Zortec Fiscal Year End

Zortec Fiscal Year End 1 In this session we will cover Zortec General Ledger 2015 Fiscal Year End steps. You will receive information on what is required to create the new fiscal year. 2 With the Zortec General Ledger system, the process of closing the old fiscal year and setting up the new fiscal year is quite simple. However, there are some actions that are required at certain times. By processing these steps in an orderly fashion, transactions can be posted to both fiscal years for an almost indefinite period. 3 1

This document references the beginning fiscal year month as July and the ending month as June. If those are not the same as your site, substitute accordingly. 4 We will discuss steps that must be completed by the first day of the new fiscal year. If they are not done you could have problems in General Ledger, Accounts Payable, Payroll and other systems linked to the General Ledger system. 5 Step 1: Verify Office Manager Parameters 6 2

2015 Fiscal Year Definition: From the General Ledger main menu, select option 50 Office Manager, then option 3 Fiscal Year Definition. 'I' (inquire) on the year 2015. Make sure the Next Year parameter is defined as 2016 and the YTD File Suffix parameter is defined as 15. If either of these parameters are incorrect, contact Customer Support for assistance. DO NOT UPDATE THESE PARAMETERS. 7 2014 Account Control: The next parameter you need to verify in the Office Manager section is option 8 Account Control. 'I' (inquire) on the first field (enter 1 for city/utility or 11 for county) and press <return>. This will cause all codes/funds to be displayed on the screen. Go into each code/fund for year 2015. On the first screen of the Account Control, check the setting for Is this a GASB54 Fund. If it is a fund that will be included in the GASB54 reporting, the parameter should be flagged as Y. If the fund does not need to be included in GASB54 reporting the parameter should be flagged as N. Check this parameter for each account control. 8 Account Control (screen 2): On the second screen of the Account Control is the parameter Year End Closing. This field should be filled with Xs. If it is not, U (update) and fill the field with all Xs. Check this parameter for each account control. 9 3

Transaction Codes: Verify parameter settings of transaction codes needed for GASB54 reporting. In the Office Manager section go to option 10 Transaction Codes. 10 YE Transaction Code: I nquire on the YE transaction code for year 2015. If you use purchase orders with encumbrances, AND you will create packets for GASB54 reporting, the GASB54 Transaction field should be flagged as Y. The setting on the GASB54 Year End Reverse parameter should be what is requested by your MTAS, CTAS or Audit representative. If the GASB54 yearend encumbrance spread transaction amount needs to be omitted when balances are rolled to 2016, set the GASB54 Year End Reverse to Y. If the GASB54 yearend encumbrance spread transaction amount needs to be included when balances are rolled to 2016, set the GASB54 Year End Reverse to N. 11 YE Transaction Code 12 4

YF Transaction Code: I nquire on the YF transaction code for year 2015. The GASB54 Transaction field should be flagged as Y. The setting on the GASB54 Year End Reverse parameter should be what is requested by your MTAS, CTAS or Audit representative. If the GASB54 yearend fund balance spread transaction amount needs to be omitted when balances are rolled to 2016, set the GASB54 Year End Reverse to Y. If the GASB54 yearend fund balance spread transaction amount needs to be included when balances are rolled to 2016, set the GASB54 Year End Reverse to N. 13 YF Transaction Code 14 Closing Account Definition: The next parameter in the Office Manager section to verify is option 15 Closing Account Definition. This parameter is used in the closing process to define what accounts close into which fund balance or retained earnings account. Enter this option in 'I' (inquire) mode and make sure the division and year on the screen are correct. The year should be 2015. For Type, enter an 'R' for revenue. For the Account, enter your first fund number, such as '110'. Do not enter the whole account number. 15 5

Closing Account Definition Go through this option for each fund. For each closing account, verify the fund balance or retained earnings account for your revenues. If the Closing Ledger is blank or incorrect, correct as needed. If you do not know the ledger number, locate it in your chart of accounts listing. 16 Closing Account Definition After you have gone through all your funds and verified the "R" (revenue) closing accounts, do the same for each fund for the "X" (expense) accounts. The procedure will be the same as above except the "Account Type" will be "X" for expense. 17 If your site uses revenue and expenditure control accounts, the closing account definitions need to be set up for the appropriate control accounts instead of the revenue and expenditure accounts. If your site uses encumbrances, there are closing account definitions for encumbrance accounts that must be defined as well. 18 6

