1	Trustee Year End Closing
2	Trustee Year-End Necessities Prior to Receipting July 1, 2006 Receipts Print Yearly Total report for the Board of Education Tax Aggregate by Tax Year Change Revenue Codes Print Paid/Unpaid Listing Change Default Codes Purging Posting Journal Allocation Table if you know tax rate
3	Print Report for Board of Education Yearly total report for your Board of Education Use Trustee Year End Report Good time to make extra copies of year end report if needed
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5	Change Revenue Codes Option: Menus, System Control, Revenue
6	Print Paid/Unpaid Listing as of June 30th BEFORE receipting July 1st Helpful reports for balancing your tax aggregate as of June 30. Audit request/requirements.
7	Change Default Codes Option: Menus, System Control, Default Codes
8	What to do if you forget? Change the receipt. If you haven’t prorated the receipts you can change. Void the receipt. If you have prorated the receipt, you will need to void the necessary receipts.
9	If several days have passed and you have processed several receipts Use the Transaction maintenance option To determine how much Print receipting reports for time frame involved (both regular and void) Print and review an account analysis for revenue accounts before and after correction
10	This entry must be posted from within the Manual Transaction Option
11	"This is a good time..." This is a good time to purge the Posting Journal. You may already do this routinely
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13	Trustee Pre Year-End Closing Check supplies The year in review Combining ACV account balances Print Trustee’s YE RDB Print Year End Cost Center Report Print report for Board of Education Make Back up before closing June Close June and make a back up Close the year and make a back up
14	Check Supplies 1 – 2 part paper (if needed) Printer Ribbons Diskettes Extra magnetic media for backups Use media for daily backups one year Use media for Monthly/Weekly/System backup – two years Place the date on backups Old tapes can be used to send tapes to LGC or for Year End backups Good time to check inventory for receipts and checks
15	The Year in Review During the month review May’s and June’s Trial Balance -This is probably something you are doing daily Use the account analysis to research any unresolved issues Make any corrections that may be needed Pay special attention to accounts 14310, 22200, 28310
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17	14310 – Undistributed Warrants If your office is on the checking system, 14310 should equal your outstanding checks. The account balance with be a credit. If you have a clearing bank account the balance will be the same as 14310. The account balance will be a debit. If your office is on the warrant system, 14310 should have a zero balance
18	22200 – Other deferred credits An entry to 22200 is made when the over payment flag is used while receipting a property tax The full amount of the payment is a debit to cash on hand and the overpayment amount is a credit to 22200 and the property tax amount is a credit to revenue accounts based on the allocation table. When the cash disbursement (refund) is entered it is a debit to 22200 and a credit to the appropriate cash in bank account. The account balance of 22200 will return to zero.
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20	Cash Disbursement Entry
21	28310 - Undistributed Taxes An entry is created to 28310 when a property tax is voided that has been prorated. The general ledger is updated at this time automatically using the user’s log in date. When the property tax is re-receipted and transaction type “88” no new money is used, an entry is made to 28310 to bring it back to zero. The entry is made to the general ledger when the property taxes are prorated.
22	Entry for receipt using payment type “88” no new money
23	Combining ACV Account Balances
24	If you only have one balance in your 11410 Accounts Receivable account this will not apply If you have an accumulated balance in two accounts you will need to make an entry before you close June A debit to 11410-999 A credit to 11410 If your county pays tax relief you will need to do the same for 11440 and 11440-999
25	ACV Entry
26	Year End Trial Balance
27	Print reports needed prior to close Trustee’s RDB report – One copy will print during the year end process. You may need extra MTD report as well as YTD report Cost Center Report as needed YTD report for Board of Education Any other reports you may want multiple copies You may want to run a 12 month bank analysis
28	You are now ready to close June Before closing June Back Up and mark the tape – Pre closing June – June 30, 2006
29	Complete month end steps as usual After closing June Back Up Again and mark the tape – Post closing June – Pre Year End Close June 30, 2006
30	Period End – Year End Processing Menu Copy files to Work Directory
31	If you forget this step, the following message will appear
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33	"Scan for Unposted Transactions –..." Scan for Unposted Transactions – This will scan for entries that have not been posted. If none are found, the status will be complete Accounting Reports – Year End RDB and Trustee, Trial Balance, Balance Sheet and YTD Account Analysis which includes all transactions for the year. You may want to use 2-part paper so you will have an auditor’s copy and one to keep. Close Accounts – General Ledger and the transaction file are copied to history. This option also resets general ledger balances for the new year
34	Year End Processing Menu Continued Accounting Reports After Closing – A Trial Balance and Balance Sheet will be printed after the closing is complete. The Trial Balance should be checked to be sure the YTD debits and credits are zero. Also, the beginning balances on the July 1, 2006 should be the same as the ending balances on the June 30, 2006. If these numbers do not agree, contact LGC immediately. Your year did not close properly.
35	Year End Processing Menu Continued Create STATEPC Audit File – This is the file used by state audit – You will not be prompted for a diskette at this time. The diskette can be created when needed from the below menu
36	You have now completed the Year End Process After closing the year Back Up Again and mark the tape – Beginning Fiscal Year 2006-2007
37	This concludes this presentation Please ask any questions you might have Thank you for your time