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2009 End-of-Year Close-Out Session

2009 End-of-Year Close-Out Session. Dates. Agenda. Welcome Treasurer’s Office Cost Reporting Group Capital Assets Group Accounts Payable Group Supply Management & Logistic Purchasing and Warehousing BRITE Procurement BRITE Human Resources BRITE Payroll.

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2009 End-of-Year Close-Out Session

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  1. 2009 End-of-Year Close-Out Session Dates Agenda Welcome Treasurer’s Office Cost Reporting Group Capital Assets Group Accounts Payable Group Supply Management & Logistic Purchasing and Warehousing BRITE Procurement BRITE Human Resources BRITE Payroll • Monday, April 20th South Area • Tuesday, April 21st North Central Area • Wednesday, April 22nd, North Area • Thursday, April 23rd, Departments • Friday, April, 24th , South Central Area

  2. REMINDERS TREASURER’S OFFICE TSSC BLDG

  3. REMITTANCE • Have I attached a KSB1 report for School Internal Accounts (fund 8920) payments? • Did I check off the amounts being paid? • Have I attached a sales worksheet when reporting sales tax? • Are the following highlighted areas filled in on the remittance?

  4. REMITTANCE cont’d • http://www.broward.k12.fl.us/comptroller/cfo/treasurer/treasurer_doclinks.htm - +

  5. Important Information • Am I coding a G/L account beginning with a ‘5’ to put on the remittance? • Arts & Science – G/L 4 3490 800 Fund 1000 • It is no longer necessary to send a copy of the sales tax remittance to Rosalind McCutcheon in Financial Reporting. • Continue to send a copy of child care transmittals to Irma Duque in Financial Reporting. • All checks and remittances go to the Treasurer’s Office – TSSC Bldg NOT TO FINANCIAL REPORTING - SAWGRASS

  6. Thank You • You are the unsung heroes that enable our School System to serve our children and our community. • A BIG THANK YOU TO ALL AND THANKS FOR MAKING MY JOB A LITTLE EASIER.

  7. QUESTIONS?? CONTACTS HOPE KERR TREASURER’S OFFICE 754-321-0578 DIANA MARTENS (KSB1 REPORT) (ERP) 754-321- 8245

  8. FINANCIAL REPORTING COST REPORTING GROUP Chart of Accounts Updates

  9. CODING QUESTIONS? RUTH MIRAILH 754-321-8262 IRMA DUQUE 754-321-8267

  10. INTRODUCTION • THE COST REPORTING GROUP IS IN CHARGE OF SUBMITTING A DETAILED REPORT OF ALL EXPENSES THAT OCCURRED DURING THE FISCAL YEAR, TO THE FLORIDA DOE (DEPARTMENT OF EDUCATION). • PROPER CODING IS THE BEST WAY TO ACCOMPLISH THIS TASK IN AN ACCURATE AND TIMELY MANNER.

  11. DOE REQUESTS ANY REQUEST FROM DOE THAT REQUIRES AN ANSWER FROM THE BUSINESS AREA DIRECTORS OR ANY OTHER ADMINISTRATOR HAS TO BE HANDLED QUICKLY.

  12. CHART OF ACCOUNTS TRAINING CLASSES • TRAINING CLASSES ARE OFFERED AS NEEDED, TO BOOKKEEPERS AND ALL INDIVIDUALS WHO WORK WITH EXPENDITURES OR CODING. • ALSO, TRAINING CLASSES ARE OFFERED TO INDIVIDUALS WHO WANT TO REFRESH CONCEPTS AND DEFINITIONS OF HOW TO PROPERLY USE THE CODING IN THE CHART OF ACCOUNTS IN SAP ECC. • IF ANYONE IS INTERESTED, CONTACT MERESA JONES AT 754-321-8120.

  13. WHERE DO YOU FIND THE CHART OF ACCOUNTS • THE CHART OF ACCOUNTS IS LOCATED ON THE WEB AT: WWW.BROWARDSCHOOLS.COM • GO TO: DEPARTMENTS • THEN: OFFICE OF THE CHIEF FINANCIAL OFFICER • THEN: FINANCIAL REPORTING • CLICK ON: DOWNLOAD DOCUMENTS • CHOOSE: SAP CHART OF ACCOUNTS

  14. FY 2009 - MAIN CHANGES • STARTING THIS PAST JULY 1ST, 2008; AS PER DOE IT WAS NECESSARY TO MAKE SOME CHANGES AND ADDITIONS TO THE OBJECT CODE NUMBERS. • 5 OBJECT CODES WERE RENAMED AND 2 NEW OBJECT CODES WERE ADDED.

