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Two Basic 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

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Two basic options l.jpg
Two Basic 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


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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 l.jpg
EXPORTS processing for the prior year is completed and interfaced

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

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

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Steps 1 thru 5 options a or b l.jpg
Steps 1 thru 5 processing for the prior year is completed and interfacedOptions 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 l.jpg
Deleting 1099 Work Table processing for the prior year is completed and interfacedStep 1

Finance\\Utilities\\Create 1099 Work Table

5


Reversing purchase orders step 2 finance l.jpg
Reversing Purchase Orders processing for the prior year is completed and interfacedStep 2Finance

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

6


Reversing purchase orders step 2 requisition l.jpg
Reversing Purchase Orders processing for the prior year is completed and interfacedStep 2Requisition

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

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Mass deleting requisitions step 3 l.jpg
Mass Deleting Requisitions processing for the prior year is completed and interfacedStep 3

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

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Reconcile all bank accounts step 4 l.jpg
Reconcile ALL Bank Accounts processing for the prior year is completed and interfacedStep 4

Finance\\Maintenance\\Bank Reconciliation

9


Delete current year amendments step 5 l.jpg
Delete Current Year Amendments processing for the prior year is completed and interfacedStep 5

Finance\\CYR Amendment\\Delete Funds

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Continued steps 6 thru 9 options a or b l.jpg
continued processing for the prior year is completed and interfacedSteps 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

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Copy current year funds to new file id step 6 l.jpg
Copy processing for the prior year is completed and interfacedCurrent Year Funds to New File IDStep 6

Finance\\Move Current to New File ID

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Delete all deduction ck transactions step 7 l.jpg
Delete All Deduction CK Transactions processing for the prior year is completed and interfacedStep 7

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

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Delete all transfer transactions step 8 l.jpg
Delete all Transfer Transactions processing for the prior year is completed and interfacedStep 8

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

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Create new funds step 9 l.jpg
Create New Funds processing for the prior year is completed and interfacedStep 9

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

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Option A - Steps 10, 11, and 12 processing for the prior year is completed and interfaced

  • Closing the Funds (5XXX-8XXX)

  • Close the Month

  • Create new Accounts by Fund – copy balance sheet amounts to new year

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Closing the funds 5xxx 8xxx step 10a l.jpg
Closing the Funds (5XXX-8XXX) processing for the prior year is completed and interfacedStep 10A

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

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Close the month step 11a l.jpg
Close the Month processing for the prior year is completed and interfacedStep 11A

Finance\\Utilities \\End of Month Closing

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Create new accounts by fund step 12a l.jpg
Create New Accounts by Fund processing for the prior year is completed and interfacedStep 12A

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

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Option B - Steps 10, 11 and 12 processing for the prior year is completed and interfaced

  • Review Option B Supplement

  • Create New Accounts by Fund – NO amounts to new year

  • Close the Month

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Review option b supplement step 10b l.jpg
Review OPTION B Supplement processing for the prior year is completed and interfacedStep 10B

Allows for you to take the necessary steps to close your funds in a file ID created by Option B. Then to copy your balance sheet amounts to file ID C after establishing the New School Year Funds

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Create new accounts by fund step 11b l.jpg
Create New Accounts by Fund processing for the prior year is completed and interfacedStep 11B

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

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Close the month step 12b l.jpg
Close the Month processing for the prior year is completed and interfacedStep 12B

Finance\\Utilities \\End of Month Closing

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Moving budget to finance step 13 l.jpg
Moving Budget to Finance processing for the prior year is completed and interfacedStep 13

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

Budget\\Utilities \\ Move Budget To Finance

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Update bank account fund groups step 14 l.jpg
Update Bank Account Fund Groups processing for the prior year is completed and interfacedStep 14

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

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Update fiscal years in hr distributions step 15 l.jpg
Update Fiscal Years in HR Distributions processing for the prior year is completed and interfacedStep 15

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

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Update hr fund to grant code table step 16 l.jpg
Update HR Fund to Grant Code Table processing for the prior year is completed and interfacedStep 16

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

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Delete old funds from file id c step 17 l.jpg
Delete Old Funds from File ID C processing for the prior year is completed and interfacedStep 17

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

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Update user profiles step 18 l.jpg
Update User Profiles processing for the prior year is completed and interfacedStep 18

