Perform these necessary steps to successfully run the financial year end close process.

Business Office Preparation

Two Months Before​

• ​Coordinate with IT in August to determine a day in October to schedule the year end close process to run on Colleague (after the Board of Trustees Audit Committee approves financials)
• Contact the Bursar, Registrar, Financial Aid, and Provost to confirm that the date selected won’t negatively impact their schedules/processes in place; If problem, work with these departments and determine a mutually agreeable day
• Close all purchase orders and blanket purchase orders
• On a quiet system, run PGLT and then run CLGA and GLRA to clear and rebuild GL memo fields - see Customer Self-Service Articles - 51.123: CLGA/GLRA: When should they be run? for background on the processes. (Note: confirm the assigned financial staff has access to these screens otherwise fill out a Colleague Login request form to request access).
• Run the GLVA Encumbrance Verification report and resolve any report GL discrepancies so that there are no errors that would hinder the year end close process  Refer to this KB article for guidance on resolving GLVA issues: Article - How to Resolve Issues on th...
  • ​Any errors that remain in the report will result in EOB Transactions in the next fiscal year

4 Weeks Before

Submit ticket to EAS team, to prepare for and assist with YEC process to include the following instruction/request:

IT Assistance is requested to prepare for, and perform, the annual General Ledger Year End Close process. Please provide the following:

• Scheduling of all IT staff and resources necessary to perform the process in the weeks leading up to and to include the date of the process (TBD by the Business Office 
• Assistance with PO close-out backend fixes 
• Assistance with troubleshooting GLVA issues 
• Assistance with backend encumbrance updates when the GL account EP (Encumbrance) transactions have been balanced by the Business Office 
• Report on Fund-Unit accounts missing 3000/3001 object, with instruction 
• Preparation and broadcast of timely downtime reminders 
• Preparation of Frozen accounts Saved List 
• Assistance with Colleague database backup, per requirement of audit 
• Assistance with Transact/Cashnet posting service disablement/enablement before and after GLYE processing 
• Assistance with disabling access to Colleague by users and interfaces, outside of YEC processors, and restoring access after testing, to include forced log-offs 
• Backend Synoptix FRX parameters update (modify FRX.PARMS)  
• Assistance with disabling and rescheduling Synoptix related FRXE/FRXR processes.  Disablement of the ESOB process until next FY Opening. 
• Cleanup of Synoptix database as required (to prevent duplicate report transactions) 
• Re-run of FRX process if needed, on demand day after YEC process 
• Preparation and broadcast email to notify of systems access restoration 

2 Weeks Before

• Reference Fund-Units Missing Object Codes report provided by IT EAS analyst..  If there are any fund-unit combinations that do not have object codes 3000 and 3001 attached to them in the fiscal year you are closing as well as the next fiscal year, follow information below to resolve.
  • ​If there are any accounts with N noted in the ACCOUNT, CLOSE_YEAR_HIST and NEXT_YEAR_HIST columns on report, determine if those accounts are needed and if so, open the accounts using GLAA. The GLTB report should be run to verify if any transaction activity exists in the current FY on any GL Fund/Dept codes listed, in which case, add this Fiscal Year to fund-unit-3000 on GLMT. 

1 Week Before

• Confirm Jaggaer/SHU eBuy and CashNet will be taken offline for the specified time period.
• Confirm GL account  corrections(for Concur) are suspended, and AP should not approve Expense Reports in Concur from EOD 2 days prior to YEC.​
• Next do the following:
  • review the GLCD (GL Class Definition) and GLFD (GL Fund Balance Definition) screens to make sure the accounts will close as they expect
  • confirm that all fiscal periods up to and including the 11th month have been closed  (GLME)
• Prepare an email to send to !BudgetInquiry-users@sacredheart.edu regroup to let users know that the year-end process is complete; indicate they will now be able to see balance forwards reflected in the appropriate 12 and 21 accounts for the next fiscal year​ - hold aside for morning after YEC process.
• Run GLVA Encumbrance Verification (only) report for the Fiscal Ledger Year you are closing to ensure there are no errors (report should be blank or one remaining page)
• Coordinate with Administrative IT to confirm plan for back up the Colleague server on the day ​and time noted before the year end close process begins.
• Confirm audits have been approved so that the year end process can proceed

