Year-End FIS/TP Documents

Approvals of 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) 2004–2005, depending on the date of approval.

Approvals of Current TP Financial Documents

The normal processing of financial documents consists of three stages: initiation, routing/approval, and final approval. A document’s corresponding ledger entries are not reflected on the general ledger or standard reports until the final approval is completed. The only way to identify unapproved financial documents is through the TP Document Search function.

Many financial documents that are initiated but not approved prior to June 30 will automatically be disapproved. To ensure that financial documents intended for the current fiscal year (2004–05) have final approval before June 30, it is important for you to identify these unapproved financial documents and to contact persons in the routing chain. [Note: Certain types of financial documents (Auxiliary Vouchers, Cash Receipt, Non-check Disbursement, PCDO, and Disbursement Vouchers) are not disapproved at year end, but upon final approval will post to whichever fiscal year is current.]

Checking For Documents That Have Not Yet Been Approved

When the specific document number is known, perform a Document Search and open the document. 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, under "Person," 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.

When specific document numbers are not known, you may want to see a listing of all of the documents that you have initiated which have not yet been approved. This can be helpful near the end of a month as well as at the end of the fiscal year, when you need to make sure that certain entries are posted within a specific 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 all 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: !A!C!E (with the exclamation point in white with a colored background – this signifies that the character ! is being used as a wild card meaning “do not include”).

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 to open the document. To see the routing log, click on the “Route” button on the document. This will help you determine what actions need to be taken to move your document to "Approved" status.

Disapproval of Outstanding Documents

Many financial documents that were initiated prior to June 30 and are not approved as of the night of June 30 will be automatically disapproved.

NOTE! 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 30, they will book to FY 2005–06. Please note that if a Disbursement Voucher should be posted to fiscal year 2004-2005, the document must be fully approved by Wednesday, June 29 at 5:00 PM. Note: This is a revised date.

Salary transfers are not financial documents and these are not automatically disapproved at year-end.

Year-End (YE) Documents

Year-End closing documents are used to book a transaction to the prior fiscal year (FY04-05) after June 30 to final closing. 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
Labor Ledger Adjustment (FMS Personnel only)

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 final closing, and all unapproved year-end documents will be automatically disapproved at this time.
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 group) 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.