1.Updating Your Fiscal Year Rollover Spreadsheet #

Purpose

Use this procedure to track entities’ eligibility for rollover. Perform this procedure prior to performing the fiscal year rollover.

As a prerequisite for this procedure, you will need to create and/or access a spreadsheet to record your rollovers. Use the examples shown in this procedure to guide you.

Procedure

  1. In PACS Collections, choose Activities > Year End Procedures > Fiscal Year Rollover.

    The Fiscal Year Rollover dialog box is displayed

    Fiscal_Year_Process_Rollover_Updating_Fiscal_Year_Rollover_dialog_001Fiscal_Year_Process_Rollover_Updating_spreadsheet_example_001

  2. In the spreadsheet (a sample is provided below), record your Entities, the Begin Fiscal Year dates, and the End Fiscal Year dates. A sample is shown below.

    Tip  Group the entities by begin and end dates like in the example above. Because SCS, ECS, BPSCS all have the same start and end dates, they are listed one after the other on the spreadsheet. The same is true for CCS, COA, BPCCS, and BPCOA. Likewise, GDM, CBW, WSD, BPGDM, BPWSD, and RHD are listed together because their begin dates and end dates are the same.


    Use the blank sample spreadsheet below to create your own spreadsheet for listing the entity codes begin dates and end dates that are on your system.

    Fiscal Year Process Rollover, Updating, spreadsheet example, 002 full

2.Determining Your System's Rollover Years #

Purpose

Use this procedure to identify which years (if any) are eligible for rollover. Generally, you will rollover totals for entities whose fiscal year as recorded in the database has already ended.

Procedure

  1. In the spreadsheet that you completed in the previous step, review the End Fiscal Year column. Mark the End Date Past box on rows in which the current date is past the date listed in the End Fiscal Year column.
  2. Repeat this for each of your entity.
  3. You will rollover the totals for each entity having a check mark in the End Date Past column.

    Note:  For each entity that does not have a check mark in the End Date Past column, you must wait until its fiscal year end date passes to balance its totals and perform the rollover.


Example

Use the following example to learn how to fill in the spreadsheet and compare the data.

Fiscal Year Process Rollover, Updating, Fiscal Year Rollover dialog, 001

In this example, there are three groups. Each group has the same begin and end dates.

  • Group 1: SCS, ECSC, BPSCS (begin date 9/1/2011, end date 8/31/2012)
  • Group 2: CCS, COA, BPCCS, BPCOA (begin date 7/1/2011, end date 6/30/2012)
  • Group 3: GDM, CBW, WSD, BPGDM, BPWSD, RHD (begin date 10/1/2011, end date 9/30/2012)

Assume today’s date is 7/30/2012.

Because Group 1’s End Fiscal Year date is 8/31/2012, and that date is after today’s date of 7/30/2012, then that fiscal year cannot be rolled over until after 8/31/2012 when the fiscal year has ended and the totals reports are generated and balanced for this fiscal year. The End Date Past box would not be checked.

Because Group 2’s End Fiscal Year date is 6/30/2012, and that date has already passed today’s date of 7/30/2012, then the fiscal year can be rolled over for Group 2’s entities. So, the box End Date Past would be checked.

Because Group 3’s End Fiscal Year date is 9/30/2012, and that date is not after today’s date of 7/30/2012, then that fiscal year cannot be rolled over until after 9/30/2012 when the fiscal year has ended and the reports are generated and balanced. The End Date Past box would not be checked.

Given all of the above, our spreadsheet for this example would be filled out as shown in the following example:

Fiscal Year Process Rollover, Determining, example spreadsheet, 001

  1. Mark the future fiscal year end and rollover dates on your calendar. After you have determined which fiscal years can be rolled over, proceed to the next step.

3.Generating Collections Recaps Reports #

Purpose

Use this procedure to run the Fiscal Year to Date Recap Report for entities grouped by fiscal year terms.

Prerequisites

  • You have determined which entities are to be rolled over.
  • You have identified entities with the same fiscal year terms and grouped these entities together based on those terms (i.e., according to whether they have the same fiscal year begin and end dates).

Procedure

  1. In PACS Collections, choose Activities > Month End Procedures > Month End Reports.

    Fiscal_Year_ytd_recap

  2. Select the Print Fiscal Year to Date Recap Report option.

    Note:  The Fiscal YTD Recap Report builds a data table used in the rollover process. For this reason, you must run the rollover immediately after generating this report. If a Fiscal YTD Recap Report is generated using different criteria before the rollover is performed, you will need to generate the Fiscal YT Recap report again immediately prior to performing the rollover.


