The FYE Phases

Every year during the Fiscal Year End for the UC Campuses, UCLA has a special schedule of how General Ledger data is processed out for the year. During this period of time, QDB GL related tables get loaded with double, triple, and sometimes quadruple sets of information for the month of June, as accounting data moves through its different closing phases.

The four phases of closing are "Preliminary", "Interim", "Final", and "Closed".

PRELIMINARY PHASE

  • Occurs in early July
  • During this phase, the data for June General Ledger information is relatively normal.
  • The data is adjusted to prepare for the Fiscal Year End.

INTERIM PHASE

  • Occurs in mid-to-late July
  • The data for June General Ledger information is doubled as the following data is posted in all GL related tables:
    • account information from the Prelim phase
    • account information from the Interim phase

FINAL PHASE

  • Occurs in early August
  • The data for June General Ledger information is tripled as the following data is posted in all GL related tables:
    • account information from the Prelim phase
    • account information from the Interim phase
    • account information from the Final phase

CLOSED PHASE

  • Occurs in early August, usually 1 or 2 days after the Final phase
  • The data for August starts to post in QDB, and all June General Ledger data is back to its "normal" state.

THE FYE Proc Indicator

Because of the way the June GL data is posted in QDB, it is very important that QDB users utilize the fye_proc_ind field ("FYE Proc Indicator") when running queries to gather June data.  This is true throughout the year but especially important during Fiscal Year End, as the data is manipulated during each phase of closing.  The following information shows when to use which type of fye_proc_ind to get accurate June data.

  • Preliminary: fye_proc_ind='P' - It is not mandatory to use the indicator at this time.
  • Interim: fye_proc_ind='P' or fye_proc_ind='I' - Not using the indicator will return two sets of data per record: Prelim and Interim.
  • Final: fye_proc_ind='P' or fye_proc_ind='I' or fye_proc_ind='F' - Not using the indicator will return all three sets of data per record: Prelim, Interim, and Final.
  • Closed: fye_proc_ind='P' or fye_proc_ind='I' or fye_proc_ind='F' or fye_proc_ind='C' - Not using the indicator will return all four sets of data per record: Prelim, Interim, Final and Closed (0 balance).
  • Normal Data: fye_proc_ind='F'