Error: One or more of the Fiscal Time Periods selected is in use

Products

• Clarity PPM SaaS
• Clarity PPM On Premise

Issue/Introduction

I'm getting the following error when trying to change a Fiscal Period: One or more of the Fiscal Time Periods selected is in use and cannot be deactivated.

Is there a way to make changes to Fiscal Periods that have already been used including modify, delete or deactivate? Example scenarios: 

• Deactivate older fiscal time periods so they are not available for selection when creating cost plans or in other areas of Clarity
• Modify future fiscal period dates already in use/activated 

Steps to Reproduce (Deactivate scenario):

1. Login as an application administrator
2. Go to Administration, Finance: Setup, Entities
3. Select an existing Entity, Fiscal Time Periods
4. Select/check an active Fiscal Time Period
5. From the 'Actions' link, select 'Deactivate' 

Actual Result: Red Error Message appears: One or more of the Fiscal Time Periods selected is in use and cannot be deactivated.  Sometimes, no error message is given at all, the application simply refreshes and the item is not deactivated as expected.

Environment

Release: All Supported Releases

Component: PPMFNM

Cause

This is working as designed. Once a fiscal period is in use, it cannot be changed.

When the Administrator attempts to deactivate a specific Fiscal Time period, the application checks to see if the period is being used in the following places:

• Chargeback Invoices: If it is used here, you cannot delete the invoices, so you won't be able to release the use of the fiscal period for deactivation.
• Investment Financial Plans (Cost Plans, Benefit Plans and Budget Plans): You can update Cost Plans and Benefit Plans properties to change the data not to include this fiscal period date.  If BUDGET Plans exist where it uses or encompasses the specific Fiscal Time Period, you won't be able to modify the Budget Plan to release the use of the fiscal period for deactivation. If the fiscal period is used in inactive investments, you can choose to delete all financial transactions and delete the investment to release the fiscal period. 
• Administration, GL Allocation - Standard Rules (Debit) & Credit Rules: You can locate and remove references to the Fiscal Time Period 
• Administration, Finance: Setup, Entity, Financial Plan Defaults: You can remove the default settings for the Fiscal Period selections not to include this date period
• Custom Fiscal TSV Attributes: If you have a custom, fiscal TSV attribute defined and object instance data is using the selected fiscal period, you can change the data to not include this fiscal period date.  

Resolution

1. Once a Fiscal Time Period has been used it cannot be deactivated: 

• There may be places where you can remove the use of the time period (and other places where you cannot as per the functionality, to keep the data integrity intact)
• See the Cause section of this article for areas that may have to be updated to remove reference to the fiscal time periods to allow updates

      2. To determine where a fiscal time period is being used preventing modification / deactivation of the Fiscal Time period:

• Open the  attachment FiscalPeriodUse.txt at the bottom of this page for a SQL SELECT query for each vendor. This query identifies where the fiscal time periods are being used in your database. 

     3. The only supported method for changing a Fiscal Time Period date range is through the application when the period is in a 'deactivated' state. 

     4. We do not support direct database table updates as this can cause data integrity issues. 

     5.  The application only allows editing dates for the following (see Cannot change dates of existing Monthly Fiscal time periods for more details):

• Editing the END Date for the LAST Fiscal period type is allowed because then you do not have overlapping or gaps in dates.
• Editing the START Date for the FIRST Fiscal period type is allowed because then you do not have overlapping or gaps in dates.

Additional Information

If message appears:  "New periods must not create a gap with the existing periods", please review the following article:

Message When Editing or Deleting Fiscal Time Periods - New periods must not create a gap with the existing periods