Prepare a New Fiscal Year

Prepare a New Fiscal Year

Campus Cafe utilizes fiscal years to provide periods of time for general accounting purposes. 

Institutions that use the Campus Cafe accounts payable and/or general ledger modules must establish a new year each year. The below provides an overview of the steps to fully configure a year.

1. Create fiscal year STPARM (Directions)
2. Copy general ledger accounts for new fiscal year.
3. Copy Funds for the new fiscal year
4. Copy or Create budgets for the new fiscal year

2. Copy Accounts to the Next Fiscal Year

To copy accounts to the next fiscal Year, navigate to Accounting -> GL Account Maintenance and select Copy.

Key in the fiscal year being copied in the source, the fiscal year being created in the target and click copy.

3. Copy Funds to the Next Fiscal Year

To copy accounts to the next fiscal Year, navigate to Accounting -> GL Funds and key in the Copy From Fiscal Year and Copy To Fiscal Year, then click Copy Fund.

Once the new year is created, edit the fiscal year for each fund, and go to the Period Dates Tab.   Key in the period 1 begin and end dates and then select fill Dates.    All other period dates will be calculated.   Select Save and Back.   Do this for each fund in the new fiscal year.

4. Create Budget for the Next Fiscal Year

In order to have the GL Lookup Available, at least one budget account must exist.   This can be done by either copying the budget from the prior year or adding at least one account manually for the next fiscal year.   To copy the budget from one year to another, go to Accounting -> GL Budget, Select the Copy From Fiscal Year and Copy To Fiscal Year and Click Copy Budget button.

To add one account to the next fiscal year, select the next fiscal year and key in Cost Center and Gl Account and Click Add Budget.