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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Company Setup Tables c...
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Company Setup Tables causing issue with Y/E closing

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Posted on by ChrisP 325

Hi everyone, I hope you can assist me with this question. 

One of my clients started up a new company late in 2020. To do this, we assisted by copying setup tables from another company that they had sold a few years ago due to similarities. Of course, two of the tables copied were the company tables - SY40100 and SY40101, the Fiscal Period Setup and Fiscal Period Header. When their accountant tried to close 2020, the system came back and said that one of the previous years (from the old company) was not closed - which is true, once the company was sold the year was not closed.

Note: the company was set up with table copy, not cloning and no transactions or history were pulled from the old company, just setup table copies.

Does anyone know of any reason why I can't just remove the entries from the two tables above for the years that belonged to the old company? \

What I don't know is if, by removing these definitions, whether any other areas/tables of GP might be affected. 

Further, does anyone know of any other tables that might contain information tied to years that is to be found in the setup tables?

The company is a holding company and this sort of thing has been done in the past. However, the former companies they used as templates had no open years so this issue did not occur. Because of the gap of years between the old and new company, we don't want to see a beginning balance propagate up to 2020 and cause issues. 

Any assistance on this question would be very much appreciated. 

Thanks everyone!!!

Chris

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Microsoft Dynamics GP
  • ChrisP Profile Picture
    ChrisP 325 on at
    RE: Company Setup Tables causing issue with Y/E closing

    Thanks for your input!

    To answer your question we used SQL through the MS documented copy setup tables process. Also, we are the partner for this client. Also, PSTL, from my understanding, would copy the fiscal period setup tables which would cause issues. However, it looks like it may not  copy over the General Ledger Setup table, which contains the 'last closed year', also an issue. Also, at this point, if the client had created additional GL accounts they would have been wiped out. So doing this, when the company has been up and running for 7 months would likely be a mistake.

    I decided to clean up the years/periods and clearing out the last close date field in the GL40000 table (GL Setup). Checklinks was run, and I was able to also close FY2020. Further older years were now cleared of the period setup tables.

    Thanks for your input; it provides good information for people creating a new company using the copy table ability via PSTL prior to the company actually being in operation.

  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Company Setup Tables causing issue with Y/E closing

    Chris,

    Get your partner install the PSTL for your GP Release.. it's free and will provide you with the necessary tools to re-create the FY calendars in the company tables. This way you can avoid creating years you don't need and just have the ones that are relevant to the new company..

    BTW, how did the company tables get copied ? thru SQL or by using the PSTL Company Copy feature ? the later one has built-in function to copy only relevant data from one company to another, without taking all the transactions with the copy process.. just setup and/or reporting configuration.

  • ChrisP Profile Picture
    ChrisP 325 on at
    RE: Company Setup Tables causing issue with Y/E closing

    Hi Elena,

    Thanks for your input!

    This is a new company that the customer started up back last fall 2020 that has very similar operations, etc. of an older company that was sold a few years ago. So yes, there are transactions on this new company starting from the fall of 2020 and continuing into 2021 (fiscal year end of 12/31).  The old company was sold back in 2014 and that year was not closed and, of course, not shown as a historical year.

    The error that is occurring (and I can get the exact text if necessary) is that 2020 can't be closed because an older year (2014 in this case) is still open. The older year has no content as far as transactions are concerned.  It's showing open because the year in table SY40101shows it is not closed, since those setup table contents were copied over.

    Instead of recreating the years associated with this new company (2020, 2021) I would question why I can't just delete the previous years' information in these two tables with SQL queries (i.e. delete records where the YEAR is < 2020) vs recreating the fiscal periods setup and year for both 2020 and 2021 and then doing a reconcile for both years. And if I did this, what would be the need to reconcile the year 2020 or 2021? It isn't tied data-wise/transaction wise to any of the old transactions since the copy was not cloned, a database was created and then the GP setup table data was copied from the old to the new company database. I'm not an expert in the area of reconciliation so an explanation would be helpful, thanks.

    One other option I considered was to go into SQL and mark the last year tied to the old company as  closed/historical. It just seemed the better thing to do would be to remove that setup information for years that had no actual history/transactions/etc so there would be cleaner data.

    Also, since the new company was created, no transactions were put against the last old open year that is tied to the old company. No beginning balance was pulled over, either. The client simply did not wish to take the time required to do all of the setup for the GL, subledgers, company, etc, since pretty much everything was used as far as setup from the older company - i.e. payment terms, GL accounts and so forth. Because of this we used the copy table procedures (again, not cloned).  Following that, the client was entering transactions as the new company was in full operation. It was only when the accountant tried to close 2020 that he ran into the issue.

    I will admit, we've never run into this issue before and we've created new companies numerous times using the table setup copy functions by using the MS knowledge base for transferring setup tables from one company to another.

    Thanks again, and any input on the reasons for going a different route than I was thinking of would be helpful!

    Chris

  • Leng Papio Profile Picture
    Leng Papio 855 on at
    RE: Company Setup Tables causing issue with Y/E closing

    You said this was a new company, but I assume there are some transactions on it already, is this correct?

    Based on your description of the issue, I recommend you recreate the fiscal period setups (SY40100, and SY40101), then do a reconcile to update the summary info of your transactions. *back up first please or do on your test company first, to be sure.

    To recreate the fiscal periods: just do a delete or truncate in SQL in those tables, then go back to the GP fiscal period setup, and create the fiscal year.

    This should not affect any of your detailed current transactions.

    However, to sync up your summary transactions, you need to do a reconcile....

    On financials, it should be under Utilities (I think.. sorry, don't have my GP open right now)... on that window, you will be able to reconcile the allocation accounts, the batches and year... mark the year, and select the new year you have just recreated. When you click reconcile (unless you are reconciling the historical years), you will not get any prompts, or any reports.. you will just see the cursor change a bit.

    This reconcile process will just recalculate your summary data based off from your detailed transactions and the new fiscal year.

    You should now be able to close the year.

    If you continue to encounter issues, please send more info on the exact errors you encounter in closing the year..

    Hope that helps.

    Good luck!

    Elena

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