Difference between revisions of "End of Year Close Out"

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'''NOTE - All monthly procedures for June must be completed before running this program.'''
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'''NOTE 1 - All monthly procedures for June must be completed before running this program.'''
  
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'''NOTE 2--If you are closing at least one account to start the beginning of the new fiscal year with a zero balance, continue with these instructions.'''
  
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#Select '''Funds/Lists/End-of-Year Closeout''' from the list of JCampus modules on the left of the screen.
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'''NOTE 3--If you are NOT closing any account balances to start the beginning of the new fiscal year with a zero balance, move to the next group of instructions below.'''
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 +
 
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'''Instructions for closing at least one account balance to zero for the new fiscal year.'''
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#Select '''Funds > Lists > End-of-Year Closeout''' from the list of JCampus modules on the left of the screen.
 
#A Close out Warning will appear on the screen.
 
#A Close out Warning will appear on the screen.
 
#Click the '''Continue Close Out'''.
 
#Click the '''Continue Close Out'''.
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#A list of accounts and their balances will appear on the screen. There will be a total of these balances at the bottom of the list.
 
#A list of accounts and their balances will appear on the screen. There will be a total of these balances at the bottom of the list.
 
#Scroll to the bottom of the list and verify that the total amount matches either the Grand Total on the June MTD Report or the Grand Total on the YTD Report for the fiscal year.
 
#Scroll to the bottom of the list and verify that the total amount matches either the Grand Total on the June MTD Report or the Grand Total on the YTD Report for the fiscal year.
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#If the amounts do NOT match, close End-of-Year Close Out and determine why the amounts do not match.
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#If the amounts do NOT match, close End-of-Year Close Out and determine why the amounts do not match.  
 
#If the amounts match, continue with these instructions.
 
#If the amounts match, continue with these instructions.
 
#Click the check box to the right of each account that you want to close for this fiscal year. This will generate a beginning balance of zero for the upcoming fiscal year.
 
#Click the check box to the right of each account that you want to close for this fiscal year. This will generate a beginning balance of zero for the upcoming fiscal year.
 
#To make a list of the accounts with the 'zero' out indicator click the print button. The report will print all accounts on the list and will have the '''zero''' indicator on the printout.
 
#To make a list of the accounts with the 'zero' out indicator click the print button. The report will print all accounts on the list and will have the '''zero''' indicator on the printout.
 
#After making your selections, click the '''submit''' button at the bottom of the screen.
 
#After making your selections, click the '''submit''' button at the bottom of the screen.
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#Another popup will appear describing what the system will do if you select '''submit'''.
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#A popup will appear describing what the system will do when you select '''submit'''.
 
#Another warning will appear. Click '''Yes''' to complete the end-of-year close out.
 
#Another warning will appear. Click '''Yes''' to complete the end-of-year close out.
 
#The next popup will give the net amount of the accounts selected to zero out.  
 
#The next popup will give the net amount of the accounts selected to zero out.  
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#Click '''Continue Closeout'''.
 
#Click '''Continue Closeout'''.
 
#The '''Beginning Balance''' for the new fiscal year will appear on the screen.  
 
#The '''Beginning Balance''' for the new fiscal year will appear on the screen.  
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#Print two copies of this Beginning Balance Report. File one copy with the end-of-year documents and the other copy with the July documents for the new fiscal year.
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#Print three copies of this Beginning Balance Report. File one copy with the end-of-year documents, another copy with the July documents for the new fiscal year and send the third copy to the district office.
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#Print a third copy if the district office requires a copy of the next fiscal year beginning balance document.
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'''Instructions for NOT closing any balances for the new fiscal year.'''
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#Select '''Funds/Lists/End-of-Year Closeout''' from the list of JCampus modules on the left of the screen.
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#A Close out Warning will appear on the screen.
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#Click the '''Continue Close Out'''.
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#Verify your District and School.
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#Enter the Beginning of the Prior Year.
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#Select the Start Month (usually July).
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#Click '''OK'''.
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#A list of accounts and their balances will appear on the screen. There will be a total of these balances at the bottom of the list.
 +
#Scroll to the bottom of the list and verify that the total amount matches either the Grand Total on the June MTD Report or the Grand Total on the YTD Report for the fiscal year.
 +
#If the amounts do NOT match, close End-of-Year Close Out and determine why the amounts do not match.
 +
#If the amounts match, continue with these instructions.
 +
#Click the '''submit''' button at the bottom of the screen.
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#A popup will appear referencing account balances that does not relate to the process for you at this time. Click '''submit'''.
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#A warning will appear. Click '''Yes''' to complete the end-of-year close out.
 +
#The '''Beginning Balance''' for the new fiscal year will appear on the screen.
 +
#Print three copies of this Beginning Balance Report. File one copy with the end-of-year documents, one copy with the July documents for the new fiscal year and send a copy to the district finance office.
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Latest revision as of 11:42, 20 July 2023

