End-of-Year Account Change Procedures (Credit Card Processing)

🟢 Audience: Training

Quick Summary:

“At year-end, update POST and credit card records to reflect the new accounting year and ensure accurate deposit tracking.”

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Steps:

1. Close Out Current Year:

   • Verify that all transactions and batches for the current year are closed.

   • Confirm deposits match bank statements.

2. Update POST Accounts:

   • Log into POSTS.

   • Create or update deposit accounts to reflect the new year.

   • Update Form of Payment (FOP) codes as needed.

3. Verify Credit Card Device Settings:

   • Ensure devices are working and mapped correctly.

   • Confirm they are set to send transactions to the correct year’s accounts.

4. Test Transactions:

   • Run a test transaction to verify deposits post correctly.

   • Void the test transaction if necessary.

5. Document Changes:

   • Record updates in your county accounting records.

   • Notify your accounting or finance department of changes.

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📝 Notes:

• Perform changes after final year-end reconciliation to prevent crossover errors.

• Contact Operations or Accounting Support if adjustments don’t appear correctly.