  3. Select the entities you will be rolling over. Refer to the spreadsheet discussed in the previous procedures to determine the entities that can be rolled over together (i.e., entities that have the same fiscal year begin and end dates).
  4. Choose the Closed Month option and, from the Closed Month drop-down list, select the month and year that is listed in the fiscal end date. For example, the entity group that contains the entities CCS, COA, BPCCS, and BPCOA have a begin date 7/1/2011 and end date 6/30/2012. The closed month option to select would be June 2012.
  5. Click Preview to review the report on screen, or click Print to print a copy of the report.

4.Performing the Fiscal Year Rollover #

Procedure

  1. In PACS Collections, choose Activities > Year End Procedures > Fiscal Year Rollover.

    The Fiscal Year Rollover dialog box is displayed.

    Fiscal_Year_Process_Rollover_Updating_Fiscal_Year_Rollover_dialog_001

  2. Select the group of entities that will be rolled over to the new fiscal year by checking the box beside each entity code. Use the spread that was filled out previously to identify the entities.
  3. The Rollover Month option and the Rollover Year option do not need to be set. Leave the default selections.
  4. Select OK.

5.Balancing Collections Data Totals #

Prerequisites

  • You have performed the fiscal year rollover for entity groups.

Procedure

  1. In PACS Collections, choose File > Export > Collections Data.
  2. Select the entities whose fiscal year was just rolled over.
  3. Choose Include Bills with Refunds Due.
  4. Choose Print Totals Only.

    Fiscal Year Process Rollover, Balancing, Export Collection Info dialog, 001

  5. Set the As Of Date to the same date displayed in the End Fiscal Year date column on the spreadsheet used in the previous procedures. For example, if the entity group’s new fiscal year begins on 07/1/2012, the export should be generated for the As Of Date of 06/30/2012.

    Note:  All other options can be left at their defaults.


  6. Click Export.

Next Steps

  • Compare the Collections Transfer Totals to the Fiscal Year Totals. For each entity, balance the M&O Due and I&S Due values listed on the Collections Transfer Totals to the entities’ Fiscal Year Totals.
  • Confirm that all applicable entities for the fiscal year are listed.

6.Resolving Balancing and Rollover Issues #


Caution   If you find balances that are incorrect for prior fiscal years, changing or correcting the amounts will invalidate reports that have already been provided to auditors and entities. Prior balances are not stored in the system, and cannot be retrieved once they are overwritten. If you have any questions or if your totals do not balance, please contact TA Support.


Purpose

Use this procedure if you find balances that are accurate.

Procedure

  1. In PACS Collections, choose File > Open > Entities.
  2. Open the entity that did not balance, select the Fiscal Year tab, choose the year and click Details.

    Fiscal Year Processing, Resolving, Entity detail edit, 001

    Fiscal Year Processing, Resolving, Edit Fiscal Year, 001

  3. In the Collection Year Balances window of the Edit Fiscal Year dialog box, if only one year displays or no years display but you expect more, then delete the fiscal year by doing the following:
    1. Return to the Entity dialog box Fiscal Year tab, carefully choose the year and click Delete.

      Fiscal Year Processing, Resolving, Entity delete fiscal edit, 001

      Fiscal Year Processing Resolving, Entity delete fiscal edit, 003

      Example:  In the example above, 2011-2012 was deleted, which left 2010-2011 displayed as the last fiscal year for this entity.

    2. Repeat this procedure for each subsequent fiscal year. If one year or no years are listed in the Edit Fiscal Year dialog box Collection Year Balances window, then delete that fiscal year until you find a fiscal year in which totals are populated for all necessary years (as is show in the example below).

      Fiscal Year Processing, Resolving, Entity delete fiscal edit, 004

      Use the scroll bar to the right so all years can be seen. Confirm all applicable years for this fiscal term are listed

      Fiscal Year Processing, Resolving, Entity delete fiscal edit, 005

      Note which fiscal year you are in is by looking at the Begin Date and End Date in the Edit Fiscal Year dialog box.

    3. Run totals reports for this fiscal year as defined in step 5, Balancing Collections Data Totals and confirm the balances are accurate.
    4. After you have confirmed the balances, create the next fiscal year by repeating steps 3 (Generating Collections Recaps Report), 4 (Performing the Fiscal Year Rollover), and 5 (Balancing Collections Data Totals). Then continue to rollover the totals for each year you deleted until you have built up to the most current fiscal term that needs to be on your system.
    5. Perform step 5, Balancing Collections Data Totals again to confirm the totals are accurate.

    Note:  If at any time the totals referenced in step 5, Balancing Collections Data Totals, do not balance to the totals listed in the fiscal terms, you must to go back and print totals for prior fiscal years that are built on your system to see which other fiscal terms might be inaccurate. If you find balances that are incorrect for prior year fiscal years, changing or correcting the amounts will invalidate reports that have already been provided to auditors/entities.


    If you have any questions or if your totals do not balance, please contact TA Support.

After totals are balanced, this process is complete.

Next Steps

If you were performing the fiscal year process as part of the Levy process, please return to the Levy Roll and Tax Statements Procedures document and resume the procedure.

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