On the Select/Acquire tab, the Others submenu provides access to year-end versions of the following financial documents:

The Year-End documents are used to record transactions that occurred during a fiscal year, but were not recorded prior to the end of the final accounting period for that fiscal year. The standard versions of the OLE financial documents post the transaction to the current fiscal year and period during which the document is approved. The Year-End documents are posted to whatever fiscal period of the previous fiscal year is currently open to receive transactions (period 12 or 13 depending on the institution's posting schedule). fiscal officers and support staff, department, responsibility center, and campus administration staff are typical users of the Year-End documents.

The Year-End documents are used primarily in the period between the end of a fiscal year and the end of the closing period for that fiscal year. An OLE Superuser (likely a central administrator at the institution) determines when these documents become available and for how long they are active. In most cases they are available for only a brief window of time following the end of an institution's fiscal year, prior to final closing of that fiscal year.

  1. Select the desired year-end document from the Others menu group on the Select/Acquire taab.

  2. Log into OLE as necessary.

    A blank Year-End document with a new document ID appears.

  3. Complete the standard tabs and the other tabs specific to the document type.

  4. Click .

  5. Review the General Ledger Pending Entries tab.

    Year-End documents generate General Ledger entries (including offsets) in the same way their regular counterpart documents do, but all these entries are posted to the open accounting period of the prior fiscal year, most often accounting period 13.

  6. Review the Route Log tab.

    The document is routed to Org Review for each account used in the Accounting Lines. The Route Status shows 'ENROUTE.'


    For more information about the Route Log, see Route Log on the Guide to OLE Basic Functionality and Key Concepts.

  7. Appropriate organization reviewers must approve the document.


    For more information about how to approve a document see Workflow Action Buttons on the Guide to OLE Basic Functionality and Key Concepts.

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