Welcome to the Business Users Group

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Welcome to theBusiness Users Group

• Wednesday, February 8, 2006
• 900am 1130am

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Todays Agenda

• Announcements
• Presentations
• Fixed Assets Extract Report
• Fixed Asset Transfers
• Completing Budget Status
• Accounting Issues
• Setting up Chart of Accounts
• Financial Changes in PeopleSoft EnterpriseOne
  8.10
• Expert Assistance

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Announcements

• Purchasing Card
• Remark field on Disbursements Voucher Entry
• Master Lease
• PeopleSoft EnterpriseOne 8.10 Upgrade

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Fixed Assets Extract Report
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Fixed Asset Extract Report

• Purpose
• Provides a simple method for transfer of NIS
  Fixed Asset information to Excel for sorting,
  manipulating, formatting or exporting to other PC
  programs.
• Provides the opportunity to manipulate fixed
  asset data in a manner similar to the SQL
  applications for legacy systems.
• Provides a more complete data set as compared to
  simply doing grid exports from fixed asset
  screens.

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Fixed Asset Extract Report

• Content
• 66 Fixed Asset data fields
• All numeric description fields
• All description fields
• All category codes
• All cost fields
• Date fields
• Business Unit fields
• Insurance data
• Miscellaneous information fields

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Fixed Asset Extract Report

• Customization
• Data Selection and Data Sorting may be left at
  default values.
• Agency, Division, and applicable dates are
  specified through the Processing Options screen.
• By default, the report runs in CSV (comma
  delimited) format for export to Excel. The
  report is too large for the PDF format to be
  useful.

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Fixed Asset Extract Report

• Recommendations
• Cutting and pasting to pre-formatted Excel
  spreadsheets can save time for reports that are
  generated on a regular basis.
• Use Excel data functions to refine data
  selection, sort data and create subtotals and
  grand totals for numeric data.
• Several steps in setting up the NIS data in Excel
  will be removed with the update to 8.10 in the
  near future.

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Fixed Asset Integrity Reports and Transfers
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Fixed Asset Integrity Reports

• Continue running existing Fixed Asset Integrity
  Reports
• Unposted Fixed Asset Transactions Report
• Fixed Asset No Cost Integrity

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Fixed Asset Integrity Reports

• New Fixed Asset Integrity Reports Coming Soon!
• Business Unit Fund Integrity
• Item Code Object Codes Integrity
• Run these reports to determine if a Fixed Asset
  needs to be transferred.

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Fixed Asset Transfers

• View Transferring work instructions on the NIS
  website for step-by-step instructions.
• Are you interested in further training on Fixed
  Asset Transfers? Sign up today!

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Completing Budget Status
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Completing Budget Status

• Manual Entry Budget Status
• Step-by-step instructions for Agency Budget
  Distribution of Appropriation by Business Unit
  can be found on the NIS website in the Budgeting
  Training Manual.
• Important Key Include Subledger and Subledger
  Type.
• BUAPPROP (Annual Appropriation) new
  appropriation
• BUREAPPR (Re-appropriation)
• BUTRANSF (Budget/Appropriation Transfer)
• BUENC (Encumbrance Rollover)
• Remember to click on Show Period and then enter
  amounts into Request Field.

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Completing Budget Status

• Journal Entry Budget Status
• Determine the amounts and account numbers to be
  reflected in your budget status.
• Transfer the information into a Journal Entry.
  Path General Accounting - Agencies gt Manage
  Journal Entries gt Enter Manual Journal Entries gt
  Journal Entries with Debit/Credit Format
• Change the ledger type to BF for Budget Status.
• Enter amounts. Any Credits would not have a
  leading negative.

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Completing Budget Status

• Journal Entry Budget Status
• Enter the appropriate Budget Subledger
• BUAPPROP (Annual Appropriation) new
  appropriation
• BUREAPPR (Re-appropriation)
• BUTRANSF (Budget/Appropriation Transfer)
• BUENC (Encumbrance Rollover)
• Enter S for Subledger Type
• Complete Remark Field

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Completing Budget Status - Limitations

• Manual Entry Budget Status
• Limited to the Subledger identified in the
  Header.
• The JE does not show up in the Manual Entry
  Field.
• Incidents of data entry being lost.
• Journal Entry Budget Status
• Cannot enter program, only Business Unit or Fund.
• Lists all Business Units by Subledger so you may
  need to export to excel and complete total
  calculations.

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Completing Budget Status

• Checking Budget Status
• Step-by-step instructions for Inquiring on Agency
  Budget (Trial Balance by Subledger) can be found
  on the NIS website in the Budgeting Training
  Manual.
• Trial Balance by Subledger is the only inquiry
  that shows which Subledger (BUAPPROP, BUENC, etc)
  the Budget amount is identified.
• Change the ledger type to BF for Budget Status.
• Thru Date should reflect 6-30-06. This
  calculates a full year.

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Accounting Issues
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Accounting Issues

• Accounting Help Desk
• Fixed Asset Accounting
• Year-End Data
• Address Book Entries
• Bank Reconciliation
• Audits

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Setting up Chart of Accounts

• The following information is also outlined in the
  Account Structure Manual in the General
  Accounting training manual on the NIS Website.

