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Before beginning your organization’s business for a new year, you should perform year-end procedures at the end of your current fiscal year, regardless of when the fiscal year ends. Working in a new year without closing the previous year causes the balance sheet to appear out of balance until year-end closing is performed.
What does closing the year do?
Closing the year closes all revenue and expense accounts. The balances for these accounts are transferred to the fund principal account associated with each fund in Define Lists. If an account is not associated with a fund, the account balance is transferred to the default fund principal account assigned in General Ledger - Setup. The closing account must be under the Fund Principal heading.
Calendar year vs. fiscal year
If you operate on a calendar basis, perform year-end procedures at the end of December. If you operate on a fiscal basis, perform year-end procedures at the end of your fiscal year. For example, if your fiscal year is July 1 through June 30, perform year-end procedures at the end of June. Whether you use cash or accrual accounting, the last month of the year closes with year end procedures.
Fund principal accounts
If you have only one fund, close all revenue and expense accounts to a single fund principal account. If you have multiple funds, you must close each fund to its own fund principal account. If you have multiple fund codes and close all funds to one account, the general ledger is out of balance when reporting by fund.
You can also print a report of the year-end transactions. You can print this at any time- it always reflects the prior year's closing entries.
Notes on Closing the Year
Transaction entry errors that you made and did not correct properly during the accounting period may disrupt the year-end process. If an error message displays, follow the instructions that display in the window for the appropriate action.
Budget information is not affected during year-end procedures. You can create a budget at any time during the year. When the new fiscal year begins, ACS automatically refers to the new budget.
You cannot close the year if you have open transactions. To see which users have open transactions and correct this, you can add a User column on the Add/Edit Transactions Grid. To learn more, see Working with ACS Grids.
To close the current year
- Back up your financial data files.
- Under Manage Records, click the Period End Procedures tab.
- In the drop-down list, select General Ledger Year End Procedures and click Go .
- Verify that the information displayed in the Closing Period Ending field is correct. If you operate on a calendar year, the closing period ending must read December 2XXX (Month 12). If you operate on a fiscal year, the closing period ending must read Month (the last month of your fiscal year) 2XXX (Month 12).
- In the drop-down list, select a Transaction Source.
- Enter a Reference Number.
- Select the Closing Date.
- Enter an Explanation.
- Select how you want to close your accounts. For your accounts to balance properly, the closing account must be a liability account under the Fund Principal heading in your chart of accounts. Each fund has a different Fund Principal Account
- Close All Accounts to a Single Fund Principal Account — If you only have one fund, close all revenue and expense accounts to a single fund principal account. Click Lookup to select the closing account.
- Close Accounts to Selected Fund Principal Accounts — If you have multiple funds, close each fund to its own fund principal (or closing) account. For each fund, in the Accounts field, click Lookup to select the closing account. Then, enter a reference number.
- Click Begin Year End.
- Verify the information in the Year-End Verification window and click Continue Year End.
Click Yes to print the Prior Year Summary Report.