From the course: SAP Business One Essential Training

Posting periods - SAP ERP Tutorial

From the course: SAP Business One Essential Training

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Posting periods

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- [Instructor] Remember that error message some of you got on login? For good accounting practices, SAP requires posting periods for the current and previous years. OEC Computers demo database is an archived file made many years ago. So, unless you're using one on a system where someone has been setting up current posting periods, you'll see that message. If you didn't see it or don't have SAP Business One yet, go ahead and skip this video and start the next chapter, unless you're curious or a finance person who'll be doing this at the end of your fiscal year. For most of you, posting periods will only be available to you here in OEC. Your live system will have it locked with the exception for your system administrator and senior accounting staff, because it's very dangerous. If it isn't locked under security, it should be since initialization features are some of the most sensitive parts of your system. It's going to be a problem later if we don't fix this though, so we're going to go ahead and go up here to administration and go into system initialization, and you'll find in here posting periods. This sets up places to store by date, all of our financial transactions. If you're using a system that is not set up before it, you'll probably see an old posting period of probably 2007. And I'm going to scoot this over here and you can see I've got some 2006s and 2007s. And everybody's system is different depending, particularly, on your channel partner. Now, if you scroll down to the bottom on this one, my channel partner, actually, when they set this demo up, did it so that it was already posted up to the current time. So we've got 2021 data here, and I don't need to do this, but I'm going to show you how to do it anyway. You'll notice on the side here that the periods are monthly and you can see that it's got a year and a month as its period name. So it's got that, and it's got posting dates, due dates and document dates that it sets up accordingly for everything that you're doing. So how do you put some more in? So let's say I'm going to put in 2022, I would go over here to the new period button on the bottom and I get a screen like this, and I would put in a period code which is going to be your year, and I'll put the same one for the period name, and it's going to ask me for sub-periods, and then I pick what I'm going to do, is it quarters, months, days. I'm going to do months, which is the usual way most people do this. And it says that I have 12 periods and I've got the default indicator and everything set. And then I'd go ahead and hit add, now I'm not going to add 2022, but if you need to add up to 2021, go ahead and do this. If you don't have several years, you may need to do it for each individual year, depending on your version. So you may need to start like a 2016 and then do 2017, 2018, 2019. Some of the newer versions will let you just do the latest one and it'll catch up for everything you need to do. So it depends on your version of SAP Business One, which one of those will work. I'm going to go ahead and hit cancel here 'cause I don't need it, but that's how you're going to set that up. Again, this should be a function of senior accounting or the system administrator who do this as an end-of-year procedure. Almost everything in this module should be under very secure access to your controller, CFO or system administrator. Limited accounts will not even let you in here. We're now ready to seriously dive into SAP Business One.

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