Finance\\Tables\\User Profiles

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Update district finance options step 19 l.jpg
Update District Finance Options processing for the prior year is completed and interfacedStep 19

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

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Update district finance options step 1931 l.jpg
Update District Finance Options processing for the prior year is completed and interfacedStep 19

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

Right Click - ADD

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Update district hr options step 20 l.jpg
Update District HR Options processing for the prior year is completed and interfacedStep 20

Human Resources\\ Tables\\District Human Resources Options

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Verify funds step 21 l.jpg
Verify Funds processing for the prior year is completed and interfacedStep 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

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Exports step 22 l.jpg
Exports processing for the prior year is completed and interfacedStep 22

Finance\\Utilities\\Export By File ID

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Next year requisitions move next year tables to current step 23 l.jpg
Next Year Requisitions processing for the prior year is completed and interfacedMove Next Year Tables to CurrentStep 23

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

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Move ny requisitions to cy requisitions step 24 l.jpg
Move NY Requisitions to CY Requisitions processing for the prior year is completed and interfacedStep 24

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

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Verify finance information step 25 l.jpg
Verify Finance Information processing for the prior year is completed and interfacedStep 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

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Verify requisition information step 26 l.jpg
Verify Requisition Information processing for the prior year is completed and interfacedStep 26

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

  • Requisitions Pending Approval

    • REQ1050

  • Outstanding Requisition Report

    • REQ1100

38


Duplicating auditor adjusting entries step 27 l.jpg
Duplicating Auditor Adjusting Entries processing for the prior year is completed and interfacedStep 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 4 for file ID C in the District Finance Options table, then the user can sign on to file ID 4, and the Duplicate option will be available. However, if the user signs on to file ID 3, then the Duplicate option will not be available.

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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.

40


Option b supplement l.jpg
Option B Supplement 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.

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


Exports42 l.jpg
EXPORTS 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.

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

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

42


Change to prior file id step 1 l.jpg
Change to Prior File ID 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.Step 1

Finance\\File\\Change File ID\\

43


Verify adjustments step 2 l.jpg
Verify Adjustments 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.Step 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 l.jpg
File ID to Close ? 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.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.

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Copy file id 6 to new file id step 4 l.jpg
Copy File ID (6) to New File ID 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.Step 4

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

  • Select an alpha file ID in the File ID field.

  • Select the funds/FY to be copied to this new file ID.

  • Select Copy for each of the funds. Warning:  If you select Move, then the funds/fiscal years selected will be removed from the signed on file ID and will only exist in the file ID selected above.

  • Execute

46


Change to new alpha file id step 5 l.jpg
Change to New Alpha File ID 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.Step 5

Finance\\File\\Change File ID\\

47


Close the month step 6 l.jpg
Close the Month 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.Step 6

Finance\\Utilities \\End of Month Closing

48


Closing the funds 5xxx 8xxx step 7 l.jpg
Closing the Funds (5XXX-8XXX) 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.Step 7

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

49


Verify close step 8 l.jpg
Verify Close 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.Step 8

Finance\\Inquiry\\General Ledger Inquiry

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.

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Verify account codes step 9 l.jpg
Verify Account Codes 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.Step 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 l.jpg
Create New Accounts by Fund 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.Step 10

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

  • Copy the funds/FY from the left to the right side of the screen and then select the boxes under 1, 2, 3, and 4. DO NOT SELECT 5, 6, 7, or 8 as you do not want to copy any of these amounts (zero or otherwise) to file ID C.  

  • Select the accounting period to use when posting the balance sheet accounts to file ID C.

  • Select Carry Forward Totals and then click Execute. The system will then copy the accounts and balances to file ID C. If the account already exists, it will not recreate it; however, it will add the amount to the balance that exists in the account for file ID C. If needed, the system will automatically make an offsetting entry to the fund balance object that is in the Actual Fund Balance Obj.Sobj column in the Account Code.

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Change to file id c step 11 l.jpg
Change to File ID (C) 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.Step 11

Finance\\File\\Change File ID\\

53


Verify finance information step 12 l.jpg
Verify Finance Information 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.Step 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


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Delete Alpha File Id 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.Step 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


Rsccc finance end of fiscal year checklist l.jpg

RSCCC 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.FINANCEEnd of Fiscal YearChecklist

[email protected]

Region XVI Education Service Center

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