How Do I . . . Expire an Account

Step 1: Prepare Account for Expiration INTRO 1 2 NEXT

What to do How to do it

A. Things To Remember Once an account is expired, the account number cannot be used on any document in Transaction Processing.
This means, for example, that you will have difficulty paying for unpaid purchases. You will also be unable to go back and balance the account by moving expenses or appropriations.
All recharges fed into the General Ledger for expired accounts will be accepted through the end of the current fiscal period. After that time, these charges will be rejected by the system, unless a continuation account is specified.

There are a few feeds that are permitted to be made to expired accounts. For a complete list, click here. If any of these feeds affect your account, be sure to contact that department to stop any future transactions.
If you realize an account has expired and one or more of these steps has been missed, you will need to change the expiration date on the account to a future date before you can proceed.

B. Finish Pending Transactions All pending documents must be fully approved before the account expires. The Transaction Log (54) query in Decision Support can be used to locate all financial documents in Transaction Processing that are awaiting approval.
In order to run the query, you must select either a Fiscal Year/Period combination, or a Start/End Date combination. However, when you run the query to include pending transactions, it will return all pending transactions - regardless of any date range you choose.
To list pending transactions, on the query input screen, change the selection for the radio box titled Show Entries from Applied to Pending.
Click on the document number on the resulting report to find out the actual status of the pending document.

C. Remove Encumbrance Balances Follow the steps in the Lien Clearing Information guide to remove all outstanding encumbrances on the account.

The following steps should not be completed until all pending transactions are finished and encumbrance balances have been removed and these updates are recorded in Decision Support.

D. Zero Out Balances (Consolidation/Sub Account/Account) Run Transaction Listing (2), selecting Project, Sub Account and Object Consolidation in the Subtotals section to view the balances.

First, look at the overall account balance. If the account is in overdraft, either move expenses to a different, but appropriate account, using an error correction document or use a Current Budget Adjustment document to transfer the amount needed to cover the overdraft from another account in the same OP Fund. If the account reflects a credit balance, then move the unspent balance to another account with the same OP Fund Number using a Current Budget Adjustment document.
Second, look at the balances by Consolidation, Sub Account and Project. If the overall account balance is zero, but the account reflects balances in the Object Consolidations, Sub Accounts and/or Projects use a Current Budget Adjustment document to re-budget within the account to bring the Object Consolidations, Sub Account and/or Project balances to zero. After the next fiscal close, the account will no longer appear on your DS reports.
If the account is an extramurally funded account and does not reflect a zero balance, contact the appropriate staff member in Extramural Funds Accounting for assistance in addressing the balance.

E. Expire Billing IDs Run the Billing ID Lookup (74) query to get a list of any billing IDs that have been set up for the account. Use the Billing ID (BIID) document to expire all billing IDs tied to the account. Refer to How Do I . . . Deactivate a Billing ID for assistance.

F. Inactivate Account Delegates Run the Account Delegate Lookup (167) query to get a list of all the delegates for the account. Use the Mass Change Account Delegate (MCAD) document to inactivate any delegates for the account.

G. Inactivate Sub Accounts If there are any sub accounts associated with the account, process a Sub Account (SACC) document for each sub account to inactivate it.

H. Remove Base Budgets Remove base budget amounts using a Base Budget Adjustment (BB) document.

I. Reassign Purchasing Card Account or Cancel Card To determine if the account is assigned to a Purchasing Card, run the Credit Card Payment Lookup (252) in Decision Support. Enter the account and a date range of at least one year, to ensure that you capture whether or not an active Purchasing Card is assigned to the account. If you get any results, the account is assigned to a Purchasing Card.
If your department wants the Purchasing Card to remain active, the account manager assigned on the current account should process a Purchasing Card and CTS Modifications (PCRD) document to assign a new account to the card. The new account must be one that is assigned to the current account manager.
If the Purchasing Card needs to be canceled or assigned to an account other than one managed by the current account manager, follow the instructions on the Purchasing Card Web site for canceling a card.

Once all of these steps have been completed and all of the documents have been approved, you are ready to expire the account.