Step 2: Roll Control Files 19 Roll Control Files: To roll the control files to the new year, choose option 21 Year End from the General Ledger main menu, then option 1 Roll Control Files. NOTE: If you have more than one division, run this step for each division. 20 Enter Year to Roll: 2015 Enter Division: Enter your division Are you sure you wish to roll the above year?: Y 21 7

Next Year description: Fiscal year 2015 2016 Next Year will roll to: 2017 Next Year YTD Suffix: 16 22 On the next screen, enter through each month and verify that the month/year description is correct. As needed, make changes to the Fiscal Period Month/Year Description Field only. You should not need to change the Fiscal Year/Period fields. 23 Step 3: Roll Chart of Accounts 24 8

Roll Chart of Accounts: To roll the ledgers, choose option 2 Roll Chart of Accounts from the Year End menu. This step sets up the chart of accounts for the new fiscal year with no budgets or balances. This option can be rolled multiple times if new accounts are added in the current year, but be aware that ledgers deleted after a roll will not be removed this way instead they must be removed using file maintenance. NOTE: If you have more than one division, run this step for each division. 25 Enter Year to Roll: 2015 Enter Division: Enter your division Roll FUNDS FROM: leave blank for all Roll FUNDS THRU: leave blank for all Are you sure you wish to roll the above year?: Y If you are ready to continue. 26 Step 4: Create Transaction File 27 9

Create Transaction File: Next you will need to create the new year s transaction file. This is done with option 3 Create New Year s Transaction File in the Year End menu. NOTE: You only have to do this once even if you have more than one division. NOTE: This option can only be run once. If you receive an error message Year to Date file with this name already exists!!, call Customer Support. 28 Enter Year to Create: 2016 Enter Division: Enter your division New YTD file name: GLYTD16 Are you sure you wish to CREATE the above file?: Y If you are ready to continue. 29 The previously mentioned steps must be done BEFORE the new year begins. If the steps are not performed you will have problems creating and processing packets. 30 10

Step 5: Update Fiscal year in all applications 31 Several other software packages are tied to and create entries in General Ledger: Property Tax, Business License, Utility Billing, Accounts Receivable, Miscellaneous Tax, Payroll, Court Docket, Miscellaneous Receipts, Work Orders, Fixed Assets, Point of Sale and Inventory Control. 32 Under System Parameters in the Office Manager/ System Manager section for each application, the question "Current Fiscal Year" is usually set to the previous year. Be sure to set this parameter to 2016. Payroll has an additional parameter that must be changed. Under Payroll Definitions in the Office Manager section, the question "Current Fiscal Year" is usually set to the previous year. Be sure to set this parameter to 2016. 33 11

Update this parameter for every Zortec application at your site. Contact customer support if you are unsure of the settings for your site. 34 Step 6: Print reports 35 After all the normal entries have been posted for the month of June (or the last month in the fiscal year), print the month end reports as desired and close the same as a normal month. You are now ready to print the annual reports. Reports might include: Audit Work Papers Working Trial Balance YTD Account Analysis 36 12

WARNING: If you will need an Outstanding Invoice Report, Open Purchase Report, and/or Leave Liability Report for your auditor, you must run it on or before June 30. 37 NOTE: At this point, you can elect to close the old year and post any audit adjustments to the new year or leave the old year open until after the auditor has finished. There are other options available to suit your particular needs. The remainder of this document will assume you are done with all normal transactions for the 2015 fiscal year. If you will be running the GASB54 options those transactions will be in the adjustment accounting period (13/2015.) Printing reports will be discussed again after GASB54 processes. If you want to deviate from this procedure, call the Support Center for details. 38 Step 7: Perform complete system backup Many sites choose to backup their General Ledger files to tape at this point to keep a year end backup. If you have not dedicated a tape(s) for General Ledger year end backup, you should seriously consider it. 39 13

