Transcript Slide 1

GENERAL LEDGER
YEAR END PROCESSING
The General Ledger Program must be configured for the new fiscal year before data can be
processed in other modules!
Specifically, you must have the new fiscal calendar created as well as new fiscal year ledgers
before doing any work in the new year!
Use your keyboard arrow keys to move forward and backward through the presentation.
Press ESC to exit out of the presentation at any time.
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Step 1
• Create Fiscal Calendar for New Year
Step 2
• Create New Years Ledgers
Step 3
• Load Balance Sheets into the New Year
Step 4
• Enter and Load New Year Budget Figures
Step 5
• Close to Fund Balance
Step 6
• Recalculate Account Detail
General Ledger Year
End Processing
consists of six steps.
Steps 1 and 2 must be
completed before any
work can be done in
the next year.
Step 3 can be run at
any time and can be
run multiple times.
Step 4 can be run at
any time however
should only be run
once.
Step 5 is usually run
after your audit is
completed and is only
run once.
Step 6 is usually run
after loading balances
and processing the
fund closing journal
voucher. It can be run
multiple times.
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Step 1. Creating the
Fiscal year Calendar.
From the main menu
select FISCAL
CALENDAR to begin
the process.
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2009
Enter 2009 in the Fiscal Year
field and then press
ENTER.
If no calendar entries
appear, then you need to
create the 2009 calendar
entries.
If calendar entries appear,
the Step 1 has already bee n
completed and you can
advance to Step 2.
Click OK and the EXIT.
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You will need to create
entries for each fiscal
period of the year. If you
are on a calendar year,
then period 1 is January,
2 is February, etc.
The End Date must
include 11:59:59pm as
displayed on this screen.
Also remember to ‘check’
the Open box. This will
allow transactions to be
posted to this period.
Finally, remember to
create fiscal period 13 –
usually 12/31/2009 –
12/31/2009.
Period 13 is used for the
‘Close to Fund balance’
voucher and also
auditors year end entries!
NOTE: If you have any problem inserting the ‘time’ portion
of the End Date field, finish your calendar without the time
portion then email [email protected] to let us
know. We will connect to your system and update that field
for you.
When you are done, click
OK and then EXIT.
This completes Step 1.
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Check to make
sure you have
not already
create 2009
ledger records!
Step 2. Create Ledger
From the main
Records for the New
General Ledger
Year.
menu select
Account Inquiry
First, let’s make sure
it has not already
been done. From the
main menu select
ACCOUNT INQUIRY
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Enter 2009 in the Year field
and then enter the first few
numbers of a standard
ledger account.
When done, click FIND.
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If you receive the standard
‘Invalid Use of Null’ error
message, it simply means
no records have been found
so you should continue with
Step 2.
If ledger records appear,
then Step 2 has already
been completed and you
advance to Step 3.
Click END to close the error
message and then EXIT to
close the Account Inquiry
screen.
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Continuing with Step 2 –
Creating New Year Ledgers,
select YEAR END
PROCESSING from the main
menu.
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NOTE: Before creating your
next year ledger records, be
sure to inactive any
accounts you don’t want
carried forward into the new
year.
Go to Accounts > Chart
Maintenance > Retrieve the
Account (s) in question and
set the Fiscal Year ‘TO’ field
to 2008.
Select 1. GENERATE NEW
ACCOUNTING YEAR
LEDGERS to continue with
Step 2.
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The Generate New
Accounting Ledgers
window will appear and
2009 should appear in the
Fiscal Year field.
Click GENERATE to create
the ledger records.
The Generate New
Accounting Ledgers
windows will disappear
when the process is done.
Click EXIT to return to the
main menu.
Step 2 is now completed.
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Step 3 – Loading Balance
Sheet totals into 2009.
From the main menu select
YEAR END PROCESSING.
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The Load Balance Sheets
step transfers your current
year asset, liability and
fund equity balances into
the new year.
This step can be run
multiple times .
It is initially run to create
opening year balances to
work with and then also
after your audit has been
completed.
Select 4. LOAD BALANCE
SHEET ACCOUNTS to
continue with Step 3.
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Fill out the FISCAL YEAR
field by entering the new
fiscal year and then click
LOAD.
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A message block will appear
when the process is done.
Click OK to clear the
message block and then
EXIT to return to the main
menu.
Step 3 is now completed.
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Step 4 – Enter and Load
New Year Budget Figures.
From the main menu select
YEAR END PROCESSING.
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Before you run 4. LOAD
ADOPTED BUDGETS, you
must have already entered
budget figures through the
General Ledger or Budget
Preparation Programs.
If you use the Budget
Preparation Program, be sure
to ‘roll’ the budgets to the
Adopted (A) level before
continuing.
Select 4. LOAD ADOPTED
BUDGETS to continue with
Step 4.
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The LOAD ADOPTED
BUDGETS window will
appear.
Fill out the FISCAL YEAR
field by entering the new
fiscal year and then click
LOAD.
The LOAD ADOPTED
BUDGETS windows will
disappear when the process
is done.
Click EXIT to return to the
main menu.
Step 4 is now completed.
Remember that if you need to
add or edit budget figures
AFTER running the load process,
those changes must take place
via a journal voucher.
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Step 5 – Close to Fund
Balance and recalculate
totals.
This step should be only
run once and usually after
your audit has been
completed.
From the main menu select
YEAR END PROCESSING.
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The CLOSE TO FUND
BALANCE process creates a
journal voucher to zero out
the revenue and expense
control accounts for the year
and move those totals into
the fund balance account.
The journal voucher is
labeled CEYYYYXXXX where
YYYY represents the new
year and XXXX represents the
date it was done.
You will need to review and
process that journal voucher.
In some case, an automatic
reversing voucher is created
at the same time (XCEYYYYXXXX). This can be
deleted.
Select 3 . CLOSE TO FUND
BALANCE to continue with
Step 5.
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The Close to Fund Balance
window will appear.
Fill out the FISCAL YEAR
field by entering the new
fiscal year, leave the fund
field blank and then click
CLOSE.
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A message block will appear
when the process is done.
Write down the voucher ID
listed (CEYYYYXXX)
because you will need to
process this voucher.
Click OK to clear the
message block and then
EXIT to return to the main
menu.
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Step 6 – Recalculate
Account Detail .
This step can be run
multiple times .
From the main menu select
RECALCULATE ACCOUNT
DETAIL.
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The RECALCULATE
ACCOUNT DETAIL window will
appear.
Fill out the FISCAL YEAR field
by entering the new fiscal year
and the n click
RECALCULATE.
The RECALCULATE
ACCOUNT DETAIL window will
disappear when the process is
done.
Click EXIT to return to the
main menu.
Step 6 is now completed.
The General Ledger Year End
Processing is now completed.
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