This document provides step-by-step instruction for ensuring budget continuity between fiscal years.
The End of Year Rollover process for Focus ERP (Internal Accounts):
I. June/ July Payables
II. Rolling and Closing Purchase Orders
III. Rolling Over Remaining Budgets
IV. Rolling Over Initial Account Balances for Trial Balance
There will be invoices dated for the previous fiscal year that will not be posted until the subsequent fiscal year. You will create an invoice batch in the previous fiscal year (2016-2017), and will then write the checks normally. This allows you to liquidate POs in the previous fiscal year (2016-2017) through the last payables run before rolling POs.
Note: Expenditures (1530) is hit in the previous fiscal year (2016-2017), but Cash (1111) is hit in the next fiscal year (2017-2018). Accounts Payable is increased by the invoice and wiped out in the next year by the check.
1. From the Purchasing / Accounts Payable menu, click Internal Account Invoices.
2. On the Batches tab, select the current fiscal year (2016-2017).
3. Start by selecting the correct facility from the Facility pull-down at the bottom of the Open Batches. Enter the Batch Name in the blank text field. From the Batch Type pull-down, select Standard. Press Enter when done to save your information and create the batch.
4. Click on the PO Invoice tab and select the created Batch from the corresponding pull-down.
Use the Filter feature in the image shown to begin typing the name of the batch for a quick search.
5. Use the PO # pull-down to begin reviewing POs for inclusion in June / July Payables. Use the Filter to begin typing a name or number of a PO for a quick search. Once the PO is selected, click the Load button.
6. To view the details of the Purchase Order, including vendor information, line items, allocations, and any files or comments, follow the link provided in the PO # / Type field under General Information.
7. Navigate to the Invoices section to create an invoice. Enter the Invoice # (Number), Invoice Date, Amount, and the corresponding account strip. If you create more than one invoice, you can select to print a Separate Check for each invoice.
8. For quicker entry, click the link titled Create an invoice based on a PO or Create multiple invoices based on a PO for additional invoices.
a. Clicking either of the links will auto populate invoice information pulled from the original PO. Note that the Invoice # and Invoice Date do not auto populate and must be completed. The date entered must be in the current fiscal year (2016-2017), for example 06/30/2017.
Click the Green Plus Sign to split an invoice between Internal Projects or other elements and accounts. Once clicked, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
9. The Request Allocations section is data from the original PO. You will see the account selected to pay for PO line items, the amount originally encumbered, and the amount expended. If there is a remaining encumbrance, an expected encumbrance, or an overage, these amounts will be listed as well.
10. Attach any additional Files and add any additional Comments.
11. After creating all required invoices for the PO, click the Submit button to finalize the invoice. Repeat as necessary for all open POs that should be posted with the June / July Batch.
1. Navigate back to the Batches tab. Click the Review/Post link once all required Invoices have been created.
2. The link will open the Batch Review tab. From this screen, you can open any Requisitions, POs, or Invoices by clicking on the corresponding links.
3. Select the Close check box if the PO will be complete after its corresponding invoice(s) are submitted.
4. Click the Post button to finalize the June / July Payables for the next fiscal year.
Once the new fiscal year begins, all outstanding 2016-2017 POs will need to be rolled in order to create new invoices for these POs in the new fiscal year (2017-2018). You will also need to close (liquidate) all POs that will not roll, which can be done from the same screen.
Rolling a PO moves it to the next year, moves the encumbrance, and increases the budgeted amount by the amount of the remaining encumbrance.
1. From the Setup menu, click Internal Purchase Orders under the Rollover sub-heading.
2. The defaulted tab lists all Open Requests.
3. To open a particular Purchase Order, click the link provided in the PO # column.
4. Identify which POs need to be closed, and select the check box for each of these in the Close column. Note: Closing the Purchase Order does not roll the PO and reduces the remaining encumbrance.
You can choose to select all POs at once by clicking the Check All link at the top of the Close column. This will automatically check all of the boxes for all POs shown.
5. Once you have selected all POs to be closed, scroll to the bottom of the page and click the Close Checked Requests button.
a. As POs are closed, they will disappear from the Open Requests list.
