Accounting & Financial Reporting

Closing an Organization

Step 1: Prepare Organization for Deactivation  
  What to do How to do it
A. Things To Remember Once an organization is expired, the organization code cannot be used on any document in KFS.

If you realize an organization has been deactivated and one or more of the steps below has been missed, you will need to reactivate the organization before you can proceed.

Once all of these steps have been completed, you are ready to deactivate the organization.

B. Remove Subordinate Orgs Run the Organization Hierarchy (50) query in FIS Decision Support using the organization code you would like to deactivate. Any organizations that report directly to that organization will need to be placed under a different organization. Process an Organization document for each reporting organization and change the organization code in the Reports to Org field.
C. Update Accounts Use the Account Lookup (11) query to find all accounts that use the organization code you are deactivating. On the query, enter the chart and organization code, and then change the Orgs to Show option to "This Org Only". Press the Process Query button. You will need to process an Account document for each account listed to change the organization to which it is assigned. 

You will not be able to close any Org that has either active or inactive accounts in it.   You should either create a new Org for inactive accounts (many departments do this), or move those active/inactive accounts to a different Org.  Once those accounts have been moved, you will be able to close the Org.

D. Transfer FIS Users Use the FIS User Lookup (86) query to determine if any users are assigned to the organization. On the query, enter the chart and organization code, and then change the Orgs to Show option to "This Org Only". You will need to process a KFS User document for each user in the organization to move them to a different organization.
E. Update Project Codes Run the Project Lookup (7) query to find out if there are any project codes for the organization. On the query, enter the chart and organization code, and then change the Orgs to Show option to "This Org Only". All project codes in the organization will need to be moved or deactivated.
F. Close Open Purchase Orders Use the Open Purchasing Orders (364) query to look up all open purchase orders for the organization. On the query, enter the chart and organization code, and then change the Orgs to Show option to "This Org Only". Any open orders will need to be closed/canceled.
Step 2: Process an Organization Document   
  What to do How to do it
A. Start the Organization Document
  1. Select the Organization document from the Main Menu, Chart of Accounts section. On the Organization Lookup, search for the organization that you wish to deactivate.
  2. Click on the Edit link.
  3. On the document, enter a Description in the header area (this text will appear on FIS Decision Support reports and can be used in a document search).
B. Finish the Document
  1. Uncheck the Active check-box on the right side of the screen
  2. If you wish to inactivate the organization at a later date, you can leave the Active box checked (active) and enter a future date for when the organization should become inactive.
  3. Click Submit to route the Organization document for approval. Your document will then route to any existing organization review hierarchies for approval.

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