If administrators want to disable the default behavior for backdating source documents, they can create the custom setting to backdate to open GL areas, and set its value to No. To learn more, see the Kenandy Configuration Guide, which is available on the Resources Page of the Kenandy Community.

You can backdate a new source document by selecting a transaction date and time in a prior period.

If the custom setting to auto-backdate to the open GL area is Yes, is not set, or is unavailable, and:

• If the GL area for the prior period is currently open, then:
  • The posting date and time is automatically updated with the transaction date and time when the cutoff date and time for the GL area is the same as the date and time for the end of the period.
  • The posting date is automatically updated with the earlier of the transaction date and time or the cutoff date and time (less one second) for the GL area when the cutoff date and time for the GL area is earlier than the date and time for the end of the period.
• If the GL area for the prior period is currently closed, then:
  • The posting date and time is automatically updated with the finalized date and time.

If the custom setting to auto-backdate to the open GL area is No, then:

• The posting date and time is automatically updated with the finalized date and time.

The following diagram illustrates how the Posting Date field is automatically populated for backdated source documents:

If the current period is March of 2015, you can backdate a customer invoice by selecting February, 20, 2015 11:00 AM in the Transaction Date field.

Scenario 1

Note the following first scenario:

• The custom setting to auto-backdate to the open GL area is unavailable.
• The Accounts Receivable GL area is currently open.
• The AR Cutoff Date field for the March, 2015 period is the same as the Period End field for the March, 2015 period.

  For this first scenario, the Posting Date field for the customer invoice is automatically updated with the value in the Transaction Date field of the customer invoice.

Scenario 2

Note the following second scenario:

• The custom setting to auto-backdate to the open GL area is Yes.
• The Accounts Receivable GL area is currently open.
• The AR Cutoff Date field for the March, 2015 period is earlier than the Period End field for the March, 2015 period.

  For this second scenario, the Posting Date field for the customer invoice is automatically updated with the earlier following values:

  • The Transaction Date field of the customer invoice.
  • The AR Cutoff Date field (less one second) for the March, 2015 period.

Scenario 3

Note the following third scenario:

• The custom setting to auto-backdate to the open GL area is not set.
• The Accounts Receivable GL area is currently closed.

  For this third scenario, the Posting Date field for the customer invoice is automatically updated with the value in the Finalized Date field of the customer invoice.

Scenario 4

Note the following fourth scenario:

• The custom setting to auto-backdate to the open GL area is No.

  For this fourth scenario, the Posting Date field for the customer invoice is automatically updated with the value in the Finalized Date field of the customer invoice.

You can backdate an existing source document by changing the posting date of the finalized document from after the GL area cutoff for the prior period to before this date. You can change the posting date of a source document to a date in a prior period. When you make this change, the related accounting entry, if any, for the source document is automatically regenerated when the accounting batch job runs.

Because the related accounting entry for the source document is automatically regenerated when you backdate it, backdating eliminates the need to create an accrual for a past source document in the current period, and then delete that accrual at a later date.

Note: When you backdate a source document, you can change only its posting date. You cannot change its finalized date.

1. From the Periods page, click the link for the period containing the source document that you want to backdate.
2. From the Period detail page, click Manage Documents.

   The Modify Posting Date page is displayed.

3. Click the Select Source Document down arrow, and select the type of source document (customer invoice, supplier payment, purchase order, shipment, and so on) that you want to backdate.

   The Modify Posting Date page is displayed again showing all of the finalized source documents for the period and type that you designate. Some of these source documents do not have an accounting entry for the associated transaction.

4. Select the checkbox next to the source document that you want to backdate.
5. Click Modify Posting Date.

   The posting date for the source document you selected changes to the earlier of the transaction date and time or the cutoff date and time (less one second) for the GL area. Also, the accounting entry, if any, for the associated transaction is automatically regenerated when the accounting batch job runs.

To verify the backdated source document, go to the detail page for it, and view the Posting Date field and the accounting entry.