Fiscal Year End Procedures

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					                        LO CI S

                       F I S CAL

                  YE AR- E N D

             P RO CE DU RE S


                            F:\users\NEWMANUALS\Fiscal Year End Procedures




LOCIS Year-End Procedures                                       Page 1
                        GENERAL OUTLINE

  Complete System          Provides the option of retrieving information
     Backup                after the history is deleted from the system.




  Warrants Payable         Includes Vendor Processing, Check Reconciliation, and
                           Accounts Payable.




        Payroll
                           Report Fiscal Earnings.




    General Ledger         Prepare for the future Fiscal Period, and report on the past.




Accounts Receivable        Report on the balance of accounts.




    Utility Billing        Report on the balances of accounts.




Assessment Processing      Report on the balance of accounts.




LOCIS Year-End Procedures                                                          Page 2
                     ACCOUNTS PAYABLE

         NT               PURPOSE: To provide a listing of all accounts payable
Aged A/P Trial Balance    transactions by vendor with totals of amounts unpaid.

                                 A) For all Vendors?                        "Y"
                                 B) List transactions to what date          “0430XX”
                                 C) Include Zero Balance Vendors?           “N"
                                 D) REPORT OPEN BALANCES ONLY               “Y”




  LOCIS Year-End Procedures                                                  Page 3
Check Reconciliation     PURPOSE: To provide your auditor a complete listing of
                         all checks (cleared & outstanding) written during the current
                         Fiscal Year.

                                A) CKE Clear Entry:
                                   Process all checks that have cleared the bank




 LOCIS Year-End Procedures                                                     Page 4
LOCIS Year-End Procedures   Page 5
Cleared check list




                             B) CKC Cleared Check Listing:
                                Print a listing of all cleared checks (one copy for the
                                city /village and one copy for your auditor).




 LOCIS Year-End Procedures                                                   Page 6
Outstanding check list




                             C) CKO Outstanding Check Listing:
                                Print a listing of all outstanding checks (one
                                copy for the city /village and one copy for your
                                auditor).

                             D) Verify in balance condition




 LOCIS Year-End Procedures                                                  Page 7
Check list




                             E) CKL CHECK LISTING
                                  ENTER FUND OR AL       „AL‟
                                  FOR ALL CHECKS         „Y‟
                                  AP, PR, BOTH OR GIFT   „B‟




 LOCIS Year-End Procedures                                Page 8
Check purge




                             F) CKP Purge (optional):
                                Deletes from the system all checks that have cleared
                                to an operator entered date.




 LOCIS Year-End Procedures                                                Page 9
       NHE               PURPOSE: Provide A/P detail by invoice number, could be
 INVOICE HISTORY        helpful to the auditor.
     EDIT LIST
    (OPTIONAL)                A) For all Dates?                  "N"
                                     Starting 05/01/XX
                                     Ending 04/30/XX
                                     Where XX is the calendar year

                              B) For all Vendors?         "Y"

                              C) Is the above correct?           "Y"




LOCIS Year-End Procedures                                                Page 10
       NHR              PURPOSE: Prints a report of the Fiscal Year payments; by fund,
   VENDOR YTD           by department, or by vendor.
      REPORT
    (OPTIONAL)                 A) For all Dates?                       "N"
                                       Starting 05/01/XX
                                       Ending 04/30/XX
                                       Where XX is the calendar year
                               B) For all Vendors?                     "Y"
                                       In Vendor Order Only?           “N”
                                       A answer of "Y" to this question will skip the
                                       rest of the questions and print in vendor order.
                               C) Summarize under $1000 (Y/N) “N”
                               D) For all Funds?                        "Y"
                                       In Fund Order Only?             “N”
                                       An answer of "Y" to this question will skip the
                                       rest of the questions and print in fund order.
                               E) For all G/L #'s ?                    "Y"
                               F) Summary or Detail on G/L #'s         "D"
                               G) For all Departments?                 "Y"
                               H) Is the above correct?               "Y"




