About fiscal years

Fiscal years represent your institution’s annual accounting period. You’ll need to create each fiscal year in Campus Cafe prior to booking revenue or expenses to the year.

Prerequisites

• None.

Required permissions

Prepare a new fiscal year

Follow the four-part process. Directions are below.

1. Create fiscal year in STPARM

2. Copy general ledger accounts

3. Copy funds

4. Copy or create budgets

Important note: If you are not using the Campus Cafe internal General Ledger for financial reporting and you are not using the fund raising module, new fiscal years need not be created. However, if you are using an external GL like Quickbooks or Great Plains, it is still recommended that you manually set the last GL posting date to prevent posting of transactions after they have been exported to the external GL.

Create fiscal year code

You must create a code to represent the fiscal year. Use the standard naming convention FY####. For example, FY2023 to represent the 2023 fiscal year. You may wish to create several fiscal year codes out to the future eliminating the need to create these codes for several years.

1. Go to Admin > STParm.

2. In Parameter Code enter ZZFISC and in Parameter Value enter a code to represent the fiscal year, such as FY2023.

   

3. Click Add.

4. In Description and Long Description enter the name of the fiscal year, such as Fiscal Year 2023.

   

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Copy accounts

Each year has accounts where you book expenses and reality. Rather than create them anew each year, you can copy them from a previous fiscal year. If you don’t have previous accounts or need to create new ones, do so in general ledger accounts.

1. Go to Accounting > GL Account Maintenance.

2. Click Copy.

   

3. Enter the Source Fiscal Year to copy the accounts from and the Target Fiscal Year to copy the accounts to.

   

4. Click Copy.

5. Click yes, please copy! to confirm.

Copy funds

General ledger funds allows the configuration of default accounts for financial transactions. Default accounts are required for use of Campus Cafe. Rather than create them anew each year, you can copy them from a previous fiscal year. If you don’t have previous funds or need to create new ones, do so in general ledger funds.

1. Go to Accounting > GL Funds.

2. Enter the Copy Fiscal Year to duplicate the funds from and the Copy To Fiscal Year.

   

3. Click Copy Fund.

4. Back on General Ledger Funds, to the left of the new fiscal year, click the pencil.

5. Click Period Dates.

6. In Period 1 and Period 2 enter the start and end dates of the first discreet accounting unit of the fiscal year, such as the first month of the fiscal year. In the example below, the fiscal year starts July 1 and each accounting period is a month.

   

7. Click Fill Dates and Campus Cafe will calculate the remaining period dates.

8. Click Save.

Create budget

To use the GL Lookup, at least one budget account must exist. Budgets are created by copying the budget from the prior year or adding at least one account manually for the fiscal year.  

Copy budget

1. Go to Accounting > GL Budget.

2. Enter the Copy From Fiscal Year to duplicate the funds from and the Copy To Fiscal Year.
   

   

3. Click Copy Budget.

Create budget manually

1. Go to Accounting > GL Budget.

2. In Fiscal Year select the year.

   

3. Enter a Cost Center # and GL Account #.

   

4. Click Add Budget.

5. When the confirmation message appears, click OK.

6. To the left of the account, click the pencil.

7. Click GL Budget tab and enter the budget amounts by accounting period.

   • Orig Spread Amt: Annual budget

   • Org Amount 1 - Org Amount 13: Individual budgetary periods such as months

   • Revised Spread Amount: Optional if the budget is updated

   • Revised Amount 1 -Revised Amount 13: Optional if the individual budgetary periods are updated

8. Click Save.