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Welcome to the Business Users Group

Welcome to the Business Users Group. Wednesday, May 2, 2007 9:00am – Noon. Today’s Agenda. Announcements Presentations Address Book Information Attachments Balance Sheet Items – General Fund Encumbrance Process Year-End Reminders End-of-year Checklist Timeline for Closing the Books

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Welcome to the Business Users Group

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  1. Welcome to theBusiness Users Group Wednesday, May 2, 2007 9:00am – Noon

  2. Today’s Agenda • Announcements • Presentations • Address Book Information • Attachments • Balance Sheet Items – General Fund • Encumbrance Process • Year-End Reminders • End-of-year Checklist • Timeline for Closing the Books • Reports • Questions and Answers 2

  3. Announcements • Introductions • NIS Finance Lead – Mike Hoover • State Accounting Internal Auditor – Colin Wilson • Questions from Last Meeting • How to choose the correct report version? • Choose the NIS or NE version. RIS or XJDE versions should not be used. • Can you report on inactive business units? • Yes, you can report on inactive business units, but you cannot charge against them. 3

  4. Address Book

  5. Make payments with V records only if address for sending payment is the same as the address for sending purchase orders • Use PP records to send ACH payments and/or to send payments to an address that is different than the remit to address 5

  6. Address Book – Searching for Records • Please refer to the work instructions for Searching/Adding/Changing Address Book Records. • Always search by both Alpha Name and Tax ID fields. • When a new Vendor record is created, State Purchasing Bureau encourages having the vendor complete the Vendor application form on the State Purchasing Bureau website to indicate the items (commodity codes) they can provide. 6

  7. Address Book – W9s • When do I request a W9 form? • If the Tax ID or business name has changed (this information should be verified each time you do business with the vendor) • Please note that address book change requests may be delayed due to verification with vendor. • How do I know if a current W9 has already been requested? • Look for an attachment on the address book record (paperclip to the left of the row) • If I need a current W9 from a business, where do I send the completed form? • Use Agency Contact links on State Accounting website. 7

  8. Address Book – ACH Enrollment Form • When should I send an ACH Enrollment Form to the business? • If payment(s) will be over $75,000 (Large contracts) • Where do I find an ACH Enrollment Form? • State Accounting Website under Forms • Where do I send the completed ACH Enrollment Form? • Send to Dee Ward in State Accounting. Address can be found on the ACH Enrollment form in the top left hand corner 8

  9. Address Book – Linking V and PP Records • How do I know if the V and PP records are linked? • Look at the Factor Special Payee field on the Vendor record • If records are not linked, where do I send a request to have them linked? • Use Agency Contact links on State Accounting website. 9

  10. Attachments

  11. Attachments • If your copy machine does not have a scanner, contact Wendy Jacobson, DAS Materiel Copy Services • Why scan documents? 11

  12. Attachments • Demonstration • Instructions for Attachments can be found in the NIS System Basics Training Manual • http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/system_basics/021_SB_WI_L2_T7_Media_Objects.pdf 12

  13. Attachments • Start with small steps • Expense Reimbursements • Journal Entry support • Form 10 to report sales tax 13

  14. Balance Sheet Items General Fund

  15. General Fund Changes • New asset and liability accounts were created with the last 2 digits as the agency number • 6-30-02 balances were moved to these new object accounts in June 2006 • General Ledger activity was moved to these new object accounts in March 2007 • Agencies can now review balances and activity in General Fund balance sheet object accounts 15

  16. 16

  17. Encumbrance Process

  18. What is an Encumbrance? 18

  19. Encumbrances Transactions that represent a valid financial obligation of a fiscal period for which appropriation should be reserved to meet that financial obligation. 19

  20. Certified Encumbrances Valid encumbrances that an agency chooses to reserve to meet a future financial obligation. 20

