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Shift of the accounting date to the open period

Shift of the accounting date to the open period

Owned by Lango: Language and translation manager
Last updated: Sept 10, 2024Version comment
3 min read

When posting any accounting document, the system checks whether the Posting date of this document is within the allowed (open) accounting period.

An open period refers to the period in the General Ledger Setup within the date range Allow Posting From and Allow Posting To.    

This setting applies to all users. However, individual users can have an open period set individually, in User Settings. If the user who starts invoicing has the posting period set up individually (i.e. the Allow Posting From and/or Allow Posting To field is not empty), then the setting on the user takes precedence over the General Ledger Setup.

In selected functions in the Financing area, when the User cannot manually change the Posting Date (e.g. when posting an installment), the system can automatically shift the original Posting Date, if it falls within a closed accounting period, to the first day of the open accounting period. If this functionality is to be used, the start date of the open period must be set (i.e. the date in the Allow Posting From field for the user and in the General Ledger Setup must be filled in).

The functionality is activated in the OneCore Settings in the Shift Posting Date of Sales Invoice to Open Period field.  

When the functionality is activated, the Posting Date shift is used in the following functions:

  • On the cards

    • Posting a payment (by clicking on the Post button in the Payment Calendar)

      • At the same time, the new Posting Date is written on the line of the payment calendar

    • Cancellation of an installment from the Payment Calendar (by clicking on the Cancel button in the Payment Calendar)

      • The new Posting date is only on the Posted Sales Credit Memo, the date does not change on the payment calendar line!

    • Accruals Posting (using the Post button in the Accruals Calendar)

      • At the same time, the new Posting Date is copied to the calendar line

    • Financial Settlement Posting (by clicking the Issue button on the Financial Settlement tab if automatic posting is set up)

    • Cancellation of the Financial Settlement (by clicking on the Cancel button on the Financial Settlement tab if automatic posting is set)

    • Create Invoice (see Chapter 5 Create Funtion Sales Invoice)

      • The change is already applied to the unposted sales invoice

      • Valid for all function modes (i.e. for the initial fee upon activation, for individual invoices, with the exception of the contract transfer fee in the wizard)  

  • In Guides

    • Posting of Down Payment and Entry Fee upon Contract Activation (wizard, page 4046860)

    • Fee Invoicing for Contract Change (wizard, page 4046865) – change of Posting Date on unposted Sales Invoice

    • Invoicing the sales price of installment sales when activating a contract

      • The new Posting Date is written to the contract header, Instalment Sales tab, Posting Date (IS) field

  • In batch jobs

    • Billing of payments without services (API Post Financing Payment, report 4026406)

      • At the same time, the new Posting Date is written on the line of the payment calendar

    • Billing of payments with services (API Mass Invoicing – Complete, report 4046892)  

      • At the same time, the new Posting Date is written on the line of the payment calendar

    • Cancel Financing Payments (API Cancel Financing Payment, report 4026409)

      • Applies only if the cancellation is not included in the mass credit memo

      • The new Posting Date is only on the Posted Sales Credit Memo, the date does not change on the Payment Calendar Line

    • Batch – Posting of CI and CR (API Batch-CI / Accr.Post.Sch., report 4026806)

    • Posting of credit memos for payments (API Post Billing Credit Memos, report 4046894)

    • API Mass Reinvoice Maintenance (report 4026702)

    • API Mass Invoicing Fuel Cards (report 4026755)

    • Bonus Invoicing (API Bonus Invoicing 4026705)

    • Mass Invoicing (API RC Mass Invoicing Rental, report 4027403)

Note: The Posting Date Shift does not use:

  • Cancellation of accruals (from the Accruals Calendar)

  • Rental Invoicing Generates an unposted Sales Invoice)

  • Cancellation of posted calculation input (from the Calculation Input tab)

  • Fee Invoicing for Contract Change (wizard, page 4046865) – change of Posting Date on unposted Sales Invoice

 Example:

  • OneCore Settings, Shift Posting Date of Sales Invoice To Open Period = Yes

  • General Ledger Setup, Allow Posting From = 2022-09-01

  • User setup (billing/posting user), Allow posting from = 2022-08-01

  • Payment Calendar, Payment No. 002, Posting Date = 01.07.2022  

The shift of the Posting date can first be checked in the Posting Preview.

After the payment is posted, the new Posting Date is written both on the Posted Sales Invoice and on the Payment Calendar line.