Actions Required: 

Finalize Q1 actions by February 25, 2022

Finalize Q2 actions by March 25, 2022

Finalize Q3 actions by May 27, 2022

 

Department Financial and Procurement teams,

 

As part of our ongoing efforts to improve the quality and timeliness of the City’s financial reporting, the Controller’s Office will close Q1 on Friday February 25; Q2 on Friday March 25; and Q3 on Friday, May 27.

 

After last year's successful quarterly close initiative to improve the quality and timeliness of the City’s financial reporting, the Controller’s Office will again be closing Q1, Q2, and Q3 before Fiscal Year End. This helps us reduce errors, keep our ledgers more current, and report on the City’s financial activity more efficiently at year end.

 

What does my department need to do?

Please review the FY22 Quarterly Close Tasks by Module. All of the below actions must be completed by 5 p.m. on February 25 for Q1, 5 p.m. on March 25 for Q2, and 5 p.m. on May 27 for Q3. 

Please direct any questions to your department Fund Accountant. If you do not know who your Fund Accountant is, you may submit a SF Financials Support Request or SF Procurement Support Request.


FY22 Q1, Q2, and Q3 Quarterly Close Tasks by Module:

Module

Action Required by Closing Date

Resources / Queries / Dashboards

Requisitions

  • Departments continuously manage the Requisition life cycle within the quarter
  • All Requisitions with Accounting Date within Q1, Q2, and Q3 are approved with no Budget Checking errors before each respective quarter end date
  • All Requisition Budget Checking errors are resolved
  • All approved Requisitions with no Budget Checking errors are sourced to Purchase Orders
  • Departments review Inactive Requisition Dashboard and close all Requisitions that are no longer required

SF Reports & Analytics 

  • Budget Exceptions Dashboard
  • Procurement Approval Workflow Dashboard
  • Requisition Pre-Encumbrances Dashboard
  • Inactive Purchase Orders and Requisitions Dashboard

 

SF Procurement 

  • Buyer WorkCenter


SF Employee Portal 

Purchase Orders

  • Departments continuously manage the Purchase Order life cycle within the quarter
  • All Purchase Orders with Accounting Date within Q1, Q2, and Q3 are Approved and Dispatched with no Budget Checking errors before each respective quarter end date
  • All Purchase Orders sourced from Requisitions are Finalized when the Requisition Pre-Encumbrance Balance is greater than the Purchase Order Encumbrance Balance
  • Departments review Inactive PO Dashboard and liquidate all POs that are no longer required. The PO Close process shouldn't be used for POs that are released from Supplier Contracts. When PO Releases are Closed, the remaining Encumbrance Balance is returned to the Budget, but not to the Supplier Contract.
  • The PO Close Short Process or Reductive Change Order process should be used to liquidate POs that are released from Supplier Contracts. The PO Close Short process automates the manual and time-consuming Reductive Change Order process and saves you time. The PO Close Short process doesn't work for POs that have been rolled from a previous fiscal year. Departments should liquidate their PO Releases before Year End and create new PO Releases in the new fiscal year. Please refer to Topic 3 of the Understanding PO Encumbrance Liquidation Options article for the detailed steps of the PO Close Short process. 
  • The PO Close Short Process or Reductive Change Order process should be used to liquidate POs that are released from Supplier Contracts. The PO Close Short process automates the manual and time-consuming Reductive Change Order process and saves you time. The PO Close Short process doesn't work for POs that have been rolled from a previous fiscal year. Departments should liquidate their PO Releases before Year End and create new PO Releases in the new fiscal year. Please refer to Topic 3 of the Understanding PO Encumbrance Liquidation Options article for the detailed steps of the PO Close Short process. 
  • All Purchase Order Budget Checking errors are resolved
  • All Purchase Orders with Accounting Date within Q1, Q2, and Q3 are fulfilled before each respective quarter end date by the Supplier and Receipts and Vouchers are created.
  • Change Orders for All Purchase Orders with Accounting Date within each quarter should be completed, and the PO approved and dispatched before each quarter ends
  • If additional goods or services are required, do not create a Change Order; please create a new Purchase Order

SF Reports & Analytics 

  • Budget Exceptions Dashboard
  • Procurement Approval Workflow Dashboard 
  • Purchase Order Encumbrances Dashboard
  • Inactive Purchase Orders and Requisitions Dashboard
  • Purchase Receipts Dashboard

 

SF Procurement

  • Buyer WorkCenter 

 

SF Employee Portal 

Accounts Payable

  • All vouchers must be fully approved, closed, or cancelled
  • For any vouchers that need to be deleted, contact your AOSD Fund Accountant

SF Reports & Analytics 

  • AP Voucher Line Dashboard with the following criteria:
  • Q1 = Voucher Accounting Date between 07/01/21 and 09/30/21
  • Q2 = Voucher Accounting Date between 10/01/21 and 12/31/21 
  • Q3 = Voucher Accounting Date between 01/01/22 and 03/31/22
  • Voucher Post Status Name = “Unposted”
  • AP Transaction Status = “Cleared”, “Open”, “Recycled”, “_ERROR_”, “_NOT_APPLICABLE_”, “_UNASSIGNED_”

Expenses, Travel Authorizations, & Cash Advances

  • Documents must be either fully Approved, Denied, or Sent Back to the employee

Fund Accountants will provide each department with a list of documents pending approval

Inventory

  • All Q1, Q2, and Q3 Inventory adjustments must be entered before each respective quarter end date

SF Procurement

Inventory Valuation Report

Accounts Receivable

  • Ensure all deposits are completed
  • Complete book to bank reconciliation

SF Financials

  • Direct Journals (payments) in Budget Error: FSP_AR_DIRJRNL_ERROR
  • Items (invoices) with blank chartfield: FSP_AR_ITEM_BLANK_CHARTFIELDS
  • Direct journals (payments) with blank chartfield: FSP_AR_MISC_BLANK_CHARTFIELDS

Billing

  • Review Billing Worksheet to either A) Complete Billing or B) WTO (billing reversals) 
  • Complete billing processes within each quarter by each respective quarter end date

 

Refer to your department billing schedule 

General Ledger

  • Ensure all Q1, Q2, and Q3 entries are either fully approved and posted or deleted by each respective quarter close dates
  • Ensure all Q1, Q2, and Q3 interdepartmental service billings are fully approved and posted before each respective quarter end date
  • Fund Accountant will follow up for any pending entries

SF Financials

  • GL Journal not Posted: FSP_JRNL_HEADER_NOT_POSTED 
  • GL Journals budget checked not posted: FSP_GLAM_JRNL_BDCHK_NOT_POSTED 
  • Journal Workflow Status-Stage: FSP_GLAM_JRNL_WF_STATUS_STG 

Commitment Control

  • All Budget journals (KK entries) should be posted or deleted with a journal date within Q1, Q2, and Q3 before each respective quarter end date

SF Financials

  • KK Journals not Posted Header: FSP_KK_BUDGET_HDR_NOT_POSTED 


No action is required for the following modules that will remain open through fiscal year end:

  • Asset Management
  • Cash Management
  • Project Costing
  • Grants Management
  • Strategic Sourcing