Dave:
There are several things that I would suggest in order to determine what has
happened and how it should be fixed:
1. The Period Master (GPM) must be corrected.
. If 2011 the current Fiscal Year (which you did say), then the GPM
file records are correct for 2011 for Periods 1-12. The Period Offset Array
values that Bob mentioned are correctly pointing to the This Year GGM
Buckets 7-18.
These values point to the specific GGM bucket to update if the Transaction
Date is within the Start/End Date range for the Year/Period.
. Also, 2012 (Next Year) is correctly defined. The Period Offset
Array values of 1-6 point to the Next Year buckets in the GGM File.
The values for Periods 8-12 should be blank/zero because there are no GGM
buckets for those Periods. And, the G/L data validation should prevent
someone from entering a date after 6/30/2012.
. There should be no Period Records defined for 2013. BPCS only
allows posting into This Year and Next Year. These records should be
deleted and removed from the GPM File. 2013 should not be defined until
after you run the G/L Year-End Close for 2011 which would then change
Current Fiscal Year value in the Company Master (RCO) to 2012.
. When you eventually do run the G/L Year-End Close, you should
verify that the GPM Period Offset Array values for 2012 have been changed to
7-18.
. Then, you can create 2013 which will have Periods 1-6 pointing to
GGM buckets 1-6 (just like 2012 is now defined).
2. The fact that 2013 is currently defined in GPM presents the
possibility that Transaction might have been erroneously posted with these
future dates.
NOTE: I assume that this scenario is highly unlikely, but I hope that the
explanation is helpful to clarify the posting logic.
. It is puzzling that there are Period Offset Array values in 2013.
. And, these values are wrong. The Period Offset Array values never
should equal the Period Numbers.
. The values present for Periods 1-6 are pointing to the Next Year
GGM buckets and Periods 7-12 point to the This Year GGM buckets.
. BPCS Period Master Maintenance would not have created this
situation. It appears that there was some manual update that someone did.
. Have there been any Transactions posted by accident using 2013
Dates? And, might the Period Open/Closed values been set to 'Y'. If so,
then those values would have posted to the GGM buckets.
3. Your statement that the accountants have found balances in the
second half of 2012 puzzles me.
. As discussed in Point 1 above, only Periods 1-6 exist in 2012.
They are GGM buckets 1-6. There are no GGM buckets for the second half of
2012.
. So, what report are the accountants using?
o I tried running the Trail Balance (GLD240) on a BPCS V4.02 system to see
what I would get.
o I used 2012, Periods 1-12. The report printed and showed only Periods
1-6 which is what I expected since Period 7-12 do not yet exist.
o I then tried running 2012 for Periods 7-12 and no data appeared.
. So, I am confused about how the accountants were able to print a
report that listed 2012 with Periods after Period 6.
4. You may want to verify the integrity of the GJD values to the GGM
values in the corresponding Periods in order to discover if there are
discrepancies.
. You can construct a series of Query extracts or SQL extracts to
accomplish this verification. OR, you can write a program to do this.
. In summary, you want to summarize by Year and Period the Total
Amounts of the Journal Detail (GJD) for JDID='JP' (i.e. posted) by Credit
Value and by Debit Value.
. Then, you can compare the GJD Debit Total and the GJD Credit Total
by Year/Period to the corresponding GGM buckets based on the Period Offset
Array values.
NOTE: In GGM, for each bucket, there is a Debit field and a Credit field
which should match the sum of the GJD values.
. If this comparison does not match, then there are more serious
issues that must be investigated.
Please feel free to contact me offline to discuss this situation further. I
have worked with other clients to resolve unexplained issues with the G/L.
Thanks.
Les Mittman
847-858-5235
BPCS Consultant with over 20 years of experience.
