GOVERNMENT ACCOUNTING SYSTEM-VISUAL FOXPRO VERSION 9.0
Please back up your data area before running the Budget Close. Select Budget Close to close the current period. This option should be selected when all transactions for the period have been entered and reconciled and before appropriations for a new period are entered. The operator will enter up to 10 characters describing the period being closed (default is four digit previous year) and a beginning date for the new period. Any transactions that have been entered with a date after the new period beginning date will be left in the current data files. Vouchers may be aged by Transaction Date or Payment Date, thus unpaid vouchers (Paid <> “P”) may remain in the active files if aged by Payment Date. After this procedure is run, Appropriations can be entered in the Expenditure Account File for the new period. A range of funds can be selected for the close. This procedure will not close any fund that has an ENDING DATE less than the current period beginning date.
The following options are available regarding the balances of Current Purchase Orders and Previous Period Purchase Orders (purchase orders from periods prior to the period being closed).

Current Encumbrance (balance of all current purchase orders) OPTIONS:

The operator may choose to Move the Current Encumbrance to Carryover (default), Leave Current Encumbrance as Encumbrance for New Budget, or Credit Balance on All Current Purchase Orders – Do Not Carry Over. If the current encumbrance is moved to Carryover, the current purchase order balance will be available in addition to the new Current Period Appropriations. If the current encumbrance is left as an encumbrance for the new budget, the current purchase order balance will reduce the unencumbered balance for the new period. The current encumbrances will remain. If the operator chooses to credit the balance on all current purchase orders, any current encumbrance will be credited back to the appropriate account. All current purchase order balances will become zero, and the purchase orders will be moved out of the new current active files. There will be no encumbrance and no carry over for the current year purchase orders.

Current Carryover Balance (balance of all purchase orders from periods prior to period being closed) OPTIONS:

The operator may choose to Leave Current Carryover Balance for New Budget (default), or Credit All Current Carryover Balance. If the operator chooses to leave the current carryover balance for the new period, the new period’s carryover amount will equal the current year purchase order balance in addition to any carryover money that was left at the end of the period being closed. This option will enable purchase orders to be carried over for multiple years. If the operator chooses to credit the balance on all carryover purchase orders, the carryover amount for the new year will represent ONLY carryovers from current year purchase orders. Purchase Orders from periods prior to the period being closed will be removed from the new current active files.

The completed transactions in the period being closed will be added to the Previous Year Files. The ten digit description of the period will distinguish which period the transactions were from. Reports can be printed for any period that this system has been used. The Previous Year Files are as follows:

BUELY – Expenditure Master File
BURLY – Receipt Master File
BUTLY – Transaction File (purchase orders/receipts/transfers)
BU2LY – Vouchers
BUACLY- Appropriation Adjustments
BUINLY – Invoices
BUIDLY- Invoice Detail
BUTDLY- Purchase Order Detail
BUFTLY – Fund Transactions

GOVERNMENT ACCOUNTING SYSTEM-FOXPRO VERSION 2.6

Please back up your data area before running the Year End Close.
Select Year End to close the current year. This option should be selected before appropriations for a new year are entered. The operator will enter the four digit year being closed and a beginning date for the new year. Any transactions which have been entered with a date after the new year’s beginning date will be left in the current data files. Vouchers may be aged by Transaction Date or Payment Date, thus unpaid vouchers may remain in the active files if aged by Payment Date. The following options are available regarding the balances of Current Year Purchase Orders and Previous Year Purchase Orders (purchase orders from years prior to the year being closed).

Current Encumbrance (balance of all current purchase orders) OPTIONS:

The operator may choose to Move the Current Encumbrance to Reserve Funds (default), Leave Current Encumbrance as Encumbrance for New Year, or Credit Balance on All Current Purchase Orders – Do Not Carry Over. If the current encumbrance is moved to Reserve Funds, the current purchase order balance will be available in addition to the new Current Year Appropriations. If the current encumbrance is left as an encumbrance for the new year, the current purchase order balance will reduce the unencumbered balance for the new year. The current encumbrances will remain. If the operator chooses to credit the balance on all current purchase orders, any current encumbrance will be credited back to the appropriate account. All current purchase order balances will become zero, and the purchase orders will be moved out of the new current active files. There will be no encumbrance and no carry over for the current year purchase orders.

Current Reserve Balance (balance of all purchase orders from years prior to year being closed) OPTIONS:

The operator may choose to Leave Current Reserve Balance for New Year (default), or Credit Balance on All Reserve Purchase Orders – Do Not Carry Over. If the operator chooses to leave the current reserve balance for the new year, the new year’s reserve amount will equal the current year purchase order balance in addition to any reserve money that was left at the end of the year being closed.
This option will enable purchase orders to be carried over for multiple years. If the operator chooses to credit the balance on all reserve purchase orders, the reserve amount for the new year will represent ONLY carryovers from current year purchase orders. Purchase Orders from years prior to the year being closed will be removed from the new current active files.

The following year end files will be created:

BURyear.DBF — all receipt transactions from year being closed
BUEyear.DBF — all purchase order transactions with a zero balance and an encumbered amount
greater than zero (open purchase orders remain active) and transfers from year being
closed.
BU2year.dbf — all vouchers associated with a purchase order with a zero balance, or a purchase
order with an encumbered amount equal to zero from the year being closed.
BUINyear.dbf — all invoices from year being closed
BUIDyear.dbf — all invoice detail without corresponding invoice
BUFTyear.dbf — all fund transactions from year being closed
BUTDyear.dbf — all purchase order detail without corresponding purchase order
BUACyear.dbf — all appropriation adjustments from year being closed

The records that are copied to these year-end files will be deleted from your active transaction files. Appropriations can then be entered in the Expenditure Account File for the new year.

Reports can be printed for any year that this system has been used. In order to print reports from a previous year, the operator must first select the option to Create Work Files for Previous Year Reporting. Whenever (Previous Year) is selected from the report selection screens, the year’s data which will be available will be for the year which was LAST selected during this option. The work files which are created will remain until this option is selected again. Previous Year reporting will not be available until the work files have been created.

Work Files for Previous Year:
BUELY – Expenditure Master File
BURLY – Receipt Master File
BUTLY – Transaction File (purchase orders/receipts/transfers)
BU2LY – Vouchers
BUACLY- Appropriation Adjustments
BUINLY – Invoices
BUIDLY- Invoice Detail
BUTDLY- Purchase Order Detail
BUFTLY – Fund Transactions