[GL] Deleting or Changing a Fiscal Year in General Ledger

• Fiscal year was entered incorrectly and now needs to be deleted, of Fiscal year needs to be changed.
  
• To change a GL Fiscal Year, the existing year must be deleted and a new year set up with the correct beginning & ending months.
• Deleting a Fiscal Year does not affect transaction data

You can delete the fiscal year in GL Fiscal Years, but you may have errors if there are non-zero amounts in GL Beginning Balances or GL Budgets.

To delete the fiscal year do the following:

1. Open the GL Fiscal Years form from GL > Programs
2. Select the Fiscal Year Ending year you would like to delete
3. Use the Red X or Trashcan icon (depending on version) to delete

4. 

5. Once you have clicked the Red X or Trashcan, you will get a window to confirm you are deleting the right fiscal year end to which you can select 'Yes'.

6. If you try to delete the GL Fiscal Year, you may get one of the following error messages:
    

    

    

   

7. The error messages refer to GL Beginning Balances, GL Budgets or Both.
   1. To resolve the error for GL Beginning Balances:
      1. Open GL Beginning Balances for the Fiscal Year End that you are trying to delete
      2. Go through the Grid and enter 0.00 for any GL Account that is not already at 0.00.
      3. After you have deleted the Fiscal year and set up a new one, you will be able to run the GL Beginning Balance Update to restore the beginning balances.
   2. To resolve the error for GL Budgets:
      1. Any budget code for this fiscal year will need to be zeroed out.
      2. Run the GL Budget Detail Report before zeroing out the budget, to have a record of what the budget amounts were prior.
      3. Open GL Budgets
         1. Click Initialize
         2. Enter all question marks in the GL Account Mask
         3. Click "Selected Amounts" in the Based On Section
         4. For Selected Amounts, click Month and enter 0.00 for the Monthly Amount
         5. Click Initialize

            

   3. To resolve the "Account Summary entries posted as Adjustments exist - cannot delete fiscal year balance" error, go to HQ > Programs > HQ Batch Control
      1. Filter on mm/yy and Source GL.
      2. Check to see if the column 'Adj Pd' is checked for any entries, if so these are the period adjustment entries.
      3. Pull them into a new GL Journal Transaction Entry batch using File > Add Trans, use F4 Lookup, set to 'Delete', Save and File > Process Batch.
      4. If error persists, the case will need to be moved to our Technical Team by Application Support and a SQL fix done on table GLAS, field "Adjust" from Y to N.
8. Once the GL Budgets & GL Beginning Balances are zeroed out, go back to GL Fiscal Years and use the Red X or Trashcan icon to delete the fiscal year, then setup a new one.
9. Run the GL > Programs > GL Beg Balance Update, using the new fiscal year end month in that form.