The TxEIS How To Guide Series. Business. How to: CLOSE END OF FISCAL YEAR. Developed by the TEXAS COMPUTER COOPERATIVE

Transcription

1 The TxEIS How To Guide Series Business How to: CLOSE END OF FISCAL YEAR Developed by the TEXAS COMPUTER COOPERATIVE

2 Copyright 2016 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 1 Table of Contents Overview... 3 Prerequisites... 3 Checklist Overview... 4 Delete 1099 Data... 7 Reverse Purchase Orders... 9 Reverse or Delete Requisitions Perform Bank Reconciliation Delete CY Budget Amendments Review and Copy File IDs Copy Current File ID to New File ID...19 Review File IDs...21 Delete Deduction Check Transactions Delete Liability Transfer Transactions Prepare the Current Year File ID Perform End of Month Closing Close Funds Create New Accounts Move Budget to Finance Update Bank Account Group by Fund Update Employee Distribution Fiscal Year Delete Prior Year Funds Update User Accounts Update Finance Options Update HR Options Perform Account Inquiries... 55

4 Create File ID Backups Perform Purchasing Maintenance Print Reports Delete Old Account Codes Duplicate Auditor Adjusting Entries Create ASCII File

5 Overview This guide provides an overview of how to close out the end of a fiscal year in Finance. It is important to address the following questions as you proceed with the end of fiscal year closing process. Based on your responses to the following questions, the process can have variations that may require a different path. Visit the Contents section in the online Help under Finance > Finance Checklists to view the Finance Fiscal Year Option B and Finance Fiscal Year Option B Supplement checklists for additional information: Have June and August payroll entries been processed? Have all purchase orders been processed, and the final check run completed? Are you bringing balances forward into the new file ID? Do you need to set cutoff dates for budget amendments and purchasing? Did you prepare the journal entry to move the 3700 to 3600 funds balance? Be sure to create a backup of file ID C prior to beginning processing the outlined steps. This guide provides the steps to end an old fiscal year and begin a new fiscal year by performing the following processes: Prepare Finance for the budget move. Prepare the budget to be moved to Finance. Update Finance after moving the budget. Prepare to move the next year payroll to current year. Note: Verify all payroll processing for the prior year is completed and interfaced to Finance prior to beginning this process. Prerequisites This guide assumes that you are familiar with the basic features of the TxEIS Business system and have reviewed the TxEIS Business Overview guide. For more detailed information about individual fields, please see the online Help in TxEIS Finance. This guide is based on TxEIS

6 Checklist Overview Notes: Fiscal years and file ID numbers used throughout this guide are examples, which may differ in production situations. Most processes prompt you to create a backup. z If you click Yes, follow the steps to create a backup. z If you click No, the process will continue. The following steps are covered in this guide. Delete 1099 data. Reverse outstanding purchase orders. Reverse or delete requisitions. Reconcile bank accounts. Delete current year budget amendments. Review and copy file IDs. Delete deduction check transactions. Delete liability transfer transactions. Prepare the current year file ID. Perform the end-of-month (EOM) closing process. Close funds. Create new accounts. Move the budget to Finance. Update bank account groups by fund. Update the employee distribution fiscal year. Delete prior year funds. 4

7 Update user accounts. Update Finance options. Update Human Resources options. Perform account inquiries. Create file ID backups. Perform Purchasing maintenance. Print and review reports. Delete old account codes. Duplicate auditor adjusting entries. Create the ASCII file for the auditor. 5

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9 Delete 1099 Data Use the Create 1099 Work Table utility to delete existing 1099 data from the tables. If 1099 work table data is not deleted, backup files will not be imported. Note: Deleting the work table transactions does not delete 1099 transactions. Finance > Utilities > Create 1099 Work Table 1. Leave the Beginning Date and Ending Date fields blank to delete all existing 1099 table data. 2. Click Delete. A message is displayed informing you of the number of rows deleted from the 1099 work table. Click OK to close the dialog box. 7

