Welcome to the Business Users Group

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Welcome to theBusiness Users Group

• Tuesday, November 15, 2005
• 830am 1130am

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Todays Agenda

• Announcements
• Presentations
• Review of Encumbrance Process
• Purchase Card in relation to Procurement rules
  and MCC Codes
• Accounts (using model BUs and cleaning up object
  accounts)
• Reports
• Payment Detail
• G/L Detail
• Cash Requirements
• Auditor Fixed Asset Listing
• Job Status Inquiry
• Expert Assistance

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Announcements

• Cleaning up Fixed Assets
• 8.10 Upgrade
• CAFR Response

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Review of Encumbrance Process
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Review of Encumbrance Process

• Great Job meeting deadlines and entering
  information into the system!
• Open Purchase Orders at fiscal year end. It is
  very important to insure that they are correctly
  encumbered.
• Review POs every month to insure that they are
  correctly open.
• Beginning June 1, clear and correct purchase
  orders.
• Coding of the purchase orders. Ensure that they
  are coded correctly.

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Review of Encumbrance Process

• Creating correcting manual encumbrances creates
  additional review work. Please take time to
  correctly enter data the first time.
• Journal entries (J9) to correct coding have to be
  related to a P9 transaction that has been
  created. You can not correct prior year data
  the income statement is closed.
• An entry to change the account number can not be
  a credit to an account code that has no positive
  encumbrances. Even though there are entries in
  the new fiscal year that are not encumbrances, an
  encumbering amount does not exist to offset a
  credit entry.

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Review of Encumbrance Process

• Liquidating an Encumbrance
• NIS Training Manuals Mini Manuals gt Post
  Certified Encumbrances Process
• http//www.das.state.ne.us/nis/miniman/docs/Enc_Li
  q_Mini-Manual.doc

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Review of Encumbrance Process

• Budget Status
• Most agencies that requested the encumbrances
  loaded into the budget status should have been
  completed as of October 31, 2005 monthly reports.
• Most remaining agencies will be completed this
  week.
• Budget status amounts can be entered two ways
• Journal Entry into the BF Ledger
• Hand entered amounts in the Budget Menu under
  Agency Budget MenugtAgency Budget ManagementgtEnter
  and Revise Final Approved Budget

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Review of Encumbrance Process

• Budget Status
• When entering data into the BF Ledger through the
  Budget Menu, you are unable to see totals entered
  through the journal entry process.
• When entering data into the BF Ledger through the
  Budget Menu, you are unable to see other
  subledger types when entering data.
• To see the total authority entered in the Budget
  Status, you can run a Trial Balance by Subledger
  Inquiry. Be sure and change the Ledger Type to
  BF. It is only available by Fund or Business
  Unit.
• Be sure and query with a ending date of 6/30/06
  or the system will prorate your authority in the
  query.

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Purchasing Card
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Purchasing Card

• Recent MCC codes opened up
• How you can request to have MCC codes opened up
  on a case-by-case basis
• Rebate Status
• Usage is key to success
• Need to have to card used or returned - effect on
  rebate
• State Accounting website has been updated
• Purchasing Card Manual
• MCC Codes blocking
• Questions?

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Accounts

• Using Model Business Units and Cleaning up Object
  Accounts

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Accounts

• NIS is working with agencies to reduce the number
  of accounts. If you are interested in doing
  this, please contact Stacey Mundt via email
  (smundt_at_notes.state.ne.us).

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Reports
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• Payment Detail Report
• Run version NE999001
• Two Main Data Selection options
• For a specific payment number, or list of payment
  numbers
• For a specific payee number over a specified date
  range

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• Choose Version NE999001 Payment Detail Report.
• Click Select.

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Payment Detail Report - Option 1

• Use this Data Selection for a specific payment
  number, or list of payment numbers

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Payment Detail Report - Option 1
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• Security prevents a user from viewing another
  agencys payments to a payee address number.
  This example report illustrates the security the
  grand total equals 9.96 and the payment amount
  equals 318.12. In this case, the user running
  the report only has security to view 9.96 of the
  318.12 total payment (Payment 11625500).

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Payment Detail Report - Option 2

• Use this Data Selection for a specific payee
  number over a specified date range.

