Rollover Calendars

The Rollover Calendars command is part of the AptaFund FYE Rollover Process. Do not attempt to use this command without being familiar with this process. Refer to the AptaFund FYE User Guide for instructions. The current version of this document may be downloaded from support.harriscomputer.com at Downloads > Documentation > Division = Apta, Family = AptaFund 4.1, Category = Fiscal Year End Documents.

Refer to the Fiscal Year End Rollover Checklist for the order in which to perform the rollover functions.

About rolling over calendars

Calendars, along with job begin and end dates, are accounting cycle-specific. Use the Rollover Calendars command to roll over calendars from the old accounting cycle so that master positions, once rolled over, may be automatically associated with the calendar. Please note the following:

• The Rollover Calendars command creates a new calendar in the new cycle that has the same name as the old calendar in the old cycle. This allows AptaFund to associate the rolled over master positions with the rolled over calendar. You will still need to manually define any non-working days for the rolled over calendar.
  Run a grid report on the non-work days of a calendar in the old fiscal year. After rolling the calendars, you now have a list of the non-work days to add in the new fiscal year.

• If you choose not to use the Rollover Calendar command, the system will not recognize the new calendars and will not automatically associate the calendar with the rolled over master positions. This choice requires that you manually associate the new calendars with each appropriate master position. Master Position Management does provide a Set Mass Values command that makes this task easier.

Before you begin

• The new accounting cycle must exist.

• Ensure that the chart of accounts has been rolled over to the new cycle since the last time any changes were made to it or to any element values. The account mapping must be current.

• If a calendar with the same name already exists in the new fiscal year the calendar will not roll over.

Rollover calendars

1. Select Human Resources Configuration from the Human Resources or Administration menu. The window opens with the General tab displayed.

2. Click on the Calendar tab.

3. Click on the Rollover Calendars button, and the Rollover Calendars window opens.

4. Select the New Accounting Cycle, and click OK. AptaFund copies all calendars from the old accounting cycle to the new accounting cycle. For each calendar in the current cycle a new calendar will be created in the new cycle with the same calendar name and description. The list of non-working days for the new calendars will initially contain all weekend days that fall within any accounting period of the target cycle.

5. Enter additional non-working days, like holidays and additional days off, for each calendar in the new fiscal year. Click here for instructions.

Return to Human Resources Configuration — Calendar tab

Return to Fiscal Year End Rollover Checklist