How to Pull Information from SHARE

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How to Pull Information from SHARE

• Prepare for Your 2009 Audit

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How to Pull Information from SHARE

• Objectives
• Provide a list of tools from SHARE
• Illustrate how to summarize and analyze data for
  monthly reconciliation and the auditor
• Demonstrate the tools and the data provided by
  the tool
• Discuss year end Accounts Payable process
• Deadlines
• Accounts Payable thru vouchers versus estimates
• Accounts Payable after the deadline and the
  effect on fund balance
• Audit
• SHARE
• Discussions and Questions

3
How to Pull Information from SHARE

• Polls
• How many are from agencies?
• How much experience with SHARE?
• Since beginning?
• Newbie?
• What other entities?
• How many plan on turning in their 2009 audit on
  time?
• SHARE needs to be your best friend.
• Take a proactive role in your accounting duties.
• Take responsibility for your general ledger.

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How to Pull Information from SHARE

• Questions???
• Lets get started

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How to Pull Information from SHARE

• SHARE Tools
• Report, Query, Inquiry, and Navigation list
• http//fcdsu.dfa.state.nm.us/excel/REPORT_QUERY_IN
  QUIRY_LIST.xls

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How to Pull Information from SHARE
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How to Pull Information from SHARE

• SHARE Tools
• Report, Query, Inquiry, and Navigation list
• http//fcdsu.dfa.state.nm.us/excel/REPORT_QUERY_IN
  QUIRY_LIST.xls
• Organization of list
• FIN
• HCM
• Reports
• PDF Format
• CSV Format (Comma-Separated Variables - comma
  delimited file)
• Queries
• Excel Format
• HTML Format
• On-line Inquiries
• On-demand for specific information
• Downloadable to Excel

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How to Pull Information from SHARE

• SHARE Tools
• Report, Query, Inquiry, and Navigation list
• Organization of list
• Presented Tools highlighted in Yellow.
• Navigation
• Parameters
• Run Dates for Payroll Register HCM Accounting
  Lines
• http//fcdsu.dfa.state.nm.us/html/PayrollRunDates.
  htm
• Have FCD Support Unit run HCM accounting lines if
  employees transferred in or out of agency.
• Treat this as a working document
• Add new queries and reports (list is not all
  inclusive, there are many queries and reports
  available for your use).
• Delete those you dont find useful.
• Customize it for your agency/job.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• July 17, 2008 Forum
• FCD presented Verifying the Trial Balance
• How to Verify the Trial Balance
• http//fcdsu.dfa.state.nm.us/pdf/VALIDATING_THE_TR
  IAL_BALANCE.pdf
• Presentation has been updated to include
  information related to the annual audit.
• Month End Checklist
• http//fcdsu.dfa.state.nm.us/word/mo_end_checklist
  .doc

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Trial Balance
• Report vs. Query
• Report can be in a PDF or CSV format, which
  is/can be difficult to work with data
  electronically.
• Query is in an excel format, which is an
  electronic format that can be manipulated for
  useful information.
• End result of both options will be the same.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Trial Balance
• Trial Balance Versions available
• By Fund/Account
• Summary of general ledger at highest level, fund
• By Fund/Pcode
• Detail activity by fund/Pcode/no Pcode
• By Account Distribution
• Detail activity by fund/department/account
• By Fund/A or Z code
• Detail activity by fund/A or Z code
  department/account

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

14
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

15
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

16
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

17
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

18
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

19
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

20
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

21
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Hints
• Include period 0 to get prior fiscal year ending
  balances.
• Additional queries are available for large
  agencies with numerous transactions and that are
  more specific (i.e. fund, department, account).
• If you find a query does not have the same fields
  as the ones we are presenting here, let the SHARE
  team know what your needs are. They will
  determine if the your request is useful to the
  whole state or you need something more specific
  for your agency.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

25
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Preparing the TB from the query
• Prepare the data in the query
• Summarized by fund and account
• Pivot Table steps
• Text to Columns
• Formatting the query data
• Filtering data

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Compare the trial balance by fund/account to
  query trial balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Using the query trial balance for the year end
  audit
• General ledger detail in one Excel file
• Entire fiscal year in one Excel file
• Data can be summarized in a pivot table
• General ledger detail can be filtered (journal
  source).
• Query will provide auditor with data that can be
  selected randomly for testing samples.
• Auditor can double click any summarized account
  balance to see the transactions making up the
  account balance.
• Depending on size of agency, the query trial
  balance could represent up to 85 of the PBC
  (Prepared by Client) example DoIT.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Using the query for the year end audit
• The auditor can use the query detail to tie the
  total appropriations to the House Bill.
• Agency can use query detail to ensure entire
  appropriation has been received.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