-----Original Message-----
From: bpcs-l-bounces@xxxxxxxxxxxx [mailto:bpcs-l-bounces@xxxxxxxxxxxx] On
Behalf Of Peter Lunde
Sent: Sunday, February 12, 2012 10:16 AM
To: BPCS List
Subject: [BPCS-L] Unexplained Trial Balance Values
There are two things I don't understand about this thread: 1. How can there
be 36 records in the Period Master (GPM) when there are only 34 buckets in
the G/L Master (GGM)? 2. Why is it OK to have 2 GPM records pointing to the
same GGM bucket? Wouldn't we want to fix these problems before doing the
final close? Isn't it dangerous to do a final close with these to problems
in the database? That is, in the GPM, I would change 2012 7 thru 2012 12 to
point to 19 thru 24 and delete 2013. Your comments please. Regards, Peter
Lunde, BASC, MBAIT ManagerWellSpring Pharmaceutical400 Iroquois Shore
RdOakville ONCanada L6H1M5plunde at WellSpringPharm dot CABPCS 4.05 CD >
----------------------------------------------------------------------
message: 1
date: Fri, 10 Feb 2012 15:18:27 -0500
from: <mailto:daparnin@xxxxxxxxxxxxxx> daparnin@xxxxxxxxxxxxxx
subject: Re: [BPCS-L] Unexplained Trial Balance Values
There don't appear to be any. We have done inquiries for the account
listed on the trial balance report and it says that there are no
transactions. I'm thinking that the debit and credit values are
leftovers in the GGM becuase we haven't done the final close of 2011
yet. Accounting says that we can wait until it is closed to see if
that takes care of things.
PM 1 2,011 1 20,110,101 20,110,131 N 7
PM 1 2,011 2 20,110,201 20,110,228 N 8
PM 1 2,011 3 20,110,301 20,110,331 N 9
PM 1 2,011 4 20,110,401 20,110,430 N 10
PM 1 2,011 5 20,110,501 20,110,531 N 11
PM 1 2,011 6 20,110,601 20,110,630 N 12
PM 1 2,011 7 20,110,701 20,110,731 N 13
PM 1 2,011 8 20,110,801 20,110,831 N 14
PM 1 2,011 9 20,110,901 20,110,930 N 15
PM 1 2,011 10 20,111,001 20,111,031 N 16
PM 1 2,011 11 20,111,101 20,111,130 N 17
PM 1 2,011 12 20,111,201 20,111,231 N 18
PM 1 2,012 1 20,120,101 20,120,131 N 1
PM 1 2,012 2 20,120,201 20,120,229 Y 2
PM 1 2,012 3 20,120,301 20,120,331 N 3
PM 1 2,012 4 20,120,401 20,120,430 N 4
PM 1 2,012 5 20,120,501 20,120,531 N 5
PM 1 2,012 6 20,120,601 20,120,630 N 6
PM 1 2,012 7 20,120,701 20,120,731 N
PM 1 2,012 8 20,120,801 20,120,831 N
PM 1 2,012 9 20,120,901 20,120,930 N
PM 1 2,012 10 20,121,001 20,121,031 N
PM 1 2,012 11 20,121,101 20,121,130 N
PM 1 2,012 12 20,121,201 20,121,231 N
PM 1 2,013 1 20,130,101 20,130,131 N 1
PM 1 2,013 2 20,130,201 20,130,228 N 2
PM 1 2,013 3 20,130,301 20,130,331 N 3
PM 1 2,013 4 20,130,401 20,130,430 N 4
PM 1 2,013 5 20,130,501 20,130,531 N 5
PM 1 2,013 6 20,130,601 20,130,630 N 6
PM 1 2,013 7 20,130,701 20,130,731 N 7
PM 1 2,013 8 20,130,801 20,130,831 N 8
PM 1 2,013 9 20,130,901 20,130,930 N 9
PM 1 2,013 10 20,131,001 20,131,031 N 10
PM 1 2,013 11 20,131,101 20,131,130 N 11
PM 1 2,013 12 20,131,201 20,131,231 N 12
Dave Parnin
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