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Circumstances may arise where you must change from a fiscal to a calendar year or vice versa. You may even have to redefine fiscal years and/or recalculate balances in the General Ledger module. In the event that you must make this type of change it is important to understand how this change will impact your Inventory Management history files. Changing the fiscal/calendar year in the Inventory Management module may cause inventory history to be displayed differently in current periods. This issue will also impact the S/O Customer Sales History File in the Sales Order Module.
History information is stored in inventory history files based on the data file’s key fields and period. For example, the Sales History File (IM9) contains historical information about the quantity sold, dollars sold, cost of goods sold, and quantity returned broken out by period.
Inventory history files include:
Warehouse Item Sales History file
Component Usage History file
Customer Item Sales History file
Item Receipt History file
Vendor Receipt History file
Sales Order history files include:
S/O Customer Sales History file
Note For information on file layouts, see the File Layouts and Program Information documentation.
- In the Web Resources navigation pane (from the Standard Desktop) or the Tasks tab (from the Classic Desktop) click Resources.
- On the Resources page, click the File Layouts and Program Information link.
How the History files are updated depends on a field selection in the Inventory Management Options window. In the Inventory Management Options window, in the Base Inventory Periods On field, select one of the following:
Select Calendar Months to base inventory periods on calendar months. January is displayed as period 1, June as period 6, and December as period 12.
Select Fiscal Periods to base inventory periods on fiscal periods as defined in the General Ledger Fiscal Year Maintenance window.
The Sales Order and Purchase Order modules will also reflect the selection in this field.
If you change the Base Inventory Periods On field selection from Fiscal Periods to Calendar Months, you will receive a message that any existing sales history and issues history may be reflected in incorrect periods due to this change. The change will not result in a recalculation of existing historical data. If an item has existing historical information in any of the inventory history files, the information will be stored in the history file exactly as it was before changing the option; however, the parameters used to display this information will be based on the new selection.
Calendar Months is selected in the Base Inventory Periods On field in Inventory Management Options. The current Inventory Management period is 5.
The Sales History Report displays the following inventory information:
Per 1
Per 2
Per 3
Per 4
Per 5
YTD
QTY SOLD
50
70
56
96
90
362
$ SOLD
$25,000
$35,000
$28,000
$48,000
$45,000
$181,000
If the Base Inventory Periods On field is changed from Calendar Months to Fiscal Periods, the report is the same; however, as new information is posted, the information will be posted to history based on the periods defined in General Ledger Fiscal Year Maintenance, not the calendar month. If 10 items are sold in October where the fiscal year is defined from October to September, the Inventory Sales History displays the following:
Per 1
Per 2
Per 3
Per 4
Per 5
YTD
QTY SOLD
60
70
56
96
90
372
$ SOLD
$30,000
$35,000
$28,000
$48,000
$45,000
$186,000
The original historical data was maintained as originally posted; however, the sales update of the ten items in October now corresponds to period 1, not period 10. A quantity of 10 pieces is added to the existing sales history information stored for period 1 of the year. This could result in the interpretation of the data as an overstatement of the quantity sold for period 1, but it is actually the sum of both postings to period 1 for the year. The first posting was to calendar month January (period 1 of the calendar year) and the second posting was to fiscal period 1 (October 1-31 of the fiscal year as defined in Fiscal Year Maintenance).
Before changing the Base Inventory Periods On field selection or redefining your fiscal periods, print the following reports for comparison. Then print them again after the change is applied.
Inventory Sales History Report (Item Detail)
Inventory Sales History Report (Customer Detail)
Inventory Issues History Report
Inventory Receipts History (Item Detail)
Inventory Receipts History (Vendor Detail)
Customer Sales History (Sales Order Module)
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