Set Up Accounting Dates (1205 onwards)

Created by Migration Bot, Modified on Fri, 23 Oct at 11:23 AM by Migration Bot

Originally written by User c9a5f, last updated Jan 30, 2026, on the Swan Retail knowledge base (FRS).

This optional routine allows cut off dates to be set, which when used will stop retrospective postings to an accounts system. It is a way of locking posting to a period even though postings to that period are still being finalised within the accounts system.

Activity within SwanFRS generates data which at some stage may be published to an accounting package.

This information is then used by the accountancy application to update various nominal account codes.

To stop the potential of transactions being sent to ‘closed accounting periods’, SwanFRS has a concept of accounting dates. The idea here is to list the ‘start of period’ dates and then set the active flag to the first day of the earliest open accounting period in your accounting system. This will then be the date that any transaction dated prior to this date will be adjusted to – For example, if you have closed the accounting period for the month of March 2016 then the active accounting date in SwanFRS should be set to the first day of the next open period, which in this case will be 01/04/16. Consequently, if a transaction dated 01/03/16 occurred in FRS, it would be sent to the accounting application with the 01/04/16 date.

Once set, the active accounting date will also restrict the date to which payments, refunds, allocations, cash reconciliation and finance reconciliation can be posted to dates on or after this date. Also, payments and refunds with dates earlier than the active accounting date cannot be amended. To correct a payment or refund in a closed period, a new payment or refund must be made in the active account period instead. This ensures that bank deposits can be reconciled within the correct period and that customer deposits and debtor reports at a specified date do not change in SwanFRS once you have closed this period in your accounting system.

Menu Location: System Admin > Accounts > Set Up Accounting Dates

On entry to the program, the operator will be requested to select

A trading Company , where configured within SwanFRS
A Business Area , where configured within SwanFRS
A Location from a restricted locations list.

Access to the company, business area and / or location is controlled via user privileges, with the POWER_USER privilege giving access to all levels.

Once selected, the routine will this the accounting dates set for the specified trading location.

Click the NEW button or New on the side panel to generate a new record.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

The routine shows the active date first on any listing, followed by all other dates in descending order.

Item	Description
Accounting Date	This date represents the first postable transaction date for the linked accounting system. Any data collected in SwanFRS with a date earlier than this date will be automatically adjusted to the specified date. Any transaction dated on or after this date, when active, will not be adjusted.
Description	Optionally, specify the name (period) this date relates to.
Active	Tick this field to indicate this date is the earliest active date within the system. Only one date in the list can be set as active.

It is recommended that a reminder is set in your calendar to change the active record or change the Accounting date commensurate with the change of period in your linked accounting system.

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