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You are here: General Ledger > Year End > Checklists for Roll Forward and Reverse Roll Forward
Checklist for Roll Forward and Reverse Roll Forward
Checklist for Roll Forward
1. Rolling forward Budgets and Prior Year Revenues and Expenditures
Note: After you select Roll Forward R/E Prior Year, you will receive a reminder to make sure you have done the Post All Allocations and Post All Financials steps in monthly processing immediately before the roll forward step.
Note: You should not roll forward one project/element at a time. All those that you wish to have in the new year should be selected at the same time.
Note: If you have previously rolled forward and subsequently reversed roll forward, the projects and elements originally selected will still be selected.
Note: If you have previously rolled forward R&E, entered new budgets in the new fiscal year, then reversed the roll forward for R&E, when you are ready to roll forward the R&E again, DO NOT select
the projects or elements that were entered for the new year budgets.
Note: If all of your projects and elements end on your fiscal year, do not check any of the projects or elements listed, you will only need to click upon the circle to the left of Roll Forward and then click on the Roll Forward button.
Note: In these list boxes you can select multiple codes without holding the control or shift key.
2. Rolling forward Opening General Ledger Balances
Note: It is recommended that you roll forward your General Ledger balances at the same time you roll forward the R/E since we are saving the GL and Program Element codes from each fiscal year with their status of active/inactive. Until the cost allocation control accounts are closed in the old year, the balances for salary, leave and indirect cost line items will roll forward and the Balance Sheet in the new fiscal year will not be accurate for any balances except asset and liability accounts. However, rolling forward General Ledger balances at this time allows you to save the chart of accounts for the old year. This will also allow you, in the new year, to inactivate any old projects or program elements which you don’t want to appear in your new year combo boxes.
Checklist for Reverse Roll Forward
1. Reversing the Roll Forward for Budgets and Prior Year Revenues and Expenditures
2. Reversing the Roll Forward Opening General Ledger Balances
Note: If you had checked any of the three Roll Forward Allocation Setup boxes on this form when rolling forward, these setups will be reversed even though the boxes do not appear on the Reverse Roll Forward from.
1. Rolling forward Budgets and Prior Year Revenues and Expenditures
- Select the Post all Allocations button on the Cost Allocation Menu.
- Display all 4 Financial Reports to the screen or select Post All Financials.
- Make a backup of your database.
- Click on the Year End menu item under General Ledger.
- Select the R/E Prior Year tab.
- Click on the circle to the left of Roll Forward
- Select the projects and/or elements that did not end at the end of or during the old fiscal year. Select the project if all elements within that project should be rolled forward. If only certain elements within a project need to be rolled forward, do not check the project number, only check the appropriate elements in the right side check box within that project that should be rolled forward.
- There are three checkboxes on this form to roll forward the setup for Monthly Cost Center Allocation, Service Unit Allocation and Special Allocation. Should you have any of these supplements and wish to roll forward the setup (identification and setup of the pool elements and base elements) to the new fiscal year, check the appropriate boxes.
Note: After you select Roll Forward R/E Prior Year, you will receive a reminder to make sure you have done the Post All Allocations and Post All Financials steps in monthly processing immediately before the roll forward step.
Note: You should not roll forward one project/element at a time. All those that you wish to have in the new year should be selected at the same time.
Note: If you have previously rolled forward and subsequently reversed roll forward, the projects and elements originally selected will still be selected.
Note: If you have previously rolled forward R&E, entered new budgets in the new fiscal year, then reversed the roll forward for R&E, when you are ready to roll forward the R&E again, DO NOT select
the projects or elements that were entered for the new year budgets.
Note: If all of your projects and elements end on your fiscal year, do not check any of the projects or elements listed, you will only need to click upon the circle to the left of Roll Forward and then click on the Roll Forward button.
Note: In these list boxes you can select multiple codes without holding the control or shift key.
- Make certain the fiscal year that has just ended appears in the Current Fiscal Year box on the right.
- Click the Roll Forward button at the bottom.
- You will receive a message verifying the new fiscal year and a reminder to make certain that you've done the post allocations/post financials steps in monthly processing.
- Click Yes or No.
- If the fiscal year is correct, answer the next question by clicking Yes. If not, click No.
- You will be given the option to print and review a list of programs/elements you wish to roll forward. Click No to print without rolling forward or Yes to proceed with the roll forward.
- You will be notified that the prior year balance has been rolled forward. Click OK.
- To perform the next 2 steps, you do not have to exit out of the Year End form.
