When you access this page, last year's options are selected by default. This allows you to review what was done last year and think about how to proceed this year.
Before running this process, click Reset to clear last year's selections. This resets all funds to Increment allowing you to manually update each selection as needed.
Field | Description |
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New File ID | Click to select the new historical GL file ID to which you want to copy all tables and transactions. The field defaults to the last digit of the “to” school year. The drop-down displays a list of all GL file IDs that are not in use. This is a required field. |
Accounting Period | Displays the Starting Accounting Period from the Finance > Tables > District Finance Options > Finance Options tab. This accounting period is used for all JVs created in file ID C. Only one accounting period can be open. |
JV Number | Type an alphanumeric journal voucher number. This JV number is used for all system JV entries. This is a required field. |
Historical Transaction Date | Type the historical transaction date in the MM-DD-YYYY format or select a date from the calendar. This date is used for all system entries in the new historical file ID. This is a required field. |
New Year Transaction Date | Type the new year transaction date in the MM-DD-YYYY format or select a date from the calendar. This date is used for all system entries in the new current file ID. This is a required field. |
❏ Under Fund Selection, a list of each Fund/Year in the signed-on GL file ID is displayed. Select the appropriate option(s) for each fund.
Notes: The following occurs for all funds listed:
Increment | Select for the funds to be incremented (i.e., funds that will change their fiscal year at the same time that the LEA’s new fiscal year will begin). The increment option is not available if the incremented fund already exists. For example, in September 2023, funds 211/3 and 211/4 already exist; therefore, 211/3 can only be continued or deleted. If selected, the following actions are automatically completed:
The fiscal year is incremented on credit memos.
The following are optional:
Carry Forward Balances
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Continue | Select for the funds to be continued into the new fiscal year (i.e., funds maintaining the fiscal year even after the LEA begins the new fiscal year). If selected, the following actions are automatically completed:
The 1XXX-4XXX account balances are carried forward (the Carry Forward Balances field is automatically selected).
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Continue & Increment | Select for the funds to be incremented and continued into the new fiscal year. The increment option is not available if the incremented fund already exists. For example, in September 2023, funds 211/3 and 211/4 already exist; therefore, 211/3 can only be continued or deleted. If selected, the following actions are automatically completed:
The 1XXX-4XXX account balances are carried forward for the fund in the fiscal year that is continuing (the Carry Forward Balances field is automatically selected). The accounts for the incremented fund/fiscal years are established with a zero balance.
Create 5XXX-8XXX Accounts for the incremented fund |
Delete | Select to delete the fund. If selected, no additional action occurs for these funds. |
Carry Forward Balances | Select to carry forward 1XXX-4XXX account balances into the new fiscal year. This field is automatically selected when Continue is selected for a fund. |
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Create 5XXX-8XXX | Select to create 5XXX-8XXX accounts. This field is disabled when Continue is selected for a fund. |
❏ After carefully selecting the appropriate options for each fund, click Execute to begin the Finance year close process.
Note: After you click Execute, your selected options are saved and will be available the next time you open the Fiscal Year Close page.
Under Processing Reports, the following reports are available:
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