LOCIS Year-End Procedures                                                     Page 11
        NHM                 PURPOSE: To add or adjust any payments
  INVOICE HISTORY           made to vendors by invoice number.
   MAINTENANCE
     (OPTIONAL)




LOCIS Year-End Procedures                                            Page 12
       VYM                  PURPOSE: To add or adjust any payments made to
   VENDOR YTD               vendors by General Ledger Number. This data is used
   MAINTENANCE              for the Annual Publication Report.
    (OPTIONAL)




LOCIS Year-End Procedures                                              Page 13
                            PURPOSE: To print a report of the Current Fiscal Year
         VPF
                            payments by fund, or vendor which can be used in
  YTD DISTRIBUTION
                            publishing the Annual Treasures Report.
       REPORT
     (OPTIONAL)
                                   A) Fiscal Year to be Listed?        "XX"
                                   Where XX is the current fiscal year

                                   B) For all Vendors?                  "Y"

                                   C) Print by Fund or Vendor?           "F"
                                   ** run this report first by Fund then by Vendor.




LOCIS Year-End Procedures                                                Page 14
                                 PAYROLL
                                    *** NOTE ***
Proceed with your normal Payroll Month End procedures, i.e. run all your reports (monthly
                                 I.M.R.F. Report etc.).


         PYM
      EMPLOYEE                  PURPOSE: To add or adjust any payments made to employees
     DISTIBUTION                by General Ledger number. This data is used for the Annual
    MAINTENANCE                 Publication Report.
     (OPTIONAL)




LOCIS Year-End Procedures                                                        Page 15
        PYL             PURPOSE: To print a report of payments to employees by
     EMPLOYEE           employee or fund.
 DISTRIBUTION LIST
    (OPTIONAL)                A. Enter Fiscal Year to be Listed         “XX”
                                 Where XX is the current fiscal year
                              B. Select printer to be used             “LPX”
                              C. By Employee, Department or Fund?      “E”




LOCIS Year-End Procedures                                               Page 16
       PYR              PURPOSE: To print a list of Earnings, W/H and fringe data by
  EMP YTD REPORT        employee.
    (OPTIONAL)
                            A: Earnings to be reported as of  “MM/YY” “04/XX”
                                         Where XX is the current calendar year
                            B: Printer                                       “LPX”
                            C: For all employees?                            “Y”
                            D: All Departments?                              “Y”




LOCIS Year-End Procedures                                                   Page 17
         PFC            This report must be run prior to processing any Payroll
    FRINGE COST         activity in the new fiscal year
       REPORT
     (OPTIONAL)
                        PURPOSE: To print a list of Employee accrued fringes with a
                        current dollar value by employee and department for
                        journalizing expected future costs.

                        A: Costs to be reports as of what year        “YY”
                              Where YY is the current calendar year
                        B: For all employees?                  “Y”
                        C: All Departments?                           “Y”
                        D: Select a printer                           “LPX”




LOCIS Year-End Procedures                                                    Page 18
GENERAL LEDGER
                                  *** NOTE ***
                Perform all monthly check list activities except GME.


    GFYCWIN                   PURPOSE: To create the necessary files for the next Fiscal
  FISCAL YEAR                 Year.
     CREATE                   A) Enter Year to be created                 "XX"
                                     Where XX is the next fiscal year
                              This process may have been preformed previously.




LOCIS Year-End Procedures                                                         Page 19
PURPOSE: Provides a list of all postings to all accounts. To be given to the auditor.

      GYLWIN                         A) Enter Fiscal year                         "XX"
  GENERAL LEDGER                        Where XX is the current fiscal year
   YEAR TO DATE                      B) Print on screen or Printer?               "P"
      LISTING                        C) Enter Fund #, All or End?                 "ALL"
                                     D) Suppress inactive accounts?               "Y"




 LOCIS Year-End Procedures                                                                Page 20
                        PURPOSE: Provides a list of each account, its beginning
      GTBWIN
                        balance, total posting, ending balance and a space for any audit
  GENERAL LEDGER
                        adjustments. This data may also be exported to a CSV format
   TRIAL BALANCE
                        file.
       LISTING
                        A) Enter Current year                                "XX"
                           Where XX is the current calendar year
                        B) Enter Month                                       “MM”
                           Where MM is the fiscal end month
                        C)Export or Print? (E/P)
                               Enter „P‟ to print a hard copy to paper
                               Enter „E‟ to create a CSV file on disk
                        D)Enter Fund #, All or End?                          "ALL"




LOCIS Year-End Procedures                                                     Page 21
PURPOSE: Prints an annual report of revenues, disbursements, and other source and use of funds.

