The following programs are available to help districts close their books –the Cash Roll Program, the Closing Entry Program and the Asset Liability Roll Program. The County oversight departments perform the Cash Roll and the Asset/Liability Roll. Districts perform Closing Entries when they are completely finished with the year and have submitted their Unaudited Actuals.

The Cash Roll (FCCARO) is optional and is normally performed first. If a county chooses to do the cash roll, it should be performed once the June 30 cash balances have been reconciled for all funds with the Auditor/Treasurer books. This is done on a district by district basis, and the cash balances by resource (SACS districts) for all funds are rolled; individual funds may not be selected. Once the roll is done, the cash figures are locked in for the districts, even if the budget status is still at tentative. The Cash Roll is available to both SACS and Non- SACS districts. The purpose of
rolling the ending cash balance from the June 30th to July 1st beginning balance(s) as soon as possible is to provide the true cash beginning balance to allow the system edits to be in place and not allow overdrawing of cash.

The Closing Entries process (FCGCUP) is typically run next. This is run when a district is completely done with accruals and their Unaudited Actuals have been submitted to their reviewing agency.

Closing Entries are only available to SACS districts. Districts must be at an Approved Status in the closing year in order to process the closing entries. All the transaction flags must be closed and all edits must pass; any edits on the error page must be resolved before Closing Entries can be generated in the Update mode. Closing Entries are posted as Journal Entries only in the year being closed; all budget and activity control accounts are closed to objects 979 (Net Gain or Loss – Control 9798 (Fund Balance – Control) and 9790 (Undesignated Fund Balance). The purpose of performing Closing Entries is to close out the General Ledger Control accounts into The Fund Balance, so that the General Ledger Ending Fund Balances by resource will match the SACS submission documents.

The Asset/Liability Roll (FCALRO) is the very last roll performed and can be done late in the year. The Asset/Liability Roll is only available to SACS districts. Districts must be at Approved budget status and transaction flags closed in the closing year. Minimally districts must be at Tentative status in the roll-to year, but Adopted is recommended. All edits must pass; any edits on the error page must be resolved before rolling.

Note: Closing Entries and the Asset Liability roll are not dependent upon each other, but the edits are the same for each.