General General Ledger Ledger

Fiscal Year Fiscal Year EndEndClosing out Closing out

20042004

WELCOME!WELCOME!To the Year End To the Year End

Workshop.Workshop.During this workshop and During this workshop and presentation, references will be presentation, references will be made to the “current year” and made to the “current year” and “next year” or “new year”.“next year” or “new year”.

CURRENT Year will be the Fiscal CURRENT Year will be the Fiscal Year beginning July 1, 2003 and Year beginning July 1, 2003 and ending June 30, 2004 (referred to as ending June 30, 2004 (referred to as 2004)2004)

NEXT or NEW Year will be Fiscal NEXT or NEW Year will be Fiscal Year beginning July 1, 2004 and Year beginning July 1, 2004 and ending June 30, 2005 (referred to as ending June 30, 2005 (referred to as 2005).2005).

This Presentation will cover the This Presentation will cover the following procedures.following procedures.

•Year End ProceduresYear End Procedures

•Roll BalancesRoll Balances

•Roll BudgetsRoll Budgets

•Create Auditor FileCreate Auditor File

•Create Auditor File (County Create Auditor File (County Format)Format)

Roll Balances:Roll Balances:PREREQUISITES: Closing and/or reserve accounts must be defined in office manager. PERFORMANCE TIME: July 1st or the first day of the new fiscal year if your site

depends on the information on the computer system to tell you how much money you have available, otherwise when the books are closed.

RUN MULTIPLE TIMES: Yes.EFFECT OF EXECUTION: Closes result of operations (revenue and expenditure

ledgers) to fund balance and/or reserve accounts defined in office manager option under closing account definition. The balances for an individual fund, a range of funds, or all funds may be rolled in this procedure.

BENEFITS OF MULTIPLE ROLLS: The beginning balances on the new year will be updated by the rolled balances from the prior year.

SIDE EFFECTS OF MULTIPLE ROLLS: The existing data will not be replaced by the additional rolling of balances. If you must roll balances multiple times, we recommend you contact the Support Center to assist you in running the utility to "clear beginning balances". Not clearing the beginning balances for the new fiscal year may cause the fund balance account to be incorrect as the result of an earlier rolling of balances would not be replaced with the newer roll.

Year End Procedures

To access the Roll Balances option, select #21 – Year End, from the General Ledger Main Menu.

Roll Balances

Select #04 – Roll Balances, from the Year End Menu.

Roll Balances

•Enter Year to Roll: Must be the Current Fiscal Year.•Enter Division: Must include your sites division number, or you can leave blank to include all divisions.•Roll Funds (From/Thru): Leave blank to roll all fund balances to the new year. If you want to specify a particular range of funds to roll forward, type in that range.

Roll Balances

You will be prompted for verification that you are ready to roll the balances. If the screen is correct, type “Y” and hit <ENTER>. If the screen is not correct, type “N” and hit <ENTER> to correct the screen.

Roll Balances

As the balances are rolled, the system will let you know it is “Working On…:” the roll.

When done, the system will return you to the Year End Main Menu.

Roll Budgets:Roll Budgets:PREREQUISITES: Used only when budget prep fields contain the budget for

new year. Those sites entering budget information in the original budget field will not execute this option.

PERFORMANCE TIME: The first day of the new fiscal year or any time after the budget has been adopted by the governing body.

RUN MULTIPLE TIMES: Yes.EFFECT OF EXECUTION: Writes to the ledger budget field the information

carried in the budget prep field.BENEFITS OF MULTIPLE ROLLS: If the budget field on the ledger is

cleared by mistake, the information could easily be reinstated by rolling the budget again.

SIDE EFFECTS OF MULTIPLE ROLLS: None

Year End Procedures

To access the Roll Budgets option, select #21 – Year End, from the General Ledger Main Menu.

Roll BudgetsSelect #05 – Roll Budgets, from the Year End Menu.

NOTE: This option is only done if you entered the new year budget into the current year budget prep fields.

•Enter Year to Roll: Type in the Current Fiscal Year (year that has budget entered).•Enter Division: Type your sites division number. If you have multiple divisions, you will need to run this option for each division.•Budget Field to Roll: Type 1, 2, 3, or 4 to roll the budget amount from the correct prep field.•Roll Funds (From/Thru): If you want to include all funds in the budget roll, leave these fields blank, otherwise type the range you want to specify.

Roll Budgets

The system will prompt you at the bottom to verify your are ready to roll budget. If the screen is correct, type “Y” and hit <ENTER>. If the screen is not correct, type “N” and hit <ENTER> to make necessary changes.

Roll Budgets

As the budgets are rolled to the new fiscal year, the system will prompt you it is “Working On…”.

When done, you will be returned to the Year End Main Menu.

Create Auditor File:Create Auditor File:PREREQUISITES: General Ledger records for the fiscal year will

be ready to go to auditor.PERFORMANCE TIME: When ledgers are ready to go to auditor.RUN MULTIPLE TIMES: Yes.EFFECT OF EXECUTION: Creates a text file in the user's home

directory named GLAUDI. Text file can be dumped to diskette for auditor to use with auditing software.

BENEFITS OF MULTIPLE EXECUTIONS: Information in auditor file will be updated to reflect what is on your system.

SIDE EFFECTS OF MULTIPLE EXECUTIONS: None.

Year End Procedures

To access the Create Auditor File option, select #21 – Year End, from the General Ledger Main Menu.

Create Auditor FileSelect #06 – Create Auditor File, from the Year End Menu.

Enter Year to Create: Type the current fiscal year, if necessary. This will create the file based on that years data.Enter division: Type in your sites division number, if necessary. IF you have multiple divisions, you will need to run the option multiple times.Show Decimals: If you want the values to be shown in decimal format, type “Y”.Create as Text File: Type “Y” to create the file in text, easily read, format.

Create Auditor File:Create Auditor File:

The file will be named “GLAUDI” and can be found under the user home directory. Please call Zortec/Delta Support Staff if you need assistance in finding the audit file.

Create Auditor File (County Format)

If you are a county, select option #07 – Create Auditor File (County Format).

Create Auditor File (County Format)Enter year to Create: Type the current fiscal year if necessary.Enter Division: Type in your sites division code, if necessary, or leave blank to include all divisions.

Create County Auditor Create County Auditor File:File:

The file will be named “GLAUDI” and can be found under the user home directory. Please call Zortec/Delta Support Staff if you need assistance in finding the audit file.

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