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Setting up Chart of Accounts

• Understand significance of level of detail in
  copying and/or deleting object accounts from a
  business unit
• Create model business units i.e. simple grant
  business units, simple fixed asset responsible
  business unit
• Utilize current/existing business units as models

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Significance of Level of Detail

• The level of detail associated with an object
  account is used for detail roll-up in reporting.
  In order for this roll-up to accurately reflect
  data in the system, business units must have a
  correct object account hierarchy.
• Object accounts with level of detail 6-9 are
  optional accounts created/added at the agency
  level. Agencies that have created object
  accounts with level of detail 6-9 need to be sure
  that the corresponding object accounts with level
  of detail 3-5 are set-up.

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Example 1 of Incorrect Object Account Setup

• Notice that the Permanent Salaries-Wages 511100
  account (level of detail 5) does not have the
  corresponding Personal Services 510000 account
  (level of detail 4), but does have the
  corresponding Expenditures 500000 account
  (level of detail 3).

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Example 2 of Incorrect Object Account Setup

• Note that the objects accounts would also be
  set-up incorrectly if the Permanent
  Salaries-Wages 511100 account (level of detail
  5) does not have the corresponding Expenditures
  500000 account (level of detail 3), but does have
  the corresponding Personal Services 510000
  account (level of detail 4).

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Example of Correct Object Account Setup

• Notice that Permanent Salaries-Wages 511100
  (level of detail 5) has the corresponding
  Personal Services 510000 (level of detail 4)
  and Expenditures 500000 (level of detail 3)

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Create New Model Business Units

• In order to create a new model(s) business unit
  for your agency, follow the General Accounting
  work instructions for Adding Agency Business
  Units.
• Each agency can establish a numbering convention
  for its model business units (Letters should not
  be utilized).
• Types of models
• Fixed Asset Responsible Business Units
• Interest Business Units
• Simple Grant Business Units
• Simple Operating Expense Business Units

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Create New Model Business Units

• Fixed Asset Responsible Business Unit
• Business units that are used as responsible
  business units in the fixed asset module must
  have
• Expenditures 500000 (3),
• Depreciation Expense 560000 (4)
• Specific Depreciation Expense object accounts
  560300-569999 (5)

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Create New Model Business Units

• Fixed Asset Responsible Business Unit
• If the business unit is also used to purchase
  fixed assets in the financial area, it will need
  the following accounts (with level of detail in
  parentheses) in addition to the depreciation
  expense accounts
• Capital Outlay 580000 (4)
• Specific Capital Accounts 580300 586999 (5)
  (i.e. 582100 Heavy Equipment)

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Create New Model Business Units

• Interest Business Unit
• A business unit that receives/collects interest
  revenue needs (please see example below)
• Revenue 400000 (3)
• Revenues-Miscellaneous 480000 (4)
• Investment Income 481100 (5)

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Create New Model Business Units

• Simple Grant Business Unit
• A simple grant business unit is one that only
  receives revenue and pays aid. The necessary
  accounts (with level of detail in parentheses)
  are
• Revenue 400000 (3)
• Revenue-Intergovernmental 460000 (4)
• Operating Fed Grants 461100 (5)
• Expenditures 500000 (3)
• Government Aid 590000 (4)
• Aid to Local Governments 591100 (5)

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Create New Model Business Units

• Simple Operating Expense Business Unit
• A simple operating expense business unit is one
  that pays invoices, but does not receive revenue.
  The maximum range of accounts necessary for this
  type of business unit would be 500000-599999.
  However, agencies are encouraged to eliminate
  object accounts in 500000-599999 range if the
  accounts will not be utilized.

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Update an Existing Business Unit to Serve as a
Model Business Unit

• An existing business unit can be updated to serve
  as a model business unit. Begin by deleting
  those object accounts from the selected business
  unit that are not used. To delete object
  accounts from a business unit, follow the General
  Accounting work instructions to Delete Accounts.

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Financial Changes in 8.10

• The 8.10 Upgrade Overview on the NIS website
  outlines changes to expect with the upcoming
  upgrade.

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New Application for Copying Accounts (P09804)

• Navigation General Accounting Agencies gt
  Organizational Structure gt Chart of Accounts gt
  Copy Accounts from BU to BU
• You will no longer copy accounts from the
  Nebraska Master, but it will be made available
  for review.

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• Enter the From Business Unit and to Business Unit
  (required). Then fill in as much information as
  necessary in the Beginning Object/Subsidiary and
  Ending Object/Subsidiary.

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When adding a Fixed Asset master, use tabs
instead of Form Exit.
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Fixed Asset Location Transfer no longer requires
you to click Row, Transfer Rows

• Review Location Transfer work instructions on NIS
  website for new step-by-step instructions.

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Print General Journal exit available on Journal
Entry screen.
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Pending radio button on Work with Batches
windows.
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On the grid, Subledger Type precedes Subledger
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New AP Grid Format

• There are new grid formats in the Accounts
  Payable module in 8.10.
• Please review AP Grid Changes Excel document
  (located under Lesson 2 in the 8.10 AP training
  manual), as this change will affect importing
  into NIS.

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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
• Budget Status Patty Richard
• Chart of Accounts and 8.10 Stacey Mundt
• Purchasing Card and other Accounting Inquiries
  Paul Carlson

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