Fiscal Year End Procedures
LOCIS
FISCAL
YEAR-END
PROCEDURES
F:\users\NEWMANUALS\Fiscal Year End Procedures
GENERAL OUTLINE
Provides the option of retrieving information
after the history is deleted from the system.
Includes Vendor Processing, Check Reconciliation, and
Accounts Payable.
Report Fiscal Earnings.
Prepare for the future Fiscal Period, and report on the past.
Report on the balance of accounts.
Report on the balances of accounts.
Report on the balance of accounts.
ACCOUNTS PAYABLE
PURPOSE: To provide a listing of all accounts payable
transactions by vendor with totals of amounts unpaid.
A) For all Vendors? "Y"
B) List transactions to what date “0430XX”
C) Include Zero Balance Vendors?“N"
D) REPORT OPEN BALANCES ONLY “Y”
PURPOSE: To provide your auditor a complete listing of
all checks (cleared & outstanding) written during the current Fiscal Year.
A)CKE Clear Entry:
Process all checks that have cleared the bank
Cleared check list
B)CKC Cleared Check Listing:
Print a listing of all cleared checks (one copy for the city /village and one copy for your auditor).
Outstanding check list
C) CKO Outstanding Check Listing:
Print a listing of all outstanding checks (one
copy for the city /village and one copy for your
auditor).
D)Verify in balance condition
Check list
E)CKL CHECK LISTING
ENTER FUND OR AL‘AL’
FOR ALL CHECKS‘Y’
AP, PR, BOTH OR GIFT‘B’
Check purge
F)CKP Purge (optional):
Deletes from the system all checks that have cleared to an operator entered date.
PURPOSE: Provide A/P detail by invoice number, could be helpful to the auditor.
A) For all Dates? "N"
Starting 05/01/XX
Ending 04/30/XX
Where XX is the calendar year
B) For all Vendors? "Y"
C) Is the above correct? "Y"
PURPOSE: Prints a report of the Fiscal Year payments; by fund, by department, or by vendor.
A) For all Dates? "N"
Starting 05/01/XX
Ending 04/30/XX
Where XX is the calendar year
B) For all Vendors? "Y"
In Vendor Order Only?“N”
A answer of "Y" to this question will skip the
rest of the questions and print in vendor order.
C) Summarize under $1000 (Y/N) “N”
D) For all Funds? "Y"
In Fund Order Only? “N”
An answer of "Y" to this question will skip the
rest of the questions and print in fund order.
E) For all G/L #'s ? "Y"
F) Summary or Detail on G/L #'s "D"
G) For all Departments? "Y"
H) Is the above correct? "Y"
PURPOSE: To add or adjust any payments
made to vendors by invoice number.
PURPOSE: To add or adjust any payments made to vendors by General Ledger Number. This data is used for the Annual Publication Report.
PURPOSE: To print a report of the Current Fiscal Year
payments by fund, or vendor which can be used in publishing the Annual Treasures Report.
A) Fiscal Year to be Listed? "XX"
Where XX is the current fiscal year
B) For all Vendors? "Y"
C) Print by Fund or Vendor? "F"
** run this report first by Fund then by Vendor.
PAYROLL
*** NOTE ***
Proceed with your normal Payroll Month End procedures, i.e. run all your reports (monthly I.M.R.F. Report etc.).
PURPOSE: To add or adjust any payments made to employees
by General Ledger number. This data is used for the Annual Publication Report.
PURPOSE: To print a report of payments to employees by
employee or fund.
- Enter Fiscal Year to be Listed “XX”
Where XX is the current fiscal year
B. Select printer to be used“LPX”
C. By Employee, Department or Fund?“E”
PURPOSE: To print a list of Earnings, W/H and fringe data by employee.
A: Earnings to be reported as of “MM/YY” “04/XX”
Where XX is the current calendar year
B:Printer “LPX”
C: For all employees? “Y”
D: All Departments? “Y”
This report must be run prior to processing any Payroll activity in the new fiscal year
PURPOSE: To print a list of Employee accrued fringes with a current dollar value by employee and department for journalizing expected future costs.
A:Costs to be reports as of what year “YY”
Where YY is the current calendar year
B: For all employees? “Y”
C: All Departments? “Y”
D: Select a printer “LPX”
GENERAL LEDGER
*** NOTE ***
Perform all monthly check list activities except GME.
PURPOSE: To create the necessary files for the next Fiscal Year.
A) Enter Year to be created "XX"
Where XX is the next fiscal year
This process may have been preformed previously.
PURPOSE: Provides a list of all postings to all accounts. To be given to the auditor.
A) Enter Fiscal year "XX"
Where XX is the current fiscal year
B) Print on screen or Printer? "P"
C) Enter Fund #, All or End? "ALL"
D) Suppress inactive accounts? "Y"
PURPOSE: Provides a list of each account, its beginning balance, total posting, ending balance and a space for any audit adjustments. This data may also be exported to a CSV format file.
