CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting. Fund Accounting - Closing the Fiscal Year Learning Guide

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Fund Accounting - Learning Guide 2009 Central Susquehanna Intermediate Unit, USA

2 Table of Contents INTRODUCTION Run Option Fields...4 Create...5 Performing the Process...5 Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 2 of 8

3 INTRODUCTION This Learning Guide will review: Summarizing functions 0301, 0302, 0307, 0601, 0602, 0605 into Fund Balance Creation of the Journal Worksheet Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 3 of 8

4 The CLOSE FISCAL YEAR menu item allows you to: Summarize account codes with functions 0301, 0302, 0307, 0601, 0602 and 0605 by account code. Create a journal voucher batch with one entry per account code that reverses the sign of the summarized total. Add one 0770 entry per fund to the batch for the Fund Balance adjustment (do not reverse the sign of the account code total). An exception report is generated noting any account code errors. The report also lists debit and credit totals by fund for the records being processed. Run Option Fields Fiscal Year: Required. Select the fiscal year for this process/report. Close Date: Required. By default, the first day of the selected fiscal year is entered; change as needed to enter the starting transaction date. Fund: Select the fund(s) that you would like to include in the report or leave blank to include all funds. Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 4 of 8

5 Create Create Journal Worksheet Entries: By default this checkbox option is selected, indicating that the selected type of records will be created. Deselect this option to generate the exception report only. Journal Description: This option is available if the Create Journal Worksheet Entries option is selected. By default, "Close Year" is entered; change, as needed, to enter the journal description for the adjustment records (up to 50 characters). Fund Balance Adj Description: This option is available if the Create Journal Entries option is selected. By default, "FY09 Closing Adjustment" is entered; change, as needed, to enter a description for the Fund Balance Adjustment Description (up to 50 characters). Performing the Process Specify the appropriate Run Option fields and click Run Now to begin the process. If unposted entries exist you will receive a warning. Click Cancel and then review and post the necessary entries. Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 5 of 8

6 In this example, notice that the header information is incomplete. The Create Journal Entries indicator is NO. In addition, the report includes a message to let you know this process ran in the edit mode. Because the Fund was left blank, all funds have been included. Also, notice that there are no rejected entries. After you review this report and are ready to complete the process, rerun with the Create Journal Worksheet Entries check box option selected. Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 6 of 8

7 In this example, notice that the header information is complete. In addition, the report includes a message that the Journal Worksheet has been created. Also included is the message that the worksheet must be reviewed and posted. Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 7 of 8

8 To close out the control accounts, this journal will need to be posted. The control accounts are listed followed by the fund balance accounts. Remember when you have more than one fund included in a journal worksheet that each fund must balance within the journal worksheet. To finish closing out the control accounts, this worksheet must be posted. Clients who do not want to close revenue and expenditure control accounts may skip this step and move to Transfer General Ledger Account Balances. Rev: 06/08/ Central Susquehanna Intermediate Unit, USA Page 8 of 8

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