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Fiscal Year-End Closing Local Government Corporation

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Fiscal Year-End Closing. Local Government Corporation. Fiscal Year-End Closing. General Overview. Clean up and correct current fiscal year data. Ensure all current year accounting activity has been processed. Make entries in preparation for next fiscal year. - PowerPoint PPT Presentation

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Fiscal Year-End Closing

Local Government Corporation

General Overview

Ensure all current year accounting activity has been processed

Fiscal Year-End Closing

Clean up and correct current fiscal year data

Close the month of June- Make Mid-Closing Backup (recommended)

Close the PO File (if applicable)- Make Pre-Closing Backup

Make entries in preparation for next fiscal year

Close the fiscal year- Make Post-Closing Backup

Things to look for:- - -

-

Some “Red Flags” are:----

Fiscal Year-End Closing

Clean up and correct current fiscal year data

Over expenditures that need budget amendments Payables & receivables from prior fiscal year that need adjusting Miscellaneous posting errors that need correcting

“Due to” and/or “Due from” accounts

Liability accounts with debit balances (balance sheet report) Asset accounts with credit balances (balance sheet report) Expenditure accounts greater than 100% of budget (expenditure report) Liability accounts with left over pennies (balance sheet report)

The following screens demonstrate typical errors

Miscellaneous posting errors

Odd debit balances

Leftover pennies

Major Problem

Fiscal Year-End ClosingA Problem Balance Sheet

Fiscal Year-End Closing

Over Expenditure?

Posting Error?Fiscal Year-End Closing

Fiscal Year-End Closing

The following screen shows you where to get the above report

A favorite report displaying potential budget problems

Fiscal Year-End Closing

This is where to get the GL Detail Listing report from previous screen

Where to get GL detail

Fiscal Year-End Closing

NOTE: GASB54 Reporting: The GASB54 Balance Sheet will not print during the year end closing. GASB54 Accounting will be maintained in a data directory, separate from your regular set of data files. The GASB54 Accounting process can be ran anytime after the Fiscal Year End process has been completed. For detailed instructions for GASB54 processing, visit http://lgdocs.lgcinternal.com/fg/fye/pdf/GASB54%20Yr%20End%20Instructions.pdf

Ensure all current year accounting activity has been processed

Reprint reports to verify corrective entries had the desired effect?

Clean up PO file (if applicable) - - -

-

Have all current year PO’s been entered? Are there partially liquidated PO’s that need liquidating? Do current year PO totals match 34110-Current Year Encumbrance Control? Any prior year PO’s that need canceling?

Are there any entries needed to Reserve Accounts?

Fiscal Year-End Closing

Update Year To Date TotalsClears and updates the fiscal year to date totals on the vendor activity screen. It should be run by entering July 1 of the NEW fiscal year and June 30 of the NEW fiscal Year

Before running Year End PO Closing you might want to run the PO Balancing Report (if applicable)

Purchasing - Fiscal Year End

Fiscal Year-End Closing

If your PO’s are making encumbrance entries to the ledger, the PO Balancing Report is a very useful tool to help troubleshoot PO problems.

Purchasing - Fiscal Year End

Fiscal Year-End Closing

These amounts are from PO’s that were processed in Feb but mistakenly given a July date. So, they posted to the next fiscal year.The PO’s were then voided but they were voided with an effective date of Feb. The correction didn’t post to the same fiscal year as the original encumbrance. Therefore, these amounts are still an outstanding problem.

The PO Balancing Report

Fiscal Year-End Closing

Cleaning the PO file only needs to be done if your PO’s are making encumbrance entries to the ledger

Cleaning up the PO File

If you are satisfied that all outstanding PO’s are validAnd

No additional PO’s for the current fiscal year need to be enteredThen

You are ready to close the PO file

Closing the PO file makes the necessary GL entries to roll current year encumbrances to Prior Year encumbrances

Before Closing PO File

• Enter PO’s dated June• Enter PO’s dated July• Print checks dated June on June PO’s• Print checks dated July on July PO’s

You May . . .

You must not print checks dated July on June (or current year) PO’s

Fiscal Year-End Closing

After PO file closed but before year end closing

You may . . .• Enter PO’s dated June –

• Enter PO’s dated July

• Print checks dated June -

• Print checks dated July on July PO’s

You must not print checks dated June attached to ANY PO’s

Fiscal Year-End Closing

but then you must run Update Year End PO Closing option

as long as it’s not attached to ANY PO’s

After PO file closed but before year end closing

If you should need to enter June PO’s after running the Year End PO Closing, you may do so but you will need to run the Update Year End PO Closing process. It will update only the PO’s entered since running the previous PO Closing option.

Fiscal Year-End Closing

After Year-End Closing

Business as usual - all checks and accounting entries must be dated July 1 or later

At this point you are about ready to actually begin the closing process. But before you do a few reminders.

You may . . .

Fiscal Year-End Closing

Reminders . . .

Make sure your LGC remote support capability is working properly

No one should be processing ANY work while you are closing June or Year End

Make sure you have needed supplies, toner/printer ribbons, 2-part paper, etc.

Fiscal Year-End Closing

Reminders . . .

