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How to manually Lapse and Roll accounting lines missed by the year end Lapse/Roll process
There may be instances in which accounting lines were missed by the year end Lapse/Roll process. This is usually the result of creating new accounting line(s) AFTER the yearly Pre-Selection run (which leaves them off of the Pre-Selection table) or documents being in a “Pending” state when the Lapse/Roll process is run. The following instructions detail how to manually Lapse and Roll accounting lines into the new Fiscal Year.
How to manually Lapse accounting lines in the previous FY
Manually lapsing accounting lines in the previous FY is very much like manually liquidating an accounting line during the middle of the FY with one additional update. To begin the process:
Create a new version of the document and identify the accounting line(s) to be lapsed.
Navigate to the Accounting Line(s) that need to be liquidated, and reduce the amount in the “Line Amount” field to match the amount in the “Line Closed Amount” field:
Note: If there have been no payments made against the accounting line, there will be an amount of $0.00 under the “Line Closed Amount” header. If this is the case, then just enter a value of $0.00 in the “Line Amount” field.
3. Update the Fiscal Year/Period information to ensure that the line is liquidated in the previous FY. This can be done by entering a value of 2024 (as an example) in the “Fiscal Year” field of the accounting line and a value of 13 in the “Period” field.
4. If this update is being made on a transaction containing Commodity lines, the Commodity amount associated with the accounting line(s) will need to be adjusted to account for the decrease in the accounting section.
a. For a Service line, the amount in the “Contract Amount” field will need to be decreased.
b. For a Goods based line, the amount in the “Qty” field will need to be decreased in a way that drops the total amount of the line
(Qty * Unit price) to the total amount paid out.
5. Validate your transaction to reveal any additional errors. Work through those and then submit your transaction. Once approved to final, the amount on the updated accounting lines will be liquidated to the previous Fiscal Year.
How to manually Roll accounting lines
Follow steps 1-4 in the above section to liquidate the old FY accounting line, but do not submit. A new FY accounting line can then be entered on the SAME version of your transaction by following the steps below:
Copy all the information from the previously liquidated accounting line to create a new accounting line by selecting “Copy” from the 3 dot menu on the right of the liquidated accounting line. Using this method will only require you to re-enter the required amount in the “Line Amount” field, as all other values will be copied over from the original accounting line:
Select the “Insert Copied Line” button on the lower left-hand side of the page to copy that information into a new line
Select Paste (little clipboard icon) at the top, next to the "x Record Copied"
Note: Modifying the amount in the commodity section will not be necessary when manually rolling an accounting line(s) as long as the total amount of the commodity line is not changing.
2. Ensure that the BFY/FY values in your new accounting line reflect the current BFY/FY information and that the Period is current:
3. Repeat steps 1 and 2 until all accounting lines have been rolled.
4. Validate your transaction to reveal any additional errors. Work through those and then submit your transaction. Once approved to final, the amount on the updated accounting lines will be rolled to the new Fiscal Year.
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