Change Last Posted Date - Accounting Period
The Create Carry Forwards option is now integrated in to the Change Last Posted Date option. If the
new last posted date is the last day of an accounting period (e.g. 6/30/20xx, or 9/30/20xx, for a Fiscal
Fund or 12/31/20xx for a Calendar Fund) for a fund then the carry forward transactions will
automatically be generated per the fund specifications to begin the new accounting period.
1. From the Main Menu select Data, then Change Last Posted Date.
2. The Change Last Posted Date screen appears. Be sure to read the information on the screen carefully.
Note:This option will finalize all transactions that are less than or equal to the last posted date specified. There cannot
be any unprocessed dockets with an effective date less than or equal to the new last posted date. Once the last posted
date has been changed, no further transactions can be created with a date less than or equal to the new last posted
date.
Be sure that all processing up to the new last posted date has been completed before continuing. Once a new last
posted date has been updated there is no going back.
If the new last posted date is the last day of an accounting period for a fund then carry forward transactions will
automatically be generated per the fund specifications to begin the new accounting period.
3. Enter the New Last Posted Date in MM/DD/YYYY format or click on the calendar button and select
the date. The date entered must be greater than the Current Last Posted Date and prior to the current
date.
4. Verify the number of days between the Current and New Last Posted Date is appropriate and then
click Next to continue or Cancel to exit without changing the last posted date.
5. The Change Last Posted Date - End of Accounting Period screen will display. The new last posted
date specified is the end of an accounting period for the funds below. These funds will have carry
forwards generated for them as part of this process. Please pay close attention to those funds flagged for
auto appropriation transfers and the date when auto appropriation transfers were last created. Once you
continue from this point there will be no further ability to run the auto appropriation transfers and/or
adjust figures for the current accounting period.
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The carry forward specs must be set up for Carry Forward Cash Receipt Specifications and Carry
Forward Investment Receipt Specifications (Reference > Corporate Specifications > Misc Tab).
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The Carry Forward Cash Opt must be properly set up for each Fund ( Reference > Fund).
6. Once all items have been properly set up, click on the "I have verified the above information and
would like to continue" checkbox on the bottom left of the screen. The Next button then becomes active.
Click Next to continue, Back to return to the previous screen or Cancel to exit without changing the last
posted date.
7. If a Bank/Fund Edit does exist, the following screen will display:
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You cannot proceed with the Change Last Posted Date process until these edits are
corrected/bypassed. Click Cancel to exit out of the option and take care of the edits.
Note: Bank/Fund Edits are usually caused by Funds that have no activity for the current Fiscal
Year - in this case an Override will be added on a future update to allow you to continue, or
due to Funds that have a negative balance (which should not be allowed at the end of the fiscal
year) - this requires an adjustment to be done. This will then allow the process to complete.
8. If all edits are passed (e.g., no unprocessed payroll distributions or unprocessed dockets, no
Bank/Fund edits), the process will continue. During processing you will see a status screen as the
Current Last Posted Date and New Last Posted Date totals are being calculated. Once completed, The
Change Last Posted Date - Control Totals screen will display. A grid will appear showing the
transaction type, previous totals, current totals, and new totals.
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You are only concerned with Current Totals - these are the totals for the month that you are
closing out (even if partial), and should match the numbers from the reports ran.
o Previous and New Totals reflect system totals from the beginning, including carry
forwards. They are system totals and there is no report to run to match these. Just make
sure your current totals are correct.
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9. Verify the totals for each of the transaction types. A report of these totals can be printed by selecting
the Print button in the toolbar. After verifying the totals, click Next to continue or Cancel to exit without
changing the last posted date.
10. The Change Last Posted Date - Carry Forward Transactions screen will display. The grid is grouped
by Fund, then CF Type by default. Verify the carry forward transactions that will be generated to start the
new accounting period for funds meeting the specified criteria are correct.
11. Click on the "I have verified the above information and would like to continue" checkbox in the
lower left hand corner of the screen. The Next button will then become active..
Note: This is your last opportunity to Cancel out of this option. There is not an option to
"Unpost" so be absolutely sure you are ready to post before continuing.
12. Click Next to continue, Back to return to the previous screen or Cancel to exit without changing the
last posted date.
