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Ledger Close Dates

Find out more about ledger close dates for accounting transactions.

Oracle is organized into a general ledger and several subledgers, cash management, payables, procurement, Projects (PPM) and accounts receivable (AR). Data is summarized as it flows from the subledgers to the general ledger, and each subledger must close to new transactions in a particular order. There is work the central offices must do to close the month in each module, and transacting must stop for this to occur.

Understanding the multitiered Oracle close steps and the impact of each on process cut-off dates is outlined in the below table.

  • First step: Vendor payments cannot be processed after the last day of the month, therefore cash management, payables and procurement modules naturally begin the close process
  • Second step: Invoice and payment data populates into PPM, which triggers the PPM close process
    • The last day to process recharge transactions for the month is the PPM cutoff deadline (generally the night before the PPM close date)
  • Third step: PPM pushes billing data to AR, allowing AR to be the next close process
  • Fourth and final step: Once all the subledgers are successfully closed, and accruals booked, then the GL close can begin as the final month end close process.
NOTE: issues that occur in a close step will delay the next step from being initiated.

For most departments the PPM CUT-OFF date should be your primary focus, with the general ledger date as a secondary focus. The GL is primarily a focus for VC and central accounting offices.

To ensure transactions and online journal entries post to the appropriate accounting period, the document, with final approval, needs to occur prior to the end of business on the cutoff date. There are processes that occur on the backend by central offices to initiate close steps and if the transactions/online journals are still processing, it may impact the posting date/accounting period.

Fiscal Year 2023 Ledger Cutoff / Close Dates

Accounting Period

(Year-Month)

Payables
Procurement Close

PPM & AR

(CUT-OFF DATE)

PPM & AR Closed

(All subledgers closed successfully)

GL 

(CUT-OFF DATE)

GL Closed

(GL closed successfully)
Dec 2022 01/03/2023 01/06/2023 01/09/2023 01/06/2023 01/09/2023
Jan 2023 02/01/2023 02/07/2023 02/08/2023 02/07/2023 02/08/2023
Feb 2023 03/01/2023 03/07/2023 03/08/2023 03/07/2023 03/08/2023
Mar 2023 04/03/2023 04/07/2023 04/10/2023 04/07/2023 04/10/2023
Apr 2023 05/01/2023 05/09/2023* 05/10/2023 05/09/2023* 05/10/2023
May 2023 06/01/2023 06/07/2023 06/08/2023 06/07/2023 06/08/2023
Jun 2023

06/30/2023 Procurement

07/07/2023** Payables (closed)

07/13/2023** 07/14/2023

07/17/2023 Dept Journals

07/21/2023   VC Journals

07/28/2023 Central Office Journals

07/31/2023
Period 13-June 2023

N/A

N/A N/A 09/11/2023 (Set by UCOP and applies to Central Offices only) 11/07/2023

Normal month-end cut-off date is 5 business days after the end of the month. GL close is generally on the 6th business day and is only adjusted to coincide with UCPath labor ledger posting.

*Date is pushed out due to Payroll upload date.

**Review Fiscal Closing 2022-2023: Departmental Action and Cutoff Dates for various cutoff dates occurring before these subledger cutoff dates.

 

Fiscal Year 2024 Ledger Cutoff / Close Dates

Accounting Period

(Year-Month)

Payables
Procurement Close

PPM & AR

(CUT-OFF DATE)

PPM & AR Closed

(All subledgers closed successfully)

GL 

(CUT-OFF DATE)

GL Closed

(GL closed successfully)
Jul 2023 08/01/2023 08/08/2023* 08/09/2023 08/17/2023** 08/18/2023
Aug 2023 09/01/2023 09/08/2023 09/11/2023 09/08/2023 9/11/2023
Sep 2023 10/02/2023 10/10/2023* 10/11/2023 10/10/2023* 10/11/2023
Oct 2023 11/01/2023 11/07/2023 11/08/2023 11/07/2023 11/08/2023
Nov 2023 12/01/2023 12/07/2023 12/07/2023
Dec 2023 01/02/2024 01/09/2024*** 01/09/2024***

*Date is pushed out due to Payroll upload date.

**Date is pushed out to coordinate with fiscal year-end close.

***Date is adjusted due to the anticipated campus closure in December 2023.

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