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Payment Detail Report - Option 2
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• General Ledger Detail
• Run this report by
• Month
• Fiscal Year to Date
• Inception to Date

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• Choose version NIS0003 Grant All Objects

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Run G/L Detail Report by Month

• Enter a specific Object Account or range of
  Object Accounts.
• Click Add Row to add a line of Data Selection
  and specify a Business Unit.
• Click OK.

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Run G/L Detail Report by Month

• Enter Fiscal Year
• Fiscal year beginning July 1, 2005 is Fiscal Year
  5
• Enter Period Number
• July is Period 1, November is Period 4, etc.

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Run G/L Detail Report by Month
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Run G/L Detail Report by Fiscal Year to Date

• Enter a specific Object Account or range of
  Object Accounts.
• Choose Period Number row and click Delete.
• Click Add Row to add a line of Data Selection
  and specify a Business Unit.

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Run G/L Detail Report by Fiscal Year to Date

• Enter Fiscal Year
• Fiscal year beginning July 1, 2005 is Fiscal Year
  5
• Leave Period Number blank

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Run G/L Detail Report by Fiscal Year to Date
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Run G/L Detail Report from Inception to Date

• Enter a specific Object Account or range of
  Object Accounts.
• Choose Fiscal Year and Period Number rows and
  click Delete.
• Click Add Row to add a line of Data Selection
  and specify a Business Unit.

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Run G/L Detail Report from Inception to Date

• Leave Fiscal Year and Period Number fields blank.

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Run G/L Detail Report from Inception to Date
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• Cash Requirements Report
• Run this report by Fund

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• Enter the Fund for which you wish to run this
  report.

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Column Name Column Description
Cash O/B (Cash Open Balance) Current Cash Balance (Acct 111100)
Posted Open A/P Current Received Not Vouchered (Acct. 211700) and AP Due to Vendor (Acct. 211900) balance
Open Payroll Sum of all unposted payroll documents with G/L date in current or future period (Doc. Type T1, T2, or T3)
Unposted Accounts Payable Sum of all unposted AP documents with G/L date in current or future period (Doc. Type P)
Open Purchase Order Receipts Sum of all unposted purchase order receipt documents with G/L date in current or future period (Doc. Type OV)
Open JE/Other Sum of all unposted journal entry documents with G/L date in current or future period (Doc. Type J)
Total Cash Required Sum of columns 2 through 6
Total Cash Available Column 1 minus Column 7
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Job Status Inquiry

• For step-by-step instructions on the Job Status
  Inquiry, please refer to the NIS Training
  Manuals. The instructions are
  included in the Grants, Projects, and General
  Accounting Manuals.
• Job Status Inquiry can be found on both the
  General Accounting and Grants and Projects menus.
• Live Demonstration of Job Status Inquiry

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• Auditor Fixed Asset Listing Report
• For step-by-step instructions on the Auditor
  Fixed Asset Listing Report, please refer to the
  NIS Training Manuals. The instructions are
  included in the Fixed Asset Manual.

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Auditor Fixed Asset Listing Report

• Purpose
• To provide a complete list of all fixed assets
  controlled by an Agency or Division at a chosen
  point in time.
• This report may be used for the annual report
  required by the DAS Surplus Property Manager.
• Content of the Report
• Tag and Serial numbers
• Equipment Status
• Description
• Responsible Business Unit
• Location
• Date Acquired
• Undepreciated Acquisition Cost

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Auditor Fixed Asset Listing Report

• Customization
• Data Selection allows customization of data shown
  on the report
• Data Sequencing may be modified to group items by
  data type.
• Processing Options specify
• As of date
• Agency
• Division
• Fiscal year (05 FY beginning 7/1/2005)
• Whether or not to show disposed items
• Live Demonstration of Running the Auditor Fixed
  Asset Listing Report

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Expert Assistance
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Expert Assistance

• Please visit an expert in the room to discuss
  questions and issues.
• Fixed Assets Dennis Summers and Amy Wilson
• Accounts Payable (and POs)/Encumbrances Stacey
  Mundt and Patty Richard
• Job Status Inquiry RUG (Grants Team)
• Purchasing Card Paul Carlson and Nyla Thomsen

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