Trustee Year End FlexGen

1. Trustee Year EndFlexGen

2. Overview Verify account balances Print “time critical” reports Change default settings for new year Close month of June Close End of Year

3. Verify account balances UnProrated Receipts Report All the balancing in the world won’t help if you have UnProrated Receipts !

4. Verify account balances Bank Analysis Report and MTD Trustees Reports

5. Verify account balances Trial Balance Report (or Balance Sheet) used to verify ending balances

6. Print “Time Critical” Reports – Property Tax ACV Listing – “Applied, Unreconciled” Unreconciled ACV amount should match the Trial Balance 11410

7. YTD Trustee Reports can help Departments with their annual reporting requirements If needed, it should be printed before closing June, along with MTD Trustee’s Reports. Print “Time Critical” Reports - Accounting Y-T-D Trustee Report

8. Print “Time Critical” Reports - Accounting Y-T-D Trustee RDB Report One copy is printed during year end closing, if extra copies are needed print before closing June

9. Print “Time Critical” Reports – Property Tax Should be printed after close of business June 30 and before receipting begins July 1 Compare this to the Master Summary totals. Tax Aggregate By Tax Year Report

10. Print “Time Critical” Reports – Property Tax Summary Master Listing Compare the totals with the Tax Aggregate.

11. Print “Time Critical” Reports – Property Tax Tax Roll Report – “Unpaid” This should also match the Tax Aggregate Report

12. Print “Time Critical” Reports – Property Tax Summary Audit Net Change Report This should also match the Tax Aggregate Report

13. Change the revenue control first. Set 40120 to the current allocation table. This will make the default code changes easier. Change any other revenue that pertain to current tax year; 40620 SSD’s, etc. Change Default Settings for New Year Revenue Codes

14. Change the Default codes to 40120 before receipting on July 1. Make sure to look at all your default codes; with a tax rate, with out a tax rate, and for all Tax Types. Change Default Settings for New Year Default Codes Run a Default code report for 2013 and review.

15. Set up the New Tax Rate for 2014 when it’s available. As a rule, 2013 tables shouldn’t be changed Change Default Settings for New Year New Allocation Table

16. Check Your Supplies • Extra Paper • Printer Ribbons / Toner • Backup Media - USB / Tape • Crying Towel / Kleenex Just kidding ! It’s not that bad. Beginning the Closing - Preparations

17. Print all monthly pre-closing reports as usual • Warrant Listings • Receipt Listings – Paid and Paid • Bank Analysis • Extra MTD / YTD Trustee Reports • Extra R-D-B Reports • Cost Center Reports • Any other reports you might normally print at Month End before closing a month. The Closing Closing June

18. Prior to starting the Month End Option be sure to make your first backup labeling it “Pre-Year End Closing 2013-14” The Closing Closing June There are 3 “daily” backups that will be done during the Year End process. All are equally important.

19. The Closing Closing June – Everyone else needs to be logged off. After completing step 4 of Month End Option be sure to make a backup labeling it “Mid-Year End Closing 2013-14” This is Backup #2

20. The Closing After June’s closing, and the 2nd backup is completed you should move on to the Year End Closing. Again, Everyone needs to be logged off during this process! The Year End does not have to be done immediately after June’s closing, but there’s no reason to keep it open unless you just want to take a break and finish it tomorrow.

21. The Closing Year End Closing – complete the final 6 steps !

22. The Closing Wait – you’re not done yet ! Now that the Year End steps have been completed we still have that last important step to do. Backup # 3 needs to be completed. Label it: “Fiscal Year Beginning July 2014”. NOW you can breathe !! Congratulations !