When a month contains interagency revenue sharing, there are extra considerations that need to be made during the month-end process. It is recommended that when closing the month, you perform the following steps in order:
See below for additional information specific to closing months with interagency activity.
If the Share Revenue feature is turned on in System Settings, Applied Epic automatically generates interagency journal entries if applicable. If the current month has a status of Locked for any of the agencies involved, the Interagency Month Verification screen displays when you attempt to generate journal entries, prompting you, "Unable to generate interagency entries because the month is locked for the following agencies. Do you want to generate journal entries for the following agencies?" A list of locked agencies follows. Click Yes to generate journal entries for the selected agency and all locked agencies listed, or No to cancel the workflow.
You do not need to have security access to the agencies involved in the interagency journal entries in order to post to those agencies. You may wish to contact the personnel in charge of generating journal entries for each agency involved, as the interagency journal entries may affect their balances.
In order to close a month with interagency activity, you must close the month for all associated agencies. If the current month has a status of Locked for any agencies involved, you are presented with the Interagency Month Verification screen, which prompts you, "Unable to generate interagency journal entries because the month is locked for the following agencies. Do you want to close the month for the following agencies?" A list of locked agencies follows. If you click Yes, the month is automatically closed for all agencies listed, and journal entries are generated. If you click No, the month remains locked for the agencies listed and open for all agencies, including the agency you originally selected.
Reopening a month with interagency activity associated automatically opens all months for which entries were generated. Upon opening the month, you are presented with the Interagency Month Verification screen, which prompts you, "Interagency entries were generated for the following agencies. Do you want to continue re-opening the month for the following agencies?" A list of agencies involved in the interagency entries follows. You may click Yes to open all agencies listed, or No to leave the month closed for all agencies, including for the agency you originally selected.
Because finalizing a month prevents it from being reopened, all agencies involved in interagency entries must finalize their months in the same process. If you attempt to finalize a month that contains interagency revenue sharing, you are presented with the Interagency Month Verification screen, which prompts you, "All agencies involved in interagency entries must be finalized at the same time. The following agencies will also have their month's status updated to be finalized. Do you wish to continue?" A list of agencies involved in the interagency entries follows. You may click Yes to finalize all agencies listed, or No to opt out of finalizing the month for any agencies, including the agency you originally selected.