This guide provides instructions for using the Financial Calendar (List View and Delete) screens under the General Settings app within the ERP system. It aims to assist the expected professional end user, ensuring that users can effectively view and manage financial calendar data. The List View allows users to see existing financial years, while the Delete functionality enables them to remove a financial year under specific conditions.
- Financial Calendar List View Screen: Displays a comprehensive list of all financial years, including their respective details such as Code, Name, Start Date, End Date, and Status. Users can view, filter, and search for financial calendar records.
- Financial Calendar Delete Screen: Allows the user to delete a specific financial year. However, the system will prevent deletion if there are financial years defined after the selected year or if there are transactions associated with it.
To access and use the Financial Calendar List View and Delete screens, the following preconditions must be met:
- User Permissions: The user must either be an Admin user or have permission to add/edit the financial calendar.
- Existing Financial Calendar Records: There must be existing financial years in the system for the list view to display.
- Financial Calendar List View:
Navigate: General Settings → Financial Calendar → Financial Calendar List View
- Financial Calendar Delete:
Navigate: General Settings → Financial Calendar → Financial Calendar List View → Edit Financial Calendar → Delete Year
¶ 5. User Interaction and System Behavior
Displayed Fields
- Code: Unique identifier for the financial year.
- Name: The name of the financial year (e.g., “2025–2026”).
- Start From: The starting date of the financial year.
- Start To: The end date of the financial year.
- Status: The current status of the financial year (Active/Inactive).
User Actions
- View all existing financial years in a list.
- Filter and search by Code, Name, Start Date, End Date, or Status.
- Click a financial year to view or edit details.
Expected System Behavior
- The system displays the list of financial years, sorted by the most recent by default.
- The list updates immediately when filters or search are applied.
User Actions
- Select a financial year from the list to Edit.
- Click Delete to remove the selected financial year.
System Behavior
- Prevention of Deletion: Deletion is blocked if:
- There are financial years defined after the selected year.
- There are transactions recorded during that financial year.
- If deletion is possible, the system prompts for confirmation; upon confirming, the year is deleted.
Confirmation of Deletion
- On success, the system shows a confirmation message.
- If blocked, the system shows a message explaining the reason (dependent years or existing transactions).
- Financial Calendar List View:
- Users see all financial years with details and statuses.
- Users search and filter financial years quickly.
- Financial Calendar Delete:
- Users can delete a financial year only if no subsequent years exist and no transactions are tied to that year.
- Users receive clear notifications for both successful and blocked deletions.
- The user must be an Admin or have permission to manage Financial Years.
- At least one company configuration should exist to enable financial year setup.
- The current year earnings account must be defined in the Accounting Module for financial year closure.
General Settings Module → Financial Calendar
¶ User-Interactable Behaviors and System Responses
- User Action: Navigate to the Financial Calendar screen.
- System Behavior: Displays a list of previously defined financial years with details such as Code, Name, Start Date, End Date, and Status (Open, Closed, etc.).
- User Action: Click Add New.
- System Behavior: Opens the Financial Calendar definition window.
Header Fields
- Code: Required, entered manually.
“The code must be in year-month (YYYY-MM) format, such as 2025-05.”
- Name: Required, entered manually.
- Select Period *: Required. The start date is auto-calculated based on the end date of the previous year. Options include Current Month, Current Year, the 4 Quartiles, etc.
- User Action: Click Generate Period after defining the financial year.
- System Behavior:
- Breaks the year into monthly periods.
- Populates a grid with Period Number, Year, Month, Start Date, End Date, and a status toggle (initially deactivated).
- The Generate Period button changes to Open Year.
- User Action: Click Open Year.
- System Behavior:
- Updates year status to Opened.
- Updates each period’s status to Active.
- Enables the toggle to activate/deactivate each period individually.
- Button label changes to Close Financial Year.
- User Action: Click Save after completing the configuration.
- System Behavior:
- Validates that periods were generated.
- Saves the year with status Active if successful.
The Financial Calendar (Edit) screen under General Settings lets users edit existing financial calendar details, including the name of the financial year, period status, and the ability to open or close a year—ensuring an accurate financial timeline for transactions.
- The user must have permission to edit the financial calendar.
- The financial year should already be created in the system.
- The user should have access to the General Settings application.
General Settings Module → Financial Calendar → Financial Calendar List View → Edit
¶ User Interactions and System Behavior
- Accessing the Edit Screen
- User Action: Navigate to Edit via General Settings → Financial Calendar.
- System Behavior: Shows the list of financial years; the user selects a year to edit.
- Editing the Financial Year Name
- Fields: Year Name (editable)
- User Action: Enter a new name.
- System Behavior: Validates no conflicts with existing names and saves on Save.
- Editing Period Status
- Fields: Status (dropdown/toggle)
- User Action: Switch Active/Inactive for periods.
- System Behavior: Updates the financial year to reflect the new period status.
- Opening or Closing a Financial Year
- User Action: Click Open Year or Close Year, depending on current status.
- System Behavior:
- Open Year: Status becomes Opened; periods become Active.
- Close Year: Status becomes Closed; periods become Inactive.
Expected Outcomes
- Year name updated successfully.
- Period status reflects the new selection (Active/Inactive).
- Open/Close actions correctly update year and period statuses.