35
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

37
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

38
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

39
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Using the DJ query for the year end audit
• The information can be summarized by deposit
  journal with the detail of deposit IDs equaling
  the deposit journal posted to the general ledger.
• The auditor can use the deposit IDs for
  sampling.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

43
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

45
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

46
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

47
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

48
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

49
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

50
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

51
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

52
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

53
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Using the AP query for the year end audit
• The information can be summarized by accounts
  payable journal with the detail of vouchers
  equaling the accounts payable journal posted to
  the general ledger.
• The information can be summarized by voucher.
  This provides the auditor with evidence that the
  voucher was set up as accounts payable and
  subsequently paid.
• The voucher summary would help agencies clean up
  vouchers with residual balances.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Additional queries for the audit
• Warrant register
• NMS_VCHR_AMT_WARR_NUMBER
• The query provides warrant, voucher and accounts
  payable journal information for cash payments
• Auditors can use the information for sampling
• Test disbursements during the year
• Test for unrecorded liabilities by reviewing the
  next fiscal years disbursements

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

57
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

62
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

63
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Using the Operating Transfer query for the audit
• The information pulled from SHARE is all
  operating transfers processed with OPR journal
  source.
• The information includes the other agencys
  business unit.
• Query information can be used for footnote
  disclosures.

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How to Pull Information from SHARE
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How to Pull Information from SHARE
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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Additional tools for the audit
• Employee Listing
• HCM, Reporting Tools, Query, Query Viewer,
  NMS_HR_EE_ORG_LIST
• Auditors may use this employee listing to select
  samples for testing.
• NMS Organizational Listing Rpt
• HCM, Workforce Administration, Workforce Reports,
  NMS Organizational Listing Rpt
• Auditors may use this employee listing to select
  samples for testing.
• NMS Agency Payroll Register
• HCM, Payroll for North America, Payroll
  Processing USA, Pay Period Reports, NMS Agency
  Payroll Register
• Auditors can use this report for payroll testing.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance
• Additional tools for the audit
• NMS Leave Liability Report
• HCM, Payroll for North America, Payroll
  Processing USA, Pay Period Reports, NMS Leave
  Liability Report
• Report lists the leave accrual for employees.
• Run report on June 30 for fiscal year.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE
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How to Pull Information from SHARE
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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• How to Verify the Trial Balance

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How to Pull Information from SHARE
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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Month End Checklist
• Available in a Microsoft Word document
• Working document
• Add additional steps or more detailed steps.
• Delete steps
• Year end management representation letter to FCD
• Due no later than 60 days prior to December 15.
• FY 2009, due no later than October 16, 2009.
• CFO certifies that agencys books are accurate
  and ready for audit.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Month End Checklist

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Month End Checklist

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Provides the capability of retrieving the
  business units budget information by fund for
  the different ledger groups.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Provides the capability of retrieving the
  business units budget information by fund for
  the different ledger groups.
• Ledger Groups

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Provides the capability of retrieving the
  business units budget information by fund for
  the different ledger groups.
• Enter a description in the Description dialog
  box, the BU will be inferred by the system.
• To obtain budget data at a lower level, the
  appropriate data must be entered in the Account,
  Department (Dept), Class and Bud Ref fields in
  the Chart field section.
• Once the Summary Accounting Period item is
  selected from the drop down box found in the Time
  Span Type of Calendar Section, the drop down
  boxes for Calendar ID, From Year, From Period, To
  Year and To Period will appear.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Provides the capability of retrieving the
  business units budget information by fund for
  the different ledger groups.
• In the Calendar Year drop down box, select the SM
  option in the From Year box, select the 1st Year
  you wish to view in the From Period box, select
  1 in the To Year box, select the last year you
  wish to view and in the To Period box, select 1
  again.
• In the Chart field Criteria section, select the
  valid values of the information to be retrieved.
  Once the values have been entered, press the
  Search button.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Result of Budget Overview on-line inquiry

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Overview
• FIN Commitment Control, Review Budget
  Activities, Budgets Overview
• Result of Budget Overview on-line inquiry
• The data can be downloaded into Excel in order to
  organize the data by the columnar headings that
  appear below in the Budget Overview Results
  section.
• A further breakdown of the data such as budget
  journal, purchase order , voucher can be
  obtained by pressing on the various blue
  hyperlinks that appear on the previous slides
  screen print.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

