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Operational Advisory
Office of Operations
Bureau of Financial Reporting and Oil Spill Remediation

Advisory Number: 13
Advisory Name: August 2017 Monthly Advisory of Open Accounting Periods
Date Issued: 06/29/2014 Date Last Updated: 07/20/2017
Subject:
Monthly advisory of accounting periods open within the Statewide Financial System (SFS).

Guidance:
After the close of business on July 31, 2017, OSC will be closing June 2017.  SFS will inform all users when the system is available. OSC will be leaving one prior month open in the sub-modules and General Ledger.  In August, the sub-modules and General Ledger will be open from July 2017 through October 2017.

Transactions that are initiated close to month end with an accounting date in a period that is about to be closed should be monitored. Agencies are asked to process these transactions with the appropriate accounting date and closely monitor these transactions to get them posted within the deadlines. If an agency needs a transaction posted to the accounting period that is closing, the transaction needs to be completed by 3 PM on July 31th to be picked up in the nightly batch.

All transactions that have an accounting date outside of the open accounting period and are not posted will be handled as follows:

  • Any vouchers submitted into workflow with an accounting date in an accounting period that is about to be closed, that have passed agency approval (and not successfully budget checked), will have the budget date and the accounting date moved to the first day in the earliest open accounting period.
  • Any GL journals that are in an accounting period that is about to be closed that have not been posted will be deleted and any KK activity removed.
  • Any Expense Reports that are in an accounting period that is about to be closed that have not been posted will have the budget date and the accounting date moved to the first day in the earliest open accounting period.
  • Any Travel Authorizations that are in an accounting period that is about to be closed that have not been posted will have the budget date and the accounting date moved to the first day in the earliest open accounting period.
Module
Earliest Open Date
Last Open
General Ledger July 1, 2017 October 31, 2017
Accounts Payable July 1, 2017 October 31, 2017
Expense July 1, 2017 October 31, 2017
Project Costing July 1, 2017 October 31, 2017
Asset Management March 1, 2017 March 31, 2018
Accounts Receivable July 1, 2017 October 31, 2017
Billing* July 1, 2017 October 31, 2017

SFS is publishing several worksheets on various types of transactions that are at risk of being deleted, updated or sent back to the originator if the period closed. This information is located under the Spotlight tab in the Events-Related Data section of SFSSecure.

For assistance with vouchers and expense reports, please contact BSE customer service at (518) 474-4868 or email STEXPEND@osc.state.ny.us

*FBIC vouchers (bills) that are in a recycled status will not be impacted by the delete process. For assistance with FBIC billing email RevenueAccounting@osc.state.ny.us.

The Guide to Financial Operations, Chapter XIV, Section 2, provides key data elements and explanations on the appropriate use of Obligation, Accounting and Budget Dates in SFS.

For more details, please visit the OSC Guide to Financial Operations, Chapter XIV, Section 2.

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