6. After verifying that the remaining POs should persist into the next fiscal year, you have the option to Create Budgets for each of these POs. Note: Choosing to create a budget will create a $0 budget.
You can choose to select all POs at once by clicking the Check All link at the top of the Create Budgets column. This will automatically check all of the boxes for all POs shown.
7. To finalize the creation of budgets for the selected POs, scroll to the bottom of the page and click the Create Budgets button.
a. After creating budgets for specific POs, you will notice that these lines turn from red to white. The Budgeted column will read Yes opposed to No, and the check box will disappear.
8. The remaining POs to be rolled into the next fiscal year can now be selected via the check box in the Rollover column. Note: Rolling POs will also roll remaining encumbrance and increase the budget by the remaining amount.
You can choose to select all POs at once by clicking the Check All link at the top of the Rollover column. This will automatically check all of the boxes for all POs shown.
9. To finalize the Rollover for the selected POs, scroll to the bottom of the page and click the Rollover Requests button.
a. As POs are rolled, they will disappear from the Open Requests list.
10. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
11. The Grand Totals shows the actual grand total for the Committed, Encumbered, and Expended columns. These totals are not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Open Requests Additional Features Help for more information on how to use filters.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the screen to export the Open Requests to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on any of the columns except Close, Create Budgets, and Rollover. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
You can choose to roll forward a remaining balance in any budget. The amount remaining in the last fiscal year (2016-2017) will factor into the planned budget amount for the next fiscal year (2017-2018).
1. From the Setup menu, click Budgets under the Rollover sub-heading.
2. The Budgets rollover screen contains separate tabs for Expense, Revenue, and Internal Budgets. Click on the Internal Budgets tab for internal accounts.
3. Select the check box in the Roll column to choose which budgets will be rolled over.
To select all budgets, click the Check/Uncheck All link.
4. Click the Rollover Budgets button to finalize this process for the selected budgets.
5. A pop-up will appear upon trying to finalize the rollover. Click OK to continue.
6. Follow steps 2-5 for Expense Budgets and Revenue Budgets, if applicable.
7. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
8. The Grand Totals shows the actual grand total for the different columns, such as Collected, Committed, etc. and is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Budgets Additional Features for more information on how to use filters.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the screen to export the Budgets to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on select columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
The last step is to roll the Trial Balance.
Before rolling the remaining ending balances, adjust any accounts that must be zeroed out.
This step can take place after transactions have begun in the next fiscal year (2017-2018), but the Trial Balance will not be useful until account balances are rolled.
Once Initial Balances have been rolled, use the Trial Balance report and the Expenditure/Revenue Report to compare the ending balances of the current fiscal year (2016-2017) to the next fiscal year (2017-2018). Both of these reports can be found under the Budgeting/General Ledger menu.
1. From the Setup menu, click Initial Account Balances under the Rollover sub-heading.
2. Select the next fiscal year (2017-2018) from the Fiscal Year pull-down.
3. Choose the Categories to set by selecting from the check boxes. The categories selected will display in the report after clicking Get Accounts.
4. The Categories selected display along with the Account number, the Ending Balance of the 2016-2017 fiscal year, and the Initial Balance of the 2017-2018 fiscal year.
5. Adjust any accounts that you want to zero out before rolling the remaining ending balances.
6. At the bottom of the page, the Current Page Totals is listed. The totals here will change as you sift through pages. In the image shown, the Current Page Totals is just for page 1.
7. The Grand Totals shows the actual grand total for the Ending Balance and the Initial Balance. The number here is not affected by a change of the page.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Initial Account Balances Additional Features for more information on how to use filters.
8. Click the Submit button when all changes have been made.
Once submitted, changes are final. If you try to Get Accounts from the Initial Account Balances screen, you will receive an error message.
1. Navigating from page to page can be done using the Prev and Next buttons. To skip to a page, type the page number in the text box and press Enter.
2. You can also use the Export features located at the top of the chart to export Initial Account Balances to an Excel spreadsheet or to Print.
3. To use the Filters feature, click the word Filters or the word OFF.
a. Once the filters are turned on, you will be able to filter on any of the columns. As shown in the image, you can add more than one filter to a column by clicking the green plus sign. To delete an additional filter, click the red minus sign. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort simply by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