107
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

108
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

109
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

110
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

111
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

112
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

113
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

114
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

115
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

116
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

117
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

118
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

119
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

120
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

121
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

124
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

125
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

126
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Budget Reports/Overview
• Budget Reports

127
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Year End Deadlines (2009 Closing Instructions
  Section CDS1)
• Journal Voucher
• Monday, August 31, 2009 to submit 2009 journal
  vouchers processed through the Accounts Payable
  Module.
• Estimates (Journal Entry)
• Friday, August 14, 2009 to submit request for
  permission from FCD to record accounts payable
  through a journal entry.
• Friday, August 28, 2009 FCD to notify agency of
  their decision on agencys estimated accounts
  payable.
• Friday, September 18, 2009 to submit 2009
  journal entries to FCD for posting.

128
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Year End Deadlines (2009 Closing Instructions
  Section CDS1)
• Permission to Pay Prior Year Bills
• Tuesday, September 1, 2009 agency to begin to
  pay prior year bills with fiscal year 2010 budget.

129
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Your auditors search for unrecorded liabilities
  may result in additional accounts payable that
  pertain to fiscal year 2009 that have been paid
  with fiscal year 2010 budget.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• How to handle any unrecorded liabilities
• Per the House Bill, the State adopted the
  modified accrual accounting as its accounting
  basis.
• Once an unrecorded liability is material enough
  to be recognized in the fund financial
  statements, the agency automatically has two
  accounting bases to present .
• Fund financial statements Modified Accrual
  (GAAP)
• Budgetary statements Budgetary Basis, which is
  modified accrual modified for appropriations
  lapsing.
• The only difference between the two bases is the
  appropriation period lapses with the FCD accounts
  payable deadline.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• How to handle any unrecorded liabilities
• Per the House Bill, the State has adopted the
  modified accrual accounting as its accounting
  basis.
• Financial statement presentation
• For the fund financial statements to be presented
  on modified accrual, your audit may need to
  record additional accounts payable.
• The fund financial statements will reflect the
  increase in accounts payable and expenditures.

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How to Pull Information from SHARE
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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• How to handle any unrecorded liabilities
• Per the House Bill, the State has adopted the
  modified accrual accounting as its accounting
  basis.
• Financial Statement Presentation
• Budgetary statements need to be presented on the
  budgetary basis.
• Since the additional accounts payable was not
  processed by the FCD accounts payable deadline,
  the additional expenditures will not be included
  with the expenditures.
• Total expenditures presented in the budgetary
  statements should equal the expenditures in
  SHARE.

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How to Pull Information from SHARE
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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• How to handle any unrecorded liabilities
• Per the House Bill, the State has adopted the
  modified accrual accounting as its accounting
  basis.
• Financial statement presentation
• Budgetary statements need to be presented on the
  budgetary basis.
• Agency is now required to present a
  reconciliation between the fund financial
  statements and the budgetary statements.
• Reconciliation can be presented in the notes or
  on the budgetary schedule.

136
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• How to handle any unrecorded liabilities
• Per the House Bill, the State has adopted the
  modified accrual accounting as its accounting
  basis.
• Financial statement presentation

137
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Effect on fund balance
• The fund balance in SHARE should be on the
  budgetary basis.
• It may differ from the amount reported in the
  fund financial statements.
• In theory, the difference is only a timing
  difference between two fiscal years because of
  the permission to pay prior year bills.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Effect on fund balance
• The fund balance in SHARE should be on the
  budgetary basis.
• To roll fund balance you would need to adjust the
  SHARE fund balance by the additional accounts
  payable not recorded through your audit
  adjustments.
• The agency can include a change in fund balance
  line in the budgetary statements to track the
  budgetary basis change in fund balance, which
  would reconcile to SHARE.
• or
• The agency can take advantage of the option to
  accrue accounts payable through a journal entry.
• Agency will need substantial documentation to
  support the accrual for FCD to approve the
  accrual.

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How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Effect on reversion to the State General Fund.

140
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Effect on reversion to the State General Fund.

141
How to Pull Information from SHARE

• Monthly Reconciliation Audit Preparation
• Accounts Payable
• Search for Unrecorded Liabilities
• Effect on reversion to the State General Fund.

142
How to Pull Information from SHARE

• Questions?