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11 Reverse Purchase Orders Prior to reversing outstanding purchase orders, you must determine if you are going to pay purchase orders against your historical file ID. If you plan to pay against your historical file ID, do not proceed with this step. You can return once you have copied the current year file ID to a historical file ID. If you do not proceed with this step, the encumbrances are copied to the historical file ID and can be processed. Be sure to complete this step in the current file ID, which allows you to delete the prior year funds from the current file ID. If you do not plan to pay against your historical file ID, then proceed with reversing the existing purchase orders. Note: Unpaid purchase authorizations (PAs) must be reversed on an individual basis on the Finance > Maintenance > Postings > Check Processing - PA tab. Purchasing > Utilities > Mass Purchase Order Reversal > Reverse PO by Fund 1. Select the fund/year accounts for which you want to reverse purchase orders, and move the funds to the right side of the page using the arrows. Only select those fund years that will not stay in the current year. For example, if you have a multi-year fund that will continue into the new year, then you would not move the fund to the right side. 2. Click Execute. A preview report is displayed with a list of purchase orders to be reversed. 9

12 Click Process to continue. A message is displayed prompting you delete the records. Click Yes to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 10

13 Reverse or Delete Requisitions Use the Mass Delete Requisition Records utility or the Mass Reverse Pending Requisitions utility to remove existing soft encumbrances. If the Mass Delete Requisitions Records utility is run, any pending requisitions are permanently deleted. If the Mass Reverse Pending Requisitions utility is run, the pending requisitions are set to a saved status and returned to the originator. This process allows the originator to add the new year account codes, resubmit the requisitions, and save the requisitions for future reference. Purchasing > Utilities > Mass Delete Requisition Records or Mass Reverse Pending Requisitions The process is the same for both utilities. 1. Select the fund/year accounts for which you want to mass reverse pending requisitions, and move the funds to the right side of the page using the arrows. 2. Click Execute. The Mass Delete Requisition Records by Fund/Year report is displayed. 11

14 Click Process to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. Note: Depending on which utility you run, either the encumbrances are completely deleted, or the encumbrances are only reversed and returned to the originator in a saved status. 12

15 Perform Bank Reconciliation Use the Bank Reconciliation page to make sure that all bank accounts are reconciled. Note: If you are performing a partial close, this step is optional. Reference the Option B checklist in the online Help to continue the process. Finance > Maintenance > Bank Reconciliation 1. In the Bank Acct Group field, select a bank account to reconcile. 2. In the Acct Period field, select an accounting period to reconcile. 3. Select Include Prev File ID to include all unique, unreconciled checks and deposits from the previous file ID. Any previous file ID check numbers or cash receipt numbers that exist in the current file ID are not included. If a listed check or deposit is reconciled, any similar or duplicate check or deposit from the previous file ID (even though it was not displayed) is reconciled. Note: When Include Prev File ID is selected, the previous file ID is not exported. It is recommended that you run the Export by File ID utility before the bank statement is reconciled. 4. Click Retrieve. All pending deposits and outstanding checks for the selected bank account group and accounting period are displayed. 13

16 5. Select the pending deposits or outstanding checks to be reconciled. 6. Under Bank Statement, make the necessary selections. 7. Under System, make the necessary selections. 8. Using your bank statement and the data on the page, ensure that any discrepancies are resolved. 9. Click Update Totals to update the totals if additional checks or deposits are selected or unselected for reconciliation. 10. Click Comments to display the comments dialog box. The comments entered in the dialog box are printed on the last page of the Bank Reconciliation report. The comments entered in the dialog box are not saved and have to be entered again if you click Save as Pending or close the dialog box without reconciling. 11. Click Save as Pending to save your work and resume at a later time. 12. Click Reconcile to finalize the bank reconciliation. A message is displayed prompting you to continue. Click Yes to continue. If you click Yes, a message is displayed prompting you to print Bank Reconciliation reports. Select the reports you want to print, if any, and click Print. The reports are displayed in a separate window. 14

