options n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Options PowerPoint Presentation
Download Presentation
Options

Loading in 2 Seconds...

play fullscreen
1 / 55

Options - PowerPoint PPT Presentation


  • 281 Views
  • Uploaded on

Options. Option A Closing Current Year Funds and Transferring Balances to New Year Funds Option B Opening New Year Funds Without Transferring Balances from Current Year Funds Option B Supplement. 1.

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Options' - lotus


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
options
Options
  • Option A

Closing Current Year Funds and Transferring Balances to New Year Funds

  • Option B

Opening New Year Funds WithoutTransferring Balances from Current Year Funds

        • Option B Supplement

1

slide2
Prior to beginning this process VERIFY that ALL Payroll processing for the prior year is completed and interfaced
  • Payrolls, Voids, Issues, Adjustments….
  • Deduction Checks….
  • TRS Reports – 373, 3, 489, On-Behalf, Supp Comp Reimbursements, TEA Health Insurance Fed Fund transfer……
  • EOY Accruals

2

exports
EXPORTS

Highly recommended that when the export prompt is displayed that you process the export

i.e., C:\RSCCC2K\Exports\Finance\EOFY\StepXX

3

steps 1 thru 5 options a or b
Steps 1 thru 5Options A or B
  • Deleting 1099 Work Table
  • Reversing Purchase Orders
    • Finance
    • Requisition
  • Mass Deleting Requisitions
  • Reconcile ALL Bank Accounts
  • Delete Current Year Amendments, including Unposted Transactions

4

deleting 1099 work table step 1
Deleting 1099 Work TableStep 1

Finance\\Utilities\\Create 1099 Work Table

It is recommended that you export both the current and previous file IDs before deleting the 1099 work table, since an export prompt is not offered and since the 1099 work table includes transactions from two file IDs.

If no dates are specified, then all 1099 work table transactions will be deleted.

5

reversing purchase orders step 2 finance or requisition
Reversing Purchase OrdersStep 2Finance or Requisition

Finance\\Utilities\\Fiscal Year Processing\\Mass Purchase Order Reversal\\Reverse PO by Fund

Requisition\\Utilities\\Mass Purchase Order Reversal\\Reverse PO by Fund

Backup Before Preview (Process) Screen

6

mass deleting requisitions step 3
Mass Deleting RequisitionsStep 3

Requisition\\Utilities\\Mass Delete Requisition Records\\Fund / Fiscal YR

Backup After Preview (Process) Screen

7

reconcile all bank accounts step 4
Reconcile ALL Bank AccountsStep 4

Finance\\Maintenance\\Bank Reconciliation

8

delete current year amendments step 5
Delete Current Year AmendmentsStep 5

Finance\\CYR Amendment\\Delete Funds

Backup Before Preview (Process) Screen

9

continued steps 6 thru 9 options a or b
continuedSteps 6 thru 9Options A or B
  • Copy Current Year Funds to New File ID
  • Delete all Deduction CK Transactions from HR – select both Unprocessed and Processed
  • Delete all Transfer Transactions from HR – select both Unprocessed and Processed
  • Create New Funds

10

copy current year funds to new file id step 6
CopyCurrent Year Funds to New File IDStep 6

Finance\\Move Current to New File ID

3

1

2

11

delete all deduction ck transactions step 7
Delete All Deduction CK TransactionsStep 7

Human Resources\\ Payroll Processing\\Deducting Checks\\Mass Update / Delete\\Mass Delete

No Prompts for Backup during Delete

12

delete all hr transfer transactions step 8
Delete all HR Transfer TransactionsStep 8

Human Resources\\ Utilities\\Transfer Transaction Processing\\Mass Update / Delete\\Mass Delete

xxxxxxx

xxxxxxx

No Prompts for Backup during Delete

13

create new funds step 9
Create New FundsStep 9

Finance\\Utilities \\Mass Change Account Codes\\Fund/Year

No Backups Before or After Preview (Process) Screen

14

option a steps 10 11 and 12
Option A - Steps 10, 11, and 12
  • Closing the Funds (5XXX-8XXX)
  • Close the Month
  • Create new Accounts by Fund – copy balance sheet amounts to new year

15

closing the funds 5xxx 8xxx step 10a
Closing the Funds (5XXX-8XXX) Step 10A

Finance\\Utilities\\Fiscal Year Processing\\Fund Close (5XXX-8XXX)

If there are any errors on the report, then click Cancel to return to the Fund Close 5XXX-8XXX window without closing any funds. Correct the errors and perform the close funds process again.

