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transactions. For Payroll this would include accrual entries for any outstanding <br />time as well as benefits due. All other accruals for outstanding invoices from <br />Accounts Payable and outstanding receivables from Accounts Receivable will be <br />updated automatically on an on -going basis. Other transactions might also be <br />generated from the Cost Allocations module for any distribution of expenses or <br />other calculated year -end transactions. <br />b. Review Outstanding Encumbrance and Pre - encumbrance balances <br />Before the City runs the final year -end encumbrance roll - forward program, all <br />outstanding encumbrances should be reviewed for their validity. These <br />encumbrances will typically include outstanding Contracts, outstanding <br />Requisitions and any unfulfilled Purchase Orders. <br />c. Cancel and /or Modify Purchase Order and Requisition transactions as <br />necessary <br />This review can be done in mass through Lawson reporting tools and managers <br />with appropriate security can select items for cancellation or modifications. Items <br />may be cancelled online or have their status changed from approved back to <br />pending for additional review. Outstanding Contracts and Purchase orders may <br />be modified or cancelled if necessary. Any remaining items will be automatically <br />rolled forward as part of the final year -end processes. <br />Cl. Book all necessary entries for Cash vs. Accrual <br />In order to provide the necessary reporting for Cash and Modified accrual <br />reporting, Lawson utilizes a "Multi - Ledger" reporting environment. This requires <br />little setup and maintenance from the State and can be used for a wide -range of <br />"alternate" reporting functions. On a periodic basis determined by the State, <br />entries are made to the Multi- Ledger database to properly re -class or eliminate <br />the necessary accrual balances. These transactions can be entered manually, <br />on a recurring basis, or automated through the Process Flow toolset. Once the <br />appropriate Multi- Ledger transactions are created and posted, any standard <br />Lawson financial report and /or any report created by the state during <br />implementation can be run in Accrual, Cash or Modified Accrual format. <br />e. Review all General Ledger and Sub - ledger balances for agreement <br />Before final closing of the General Ledger, a review of all sub - ledger balances <br />and /or accruals should be compared to the corresponding accounts in the GL for <br />agreement. These reports are standard within the Lawson subsystems such as <br />Accounts Payable and Accounts Receivable. The City can also control posting <br />options within the Chart of Accounts such that updates to certain objects can only <br />occur from the appropriate sub - ledger. This function will assure that the systems <br />are consistently in balance. <br />Close Sub - Ledgers as necessary <br />The Lawson system provides for control mechanisms to force all subsystems to <br />close before the General Ledger is closed for an accounting period or for the <br />year. These closing routines will typically verify that all transactions in the <br />subsystem are properly released and if released, will verify that the processing <br />and posting dates reflect the correct period. In addition, each subsystem can be <br />assigned a valid time frame for transaction entry. When the subsystem is closed, <br />Lawson Software - Confidential <br />