Year End Jobs

There are two sections in this article - Parameters and Scheduling.

NOTE: You will also want to refer to the Year End Depreciation Schedule as well.  

Review the Parameters and set them up for year end processing. Follow the schedule detailed below.   

Parameters

The following parameters are used by the year end jobs.

Name	Description
CHARTS	Charts that will be processed by the following year-end jobs: encumbranceForwardJob, nominalActivityClosingJob and balanceForwardJob. If the parameter is empty, all charts will be processed.
DOCUMENT_TYPE	The document type used when general ledger entries are created by the following year-end jobs: encumbranceForwardJob, nominalActivityClosingJob and balanceForwardJob. This document type overrides certain scrubber logic (continuation accounts, inactive sub accounts, offset generation, etc...) so entries will post in the same accounting string where the balances originated.
ANNUAL_CLOSING_FISCAL_YEAR	Specifies the fiscal year that is being closed and from which balances should be selected.
ANNUAL_CLOSING_FUND_BALANCE_OBJECT_CODE	Specified the fund balance object code that should be used when creating entries to post fund balance.
ANNUAL_CLOSING_FUND_BALANCE_OBJECT_TYPE	Specifies the fund balance object type to be used when creating fund balance entries.
ANNUAL_CLOSING_TRANSACTION_DATE	Specifies the date to be used on year end closing entries.
MANUAL_FEED_ORIGINATION	Defines the origination code to be used on entries created in the accounting cycle and during year-end closing processes.
NET_EXPENSE_OBJECT_CODE	Expense nominal balances post to this object code when the nominalActivityClosingJob runs.
NET_REVENUE_OBJECT_CODE	Revenue nominal balances post to this object code when the nominalActivityClosingJob runs.
RUN_DATE	The populatePriorYearDataJob runs on this date.

Scheduling

Five year-end batch jobs generate General Ledger data files.

• KFS-COA populatePriorYearDataJob–This job must be run prior to running the other year end jobs. Normally it’s run on June 30 after the last day of the fiscal period. It adds all the accounts that were created in the fiscal year to the prior year account table that is used by the other jobs for processing. Parameter RUN_DATE needs to be set to the date that this job needs to run.
• KFS-GL organizationReversionPriorYearAccountJob
• KFS-GL encumbranceForwardJob
• KFS-GL nominalActivityClosingJob
• KFS-GL balanceForwardJob

Files output by these jobs are not automatically fed into the scrubber, so an administrator must review the files to be sure the data seems valid and then use the GLCP to make the data available for the next nightly batch processing. 

These four jobs may be run over a period of several days. For example, after the final close, jobs might be run according to a schedule like the following.

Populate Prior Year Accounts

The populatePriorYearDataJob must be run prior to running the following jobs. Set the RUN_DATE parameter to the date that this job should run. If accounts are added after this job has run that should be included in year end processing, add the accounts to parameter PRIOR_YEAR_ACCOUNTS and run batch job addPriorYearAccountsJob. 

Day 1

• Schedule:
  • KFS-GL organizationReversionPriorYearAccountJob
  • KFS-GL encumbranceForwardJob
  • KFS-LD laborBalanceForwardJob

Day 2

• Review output from yesterday's:
  • KFS-GL organizationReversionPriorYearAccountJob
  • KFS-GL encumbranceForwardJob
  • KFS-LD laborBalanceForwardJob
• Load output using the General Ledger Correction Process and Labor Ledger Correction Process documents to add the files into this evening's batch cycle.
• Schedule:
  • KFS-GL nominalActivityClosingJob - creates file gl_close_nominal_activity.data in the staging/gl/originEntry directory. 

Day 3

• Verify the entries from the following jobs posted:
  • KFS-GL organizationReversionPriorYearAccountJob
  • KFS-GL encumbranceForwardJob
  • KFS-LD laborBalanceForwardJob
• Review output from yesterday's KFS-GL nominalActivityClosingJob - file:  gl_close_nominal_activity.data located in the staging/gl/originEntry directory. 
• Load output using the General Ledger Correction Process document to add the files into this evening's batch cycle.
• Schedule:
  • KFS-GL balanceForwardJob

Day 4

• Verify that the entries from KFS-GL nominalActivityClosingJob posted 
• Review output from KFS-GL balanceForwardJob - file: gl_balance_forwards.data located in the staging/gl/originEntry directory. 
• Load output using the General Ledger Correction Process document to add the files into this evening's batch cycle.

Day 5

• Verify that the entries from yesterday's Financials-GL balanceForwardJob posted.

If a problem (for example, if the scrubber finds errors) arises at any point, fix the problem before continuing with the remaining steps.