Rollover

Rollover is a process by which the key data elements used in General Ledger Manager are copied and the year of those copies is incremented by one year. Charts of accounts, master charts of accounts, account maps, and reporting unit rollups all have a year associated with them. These are the elements that can be selected for rollover in General Ledger Manager. Since these items remain relevant to financial reporting activity from year to year, often with only minor changes, rollover eliminates the requirement to reenter data or to recreate existing items simply because a tax year has ended.

The sheer volume of data that you can track in General Ledger Manager makes instantaneous rollover impossible. Therefore, rollover is an asynchronous process, meaning that once it is started in General Ledger Manager it will run in the background until it is completed. You can still work in General Ledger Manager while a rollover is in process. Rollover of an item in General Ledger Manager does not prevent you from using items that are not of the most recent year.

You can only roll over charts of accounts, master charts of accounts, account maps, and reporting unit rollups from the same year during a single rollover process. The rollover feature is presented as a wizard in which you choose the year of the items first and then select the eligible ones from those found for that year that you want to rollover.

Rollover requirements for charts of accounts and reporting unit rollups

The only requirement for a chart of accounts, master chart of accounts, or a reporting unit rollup to be eligible for rollover is that the item must not already exist for the destination year of the rollover. For example,assume that you have a chart of accounts called Chart of Accounts A. Chart of Accounts A exists in General Ledger Manager for the years 2012 and 2013. Chart of Accounts A for 2012 would not be eligible for rollover. but the same chart for 2013 would be eligible, because no Chart of Accounts A exists for the destination year of 2014.

Rollover requirements for account maps

In addition to the "most recent" rule described in the previous section, an account map has additional dependencies that must be satisfied before a rollover can be completed. This is due to the multiple integration points that account maps share with other data elements inside and outside General Ledger Manager. Therefore, to roll over an account map:

• No account map of the same name can exist for the subsequent year.
• The master chart of accounts included in the account map must exist in ONESOURCE Income Tax for the subsequent year or will exist when the rollover is complete.
• All of the charts of accounts in the account map must exist in General Ledger Manager for the subsequent year or will exist when the rollover is complete.

When an account map is rolled over, all relationships between accounts and master accounts are retained wherever possible. If the master chart of accounts for the subsequent year does not contain a master account to which accounts were mapped in the previous year, those accounts would be unmapped after the rollover.

Performing a rollover

1. Click Rollover in the navigation pane. Rollover appears displaying the first step of the wizard. If a rollover is in progress, or has been performed previously, the status of the last rollover appears. If the status of a completed rollover appears, click the Start a New Rollover button to display the first step of the rollover wizard, Select charts of accounts.
2. In step 1 of the rollover wizard, choose the year of items you want to roll over. Your selection applies to all steps of the rollover wizard. The charts of accounts list is updated to display only the charts of accounts for the year you selected that are eligible for rollover.
3. Select any charts of accounts you want to roll over and then click Next. Step 2 of the wizard, Select master charts of accounts is displayed. The year you selected for this rollover is displayed at the top of the page and any master charts of accounts that are eligible for rollover in ONESOURCE Income Tax appear as active items in the grid. Hover over inactive items for information about why they cannot be rolled over at this time.
4. Select any active master charts of accounts that you want to roll over and then click Next. Step 3 of the wizard, Select account maps is displayed. The year you selected for this rollover is displayed at the top of the page and any account maps that are eligible for rollover in General Ledger Manager appear as active items in the grid. Hover over any inactive items for information about why they cannot be rolled over at this time.
5. Select any account maps that you want to roll over and then click Next. Step 4 of the wizard, Select reporting unit rollups is displayed. The year you selected for this rollover is displayed at the top of the page, and any reporting unit rollups that are eligible for rollover in General Ledger Manager appear as active items in the grid. Hover over any inactive items for information about why they cannot be rolled over at this time.
6. Select any active reporting unit rollups that you want to roll over and then click Next to review all of the items that you have selected for rollover.
7. After you have reviewed the items, click Start Rollover. The display in step 5 is replaced by a status page with a progress bar that lists the state of each item in the rollover. The list is updated item by item as states change and as errors occur, if any. You can leave this page and return to it at any time to check progress by clicking Rollover in the navigation pane.