- Click on Tools/Organization. If you have clicked the month end button after closing the last month in the old fiscal year, the Current period will be the first month of your new fiscal year. If it is not correct, click Edit and change the Current Period to the last day of the appropriate month. If any of these are incorrect, place a service call for assistance. Exit out of the Organization Information form after dates are verified.
- If your agency accrues any type of leave, click on Tools/Cost Allocation Setup. Click on the Leave Allocation tab and click Print. Verify that the opening Leave Liability amounts agree with the Current Liability on the Leave Rate Computation and Analysis for the last month of the old fiscal year for each class. If they are not correct, place a service call for assistance. Exit out of the Cost Allocation Setup form after figures are verified.
2. Rolling forward Opening General Ledger Balances
Note: It is recommended that you roll forward your General Ledger balances at the same time you roll forward the R/E since we are saving the GL and Program Element codes from each fiscal year with their status of active/inactive. Until the cost allocation control accounts are closed in the old year, the balances for salary, leave and indirect cost line items will roll forward and the Balance Sheet in the new fiscal year will not be accurate for any balances except asset and liability accounts. However, rolling forward General Ledger balances at this time allows you to save the chart of accounts for the old year. This will also allow you, in the new year, to inactivate any old projects or program elements which you don’t want to appear in your new year combo boxes.
- Select the GL Prior Year tab on the Year End Screen.
- Verify that the Current Fiscal Year is your old fiscal year.
- Click the Roll Forward button at the bottom.
- If the fiscal year is correct, answer the next question by clicking Yes. If not, click No.
- You will be notified that the prior year balance has been rolled forward. Click OK.
- Your new Fiscal Year will be displayed in the Current Fiscal Year field.
- Your new FY and current posting period ending date will be displayed at the top.
- Verify that these are correct. If the current posting period is incorrect, you may change it in Tools/Organization/Current Period.
- Click on the Exit button after above steps are completed.
- You MUST prepare all steps and display all of the reports under Cost Allocation (you may select the Post All Allocations button) AND also display all Financial Reports or select Post all Financials in order to produce accurate financial reports.
Checklist for Reverse Roll Forward
1. Reversing the Roll Forward for Budgets and Prior Year Revenues and Expenditures
- Make a backup of your database.
- Click on the Year End menu item under General Ledger.
- Select the R/E Prior Year tab.
- Click on the circle to the left of Reverse Roll Forward.
- Make certain the new fiscal year appears in the Current Fiscal Year box.
- Click the Reverse Roll Forward button at the bottom.
- You will receive a message verifying the old fiscal year.
- Click OK.
- If the fiscal year is correct, answer the next question by clicking Yes. If not, click No.
- You will be notified that the R/E prior year balance has been reversed. Click OK.
- To perform the next 2 steps you do not have to exit out of the Year End form.
- Click on Tools/Organization. All of the dates should have been reversed to the old fiscal year Start Period, Fiscal Year, Current Period and Ending Period. If any of these are incorrect, place a service call for assistance. Exit out of the Organization Information form after dates are verified.
- If your agency accrues any type of leave, click on Tools/Cost Allocation Setup. Click on the Leave Allocation tab and click Print. Verify that the opening Leave Liability amounts agree with the Opening Liability on the Leave Rate Computation and Analysis for the last month of the old fiscal year. If they are not correct, place a service call for assistance. Exit out of the Cost Allocation Setup form after figures are verified.
- If GL balances were previously rolled forward you should reverse roll them before running Financial Reports in the old year by following the instructions below. To verify opening GL balances, click on General Ledger, Opening GL Balance. Check these against the opening GL balances on the General Ledger for the old fiscal year.
2. Reversing the Roll Forward Opening General Ledger Balances
- Select the GL Prior Year tab on the Year End Screen.
Note: If you had checked any of the three Roll Forward Allocation Setup boxes on this form when rolling forward, these setups will be reversed even though the boxes do not appear on the Reverse Roll Forward from.
- Verify that the Current Fiscal Year is your New Fiscal Year.
- Click the Reverse Roll Forward button at the bottom.
- If the fiscal year is correct, answer the next question by clicking Yes. If not, click No.
- You will be notified that the GL prior year balance has been reversed. Click OK.
- Your old Fiscal Year will be displayed in the Current Fiscal Year field.
- Your old FY and current posting period ending date will be displayed at the top.
- Verify that these are correct. If the current posting period is incorrect, you may change it in Tools/Organization/Current Period.
- Click on the Exit button after above steps are completed.
- You MUST prepare all steps and display all of the reports under Cost Allocation (you may select the Post all Allocations button) AND also display all Financial Reports or select Post all financials in order to produce accurate financial reports.