17 When you return to the Bank Reconciliation page, a message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 15

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19 Delete CY Budget Amendments If you use the budget amendment feature in Finance, you must delete all current year budget amendments. This step is optional. Important: You can longer retrieve posted budget amendments that are deleted. Finance > Budget Amendment > Delete Amendments > Fund/Fiscal Year 1. Select the fund/year accounts for which you want to delete budget amendments, and move the funds to the right side of the page using the arrows. 2. Under Delete Options, select Unposted Amendments to delete any unposted budget amendments. 3. Click Execute. A preview report is displayed with a list of amendments to be deleted. 17

20 Click Process to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 18

21 Review and Copy File IDs Use the following utilities to review existing file IDs and create the new historical file ID. Copy Current File ID to New File ID Prior to creating the new historical file ID, if necessary, delete the existing file ID that conflicts with the file ID to be copied. For example, delete file ID 6 ( ) to allow the fiscal year data to be saved in file ID 6. In this example, log on to the historical file ID 6 ( ) and use the Move to New File ID utility to copy that file ID to another historical file ID. Note: As a precaution, it is recommended that you Copy rather than Move all fund/years to the new historical file ID. Finance > Utilities > Move Current to New File ID 19

22 1. In the New File ID field, select the file ID to which you want to move or copy funds. The file ID can be alpha or numeric. 2. Select Move or Copy, or select the individual funds to be moved/copied. To move all funds, click Select All at the bottom of the table. 3. Click Execute. The following warning message is displayed prompting you to continue. Click Yes to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 20

23 Review File IDs After copying the historical data to another file ID, log in to the current file ID and delete the applicable file ID. For example, delete file ID 6 ( ) to allow the fiscal year data to be saved in file ID 6. Note: All existing historical file IDs are subject to open records requests. Finance > Utilities > Delete by File ID 1. Select the file IDs to be deleted and move the file IDs to the right side of the page using the arrows. 2. Click Execute. The following warning message is displayed prompting you to continue. Click Yes to continue. A progress bar is displayed with the table names for which data is being deleted. 21

24 A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. After this process is completed, be sure that you are logged on to the current file ID and follow the steps in the Copy Current to New File ID section of this guide to copy the current file ID data to the applicable historical file ID (e.g., file ID 6). 22

25 Delete Deduction Check Transactions Use the Mass Update/Delete tab to delete all processed and unprocessed deduction check transactions. Human Resources > Payroll Processing > Deduction Checks > Mass Update/Delete 1. Under Method, select Mass Delete. 2. In the From Pay Date and To Pay Date fields, select the range of pay dates for the ending fiscal year (include all pay frequencies). 3. Select Delete Unprocessed Checks and Delete Processed Checks. Notes: z To verify outstanding transactions that need to be addressed, you can run the two options separately, but first run Delete Unprocessed Checks. z When processed transactions are deleted, the associated check transactions will no longer be available on the bank reconciliation page. 4. Click Execute. A message indicating the number of records to be deleted is displayed. Click Yes to continue the process. A message is displayed indicating that the process was successfully completed. 23

26 Click OK to close the dialog box. 24

27 Delete Liability Transfer Transactions Use the Mass Update/Delete Utility to delete existing processed or unprocessed liability transfer transactions. Human Resources > Utilities > Transfer Transaction Processing > Mass Update/Delete 1. Under Method, select Mass Delete. 2. In the From Pay Date and To Pay Date fields, select the range of pay dates for the ending fiscal year (include all pay frequencies). 3. Select Delete Unprocessed Checks and Delete Processed Checks. Note: When processed transactions are deleted, the associated check transactions will no longer be available on the bank reconciliation page. 4. Click Execute. A message indicating the number of records to be deleted is displayed. Click Yes to continue the process. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 25

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29 Prepare the Current Year File ID At this point, you have created the historical file and copied the fund data to the historical file ID. Now, you are ready to update the current year file ID (C) to prepare for the new fiscal year. Prior to moving forward, be sure that you are logged on to the current year file ID, and also make sure that you have addressed the following tasks: Reverse purchase orders. Clear unpaid checks by processing the check or deleting the related transaction. Use the Mass Change Account Code utility to create the new fund/years in the fund code table. Finance > Utilities > Mass Change Account Codes > Fund/Year 1. Select the fund/year to mass change to next year tables, and move the fund/years to the right side of the page using the arrows. You will notice that the year for each selected fund increments by one when moved to the right side of the page. 2. Click Execute. A preview report is displayed with a list of the fund/years to be mass changed. 27

