The Rollover Deduction Sets command is part of the AptaFund FYE Rollover Process. Do not attempt to use this command without being familiar with this process. 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.
Refer to the Fiscal Year End Rollover Checklist for the order in which to perform the rollover functions.
Use the Rollover Deduction Sets function to roll over employee deduction sets.
This command can be used as often as required as contracts are received and employee jobs are approved.
Ensure that the chart of accounts has been rolled over to the new cycle since the last time any changes were made to it or to any element values.
Employees are required to have at least one job/addendum in the Approved state in Manage Employees for the deduction set to rollover to the new accounting cycle because general ledger transactions are created when deduction sets are rolled over. Click here for more information on approving jobs.
Payroll cycles must be assigned to employees in Employee Payroll Information.
Deduction and benefit definitions should be rolled over and verified.
The Rollover Deduction Set function rolls over the Current deduction set from the old cycle to the new cycle for all employees that have an approved job/addendum in the new cycle.
If a Current deduction set already exists in the new cycle, it will not be replaced.
If an employee does not have an Approved job in the new cycle, the deduction set will not be rolled over.
Deduction sets are accounting cycle-specific.
Since payroll cycle and payroll period dates affect the calculation of the new deduction sets, the system will increment the begin and end dates of the deductions.
Select the old accounting cycle from the Accounting Cycle link in the upper right corner of the window.
Select Deduction Assignment from the Payroll menu.
Select the Rollover Deduction Sets command from the More menu, and the Rollover Deduction Sets window will open.
Select the new accounting cycle from the New Cycles: list, and click the OK button. The process to rollover the deduction sets will take some time, as all Current deduction sets within the current cycle are copied into the new cycle, and start and end dates are updated to match the next fiscal year.
Once the rollover is complete, click the FY link in the upper right corner of the AptaFund window, select the new fiscal year, and verify the rollover.
Run the FYE Deduction Set Rollover Report to ensure that all employees have a Current deduction set.
Repeat steps 1 - 6 as often as needed as contracts are received and employee jobs are approved.
Return to Deduction Assignment Overview
Return to Payroll Overview
Return to Fiscal Year End Rollover Checklist
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