16

Backup Before Preview (Process) Screen

close the month step 11a
Close the MonthStep 11A

Finance\\Utilities \\End of Month Closing

17

create new accounts by fund step 12a
Create New Accounts by FundStep 12A

Finance\\Utilities\\Fiscal Year Processing\\Create New Accounts by Fund

18

Backup Before Preview (Process) Screen

option b steps 10 11 and 12
Option B - Steps 10, 11 and 12
  • Review Option B Supplement
  • Create New Accounts by Fund – NO amounts to new year
  • Close the Month

19

review option b supplement step 10b
Review OPTION B SupplementStep 10B

Allows for districts to take the necessary steps to close your funds in a file ID created by Supplement to Option B. Then to copy your balance sheet amounts from that file ID to the current file ID C anytime into the New School Year

20

create new accounts by fund step 11b
Create New Accounts by FundStep 11B

Finance\\Utilities\\Fiscal Year Processing\\Create New Accounts by Fund

21

Backup Before Preview (Process) Screen

close the month step 12b
Close the MonthStep 12B

Finance\\Utilities \\End of Month Closing

22

moving budget to finance step 13
Moving Budget to FinanceStep 13

Finance\\Utilities\\Fiscal Year Processing\\Move Budget To Finance

Budget\\Utilities \\ Move Budget To Finance

23

Backup Before Preview (Process) Screen

update bank account fund groups step 14
Update Bank Account Fund GroupsStep 14

Finance\\Utilities\\Fiscal Year Processing\\Mass Change Bank Account Group By Fund

24

Backup Before Preview (Process) Screen

update fiscal years in hr distributions step 15
Update Fiscal Years in HR DistributionsStep 15

Human Resources\\ Utilities\\Mass Update\\Employee\\

Backups After Preview (Process) Screen

25

update hr fund to grant code table step 16
Update HR Fund to Grant Code TableStep 16

Human Resources\\ Tables\\Salaries\\Fund to Grant

Remove the grant code from all funds and fiscal years that are to be deleted

Add the grant code to all new funds and fiscal years moved from Budget

26

delete old funds from file id c step 17
Delete Old Funds from File ID CStep 17

Finance\\Utilities\\Fiscal Year Processing\\Delete Funds

27

Backup After Preview (Process) Screen

update user profiles step 18
Update User ProfilesStep 18

Finance\\Tables\\User Profiles

28

update district finance options step 19
Update District Finance OptionsStep 19

Finance\\Tables\\District Finance Options\\Finance Options

29

update district finance options step 191
Update District Finance OptionsStep 19

Finance\\Tables\\District Finance Options\\Clearing Fund Maintenance

Right Click - ADD

30

update district hr options step 20
Update District HR OptionsStep 20

Human Resources\\ Tables\\District Human Resources Options

If your fiscal year is July through June and the ten-month employees are paid from September through August, this date should be September.

31

verify funds step 21
Verify FundsStep 21

Encouraged to print any and all reports you need to verify data

  • All Funds should exist with balances that where carried from the previous year
  • Revenue and expenditure amounts from the Budget System

32

exports step 22
ExportsStep 22

Finance\\Utilities\\Export By File ID

33

next year requisitions move next year tables to current step 23
Next Year RequisitionsMove Next Year Tables to CurrentStep 23

Requisition\\Utilities\\Move Next Year Tables to Current Year

Once Executed - NO option to cancel - must restore backup from Finance

34

move ny requisitions to cy requisitions step 24
Move NY Requisitions to CY RequisitionsStep 24

Finance\\Utilities\\Fiscal Year Processing\\Clear/Move Next Year Requisitions To CYR\\”MOVE”

Backup After Preview (Process) Screen

35

verify finance information step 25
Verify Finance InformationStep 25

Encouraged to print any and all reports you need to verify data

  • Detail General Ledger
    • FIN1400
  • Batch Process Balance Error Listing
    • FIN1600
  • Outstanding Purchase Order Listing
    • FIN2150

