Frequently Asked Questions
Closing out the Fiscal Year in the General Ledger

Click on the question below to find the answer. 

1. How do I find over expended accounts? 
2. My YTD Encumbrances don't balance with the Current Year POs. How can I find where they are off?
3. Can I run payroll checks dated for July before I close out the fiscal year?
4. I don't use Purchase Orders.  Can I run vendor checks for the new fiscal year before I close the Purchasing Year-End and General Ledger Year-End?
5. I use Purchase Orders and need to pay a prior year purchase order for July, but I haven't closed out the fiscal year yet.  Can I do this?
6. I have already done the Purchasing "Year End PO Close", but I have not closed out my General Ledger Fiscal Year and I need to add a prior year purchase order (dated for June) before I close the year.  Can I do this?
7. What kind of backup do I need to do for my fiscal year-end backups?
8. How can I calculate my fund balance?

How do I find over expended accounts? 

Run a Statement of Expenditures and Encumbrances from the Standard Reports Option under Accounting, Reports.  You will need to look for the total appropriations that show more than 100%.  If you have any that are over 100%, then this means one of two things:

1. The money was actually taken out of the wrong account.  IN this case you must do a journal entry to fix this.
2. The account was not budgeted enough.  If it is approved you can make a budget amendment.  This must be taken care of before continuing with the year end close.

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My YTD Encumbrances don't balance with the Current Year POs. How can I find where they are off?

Break down your reports and run them for only one fund or even one account at a time.  This will help you to narrow down what account doesn't balance.  Once you determine what account is off and which report is correct, call LGDPC Phone Support and they can help you further with this.

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Can I run payroll checks dated for July before I close out the fiscal year?

Yes, you can run July payroll checks before you close the fiscal year.

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I don't use Purchase Orders.  Can I run vendor checks for the new fiscal year before I close the Purchasing Year-End and General Ledger Year-End?

Yes, as long as you DON'T use Purchase Orders you can run vendor checks for the new fiscal year before closing Purchasing and General Ledger Year-End.

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I use Purchase Orders and need to pay a prior year purchase order for July, but I haven't closed out the fiscal year yet.  Can I do this?

You can pay prior year Purchase Orders in July without closing out the General Ledger Fiscal Year, but you DO have to complete the Year End PO Close under Purchasing first.

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I have already done the Purchasing "Year End PO Close", but I have not closed out my General Ledger Fiscal Year and I need to add a prior year purchase order (dated for June) before I close the year.  Can I do this?

You can add POs dated for June after you have done the Purchasing PO Close, but you will have to run the "Update Year End PO Closing" option after you add the Purchase Order and BEFORE you close the General Ledger Year End.

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What kind of backup do I need to do for my fiscal year-end backups?

You can do a daily backup for each of your year end backups.

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How can I calculate my fund balance?  

NOTE: The links below are for County Offices only.

* If you have Microsoft Excel, you may click on the link below to open a spreadsheet that you can use for calculating your fund balance.

Fund Balance Worksheet - Excel Spreadsheet

(If asked to enable macros, you will need to answer yes to use this spreadsheet)

*  If you do not have Microsoft Excel, Click on the link below to go to a fund balance worksheet that you can print out and use as a guide to calculate your fund balance manually.    

Year End Fund Balance Calculation Sheet - COUNTY

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