The Year End Rollover is the conversion of the general ledger from one fiscal accounting year to the next and occurs at the end of the fiscal year (not the calendar year). This process is required for government organizations to maintain accurate bookkeeping and compliance with government rules for accounting. This is typically done at the end of an organization's fiscal year, which might not align with the calendar year.

The purpose of the Year End Rollover is to ensure accurate financial reporting, maintain compliance with government regulations and accounting standards, and provide a clear financial picture for the upcoming fiscal year. The process involves several key steps:

1. Closing Entries: The first step is to make necessary adjustments and closing entries in the general ledger for the current fiscal year. These entries ensure that all revenue and expense accounts are properly accounted for and reflect the financial activity for the year.

2. Adjustments: Various adjustments might be required, including accruals, deferrals, and provisions. These adjustments ensure that financial statements accurately represent the organization's financial position and performance.

3. Trial Balance: After closing entries and adjustments are made, a trial balance is prepared. This is a listing of all account balances, which is used to verify that total debits equal total credits.

4. Opening Balances: The balances of all relevant accounts are carried forward as opening balances for the new fiscal year. These opening balances become the starting point for recording transactions in the new fiscal year.

5. Reporting: Financial statements, such as the balance sheet, income statement, and cash flow statement, are prepared based on the adjusted balances. These statements provide a comprehensive view of the organization's financial health at the end of the fiscal year.

6. Audit and Compliance: The Year End Rollover process is crucial for maintaining accurate financial records, which are necessary for audits and compliance with government regulations and accounting standards.

7. Budgeting and Planning: The closing of one fiscal year and the start of the next also offers an opportunity for organizations to review their financial performance, make projections, and set budgets for the upcoming year.

The Year End Rollover process can vary in complexity depending on the size of the organization, the volume of financial transactions, and the specific accounting standards and regulations that apply. It's an important process that ensures transparency, accountability, and accurate financial reporting for government organizations and businesses alike.

Municipal and government organizations have specific accounting requirements due to their unique nature and the need to adhere to governmental regulations and standards. Here are some key aspects of accounting for municipal and government entities:

1. Fund Accounting: Government entities often use fund accounting to track and report financial activity for different purposes or programs. This involves segregating financial resources into various funds, each with its own set of accounts. Common funds include the general fund, special revenue funds, capital projects funds, and enterprise funds.

2. Modified Accrual Accounting: Many government entities use modified accrual accounting for their operating funds. This approach combines elements of accrual accounting with cash basis accounting. Revenues are recognized when they become available and measurable, while expenditures are recognized when liabilities are incurred.

3. Governmental Accounting Standards Board (GASB): Government accounting is guided by the standards set forth by the GASB. These standards provide guidelines for financial reporting, including the Comprehensive Annual Financial Report (CAFR), which presents the government's financial position and results of operations.

4. Budgetary Accounting: Government organizations operate on budgets approved by legislative bodies. Accounting systems need to track budgetary compliance, including comparing actual expenditures and revenues to the approved budget.

5. Encumbrance Accounting: Encumbrance accounting is used to track commitments made for goods and services that have not yet been received or paid for. This is particularly important for managing budgetary control.

6. Capital Assets: Governments often have extensive capital assets, or physical assets, such as infrastructure and facilities. Proper accounting is necessary to track the acquisition, depreciation, and maintenance of these assets.

7. Grant and Project Accounting: Government organizations frequently receive grants and engage in projects with specific funding sources and requirements. Accurate tracking of these funds and their usage is critical.

8. Internal Controls: Due to the public nature of government organizations, internal controls are essential to prevent fraud, ensure accuracy, and maintain transparency in financial reporting.

9. Transparency and Public Accountability: Government entities are accountable to the public. Transparent financial reporting is crucial to maintain trust and demonstrate responsible use of taxpayer funds.

10. Segregation of Duties: To enhance internal controls, tasks related to financial transactions should be separated among different individuals to reduce the risk of errors and fraud.

11. Reporting and Compliance: Government organizations need to produce financial reports that comply with the standards set by regulatory bodies. These reports often include detailed information on funds, expenditures, revenues, and other financial activities.

Overall, accounting for municipal and government organizations involves adhering to a set of standards and practices that ensure financial transparency, compliance, and effective management of public funds. Specialized accounting software for the public sector can greatly assist in meeting these requirements while streamlining various accounting processes.

gWorks software products are purpose-built to support municipal and government needs, with a focus on areas such as administrative management, public services, citizen engagement, financial management, and more. With features specific to budget tracking, citizen communication, permit processing, and other tasks relevant to government operations, we're here to help.  Interested in learning more about how we can help with your year end? Contact us and we'll be happy to show you why thousands of municipal organizations trust gWorks.