Summer Pay Fiscal Year Accruals - Post Page

Use the Summer Pay Fiscal Year Accruals - Post page to post the accrual records to Fund Accounting. The Post option will:

• Create batch journal entries for the accruals that will debit the expenditure ledgers and credit the liability accounts.

• Create batch journal entries for the projects using a clearing expenditure ledger.

• Create detail distribution entries for the posted accruals.

• Changes the Accrual Status to P - Posted.

• Prevents any accruals records from being posted if there are any errors. An error report will be generated indicating the errors that need to be corrected before the Post can be run again.

Important

Once the Summer Pay Fiscal Year Accrual records are posted for a fiscal year, you are not permitted to run the Load or Post options again for that same fiscal year.

Menu Path:  Human Resources > Periodic Routines > Year End > Summer Pay Fiscal Year Accruals > click Post on the Action Bar

Journal Entries Created in Fund Accounting

When the summer pay fiscal year accrual records are posted to fund accounting, a set of batch journal entries are created. For the accruals, the journal entry will debit the expenditure ledger and credit the liability accounts.

If you are posting the accruals for the prior fiscal year, the batch journal entries will be created for period 13 of the prior fiscal year. They will be found in Fund Accounting's Batch Last Year Journal Entries option.

If you are posting the accruals for the current fiscal year, the batch journal entries will be created for the period from the Fund Accounting Profile and current fiscal year. They will be found in Fund Accounting > Entry & Processing > General Ledger > Batch Journal Entries.

All the batch journal entries are created in the same control number. The control number is: SPACCRyy. (The "yy" in the control number will be used for the fiscal year that the accruals are posted for.)

The individual journal entries that may appear in that control number are (where yy represents the fiscal year):

Journal Entries Generated from the Post

Journal Entries Generated from the Final Liquidation

Posting Summer Pay Fiscal Year accrual records

1. Menu Path:  Human Resources > Periodic Routines > Year End > Summer Pay Fiscal Year Accruals to display the Summer Pay Fiscal Year Accruals page.

2. Click Post on the Action Bar.

3. In the Post Criteria section, select the Fiscal Year.

4. If you use project accounting, complete the Clearing Budget Unit and Clearing Account in the Project Charging section to create batch journal entries for the projects. If you do not use project accounting, skip this step.

5. Click OK.

6. Click Yes in the Confirmation dialog to post the records.

   • If errors prevent the accrual records from posting, a message displays. Review the Summer Pay Fiscal Year Accruals Post Log (SumFiscPost.log) in the directory indicated. The log will list all errors that prevented the records from posting. Correct the errors, and run the Post procedure again.

   • If there are no errors, a status will display indicating that the accrual records were posted and will provide the control number that has been created in the batch journal entry option.

7. Click OK to return to the Summer Pay Fiscal Year Accruals page.

Fields

Post Criteria Section

Project Charging Section

This section only displays if you use project accounting.