End of Calendar Year Maintenance Procedure
As we enter the New Year, it is important that the 2019 calendar year is reflected in ENTERPRISE. The End of Calendar Year Maintenance Procedure will make the necessary updates in the application in one simple step. Accessed through the Data Management menu, this procedure does the following:
• Rolls the Current Calendar Year in the Sequence Codes Table (FRSEQTAB) to reflect the new Calendar Year. The variable affected in this table is CC.
• Rolls down the 5-Year Summary totals in the Financial Summary page for each account in the database. The procedure removes the oldest year from the display and creates a new empty 'bucket' for the year 2019.
• If your organization has already processed gifts with 2019 credit dates, those will be loaded into the new 2019 buckets.
Note: This procedure is for organizations that utilize Calendar year as one of their two Financial Cycles. To check which Financial Cycles are used in your application, open the Financial Summary page in Account Management for any account. The Cycle drop down menu will display which Financial Cycles are used by your organization in ENTERPRISE.
As an example, let's look at the Financial Summary page in Account Management for one of our accounts that has a gift already processed with a credit date in the 2019 Calendar Year. This gift appears in the Future row in the 5-Year Financial Summary area prior to closing 2018:
Also note that we are able to view summarized yearly totals for 2014 to 2018 in the above screenshot.
To run this procedure, begin at the File menu. Select File > Data Management > Data Procedures. The Data Maintenance Procedures menu will appear. Query or scroll to select the End of Calendar Year Procedure (n_frcaleoy). Click Run to start the procedure. The procedure should be executed at a time when gifts and gift adjustments are not being processed.
Returning to our example account, the changes are visible on the account's Financial Summary page in Account Management, now that the End of Calendar Year Procedure has been processed.
Totals for the Calendar Year of 2014 are no longer visible in this screen and the year 2019 is now reflected at the top of the Summary. Totals for any transactions with 2019 Credit Dates were previously earmarked in the Future row; now they are shown as totals for the 2019 Calendar Year.