1	TN Court TCAST Software June Month End and Fiscal Year End Closing Instructions for Case Management
2	Be Prepared Before beginning the close, make sure you have plenty of paper. You may want to have two-part paper for reports that you will need more than one copy of. It is a good idea to have extra printer ribbons on hand. Be sure to have extra tapes for the year-end backups. You will need at least two extra tapes for each court you are closing.
3	Inventory Fiscal year-end is a good time to inventory your check and receipt supplies, and place an order if quantities are low. Backup tapes will wear out and should be replaced periodically. Please check with your auditor before destroying or disposing of old tapes.
4	Close June Receipting Receipting Month End should be completed for June before starting the General Ledger close.
5	Closing June - Step 1 Step 1 prints the month end receipting reports and may be run more than one time. It may not be run again after the receipts have been purged.
6	Closing June - Step 2 Step 2 is optional. It runs a receipt history and transactions edit report. If you choose to run this step and receive a print out, you may fax a copy to phone support and continue with the close.
7	Closing June - Step 3 Step 3 purges monthly receipts. It is very important to purge only for the month you are closing. If you have receipts that do not purge, please contact phone support.
8	Closing June - Step 4 Step 4 is to balance docket trial balance file and should only be run one time.
9	Do A Backup Now! Do a daily backup of your files now. Label the tape as “Ending Fiscal Year 2007-2008 - Do Not Destroy.” Keep this tape in a safe place.
10	Before Closing the General Ledger You must close the P.O. File. From the main menu, select “LGDPC Use” or “Other”, and “Run Program Stand Alone.” Enter the program name “PRS973” and press “Enter”.
11	Close the P.O. File At the prompt for the P.O. Flag, enter ‘1’ and answer ‘yes’ to “Is This Screen Correct?”. Press “ESC” when you are prompted by “Enter Program Name:”.
12	General Ledger Fiscal Year-End You are now ready to close the accounting month and fiscal year. Clear out balances in as many accounts as possible before closing. This can be accomplished by writing out all checks. Make a JE for any amounts left in 29910. Date these entries for June. It is imperative to clear this account before closing the year. Be sure ALL packets have been processed before continuing.
13	Period End From TCAST, Case Management, G/L, select Period End.
14	Fiscal Year End From the G/L Period End Menu, select Fiscal Yr End. This option will do the month end close for June as well as the year end close.
15	Fiscal Year End Menu The system will display the closing options. Perform them in order, except where indicated. This is not your normal Month End screen. The system knows it is the end of the fiscal year. If you do see your normal Month End Screen, call LGDPC before proceeding.
16	Accounting System Fiscal Year End Closing There are 3 options on this menu that will not be used. The system will allow you to begin with option 3. Process the necessary options in order as they appear, following the instructions given on the screen. You may stop at any point during the close and continue the next day, as long as the option you are working on is complete. You also need to make sure that no one else attempts to process any packets until the close is completed.
17	Begin with Option 3 Run Edit Against Control Accounts. You will receive three reports, please check these reports before continuing. If you have anything other than “All Control Totals Are In Balance” on any of the reports, call LGDPC.
18	G/L Close - Option 5 Run Monthly G/L Reports. This option will run reports such as the MTD account analysis, and any other reports normally printed during a regular month end. This option may be run more than one time if needed.
19	G/L Close - Option 6 Year End Fee Reports. This will print a Revenue, Disbursement and Balance Report.
20	G/L Close - Option 7 Close The Revenue & Expenditure Accounts. This option will remove all figures from the Statement of Revenue and Expenditure Reports.
21	G/L Close - Option 8 Y-T-D Audit Summaries. This option will print a one page report. Be prepared, it could take a while for this report to generate.
22	G/L Close - Option 9 Print Year End Journals. This option prints year-to-date transactions by type for all journal entries, budget entries and control entries. You may wish to print this on 2-part paper so you will have a copy for the auditors, and one to keep.
23	G/L Close - Option 10 Print Year-End Account Analysis. This option prints all of the year-to-date activity by account. This report is usually printed on 1-part paper. It is extremely long and will print for quite a while. You will want to start this report in the morning hours
24	G/L Close - Option 11 Create Audit Diskette. This option creates an audit file. You will not need a diskette for this step. If the audit division requests a diskette, you can make one later. If you get a “login” prompt when the server is turned on, answer “No” to the question, “Are you using a DOS machine?”. If you get a “C:” prompt, you can answer “Yes”. To the next question, answer ‘DD’ or ‘HD’ since you are not using a diskette.
25	G/L Close - Option 12 Create New Y-T-D & M-T-D Files. This option moves all of the ending fiscal year balances to the beginning balances for the new fiscal year. A Trial Balance report will print in this option.
26	Finishing Up Check your screen for errors. If step 12 does not complete properly, call LGDPC before continuing. If there are no errors you may continue. On the Trial Balance - Make sure the beginning fiscal year balances are the same as the ending balances on June 30th. Also, YTD debits and YTD credits should be zero.
27	Finishing Up In Case Management, G/L, Scroll Reporting, check the following: MTD Transactions- Either print or scroll this report. No transaction should appear. YTD Transactions- Either print or scroll this report. No transactions should appear.
28	Do A Backup Now! Make a DAILY backup of your files. Label the tape “Beginning Fiscal Year 2008 - Do Not Destroy”. Place this backup in a safe place.
29	Congratulations! You have successfully completed June month end, and fiscal year end for 2007!