This document will provide the user step-by-step instructions for completing the end-of-year procedures in order to close the fiscal year. The beginning balances for accounts for the next fiscal year will be created.


NOTE 1 - All monthly procedures for June must be completed before running this program.

NOTE 2--If you are closing at least one account to start the beginning of the new fiscal year with a zero balance, continue with these instructions.

NOTE 3--If you are NOT closing any account balances to start the beginning of the new fiscal year with a zero balance, move to the next group of instructions below.


Instructions for closing at least one account balance to zero for the new fiscal year.

  1. Select Funds > Lists > End-of-Year Closeout from the list of JCampus modules on the left of the screen.
  2. A Close out Warning will appear on the screen.
  3. Click the Continue Close Out.
  4. Verify your District and School.
  5. Enter the Beginning of the Prior Year.
  6. Select the Start Month (usually July).
  7. Click OK.
  8. A list of accounts and their balances will appear on the screen. There will be a total of these balances at the bottom of the list.
  9. Scroll to the bottom of the list and verify that the total amount matches either the Grand Total on the June MTD Report or the Grand Total on the YTD Report for the fiscal year.
  10. If the amounts do NOT match, close End-of-Year Close Out and determine why the amounts do not match.
  11. If the amounts match, continue with these instructions.
  12. Click the check box to the right of each account that you want to close for this fiscal year. This will generate a beginning balance of zero for the upcoming fiscal year.
  13. To make a list of the accounts with the 'zero' out indicator click the print button. The report will print all accounts on the list and will have the zero indicator on the printout.
  14. After making your selections, click the submit button at the bottom of the screen.
  15. A popup will appear describing what the system will do when you select submit.
  16. Another warning will appear. Click Yes to complete the end-of-year close out.
  17. The next popup will give the net amount of the accounts selected to zero out.
  18. Click the the account number field and select the account to which this net amount will be transfered.
  19. Click Continue Closeout.
  20. The Beginning Balance for the new fiscal year will appear on the screen.
  21. Print three copies of this Beginning Balance Report. File one copy with the end-of-year documents, another copy with the July documents for the new fiscal year and send the third copy to the district office.


Instructions for NOT closing any balances for the new fiscal year.

  1. Select Funds/Lists/End-of-Year Closeout from the list of JCampus modules on the left of the screen.
  2. A Close out Warning will appear on the screen.
  3. Click the Continue Close Out.
  4. Verify your District and School.
  5. Enter the Beginning of the Prior Year.
  6. Select the Start Month (usually July).
  7. Click OK.
  8. A list of accounts and their balances will appear on the screen. There will be a total of these balances at the bottom of the list.
  9. Scroll to the bottom of the list and verify that the total amount matches either the Grand Total on the June MTD Report or the Grand Total on the YTD Report for the fiscal year.
  10. If the amounts do NOT match, close End-of-Year Close Out and determine why the amounts do not match.
  11. If the amounts match, continue with these instructions.
  12. Click the submit button at the bottom of the screen.
  13. A popup will appear referencing account balances that does not relate to the process for you at this time. Click submit.
  14. A warning will appear. Click Yes to complete the end-of-year close out.
  15. The Beginning Balance for the new fiscal year will appear on the screen.
  16. Print three copies of this Beginning Balance Report. File one copy with the end-of-year documents, one copy with the July documents for the new fiscal year and send a copy to the district finance office.


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