NOTE: The Accounts Payable Encumbrance Clerk must complete the Create New Fiscal Year and Rollup Expenditure Classification steps before the Activity Fund Clerk can start their beginning year procedures.
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.
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 – Treasurer
Enter Beginning Balances
Before entering purchase orders, the beginning balances for each Activity/Cash Fund must be entered as an adjusting entry in the new fiscal year. Use the ending totals from the Revenue/Expenditure Summary report as of 6/30 for new fiscal year beginning balances. NOTE: Verify you are in the NEW fiscal year before entering beginning balances.
NOTE: We have created a training video to assist with entering beginning balances.
Ø How To Enter AF Beginning Balances (access video directly through the application: i-TR/Home
Screen/Training Videos Link/Ctrl+F keys/Search for ‘AF Beginning Balances’)
i-TR/Options/Adjusting Entry Maintenance
A. Verify the appropriate Activity/Cash Fund is selected in the Fund Slider.
B. Click New by the Adjusting Entries grid.
C. Enter 7/1 as the Adjusting Entry Date.
D. Enter the Reason. (i.e., Beginning Balances, Balance Forward)
E. Click New to add each detail for Cash (AC) and Investment (AI) Account types. For example:
a. AC0102 Project 000 +$100.00
NOTE: After entering the amount in the final column, press enter on the keyboard to automatically add another detail line.
F. Add additional offset entries using FB0000 for each Activity/Cash Fund coding. For example:
a. FB0000 Project 800 -$25.00
b. FB0000 Project 801 -$50.00
c. FB0000 Project 802 -$25.00
G. The balance must equal $0.00 before the adjusting entry can be posted.
NOTE: Click save to save the progress and return to this adjusting entry later if needed.
H. Click Post when finished entering details to post the entry.
I. Repeat this process for each Activity/Cash Fund.
2. Tasks to perform – Accounts Payable
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.
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.