BRIGHAM YOUNG UNIVERSITY

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BRIGHAM YOUNG UNIVERSITY

• Closing and Accounting Items

• Doug Belliston
• Controllers Group Presentation
• January 25, 2001
• available at http//fcsweb.byu.edu/FinServ/

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Closing and Accounting Items

• November Close
• December Year-end Close
• Closing Schedules for 2001
• Web Financials Status
• LPD Limit Clarification

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November Close

• Completed on target. How did it go?
• Accounting done 2nd calendar day
• Reports delivered on 3rd business day
• Problems
• Some late LPDs, CPOs
• Early cutoffs needed?
• Others?

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December Close

• Completed on target
• Statements delivered 8th business day
• No 12/31 balance sheet support required

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December Close

• How did it go?
• Encumbrance problems?
• Other errors noted?

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December Close

• Accrual for goods/services, greater than 10,000
  (may adjust at higher levels)
• Goods received 2000, invoice entered in 2001
• Will review invoices dated 2000, entered in 2001
• Will review all 2001 invoices over 50,000 for
  2000 implication

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2001 Closing Schedules

• Complete accounting 3rd workday
• Deliver paper reports 5th workday
• Calendar at Financial Services web page
  http//fcsweb.byu.edu/FinServ/ select
• Current campus/technical calendar

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2001 Closing Schedules

• LPDs and CPOssubmit as completed. Last deadline,
  last business day
• Campus journal entries-noon first business day
• Final campus electronic system feeds- 9am second
  business day

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Web Reporting Update

• Functional project team members
• Kevin Walker, Scott Boyter, Steve Belnap
• Completed requirements
• Delayed requirements
• Speed problem

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Web Reporting Update

• Completed available
• Five basic reports with links between
• Route-Y security access
• Manager/Contact access to individual speedtypes
• Manager/Contact in lowest numbered organization
  in departments have access to all
  organizations/projects in departmenthave been
  verified with colleges/divisions

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Web Reporting Update

• Can use Internet Explorer or Netscape
• Available at Financial Services homepage
• http//fcsweb.byu.edu/FinServ/
• Under Heading Financial Information
• Web Reports-Financial Inquiry System
• Reference at bottom of page for help
• Will need Route Y userID and password
• November reports available now
• December should be there by January 31
• January on paper report distribution date

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Web Reporting Update

• Some items not ready until next version
• Pick-list of available speedtypes
• Ability to assign view rights to others
• Spreadsheet download of reports
• Solution to a speed problem
• Hope to complete these in 60 days

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Web Reporting Update

• Speed problem
• Most organizations 10-20 seconds
• Large organizations using subclasses 3-4 minutes
  to return report
• May get try again if system is unusually busy
• Need campus help for concentrated test period
  with January statement delivery

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Web Reporting Update

• After standard reports, what should be next?
• Transaction query, (e.g. transactions for a
  speedtype, PO status, Voucher payment status,
  etc) or-
• Intra-month financial report including
  transactions-to-date with balance available (will
  have incomplete data)

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LPD Limit Reminder

• Introduction of Paymentech does not change LPD
  limits
• LPD limit remains at 500, same restrictions
• Computer equipment may be purchased if below 500
  limit

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What is on the horizon?

• Web portal to improve interaction with Financial
  ServicesMarch 2001?
• Additions to portalSummer 2001?
• online requests journal entries, budget
  adjustments, investment allocation changes, check
  requisitions, LPDs, possibly CPOs etc
• Resolve FDE edit errors at source
  systemsDecember 2001?

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Questions?