  21. Valid Encumbrance (State Statute 81-138.01): • A purchase order is issued, but the goods and accompanying invoice were not received and paid during the same biennium; • Goods or services were received, but an invoice has not been received and paid; • Goods or services and an invoice were received, but payment could not be made during the same biennium; 21

  22. Valid Encumbrance (State Statute 81-138.01): • Salaries have been earned and are payable to the employees, but have not been paid as of the end of the biennium as a result of pay periods not being consistent with the end of the biennium • Higher education institutions may encumber payrolls for the remainder of the summer session which is in progress at the end of the state's biennium if they have been budgeted and appropriated in such manner. 22

  23. Valid Encumbrance (State Statute 81-138.01): • A written agreement for a grant or award to distribute aid was signed but was not paid during the same biennium. 23

  24. There are four ways in NIS to identify prior year obligations: • Prior Year Voucher Without P.O. (P9 transaction created in expense accounts) • Prior Year Voucher With P.O. (P9 transaction in the Received not Voucher Payable) • Manual Encumbrance (J9 transaction created in Journal Entries) • Automatic Encumbrance (Purchase Order Transaction) 24

  25. Use the Prior Year Voucher Processing Menu • Navigation: Payables > Prior Year Voucher Processing > PY Voucher Entry • This is used to identify all accounts payable where goods or services were received in the prior fiscal year. • Encumbrance processing uses these P9 transactions so agencies do not have to enter them again for encumbrance certification, because all accounts payable represent valid carryover encumbrances. 25

  26. Prior Year Voucher With P.O. • This transaction is created when a purchase order is created after June 30, for a prior year obligation. • The purchase order did not exist on June 30 so it is not included in the outstanding purchase orders at June 30 (PC ledger). • When received an expenditure is created but it is not identified with a P9 since it is not a voucher transaction. 26

  27. Prior Year Voucher With P.O.(continued) • A Received Not Vouchered Payable is created as an OV transaction type. • When the voucher is processed, a three way match occurs. • Using the PRIOR YEAR VOUCHER PROCESSING Menu, the accounts payable entry and the offsetting Received Not Vouchered Payable entry (Debit to Object Code 211700) are created as a P9 transaction. 27

  28. Prior Year Voucher With P.O.(continued) • The Biennial Carryover Report is designed to look at the P9 transactions in the Received Not Vouchered Payable Liability object code. • Dates are checked to insure that RNV P9 documents associated with purchase orders created before June 30 are not included. This would double the encumbrances. • The Purchase Order number is identified and the related expenditure account is looked up on the purchase order. 28

  29. Prior Year Voucher With P.O.(continued) • These transactions are identified as a P9 transaction on the Biennial Carryover Report and the Encumbrance Detail Report. 29

  30. Manual Encumbrances • Can be entered in two different places Agency Budget Menus • Agency Budget Menu > Agency Budget Management > Enter/Adjust Manual Encumbrances > Enter/Adjust Manual Encumbrances General Accounting Menus • General Accounting – Agencies > Manage Journal Entry > Journal Entries with Debit/Credit Format 30

  31. Enter J9 in the Doc Type/No/Co field. • Enter PB in the Ledger Type field. 31

  32. Enter J9 in the Doc Type/No/Co field. • Change the Ledger Type from AA to PB. 32

  33. Manual Encumbrance Steps • Doc Type J9 • Fund • G/L Date – using today's date • Explanation – such as 'To encumber prior year' • Ledger Type PB Transaction must be APPROVED, PREAUDITED, and POSTEDin the month created. 33

  34. Types of Manual Encumbrances • Payroll • Grants that have been awarded but not paid. 34

  35. Manual Encumbrances • Manual Encumbrances affect the current authority. You will see them on your allotment status and budget status until they are liquidated after the certification process. • Manual Encumbrances can be used to offset other encumbrances. If a purchase order for June 30, 2007 has the incorrect amount or should not have been open at June 30, a negative manual encumbrance (credit amount) can be used to offset the encumbrance. If a document is incorrectly created as a prior year obligation (a P9 document) a negative manual encumbrance (credit amount) can be used to offset the encumbrance. If a document is incorrectly created as a current year obligation (a PV document) a manual encumbrance (debit amount) can be used to create the encumbrance. • A negative manual encumbrance will show on your current allotment status as a negative amount. 35

