Opinions

Dynamics 365 for Finance and Operations – Open and close fiscal periods using Excel

Sten Baumgarten - Functional Architect D365 Finance at DXC

In Dynamics 365 for Finance and Operations Enterprise edition (D365), Microsoft introduced cross company functionality for closing a fiscal period for multiple legal entities from the same global form.

The functionality are found under General ledger > Calendars > Ledger calendars.

Select the legal entities that are going to have “Period status” or “Module access” changed. Select each legal entity by left clicking with the mouse in the column left to the company ID. All legal entities can be selected pressing the check mark marked with a red square.

2. Update period status

After selecting the legal entities and press the menu item “Update period status” to change period status for the selected legal entities.

Microsoft have changed the name of the period status codes:

·       On hold: transactions cannot be made in the period

·       Permanently closed: period cannot be opened again

After period code have been selected press “Update”

This updates the legal entities selected with the selected period status.

3. Update module access

Update module access works in almost the same way: select legal entities and press the menu item “Update period status”.

Select the drop down menu item “Application module”, select module and press “Select”.

Select the drop down menu item “Access level”.

“All” and “None” are default values. ABC is a user group created under System administration > Users > User groups

  • All: All user with a security role that give access to the module can make transaction in the module within the selected fiscal period
  • None: No users can make transactions
  • ABC: Only users within that group are allowed to make transaction in the module within the selected fiscal period

After selecting the correct value press “Update”.

This updates the module access:

4. Update period status and module access using Excel

The reason for writing this post is not the sections above. They are just part of the post to give a better understanding for additional functionality are needed if you want to update period status or module access for many fiscal periods for many fiscal years.

Microsoft have thought of that. The tool D365 provide is the “Open in Excel” functionality. Select “Ledger fiscal calendar period”.

Select “Download”.

When the download is completed, the users have signed in and the data connector have updated the sheet with data from D365 you change the period status or module access for the relevant legal entities and fiscal periods. This can be done by copy and paste.

When done you select “Publish” to update D365 with your selecting.

Refresh the ledger calendar form to discover that the updated Period status.

I think “Open in Excel” is much more efficient when changing Period status or Module access for many fiscal periods compared to doing the update from D365. :-)

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Dynamics 365 for Finance and Operations – Open and close fiscal periods using Excel
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