Step 1: Prepare Account for Expiration INTRO 1 2 NEXT
	What to do	How to do it
A.	Things To Remember	Once an account is expired, the account number cannot be used on any document in Transaction Processing. This means, for example, that you will have difficulty paying for unpaid purchases. You will also be unable to go back and balance the account by moving expenses or appropriations. All recharges fed into the General Ledger for expired accounts will be accepted through the end of the current fiscal period. After that time, these charges will be rejected by the system, unless a continuation account is specified. There are a few feeds that are permitted to be made to expired accounts. For a complete list, click here. If any of these feeds affect your account, be sure to contact that department to stop any future transactions. If you realize an account has expired and one or more of these steps has been missed, you will need to change the expiration date on the account to a future date before you can proceed.
B.	Finish Pending Transactions	All pending documents must be fully approved before the account expires. The Transaction Log (54) query in Decision Support can be used to locate all financial documents in Transaction Processing that are awaiting approval. In order to run the query, you must select either a Fiscal Year/Period combination, or a Start/End Date combination. However, when you run the query to include pending transactions, it will return all pending transactions - regardless of any date range you choose. To list pending transactions, on the query input screen, change the selection for the radio box titled Show Entries from Applied to Pending. Click on the document number on the resulting report to find out the actual status of the pending document.
C.	Remove Encumbrance Balances	Follow the steps in the Lien Clearing Information guide to remove all outstanding encumbrances on the account.
The following steps should not be completed until all pending transactions are finished and encumbrance balances have been removed and these updates are recorded in Decision Support.
D.	Zero Out Balances (Consolidation/Sub Account/Account)	Run Transaction Listing (2), selecting Project, Sub Account and Object Consolidation in the Subtotals section to view the balances. First, look at the overall account balance. If the account is in overdraft, either move expenses to a different, but appropriate account, using an error correction document or use a Current Budget Adjustment document to transfer the amount needed to cover the overdraft from another account in the same OP Fund. If the account reflects a credit balance, then move the unspent balance to another account with the same OP Fund Number using a Current Budget Adjustment document. Second, look at the balances by Consolidation, Sub Account and Project. If the overall account balance is zero, but the account reflects balances in the Object Consolidations, Sub Accounts and/or Projects use a Current Budget Adjustment document to re-budget within the account to bring the Object Consolidations, Sub Account and/or Project balances to zero. After the next fiscal close, the account will no longer appear on your DS reports. If the account is an extramurally funded account and does not reflect a zero balance, contact the appropriate staff member in Extramural Funds Accounting for assistance in addressing the balance.
E.	Expire Billing IDs	Run the Billing ID Lookup (74) query to get a list of any billing IDs that have been set up for the account. Use the Billing ID (BIID) document to expire all billing IDs tied to the account. Refer to How Do I . . . Deactivate a Billing ID for assistance.
F.	Inactivate Account Delegates	Run the Account Delegate Lookup (167) query to get a list of all the delegates for the account. Use the Mass Change Account Delegate (MCAD) document to inactivate any delegates for the account.
G.	Inactivate Sub Accounts	If there are any sub accounts associated with the account, process a Sub Account (SACC) document for each sub account to inactivate it.
H.	Remove Base Budgets	Remove base budget amounts using a Base Budget Adjustment (BB) document.
I.	Reassign Purchasing Card Account or Cancel Card	To determine if the account is assigned to a Purchasing Card, run the Credit Card Payment Lookup (252) in Decision Support. Enter the account and a date range of at least one year, to ensure that you capture whether or not an active Purchasing Card is assigned to the account. If you get any results, the account is assigned to a Purchasing Card. If your department wants the Purchasing Card to remain active, the account manager assigned on the current account should process a Purchasing Card and CTS Modifications (PCRD) document to assign a new account to the card. The new account must be one that is assigned to the current account manager. If the Purchasing Card needs to be canceled or assigned to an account other than one managed by the current account manager, follow the instructions on the Purchasing Card Web site for canceling a card.

Next - Process an Account Document