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How do I enter new budget information for the next year?


In General Ledger, you can enter new budget figures in several ways. In Add/Edit Budgets you can use:

Option

Function

Copy Budget

Use this option to copy your current budget to the new year. When copying the budget to the new year, you can increase or decrease your budget by a percentage.

Under Manage Records, click the Budgets tab. In the drop-down list, select Add/Edit Budgets, then click Go. Click Copy Budget.

Edit by Grid

Use Edit by Grid to enter or edit budget information for multiple accounts at once.

Select the correct fiscal year in the Add/Edit Budgets window and click Edit by Grid. Select by Month or by Year and enter the budget figures in the correct fields.

Start Excel

To edit the dollar amounts in the accounts, you can export your budget to a Microsoft Excel file. After editing ONLY the DOLLAR AMOUNTS for each budget account, import the file back into ACS.

Under Manage Records, click the Budgets tab. In the drop-down list, select Add/Edit Budgets, then click Go. Click Start Excel.

Edit by Grid

To enter the new budget one account at a time in Add/Edit Budgets, select the correct fiscal year and enter a General Ledger account code.

Select by Month or by Year and enter the budget information in the correct fields.

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Can I print a report that shows my budget?


Yes, you can print a Budget Proof List that prints each of your revenue and expense accounts in six bi-monthly columns, plus an annual budget column. You can also print an Analysis of Revenues and Expenses report to display only your budget columns. To use the report as a worksheet, include a blank column on the report.

 To print a Budget Proof List
  1. Under Generate Reports, click the Reports tab.
  2. In the drop-down list, select General Ledger and click Go .
  3. Expand Lists and select Budget Proof List.
  4. Under Report Options, select the appropriate Posting Period.
  5. Click Preview or Print.

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Why is the Begin Year End option disabled when I click General Ledger Year End Procedures?


To perform year-end procedures, you must first make selections in the Year End Procedures window. Select the following options before closing the year:

  • Closing Period Ending - Be sure this field displays the last month of your fiscal year, indicating that all previous months are closed.
  • Transaction Source - Select the adjustment source type to assign to the closing year entries.
  • Closing Date - Enter the transaction date to assign to the closing entries.
  • Close All Accounts to a Single Fund Principal Account - If you have only one fund set up in General Ledger, close all revenue and expense accounts to a single closing account.
  • Close Accounts to Selected Fund Principal Accounts - For each fund set up in General Ledger, close all revenue and expense accounts to the appropriate closing account.

Once you make these selections, you can begin year-end procedures.

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Can I post entries to January before I close the year?


Yes, you can post entries to January before closing the current year. Make sure to change the posting month and year when entering the transaction. You must also select Allow Posting to Prior Periods in General Ledger Transaction Setup.

 To allow posting to prior periods
  1. Under Advanced Tools, click the Settings tab.
  2. From the drop-down list, select General Ledger and click Go .
  3. On the Transaction Setup tab, click Edit.
  4. Select Allow posting to prior periods, then click OK.

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When I try to close my year, I get a message that one of the closing accounts is attached to the wrong fund. Why?


To ensure that your books remain balanced after closing the year, each account in your chart of accounts is assigned to a fund, and each fund in Add/Edit Lists is assigned to a closing account. The closing account is also known as the Fund Principal account in the Chart of Accounts.
For Example:

Chart of Accounts Add/Edit Lists

Fund Principal Account

1-299999

Fund

001

Closing Account

1-299999

Fund

001

Fund Principal Account

2-299999

Fund

002

Closing Account

2-299999

Fund

002


This example includes two Fund Principal accounts in Add/Edit Chart of Accounts. One is assigned to Fund 001 and the other is assigned to Fund 002. In Add/Edit Lists, the appropriate Fund Principal account is entered in the Closing Account field of each fund.

Also, each account in your Chart of Accounts must have a fund assigned to it. To verify that all accounts have a fund assigned, print the Chart of Accounts - Detail report. You can review each account and its fund. If an account is missing a fund, edit the account in Add/Edit Chart of Accounts and enter the fund.

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When I try to perform year-end procedures, I get a message that there are open transactions. How do I find them?


If you receive this message, the open transactions are in General Ledger, not in any other modules in the Financial Suite. However, they were entered in a prior period or by a different user.