30 Click Process to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. Note: You can use the Finance > Tables > Account Code > Fund page to review the new available fund/years. 28

31 Perform End of Month Closing Run the End of Month Closing utility to perform the EOM closing process, which closes the current accounting period and opens the next period for accounting purposes. Be sure to create your exports prior to and after the EOM closing process. Note: The current accounting period should now be 09 (September if finance year is September through August) or 07 (July if finance year is July through June). Be sure to reference additional notes and outcomes about the EOM closing process in the online Help. Finance > Utilities > End of Month Closing 1. In the Year of Accounting Period Being Closed field, type the year in the YYYY format (e.g., 2015). The year is used by the Detail General Ledger to sort transactions by calendar year. It does not affect any other areas in the system. 2. The Month of Accounting Period Being Closed and Last End of Month Run Date fields are display only. 3. Click Execute. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 29

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33 Close Funds Use the Fund Close 5XXX-8XXX utility to close all revenue and expenditure accounts for which you will be bringing forward balances in the balance sheet accounts (1XXX-4XXX). Additionally, this process creates general journal closing entries to reverse estimated revenue, realized revenue, and appropriation and expenditures balances, and then posts the differences to the fund balance account (1XXX-4XXX). This step is optional and only needs to be processed when bringing forward balances. IMPORTANT: Skip this step if you plan to continue processing in the historical file ID, or if you are waiting for an auditor s closing or opening entries for all funds. When a fund is closed, a journal voucher is created changing all 5XXX-8XXX account balances to zero. And, any differences between the revenues and expenditures are posted to the fund balance. Finance > Utilities > Fiscal Year Processing > Fund Close 5XXX-8XXX 1. Under Fund/Yrs To Close, select the fund/years to close. 2. Under Funds Balance, select one of the following: z In the Close Fund Balance to Object Code field, select an appropriate code that will be used to close the 5XXX-8XXX accounts to the selected fund balance account. One fund balance object code can have more than one row of funds. The fund balance object code remains the same for all rows of the group of funds. 31

34 z Click Use Budget/Actual Fund Balance Obj.Sobj in Fund Code Table to close the 5XXX-8XXX accounts using the offset accounts (Budget/Actual Balance Obj Sobj and the Actual Fund Balance Obj Subj) from the Fund Code table. 3. The JV Number field is set to by default, but you can type another journal voucher number. If a duplicate journal voucher number other than is typed, an error message is displayed. This is a required field. 4. The Transaction Date field is set to the system date, but you can type another date. This is a required field. 5. Click Execute. The Fund Close Report is displayed. 6. Click Process. A message is displayed indicating that the process was successfully completed. Click OK. The resulting closing amounts are displayed on the following report: Click Cancel to return to the Fund Close 5XXX-8XXX page. 7. Run the Finance > Reports > Finance Reports > Journals, Checks, Detail Ledgers > General Journal (FIN1150) to print the journal entry data. 32

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37 Create New Accounts Use the Create New Accounts by Fund utility to copy the balance sheet accounts and amounts from the current fund and fiscal year (e.g., FY 5) to the new fund and fiscal year (e.g., FY 6). Be sure to create a backup prior to performing this process. Finance > Utilities > Fiscal Year Processing > Create New Accounts by Fund 1. Select the fund/years to be moved to the next fiscal year, and move the fund/years to the right side of the page using the arrows. 2. If you choose to carry forward totals, select Carry Forward Totals for each fund/year to carry current fund totals forward to the new fund/year. Only the totals for account classes 1, 2, and 3 are carried forward. Totals for account classes 4, 5, 6, 7, and 8 are set to zero. Note: If you are only performing a partial close, create the balance sheet accounts, but do not carry forward totals. 35

38 3. When all selections have been made, click Execute. A preview report is displayed. Click Process to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 36

