FIN



IT


  • On demand backups of Prod are here: ERP-APP server E:\dbexport
  • Regular nightly backups of Prod are here: ERP-APP server G:\dbexport
Refresh*environment* appears to grab whichever backup is most recent

  • Workflow disabled for easier processing:
System Administration >> Workflow Administration >> Workflow Settings




1 

Make sure you have at least one good backup.


MC
7/28/23
6:26 PM

2

Re‐verify the General Ledger Settings. Important: Do not change any of them. Contact Munis Support if you feel the settings are incorrect.



3 

Run the General Ledger Table Validation

 

  • Make sure there are appropriate control accounts in every fund.
  • Make sure there are no open AP Invoices to prior year purchase orders.

o If there are unposted AP Invoices against PY POs, they must be deleted and reentered after the

              close/open process.



4 

Run Account Trial Balance twice – once for A (all) accounts and once for B (balance sheet only). Each report must balance.



5

If using Requisitions, make sure that there are no open current year requisitions.



6 

Verify that no Purchase Order Change Orders exist. If time has lapsed between month‐end reconciliation and year‐end process, rerun the above reports to prove encumbrance balances.



7

Verify that all Contracts marked To Be Rolled have been rolled to the NY. A list of unrolled contracts can be viewed in the Print Contracts program.

 

  • Make sure you have run both Roll to NY and then Prep for YEC in the Contract Change Orders program



8

Verify that all unposted transactions in all modules have been output‐posted.

 

  • Journal Entry Proof programs
  • AP Invoice Entry

o Including Next Year invoice batches containing Current Year POs/Contracts

  •  GB Invoice Entry

  •  Budget Amendments/Transfers



9
Make any auditing entries as required. These may be the auditor’s final entries or may be internal reclassification entries. Be sure to re‐run the full or Comprehensive GL Tables Validation.


10
Master budget projections that are for multi‐year funds that budget annually and then roll the budget projection to your highest budget level.


11

Refresh Train to match Live and perform the following steps in your Train database.

 

To close in Train, other users must only be logged out of the Train database. Once everything has been verified, perform these steps in your Live database.

MC
7/29/23
12:24 PM
12
Make sure you have at least one good backup saved.

MC
7/29/23
12:04 PM
13

When ready, run Close Current Fiscal Year.

 

All other users must be out of Enterprise ERP. At this point you are committed to complete the year‐end process. Everyone must stay off the system until the year has successfully closed and opened and Budget Completion Journal has been successfully posted for all new fiscal year projections.

 

Financials > General Ledger > End of Period > Fiscal Year End Processing > Close Current Fiscal Year

14

Run Year‐End Trial Balance‐ select Final for Print version. Verify grand total for debit and credit matches.

 

Financials > General Ledger > End of Period > Fiscal Year End Processing > Year End Trial Balance

15

Run the Open New Fiscal Year program.

 

Financials > General Ledger > End of Period > Fiscal Year End Processing > Open New Fiscal Year


After this step, the actual balances for the new fiscal year balance sheet are in place, and no budget is posted.



16
Verify the carried forward encumbrance amounts from the Year End Trial Balance against the report from the Close Fiscal Year program. The two should match.


17
Make sure you have at least one good backup saved before running the Budget Completion Journal.

MC
7/29/23
2:26 PM

MC
7/29/23
6:53 PM
18
Verify the Budget Preparation for year in the Budget Settings program shows the new fiscal year you are posting to.


19

Run Budget Completion Journal/Update

 

Financials > General Ledger > End of Period > Fiscal Year End Processing> Budget Completion Journal

 

  • If running more than one projection, close and re‐open the program in between each projection.
  • When the process is complete, print and verify a Trial Balance for Period 1 to check the balance forward figures and Fund Balance entry.


20
Run the G/L Tables Validation, selecting Comprehensive.


21
Run YTD Budget Report to confirm that Encumbrances and Budget are correct.


22
If your site selected the option to Restrict creation of requisitions and POs to next year only, it is important to go to back to Purchasing Settings and unselect that option. It does not get unselected automatically.

23
After confirmation of a successful year end closing, users may return to using the system.


24

Once the Fiscal Year has been closed:

 

  • If any further journal entries are required to the prior fiscal year, you may add Actuals entries to period 13 of the prior, closed fiscal year.
  • Budget adjustments may be made to the prior fiscal year for periods 1‐12.
  • For standard fiscal year funds, it is possible to enter a period 13 invoice to the closed year. This invoice may not include a purchase order liquidation. These invoices may be entered until the “Set Holding Year Open” flag step is executed for the next year.
  • Consider taking this opportunity to do some account cleanup and close accounts you no longer plan to use.

 

You may proceed with period reconciliation for the new fiscal year.