Q - If we use System Period Control (under Global Setup -> System) and have the dates set to 01/01/15 - 2/28/15 (see example below,) why does the system allow Recurring A/P Transactions past the 2/28/15 to be posted? It prevents us from entering vouchers beyond the 2/28/15 G/L Distribution date but allows recurring transactions to go beyond that date. Why is that?
A - The purpose of “System Period Control” is to control those transactions with date entries that:
- Will affect General Ledger;
- Have a process that has a "user interface" to allow the user to enter that date field.
The recurring transaction matches condition 1, but it does not fit condition 2 because the post recurring transactions are a report function and do not have a user interface.
One of the primary purposes of “System Period Control” is to prevent the user from accidentally entering a “bad” date due to data entry errors. It is more accurate to say the “System Period Control” is designed to prevent “bad” dates, more than it is designed to control the accounting period.
With a recurring transaction, data entry errors can only happen when it is set up initially for the first time. But we can’t control the date based on system period at that time because users will commonly set up initial recurring dates in the future periods. When the recurring entries are posted, the system determines the dates automatically, so there’s no user interface to allow the users to enter a “bad” date.
Generally speaking, the recurring functions are controlled by managers and it is unlikely to have a “bad” date due to data entry error. As a result, we do not apply “System Period Control” to any recurring functions throughout Elliott.