Step 8: Roll Balances If you will be running the GASB54 options this is a temporary roll. Print reports to confirm funds are in balance before rolling balances. 40 Roll Balances: This step will roll the ending balances of all ledger records whose ledger types have been defined forward to the next year (asset, liability, restricted, equity, etc..). All other ledger types will be closed into the proper control account as defined in the Closing Account definition. This option can be run multiple times and each roll will update the beginning balances on the New Year. To roll the balances, select option 21 (Year End) from the main General Ledger menu, then option 4 (Roll Balances). This step should be completed for each division for all funds. 41 Enter Year to Roll: 2015 Enter Division: Enter your division Create Transactions: N Roll FUNDS FROM: Leave blank for all THRU: Are you sure you wish to roll the above Year: Y 42 14

Step 9: Roll Budgets 43 Roll Budgets: This step rolls your proposed budget into the actual budget for the new year. If you did not key in your 2016 proposed budget into one of the four prep fields, you do not need to run this step. If you did, select option 5 (Roll Budget) from the Year End menu. 44 Enter Year to Roll: 2015 Enter Division: Enter your division Budget Field to Roll: Enter valid prep field number. Roll FUNDS FROM: Leave blank for all THRU: Are you sure you wish to roll the above Year: Y 45 15

Step 10: Update Fiscal Year in User Defaults In General Ledger under User Defaults, the setting Default Year is usually set to the previous year. U pdate your user default and change the Default Year parameter to 2016. 46 Step 11: GASB54 Encumbrance Year End Roll (Optional) This option is used if you need to create a packet of outstanding purchase order encumbrances to spread for GASB54 reporting. If you do not enter purchase orders in the system, do not encumber purchase orders or will not be printing the GASB54 Balance Sheet you can skip this step. 47 GASB54 Encumbrance Year End Roll (Optional) This option should be run when you are certain all transactions for the 2015 fiscal year have been entered and processed. It is very likely that you will be well into the new fiscal year when you are ready to run this option. It should only be run once. This option will create a packet that can be updated to spread to the appropriate restricted, committed, assigned, unassigned, etc.. balance sheet account. The packet will need to be verified and processed. To run this option select option 21(Year End) from the General Ledger main menu, then option 9 (GASB54 Encumbrance Year End Roll). 48 16

Enter Year to Roll: 2015 Enter Division: Enter your division Roll FUNDS FROM: Leave blank for all THRU: 49 Packet Name: Enter 6 character packet name. Packet Reference: Enter packet reference Accounting Period: Will default to 13/2015, but can be changed. 13/2015 is the accounting period typically used for adjustments. Packet Date: Enter a valid transaction date for the accounting period being used. 50 NOTE: Only funds where the Is this a GASB54 Fund parameter (in Office Manager/Account Control) is set to Y will be included in the packet. When this packet is created, two balance sheet accounts are used. They are the accounts on the Account/Fund Control named Prior Year Encumb (which will be debited) and Exp to Prior Encumb (which will be credited.) Before processing the packet, if necessary, update the packet to distribute amounts to the appropriate restricted, committed, assigned, unassigned, etc.. balance sheet accounts. Encumbrances on the expenditure accounts are not zeroed out. The transaction type for these entries will be YE. 51 17

Step 12: GASB54 Year End Roll (Optional) This option is used if you need to create a packet to roll revenue and expenditures in the current fiscal year for GASB54 reporting. If you will not be printing the GASB54 Balance Sheet you can skip this step. 52 GASB54 Year End Roll (Optional) This option should be run when you are certain all transactions for the 2015 fiscal year have been entered and processed. It is very likely that you will be well into the new fiscal year when you are ready to run this option. It should only be run once. This option will create a packet that can be updated to spread to the appropriate restricted, committed, assigned, unassigned, etc. balance sheet account. The packet will need to be verified and processed. To run this option select option 21(Year End) from the General Ledger main menu, then option 8 (GASB54 Year End Roll). 53 Enter Year to Roll: 2015 Enter Division: Enter your division Roll FUNDS FROM: Leave blank for all THRU: 54 18

