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** Happy New Year **Preparing your Campus for
Year-End Close
Amy Ahearn and Lorissa Cheney, MAPO
Chancellor’s Office
Year-End Legal Training
April 17, 2014
PO Rollover – Run Control• CSU Year End Processing > Year End Processes > PO Rollover
April 2014 Year-End Legal Training 2
PO Rollover – PO Rollover Verification• Query the Ledger_KK table
• Select the following fields & criteria listed below
• BU
• Fund• Ledger = KK_DTL_ENC• Account• Fiscal Year = the new fiscal year ex: 2014• Period = 0 • Monetary Amount (sum) <> = 0.00
April 2014 Year-End Legal Training 3
PO Rollover – PO Rollover Verification
April 2014 Year-End Legal Training 4
Activate Fund Balance Accounts
April 2014 Year-End Legal Training 5
Chartfield Value Sets - update• Chartfield value sets are used in the closing rules. They combine
your fund trees w/the fund balance accounts. Update them thru the end of your fiscal year.
April 2014 Year-End Legal Training 6
Chartfield Value Sets – cont.
April 2014 Year-End Legal Training 7
Closing Rule update
April 2014 Year-End Legal Training 8
Closing Rule update – cont.
April 2014 Year-End Legal Training 9
Closing Rule update – cont.
April 2014 Year-End Legal Training 10
Closing Rule update – cont.
April 2014 Year-End Legal Training 11
Closing the Ledger
April 2014 Year-End Legal Training 12
Verifying Ledger Close
April 2014 Year-End Legal Training 13
Copying Trees• Copy Chartfield Trees to establish CF Trees in the new Fiscal Year
April 2014 Year-End Legal Training 14
Copying Trees – cont.• Copy Chartfield Trees
• Add DW_cf name is you’d like to seetree in the DW
• Update the Effective date -• First day of new fiscal year • Last day of new fiscal year
April 2014 Year-End Legal Training 15
Copying Trees – cont.• New tree – should be valid
April 2014 Year-End Legal Training 16
Year End SAM99 Submission
April 2014 Year-End Legal Training 17
Verify:• Update Fiscal Year• Accounting Period 12
(or closed period for test)• Accr Rev Tape box
checked • Year End Tape box
checked
Year End SAM99 Submission – cont.
April 2014 Year-End Legal Training 18
Prior Lessons Learned:• Use correct naming convention: FISCAL.D041714A.AGYACR (Day
of actual SAM99 submission to SCO)• Verify Prior Year Accrual File has been loaded into PeopleSoft (if
applicable). • Run SAM99 “TEST” report for a closed period.• File should not be opened prior to saving as .ACYACR file. • Use WS_FTP (PRO or LE) to transmit file to SCO • Files will not be accepted after 2 pm by the SCO• Send approved notification email to SCO
Appendix_24_Year End Close Checklist
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Contact Information:
Amy Ahearn
(562) 951-4620
Lorissa Cheney
(562) 951-4626
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