Year End Processing Guide and Checklist

Modified on Mon, 07 Nov 2022 at 10:17 AM

 

Last Updated: 09/26/2022

 

Around October 1st every year, counties will be doing the Year End Balancing and New Year Calculations. These are 2 separate processes. Independent school districts do Year End Balancing at the end of July and New Year Calculations are done around October 1st.  For the New Year Calculations, follow the guide here. These are the instructions for Year End Processing.

 

MAKE SURE THERE ARE NO OPEN BATCHES! See #4

DO NOT MOVE FORWARD UNTIL ALL DIFFS ARE RESOLVED ON YTD PART B!

 

Process Explained:

At the end of the fiscal year, several things must occur.

  1. Run and work all balancing reports, resolve any outstanding issues. Please begin this process well in advance of the projected year end date.
  2. Follow the steps to close out the year. These include putting the system into the next tax year and transitioning all the current year receivables into a prior year status, and setting the date for the start of the next financial year.
  3. Run requested reports to confirm that this transition happened without issue.-#4

 

A note about timing: on the day this process is performed, please do not do normal business prior to running this process. All reports are date driven. The YTD Summary uses the financial start date for its YTD calculations. If prior year transactions carry this date, they will exist in prior year batches, but appear as current year transactions.   

 

If the process is not done at the same time the New Year Calculations are performed, business can resume after the reporting has shown that the process was successful. The transactions will be in the new year batches, and the transactions will appear after the financial start of business, the reports will balance as they should.

 

 

  1. ____Close down websites that accept payments that are posted directly to TaxClient/TaxOffice 4. If you would like the payments to go into a que, contact Spindlemedia to set a pause on web and IVR payment. Those payments will be posting on the WEB and they will get posted once payments resume. Please time this so that all batches from the website may be closed before starting this process.

       

       2. ____Close all Batches, both Web and those created in-house. 

 

       

       3. ____Confirm that all users are off the tax accounts system. Please close all TaxClient/TaxOffice 4 applications. It is Ok to run reports. 

 

       4. Run all balancing reports. Suggested Balancing Reports run for full year from the Reports tab.


  Init      Report                                                                                               Date Run            

 ____    Detail Collection Summary(Reports>Payments)                                Date run: _________

 ____    Tax Roll Summary(Reports>Listing)                                                    Date run:_________

 ____    Year To Date Summary(Reports>Balancing                                        Date run:_________

            [This report is needed for Step 8.D])

 ____    Delinquent Tax Roll(Reports>Listing)                                                  Date run:_________

 ____    Deposit Summary Listing(Reports>Payments) to assure                    Date run:_________

            NO BATCHES ARE OPEN

____    Other Reports Requested by Local Policy                                           Date run:_________

____    Balance the Year

Report and repair any Diffs on the YTD Summary 

 

 

DO NOT MOVE FORWARD UNTIL ALL DIFFS ARE RESOLVED ON YTD PART B!

             MAKE SURE THERE ARE NO OPEN BATCHES!!

 

 

5.  Open TaxAdmin in Parallels




6.  Click Year End Processing. 


 

7. Click Cert tax Load Preparation.  


 

 

 Initial each operation

8. Click Roll Tax Unit Data to 2022 


A.  _______ Click  Roll Tax Unit Data to Year (the new year). 

This process will create the New Current Year on all entities. It will create tax rates of 0 for each entity at the same time.   Please note this. While the rates do not have to be set to finish the Year End, they must be in place before the New Year Calculations can be performed. This is explained in full in the Instructions for New Year Calculations. EXIT Cert Tax Load Preparation


 

 

   

   B. _____Open Tax and Financial Year End. Then click Roll Tax Year to Current Year

 

 

  

  

C. _____Set Financial Year (Date of the day this is set) 


 

 

  

 

 

D.   _____Create Prior Year Starting Balances (closing balances on YTD Summary part  B) 

 


 


 

 

9. _____Run a second YTD Summary. Compare Part B Calculated Balance on the “Before” report (the Year at the top is now last year) to Part A Net Start Balances on the “After” report that displays the now current year.

 

If these do not match exactly, stop and call Spindlemedia. 

 

Note that until the Certified Load is in, and current balances are set, there will be no balances on the current year. This happens in the New Year Calculations which is a separate process.

 

 

Finish out:  Please follow the instructions that fit your process

 

Collectors with Year End that does not coincide with the Certified Load Only (those whose Year End happens earlier than 10/1, or those whose New Year Certified Load is not ready to be calculated)

 

  1. ____Restart Website

 

        2. ____Sign and send all pages of this form and all requested reports to Spindlemedia

            

        Requested Reports

  1. “Before” and “After” YTD Summary PARTs A, B, and C
  2. Tax Roll Summary
  3. Detail Collections Summary Totals 

 

Signature:   ___________________________  Date:__________________________

 

    Begin Work in the New Year. (If there is any question, contact Spindlemedia, and the reports sent can be checked.)

 

 

For Collectors that have Year End, Certified Load, and New Year happen at the same time: 

 

  1. ____Sign and send all pages of this form and all requested reports to Spindlemedia

       

       Requested Reports

  1. “Before” and “After” YTD Summary PARTs A, B, and C
  2. Tax Roll Summary
  3. Detail Collections Summary Totals 

 

      2.____Confirm Certified Load (Please contact Spindlemedia.)

 

 

Signature:   ___________________________  Date:____________________________

 

Proceed to New Year Calculations Form. . (If there is any question, contact Spindlemedia, and the reports sent and can be checked)

 

Optional-Run the Statute of Limitations. If necessary, Strike Off through Full and Final Payment in Payment Admin.


It is a separate process to load 2022 balances and the top of the 2022 Year to Date Report will be blank until new data is loaded.

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