  15. WHERE IS THE OBJECT CODE LOCATED • THE OBJECT CODE CAN BE FOUND IN THREE DIFFERENT AREAS OF THE NEW SAP SYSTEM • IT IS PART OF THE GENERAL LEDGER ACCOUNT,COMMITMENT ITEMANDCOST ELEMENT. • THE OBJECT CODE CONSISTS OF THE 3 DIGIT NUMBERS AFTER THE CLASS (WHICH IS THE 1ST DIGIT). • EXAMPLE GL ACCOUNT 5 5110000

  16. OBJECT 311 • BEFORE: • THIS OBJECT CODE WAS USED FOR LEGAL FEES. • NOW : • THE NEW NAME IS PROFESSIONAL AND TECHNICAL SERVICES –SUBAGREEMENTS FOR THE FIRST $25,000 • 53110000

  17. OBJECT 312 • BEFORE: • THIS OBJECT CODE WAS CONSULTANT & OTHER PROFESSIONAL/TECHNICAL OF $6,000 OR MORE OR BOARD APPROVED • NOW: • THE NEW NAME IS FOR PROFESSIONAL AND TECHNICAL SERVICES-SUBAGREEMENTS OVER THE FIRST $25,000 • 53120000

  18. OBJECT 315 • BEFORE: • THIS OBJECT CODE WAS OTHER LEGAL SERVICES • NOW: • THE NEW NAME IS CONSULTANTS & OTHER PROFESSIONAL/TECHNICAL $6,000 OR MORE OR BOARD APPROVED. • 53150000

  19. OBJECT 319*NEW* • BEFORE: • DIDN’T EXIST • NOW: • IT IS THE NEW LEGAL FEES OBJECT • 53190000

  20. OBJECT 391 • BEFORE: THIS OBJECT CODE WAS FOR ADVERTISING • NOW: THE NEW NAME IS OTHER PURCHASED SERVICES-SUBAGREEMENTS FIRST $25,000 • 53910000

  21. OBJECT 392 • BEFORE: • THIS OBJECT WAS USED FOR EDUCATIONAL CONTRACTS/ MOTIVATIONAL ENTERTAINTMENT • NOW: • THE NEW NAME IS OTHER PURCHASED SERVICES-SUBAGREEMENTS OVER THE FIRST $25,000 • 53920000

  22. OBJECT 398*NEW* • BEFORE: • DIDN’T EXIST • NOW: • IT HAS BEEN CREATED TO BE THE NEW OBJECT FOR ADVERTISING • 53980000

  23. FOR ANYONE WHO HANDLES REQUISITIONS FOR PURCHASE ORDERS OR ANY PAYMENTS, IT IS IMPORTANT TO CHECK THE PROPER CODING BEFORE POSTING ANY TRANSACTIONS. • IF THERE ARE QUESTIONS PLEASE CONTACT US. • BY WORKING TOGETHER WE WILL ACHIEVE MORE ACCURATE COST REPORT.

  24. QUESTIONS? CHART OF ACCOUNTS CODING QUESTIONS : RUTH MIRAILH 754-321-8262 IRMA DUQUE 754-321-8267

  25. CAPITAL ASSETS Presented by CAPITAL ASSETS GROUP Financial Reporting

  26. How to contact Capital Assets Group? PHONE (754) 321-8250 EMAIL CAPITAL ASSETS CONFERENCE

  27. Which Account Assignment to use for a Capital Asset - Value of $1,000 or greater? 56210000 - Audio Visual Materials 56410000 - Furniture, Fixture & Equip. 56430000 - Computer Hardware 56510000 - Buses 56520000 - Motor Vehicles 56910000 - Computer Software

  28. Which Account Assignment to use for an Asset – Value of less than $1,000? 56220000 - Audio Visual Materials 56420000 - Furniture, Fixture & Equip. 56440000 - Computer Hardware 56920000 - Computer Software

  29. How is an asset added to inventory? Asset ordered via STANDARD ORDER Asset received via GOODS RECEIPT REPORT downloaded from SAP by Capital Assets Group monthly ASSET added to Inventory

  30. How is an asset added to inventory? A goods receipt transaction mustbe completed for each asset individually. At month-end, Capital Assets Group downloads the SAP report to capture all capital asset activity (purchases, returns & reversals). Each asset is identified by a goods receipt document number. Any goods receipt corrections should be processed before month-end. Assets are then added to “PROP” to their corresponding location.

