Monthly Closing Calendar
FY2009 NUFinancials Closing Schedule
Recharge & journal spreadsheet submission deadline by 10:00 AM Date March 4 April 2 May 4 June 2 July 2 August 4 TBD Week Day Wednesday Thursday Monday Tuesday Thursday Tuesday TBD Deadline for portal journals & NUPortal lockeda at 5:00 PM Date March 5 April 3 May 5 June 3 July 6 August 5 TBD Week Day Thursday Friday Tuesday Wednesday Monday Wednesday TBD
Accounting Period open date Fiscal Year 2009 2009 2009 2009 2009 2009 2009 2009 2009 Accounting Period 4 5 6 7 8 9 10 11 12 Month December January February March April May June July August Date February 1 March 2 April 1 May 1 June 1 July 1 July 31 Week Day Wednesday Monday Wednesday Friday Monday Wednesday Friday
Reporting Available Date January 12 February 9 March 9 April 7 May 7 June 5 July 8 August 7 TBD Week Day Monday Monday Monday Tuesday Thursday Friday Wednesday Friday TBD
Notes on Closing: The accounting period closing process for NUFinancials is a progressive series of cutoffs due to system requirements: - A series of specialized programs are run to consolidate data from subsystems into the ledger; no new data can be introduced into the subsystems and ledger during this period and all data must be valid (journal status), valid (budget status) or deleted. - Final reporting of the closed period data is available after the successful closing of all subsystems. - Accounting Services (ACS) will contact recharge & journal spreadsheet owners that have journals with errors and discuss options (deleting lines, deleting journal and resubmission in subsequent period) for clearing if correction is not possible within the closing timeframe - The portal will be open for transaction processing and inquiry for the open accounting period.
a.
After 5:00 PM portal users will be unable to create or modify journals for the accounting period to be closed. ACS will delete all "actuals" journal entries for the accounting period to be closed that have not been approved through workflow & posted prior to 5:00 PM.
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Monthly Closing Calendar
Journals June 2009 (FY2009) Month End Closing
We will be closing June 2009 accounting period on Monday, July 6th. Please note June & July accounting periods will both be open for Actuals journals on June 29th. If you use a default or current date in July, the journal will post in the July accounting period. In order for the closing process to take place, portal users will be unable to create journals, modify or approve journals through workflow for the June accounting period effective 5:00 PM on Monday, July 6th. However, users will still be able to create journals, modify or approve journals through workflow for the July accounting period. Reports will be available on Wednesday, July 8th. For future month-end closing dates, please refer to the calendar on the first page of this document.
Steps to ensure journal transactions are posted in June:
In order for your actuals journal entries to successfully post in the June accounting period: • All errors must be resolved (Journal status = V for valid, Budget status = V for valid) • Portal journals should be approved through workflow by end of day Monday, July 6th (to allow time for correction if the journal goes into suspense upon posting) • Spreadsheet journals should be submitted by 10:00 am on Thursday July, 2nd to allow time for correction if the journal has errors upon upload.
For help resolving journal edit errors:
Please consult training guides (http://cafe.northwestern.edu/documents/training/General%20Ledger/FMS%20711/9_Actuals%20Journal%20Porta l%20Troubleshooting.pdf) or contact Accounting Services at 847-491-5337.
For help with budget status errors:
Please consult Budget Journal error glossary at https://cafejava.northwestern.edu/nu_portal/gl/explain/bud.html and as needed contact the Budget Office.
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Monthly Closing Calendar
If a June dated journal does not post in June: (by the deadline of 5:00 PM on Monday, July 6th)
You will have to copy the original journal to submit in July & request the original to be deleted (see below for instructions). If the entry is not deleted by 5:00 PM on Monday, July 6th, Accounting Services will delete the journal in order to close the accounting period and ensure budget reporting integrity for the month.
To find journals in process:
1. 2. 3. 4. 5. 6. Go to NUPortal > Finance & Budgeting tab > Actuals Journal Search Journal Date – click on drop-down arrow, choose “greater than or equal,” and enter 06/01/2009 Type your netID in Submitter box and click Search On Journal Search page, click Search again Journals that you have submitted will be listed In Search Results box, click Journal Status and/or Budget Status header to sort and find journals not posted
To copy an existing journal in the portal:
1. Actuals Journal Search for the original journal 2. Click copy at the bottom of the screen.
To request journal deletion in the portal:
1. Actuals Journal Search for the original journal 2. Click Modify at the bottom of the screen 3. Click Deletion Request (bottom right side of the screen) hyperlink.
Purchase Requisitions/Purchase Orders
• Purchase requisitions from the prior month that are not yet submitted or are awaiting approval when the accounting period closes will remain active and editable by both requesters and approvers in the new accounting period. Transactions that are not approved within 90 days will be purged from the system. Purchase orders that have not dispatched within 90 days will likewise be purged from the system.
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Monthly Closing Calendar
Employee Expense Reports
• Employee expense reports from the prior month that are awaiting approval when the accounting period closes will remain active. However, the approver will be required to change the accounting date of the transaction before applying his/her approval. Employee expense reports from the prior month that have not been submitted when the accounting period closes will remain active. The employee or his/her proxy will need to update the accounting date before submitting for approval. Inactive expense reports will be purged after 90 days. To change the accounting date, refer to: Job Aid: Change Accounting Date .
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AP Vouchers
AP Vouchers that have yet to match as part of month-end close will be ‘rolled forward’. This will not have a visible impact on end users, as Accounts Payable transactions do not appear on budget statements until they are budget checked. Vouchers will be ‘rolled forward’ upon successful matching.
More NUFinancials month-end closing procedures:
http://cafe.northwestern.edu/announcements/close.html
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Monthly Closing Calendar
Contact Information Closing Calendar, Actuals Journals
Accounting Services 619 Clark Street Evanston, IL 60208 Phone: 847-491-5337
Budget Journals
Budget Office 633 Clark Street Evanston, IL 60201 Phone: 847-491-4286 Email: budgetoffice@northwestern.edu
Purchase Requisitions, Purchase Orders
Purchasing Resource Services 2020 Ridge Evanston, IL 60201 Phone: 847-491-8120 Email: purchasing@northwestern.edu
Expense Reports, AP Vouchers
Accounts Payable 2020 Ridge Evanston, IL 60201 847- 491-7339
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