Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas INTRO Finance Year End Processing 2.0 Education Solutions Development, Inc.

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Preparing for New Fiscal Year Finance New Fiscal Year Setup - Accounts Roll Forward To New Year Mark Accounts Not Required to be rolled forward to the next year Finance Build New Year Accounts Adding Accounts in New Fiscal Year Year End Balance Rollover Balance Sheet Accounts Student Activity (Internal) Accounts Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Finance New Fiscal Year Setup - Batch Process Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Finance New Fiscal Year Setup - Batch Process Should be run from the current Fiscal Year Overwrite Option First Time Overwrite Recreate – This will delete the existing data and recreate it from the current year. Should not be used if you have added/changed data in the new year Next Document Numbers The process will setup new values for next document number in the new year. Review the next document number on the parameter screen for the various transactions like Requisition No, PO No, Journal Entry NO etc and make changes as required for the next fiscal year as per your district policy. Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Mark Accounts Not Required to be Rolled to the next year This can be done for an individual account on the Account Maintenance screen Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Mark Accounts Not Required to be Rolled to the next year Multi Accounts using batch process – Change Account Select Accounts by element range Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Finance Build New Year Accounts – Batch Process Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Finance Build New Year Accounts - Batch Process Should be run from the current Fiscal Year This process will roll over accounts from the current year to the next year After this process is run, if user adds an account in the current year, it will be automatically added to the next year This process can be rerun, but if accounts have been added in the next year, this process should be rerun with ‘Rewrite’ option If Requisition/PO Entry needs to be open for the next year without Budget Override each time, select the appropriate value for Requested Budget from DDL If the process needs to be rerun to create accounts, select recreate options for Budget and Responsibility Groups (if used) also. Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Adding Accounts in New Fiscal Year Should be run from the New Fiscal Year After ‘Finance Build New Year Accounts’ process has been run, you can add accounts in the new Fiscal Year using one of the following methods Individual Accounts using Online Account Maintenance screen From an Excel Sheet using ‘Mass Creation of Accounts’ – batch process Based on the existing accounts in the current or new year using ‘Mass Creation of Accounts’ – batch process After accounts have been added in the new year using above method, if required ‘Finance Build New Year Accounts’ process should be run only using ‘Overwrite’ option Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Adding Accounts in New Fiscal Year Mass Creation of Accounts – batch process Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Year End Balance Rollover Should be run from the Current Fiscal Year The process can run for all funds/selected funds The process can be run multiple times, the last time after the Year End Close process Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Budget Development A separate session on Wednesday Morning Budget Rollover to GL – batch process This process should be run in the new fiscal year Always select Requested Budget radio button The process can be run multiple time during budget preparation cycle Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Closing Out the Old Fiscal Year Lock Out Requisition Entry Warehouse Catalog Ledger Rollover Roll Forward Remaining Balance Roll Forward Invoices Roll Forward Purchase Orders Enter Yearend Adjustment Entries General Ledger Year End Close Year End Balance Rollover Lock out the old Fiscal Year Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Lock Out Requisition Entry To be done in the old fiscal year on the parameter screen Purchase Requisitions Warehouse Requisitions Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Warehouse Catalog Ledger Rollover – Batch Process Should be run from the Current (old) Fiscal Year Warehouse Ledger is fiscal year oriented Warehouse Transactions are year oriented This process Creates the new year ledger YTD Activity accumulator retained in the old year ledger Beginning balance in the next year is the old year end balances After Rollover, if the transactions are entered in the old fiscal year, the beginning balance is updated in the new fiscal year Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Roll Forward Remaining Budget – Batch Process This process will roll forward the remaining budget for the selected accounts to the next year as budget revision in the beginning period. Should be run from the Current (old) Fiscal Year Filter Accounts by element ranges A Offset Budget Revision will be created in the old year in the fiscal period =99 (closing period) to prevent the same budget getting rolled forward multiple times Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Roll Forward Invoices Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Roll Forward Invoices Should be run from the Current (old) Fiscal Year Recognize Expenses in the old year and defer Cash Disbursement to the next year A special Task can be created for the year end invoices to be roll forward in the old year. This will allow use to assign a separate year end invoice accounts payable (offset) account A special Task can be created for the previous year invoices (roll forwarded from the previous year). This will allow use to assign a separate accounts payable (offset) account for invoices from the previous year. Year End Invoices to be rolled forwarded to the next year should be entered before running the Purchase Order Roll Forward Process A Dummy Financial Institution Account is required to mark the year end invoices as processed in the old year. This process can be run multiple times Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Purchase Order Roll Forward Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Purchase Order Roll Forward Should be run from the Current (old) Fiscal Year Select Purchase Orders by Type, Account Elements or number range Option to roll forward open POs with Zero outstanding encumbrances Option to create budget revisions in the next year to cover the roll forward encumbrances (Not to be used for Student Activity Funds). Option to close encumbrances in the old year This process can be run multiple times if Option is close encumbrances is used Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Create Yearend Adjustment Entries Should be done in the old Fiscal Year The yearend adjustments are entered on the Journal Entry screen by checking the ‘Year End Adj. Entry’ box Update the Adjustment Period=98 on the general ledger Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas General Ledger Year End Close Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas General Ledger Year End Close Should be done in the old Fiscal Year The process creates the closing entries in Fiscal Period=99 The process requires the closing accounts for Revenue, Expenditures at the fund level The process can be run for the selected funds to allow user to have different masks for the closing accounts for set a funds Ex: For General Funds, the closing entries are created at the fund level where as for Special Revenue funds, the closing entries can be at Fund and Source of Fund level The process can be run multiple times for a fund The Year End Balance Rollover process must be run after this process to bring forward the fund balance to the next year Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Lock out the Old Fiscal Year Lock the old fiscal year on the parameter screen Individual users can be assigned special security to be able to enter data on a specific screen in the previous year (after fiscal year lock) Finance Year End Processing

Presented by Education Solutions Development, Inc. ANUA 2013, San Antonio, Texas Open New Fiscal Year On the parameter screen Unlock the new fiscal year Set new fiscal year as Logon Default Year Finance Year End Processing