Re: Changing Fiscal Year End to Calendar

To:  AprAlexa@aol.com

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***  This reply is in response to your e-mail message below.  ***
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Subj:    Changing Fiscal Year End to Calendar
Date:   10/28/99 3:07:53 PM Pacific Daylight Time
From:   AprAlexa@aol.com
Sender: owner-bpcs-l@midrange.com
Reply-to:   BPCS-L@midrange.com
To: BPCS-L@midrange.com

Has anyone ever changed their year-end cycle from fiscal (Jul to Jun) to 
calendar (Jan to Dec)? And if you have can you tell me what problems you have 
encountered We are on BPCS 4.05CD, running on an AS400
Thanks in advance. 

yd
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Response for Les Mittman

Mittman******************************************************************************************

AprAlexa:

There was a similar question raised on 9/28/99 about this subject from 
nick@galaxy.ltd.uk (Nick).

I provided the following description of the problem as well as a recommended 
approach.  I hope that I will help you.

The need to change fiscal years is getting more common as company mergers 
continue.  I have done this several times before using the following 
methodology:

Summary of Business Need and Conceptual Design:

1.  The business requirement is to change the Fiscal Year definition.  
Therefore, the correspondence between Calendar Month and Fiscal Year/Period 
must be altered.

2.  The following partial table illustrates what must occur:

Calendar             Old Fiscal Yr          New Fiscal Yr
(MM/YYYY)          ( Prd/Yr)                 ( Prd/Yr)
07/1999                  01/2000                 07/1999
08/1999                  02/2000                 08/1999
...                             ...                          ...  

12/1999                  06/2000                 12/1999
01/2000                  07/2000                 01/2000
...                             ...                          ...  

3.  The approach is to actually change the data values in the BPCS database 
according to the table above.  In summary, the following types of BPCS Files 
would need to be converted:

a.  G/L Transaction Files - Journal Header (GJH) and Journal Detail (GJD)
The Fiscal Year and Period must be changed.

b.  Sub-System Transaction Files that store the G/L Fiscal Year/Period (e.g. 
Accounts Receivables (RAR), A/P Files, etc.)
The Fiscal Year and Period must be changed.

c.  G/L Master (GGM), G/L Statistics Master (GSM) - These files contain sets 
of buckets (i.e. arrays) for each Period for Last Year, This Year, and Next 
Year, as well as for Budgets.  The values in these buckets must be re-aligned 
according to the new Fiscal Year.

In addition, the Balance Forward for Asset and Liability Accounts must be 
adjusted to reflect the new Fiscal Year definition.  The Retained Earnings 
Account must also be adjusted for the net of Income and Expense Accounts 
according to the new Fiscal Year definition.

d.  The Current Fiscal Year in the G/L Company Master (RCO) must be changed.
NOTE:  This field controls the Offset value on the G/L Period Master (GPM) 
file.   (see the next point).

e.  G/L Period Master (GPM) - The Start and End Dates for the Fiscal Year 
must be changed to reflect the new Fiscal Year definition.  Also, it is 
critical that the Offset values stored on the GPM file be changed to point to 
the correct GGM buckets after the re-alignment.  


AprAlexa, the above steps outline the methodology that can be used to 
accomplish the results that you require.  There are several other decisions 
and considerations that may alter this approach depending on the needs of 
your Finance Dept.  It is also critical to carefully coordinate the 
conversion process.  Hopefully, this outline will point you in the right 
direction.

Please feel free to contact me with any questions about this approach.  I can 
be reached via e-mail (LMittman@aol.com) or at my office (847) 831-9388.

Thanks.

Les Mittman
BSI Consulting, Inc.
(Specializing in BPCS implementation and support for 17 years)
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