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Trace: • ASCENDER - Assign a TSDS Unique ID • End-of-Month Closing Checklist • ASCENDER - TRS Reporting Process • G&P SSA Fiscal Agent Management Setup • ASCENDER - Position Management: Interface to Budget Checklist
academy:business_finance_eoyprocess

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academy:business_finance_eoyprocess [2025/05/09 18:50] – emorenoacademy:business_finance_eoyprocess [2026/06/01 15:37] (current) – emoreno
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 ======ASCENDER - Finance End-of-Year Process====== ======ASCENDER - Finance End-of-Year Process======
  
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 **Created:** 05/10/2019 **Created:** 05/10/2019
 \\ \\
-**Reviewed:** 06/07/2024+**Reviewed:** In Progress
 \\ \\
-**Revised:**  +**Revised:**  In Progress
  
  
 <div #message></div> <div #message></div>
  
-<WRAP round intro>The purpose of this document is to guide you through the process of ending the old fiscal year 2023-2024 (FY 4) and beginning the new fiscal year 2024-2025 (FY 5). LEAs must be in the last accounting period prior to beginning this process.+<WRAP round intro>The purpose of this document is to guide you through the process of ending the old fiscal year 2025-2026 (FY 6) and beginning the new fiscal year 2026-2027 (FY 7). LEAs must be in the last accounting period prior to beginning this process. 
 The following processes are covered in this document: The following processes are covered in this document:
  
-  * Copy the 2023-2024 fiscal year (FY 4) funds to a new historical file ID 4 so that you can continue to access FY 4 data. +  * Copy the 2025-2026 fiscal year (FY 6) funds to a new historical file ID 6 so that you can continue to access FY 6 data. 
-  * Close the 2023-2024 accounts for revenues, expenditures, other resources, and other uses in file ID C. +  * Close the 2025-2026 accounts for revenues, expenditures, other resources, and other uses in file ID C. 
-  * Copy the balance sheet accounts (cash, accounts payable, etc.) from 2023-2024 (FY 4) funds to fiscal year 2024-2025 (FY 5) funds in file ID C. +  * Copy the balance sheet accounts (cash, accounts payable, etc.) from 2025-2026 (FY 6) funds to fiscal year 2026-2027 (FY 7) funds in file ID C. 
-  * Delete all FY 4 transactions and funds in file ID C (the transactions are still accessible in file ID 4) unless the LEA chooses to keep some FY 4 funds open with prior year transactions. +  * Delete all FY 6 transactions and funds in file ID C (the transactions are still accessible in file ID 6) unless the LEA chooses to keep some FY 6 funds open with prior year transactions. 
-  * Move the approved budget for FY 5 to Finance file ID C.+  * Move the approved budget for FY 7 to Finance file ID C.
   * Prepare to move next year payroll to the current year payroll.    * Prepare to move next year payroll to the current year payroll. 
  
-VCV August year-end LEAs should ensure that the August payroll accruals are processed and interfaced to Finance. Reference the [[academy:business_payroll_augustaccruals|August Accruals]] document for more information.+VCV August Year-End LEAs should ensure that the August payroll accruals are processed and interfaced to Finance. Reference the [[academy:business_payroll_augustaccruals|August Accruals]] document for more information.
  
-VCV June year-end LEAs should reference the [[academy:business_payroll_eoyaccrualsjuneyearendleas|EOY Accruals for June Year-End Schools]] document to address payroll accruals.+VCV June Year-End LEAs should reference the [[academy:business_payroll_eoyaccrualsjuneyearendleas|EOY Accruals for June Year-End LEAs]] document to address payroll accruals.
  
 This document assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the [[academy:business_overview_guide|ASCENDER Business Overview guide]]. This document assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the [[academy:business_overview_guide|ASCENDER Business Overview guide]].
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 =====Finance EOY Process===== =====Finance EOY Process=====
  
 +<div keep>
 <WRAP center round alert> <WRAP center round alert>
-Prior to beginning this process, complete all end-of-month closing procedures **except** the final accounting period. Both the current and next accounting periods should be 06 for June year-end LEAs and 08 for August year-end LEAs.+Prior to beginning this process, complete all end-of-month closing procedures **except** the final accounting period. Both the current and next accounting periods should be 06 for June Year-End LEAs and 08 for August Year-End LEAs.
 </WRAP> </WRAP>
 +</div>
  
 {{:general:fin_eoy_acct_periods.png|Accounting Periods}} {{:general:fin_eoy_acct_periods.png|Accounting Periods}}
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   - ++Review and print credit memos.|{{page>general:financeeoyprocess:reviewcreditmemos&inline}}++   - ++Review and print credit memos.|{{page>general:financeeoyprocess:reviewcreditmemos&inline}}++
   - ++Review budget amendments.|{{page>general:financeeoyprocess:reviewbudgetamendments&inline}}++   - ++Review budget amendments.|{{page>general:financeeoyprocess:reviewbudgetamendments&inline}}++
-  - ++Delete existing pending payables.|{{page>general:financeeoyprocess:deletependingpayables&inline}}+++  - ++(If applicable) Delete existing pending payables.|{{page>general:financeeoyprocess:deletependingpayables&inline}}++
   - ++Verify actual fund balance obj.sobj codes.|{{page>general:financeeoyprocess:reviewtheaccountcodetable&inline}}++   - ++Verify actual fund balance obj.sobj codes.|{{page>general:financeeoyprocess:reviewtheaccountcodetable&inline}}++
   - ++Delete unused funds.|{{page>general:financeeoyprocess:deleteoldaccountcodes&inline}}++   - ++Delete unused funds.|{{page>general:financeeoyprocess:deleteoldaccountcodes&inline}}++
 +  - ++Verify no users are logged into Budget or Finance.|{{page>general:financeeoystep10&inline}}++
   - ++Review file IDs.|{{page>general:financeeoyprocess:reviewdeletefileids&inline}}++   - ++Review file IDs.|{{page>general:financeeoyprocess:reviewdeletefileids&inline}}++
   - ++Delete file IDs.|{{page>general:financeeoyprocess:deletefileids&inline}}++   - ++Delete file IDs.|{{page>general:financeeoyprocess:deletefileids&inline}}++
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   - ++(If applicable) Clear/move NYR requisitions to CYR|{{page>general:financeeoyprocess:performpurchasingmaintenance&inline}}++   - ++(If applicable) Clear/move NYR requisitions to CYR|{{page>general:financeeoyprocess:performpurchasingmaintenance&inline}}++
   - ++Update Purchasing cutoff date.|{{page>general:financeeoyprocess:updatecutoffdates&inline}}++   - ++Update Purchasing cutoff date.|{{page>general:financeeoyprocess:updatecutoffdates&inline}}++
-  - ++Update user accounts.|{{page>general:financeeoyprocess:updateuseraccounts&inline}}+++  - ++(If applicable) Update user accounts.|{{page>general:financeeoyprocess:updateuseraccounts&inline}}++
   - ++Notify Human Resources/Payroll department to proceed with first payroll.|{{page>general:financeeoyprocess:proceedtohr&inline}}++   - ++Notify Human Resources/Payroll department to proceed with first payroll.|{{page>general:financeeoyprocess:proceedtohr&inline}}++
   - ++(If applicable) Perform Asset Management EOY steps.|{{page>general:financeeoyprocess:ameoysteps&inline}}++   - ++(If applicable) Perform Asset Management EOY steps.|{{page>general:financeeoyprocess:ameoysteps&inline}}++
academy/business_finance_eoyprocess.1746816645.txt.gz · Last modified: 2025/05/09 18:50 by emoreno

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