  31. What is the significance of Goods Receipt? To capture all capital assets in a timely manner To ensure asset information is accurately reflected in the inventory such as product description, serial number and location To avoid future audit discrepancies Reminder:All goods receipt transactions for year- end must be processed by June 30th to be reflected in the current fiscal year’s inventory.

  32. How to track inventory? Request a PNI 811 inventory report for your location from ETS (Contact Lorena Widgeon) Communicateany inventory discrepancies to the Capital Assets Group via emailto Capital Assets Conference

  33. How to handle Surplus/Transfer of Assets? Surplus Equipment Transfer Form(3290A) should be completed and approved before submission to B-stock. Upon receipt of the Surplus form and documentation from B-stock, Capital Assets Group sends a confirmation email to the corresponding locations.

  34. How to handle Missing/Stolen/Donated Assets? Tangible Property Loss Report along with a copy of the Police Report and SIU Immediate Notification Report should be submitted to the Capital Assets Group for missing/stolen assets. Equipment Acquisition Formfor equipment valued at $1,000 or more that is acquired through internal funds or donations should be submitted to the Capital Assets Group along with a copy of the invoice.

  35. How to access Capital Asset Forms? Forms and instructions are available on the web @ http://web/forms/formsoptions.htm Detailed Asset Breakdown Over $1,000 Surplus Equipment Transfer Form    Tangible Property Loss Report / Equipment Acquisition Form 

  36. How is an asset added to inventory? Asset received via GOODS RECEIPT REPORT downloaded from SAP by Capital Assets Group monthly ASSET added to Inventory Asset ordered via STANDARD ORDER QUICK REFERENCE GUIDE CAPITAL ASSETS CONTACT INFORMATION PHONE: 754 321-8250 EMAIL: CAPITAL ASSETS CONFERENCE Forms and instructions are available on the web @ http://web/forms/formsoptions.htm Detailed Asset Breakdown Over $1,000 Surplus Equipment Transfer Form    Tangible Property Loss Report /Equipment Acquisition Form

  37. YEAR END CLOSING PRESENTED BY FINANCIAL REPORTING The Accounts Payable Group

  38. NAMES AND NUMBERS • Margaret Dalley-Johns Manager 754-321-8286 • Joseph Roushay Supervisor 754-321-8488 • Candy DiMartino Vendor File 754-321-8478 • Debbie Plemondon Maint./Stock/Construction 754-321-8481 • Elise Goldman Police/Mileage 754-321-8472 • Gerry Blasco Toshiba/Water/Arch 754-321-8474 • Gretchen Mahoney Apple/Publix 754-321-8470 • Irene Krumin Utilities 754-321-8480 • Joanne Majerus Food Service Acct. 754-321-8471 • Kathy Gaffney Hinson/Food/Office supplies 754-321-8483 • Katie Szudzik Vehicle Maint. / Consultants 754-321-8477 • Lois Bland Vendors with a “P”/Mileage 754-321-8475 • Norma Green Travel/Consult./Exp.Voucher 754-321-8479 • Sally Hay Check Request 754-321-8473 • Sally Zola Dunbar/Music/Trophies 754-321-8476 • Tina Foster Dell/ Prosys/Fl.School Book 754-321-8482 • Tina Aaron Mail / Vendors 754-321-8489 • Debbie Dunn Check Distribution 754-321-8491 • Cindy Zink Check Distribution 754-321-8490 • Barbara Black Athletics 754-321-8485

  39. 450…. • All Standard PO’s must be received on-line • A shipping line needs to be included on the original requisition if needed. For correct setup to pay multiple invoices please see the July 14th Hot Topic. • Remember to also receive the shipping lines. (when added)

  40. 750... • All Framework PO’s require authorized signatures. • Remember when setting up a Framework PO you must have a “B” in the itemcategory of the requisition.

  41. Use proper names, NO NICKNAMES Mileage rate for 2009 currentlyis .55 cents per mile. Parking/tolls that are over $5.00 per trip require a receipt. For information on mileage refer to Standard Practice Bulletin A-442. Attach a mileage voucher summary form when submitting multiple months or multiple paged mileage vouchers with the same coding and for the same year. It’s recommended that mileage be turned in monthly. Fill in and check the line of coding. Make sure you do a budget transfer prior to submitting mileage vouchers. Obtain original signatures on all mileage vouchers. Please remember when submitting school principals’ mileage, the signature must come from the area directors. Always put your name, phone number, and full name of the location on the mileage voucher.

