[GL] Changing or Deleting a GL Fiscal Year

Key Notes:

• To change a fiscal year, the existing year must be deleted and a new one created with the correct start and end months.

• Deleting a fiscal year does not affect transaction data, but GL Beginning Balances or Budgets may need adjustment first.

Step 1: Delete the Fiscal Year

1. Go to GL > Programs > GL Fiscal Years.

2. Select the fiscal year to delete.

3. Click the Red X / Trashcan icon.

4. Confirm deletion when prompted.

Common errors:

• GL Beginning Balances not zero

• GL Budgets not zero

• Account Summary entries posted as Adjustments exist

Step 2: Resolve Errors

A. GL Beginning Balances

1. Open GL Beginning Balances for the fiscal year.

2. Set all non-zero account balances to 0.00.

3. After creating the new fiscal year, run GL Beg Balance Update to restore balances.

B. GL Budgets

1. Run GL Budget Detail Report for reference.

2. Open GL Budgets > Initialize.

3. Enter ? for the account mask.

4. Select Month and enter 0.00 for all budget amounts.

5. Click Initialize.

C. Adjustments (Account Summary Entries Posted)

1. Go to HQ > Programs > HQ Batch Control.

2. Filter by the fiscal period and Source = GL.

3. If any entries have Adj Pd checked, pull them into a new GL Journal Transaction Entry batch.

4. Use File > Add Trans > F4 Lookup > Delete, then Save & Process Batch.

5. If error persists, escalate to Technical Team for a SQL fix.

Step 3: Create the New Fiscal Year

1. Go back to GL Fiscal Years.

2. Set up the new fiscal year with the correct start and end months.

Step 4: Restore Beginning Balances

• Run GL > Programs > GL Beg Balance Update using the new fiscal year end month.

This version keeps it clear: delete year → resolve balances/budgets/adjustments → create new year → restore balances.