Year End Processing

Overview

NOTE: The instructions on this page are for Calendar Year End (12/31) processing. Organizations whose fiscal year ends on a date other than 12/31 will perform both a Calendar Year End (12/31) and a Fiscal Year End processing.

Properly performing your year end processing is a critical aspect of the DDI Connect system. There are several steps to take, and they must be taken in the proper order. This document will walk you through the year end processing.

IMPORTANT: If your organization converted to DDI Connect this year, please make sure you verify the investment 1099 amounts prior to running year end. To verify, you can run IL276 Generate 1099 Statements, and review the statements that are generated. For more assistance on how to check the interest before generating and sending statements, please contact DDI Client Support

NOTE: If you opt not to close your period/year (General Ledger) during year end processing, you can do it when you are ready to do so. The information on how to do that is located here: Close Period/Year

Step 1: Update your DDI Calendar for the new year. For information on updating your calendar, reference this page: Setting up Job Processing Calendar

Step 2: Set up the 1099 buckets for the new year. For information on how to perform this step, reference these pages: Accounts Payable 1099 Boxes and IRS Form Setup

Step 3: If this is your fiscal year end, perform the Fiscal Year End instructions. You will need to perform additional steps after this step, so be sure to reference back to this document.

Step 4: You are now ready to begin year end processing within the DDI Connect system:

• Contact DDI Client Support and ask that a backup be run on your database. This ensures that the system information can be restored if issues are encountered during year end processing
• Open job processing and verify that the dates are correct. IMPORTANT NOTE: Daily must be performed first, and then End of month processing MUST be completed prior to proceeding with year end. Do NOT change the date until the very end, when Year End Processing is complete. For information on processing daily, please reference this page: Running Daily Processing For information on running month end, reference this page: Month End Processing.

When you open job processing, it will look something like this:

Review the date codes that appear in the Original date codes. What DDI recommends is removing all date codes other than the daily processing codes. You can do this by unchecking the "Include" box, and then in the Add Date Codes box, typing in the codes you wish to run. You can run daily, confirm the results, and proceed to PRE-EOM and ME. Once those jobs complete, you can move on to quarter end (if applicable). Once quarter end is complete, you can now proceed to year end processing.

For example:

On 12/31, you launch Job Processing. You might see something like this:

If you uncheck the Include box:

In the Add date codes field, type the codes you wish to run for. In this case, WD,MON to run the Monday/Daily processing:

Continue on with job processing. When it completes, review your information. If all looks correct, you'll contact DDI Support for a pre-month end backup. Once they notify you that it is complete, go into job processing again. Uncheck the include, and this time, enter the month end code (either EOM or ME):

Process your month end. When it is finished, review all of your information and verify that it is correct. Repeat the steps above for any quarter end processes that need to be run.

IMPORTANT NOTE: DDI recommends requesting a backup between month end and quarter end, and then again between quarter end and year end processing. The backup process takes just a few seconds to run, and ensures that DDI can restore your system should issues be encountered during the year end process.

When you are ready to run year end, verify that the processing date is 12/31. Uncheck the include box a final time, type YE in the Add date codes field. and click Continue. You will see a screen similar to this one:

Review the list of jobs to be run, to verify that they look correct, then click Start. You will be prompted with this message:

Click Yes. You will now see this screen:

Review the current and new business dates. If correct, type the new business date in the Verification date field and click Apply. You will be prompted with this message:

Click OK. Job processing will now continue. As the jobs run, you'll see the progress at the bottom of the job processing screen:

When all jobs complete, you will see this screen:

Verify the new process date, and then type yes in the Allow update transactions field. Click Apply. You will see this message:

Click OK. You will be returned to the job processing screen. Click Exit to return to the main menu.

For your reference, DDI has created a checklist to assist with year end processing. Click the image to view full size:

NOTE: If you utilize DDI-Connect's General Ledger and run FW20 Post Transactions within your daily processing to post prior period transactions, please check your job processing queue to verify that the prior period transaction date is set to the appropriate year. For example, if you have set your "Post prior period transactions" to post through 12/31/2012, you will want to change this once year end processing is completed. The new date should be 12/31/2012. FW20 cannot post across fiscal years, so it is important to update the job to reflect the current date. You can find information on setting up jobs here. The job you will be looking for is fw20m.r - Post Prior Period Transactions. If you need assistance in making this change, please contact DDI Client Support.

IMPORTANT!: IL290 - Clear Investment YTD Information and IL528 - Loan Clear YTD Values must be run with your YE job processing.