Reviewing the Account/Cost Center setup for Year End Types is the first procedure you should complete as you prepare for Archiving.

It is essential to prepare properly before you perform data archival; you cannot change data once you have archived.

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How to Review Account Cost/Center Setup for Year End Types

Review the Year End Type for each account/cost center that you plan to archive to ensure that it is set up properly.

When Accounts and Cost Centers are set up, you have a choice of Year End Type:

What you have selected on the account/cost center setup screen will impact the year-end procedure.

Refer to the following tables for an overview description of Year End Types and their effects.

Year End Type	Description
Carry Over	Accounts or cost centers that Carry Over money (remaining balances) at the end of the budget period. This type of year end is used for the all but the final year of a multi-year grant or for accounts and cost centers where it is important to maintain a current record of the initial budget allocation.
Lose	Accounts or cost centers that Lose money (remaining balances) at the end of the budget period. Examples include the final year of a multi-year grant, some state overhead funds
None	Accounts that have No year end. These accounts “never” end. The budget at the beginning of a budget period is equal to the balance at end of the previous budget period. Examples of these types include Trust, Gift, and Revolving funds.

The following table describes the effect that the Year End Type will have on the year-end process/archiving procedure:

Year End Type	Current Year Budgets	Current Year Exp	Current Year Liquidated Encumbrance	Outstanding Encumbrance	Compressed Transactions in New Year?	Compressed Budget Transactions?
Carry Over	The original and revised budgets remain in the active database.	Moved from active database to archive database.	Moved from active database to archive database.	Liquidated in closing year and “carried forward” to the new year.	Yes, compressed expenditure balances are “carried forward” to the new year.	No, the original and revised budget remains in the active database.
Lose	Moved from active database to archive database.	Moved from active database to archive database.	Moved from active database to archive database.	Liquidated in closing year and “carried forward” to the new year.	No.	No.
None	Moved from active database to archive database.	Moved from active database to archive database.	Moved from active database to archive database.	Liquidated in closing year and “carried forward” to the new year.	No.	Yes, the compressed account or cost center balances are “carried forward” to the new year.

Once you are satisfied that Year End Types are set up appropriately, continue to the second step to prepare for archiving here.