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System Status: 

Ledger Close Dates

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 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 initaited

 

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 2021 Ledger Cutoff / Close Dates

Accting Period

Year-Month

Cash Mgmt

Payables

Procurement

PPM

(CUT-OFF DATE)

PPM Closed

(date All subledgers have closed successfully)

Receivables

GL 

(CUT-OFF DATE)

GL Closed

(GL closed successfully)
20-Jul 08/03/2020 08/04/2020 n/a 08/05/2020 08/07/2020 08/21/2020
20-Aug 08/31/2020 09/02/2020 n/a 09/03/2020 09/07/2020 09/16/2020
20-Sep 09/30/2020 10/02/2020 n/a 10/05/2020 10/07/2020 10/14/2020
20-Oct 10/30/2020 11/03/2020 11/05/2020 11/04/2020 11/06/2020 11/13/2020
20-Nov 11/30/2020 12/02/2020 12/17/2020 12/03/2020 12/07/2020 12/18/2020
20-Dec 12/31/2020 01/05/2021 01/08/2021 01/06/2021 01/08/2021 01/12/2021
21-Jan 01/29/2021 02/02/2021 02/27/2021 02/27/2021 02/05/2021 02/28/2021
21-Feb 02/26/2021 03/04/2021* 03/05/2021 03/04/2021* 03/05/2021 03/08/2021
21-Mar 03/31/2021 04/02/2021 04/06/2021 04/05/2021 04/07/2021 04/08/2021
21-Apr 04/30/2021 05/04/2021 05/05/2021 05/05/2021 05/07/2021 05/07/2021
21-May 05/31/2021 06/09/2021* 06/10/2021 06/09/2021* 06/09/2021* 06/10/2021
21-Jun

06/30/2021

(Payables only 7/8/2021**)
07/08/2021** 07/12/2021 07/08/2021**

^ Dept GL Journals 7/16/2021

^^VC GL Journals 7/23/2021

Blue font = Holiday

*Dates have been adjusted to coincide with UCPATH labor ledger postings.

** After subledgers close, no further transactions can be processed for the 2021 fiscal year.

Prelim and VC (Interim) cutoff periods do not exist in Oracle; ^departments last day to submit GL journals with all approvals completed is 7/16/2021 ; ^^last day for VCs to submit GL journals with all approvals completed is 7/23/2021

Fiscal Year 2022 Ledger Cutoff / Close Dates

Accting Period

Year-Month

Cash Mgmt

Payables

Procurement

PPM

(CUT-OFF DATE)

PPM Closed

(date All subledgers have closed successfully)

Receivables

GL 

(CUT-OFF DATE)

GL Closed

(GL closed successfully)
21-Jul 08/02/2021 08/04/2021 08/04/2021 08/06/2021
21-Aug 09/01/2021 09/03/2021 09/03/2021 09/07/2021
21-Sep 10/01/2021 10/05/2021 10/05/2021 10/07/2021
21-Oct 11/01/2021 11/03/2021 11/03/2021 11/05/2021
21-Nov 12/01/2021 12/03/2021 12/03/2021 12/07/2021
21-Dec 01/04/2022 01/05/2022 01/05/2022 01/07/2022
Blue font = Holiday

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