Packet Name: Enter 6 character packet name. Packet Reference: Enter packet reference Accounting Period: Will default to 13/2015, but can be changed. 13/2015 is the accounting period typically used for adjustments. Packet Date: Enter a valid transaction date for the accounting period being used. 55 NOTE: Only funds where the Is this a GASB54 Fund parameter (in Office Manager/Account Control) is set to Y will be included in the packet. When this packet is created, all Revenue and Expenditure accounts will have a zero balance and the difference is rolled into the Fund Balance account for the current fiscal year, as opposed to rolling the balances forward. Before processing the packet, if necessary, update the packet to distribute amounts to the appropriate restricted, committed, assigned, unassigned, etc. balance sheet accounts. The transaction type for these entries will be YF. 56 Step 13: Roll Balances (final time for 2015 fiscal year) After all transactions have been entered and processed, including the options for GASB54, the Roll Balance option needs to be run for a final time for 2015. Refer to the previous Step 8 instructions for Rolling Balances. 57 19

Step 14: Print GASB54 Balance Sheet reports (Optional) After ALL entries (normal entries as well as GASB54 and audit adjustment entries) have been posted to the audit adjustment accounting period, print the GASB54 Balance Sheet Report. 58 Select option 64 Fund Reporting from the main General Ledger menu. Select option 1 Standard Reports. Select option 3 Reports This Time Only. Enter your division, year (2015), month/year 13/2015, report date and printer number. The screen of all Standard Reports will appear. Select the GASB54 Balance Sheet Report. The GASB54 Balance Sheet will only print for funds whose Is this a GASB54 Fund parameter on the Account Control is set to Y. 59 Optional Step A: If you keep up with leave on the fiscal year you need to run the processes to clear leave, roll leave, and run the leave liability process, if necessary. These are time sensitive items that should be run after the last payroll in June and before the first payroll in July. If you need instructions on how to accrue leave liabilities, please visit our support FAQ page located at www.localgovcorp.com 60 20

Optional Step B: If your auditor needs a data file that can be dumped either to diskette or to another location, choose #6 Create Auditor File on the Year End Menu. After this program is run, the file(s) will be located in the user s home directory. There will be one file named GLAUDI. If you specify Y to the question Dump County YTD File you will have the GLAUDI file as well a GLYTDTRX file that contains transaction detail. This option can be run multiple times without side effects. 61 Optional Step C: You might want to accrue your accounts payable if you are on a cash basis. If you need instructions on how to accrue accounts payable, visit our support FAQ page located at www.localgovcorp.com 62 Changes for GASB63 The System Z General Ledger system has been modified to handle two new chart types. They are type O for Deferred Outflows of Resources, and type N for Deferred Inflows of Resources. Except for reporting on the Balance Sheet and Trial Balance, a chart type of O (Deferred Outflows of Resources) will function the same as an A (Asset), and a chart type of N (Deferred Inflows of Resources) will function the same as an L (Liability). The below information is general. Contact Customer Support for assistance with the setup. 63 21

Identify the accounts that need to be classified as Deferred Outflows and Deferred Inflows, and change the account type on the ledger records accordingly. After the account types have been changed, alternate keys must be rebuilt before running any reports. Contact Customer Support for assistance in rebuilding alternate keys. 64 As a result of GASB63, new parameter fields were added to Standard Report defaults for Balance Sheet, Balance Sheet (Summary), and Trial Balance reports. If applicable, the new header and total descriptions need to be added for the three reports. See examples: 65 Sample report setup for Balance Sheet 66 22

Sample report setup for Balance Sheet Summary 67 Sample report setup for Trial Balance 68 Check List 69 23

Check List, cont d 70 This completes our presentation on the Zortec General Ledger Fiscal Year End section of Resource 2015. If you have questions about any of these processes contact our Support Center at: 1 800 737 1826 Or visit us online at: www.localgovcorp.com 71 24