[ACFR-contacts-news] Month-13 Soft Close Information

[RIZZO Valentina * DAS]

Greetings ACFR Contact,

As everyone is working diligently on their Month-13 adjustments, I want to take a moment to encourage everyone to post all of your agency adjustments (e.g. depreciation and amortization entries, lease and SBITA entries, bond entries, accruals, etc.) by the Month 13 soft close date of August 8th. I know what you're probably thinking, it's much easier said than done, which I fully understand. My goal with this email is not to preach and set unrealistic expectations, but rather encourage and remind you all of the benefits of getting everything entered by the soft close date.

Below I've outlined some key benefits of finishing by the Month-13 soft close date:

  1.  Accurate Financial Reporting: Batches posted in Edit Mode 2 are immediately reflected in the financial tables. If these batches remain on the 530 screen and are not released before the Month 13 close, they will still be included in the Month 13 reports. Ensuring all entries are processed on time guarantees that our financial reports accurately reflect all transactions, providing a true picture of our financial position. Additionally, if entries have any issues, your SARS and SFMS Analysts have enough time to assist you with any discrepancies, and your accounting team has enough time to make any necessary corrections during that final Month-13 hard close week.



  1.  Avoiding Reconciliation Issues: Changes to batches after the close can cause significant reconciliation and reporting problems. By releasing Edit Mode 2 batches with a 6/31 effective date before the close, we prevent discrepancies that could complicate our financial reconciliation processes.



  1.  Compliance with Guidelines: Following the SFMS year-end close guidelines<https://www.oregon.gov/das/Financial/AcctgSys/Documents/YE-Closing-Guidelines-FY25.pdf> is essential to avoid audit findings. Any changes or deletions to Edit Mode 2 batches after the close can lead to misalignment between Month 13 reports and Datamart records, potentially resulting in audit issues. For additional information on Month-13 and year-end closing, please review the Agency Guide to Year-end Close, Chapter D<https://www.oregon.gov/das/Financial/Acctng/Documents/ch.d.month13.pdf>.



  1.  Efficiency in Reporting: Timely submission and processing of entries ensure that we do not need to reorder reports or make unnecessary or last minute adjustments. This efficiency saves time and resources, allowing you to focus on other critical tasks, like starting on the FY25 disclosures.

Last minute adjustments, particularly those that are more complex in nature, have historically been a challenge to reconcile timely during the final week of Month-13 hard close, especially if the entry is posted on that Friday. I want to encourage everyone to review all complex Month-13 entries as early as possible.

Helpful tip: If you're unsure how a specific entry will post to R*STARS, we recommend agencies leave enough time between the entry date and the next Datamart update, that way you may run reports to see if the entry posts as expected before it's released. For example, if an entry is made in R*STARS on Friday, August 8 in Edit Mode 2, review of entry can occur the following Monday, August  11 when the reports are updated. If everything looks correct, the batch may be released. If the entry has issues, corrections can be made prior to the next Datamart update on August 13, when you may check reports again for accuracy. As a reminder, Datamart reports<https://www.oregon.gov/das/Financial/AcctgSys/Documents/datamart-calendar-2025.pdf> are updated each Monday, Wednesday, and Friday starting today, July 21.

Our shared goal has always been to have a successful year-end and biennium year-end close, and this year is no different. Please continue all of your hard work and collaboration with other agencies as we get closer to the soft close date of August 8th.

Happy to answer any questions you may have!

Valya

[cid:image002.jpg at 01DBFA5F.5B6B7E10]Valya Rizzo
Statewide Accounting and Reporting Services Manager
Office of the State Controller
Chief Financial Office
Cell: 971-900-9991
http://www.oregon.gov/DAS/financial/acctng


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