36

verify requisition information step 26
Verify Requisition InformationStep 26

Encouraged to print any and all reports you need to verify data

  • Requisitions Pending Approval
    • REQ1050
  • Outstanding Requisition Report
    • REQ1100

37

duplicating auditor adjusting entries step 27
Duplicating Auditor Adjusting EntriesStep 27

The duplicate option allows users to duplicate an existing journal actual transaction from a previous year file ID to file ID C. The duplicate function only displays if the user is signed on to the previous year file ID associated with file ID C. For example, if previous year file ID is 7 for file ID C in the District Finance Options table, then the user can sign on to file ID 7, and the Duplicate option will be available. However, if the user signs on to file ID 6, then the Duplicate option will not be available.

38

slide39
If you have completed all steps successfully, then notify Human Resources that they can proceed with the First Payroll of the School Year checklist. The first payroll for the school year cannot be processed until the budget has been moved to Finance, and the clearing fund for the new fiscal year is created.

39

option b supplement
Option B Supplement

This process will take you through the necessary steps to close your funds in the file ID created in Option B and copy your balance sheet accounts and amounts to file ID C.

41

exports1
EXPORTS

Highly recommended that an Export by File ID is made for File ID C & 7

i.e., C:\RSCCC2K\Exports\Finance\EOFY\OptBSuppl\

42

change to prior file id step 1
Change to Prior File ID Step 1

Finance\\File\\Change File ID\\

43

verify adjustments step 2
Verify AdjustmentsStep 2

Finance\\Reports\\Finance Reports\\Journal, Checks, Detail Ledgers

Verify that all adjustments in the funds to be closed have been entered. All of these adjustments should be made in the current period. You cannot close funds with entries in the next accounting period. You should note the file ID in the upper-left corner is the previous year’s file ID.

44

file id to close step 3
File ID to Close ?Step 3

If you do not want the closing entries to be reflected in this file ID but want to be able to copy the balance sheet accounts and amounts to file ID C that are influenced by the closing, then perform the following steps.

If you want the closing entries to be reflected in this file ID, then proceed to Step 6.

45

copy file id 7 to new file id step 4
Copy File ID (7) to New File ID Step 4

Finance\\Utilities\\Move Current to New File ID

46

change to new alpha file id step 5
Change to New Alpha File ID Step 5

Finance\\File\\Change File ID\\

47

close the month step 6
Close the MonthStep 6

Finance\\Utilities \\End of Month Closing

48

closing the funds 5xxx 8xxx step 7
Closing the Funds (5XXX-8XXX) Step 7

Finance\\Utilities\\Fiscal Year Processing\\Fund Close (5XXX-8XXX)

When the Fund Close processing is completed, a Fund Close Report is displayed.

Review the reports

Click Print to print a copy of the report.

If the report is correct, then click Process.

All selected funds are closed.

If there are any errors on the report, then click Cancel to return to the Fund Close 5XXX-8XXX window without closing any funds. Correct the errors and perform the close funds process again.

49

verify close step 8
Verify CloseStep 8

Finance\\Inquiry\\General Ledger Inquiry

Using General Ledger Inquiry

Verify that all funds selected have closing entries for the 5XXX through 8XXX accounts. If not, perform the step above for those funds/FY.

50

verify account codes step 9
Verify Account CodesStep 9

Finance\\Tables\\Account Codes\\Funds

Verify the object/sub-obj code under Actual Fund Balance Obj.Sobj for each fund/FY where the balance sheet accounts will be updated by the next step. Make any changes as needed.

51

create new accounts by fund step 10
Create New Accounts by FundStep 10

Finance\\Utilities\\Fiscal Year Processing\\Create New Accounts by Fund

52

Backup Before Preview (Process) Screen

change to file id c step 11
Change to File ID (C) Step 11

Finance\\File\\Change File ID\\

53

verify finance information step 12
Verify Finance InformationStep 12

Finance\\Reports\\Finance Reports\\Journal, Checks, Detail Ledgers

Encouraged to print any and all reports you need to verify data

  • General Journal
    • FIN1150
  • Batch Process Balance Error Listing
    • FIN1600

54

slide55

Delete Alpha File IdStep 13Note:  If you did not create an alpha file ID and closed your previous year’s file ID, then do not perform this step.

Finance\\Utilities\\Delete File ID

55