 To find open transactions
  1. Under Manage Records, click the Transactions tab.
  2. From the drop-down list, click General Ledger Transactions and click Go .
  3. Click Add/Edit Transactions.
  4. In the drop-down lists, select General Ledger, and Open Transactions.
  5. Under Posting Period, select All Users and All Periods. The open transactions will display.
  6. Delete or post the open transactions.

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What transaction source should I use for year-end closing?


You must use an Adjustment Source Type for year-end closing. You can define adjustment source types in Define Lists.

The first adjustment source type listed in Define Lists is the transaction source that displays in the General Ledger - Year End Procedures window. You can select other adjustment sources in the Transaction Source drop-down lists. Since each adjustment source is defined as an adjustment source type, you can select any of them.

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What is the difference between the transaction sources available for year-end closing?


The only difference between the transaction sources available for year-end closing is the Source Code and Description assigned to each in Define Lists. Since each transaction source is an adjustment source type, they each post to General Ledger the same way- just select the Source Code you prefer to display on year-end reports.

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Does the closing date have to be 12/31?


The closing date is the last date of your fiscal year, whether it is December 31 or another date in the year. The Closing Date on the General Ledger - Year End Procedures window defaults to the current system date, so you must change it. The date selected is the posting date for all of your year-end closing entries and prints on your closing summary report.

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Can I add my budgets for next year before I close this year?


Yes, you can enter or change budgets for the new year at any time. Entering a budget for a new year does not affect the current year's budget. When you enter the new budget information, select the appropriate year. As you enter transactions and print reports for the new year, ACS uses the new budget information.

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What is the difference between closing to a single fund principal account or to selected fund principal accounts?


The General Ledger - Year End Procedures window includes two options under Closing Account Setup. ACS defaults to the correct option for the number of funds you have set up in Define Lists.

When you have only one fund in Define Lists, ACS selects Close All Accounts to a Single Fund Principal Account. The Fund Principal account displays the name of the account below it.

When you have more than one fund in Define Lists, ACS selects Close Accounts to Selected Fund Principal Accounts, regardless of whether or not the funds are in use. You must click Select Accounts to display all of your funds, then verify the fund principal account for each fund. If necessary, click in the Account field to enter the correct fund principal account.

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What if my audit is not done and I need to enter adjustments? Can I do these later, or do I have to wait to close my year?


You can enter adjustments at any time. Some audits are performed months after the first of the year, so you should close General Ledger as usual. Once the audit is complete, if you need to post adjusting entries after the year is closed, you can post them to the General Ledger. When you are posting, make sure you set the Posting Period to December of the Previous Year in the transaction window. This entry changes December's ending balance and January's beginning balance on reports.

If you have adjusting entries to post and the year is closed, you can post them to the General Ledger by using the 13th month feature. When you key your entries, set the 13th month and the Previous Year in the transaction window. These entries do not affect December's ending balance but will reflect January's beginning balance.

The 13th month feature was created for year-end audit adjustments that are Journal Entry and Adjustments entries. It is a false month that falls between the last month of the prior fiscal year and the first month of the new fiscal year. The Office of Accounting uses it to complete year-end entries for reporting purposes. All 13th month transactions, such as closing entries of all expenditures and income for the prior year, post to the 13th month. Therefore, when you enter those transactions, select the 13th month and the previous year.

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Can I print reports after closing the year?


Yes, you can. When printing reports, you can change the Post Month/Year to a previous period.

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What report should I print before closing?


Print all reports that your Finance Committee, CPA, financial advisers, or auditors need to review. These may include the Bank Account Journal, Check Register, Posting Journal, and Statement reports such as the Analysis of Revenues and Expenses, Balance Sheet, and Trial Balance.

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If I am out of balance, will closing my year put me back in balance?


No. Performing year-end procedures while your funds are out of balance only causes you to start the new year out of balance.

Balance your books before closing the year. You can begin by printing the balance sheet with the option Include Inactive Accounts selected. Perhaps a transaction was posted to an inactive account in error. If so, you can leave the transaction posted to that account or reverse it and post it to an active account.

Another way to determine if your accounts are out of balance is to print the balance sheet for all funds. If your accounts display as balanced, you have a crossing funds transaction that you need to correct.

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