Year-End Posting and Posting Controls

Prior Year Posting – Cash Basis

For cash-basis clients, separate batches can be used to control posting dates or selection criteria with Validate and Post. It is also possible to use a MISC code, such as, "PRYR," at entry time in Accounts Payable to assist in this process. The user will then be able to run an Accounts Payable transaction report sorting on Object Code within Org Key and selecting on the MISC Code and totaling on level 02. A Journal Entry can then be prepared to post (and subsequently reverse) the prior year entries. Of course, this only applies to the first few weeks of the new fiscal year until the old year is closed.

Prior Year Posting – Modified Accrual Process

For those wishing to accrue unpaid invoices to the prior year, they can segregate entries into separate batches and post the payable batches related to the prior year with a fiscal year end posting date. And then pay checks in the normal processing. It is also possible to use the power of the posting strategies and Division Codes to assist in this process.

Controlling Open Posting Periods

To control transaction posting around the end of the fiscal year, or fiscal period, a user may find it necessary to modify the capabilities for posting to the General Ledger database in NUCLEUS Common Codes.
Any question asking for a date in a SunGard menu will have a question number that can be controlled (limit acceptable date range). Typically, only posting dates are controlled to prevent posting to periods outside a range determined by Finance. There are two styles of Posting Control. Each question that is asked for a date is an opportunity for control.

• NU Common code NUDT/xxxx uses specific begin and end date ranges and must be accompanied by the setup of the question with Edit code "DS" in NU Job Dialogue/Running Mgmt (NUUPJB).
• NU Common Code NUDV/xxxx uses a specific number of days when posting will be allowed to the end of the prior month. Questions will use this edit when they are defined with an Edit code of "DM" in NUUPJB.

The typical questions where we like to control dates are as follows.

• GL29 — Journal Entry Post Date
• AP05 — AP post dates
• AP06 — AP check dates
• AR45 — AR and CR postdates
• PO20 — Purchase Order print date
• SI84 — Stores Inventory post date
• PY42 — Payroll check maintenance post date
• PY43 — Payroll check maintenance check date
• TDF7 — Fixed Assets depreciation date
• EN26 — Encumbrance set post date
• EN20 — Disencumber date

There are also a few pages where date controls are desired. In those cases, other Common Codes have been created to control allowable date ranges:

• POBU/OPEN for Requested by Date on a Purchase Requisition
• SIBU/OPEN for Requested Date on a Stores Inventory order
• GLBU/DTLIMIT for Date in Budget Set pages
• GLBU/FYLIMIT for allowable Fiscal Year ranges in Budget Set pages

For NU Common Code NUDT/xxxx Questions, the short, medium, and long descriptions are only for internal documentation and are optional. In the Associated Codes area, place the Start Date for the period in the first field and the End Date for the period in the second field. The Associated Description area may be used for internal documentation. The example below shows the NU Common Code definition for Journal Entry Distributions and identifies the period 07/01/2012 through 06/30/2013.

Budget Periods – Used to control the dates budgets can be changed in GLBUUP and other utilities that don't use posting dates.

POBU/OPEN and SIBU/OPEN – used to control Requested date on Requisitions and Stores orders.