2 Days Before

• Confirm all 3000 and 3001 fund-unit-object combinations identified from the above report were opened and linked
• Confirm all sub-ledgers are in balance with General ledger- run the following and if any produce transactions to post to the fiscal year to be closed, run PGLT

Performing the Fiscal Year End Close

Day Of: Run Final Processes and Reports

• Check GPES and correct or delete any failed postings for the fiscal year being closed
• Run FSRP to make sure financial statements haven't changed​
• Run PGLT one last time for all records - everything must be posted before the close can run
• Run GLTB to get one last Summary Trial Balance and Detail Trial Balance for the fiscal year being closed
• Confirm systems with integrations are taken offline ( SHU eBuy, Cashnet SAO epayments; no action for Concur, AP should not approve expenses as of 2 days prior to YEC)

Day Of: Colleague GLYE Pre-Close Verification

1. Run PGLT (Post GL Transactions) one last time to make sure there are no transactions to be posted
2. Run GLYE​ (GL Year-End Closing)
   1. Tip: if at any time you need to leave the GLYE process you need to CANCEL out of the process – DO NOT UPDATE out
   2. Tip: Send all reports to Report Browser (HOLD)  and save them with an appropriate file name to a network share so the Business Office has them for future reference
   3. Tip: Each step should take less than 5 minutes unless otherwise noted
   4. Perform Pre-Verification Checklist
      1. Drill down, on the GLYV screen, enter Y in the View column for each entry in the top half of the screen one at a time, pressing enter 
         1. enter Yes at Proceed with Report if prompted
         2. click Save and/or Update depending on which option is presented (Tip: only click 'SAVE' on GLYV , NOT 'SAVE ALL' per Ellucian, else you end up in a loop of verifications!)
      2. For the bottom of the screen, in the Status column type Y and then tab to the next field for all entries
         1. Press enter only after the last one
         2. Then click Update when prompted
      3. When you are brought back to the GLYE form, make sure it shows "Completed" in the box
   5. Perform the Pre-Processing steps
      1. On the GLYE (GL Year-End Closing) screen, enter Y at the "Prepare GL Accounts for Year-End Close"
         1. On the YPGL screen, at the Run Process prompt, enter Y and press Enter, then click Update  "Note from Ellucian: 2024-10-18 09:40:46 EDT -  The new step Prepare GL account for year-end close (YPGL) form replaces the need to run GLAT and create a savedlist of Inactive accounts. Frozen accounts will still need to be updated to have an Open Status via GLMT/MACS as you will not be able to complete the Pre-Verification Checklist steps with the accounts showing as Frozen"  More details on YPGL found here: Customer Self-Service Articles - Colleague Finance GLYE: Checklist for Year-End Processing)
         2. A report will show a note that the INACTIVE GL accounts have been selected and stored in a savedlist (ex. GLYE-2023).  You will want to use this after the close is completed.  You can close the window after saving the note.
         3. When you go back to the GLYE form, you will see that this step is now listed as Completed.
      2. NOTE: For next steps, enter Y under Execute for each step except for the "Closing Manual Entries (Not Required)"
      3. Enter Y under Execute for the "Encumbrance/Fund Balance Verification"
         1. On the YFBV (Fund Balance Verification) screen drill down into GL Account Sort Definition, make sure it is in the following order: Fund, Unit, Object, and click Save/Update
      4. Enter Y under View for the "Encumbrance/Fund Balance Verification"
         1. if there are errors it will take you to a screen to view the errors, review Ellucian Customer Support Portal Article #000044588 (GLYE: Help! YFBV Error Messages in Encumbrance/Fund Balance Verification. 
         2. if there are no errors a dialog box will display "There are no problems to view"  
         3. The status will change to Completed
      5. On the GLYE screen, enter Y under Execute for the "Closing Automatic Entries"
