How do I close period/cycle? (2023.05)

Period End Checklist

Prevent a user from entering, modifying, or deleting transactions in the closed period/cycle. A period is a portion of time, usually equal to a calendar month. A cycle is an interval of time during which utilities are billed. Use Close Period/Cycle to prevent a user from entering, modifying, or deleting transactions in the closed period/cycle.

Important! Run the Close Period/Cycle routine after all reports have been printed, balanced, and updated. DO NOT wait until the General Ledger is closed to run the Close Period/Cycle routine.

Running the Close Period/Cycle routine will:

Create summary records for the period/cycle being closed.
Delete transactions that occur prior to the specified date.
Create beginning balance transactions in the oldest period to match the summary records for that period.
Delete summary records, meter activity, and dates that occur prior to the specified date.
Update the current cycle, period, and rotation fields in the district record.
Add a new date record.
Verify contract and loan billings for the current period have been created. If the Missing Contract/Loan Billings message displays, you need to run Calculate Automatic Billings to create billings for contracts and loans.

Step 1. Print the unupdated payments report

Complete this step if you're using the Cash Receipting application to process payments for Utility customers.

Do this...

1. Open Connect Cash Receipting > Reports > Unupdated Payments Report.

2. Select the report defintion for Unkupdated Payments Report by Date [Caselle Master].

3. Select the categories for utilities.

Make sure to remember to select the utilities categories and catogories for utility payments from Connect Online.

4. Click Print (CTRL+P).

Did you find any payments that have not been updated to Utility Management?

Yes, I have unupdated utility payments. In Cash Receipting, run Update Payments. [More]
No, I do not have any unupdated utility payments. Go to the next step.

Step 2. Back up Utility Management

Complete this step if a regular backup of the Utility Management database is not scheduled. This is important because you may need to use a backup to restore customer information, report definitions, and so on, later.

Do this...

1. Open Connect System Management > System Tools > Send Databases.

2. Enter the backup file name.

3. Click to select This PC.

4. Enter the file path where the backup file will be created on the computer.

5. Click to select Compress Data.

6. In the Databases section, select UM0_[Organization Name].

Replace UM0_[Organization Name] with the name of the Utility Management application. UM0_[Organization Name] is the default name and format.

7. Click GO (CTRL+G).

Step 3. Close the period/cycle

Now that you've updated payments from the Cash Receipting application, Connect Online, and third-party payment providers, and created a backup file; you're ready to close the period/cycle.

Do this...

1. Open Connect Utility Management > Organization > Close Period/Cycle.

2. Set up the new dates for the next period/cycle.

3. Click GO (CTRL+G).

The period/cycle is closed. Users cannot add, edit, or delete information or transactions from the closed period.

4. Ask users to log out of Utility Management and then log in.

In this instance, logging out and loggin in will ensure users are working in the correct period.

Step 4. Update utility transactions to the general ledger

Update utility transactions from the closed period/cycle to the general ledger.

Do this...

1. Open Connect Utility Management > Organization > Update General Ledger.

2. Check if the beginning and ending dates match the GL posting period.

What if there's a message that the GL posting period does not match the beginning and ending dates? Click Yes to change the beginning and ending dates in the Update General Ledger view to match the GL posting period.

3. Do not select Update Transactions That Have Already Been Updated.

4. Click GO (CTRL+G).

2023.05, 2023Jul10