Questions Closing the Accounts Payable Module

Hi Fozzie,

Yes, you can close financial periods by module, including only the Accounts Payable module if you would like.

First, to see whether or not the financial period is closed for a certain module, you can use the Financial Periods (GL201000) screen which looks like this:

In the screenshot above, there are two things going on.

First, whether or not the Financial Period is Active. If you mark a Financial Period as Active, it applies to all of the modules. But you can check and uncheck Active, toggling back-and-forth as many times as you would like.

Second, whether or not the Financial Period is Closed. You can determine which Financial Period is Closed by module. That's why there are separate Closed columns for each module. But, once you close a Financial Period for a module, YOU CANNOT OPEN IT AGAIN! So, keep that in mind.

However, even though you cannot open a Financial Period once you Close it, you can still allow posting to that closed Financial Period. You do this in the General Ledger Preferences (GL102000) screen by checking the Allow Posting to Closed Periods checkbox (see screenshot below). Keep in mind that this basically ignores whether or not a Financial Period is closed for any module and allows posting so I would only recommend enabling the Allow Posting to Closed Periods checkbox temporarily while you are making a necessary entry, then disable it as soon as you are done. For more on this feature, click here.

Now, as far as Closing the Accounts Payable module goes, you can do this in the Close Financial Periods (AP506000) screen. Some Acumatica environments relabel this screen to something like AP Close Financial Periods (AP506000) since each module has a screen with the same name of Close Financial Periods.

Let's say that we want to close all of the Financial Periods up until June 2013 in my first screenshot up above. You simply check the checkbox next to 06-2013. This will automatically select all of the Financial Periods before 06-2013 (only 05-2013 in this case) that are not already closed. This is because you cannot randomly close Financial Periods. If you are going to close a Financial Period, you have to close all of the Financial Periods that come before it too. Then you click the CLOSE PERIODS button on the top to actually close them.

Now, you can only close a Financial Period if there are no unreleased documents in the module (Accounts Payable in our case). If there are unreleased documents, then you will get the following error and the Financial Period will not get closed:

"Period has Unreleased Documents"

Those unreleased documents could be in any of the Financial Periods that you are trying to close. To see which ones they are, check off 06-2013 again and then click the UNRELEASED DOCUMENTS button.

This will open a report that looks something like this which shows you all of the unreleased documents in the module:

For each document, you can either delete it or release it. Basically, this report needs to be clean in order for you to be able to go back and press the CLOSE PERIODS button without getting any errors.

Remember though, once you Close a Financial Period for a module, you cannot open it again. Your only recourse is to use the Allow Posting to Closed Periods checkbox mentioned above.

Interesting. Thanks, and thanks for pointing out the Allow Posting to Closed Periods checkbox in case I need it.