Year-End FIS/TP Documents

Cut Off for Current TP Financial Documents Generation of the Ledger Entries

Checking For Documents That Have Not Yet Been Approved Availability of YE Documents

Disapproval of Outstanding Documents Routing

Year-End (YE) Documents

A major part of the year-end closing activities involve the generation of special closing-related financial transactions. Once again, the special year-end documents will be made available in the TP environment to accommodate the year-end closing activities.

Financial transactions that need to be processed after the normal June 30 month end face certain limitations and conditions (due to year-end closing) that are discussed in this article. The year-end closing documents will be used to process transactions during a specified period within July and the corresponding General Ledger Entries will be posted to either period 12 or period 13 of fiscal year (FY) 2001–2002, depending on the date of approval.

Cut Off for Current TP Financial Documents

The normal processing of documents consists of three stages: initiation, routing/approval, and final approval. A document’s corresponding ledger entries are not reflected on general ledger or standard reports until the final approval stage is completed. This means that a document could be initiated prior to June 30 and still remain in the routing/approval process after June 30. Documents that fall into this category could have an adverse effect on the year-end closing process if they are approved after June 30, and are, therefore, reflected in July of FY 2002–03.

All documents initiated, but not having final approval by June 30, will not be reflected in 2001–2002. To ensure that documents intended for 2001–2002 are approved, it is important for you to make contact with persons to whom you have routed TP documents if they have not yet been approved.

Checking For Documents That Have Not Yet Been Approved

To monitor the routing of an individual document that you are viewing, you can click on the "Route" button to bring up the Document Routing Log.

At the Document Routing Log, the following information is available:

who has been notified that a document is awaiting his/her action (double-click on the ID to see more information about the user id)
when the user was notified
who actually took some sort of action
when he/she took action
the status (what kind of action has been taken, if any)
if the user who took action was part of a workgroup

Once you have gathered the information you need from the screen, click on the "OK" button to return to the document.

In other circumstances, you may want to see a listing of all of the documents that you have initiated that have not yet been approved. This can be helpful near the end of a month or fiscal year, when you need to make sure that certain entries are posted within that accounting period.

To do this, you will need to click on the "Search for Documents" button, tab to the "Initiator" field, and enter your user ID.

Tab to the "Status" field and enter the specific status you wish to view. A list of all documents that have been initiated by you, with the status specified, will then be provided. If you prefer to view the documents with other status codes, enter the status code you wish to view instead.

The status of a document will be one of the following:

A	Approved
C	Cancelled
E	Status of Disbursement Vouchers that have been extracted to TOPS for check distribution
I	Document in process, but not yet approved by initiator
II	Document has been ad hoc routed by initiator for approval
O	Document is pending organizational approval
OO	Document has been ad hoc routed by organization for approval
P	Document is pending account manager’s approval
PP	Document has been ad hoc routed by account manager for approval
Q	Status of the document-specific (e.g., Cash Receipt, Disbursement Voucher) routing that is awaiting approval from the Bursar Department
R	Document is pending special conditions approval
RR	Document has been ad hoc routed by special conditions approver
S	Document is waiting approval from the FMS Contract and Grant Administration
V	The Cash Receipt document has been validated by the Bursar and will change to A once the Bursar Deposit is closed

To see documents that have not yet been approved, enter the following sequence in the "Status" field: press the F2 key, then the ! sign (above the number 1; you do not have to hold the shift key down) then type the letter A; next press the F2 key, then the ! sign, then type C; and finally press the F2 key, then the ! sign, and type E. The entry should look like this: F2!A F2!C F2!E. This will return all documents that do not have a status of A, C, or E. In other words, you will see a list of all documents that you initiated that do not fall into the "Approved," "Canceled" or "Extracted" (in the case of the Disbursement Voucher) categories.

To see the details of any of the documents in the list, you can double-click on the document number. This will help you determine what actions need to be taken to move your document to "Approved" status.

Disapproval of Outstanding Documents

All financial documents that were generated prior to June 29 and are not approved as of the night of June 29 will be automatically disapproved.

The only exceptions to this automatic disapproval process will be unapproved Auxiliary Voucher, Cash Receipt, Non-Check Disbursement, PCDO (Procurement Card Document), and Disbursement Voucher documents. These financial documents will not be automatically disapproved. If approved after June 29, they will book to FY 2002–03.

Year-End (YE) Documents

The generation of transactions during the period of July 1 through the year-end closing period is accomplished via a set of documents referred to as Year-End Closing Documents. These documents are clones of the existing corresponding documents, with the exception that when users select them, they will see a warning message confirming that they are using a year-end document, and asking if they want to continue. The year-end documents will be included in the Financial Document and Labor Document groups on the Enter TP Documents menu.

The year-end closing documents include the following:

Document	Type
Distribution of Income/Expense	YEDI
General Error Correction	YEGE
Transfer of Funds	YETF
Budget Adjustment	YEBA
Salary Transfer	YEST
Benefit Transfer	YEBT

Generation of the Ledger Entries

The fiscal period on the associated ledger entries for these documents will be updated with the following periods based on the date the document was approved:

Between June 30 and First Closing	Period 12
Between First Closing and Final Closing	Period 13

Availability of YE Documents

The YE documents will be made available on July 1.
The YE documents become unavailable after third closing, and all unapproved year-end documents will be automatically disapproved at this time.
The Journal Voucher document will be the only TP document available for posting transactions during the period of third and last closing. Please contact FMS Customer Service at (812) 855-0375 or by email at fmshelp@indiana.edu if you need to post such transactions.
Like the financial documents, the year-end closing documents will be available to any TP user.

Routing

Routing for the YE documents is different from the normal financial documents. Routing is based on the organization of the accounts used within each document. Specific routing entries will need to be generated for these document types at the organization level. Organizations can initiate a Review Hierarchy Document (via the COA Maintenance document) to set up appropriate routing for YE documents.

YE document approval needs to be set up at organizational level, and each specific document type has to be entered. These documents are no longer part of the document type of "All."

Any year-end document that is unapproved after the Final closing will be automatically disapproved and routed back to the initiator.