Fiscal Year End General FAQs

The RLPSD or "Pre-Selection" table will be available to all users with a “Dept. General Accounting Table Maintenance” or “Dept. Procurement Roll/Lapse Table Maintenance” role on the 1st of July.

CORE uses the parameters of Transaction Code (ex: PO) and Event Type (ex: PR05) to determine which accounting lines will be available in the Pre-Selection (RLPSD) table which ultimately determines which accounting lines will be lapsed or rolled.  Because the lapse/roll is set at the accounting line level, users will have the ability to lapse and roll individual accounting lines on the same transaction instead of having to either lapse or roll the entire transaction.

Accounting lines associated with the following transactions will be available for both lapse and roll in the RLPSD (Pre-Selection table):  

• CT

• CTGG1

• DO

• GAE

• PO

• POGG1

• RQS

If they have one of the following event types associated with them: 

• PR01

• PR02

• PR03

• PR05

• PR06

• PR07

• ST01

• ST02

• ST03

• ST04

• ST50

• ST52

• ST60

• ST61

• ST62

The Fiscal Year period close dates are managed by the Financial Services Unit and are linked on the CORE Home page.

The Error Message A2079 in Procurement (PO, CT) and General Accounting Encumbrance (GAE) Transactions are normally issued when the Transaction Record Date and BFY/FY/APD combination do not match the allowable configuration in the Budget Fiscal Year Staging Profile table. For transactions to post to the closing BFY, FY, and Accounting Period 12 after July 1, you'll have to: 

• Hard code the BFY/FY of the closing year and Accounting Period 12 in the Accounting line, or,

• If hard-coded dates do not resolve Error A2079, a transaction record date of 6/30 or prior needs to be entered in the header.

If neither of the above works, please email core.help@state.co.us for help.  

If your selections in the Action column are not editable and the system does not allow you to choose and view other selections from the provided dropdowns under the Action column, then your CORE security profile does not have the Dept. General Accounting Table Maintenance or Dept. Procurement Roll/Lapse Table Maintenance roles are needed to make any updates on this table.  To have one of these security roles added to your CORE security profile, you will want to speak to your department-appointed CORE Security Administrator.  If you do not know who this person is, you will want to speak to your supervisor or department controller. 

For the ITI/ITA transactions to be posted to the closing year after July 1, you need to do at least one of the following:

1. Hard code closing BFY, FY, and Accounting Period 12 or 13 (after period 12 close) in the header of the ITI.

2. If the ITI dates are not hardcoded, a Record Date of 6/30 or earlier has to be hardcoded in the header of the ITA.

ABDL (Accounting Based Transaction Lapse) transactions are created to lapse the accounting-based encumbrance transaction, primarily GAE in CORE. Basically, if there is any remaining balance in a GAE transaction and you selected the GAE to be lapsed in the RLPSD table, an ABDL transaction will be created from the year-end lapse job to liquidate any remaining balance of the GAE. Most GAE encumbrances do not and cannot roll, and require ABDL's to close them out.

If there are any coding errors in the ABDL, they will not be finalized and will be listed in the Lapse Exception report found on the Fiscal Year End page under the Post Lapse/Roll Job Aid section. You need to fix the errors and then approve the transaction through the department workflow.

If you have any difficulties in finalizing rejected ABDL transactions, please send an email to core.help@state.co.us with the following information

• Transaction ID

• Transaction Code

• Dept Code, and 

• a screenshot of the error messages you are receiving.

No.  The CEC is not designed to reopen lapsed encumbrance transactions or commodity lines.  If the encumbrance transaction is still open (there are commodity lines that were not lapsed), you may add additional commodity lines to the transaction.  If the encumbrance transaction was closed by the lapse process then you will need to create a new encumbrance transaction.