39 Move Budget to Finance Once the next year budget is approved, the budget is ready to be moved to Finance. Make sure that you compare the amounts in the Next Year Approved column on the Budget Account Codes Inquiry page to the Next Year Approved column on the Budget > Maintenance > Budget Data- Quick Entry > Approved tab to ensure accuracy. After the Move Budget to Finance utility is run, the accounts are created as well as a journal entry to open the new funds for the year. Finance > Utilities> Fiscal Year Processing > Move Budget to Finance 1. Under Update Amount Options, select Full Amount if you are moving your budget to Finance for the first time. Note: If you need to run the utility again, select Difference to prevent the budget from being overstated in Finance. 2. Under Copy Account Options, select Copy Account Code Tables to ensure any new account component is available in Finance. If there is a missing account code component, Finance will not update the budget. If you select Copy zero balance accounts, general ledger accounts that have not been budgeted from are created. 37

40 3. Under Accounting Period, select Current or Next to indicate which period to post to the general ledger. By default, Current is selected if Current Accounting Period Close is not selected on the Finance > Tables > District Finance Options > Accounting Periods tab. If Current Accounting Period Close is selected on the Tables > District Finance Options > Accounting Periods tab, Next is selected. 4. The JV Number field is set to by default, but you can type another journal voucher number. If a duplicate journal voucher number other than is typed, an error message is displayed. This is a required field. 5. The Transaction Date field is set to the system date, but you can type another date. This field is required. 6. Click Execute to move the budget funds to the Finance general ledger. When data from Budget is moved to Finance, the following occurs: z The JV Number Description field is populated with MOVE BUDGET TO FINANCE. z The Reason field is populated with OPENING ENTRY. 7. If no error report is displayed, or if you click Process on the error report (for an out-ofbalance situation), the following reports are displayed: Note: The first report displays the account changes (i.e., fund balance entries) and the second report displays the budget data. 38

41 z Account change notifications are produced if a fund being moved is not in balance (e.g., Estimated Revenues + Other Uses does not equal Appropriations + Other Uses + Fund Balance). The journal voucher number and the transaction date are displayed in the report header. If the budget is not in balance, the move can still be processed. The difference is automatically entered in the Budgetary Fund Balance, or you can cancel the move and correct the budget. z A general journal is produced if any accounts are updated in Finance. The journal voucher number and the transaction date are displayed in the report header. After reviewing the reports, click Process. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 39

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43 Update Bank Account Group by Fund Use the Mass Change Bank Account Group by Fund utility to update the fund listings for those funds that have bank accounts set up. Finance > Fiscal Year Processing > Mass Change Bank Account Group by Fund 1. Select the fund/years to be updated and move the fund/years to the right side of the page using the arrows. 2. Click Execute. A preview report is displayed. Click Process to continue. A message is displayed indicating that the process was successfully completed. 41

44 Click OK to close the dialog box. 42

45 Update Employee Distribution Fiscal Year Use the Mass Update Employee tab to update the fiscal year for all employees (active and inactive). Human Resources > Utilities > Mass Update > Employee 1. In the Pay Status field, select Both to include both active and inactive employees in the process. 2. Under Reset, select Fiscal Year to reset employee data for a specific fiscal year. In the field to the right, type the last digit of the fiscal year for which the employee data is to be reset. Note: You must select the Fiscal Year field to enable the text field next to it. 3. Click Execute. The Employee Mass Update report is displayed. 43

46 Click Process to continue. A message is displayed indicating that the process was successfully completed. Click OK to close the dialog box. 44

47 Delete Prior Year Funds Use the Delete Funds utility to delete old fund/years from the current file ID. Finance > Utilities > Fiscal Year Processing > Delete Funds 1. Select the fund/years to be deleted and move the fund/years to the right side of the page using the arrows. 2. By default, Allow Delete without Closing is not selected. All fund balances must be zero (closed) before the funds can be deleted. An error message is displayed to warn you if a fund has current or next period balances, and the fund is not deleted. 45

48 If Allow Delete without Closing is selected, funds can be deleted where fund balances are not zero. 3. Click Execute. A preview report is displayed with the fund/year status information. Any errors need to be corrected in order to delete all of the selected fund/years. Click Process. A message is displayed indicating that the process was successfully completed. 46

