1. Banner Year End Processing East Carolina University

2. One Instance, One Chart Cash and Accrual data together. Accrual data in Period 14. ECU is on the accrual basis all year long. No separate or cloned instance.

3. End User Training In Banner (INB or SSB), users will need to always choose period 12 when running queries to obtain EOY Cash Balances. Banner Queries will reflect Accrual data when period 14 is selected. When querying prior year, Banner users will always see up-to-the-minute balances, including accrual activity, on FGIBDST and FGITBAL.

4. Close one year - Open new year Clear AP (20001) at end of period 12 for State Funds.  Run FAROINV – Open Invoice report to find totals.  FGRCTRL report will be out by these exact amounts.  Uses original FOAP and account 20001. Close Month End. Run EOM Reports. ECU runs a script to “roll” invoices during each month- end close process except at year end. We remove this process from the automated schedule at end of June.  Changes the transaction date and payment due date on the invoice Header record as well as changes the period on the invoice Accounting lines.  The script does not run until after the year end roll.

5. Close one year - Open new year cont. ECU’s year end roll includes the following Banner delivered processes:  General Ledger Roll (Opens Accrual Period) New Year (period 01) will exist without rolled GL balances for a few days until this is completed.  Encumbrance Roll AP cannot key PO-related documents in the new year until encumbrances have rolled. Purchasing cannot key change orders on PO’s that cross fiscal years.  Budget Roll (for CI and Grant funds only) Run invoice scripts to update document dates into new fiscal year. Reset scripts to run automatically at EOM. Reinstate cleared AP 20001 line in period 14.  Uses clearing funds and account 20009.  Keeps AP open invoices at EOY in accrual period to ensure that the AP liability makes it to the balance sheet (for State Funds).  Perform this step after accrual period opens. Will not be same day that AP is cleared for period 12.  Set to autoclear next year (since use UZ document prefix).

6. Year End Funds and Documents ECU does not use special rule class codes for accrual entries. All manual 14 th period entries were given specific document prefixes: for example  UY = University Adjustments  UZ = University Accruals (to be reversed) CI’s and Grants created new clearing funds to house their accrual activity. In addition, year end clearing funds by purpose were established to record accrual activity.

7. Accrued Invoices ECU used “Banner as delivered” for accruing AP invoices. This process will automatically accrue any invoice where the transaction date on the invoice header record is June 30 th. Continue using Accounts Payable Account 20001 during accrual period. (FTMCOAS) Accrued invoices against a PO - Banner will only allow one more payment against the PO before the PO must be closed. This process is “Banner delivered”. (Do not use process. Manually accrued.)

8. Accrued Invoices cont. Since Banner automatically accrues AP invoices in period 14, BBA (budget balance available) is also updated in period 14, but not in July. For State Funds, a special SAS program was written to capture these records and post them in July so that BBA would be affected.  Against AP line 20009 and original FOAP.  This document will be reversed in 14 th period in current year. Also hit BBA for open invoices at year end in period 01. A SAS program was written to place invoices in new fiscal year when cash is spent.  Against AP line 20001 and original FOAP.  This is the same document but with reversed signs of the period 12 20001 clearing entry.  Document reversed at next year end.

9. NCAS Problems in July Balances in the initial NCAS reports for July were very problematic. 14 th period Grant and CI activity affected period 01. Much more time was spent finding these issues than fixing them.

10. NCAS Details – Operating Ledger Operating ledger YTD entries for Grants and CI’s processed in the 14 th period were updating budgets in period 01 to compensate for the year-end roll. This process is actually OK in Banner, but not for NCAS.  FGRGLEX GL Exception Report is defective. Code was added to the NCAS program to compare July document numbers to those used in 14 th period. If a match was found, the transaction was not sent to NCAS for July (for Grants and CI’s).

11. NCAS Details – General Ledger General ledger entries posted in 14 th period will automatically update period 00 in the new fiscal year. This process is “Banner delivered”. ECU used the new clearing funds set up for 14 th period to record items that should not affect cash reporting. NCAS had this one right and we had to change ECU’s 701 to exclude the effects of period 00.

12. NCAS Details – ENRL Documents Encumbrance roll documents in period 01 used E090 rule class codes. These transactions created automatic NCAS suspense issues. Code was changed in the NCAS program to exclude all documents beginning with ENRL.

13. NCAS Details – BDRL Documents Budget roll documents in Grant and CI funds do not need to go to NCAS or the Grants ledger because these two applications already reflect PTD (project to date) balances. (Only roll Grant and CI funds at ECU; all other budgets loaded.) Code was changed in the NCAS program to exclude BDRL documents in Grants and CI’s. Note that when other funds use the BDRL entries in the future, these will need to flow to NCAS; however, NCAS will not recognize J020’s as budget without a change to GTVSDAX.

14. NCAS Details – Miscellaneous Issues We had some budget documents where the budget period was different than the posting period. Banner will assign the posting period on some indirect entries based on the budget period instead of the posting period. We changed the rule code to force the correct budget period. Check to ensure that newly used rule codes have been added to GTVSDAX before the NCAS program is run. We now have an edit report that catches these. Check to ensure that newly created year end funds are assigned NCAS fund codes and/or ITF attributes. We also have an edit report for this.