     GCTWIN                                A) Select Time Span?                  "2"
CITY TREASURER‟S                                  ** current year ** Is option 2.
     REPORT                                B) Enter year to be reported.         "XX"
                                              Where XX is the current calendar year
                                           C) Enter month to be reported.        "MM"
                                              Where MM is the fiscal end month
                                           D) Summary or Detail?                 "D"
                                                  ** summary may also be run after detail is run.
                                           E) Select the way you want
                                               G/L #'s input?                    "A"
                                                     A - Auto Entry
                                                     M - Manual Entry
                                           F) Enter Fund #, All or END           "ALL"




LOCIS Year-End Procedures                                                               Page 22
       GDCWIN           PURPOSE: Provides a condensed report for publication
     PUBLICATION        Similar to the report suggested by Illinois Department of
       REPORT           Commerce and Community Affairs.

                        A. Produce File or Print                     “P”
                        B.. Select the time span for this report?
                                         Month or YTD                “2”
                        C. Enter the Current Year                    “XX”
                            Where XX is the calendar year
                        D. Enter the Current Month                   “MM”
                            Where MM is the fiscal end month

                        E. Enter the Fund Number, All or End?        “ALL”




LOCIS Year-End Procedures                                                    Page 23
         GBCR           PURPOSE: provide a list of budget revisions to the auditor.
        BUDGET
        CHANGE          A: All Accounts? (Y/N)                     “Y”
        REPORT          B: All Fiscal Years?(Y/N)                  “N”
      (OPTIONAL)        C: Fiscal Year to List                     “XX”
                               Where XX represents the current fiscal year.
                        D: Printer selection                       “LPX”




LOCIS Year-End Procedures                                                     Page 24
       GSPWIN           PURPOSE: provide a list of revenues by type for all funds to
    SOURCE AND          the auditor.
  PURPOSE OF FUNDS
       REPORT           A: Enter Year to be reported                “XX”
     (OPTIONAL)                Where XX is the calendar year
                        B: Enter Month to be reported               “XX”
                               Where MM is the fiscal end month
                        C: Monthly or Yearly format                 “Y”
                        D: Printer selection                        “LPX”




LOCIS Year-End Procedures                                                   Page 25
        GBCWIN          PURPOSE: provide a file of revenue and expense activity
         BUDGET         to the auditor.
     COMPARISON         A: Enter Year to be reported              “XX”
  NUMBER 3 REDUCED              Where XX is the calendar year
   FORMAT – EXPORT      B: Enter Month to be reported             “XX”
      (OPTIONAL)                Where XX is the fiscal end month
                        C: Display on terminal                    “NO”
                        D: Printer selection                      “LPX”
                        E: Select report to print                 “3”
                        F: Suppress if Zero amounts               “Y”
                        G: Enter fund number                      “ALL”
                        H: Enter department number                “ALL”
                        I: Revenue Expense Both                   “B”
                        J: Print report or Export                 “E”




LOCIS Year-End Procedures                                                 Page 26
       GBCWIN           PURPOSE: provide a FILE of original budget, current budget
       BUDGET           and actual revenue and expense activity to the auditor.
    COMPARISON          A: Enter Year to be reported                 “XX”
  NUMBER 4 GASB-34              Where XX is the calendar year
    Year End Report     B: Enter Month to be reported                “XX”
     (OPTIONAL)                 Where XX is the fiscal end month
                        C: Display on terminal                       “NO”
                        D: Printer selection                         “LPX”
                        E: Select report to print                    “4”
                        F: Suppress if Zero amounts                  “Y”
                        G: Enter fund number                         “ALL”
                        H: Enter department number                   “ALL”
                        I: Revenue Expense Both                      “B”
                        J: Print report or Export                    “E”




