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Financial periods open after they were closed

  • 1.  Financial periods open after they were closed

    GOLD CONTRIBUTOR
    Posted Oct 17, 2019 02:16 PM
    Hi everyone,

    I have a seemingly odd question: We meticulously manage our financial periods, and after a month ends, posting is only open for certain people for a few days, and after that it is on the GL team only. Somehow, financial periods that have been closed months ago are all of a sudden open again and being posted against. We assume that the period wasn't opened manually, but that there is some kind of trigger that causes it to open somehow. Has anyone come across this before and has found a solution to this they can share?

    Very curious to see your answers!
    Thank you.

    ------------------------------
    Kerstin Newman
    Business Analyst
    StarTech.com
    London ON
    ------------------------------
    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Financial periods open after they were closed

    TOP CONTRIBUTOR
    Posted Oct 17, 2019 08:20 PM
    Kerstin,

    Hearing that the period is open and there are transactions posted against it makes me believe this is someones doing.

    Have you looked at the created/modified by fields for the entries that were backdated? Or have you considered enabling alerts and database logging for the period statuses?

    The assumption here is the periods were 'on hold' and not 'closed.'

    ------------------------------
    Ian Gorman, PMP, MCSE
    Senior Consultant
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Financial periods open after they were closed

    GOLD CONTRIBUTOR
    Posted Oct 21, 2019 09:14 AM
    Hi Ian,
    I am certain they were fully closed, but somehow they get re-opened (assuming unintentionally). I am going to have our developers look at the database transactions and see what transaction posting re-opened the period, I was more wondering if anyone else had come across this.
    Thank you!

    ------------------------------
    Kerstin Newman
    Business Analyst
    StarTech.com
    London ON
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Financial periods open after they were closed

    TOP CONTRIBUTOR
    Posted Oct 21, 2019 10:27 AM
    Kerstin,

    Keep us posted on what your devs find. I have not seen this action occur unintentionally before. If you do not have any customizations around periods, then this most likely is an end-users doing.

    ------------------------------
    Ian Gorman, PMP, MCSE
    Senior Consultant
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: Financial periods open after they were closed

    Posted Oct 22, 2019 10:01 AM
    Kerstin,

    We have the exact same business process and have had the same thing occur.  Because we can't prove someone in the GL group didn't inadvertently do it (highly unlikely - there are only two of us), we haven't pursued it further. One month I closed everything and later that day realized it was open again.  So the next time I took a screen shot of the closing (wondering if in the prior month I hadn't quite clicked the dropdown correctly), got out, went back in and it was open.  Since that month, it has been fine.  So there is something hinky and inconsistent that we haven't yet figured out. But with no clear audit trail to prove what did or did not occur, as I said we haven't yet pursued it formally as an issue.

    ------------------------------
    Vikki Vincent
    Director of Accounting & Operations
    City of Columbus
    Columbus OH
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: Financial periods open after they were closed

    SILVER CONTRIBUTOR
    Posted Oct 22, 2019 12:58 PM
    We have seen this behavior if someone changes the fiscal calendar on the ledger and changes back. Haven't had time to ever do any research into why or how to fix. Try it in a lower environment and see if the same happens for you. Seems like a bug to me but never heard anyone else with the problem.

    ------------------------------
    Lonnie Smith
    Business Analyst
    Stupp Bros., Inc.
    St. Louis MO
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: Financial periods open after they were closed

    D365UG/AXUG ALL STAR
    Posted Oct 23, 2019 10:12 AM

    Kerstin.  Did you check the modified by field?  You could also turn of db logging for that field.  It would be interesting to see who is making the change.  If automatic trigger, the user id should be the admin account.

     

    Kaare Boraas

    Relationship Manager

    PCL Constructors Inc.

    p 780-733-5294 m 780-977-4258

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    Connect with us on: LinkedIn, Facebook, Twitter, YouTube

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  • 8.  RE: Financial periods open after they were closed

    GOLD CONTRIBUTOR
    Posted Oct 24, 2019 07:56 AM

    Thanks everyone for your input! Might be worth opening a MS ticket seeing how many issues there are with this.

    I did confirm that we indeed do not permanently close financial periods but put them on hold when they are "closed". I still think that it shouldn't be possible to easily open them back up.

    The modified by field for financial periods seems to only reflect who created or changed the setup of the period, not who opened and closed them with a time stamp. We're going to look into auditing tables and/or database logging for this issue to see what else we can find out.

    Thanks again everyone, much appreciated!



    ------------------------------
    Kerstin Newman
    Business Analyst
    StarTech.com
    London ON
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 9.  RE: Financial periods open after they were closed

    Posted Oct 24, 2019 08:14 AM
    I should have clarified that too - we also put the periods "on hold" and never use the "close" option.  We just refer to that as closing the month.