A) Enter Current year "XX"
Where XX is the current calendar year
B) Enter Month“MM”
Where MM is the fiscal end month
C)Export or Print? (E/P)
Enter ‘P’ to print a hard copy to paper
Enter ‘E’ to create a CSV file on disk
D)Enter Fund #, All or End? "ALL"
PURPOSE: Prints an annual report of revenues, disbursements, and other source and use of funds.
A) Select Time Span? "2"
** current year ** Is option 2.
B) Enter year to be reported. "XX"
Where XX is the current calendar year
C) Enter month to be reported. "MM"
Where MM is the fiscal end month
D) Summary or Detail? "D"
** summary may also be run after detail is run.
E)Select the way you want
G/L #'s input? "A"
A - Auto Entry
M - Manual Entry
F) Enter Fund #, All or END "ALL"
PURPOSE: Provides a condensed report for publication
Similar to the report suggested by Illinois Department of
Commerce and Community Affairs.
A. Produce File or Print“P”
B.. Select the time span for this report?
Month or YTD“2”
C. Enter the Current Year“XX”
Where XX is the calendar year
D. Enter the Current Month“MM”
Where MM is the fiscal end month
E. Enter the Fund Number, All or End?“ALL”
PURPOSE: provide a list of budget revisions to the auditor.
A: All Accounts? (Y/N)“Y”
B: All Fiscal Years?(Y/N)“N”
C: Fiscal Year to List“XX”
Where XX represents the current fiscal year.
D: Printer selection“LPX”
PURPOSE: provide a list of revenues by type for all funds to the auditor.
A: Enter Year to be reported“XX”
Where XX is the calendar year
B: Enter Month to be reported “XX”
Where MM is the fiscal end month
C: Monthly or Yearly format“Y”
D: Printer selection“LPX”
PURPOSE: provide a file of revenue and expense activity
to the auditor.
A: Enter Year to be reported“XX”
Where XX is the calendar year
B: Enter Month to be reported “XX”
Where XX is the fiscal end month
C: Display on terminal “NO”
D: Printer selection“LPX”
E: Select report to print “3”
F: Suppress if Zero amounts “Y”
G: Enter fund number“ALL”
H: Enter department number“ALL”
I: Revenue Expense Both“B”
J: Print report or Export“E”
PURPOSE: provide a FILE of original budget, current budget
and actual revenue and expense activity to the auditor.
A: Enter Year to be reported“XX”
Where XX is the calendar year
B: Enter Month to be reported “XX”
Where XX is the fiscal end month
C: Display on terminal “NO”
D: Printer selection“LPX”
E: Select report to print “4”
F: Suppress if Zero amounts “Y”
G: Enter fund number“ALL”
H: Enter department number“ALL”
I: Revenue Expense Both“B”
J: Print report or Export“E”
PURPOSE: Checks the General Ledger balance and stops any
further posting to the closed period.
Set the terminal date to MAY and make an adjusting journal entry to post Current Year Gain/Loss to Prior Year
ACCOUNTS RECEIVABLE
This report must be printed prior to any processing being done for the new fiscal year. Adjustments - Cash Receipts - Billings
PURPOSE: Prints a report of the A/R detail, could be helpful
to the auditor.
A. For all Customers?“Y”
B. list all transactions“N”
C. List transactions to what date (MMDDYY) “MM30XX”
Where MM is the fiscal end month
Where XX is the calendar year
D. Select printer“LPX”
UTILITY BILLING
These reports must be printed prior to any processing being done for the new fiscal year. Adjustments - Cash Receipts - Final Bills – Penalty Bills – Normal Billing
*** NOTE ***
UUCP-Unapplied Cash Processing should be executed before any of the following reports.
PURPOSE: To provide information required by your auditor.
A. Select printer“LPX”
B. List (A)ctive, (C)losed, (I)nactive, or A(L)l
(A/I/C/L)“B”
C. List Credit Balances?“Y”
D. Suppress Zero Balances?“Y”
E. All Accounts?“Y”
F. Owner Renter format “N”
G. Print report or end “P”
PURPOSE: To provide information required by your auditor.
A. Select Printer“LPX”
B. Enter Aging Date“0430XX”
Where “XX” is the current calendar year.
Enter aging periods
C. For All Customers?“Y”
D. Total Page only?“N”
E. Suppress customer with credit balances.“N”
F. Summary or Detail?“D”
PURPOSE: To provide information required by your auditor.
A. Outstanding, Refunded or Both?Click“Ostanding”
B. Enter ‘0000000000’ ‘ZZZZZZZZZZ’
C. Select the last day of your fiscal year.
PURPOSE: To provide information required by your auditor.
A. List all accounts?“Y”
B. Include to what dateMM30XX
C. List Credit Balances?“Y”
D. Closed accts only“N”
E. Summarize Penalties?“N”
F. Total page only?“N”
ASSESSMENTS
This report must be printed prior to any processing being done for the new fiscal year. Adjustments - Cash Receipts - Billings
PURPOSE: To provide information required by your
Auditor
- Enter Printer
- All Customers?“Y”
- Assessment code or ALL“ALL”
NOTES
LOCIS Year-End ProceduresPage 1