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Organization Preferences - Entry Dates Tab

Access this tab with Administrative user rights using Organization>Organization Preferences.

Use this tab to create warnings and limits for transaction entry in the system. When you enter a date here, the system warns or prohibits users when they try to enter transactions with an Effective Date that is outside the specified date.

Prohibit and Warn dates do not apply to the following forms, since they automatically generate entries:

A/P System Generated Checks and Vouchers (Activities>Check Writing>Write Checks or Void Checks/Vouchers/Invoices or Activities>Accounts Payable>Pay Selected A/P Invoices )
A/R System Generated Invoices (Transactions>Accounts Receivable>Edit A/R Invoices
Receipt Writing (Activities>Receipt Writing)
System Close Year End (Activities>Close Fiscal Year)

Transaction: The system displays all transaction entry forms that require a document date or an effective date.

Prohibit Prior To: Enter a date, or use the calendar control to select a new date. During transaction entry, if you enter an Effective Date that is prior to the date in this column, the system displays an error message and does not allow the transaction to be entered.

Warn Prior To: Enter a date, or use the calendar control to select a date. During transaction entry, if you enter an Effective Date that is prior to the date in this column, the system gives you a warning, but still allows you to enter the transaction.

By default, the Prohibit/Warn Prior To date is the first day of the fiscal year that was specified when the organization was created (File>New Organization). Consequently, users are warned if they try to enter a transaction for the previous fiscal year. However, you can change or delete these default dates.

Warn After: Enter a date, or use the calendar control to select a date. During transaction entry, if you enter an Effective Date that is after the date in this column, the system gives you a warning, but still allows you to enter the transaction.

By default, this date is the last day of the fiscal year that was specified when the organization was created (File>New Organization). Consequently, users are warned if they try to enter a transaction for the previous fiscal year. However, you can change or delete these default dates.

Prohibit After: Enter a date, or use the calendar control to select a date. During transaction entry, if you enter an Effective Date that is after the date in this column, the system displays an error message and does not allow the transaction to be entered.

For Void Checks, the system uses the "New Effective Date" or the "Original Effective Date" when checking for the Prohibit and Warn dates entered on this tab.
For the dates you enter on this tab to be effective, the Prohibit Prior To date should be the earliest date entered in one row. Similarly, the Prohibit After date should be the latest date entered in one row.
Once you have created your organization, remember to keep these dates current.
The Close Fiscal Year and the updated database process (Activities>Close Fiscal Year) updates the entry dates on this tab.