    ------------------------------
    Vikki Vincent
    Director of Accounting & Operations
    City of Columbus
    Columbus OH
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 10.  RE: Financial periods open after they were closed

    TOP CONTRIBUTOR
    Posted 13 days ago
    We just had this incident pop up.  Similar to the original poster, we are very careful about limiting the access to opening and closing periods and suddenly discovered a number of periods from last year are now open.  It is possible that a request was made to open a period to address an issue and we failed to circle back and close it again after the correction, but the number of open periods makes us doubtful.

    We explored adding the LedgerFiscalPeriod to the database log, but are finding the information provided by log to be pretty much worthless.  It will log that a change happened but is not displaying the legal entity and period that has changed.  In addition, we've found the modified by and date fields that can be added to the ledger calendar screen do not appear to be for the legal entity/period displayed.  If you click on different periods, you will note the created by and modified by  and dates do not change.  I assume that the reference the fiscal year.

    Just editorially, we've generally been disappointed with the create and modified valued available on any screen including the record info.  The are most often blank and at other time the created by and created date are being updated long after the record has been created.  A created by and date should NEVER, EVER change.  Create by, modified by, Created date, and modified dates should ALWAYS be populated.

    ------------------------------
    Mark Schurmann
    Accounting Systems Manager
    Automobile Protection Corp
    Norcross GA
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 11.  RE: Financial periods open after they were closed

    TOP CONTRIBUTOR
    Posted 13 days ago
    Mark,

    I have only ever seen this properly logged by use of an ISV (e.g., FastPath) or a customization on the OOTB db logging functionality, sadly. Given the importance of fiscal periods, you'd assume there would be more offered to us natively.

    ------------------------------
    Ian Gorman, PMP, MCSE
    Solution Architect
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 12.  RE: Financial periods open after they were closed

    SILVER CONTRIBUTOR
    Posted 12 days ago
    Hello Mark,

    Wondering what version you are running on. We are currently working on upgrading from 10.0.10 to 10.0.13. I have not seen this occur in our environment but I am keenly interested in making sure that it does not happen for us! We also "close" periods by changing them to "On Hold" rather than "Permanently Closed". Permanent seems too permanent but we RARELY reopen a closed period and only ever do it for a GL posting or budget change, not for AR, AP, or other modules.

    On a related note after reading through this thread, I have also been very disappointed and frustrated with the lack of audit trail capabilities inherent within Dynamics. Every chance I get, I give Microsoft this feedback. A system like this should have easy to use audit trail capabilities and you should not have to bolt on an ISV to solve this problem. I would encourage everyone to give Microsoft this same feedback and maybe that will help encourage them to prioritize closing this gap in the system.

    ------------------------------
    Karl Arensdorf
    Corporate Controller
    Mansfield Oil Company
    Gainesville GA
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 13.  RE: Financial periods open after they were closed

    TOP CONTRIBUTOR
    Posted 12 days ago
    We are currently on 10.0.12 which we deployed to production about 2 weeks ago.  At this point, I'm not ready to point my finger at the upgrade.  It is more likely human error (mine).  We are looking into creating an alert to notify us when a period greater than 2 months old is in an open status.  If I think our solution might be of interest, I will update this thread.

    I'm curious about how you are providing feedback to Microsoft.  I assume you mean through the ideas webpage.  I will post my questions through a separate thread as it might be of interest to others.

    ------------------------------
    Mark Schurmann
    Accounting Systems Manager
    Automobile Protection Corp
    Norcross GA
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 14.  RE: Financial periods open after they were closed

    SILVER CONTRIBUTOR
    Posted 12 days ago
    Mark,

    I am not familiar with the ideas webpage but I will look into that. I am providing my feedback through my TAM and when the pop up shows up in LCS. I am not sure that this is the appropriate place for it, but I figure it does not hurt and the more different people hear it at Microsoft, the more likely something will be done. I seriously think it is something they need to fix without pushing ISV solutions as the solution.

    I am definitely interested in hearing more about the alerts you are setting up. That would be a great way to combat the problem while trying to determine and solve for the root cause.

    ------------------------------
    Karl Arensdorf
    Corporate Controller
    Mansfield Oil Company
    Gainesville GA
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 15.  RE: Financial periods open after they were closed

    Posted 9 days ago
    Have you looked at Subledger Journal entries not yet Transferred. We have just closed our fiscal year and found out that periods and the Fiscal year can not be closed if there are entries that have not yet transferred. Unfortunately for us we corrected a receipt and expected it to hit in September but since the original receipt was in January and January was still open it hit in January.
    General Journals>Periodic Tasks>Subledger journal entries not yet transferred

    ------------------------------
    DiAnn Brown
    Cost Accountant
    BASi - Bioanalytical Systems, Inc.
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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