End of Financial Year Setting Changes
Nothing is more frustrating than when you go to post that receiver that you spent 30 minutes ensuring it was ready to post only to encounter the following message.
01/02/2022 is outside allowable transaction dates. To fix, either 1) Change the transaction date. 2) Update Current Calendar setting in Setup/Sys/Company:Main to current calendar year. 3) Update Setup/Sys/Sys Security Code:Transaction Dates.
You are receiving that error because your assigned calendar year in NCR Counterpoint is not set to the include today’s date. This typically occurs at the end of your fiscal/financial year. For many businesses, the year ends on 12/31 each year and the phone calls come pouring into the Accelerando Help Desk.
Each year on the first day of your new financial year, you will need to change the calendar to the current year. NCR Counterpoint is flexible enough to prevent most users from posting in last year while leaving a few select users to post as needed. In this article, we’ll review how to:
- Update your Calendar Year in NCR Counterpoint to match your current financial year
- Add a new Calendar Year in NCR Counterpoint if it doesn’t exist
- Checking Security Settings to ensure some trusted users can post in last year
Update your Calendar Year in NCR Counterpoint
From the Main Menu click
Setup > System > Company
Look for the Calendar Setting on the right hand of the screen.
When you click the magnifying glass to the right of the year. This will open all available years to select the appropriate one.
Click on the year, in this case 2022, and then select OK at the bottom of the screen.
If you don’t have the year you need, scroll down to the next set of instructions, we’ll show you how to add it.
Confirm the year is correct then click the SAVE icon (floppy disk) to save. Have your users log out and back in and try posting again!
Add a New Calendar Year and Update the Company Setting
From the Main Menu click
Setup > System > Company
Look for the Calendar Setting on the right hand of the screen.
When you click the magnifying glass to the right of the year. This will open all available years.
If the year you need is missing, then click the Add button to add this year.
Tip: You might consider adding several years to make next year a little easier.
Insert the calendar year
Set the Begin Date
Set the End Date
Set the Last Year Calendar (prior to the year you are setting up)
Set the Next Year Calendar (the year after the one you are setting up today)
You need to next set your Seasons, Months, and Weeks. NCR Counterpoint can set these defaults. Click Set Default Dates for help.
Ending Date for the first week – If you don’t care what day your week starts then you are going to choose 1/7 of the year and all of your weeks, seasons (or quarters), and months will auto set for you. If you have a special set of weeks, refer to your last calendar to guide you on start and stops. These can get pretty complicated and each business requirement varies.
Use week – You have two options. Dates or Numbers. This really lets you define how you will number the week. If each week will reflect a date or a number.
Once you have made your selection, select OK.
Your Seasons, Months, and Weeks have now been populated for you. Review and ensure they are accurate.
Click the SAVE icon (floppy disk)
This will save the year and automatically update the calendar year on the company screen.
Once on the company screen, verify that the correct year has been selected.
Now click the SAVE icon (floppy disk).
Ask all of your users to log out and log back into Counterpoint for the change to take effect.
Checking Security Settings to ensure some trusted users can post in last year
NCR Counterpoint allows you to set security settings to prevent users from posting in a previous month (especially once accounting has closed that month). It can also prevent you from posting in a previous year. You will find an explanation of the system security settings to ensure your users are setup with the appropriate access to posting documents (tickets, orders, inventory, purchasing, etc).
From the Main Menu click
Setup > System > Security Codes.
You’ll want to review each security code you have setup for your users. In this case, I have a code MGR intended for my store manager.
Click the Transaction Dates Tab
So, now that you’re here, let’s explain what all of these fields mean.
Previous trx # months – In this scenario, we allow our manager to post 1 month in the past. This means that on January 2, 2022 our manager can post transactions as far back as 12/1/2021. If this were set to 2, they could post as far back as November 1. Each number added gives an additional month of posting. It is not recommended to set it larger than 1 month unless you have a very specific business case to do so. If you do not wish for your user to post in a previous month, set the number to 0.
Allow trx for last calendar – This allows you to post in the last calendar year. In this case our calendar is 2022. If this is not checked, my users are not able to post in December – even if I have the previous month set to 1 because the user isn’t allowed to post in a previous calendar. If you need your manager to be able to post in December of last year, you’ll want this checked.
Future posting should not be turned on unless you have a very specific business case for posting in the future.
Future trx # months – In this scenario, we do not allow our manager to post in the future, so this number is set to 0. If I set it to 1, this would mean that on January 2, 2022 our manager can post transactions as far forward as 2/28/2022. If this were set to 2, they could post as far forward as March 31, 2022. Each number added gives an additional month of posting.
Allow trx for next calendar – This allows you to post in the next calendar year. In this case our calendar is 2022. If this is not checked, my users would not be able to post in the year 2023.
Still need assistance
If you have read the article and still need assistance, Accelerando is here to help. You can call our support line at 888-899-1911 or submit and online request authorizing assistance.
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