49 Click OK to close the dialog box. The below table provides possible error messages and solutions: Error Message Not deleted. Has unpaid checks. Not deleted. Outstanding purchase orders exists. Not deleted. Exists in the BFN_BANK_ACCT_FUNDS table. Not deleted. Exists in the BHR_PAY_DISTR table. Not deleted. Exists in BHR_PAY_LIAB_ CHECKS table. Solution Unpaid checks exist for the fund. The transaction can be reversed on the Finance > Maintenance > Postings > check Processing-PO or PA tabs and the Purchase Order tab. The fund has outstanding purchase orders in Finance. The outstanding purchase orders must be reversed prior to the fund being deleted. Reference the Reverse Purchase Orders section. The fund is being used in the bank account fund groups table for a bank account. Reference the Update Bank Account Group by Fund section or delete the fund on the Finance > Tables > Bank Account Fund Groups > Bank Account Group Funds tab. The fund is being used in an employee s distribution code in Human Resources. Reference the Update Employee Distribution Fiscal Year section. The fund has existing deduction check transactions. Reference the Delete Deduction Check Transactions section. 47

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51 Update User Accounts Use the Mass Update User Account by Fund utility to mass update all account codes assigned to specific years. The fund/year does not need to exist on the Finance > Tables > Account Codes > Fund tab. If the fund/year exists in the table, but the Fund Description field is blank, or if the fund/year does not exist in the table, the following message is displayed in the To Fund/Yr Description field: Fund/Yr does not exist in Finance. The process will run correctly regardless of this message. District Administration > Utilities > Mass Update User Account by Fund 1. Select the fund/years to be updated and move the fund/years to the right side of the page using the arrows. 2. Click Execute. A message is displayed indicating that the update was successfully completed. Click OK to close the dialog box. 49

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53 Update Finance Options Use the District Finance Options page to update the district finance options for the new fiscal year. Finance > Tables > District Finance Options 1. Under Finance Options, update the following fields: z Current Finance Fiscal Year z School Year z Previous Year File ID Note: If applicable, update the Student Activity Fund/Year field. 2. Use the Clearing Fund Maintenance tab to update the Finance and Payroll Clearing Fund/Fiscal Year fields. 3. Click Save. 51

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55 Update HR Options Navigate to the Human Resources > Tables > District HR Options page to update district Human Resources options. Human Resources > Tables > District HR Options 1. In the Payroll Clearing Fund/Year field, select the fund/fiscal year for the current year to be used as the clearing fund/fiscal year when interfacing to Finance. 2. In the School Year for PEIMS Codes field, type the school year for the PEIMS edit tables in the YYYY format. Note: If the School Year for PEIMS Codes field does not contain a valid value, then values will not be displayed in the PEIMS drop-down fields (e.g., Sex, Ethnicity, etc.) on the Maintenance > Staff Demo > Demographic Information page. 53

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57 Perform Account Inquiries In Finance, print the applicable reports and perform inquires to verify that all funds for the new fiscal year and the approved amounts were successfully moved from Budget. Also, confirm that the appropriate funds and fiscal years have been moved to the new file ID. Finance > Inquiry > General Ledger Account Summary 1. Select any of the following fields to include in the inquiry: z Processed - Reports account balances as of the end of the last reporting period. z Current Period - Reports account balances as of the current accounting period. z Next Period - Reports account balance as of the next accounting period. z Balance Accounts Only - Reports only account classes 1, 2, 3, and 4. z Include Fund Totals - Reports class totals by fund. z Exclude Objects 61XX - Excludes all object codes that begin with In the Account Code fields, select the account codes you want included in the mask. The account code components are displayed as a mask with all Xs. Complete the digits that are used during the selection process, and only those account codes that match the ones specified are retrieved. For example, if you want a summary of all supply accounts for campus 001, the account mask would look like the following: XXX-XX-63XX-XX-001-XXXXXX 3. Click Reset to clear the account code and return to the default setting (all Xs). 55

