When you maintain your fiscal calendar in the Financial Application Global Maintenance window, you can set a period to have either an Active, Closed or Locked status.
The ACTIVE status is pretty straight forward — It will allow transactions to occur in the period.
Setting the period to CLOSED or LOCKED status will prevent new transactions from being entered into the period.
But why have 2 settings to prevent transactions? What is the difference?
Well it all comes down to security.
If you CLOSE a period, anyone who has access to the Accounting Window (under the LEDGER menu) can easily toggle the status back to ACTIVE using the “Close/Reopen Period” function (as shown below) – and allow new transactions to occur in the period.
If you LOCK a period, then this “Close/Reopen Period…” feature will be disabled. The only way the period can be “Reopened” is through the Financial Application Global Maintenance which should be locked down (with limited access) from users.
This setup allows for tighter controls in your organization.
OK. So no sooner did I just post this piece I get pinged from a colleague letting me know that I may be promoting bad “Visual” accounting practice.
So let me put on my accounting hat on…
By no means did I intend to say that you should be opening and closing your periods from the Financial Application Global Maintenance window. You should be doing this from the Accounting Window using the “Close/Reopen Period” feature. The reason being is that the Accounting Window will ensure that there are no unposted transactions in the period you’re closing, whereas the Financial Application Global Maintenance window will allow you to CLOSE or LOCK a period with unposted transaction (not good).
The Locked status is only available from the Financial Application Global Maintenance window and will prevent users from reopening the period from the Accounting Window – reinforcing the fact that the reporting of the period is final
This post was intended to explain the difference between the CLOSED and LOCKED status when maintaining your fiscal calendar.
Accounting hat off