         1. On the GLYA (Automatic Closing Entries) screen, enter Y under Execute for each step one at a time
         2. On the YCAE (Year-End Closing Entries) screen, enter Y for Proceed with Automatic Closing Entries and click Save/Update
         3. On the GLYA (Automatic Closing Entries) screen, enter Y under the View column
         4. On the YEJA (Year End Auto Journal Entries) screen, enter Y for Proceed with Report​, click Update
         5. For Output Device, enter H (Hold) and click Save/Update
      6. On the GLYA screen, enter Y under Execute for the "Report Closing Automatic Entries"
         1. On the GCER (Year-End Closing Entries Report) screen, 
            1. Confirm the "Arrange Summary Report by" setting by drilling down
            2. Then click Save/Update
            3. Then enter Yes for Proceed with Report and click Save/Update
            4. Status will now changed to defined in "Arrange Summary Report by"
         2. For Output Device, enter H (Hold) and click Save/Update
         3. On the GLYA (Automatic Closing Entries) screen, enter Y under the View column
         4. Click OK at the "There are no un-reported entries to view." prompt
         5. The status will change to Printed
      7. On the GLYA (Automatic Closing Entries) screen, enter Y under Execute for the "Post Closing Automatic Entries"
         1. On the PYET (Post Year-End Transactions) screen, enter Y for Post Closing Entries and click Save/Update
         2. For Output Device, enter H (Hold) and click Save/Update
         3. On the GLYA (Automatic Closing Entries) screen, enter Y under the View column
         4. Click OK at the "There are no un-posted entries to view" prompt
         5. The status will change to Posted
      8. At the bottom of the screen, enter Y for "Print Preliminary General Ledger Trial Balance"
         1. On the YSTB (YE GL Summary Trial Balance) screen
         2. Detail down on the GL Account Sort Definition to confirm the values are correct
         3. Click Save/Update
         4. For Output Device, enter H (Hold) and click Save/Update
         5. Click Save/Update
         6. Export the report to PDF
         7. Click Save/Update to go back to GLYE main form
         8. The status will now show as Completed for Closing Automatic Entries
      9. On the GLYE (GL Year-End Closing) screen, enter Y under Execute for "Closing Balance Verification"
         1. On the YCBV (Closing Balance Verification) screen
            1. Confirm the GL Account Sort Definition and click Save/Update
            2. Click Save/Update
         2. On the GLYE (GL Year-End Closing) screen, enter Y under View
         3. Click OK on the "There are no problems to view." prompt
         4. The status will now show as Completed for Closing Balance Verification
      10. On the GLYE (GL Year-End Closing) screen, enter Y under Execute for "Summary General Ledger Trial Balance (Req)"
          1. ​On the YSTB (YE GL Summary Trial Balance) screen, confirm the GL Account Sort Definition by drilling down and then click Save/Update/Update
          2. For Output Device, enter H (Hold) and click Save/Update
          3. The status will now show as Printed for Summary General Ledger Trial Balance

Perform Final GLYE Processing to Close Prior FY

1. On the GLYE (GL Year-End Closing) screen, enter Y under Execute for "Close General Ledger Accounts"
   1. On the YEC (Year-End Closing Status) screen, confirm the GL Account Sort Definition and click Save/Update/Update
2. On the GLYE (GL Year-End Closing) screen, enter Y under Execute for "Create Opening Balances"
   1. On the YEFP (Year-End Opening Balance) screen, confirm the GL Account Sort Definition and click Save/Update/Update
   2. Click Ok at the "After running PGLT, use the saved list GLYE-2022 in the GLAT form to inactivate the GL accounts that were activated for Year-End close." prompt, this click Update
   3. ​this takes about 25 minutes
3. Run PGLT to post the opening entries waiting to be applied to accounts

 1. Confirm additional users have been unblocked per IT; Have staff test a few screens.