LOCIS Year-End Procedures                                                 Page 27
        GMEWIN
    G/L MONTH END       PURPOSE: Checks the General Ledger balance and stops any
     PROCESSING         further posting to the closed period.
      (OPTIONAL)




LOCIS Year-End Procedures                                              Page 28
       GIPWIN           Set the terminal date to MAY and make an adjusting journal
   MANUAL JOURNAL       entry to post Current Year Gain/Loss to Prior Year
       ENTRY




LOCIS Year-End Procedures                                                  Page 29
                  ACCOUNTS RECEIVABLE
This report must be printed prior to any processing being done for
the new fiscal year. Adjustments - Cash Receipts - Billings



       ART                  PURPOSE: Prints a report of the A/R detail, could be helpful
  TRIAL BALANCE             to the auditor.

                         A. For all Customers?                                “Y”

                            B. list all transactions                          “N”

                            C. List transactions to what date (MMDDYY)      “MM30XX”
                                Where MM is the fiscal end month
                                Where XX is the calendar year

                            D. Select printer                                 “LPX”




LOCIS Year-End Procedures                                                      Page 30
                   U TI LI TY B I LLI N G
These reports must be printed prior to any processing being done
for the new fiscal year. Adjustments - Cash Receipts - Final Bills
– Penalty Bills – Normal Billing

                         *** NOTE ***
UUCP-Unapplied Cash Processing should be executed before any of the
following reports.

                         PURPOSE: To provide information required by your auditor.
    UBTB
TRIAL BALANCE
                         A. Select printer                                  “LPX”
                         B. List (A)ctive, (C)losed, (I)nactive, or A(L)l
                         (A/I/C/L)                                          “B”
                         C. List Credit Balances?                           “Y”
                         D. Suppress Zero Balances?                         “Y”
                         E. All Accounts?                                   “Y”
                         F. Owner Renter format                             “N”
                         G. Print report or end                             “P”




LOCIS Year-End Procedures                                                   Page 31
   UATB                 PURPOSE: To provide information required by your auditor.
 AGED TRIAL
  BALANCE               A. Select Printer                               “LPX”
                        B. Enter Aging Date                             “0430XX”
                           Where “XX” is the current calendar year.
                           Enter aging periods
                        C. For All Customers?                           “Y”
                        D. Total Page only?                             “N”
                        E. Suppress customer with credit balances.      “N”
                        F. Summary or Detail?                           “D”




LOCIS Year-End Procedures                                                Page 32
LOCIS Year-End Procedures   Page 33
                        PURPOSE: To provide information required by your auditor.
      UDL
 DEPOSIT LISTING        A. Outstanding, Refunded or Both? Click “Ostanding”
                        B. Enter „0000000000‟ „ZZZZZZZZZZ‟
                        C. Select the last day of your fiscal year.




LOCIS Year-End Procedures                                                Page 34
     UPDL
Open Detail listing     PURPOSE: To provide information required by your auditor.

                        A. List all accounts?                           “Y”
                        B. Include to what date                         MM30XX
                        C. List Credit Balances?                        “Y”
                        D. Closed accts only                            “N”
                        E. Summarize Penalties?                         “N”
                        F. Total page only?                             “N”




LOCIS Year-End Procedures                                                Page 35
                     ASSESSMENTS
This report must be printed prior to any processing being done for
the new fiscal year. Adjustments - Cash Receipts - Billings



     APTB                     PURPOSE: To provide information required by your
TRIAL BALANCE                 Auditor

                              A. Enter Printer
                              B. All Customers?                       “Y”
                              C. Assessment code or ALL               “ALL”




LOCIS Year-End Procedures                                              Page 36
                            NOTES




LOCIS Year-End Procedures           Page 37

				
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