Updated 11/19/21

Organizations that do not use the Springbrook Financial system have two items to complete for year-end to be able to continue processing and recording in the new fiscal year.

• Create New Fiscal Year
• Reset Fiscal Year

Fiscal Year system basics

• System requires a GL > Maintenance > Chart of Accounts for each fiscal year.
• Fiscal Year is set in System Wide Access > Utilities > System Setup.
• In the example below he system is told that the Fiscal Year starts in January so any GL Distribution entries in January will need to have a GL Chart of Accounts record for the new year.

Common GL Distribution error on the first batch to be processed in the new fiscal year.

Processing errors

If the new fiscal year is NOT set up prior to the first batches being processed an error will occur when GL Distribution is run using a date that is in the new fiscal year.

• If using only UB, BT or another CIS product the error will normally be seen first when the Cash Receipts GL Distribution will not complete.
• If using only Payroll the error will be seen whenPayroll > Computer Checks > GL Distributionwill not complete.
• In Payroll you also will get an error when entering a new employee since the chart of accounts does not exist.

Create New Fiscal Year

• OpenGeneral Ledger > Utilities > Create New Fiscal Year.
• The next fiscal year should be visible in the Fiscal Year field. If the current fiscal year is there change the year in System Setup to the current fiscal year.
• No other changes are needed.
• Click OK to proceed.

Accept Create

• System will ask to create the new fiscal year.
• Click Accept to proceed.

Job will run in the job viewer

• Potential errors
• Chart of accounts records already exist for the fiscal year.  If this message appears and displays the current or a prior fiscal year, navigate toSystem Wide Access > Utilities > System Setupand change the fiscal year to the current fiscal year. Save the change. Re-run the Create New Fiscal Year process.

After the year is created

• The GL Distribution should complete without error.
• Best Practice - Reset the Fiscal year inGeneral Ledger > Utilities > Fiscal Year End Reset.
  • No changes needed, just click Start to reset the year.
  • Doing this step will prevent the error mentioned above for next year.
• If this isn’t done, go back toSystem Wide Access > Utilities > System Setupand change the year manually.

Fiscal Year is now the current year

Run your GL Distribution step again

• The job should complete without errors.