58 4. Click Retrieve to process the inquiry based on the values selected. The page displays the general ledger account summary report. Fund totals by class are reported at the end of each fund. 56

59 Create File ID Backups Use the Export by File ID utility to create a backup of the current and new file ID. Finance> Utilities > Export by File ID 1. Select the appropriate file IDs by using the arrow buttons to move the selected file IDs to the right side of the page. 2. Click Execute. You are prompted to continue. z Click Yes to continue. A message is displayed prompting you to enter an archive password, which will be used at a later time if you need to import the backup file. 57

60 ßß ßß Enter the password and click OK. The tables are exported. In the Save As dialog box, type the file name and click Save to save the.rsf file to the desired folder. A message is displayed indicating that the update was successfully completed. Click OK. The process is repeated for the next selected file ID to be exported. After each file ID is processed, you are returned to the Export by File ID page. 58

61 Perform Purchasing Maintenance If you use the next year Purchasing feature, move next year requisition tables to the current year. This process allows you to encumber funds since the accounts are allowed to exceed their budgeted amounts. Finance > Utilities > Fiscal Year Processing > Clear/Move NYR Requisitions to CYR 1. The Requisition Accounting Period in Current Finance field is display only and is populated by the requisition accounting period data from the Finance > Tables > District Finance Options page. Requisitions that are moved to Finance will be created in the current accounting period displayed. 2. In the PO Date field, type a date to override the purchase order date, encumbrance transaction date, and requisition purchase order date for next year purchase orders that have not been printed or purchase orders for which the Confirm Only field is not selected. z If the PO Date field is blank, the process does not override the mentioned dates. z The PO Date field is disabled when Clear Next Year Requisitions Only is selected. 3. Select Move Next Year Requisitions to Current and Update Finance to transfer all next year requisitions to the current year and update the Finance general ledger. 4. Click Execute to move the requisitions to the Finance general ledger. A preview report is displayed. 59

62 Click Process to continue. A message is displayed indicating that the update was successfully completed. The following message is displayed if there are no requisitions for next year. Click OK to close the dialog box. 60

63 Print Reports Print and review the following reports, as well as any others you see necessary, to verify the accuracy of the Finance data. 61

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65 Delete Old Account Codes Use the Account Codes Fund tab to delete funds that are no longer needed. Finance > Tables > Account Codes 1. Select the row(s) to be deleted. Rows to be deleted are highlighted red. 2. Click Save. A message is displayed prompting you to continue. Click Yes to continue. A Save successful message is displayed at the top of the Account Codes page indicating that the rows were successfully deleted. 63

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67 Duplicate Auditor Adjusting Entries Use the Journal Actual tab to duplicate the adjusting entries from the prior fiscal year file ID to the current file ID, as you will need to record the auditor adjusting entries in the prior fiscal year file ID for PEIMS. If you have completed all steps successfully, notify Human Resources so that they can proceed with the First Payroll of the School Year Checklist. The first payroll for the school year cannot be processed until the budget has been moved to Finance, and the clearing fund for the new fiscal year is created. Finance > Maintenance > Postings > Journal Actual 1. Retrieve a JV Number. 2. In the transaction section, select an existing transaction to be duplicated. Click Duplicate JV. The associated journal actual fund/fiscal year transactions are displayed. 3. Click Execute to create the duplicate JV. A message is displayed indicating that the update was successfully completed. 65

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69 Create ASCII File If necessary, you can log into the historical file ID to create an ASCII (i.e., text) file for the auditor. Finance > Utilities > Finance Audit Extract 1. Under Create Finance Audit File from, select Current Month s General Ledger. This option provides the balances for all of the accounts in only the current month. You can leave the Year 1 and Year 2 fields blank. Caution: If the extract is run a second time and saved to the same drive or CD on the same day, the file is not overwritten, but all records are added to the first file. It is important to note that if you are doing multiple extracts on the same day, it is highly recommended that you rename the path or folder so you have both copies. Submit the copy that reflects your August 31 balances. 2. Click Execute. A text file is created with the current balances, which your auditor can upload. Note: The utility can be run more than one time; however, you may want to post all of your end-of-year entries prior to running the utility. 67

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