Posting Transactions to locked Period: When it comes to posting of transactions in ERP users are always in want of controls specially the finance controllers would not want users to post entries in to a period for which they are creating a Trial Balance and other MIS reports.
Sage ACCPAC ERP has beautifully handled this feature with 2 separate controls.
For version 5.6 and lower, the 2 controls are company profile options and fiscal calendar. Authorized users can lock/unlock a period in the Fiscal Calendar based on which they would allow users to post or not to post entries in General Ledger, but this won’t stop them to post entries into sub ledger like order entry. That would mean when the user creates shipment in order entry it would get processed and create entries in g/l module but if the period is locked system won’t allow to post the entries in G/L.
To control this scenario, Sage Accpac ERP has given a control in Company Profile where an authorized user can set control to posting of transactions to a locked period. Here there are 2 options
- None: This would mean that even though the period is locked; allow other users to create transactions in sub ledgers that would hit G/L without any warnings or errors. But please note that since period is locked the user won’t be allowed to post entries from G/L.
- Warning: By selecting this option, users would be able to create transactions in the locked period in sub ledger that would hit G/L like shipment entries but with a warning message.
- Error: Once you on this option, users would not be able to create sub ledger transactions like shipment entry that would hit G/L in the locked period.
One should make sure what process would they wish to follow and accordingly select the option.
Now, in version 6.0 Sage has enhanced the locking of periods module wise too. Most of the time, it became a point of concern where one would wish some department users to have posting access to certain modules but not all modules when the period was locked, especially the finance users required access to pass adjustment entries. In Sage ACCPAC ERP 6.0 Sage has now provided user with an option of locking of period module wise. So now the authorized users have more control over the system saying that they can now give period locking module wise to avoid posting of entries through unwanted sub ledgers.
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