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Welcome to the Business Users Group

Welcome to the Business Users Group. Wednesday, May 31, 2006 9:00am – Noon. Today’s Agenda. Announcements Presentations AR/AP Balance Sheet Items – Reconcile and Analyze Encumbrance Process End-of-year Checklist Expert Assistance. Announcements. Training for IBTs

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Welcome to the Business Users Group

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  1. Welcome to theBusiness Users Group Wednesday, May 31, 2006 9:00am – Noon

  2. Today’s Agenda • Announcements • Presentations • AR/AP Balance Sheet Items – Reconcile and Analyze • Encumbrance Process • End-of-year Checklist • Expert Assistance 2

  3. Announcements • Training for IBTs • Sequencing of Grids (online survey) • CAFR Accrual Questionnaire • Review Fixed Assets Memo • Bank Reconciliation Audit Note • Expense Reimbursement Document 3

  4. AR/AP Balance Sheet Items Reconcile and Analyze

  5. T/B by Object Report 5

  6. Enter a single, list or range of object accounts (ex: 100000-999999) • Enter a single, list or range of fund numbers (ex: 56650) 6

  7. Select Tab: • Fiscal Year = year desired • Period = month desired • Ledger Type = AA • Subledger = asterisk (*) 7

  8. Print Tab: • Use a 1 on both options to omit zero balance accounts 8

  9. Currency Tab: • Blank or asterisk (*) 9

  10. Summarize Tab: • Leave blank to see Business Unit on report, enter object range to see only object account on report 10

  11. Notes • T/B by Object Account Report works well in CSV format. • Provides summary totals by account number for a fund. • Report now prints with header information. • General Note: Make sure to check all tabs of Processing Options when running reports. 11

  12. 12

  13. T/B by Fund Inquiry 13

  14. T/B Inquiry Notes • Enter Object number in Object/Subsidiary • Enter fund number in Fund • To see only the Object account selected, leave the Select/Skip To box checked • Thru Date will default to end of current month if not changed • Because the inquiry screen reflects Account Number, a line may be selected to see Account Ledger Inquiry 14

  15. Reviewing Balances • What accounts need to be reviewed • When to do the review • How to obtain balances • How to analyze balances and determine what makes up the balances 15

  16. 16

  17. Ramona’s 17

  18. Open AR Detail with Aging • Path: Receivables > Inquiries & Reports > A/R Reports > Open A/R Detail with Aging • In Data Selection leave first two lines are they are. • In third line, under Right Operand, select Literal, and enter Fund number. Click OK. • Click OK 18

  19. Receipts tab - leave fields blank • Date tab - enter ending date for which you want to retrieve data (5/31/06) • Currency tab & Insured Credit Limit - leave fields blank • Click OK 19

  20. Printer Selection - you can run this report in CSV format • Click OK 20

  21. 21

  22. Report is divided by Customer, and for each customer, shows the aging of each line in the document 22

  23. To see more detail information about a document: • Receivables>A/R Processing>Invoicing>Enter & Print Invoices> choose Standard Invoice Entry or IBT Invoice Entry • Enter the document number from the report • Click Find. If there is an amount in the Open Amount column, this amount has not been paid. • Checkmark row and click Select. 23

  24. 24

  25. Ramona’s email 25

  26. Encumbrance Process

  27. Encumbrance Process • CERTIFICATION OF PSL: • Certified Encumbrances – PSL Only (Account 511100 to 5129900) • Biweekly Payroll Only • Payroll dates: July 5 and July 19. If you have a portion of June payroll posting August 2, please contact State Accounting. • Certification Date: July 31, 2006 (See attached Schedule) • Can utilize Import / Export of Payroll Journal Entry but be sure to calculate % of payroll to encumber. 27

  28. Encumbrance Process • June 30, 2005 Manual Encumbrance: • Cleared from the books. NO MANUAL ENCUMBRANCES AT FISCAL YEAR END. • If carried over, must delete in June, 2006 and recreate July, 2006 28

  29. Encumbrance Process • Allotment Status Encumbrances: • Only Open Purchase Orders • Open Purchase Orders at fiscal year end. It is very important to insure that they are correctly encumbered. • Run the Allotment Status Encumbrance Detail Report and Review every open PO’s to insure that they are correctly open. • Coding of the purchase orders. Ensure that they are coded correctly. 29

  30. Encumbrance Process • LIQUIDATING AN ENCUMBRANCE • NIS Training Manuals: Mini Manuals > Liquidating an Encumbrance • http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/bu/18_BU_WI_L1_T7a_Liquidate_Manual_Encumbrance.pdf 30

  31. 2006 Encumbrance Schedule 31

  32. 2006 Encumbrance Schedule 32

  33. Timeline for Closing the Books

  34. Tuesday, June 27, 2006: • LAST DAY TO POST FISCAL YEAR END 6-30-06 TRANSACTIONS. • This includes purchase orders and purchase order receipts, fixed assets, voucher processing, journal entry activity, etc. Agencies who require access to the system for specific June 30 business transactions can send an email to Wes Mohling, 471-0601 in State Accounting and we will determine the best way to coordinate the completion of your year-end work. State Accounting will be monitoring the queues. 34

  35. Friday, June 30, 2006: • Disbursements without a purchase order created and approved for new Fiscal Year ’06 (FY 06-07) – NO POSTING. (Remember to use prior year payable menu for voucher processing when appropriate.) • Preparation for the biweekly payroll for 7/5/06 allowed for Agency HR teams. • No purchasing activity by anyone in the State of Nebraska without authorization. • State Accounting will roll over outstanding purchase orders at June 30, 2006 into the new fiscal year. 35

  36. Friday, June 30 – Sunday, July 2, 2006: • FISCAL YEAR – JUNE 30, 2006 – SCHEDULED CLOSE. • The year-end close process will start after 11:00 am on June 30. • If there are outstanding issues for your agency on Friday, June 30, that will have a financial impact, contact Bruce Snyder by 9:00 am. 36

  37. Monday, July 3, 2006 • NIS will be available for Fiscal Year - June 30, 2007 transactions after 7:00 am. 37

  38. Year-End Checklist

  39. Year-End Checklist • Review monthly checklist items. • Review Balance Sheet account balances including Received Not Vouchered Payable (Object Code 211700) for all funds to ensure balances are correct. • Received Not Vouchered Report (R5509699) • Review open Purchase Orders to ensure the order is valid. Open POs will be rolled over to July 1, 2006. • Allotment Status Encumbrance Detail Report (R5509730) • Open PO Detail by Branch/Plant (R43632) 39

  40. Year-End Checklist • Review reports for any unusual account balances that need to be investigated and/or corrected before year end closing. • Review the account used for the Treasurer’s Credit Card Suspense transactions (usually object 486600) to determine the need for additional journal entries. 40

  41. Expert Assistance

  42. Expert Assistance • Please visit an expert in the room to discuss questions and issues. Fixed Assets –Amy Wilson Year-End Processes – Bruce Snyder Encumbrances – Patty Richard IBTs – Nyla Thomsen Grants – Ron Carlson 42

  43. Thank you for coming!Please remember to fill out an evaluation!

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