  42. Standard Practice Bulletin A435 provides guidance for travel reimbursement. Please remember to check both general ledgers“53330000” and“57330000” before submitting to Financial Reporting-AP Group. Please make sure the fees for the registration is transferred to“57330000” GL ACCOUNT. When sending in your travel vouchers please include the following: TDA- car rental MUST be pre-approved before you travel TRIP REPORT TICKET STUBS ORIGINAL RECEIPTS APPROPRIATE SIGNATURES AGENDA/PROGRAM We have a special contracted rate with Avis Rent A Car. TheAWD# is: A113400, Phone# 1-800-338-8211

  43. All original invoices MUST be stapled to the check request with original signatures on both. Remember to fill in the line of coding on thecheck request form. Please put your name, phone number and location on the check request for any questions we may have.

  44. When submitting Police Department invoices an invoice numberMUSTbe used to avoid error in payment. • We cannot pay from statements, INVOICES ONLY! • All police invoices must have a copy of the invoice attached, to be mailed with the check.

  45. Invoices must include invoice number, date of service, name and remit address of vendor to be paid. No STATEMENTS OR PACKING SLIPS. • Make sure all invoices have a PO number. (verify PO has money available) • Sign and send all “750..” invoices to Financial Reporting-A/P Group • Receive all “450.” invoices online and send to Financial Reporting-A/P Group • Before submitting invoices YOU MUST CHECK ME23N. • Make sure budget transfers are done before submitting mileage, check requests, travel vouchers and PO’s.

  46. SAP for DUMMIES ME23N – all available information on any Purchase Order (PO) • Look for a blue tab that is marked PO HISTORY and select it. (note- If there are no invoices paid you will not see a PO history tab.) • The top half of this page shows the money on the PO. You will also see how many lines the PO was written for. If this is a standard PO (450) please remember to receive all lines. • The bottom half of the screen will show a 5000(10digit #) if an invoice has been received online. • The bottom half of the screen might only show a 5400(10digit #) indicating that an entry has been made against the PO for payment. • On this page you will see the vendor name and vendor number.

  47. SAP for DUMMIES There are two ways that you can look up an invoice to see if it’s been paid. • The first way will be to go to ME23N. Now remember you can only use this screen if it has a PO number. (You cannot look up Check Request’s on this screen.) • Go to ME23N and click on the blue purchase order history tab and click on the 54 document number you want. The screen will appear with the invoice that was entered. Go up to your menu and find the word gotoand click it. Then click follow on documents. A small box will open and you will double click on Accounting. Then when the next box opens you will double click on the account number. Go up to your menu and look for the word environment, then look for check information. Click the check information. That takes you to the screen with the check date, number and whether it’s been cashed or not.

  48. SAP for DUMMIES The second way to see if an invoice has been paid: FBL1N: This can be used both for Check Requests or PO’s. If a vendor is paid ACH (electronically) there is no check information. You will only see a payment document number which starts with a “2”. To use FBL1N • First you must enter the correct vendor number. Select all items and leave the date blank. Click execute. • The red lightening bolts mean that the invoices are past due and will pay on the next check run. • The red ball means they are entered for payment however they are not due at this time. A bell means ready for payment. • If there is a green square that means they have paid and you can click once on the 54 document number and go to menu, environment and then check information. This will give you the check date, check number and whether or not the check has been cashed.

  49. NAMES AND NUMBERS • Margaret Dalley-Johns Manager 754-321-8286 • Joseph Roushay Supervisor 754-321-8488 • Candy DiMartino Vendor File 754-321-8478 • Debbie Plemondon Maint./Stock/Construction 754-321-8481 • Elise Goldman Police/Mileage 754-321-8472 • Gerry Blasco Toshiba/Water/Arch 754-321-8474 • Gretchen Mahoney Apple/Publix 754-321-8470 • Irene Krumin Utilities 754-321-8480 • Joanne Majerus Food Service Acct. 754-321-8471 • Kathy Gaffney Hinson/Food/office supplies 754-321-8483 • Katie Szudzik Vehicle Maint. / Consultants 754-321-8477 • Lois Bland Vendors with a “P”/Mileage 754-321-8475 • Norma Green Travel/Consult./exp.vouch/ 754-321-8479 • Sally Hay Check Request 754-321-8473 • Sally Zola Dunbar/Music/Trophies 754-321-8476 • Tina Foster Dell/ Prosys/Fl.School Book 754-321-8482 • Tina Aaron Mail / Vendors 754-321-8489 • Debbie Dunn Check Distribution 754-321-8491 • Cindy Zink Check Distribution 754-321-8490 • Barbara Black Athletics 754-321-8485

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