Navigating Between Fiscal Years
In order to complete the Beginning of Year Procedure, it is necessary to know how to navigate between the prior fiscal year and the new fiscal year. Use the steps below as needed in order to move between the fiscal years.
i-AP/Options/Fiscal Year
A. Use the drop-down list box to choose the appropriate fiscal year. The application will load the new fiscal year based on the selection.
1. Tasks to perform
Create New Fiscal Year
If the new fiscal year has not been created in Setup, follow these steps.
i-AP/Options/Setup/Fiscal Year
A. Click New next to the Fiscal Years Grid.
B. Enter the new Fiscal Year.
C. Click Save to add the new Fiscal Year.
NOTE: The system will auto-populate the other fiscal year information, but it may be edited, if necessary.
Rollup Expenditure Classification
NOTE: Verify you are in the PRIOR fiscal year before rolling up expenditure classifications to the new year.
i-AP/Options/Tools/Rollup Expenditure Classification
A. Click Continue to roll all classification codes from the current fiscal year to the next fiscal year.
B. A confirmation screen will appear if the classification codes were successfully rolled into the next fiscal year.
Rollup Appropriation Checks
To rollup appropriation checks to the new fiscal year, use the Rollup Appropriation Checks tool. Appropriation checks may also be entered manually in Setup by navigating to the new fiscal year. It is important to set appropriation checks for all Cash/Activity Funds. NOTE: Verify you are in the PRIOR fiscal year before rolling up appropriation checks to the new year.
i-AP/Options/Tools/Rollup Appropriation Checks
A. Click Continue to roll all appropriation checks from the current fiscal year to the next fiscal year.
B. A confirmation screen will appear if the appropriation checks were successfully rolled into the next fiscal year.
Appropriation Maintenance
Appropriations must be entered in the new fiscal year before purchase orders can be added or copied. They can be entered manually in the new fiscal year or copied automatically using the Copy Appropriations tool. Choose one of the options below and follow the steps to add appropriations before proceeding.
OPTION 1: Manually Add Appropriations
NOTE: Verify you are in the NEW fiscal year before you add appropriations.
i-AP/Options/Appropriation Maintenance
A. Select the Fund from the Fund Slider.
B. Click New next to the Appropriation Grid.
C. Enter the Appropriation Date.
D. Enter the Description.
E. Click Save or Save & Add to save this appropriation and add another.
F. Click New next to the Appropriation Details Grid to enter the appropriation details below.
G. Enter the classification coding, if applicable.
H. Enter the Amount of the Appropriation.
I. Enter the Start Date of the Appropriation.
J. Click Save or click Save & Add to save this detail and add another.
K. Use the above steps to enter Appropriations for all applicable funds.
-OR-
OPTION 2: Copy Appropriations
NOTE: Verify you are in the PRIOR fiscal year before copying appropriations to the new year.
i-AP/Options/Tools/Select Fund/Copy Appropriations
A. Select the To Fiscal Year. (Choose the year in which to send the copied appropriations.)
B. Enter the Project, Function, and/or Object, if applicable. To select all codes, leave these fields blank.
C. Enter the New Appropriation Date. (This will be the date of the appropriation in the new year.)
D. Click Perform Copy.
E. A confirmation screen will appear. Click OK to copy the Appropriations.
F. Use the above steps to Copy Appropriations for all applicable funds.
Copy Purchase Orders
OPTIONAL STEP: Purchase Orders may be copied by Fund using the Copy Purchase Orders tool, or may be entered manually in PO Maintenance when working in the new year. NOTE: Verify you are in the PRIOR fiscal year before copying purchase orders to the new year.
NOTE: We have created a training video to assist with copying purchase orders.
Ø How To Copy Purchase Orders (access video directly through the application: i-AP/Home Screen/
Training Videos Link/Ctrl+F keys/Search for ‘Copy Purchase Orders’)
i-AP/Options/Tools/Select Fund/Copy Purchase Orders
A. Select the To Fiscal Year. (Choose the year in which to send the copied purchase orders.)
B. Select the To Fund. (Choose the fund in which to send the copied purchase orders.)
C. Enter the Begin PO No and End PO No.
IMPORTANT: Please enter the range of POs to be copied to the new year. If the POs to copy are not part of one range, repeat this process to copy the other ranges of POs.
D. Enter the New PO Date. (This will be the date of the purchase order in the new year.)
E. Enter the Starting PO No, if applicable.
F. Select the Amount to Move.
a. Zero – will move the PO header info only (no items, details or amounts)
b. Paid – will move the PO header info, paid items, details and amounts
c. Original – will move the PO header info and all items, details and amounts from original encumbrance
G. Click Perform Copy.
H. A confirmation screen will appear. Click OK to copy the purchase orders.
Update Expenditure Classification Coding
Make any necessary corrections to expenditure classification coding as needed in order to stay current with reporting requirements. NOTE: Verify you are in the NEW fiscal year before updating codes.
i-AP/Quick Access Toolbar/Classification Codes
A. Use the classification code slider to select which set of classification codes to update.
B. Select the appropriate classification code from the grid.
C. Click Edit to make changes as needed and Save.
NOTE: If inactivating any codes, it is important to keep a list and notify all i-Accounting users of the changes so they may update their systems accordingly. (i.e., Payroll salary lines and FBA coding)
Update Expenditure Classification Bolding
Make any necessary corrections to the STATE bolding criteria as needed in order to stay current with reporting requirements. NOTE: Verify you are in the NEW fiscal year before updating bolding.
i-AP/Options/Setup/Classification Bolding
A. Select the appropriate STATE Classification Bolding Detail from the grid.
B. Click Edit to make changes as needed and Save.
Perform Edit Checks
Use the Perform Edit Checks tool to correct any potential coding issues on copied purchase orders. NOTE: Run the Edit Checks anytime throughout the year to find and correct any errors.
i-AP/Options/Tools/Perform Edit Checks
A. Leave the Classification Bolding Selection set to STATE.
B. Check the appropriate Edit Checks box to apply the current fiscal year edit checks.
C. Click Perform Checks.
D. Click the Export icon to export the results to PDF and print the report. Correct errors as necessary.