today's date) to consider open and available for posting.
8. In the Open After field, enter the number of periods after the current period (based on today's date) to consider open and available for posting.
9. In the Years table, enter the years that the calendar is valid. To do so, do the following for each valid year:
   1. In the Code column, enter a year code. Typically, this would be the four-digit year. This code is used in date expressions and financial expressions to refer to a specific year of a calendar.
   2. In the Begin Date column, enter the date of the first day of the fiscal year. The date must be valid and less than the End Date for the same year.
   3. In the End Date column, enter the date of the last day of the fiscal year. The date must be valid and greater than the Begin Date for the same year.
   4. In the Description column, enter a description of the year.
10. In the Periods table, enter the periods of the selected years that are valid. You can use the Automatic Periods wizard to create the periods or enter the periods directly in the table. Do one of the following for each year you need to create periods for:
    • To use the Automatic Periods wizard:
      1. Select a fiscal year in the Years table.
      2. Click .
      3. From the drop-down menu, select the type of accounting periods to create. Your options are:
         • Monthly
         • Semimonthly
         • Quarterly
         • Weekly
         • Biweekly
         • Daily
         • Four Weeks
         • Four/Four/Five
         • Five/Four/Four
         • Four/Five/Four

         The wizard loads the periods into the Periods table.

      4. Modify the settings in the Periods table if needed.
    • To enter the periods directly in the table:
      1. Select a fiscal year in the Years table.

      Note

      The Begin Date, End Date, and Work Days for the first row are loaded for you. On subsequent rows, the Begin Date loads and you are immediately prompted for the End Date.

      2. In the End Date column, enter the date of the last day of the period.
      3. Enter a Description of the period.
      4. The Work Days column is calculated for you. If you need to override the number, type the actual number of work days in the period.
      5. In the Post Control columns, select how to handle posting to the accounting period. Your options are:
         • <blank>. Use the post control designated for the calendar.
         • Open. The period is open for posting.
         • Error. The period is closed to posting. Attempts to make entries to the period are rejected and ActivityHD issues an error message.
         • Warning. The period is closed to posting. Attempts to make entries to the period are allowed, but ActivityHD issues a warning message.
      6. Repeat steps b-e for each period in the fiscal year.

    Note

    A posting control can be specified in up to three places on the calendar: (1) on the package, (2) on the GL package, (3) on the calendar as a whole. The posting control actually used is the first posting control encountered when evaluated in the order described.

11. When you finish, save the new calendar.

Generally, you close an individual accounting period through its GL calendar. Once an accounting period is closed, postings cannot be made to the period unless overrides are allowed or if the period is reopened. ActivityHD allows you to specify a "control calendar" (the default calendar) which determines the open accounting periods for the accounts assigned to the calendar. It is typical to name the control calendar "Month" (for monthly accounting periods) or "Fiscal" (for fiscal year/periods).

Briefly, to close an accounting period, you change its posting controls to "Error".

1. In the Navigation pane, highlight the General Ledger > Setup > Calendars folder.

2. In the HD view, locate the control calendar and double-click its record to open it in the Calendar window.

   

3. In the Years table, select the row that represents the year of the accounting period you want to close.
4. In the Periods table, locate the accounting period to close.
5. In the Post Control section, for each package you want to close the accounting period for (in particular GL), select the appropriate closing option. Your options are:
   • Error. The period is closed to posting. Attempts to make entries to the period are rejected and ActivityHD issues an error message.
   • Warning. The period is closed to posting. Attempts to make entries to the period are allowed, but ActivityHD issues a warning message.

   

6. Save your changes.

A calendar cannot be deleted if it has any references.

To delete a calendar that is not in use, highlight the calendar in the HD view and click , or open the calendar and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the calendar.