Fiscal Year End Rollover Checklist

You can use the Rollover Dashboard in Administration to help you walk through the steps of rolling your data from one fiscal year to the next. This tool allows you to view the prerequisites for each step, complete steps, track when and by whom a step was completed, and link to reports related to the tasks.

You may also wish to refer to the AptaFund FYE User Guide for instructions.The latest version is in Team Support > Knowledge Base > AptaFund 4.1 Documents > Rollover > Fiscal Year End User Guide.

The checklist is ordered in roughly the order in which you'd want/need to complete tasks.

Chart of Accounts Administration

Account Structure

Create a new account structure

Accept new structure

Create/import element values for the new structure

Accounting Cycle

Roll over the accounting cycle

Account Mapping

Identify mapping rules for account codes

Roll over the chart of accounts

Chart of Accounts

Verify the chart of accounts

Banking

Roll over bank accounts

Administration

Account Code Security

Update account code security groups

Custom Numbering

Update custom numbering

General Ledger Configuration

Verify system & GL configuration values

Administration

Change fiscal year for all users (Mass Update Default Cycle)

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Budget

Budget Management

Roll over budget

Human Resources

HR Configuration

Verify configuration values

Roll over calendars

Set up non-work days on calendars

Roll over salary schedules

Edit & apply salary schedules

Master Position

Roll over master positions

Update master position dates

Employee Jobs

Roll over employee jobs

Mass increment salary schedule steps and grades

Approve employee jobs

Employee Contracts

Roll over employee contracts

Manage Employee

Increment Employee Experience

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Payroll

Payroll Configuration

Verify payroll configuration values

Roll over payroll cycles

Set the default payroll cycle

Roll over leave types

Manage Deductions

Roll over deductions and benefits

Update deduction and benefit amounts

Deduction Assignment

Roll over employee deduction sets

Employee Payroll Information

Update payment plans

Verify payment plan distribution

Submit employees to payroll

Roll over employee leave balances

Manage Payroll

Roll over payroll liability vouchers

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General ledger

Manage Payroll

Roll over payroll register (cash transaction only)

Purchasing

Purchasing Configuration

Verify Purchasing & Payables configuration values — Any values that contain element values may be affected by the cycle change.

Purchase Order

Roll over purchase orders

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Administration — Approval Process

Administration

Verify approval process workflow — Check Approvers, Approval Levels, Approval Processes, and Manage Requisitioners to verify that rules that use account code elements contain element values that are still valid in the new fiscal year.