Fiscal Year Conversion Instructions

CREATING NEW FISCAL YEAR FUND RECORDS

Fund records for the next fiscal year can be created at any time. You can establish new fund codes or sub-records of your current fund codes.

To create a new fiscal year sub-record:

1. Display the current fund record.

2. Type nfnd 04/05 and enter.

The Fund Name*, Group Code (GP), Official ID, Budget ID, and Note field will be copied from the 03/04 record. These fields can be changed at any time. The system will supply the FY* field.

3. Add fiscal year dates* in the FY field by overtyping none - none with 07/01/04 - 06/30/05.

4. The 04/05 sub-record should remain inactive (Status I) until the beginning of new FY.

5. Type in Initial Allocation or Max Overcommitments and Max Overexpenditures amounts.

6. Enter to create the new fund record.

7. To display the inactive 04/05 sub-record, display the active 03/04 sub-record and type year 04/05 .

8. In July, display 03/04 sub-record and change the Status to I, display the 04/05 sub-record and change the Status to A, then enter to update both sub-records.

To establish a new fund code for the fiscal year:

1. Type cfnd xxxxxxxxx (where xxxxxxxxx is the new fund code) and enter.

2. Type in the Fund Name*, Group Code (GP), FY*, fiscal year dates*, and Budget ID. These fields (except FY) can be changed at any time.

3. The new record should remain inactive (Status I) until the beginning of the new FY.

4. Type in Initial Allocation or Max Overcommitments and Max Overexpenditures amounts.

5. Enter to create the new fund record.

6. In July, display the new fund record and change the Status to A, recommit all active orders, then display the old fund record and change the Status to I.

* Required fields

RECOMMITTING ENCUMBRANCES AGAINST 04/05 FUND RECORDS

If you move outstanding encumbrances or create new encumbrances before the end of the current fiscal year, BE SURE THAT THE EXPEND DATES ARE CORRECTLY SET SO THAT NO PAYMENTS CAN BE MADE ON A 04/05 RECORD WHILE IT IS ACTIVE. After moving or creating encumbrances, change the status of the 04/05 record back to I.

To recommit encumbrances to a new FY sub-record after July 1:

1. Inactivate the 03/04 record by changing the Status from A to I.

2. Activate the 04/05 record by changing the Status from I to A.

3. Display each order containing a commitment (E > 0), overtype one or two characters of the fund code, and enter.

4. When all orders have been recommitted, use the ARROW to make sure there are no orders encumbered on 03/04 funds.

 If you decide to keep orders committed to 03/04 sub-records, payments will post to the active 04/05 sub-record but encumbrances will decommit from the inactive 03/04 sub-record. Any outstanding encumbrances will appear in the ARROW Outstanding Orders reports but the amounts will not be included in the commitment totals of the fund reports. (Applies only when sub-records are used.)

To recommit encumbrances to a new fund code after July 1:

1. Leave the 03/04 fund record active (Status A).

2. Activate the 04/05 fund record (Status A).

3. Display each order containing a commitment (E > 0), overtype the old fund code with the new fund code, and enter.

4. Use the ARROW to make sure no orders are still encumbered on 03/04 funds.

5. When all orders have been recommitted, inactivate the 03/04 fund record (Status I).

Anytime during the new fiscal year, 03/04 fund codes for serial or standing orders (E = 0) can be changed to the new fiscal year fund code by overtyping the 03/04 fund code with the 04/05 fund code. The fund code in the order scope must be changed to the new fund code before a pay statement can be created.

Fund codes for encumbered orders (E > 0) can not be changed without activating the 03/04 fund record. Payments can not be attached to an order with no active fund record so the prior year fund record must be activated in order to post a payment, even when the payment will be made against the new fund. After changing the fund code, be sure to inactivate the 03/04 fund record. (Applies only when new fund codes are used.)