9.2 Closing Depreciation & Accounting Periods

Purpose:  Use this document as a reference for closing depreciation for a period in ctcLink.

Audience:  Financial Asset Manager, Facilities Asset Manager

You must have at least one of these local college managed security roles:

  • ZZ Depreciation Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Run the Depreciation Close process (AM_DPCLOSE) to generate period depreciation entries for all depreciable assets in a particular accounting period, including lease payments and offset accounts for the period.  You can run this process only for accounting periods that have not yet been closed in Asset Management.

Run this process only once for each accounting period, and only after all of the transaction activity for the period has been completed.

Closing Depreciation

Navigation: NavBar > Navigator > Asset Management > Accounting Entries > Close Depreciation

  1. The Depreciation Close run control ID search page displays.  Enter an existing Run Control ID or select Add a New Value to create a new run control ID.
    1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.
    2. Select Add.
Depreciation Close Add a New Value page
  1. The Close Depreciation page displays.  Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
    1. Use the Process Frequency drop-down button to select the ‘Always’ option.
    2. If it did not already default, enter or select the appropriate business unit in the business Unit field.
    3. Enter or select the appropriate asset book name in the Book Name field.
    4. Enter or select the accounting year to be closed in the Fiscal Year field.
    5. Enter or select the appropriate period in the Period field.
    6. Select Run.
Close Depreciation page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.
    1. Use the Server Name drop-down button to select the appropriate processing server for the request.  Note:  you can leave the Server Name field blank.
    2. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Close Depreciation page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

Close Depreciation page
  1. The Process Monitor page displays. Ensure the process runs to Success and is Posted.
  2. The next step is to close the Accounting Period.
Closing the Accounting Period

You must have at least one of these local college managed security roles:

  • ZZ AM Period End

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

This is an optional step and not recommended because it can't be undone.

Use the Close Accounting Period page (DEPR_CLOS_PD) to close accounting periods to ensure that you do not make any new transactions in the period.

Navigation:  NavBar > Navigator > Asset Management > Accounting Entries > Close Accounting Period

  1. The Close Asset Accounting Period search page displays.  
  2. Enter Business Unit and Asset Book Name.
  3. Select Search.
Close Asset Accounting Period search page
  1. The Close Accounting Period page displays.
  2. Enter the Year and Period to be closed.
  3. Select Save.

After a period has been closed, you cannot create additional depreciation-related accounting entries for that period.

Close Accounting Period page
  1. Process complete.

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