Posting period is a period within a fiscal year for which transactions are posted.   When posting a transaction, transaction dates will be required to be in an open posting period.   You may have more than one period open simultaneously but only one period can be current.   An open period allows you to post transactions in that month.  The current period can be an open or closed period (you do not need to re-open a period to make it current).  The current period is used when calculating MTD and FYTD figures on accounts and reports. 

In the example below, both July and August are open and August is the current period; therefore, when viewing MTD figures on accounts or on reports, they will reflect August amounts.  The current period is displayed at all times in USAS in the top right-hand corner of the screen and is highlighted in green on the grid. 

Closing for the month

The system is flexible, allowing you to have multiple months open.  However, we strongly recommend when you finish balancing for the month, to close the posting period.  When a posting period is closed, account summaries and behind-the-scenes calculations are performed allowing you to easily retrieve account totals when needed.  If you need to re-open a period to post a transaction, you can, but we recommend closing the period when you are finished.  If you do not wish to re-open a period once you closed it, a rule can be enabled to restrict a period from being re-opened. 

Fiscal Year End

When creating the June posting period, the following confirmation window will appear:

When you have balanced for the fiscal year (June) and are ready to close the posting period (which also closes the fiscal year), the following error will be produced if there are periods still open in the fiscal year.   The user will not be able to close June until all other posting periods in the fiscal year are closed.          

You will receive a pop up to confirm you want to close the fiscal year.

and once confirmed, a pop up message will indicate the Posting Period is being closed and will not let the user proceed while updates, such as account history data, are being made to the system.

While closing June of the Fiscal Year, if the Posting Period of July has not been created, the system will create/open the Posting Period of July.    If you need to re-open the prior year to make an adjustment, you will only be able to re-open the month of June.

Create Posting Period

In order to enter transactions for a particular month, the period needs to be created.  The period will automatically be at an 'open' status when it is created.   If the period should also be the current period, checkmark 'current' when creating the period.  Posting periods must be created in succession for the fiscal year.  For example, if April is open and you want to skip May and create a posting period for June, the system will not allow you to create June unless May exists.

1. From the Core menu select 'Posting Periods'
2. Click on 
   
   
3. Enter in the required information:
   1. Check the box if the user wishes to make this new posting period the current period.
4. Click on    to create the posting period, click on  X to not create the posting period and return to the Posting period grid.

Open/ Re-Open Posting Period

A posting period will be automatically 'opened' when the period is created.  If the period has been closed and a transaction needs to be posted in that period, the district can re-open the period.  NOTE: We recommend re-closing the period after the transaction has been made.  A pop up message will indicate the Posting Period is being opened and will not let the user proceed while updates are being made to the system.  

1. From the Core menu select 'Posting Periods'
2. Search for desired posting period
   
3. Click on beside the posting period the user wants to open
   
4. The function on the grid have now changed beside that posting period to show the option to close the period

Close Posting Period

It is not necessary to close a period before opening the next reporting period.  However, if the user prefers to close a period after they have completed processing and have balanced for that period, they can do so.  A pop up message will indicate the Posting Period is being closed and will not let the user proceed while updates are being made to the system.      

1. From the Core menu select 'Posting Periods.'
2. Search for desired posting period.
   
3. Click on  beside the posting period the user wants to close.
   
4. The function on the grid have now changed beside that posting period to show the option to open the period .

Monthly Report Bundles

NOTE:  If a Posting Period is re-opened, the Monthly Bundle will automatically run again when the period is closed adding to any existing Monthly reports already populated in the Monthly Report Archive.  For information on disabling report bundles, please see Disable Automatically Generated Report Bundles. A warning will show when attempting to close a posting period if the SSDT Monthly Report bundle is disabled to ensure this is intentional.
 

Make Posting Period Current

1. From the Core menu select 'Posting Periods.'
2. Search for desired posting period.
   
3. Click on  beside the posting period the user wants to make current.

   1. Only one period can be made current at a time. 

      
      

4. The functions on the grid have now changed beside that posting period to show the column as blank. When another posting period is made current the will appear again giving the user the option to make it current once again.

Delete Posting Period

User may delete a posting period if they entered the month or year in error.  The system will only allow deleting if no transactions are referencing the posting period.

1. From the Core menu, select 'Posting Periods'
2. Search for desired posting period
3. Click on  beside the posting period the user wants to delete.

More Information

The import process will create 'previous' posting periods. Any posting period not in the current fiscal year will be set to archived. Archived posting periods can not currently be 're-opened'.  If a posting period exists in a future fiscal year, it can not be archived.