  36. Automatic Encumbrance Purchase Orders that were open at June 30, 2007. State Accounting takes a “snapshot” of all open purchase orders at June 30 and records that information in the PC Ledger. (This is an image of the PA Ledger at June 30.) 36

  37. Certification Process • July 2, 2007 – August 31, 2007 Enter Vouchers using PRIOR YEAR VOUCHER PROCESSING menu. • September 4, 2007 • August 31, 2007 Certified Biennial Carryover Report available for review 37

  38. 38

  39. Certification Process(continued) • July 9, 2007 – Run the Encumbrance Detail Report (NIS 594A) to ensure that your encumbrances are recording correctly. 39

  40. Encumbrance Detail Report is available from two menus • General Accounting – Agencies > Inquiries & Reports > Accounting Reports > Financial Reports > Other Budget Reports • Agency Budget Menu > Agency Budget Management > Inquiries & Reports > Accounting Reports > Financial Reports > Other Budget Reports 40

  41. Ending Fiscal Year is the year just completed • Transactions dated through Last transaction date will be selected. • PUT IN YOUR AGENCY NUMBER!! • On the printer selection, CSV is checked by default 41

  42. $1,056.22 $9,478.97 $19,294.64 42

  43. $19,294.64 $1,056.22 43

  44. Certification Process(continued) August 2, 2007 • State Accounting will run a 7-31-07 State Wide Biennial Carryover Report. • Review the Encumbrance Detail Report to ensure that amounts agree to the Biennial Carryover Report. Use a Last transaction date of 7-31-07 in processing options. 44

  45. Certification Process(continued) August 31, 2007 • August 30, 2007 State Wide Biennial Carryover Report on the State Accounting website for review. Review carefully to ensure it is accurate. September 4, 2007 • August 31, 2007 Certified State Wide Biennial Carryover Report on the State Accounting website for review. 45

  46. Certification Process(continued) September 11, 2007 • August 31, 2007 Certified State Wide Biennial Carryover Report signed by Agency Director due to State Accounting. 46

  47. Certification Process(continued) September 11-28, 2007 State Budget will review Certified Encumbrances and provide re-appropriations. October 1, 2007 State Accounting will load Re-Appropriations into Budget Status after Agency approval. 47

  48. Trouble Shooting Encumbrances • Manual Encumbrances not created with a document type J9. • Manual Payroll Encumbrance not created with a J9 document type in PB ledger. • Prior Year Obligation entered as a PV document type – not showing up on the Encumbrance Reports. • Current Year Obligation entered as a P9 document type – showing up on the Encumbrance Reports. • Purchase Order at June 30, 2007 is for the incorrect amount or is not valid and is showing up on the Encumbrance Reports. • Amount recorded for a Purchase Order or payable is incorrect. 48

  49. KEY DATES • July 2 – August 31 Enter Vouchers and Manual Encumbrances • July 9 Run Encumbrance Detail to ensure accuracy • August 2 State Accounting runs 7-31-07 Biennial Carryover Report for review purposes. This should agree with the 7/31/07 Encumbrance Detail. • August 31 State Accounting runs 8-30-07 Biennial Carryover Report for review purposes. 49

  50. KEY DATES • September 4 8/31/07 Certified Biennial Carryover Report available for review • September 11 Agency Director signed copy of Certified Biennial Carryover Report due to State Accounting • September 2 – 28 State Budget and Accounting review of encumbrances • September 28 State Budget Re-Appropriation October 1 State Accounting Load Budget Status with Re-Appropriations 50

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