Maintaining Fiscal Period Summary (Optional)

Purpose: Use this document as a reference for maintaining fiscal period summary in ctcLink.

Audience: Settlement Manager, GL Accountant.

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

  • ZD Treasury Inquiry
  • ZZ Treasury Accounting Maint

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

The Fiscal Period Summary page is used to close or lock down the accounting for a specified fiscal period, in preparation for end-of-period financial-report generation and analysis.

This prevents other users from rerunning Treasury Management accounting processes for the closed fiscal period. You can also reset a fiscal period that has been closed in error.

Maintaining Fiscal Period Summary

Navigation: Cash Management > Treasury Accounting > Fiscal Period Summary

  1. The Fiscal Period Summary search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).l
  3. In this example, we'll create a new value. Select Add a New Value.
    1. If it doesn’t default, enter or select the appropriate business unit in the Business Unit field.
    2. Enter or select the appropriate calendar ID in the Calendar ID field.
    3. Select Add.
Add a new value page
  1. The Fiscal Period Summary page displays.
  2. Select the Plus [+] or Minus [-] icons to add or remove lines.
  3. To Close a Fiscal Period:
    1. Select a Fiscal Year.
    2. Select an accounting Period.
    3. Select the Close Acctg (close accounting) check box.
    4. Optional to add/modify a description.
  4. To Reset a Closed Fiscal Period:
    1. Select Reset. The system enables the Fiscal Year and Period fields, and automatically deselects the Close Acctg (close accounting) check box.
    2. In Reset Reason, overwrite any existing text in the Description field with the reason for the fiscal period reset.

Notes:

  • The Audit Detail tab lists audit information for each row.
  • When you add rows to existing fiscal period information, the system automatically populates the Fiscal Year and Period fields with the next chronological period.
  • Rows must be closed in ascending entry order, from first entered row to last entered row. Conversely, rows must be reset in descending entry order.
  1. Select Save.
Fiscal Period Summary page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

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