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Preparing for the Next Fiscal Year FY07 May 11, 2006

Preparing for the Next Fiscal Year FY07 May 11, 2006. FY06/07 Startup Process. Review/Develop Budget in BDV Field Definition Roll Maintain FY07 Definitions Audit Budget Development Accounts Audit BDV Accounts to Field Definitions Audit BDV Accounts to Major Ranges and Combinations Page 1.

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Preparing for the Next Fiscal Year FY07 May 11, 2006

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  1. Preparing for theNext Fiscal YearFY07May 11, 2006

  2. FY06/07 Startup Process • Review/Develop Budget in BDV • Field Definition Roll • Maintain FY07 Definitions • Audit Budget Development Accounts • Audit BDV Accounts to Field Definitions • Audit BDV Accounts to Major Ranges and Combinations Page 1

  3. FY06/07 Startup Process • Install SACS2006 Budget Software • Download/Import BDV Data • Run TRC for Coding Issues • Correct Any TRC/Audit Errors Page 1

  4. FY06/07 Startup Process • Roll FY07 Budget to G/L • Correct Any Audit Errors • Re-roll as Necessary Page 1

  5. FY06/07 Startup Process • Complete Startup Form • District summary levels • BDX reports • BDV to G/L same • DP Rolls District to Tentative • Tentative Means Encumbering Page 1

  6. FY06/07 Startup Process • BDV Changes Require Re-rolling to G/L and Tentative • Lock Budget • Final Import of HP3000 Information • Completion of SACS2006 Budget Process Page 1

  7. FY06/07 Startup Process • Board Adoption of SACS Generated Forms • Submit Adopted Budget to SCOE Accountants • Complete All Processes by June 30 • System down July 1-3 Page 1

  8. FY06/07 Startup Process • External Fiscal Services Completes: • Reconciles Cash With Auditor • Checks For Obsolete Resource Use • Initiates “Preliminary” Cash Roll • Cash Roll Posts to 9110 by Fund/Resource • Rolled to Allow FY07 APY Batches to Process Page 2

  9. FY06/07 Startup Process • External Fiscal Services Completes: • Validation of Documents • Performs System Roll to “Adopted” • Districts May Complete Budget Transfers

  10. FY 2006/2007 Startup Process • External Fiscal Services Completes: • Completes All Closing Entries • Checks for Obsolete Account Use • Streams Asset/Liability Roll • Final Cash Rolls • Streams Roll to Approved

  11. Field Definition Audit • Verify Field Definitions For New Year • Option 4-Audit BDV Accounts to Field Def’s • Screens shown on page 3 of manual • Review Error Listing in Printer Queue • Correct Any Errors • Keypunch problems require entry to be changed or deleted • Zero amount doesn’t work • Code table omission-Notify accountants or DP • Update district tables if field “undefined” Page 3/4

  12. Major Range Audit • Verify SACS Major Ranges & Combo’s • Run Option 5-Audit BDV Accts to Ranges & Combos • Correct All Errors • Delete any invalid accounts from BDV • Check with accountants or DP for valid accounts • Screen option examples on Page 4/5 of Next Fiscal Year handout • Errors in BDV, Errors in SACS2006 Pages 3/4

  13. BDV to G/L Roll • Re-roll Audit Reports Until Clean • Select Option 6-Roll Bgt from Development to GL Working • Screen examples manual page 7 • Remember to roll only year FY07 data • Include zero dollars accounts • Always use “create” mode

  14. BDV to G/L Roll • Run Budget Summary Report in NXT • Screen examples pages 8/9 • Verify Fund/Account Information • Verify Account Detail Rolled • Budget Development Acct Lookup • Option 13 on main BDV menu • Example on page 10

  15. Start-Up Form • Be Certain of District Summary Levels • On-Line Lookup • Can use one or two levels • District Control Record • Page 11 example • On-line Lookup • Page 12 example • Choice Permanent After First Tentative Roll

  16. Start-Up Form • Submit by June 16th if Possible • Tentative Rolls Processed in Order Received • BDX report must match current BDV totals • Data discrepancies will cause delays • Encumbering in FY07 Can Begin • Watch for changed accounts/dollars • Manual changes

  17. System Info • Lock Budget • MGR screen in FY06 • Change year to FY07 • Use Y to actually lock budget • Reasons to lock budget • Do after initial SACS2006 extract • Example pages 13/14 of Next Fiscal Year handout

  18. “Adopted” and “Approved” Budget • Completed by External Fiscal Services • Upon Receipt of Adoption Doc’s • G/L Working is Re-rolled to FCS “Tentative” • Preliminary Cash Roll • Validation and G/L Balancing Page 15

  19. “Adopted” and “Approved” Budget • External Fiscal Services completes: • Rolls Budget to “Adopted” • District May Now do Budget Transfers • Rolls Budget to “Approved” After Audits are Reviewed Page 15

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