The overall effect of Year End procedures depends primarily on the Account or Cost Center Year End type.

Recall that the Year End Types are:

Carry Over (C)
Lose (L), and
None (N)

Related References

Definitions

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.

How Data Are Managed During Archiving/Year End Processing

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.

How Compressed Transactions Are Set Up

C Carryover compressed transactions are set up with:

Reference number = the Account Code when an account is archived; the Cost Center code when a Cost Center is archived
Reference 2 = CTX + the year of the budget period end date
LastX (in the transaction grid) = the date the procedure was performed
HowX (in the transaction grid) = YR
Cost Center = ARCH when an account was archived
Account = ARCH when a Cost Center was archived

N None compressed transactions are set up with:

Reference number = the Account Code when an account is archived; the Cost Center code when a Cost Center is archived
Reference 2 = YE + the budget period end date
LastX (in the transaction grid) = the date the procedure was performed
HowX (in the transaction grid) = YR
Cost Center = ARCH when an account was archived
Account = ARCH when a Cost Center was archived

Effects that Are Common to All Year End Types

When...

THEN...

AND

archiving an Account

the Account code in the active database is changed to ARCH and the HowX field is changed to YR

IF HowX field equals YR, then the transaction is not moved to the archived database, because the value has already been archived.
IF Account or Cost Center Code = ARCH or NONE for a transaction in the active database, the Archive procedure deletes it if the Delete Archived Transactions box is checked.

archiving a Cost Center

the Cost Center code in the active database is changed to ARCH and the HowX field is changed to YR

What's Next?

Ensure that you have reviewed the introductory article on preparing for archiving. Once you have gained an understanding of that process and the effects of archiving, you are ready to begin the procedures to prepare for archiving, beginning here.