Changing Fiscal Year End BPCS 6004 MM Jul 99 Cum AS400 -- BPCS-L

Hello, 

I just found out today, that we are changing our Fiscal year end from 
June to Sept, starting this year. 
 
Below I have included a past BPCS mailing list post about changing 
Fiscal year end, but it is referring to BPCS 4.05CD.  We are running
BPCS v6.004 MM Jul 99 Cum on AS400.  Can anyone tell me if the same
procedure 
would apply?  Is there anything else we need to consider?

Also, we have an existing 12 month FY 2001 started from July, and we are 
thinking we would like to convert this to a short year and start a new 
year beginning next month.  If it is possible to have a 3 mo. F/Y 2001 and a
12 mo. F/Y 2001, what could we name the short year?  We have also posted
some October A/P transactions.  

Any advice is greatly appreciated!

Thank you,

Sue Spofford
AS400 Administrator 
D.D. Bean and Sons Company
Jaffrey, NH





To:  AprAlexa@aol.com

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***  This reply is in response to your e-mail message below.  ***
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Subj:    Changing Fiscal Year End to Calendar
Date:   10/28/99 3:07:53 PM Pacific Daylight Time
From:   AprAlexa@aol.com
Sender: owner-bpcs-l@midrange.com
Reply-to:   BPCS-L@midrange.com
To: BPCS-L@midrange.com

Has anyone ever changed their year-end cycle from fiscal (Jul to Jun) to
calendar (Jan to Dec)? And if you have can you tell me what problems you
have encountered We are on BPCS 4.05CD, running on an AS400
Thanks in advance. 

Response for Les Mittman


AprAlexa:

There was a similar question raised on 9/28/99 about this subject from 
nick@galaxy.ltd.uk (Nick).

I provided the following description of the problem as well as a recommended
approach.  I hope that I will help you.

The need to change fiscal years is getting more common as company mergers
continue.  I have done this several times before using the following
methodology:

Summary of Business Need and Conceptual Design:

1.  The business requirement is to change the Fiscal Year definition.  
Therefore, the correspondence between Calendar Month and Fiscal Year/Period
must be altered.

2.  The following partial table illustrates what must occur:

Calendar             Old Fiscal Yr          New Fiscal Yr
(MM/YYYY)          ( Prd/Yr)                 ( Prd/Yr)
07/1999                  01/2000                 07/1999
08/1999                  02/2000                 08/1999
...                             ...                          ...  

12/1999                  06/2000                 12/1999
01/2000                  07/2000                 01/2000
...                             ...                          ...  

3.  The approach is to actually change the data values in the BPCS database
according to the table above.  In summary, the following types of BPCS Files
would need to be converted:

a.  G/L Transaction Files - Journal Header (GJH) and Journal Detail (GJD)
The Fiscal Year and Period must be changed.

b.  Sub-System Transaction Files that store the G/L Fiscal Year/Period (e.g.
Accounts Receivables (RAR), A/P Files, etc.)  The Fiscal Year and Period
must be changed.

c.  G/L Master (GGM), G/L Statistics Master (GSM) - These files contain sets
of buckets (i.e. arrays) for each Period for Last Year, This Year, and Next
Year, as well as for Budgets.  The values in these buckets must be
re-aligned according to the new Fiscal Year.

In addition, the Balance Forward for Asset and Liability Accounts must be
adjusted to reflect the new Fiscal Year definition.  The Retained Earnings
Account must also be adjusted for the net of 
Income and Expense Accounts according to the new Fiscal Year definition.

d.  The Current Fiscal Year in the G/L Company Master (RCO) must be changed.
NOTE:  This field controls the Offset value on the G/L Period Master (GPM)
file.   (see the next point).

e.  G/L Period Master (GPM) - The Start and End Dates for the Fiscal Year
must be changed to reflect the new Fiscal Year definition.  Also, it is
critical that the Offset values stored on the GPM file be changed to point
to the correct GGM buckets after the re-alignment.  


AprAlexa, the above steps outline the methodology that can be used to 
accomplish the results that you require.  There are several other decisions
and considerations that may alter this approach depending on the needs of
your Finance Dept.  It is also critical to carefully coordinate the
conversion process.  Hopefully, this outline will point you in the right
direction.

Please feel free to contact me with any questions about this approach.  I
can be reached via e-mail (LMittman@aol.com) or at my office (847) 831-9388.

Thanks.

Les Mittman
BSI Consulting, Inc.
(Specializing in BPCS implementation and support for 17 years)

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