13. The Change Last Posted Date - Finalization screen will display, stating: "Process completed
successfully."
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The Current Last Posted Date is displayed at the bottom left of the screen and the New Last
Posted Date is displayed on the bottom right of the screen.
14. Click Finish to exit and return to the Main Menu - the last posted date is changed.
15. The new date is "broadcast" to all users and the last posted date is displayed in the lower right hand
portion of the screen at the main menu.
You can Post to the first of the Fiscal year (7/1/2xxx) and run reports to make sure everything
crossed the Accounting Period correctly.
1. From the Main Menu select Data, then Change Last Posted Date.
2. The Change Last Posted Date screen appears. Be sure to read the information on the screen carefully.
Note: This option will finalize all transactions that are less than or equal to the last posted
date specified. There cannot be any unprocessed dockets with an effective date less than or
equal to the new last posted date. Once the last posted date has been changed, no further
transactions can be created with a date less than or equal to the new last posted date.
Be sure that all processing up to the new last posted date has been completed before
continuing. Once a new last posted date has been updated there is no going back.
If the new last posted date is the last day of an accounting period for a fund then carry
forward transactions will automatically be generated per the fund specifications to begin
the new accounting period.
3. Enter the New Last Posted Date in MM/DD/YYYY format or click on the calendar button and select
the date. The date entered must be greater than the Current Last Posted Date and prior to the current
date.
Note: There is not an option to "Unpost" so be absolutely sure you are ready to post before
continuing.
4. Verify the number of days between the Current and New Last Posted Date is appropriate and then
click Next to continue or Cancel to exit without changing the last posted date.
5. The Change Last Posted Date - Control Totals screen will display. You will see Previous Totals,
Current Totals and New Totals. Verify that this information is correct.
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You can print or export this information by clicking on the appropriate button in the toolbar.
6. When you are sure that everything is correct, click on the "I have verified the above information and
would like to continue" checkbox. The Next Button becomes active.
Note: This is your last opportunity to Cancel out of this option. There is not an option to "Unpost" so be absolutely
sure you are ready to post before continuing.
7. When you are absolutely sure everything is correct, click Next to continue, Back to return to the
previous screen or Cancel to exit (without changing the last posted date).
8. The Change Last Posted Date - Finalization screen will display, with a message stating that the
"Process completed successfully."
9. Click Finish to exit and return to the Main Menu - the last posted date is changed.
Go to: View > Schedule of Balances > by Fund (Form SA5-1), and enter in the begin and end date as
7/1/2xxx.
Click on the Lookup button and the information will be populated in the grid.
The Begin Balance should match what you had for the End balance when closing out the fiscal year,
If the Corp Spec's are not set up properly:
A screen with the corporation specifications not set up correctly is shown below:
Note: The Carry Forward Investment Receipt Specifications, on the upper right hand side
of the screen, have no information displayed (they are not set).
When you click on the "I have verified the above information and would like to continue" check box and
then click Next, the error message below will display:
Click OK, Cancel out of the Change Last Posted date option, then go to: Reference > Corporation
Specifications > Misc Tab (see below):
Note: The Use Default Object and Use Default Location sections are fields that allow a
default object and/or location to be specified for use when generating new financial history
transactions - Automated Purchase Orders, Claim Adjustments, PO Reset Adjustments,
Prerun Docket Adjustments, Purchase Order Adjustments, Receipt Adjustments and
Regular Docket Adjustments. The number specified in these fields is auto populated, which
is a time saver.
The Carry Forward Cash Receipts/Investment Receipts section must be set up to proceed.
Click on the Account ellipsis button and the Receipt Accounts screen will display. Click on the Insert
button and the Insert Receipt Account screen will display - see below:
Enter the following information:
ACCOUNT - enter an account number, something that is not already used.
DESCRIPTION - enter a description.
TYPE - select a Type from the drop down menu. Select Investment as we want to keep this separate
from the Normal.
STATUS - leave at default, which is Active.
When finished entering and/or selecting this information click OK to save.
Then select this newly created receipt account and it is populated in the Carry Forward Investment
Receipts, Account field.
You can select the Object account from the table - no need to create a new Object.
When this information has been entered and\or selected, click OK.
You are now able to proceed with the Change Last Posted Date - end of Accounting Period process.