1. “Pre Year-End Backup” (daily)2. “Mid Year-End Backup” (daily)3. “Post Year-End Backup” (system)4. Copy Files to Work Directory

Fiscal Year-End Closing

Reminders . . . You may want to check your accounting date

To do this go to . . .Accounting, File Handler, File Maint. System Maint. Accounting Parameter Maint

And be sure the Accounting Date is June

Fiscal Year-End Closing

Reminders . . .

Make sure that this field is set to ‘NO’ so that system won’t update the budget after the year is closed.

Using the ‘NO’ setting you will have to manually update your prior year totals.

Fiscal Year-End Closing

Check the Update Budget File at Year-End parameter

The month end closing for June looks and acts like any other month end closingProcess the 4 steps in sequence as you normally would

Fiscal Year-End Closing

Month End Closing

Beginning the closing process

Make “Pre Year-End Closing Backup” (daily)

Close month of June – same as you would any other month

Fiscal Year-End Closing

Before beginning the Year End Closing Process be sure to load the Year-End update from LGC

Year-End Closing Process

After closing June

Make “Mid Year-End Closing Backup” (Daily)

Copy Files to Work Directory

Fiscal Year-End Closing

Year-End Closing ProcessFiscal Year-End Closing

If you attempt to enter the Year End Closing option without completing this process you will be presented with the following error message . . .

Fiscal Year-End Closing

Year-End Closing Process

Click OK then go back and run the option to copy files to work Directory

Fiscal Year-End Closing

Year-End Closing Process

Click OK then go back and run the option to copy files to work Directory

Fiscal Year-End Closing

Year-End Closing ProcessDepreciation Updated?

A reminder to update G/L from Fixed Assets

Fiscal Year-End Closing

Year-End Closing Process

After copying files to work directory, Run these steps in sequence to close the year end

City Year-End Menu

After completing step 3 stop and send a daily backup to LGC if we are printing your reports

Fiscal Year-End Closing

Year-End Closing Process

Once your reports have returned from LGC you need to complete step 4 by running SCL ACF007

Fiscal Year-End Closing

Year-End Closing Process

Fiscal Year-End ClosingHow To Run ACF007

• Go to 'Sys Opt', and select 'Run Freestanding SCL'

• At the program name, enter ACF007

• Press <enter> at the 'Continue' prompt• For 'Period', enter a '2' for Year End• Under 'Process Status', press <enter> down to 'Accounting Reports' and enter '9' for 'Completed'• Press 'Update' (F4) and press <enter> at 'Yes'• Press 'Esc' key to exit and go back to the GL Year End menu. This allows you to pick up with Step 5.

Step 6. Point of No Return For Counties!

Once this step is started you cannot restart the closing process without reloading a backup

Fiscal Year-End Closing

Year-End Closing Process

Step 5. Point of No Return For Cities!

Once this step is started you cannot restart the closing process without reloading a backup

Fiscal Year-End Closing

Year-End Closing Process

Fiscal Year-End Closing

Post Year-End Closing Process

After running all steps of End of Year Process make “Post Year-End Closing Backup” (System)

Compare June 30 Trial Balance that printed during Month End to the Trial Balance that printed during Year End. Make sure balances rolled correctly

Fiscal Year-End ClosingPost Year-End Closing Process

Ending balances for Asset and Liability accounts should roll to the July 1 beginning balances

The balance in the Fund Balance Account reflects the net difference between Revenues/ Expenditures, Prior Year Encumbrances, and Reserve Expenses For Prior Year

County Trial Balance

Fiscal Year-End Closing

Post Year-End Closing Process

Balances from Revenues and Expenditures close into the Fund Balance account. The Current Yr Expenditure and Revenue Control accounts always begin the fiscal year with a zero balance (they never roll to the next fiscal year)

Only Beginning Balances will show on this report (no July entries)

County Trial Balance

Fiscal Year-End ClosingPost Year-End Closing Process

Ending balances for Asset and Liability accounts should roll to the July 1 beginning balances

The balance in the Fund Balance Account does not roll. It reflects the net difference between Revenues and Expenditures

City Trial Balance

Fiscal Year-End Closing

Post Year-End Closing Process

Balances from Revenues and Expenditures close into the Fund Balance account. These accounts always begin the fiscal year with a zero balance (they never roll to the next fiscal year)

Only Beginning Balances will show on this report (no July entries)

City Trial Balance

GASB54 AccountingThe GASB54 Balance Sheet will not print during the year end closing. GASB54 Accounting will be maintained in a data directory, separate from your regular set of data files.

The GASB54 Accounting process can be ran anytime after the Fiscal Year End process has been completed.

For detailed instructions for GASB54 processing, visit: http://lgdocs.lgcinternal.com/fg/fye/pdf/GASB54%20Yr%20End%20Instructions.pdf

GASB 54 Accounting

Changes to Fund Balance

GASB 5434200-Nonexpendable34500-Restricted34600-Committed34700-Assigned34900-Unassigned

July to June:34120-Reserved for encumbrances34990-Reserverd for other general purposes39000-Undesignated Fund Balance

Copy Files for GASB reporting

Journal Entry to Restate Equity Balances

Fiscal Year-End Closing

Year-End Closing Process

You have successfully completed the Year End Closing Process

If you have any questions, call LGC support