a. program - dof.ca. · pdf filecriteria for posting sub-modules transactions to the gl are as...

A. PROGRAM DISBURSEMENT ACTIVITY REPORTReport Number and Name RPTGL051 ‐ Program Disbursement Activity Report

Purpose Displays the expenditures, encumbrances, and budget amounts for all chartField

combinations, separated by Account

Navigation FI$Cal Processes > FI$Cal Report > GL Reports > Program Disbursement Activity

Report Job Aid #

Report Parameters for Reconciliation

Special Notes Equivalent to CALSTARS Q reports. Monarch may be used to produce an excel

version of the report.

B. Final Budget Report (Report 6)Report No. RPTGL067 ‐ Final Budget Report

Purpose Summary of appropriations and reimbursements as of the specified date.

Appropriations include expenditures, encumbrances, and balancesNavigation FI$Cal Processes > FI$Cal Report > GL Reports > Final Budget Report

Report Job Aid # FI$Cal.235


Special Notes Equivalent to CALSTARS B06 report.

C. Budget Status ReportReport No. GLS8020 ‐ Budget Status Report

Purpose Displays all Commitment Control ledger amounts (budgeted, pre‐encumbrance,

encumbrance,expense, collected, recognized) and the available balance for the

budgets you select.

Navigation Commitment Control > Budget Reports > Budget StatusReport Job Aid #Report Parameters for ReconciliationSpecial Notes

D. Encumbrance Status ReportReport No. RPTGL084 ‐ Encumbrance Status Report

Purpose Summary of the encumbrances for a specified PO within a defined date range

Navigation Reporting Tools > Query > Query Viewer > ZZ_ENCUMBRANCE_STATUS_APReport Job Aid #Report Parameters for Reconciliation DateSpecial Notes

Commitment Control (KK) ‐ REPORTS

GENERL LEDGER & KK

Commitment Control Handout Budget Overview:

CC_APPROP: Expenditures and Encumbrances

CC_REV: Reimbursement

Budget Overview: inquiry for Expenditures or Encumbrances by Enactment Year/Program/Fund

Navigation: Main Menu Commitment Control Review Budget Activities Budget Overview

Step 1: On the Find an Existing Value tab, click Search, and enter an existing “Inquiry Name”. Click

the link for the appropriate search result.

Or on the Add a New Value tab, enter a new “Inquiry Name” and click ADD

Step 2: Enter the following ChartFields: (Enactment Year, Program, Fund)

Budget Type: Business Unit

Ledger Group (CC_APPROP) Time Span:

Type of Calendar (Detail Accounting Period)

From Year/To Year

From Period/To Period ChartField Criteria:

ENY

Fund

Program

Step 3: Click Search:

NOTE: To ensure all information is included in the balance, change the Max Row (see illustration

above) to 99999. Then click the Search button.

View detailed amounts for Expenditures or Encumbrances

Step 4: Click on the “Expense” link or “Encumbrances” link (see below)

Detailed transactions for Expenditures and Encumbrances may be downloaded into Excel

Step 5: Download to Excel: Click the icon highlighted below to open the data in Excel:

Step 6: Click excel spreadsheet to open

Excel: You may add “filters” to research by transaction type, Enactment Year, Program, etc.

A. TRIAL BALANCE REPORT (G01)Report Number and Name RPTGL061 ‐ Trial Balance ReportPurpose Summarizes amounts by account and displays the account description, beginning,

debit, credit and ending balances by Fund for an accounting period or year‐end.

Navigation Root > FI$Cal Processes > FI$Cal Report > GL Reports > Trial Balance Reports

Report Job Aid # Fund


Special Notes Equivalent to CALSTARS G01 report.

B. LEDGER ACTIVITY REPORTReport Number and Name GLS7002 ‐ Ledger Activity Report

Purpose Lists the beginning and ending ledger balances by ChartField combination and

account. Also lists the detailed journal line activity that is posted against the

account for the accounting periods that are specified.

Navigation General Ledger > General Reports > Ledger Activity

Report Job Aid # FI$Cal.218 and FI$Cal.080

Report Parameters for Reconciliation Fund_ENY_Account

Special Notes

C. AGENCY RECONCILIATION REPORT Report No. RPTGL013 ‐ Agency Reconciliation ReportPurpose Displays expenditure, revenue, encumbrance and reimbursement accruals. Also

summarizes balances between the Department and SCO

Navigation FI$Cal Processes > FI$Cal Report > GL Reports > Agency Reconciliation Report

Report Job Aid # FI$Cal.186 Report Parameters for ReconciliationSpecial Notes Job Aid FI$Cal.260 ‐ Supplemental instructions for preparing a SCO/FI$Cal Agency

reconciliation worksheet for account types R, D and F in an Excel spreadsheet

format. The SCO/FI$Cal Agency reconciliation includes all Enactment Years (ENY)

and Programs by Fund. Equivalent to CALSTARS DB2 report

D. PLAN OF FINANCIAL ADJUSTMENTReport No. RPTGL013 ‐ Agency Reconciliation Report

Purpose Summarizes the results of Labor Distribution, Cost Allocation, General Ledger

Journals, and Accounts Payable Vouchers reversed from the Clearing Account and

allocated to direct appropriations and programs.

Navigation FI$Cal Processes > FI$Cal Report > GL Reports > Plan of Financial AdjustmentReport Job Aid # FI$Cal.038Report Parameters for ReconciliationSpecial Notes The amounts on the PFA Report are displayed at a summary level. To view the

allocated transactions for each Chartfiled combination on the PFA Repot, use the

PFA transaction query (Q22). Navigation >Reporting Tools > Query > Query

Viewer > ZZ_PFA_Transactions

GL ‐ REPORTS

Commitment Control/General Ledger – TIPS

A. Commitment Control

Budget Act appropriations are created in Commitment Control by SCO/FI$Cal and departments will not post SCO appropriation journals

Departments should review all appropriations by Fund, Program, Reference and ENY at the beginning of each fiscal year

Enactment Year (ENY) means funding fiscal year

Fiscal Year (FY) means the accounting period in which a transaction is recorded

Unappropriated expenditures and encumbrances (accounts 590xxxx - 5999999) will not reduce appropriation balances and must be corrected

Unappropriated encumbrances (Purchase Orders) should be corrected in the Purchasing module. The Encumbrance Status report can be used to identify Purchase Orders coded to an unappropriated expenditure account. Navigation:

Reporting Tools > Query > Query Viewer > ZZ_ENCUMBRANCE_STATUS_AP

B. Commitment Control - Ledgers

CC_APPROP: Ledger displays the Budget Act appropriations by Chartfield combination

CC_REV: Ledger displays Budget Act reimbursements by Chartfield combination

CC_DTL: Ledger displays expenditure activity at the lowest transaction level

CC_DTL_REV: Ledger displays reimbursement and revenue activity at the lowest transaction level

C. General Ledger

Transactions generated in the sub-modules will post accounting entries to the General Ledger (GL) through journal generation. Criteria for posting sub-modules transactions to the GL are as follows:

Valid Edit Check - All required chartfield values are included Pass combination edit rules

Valid Budget Check – Transactions are within spending and reimbursement authority

Approved

Encumbrance amounts do not post to the General Ledger during the fiscal year and are only reflected in Commitment Control

At Year-End, encumbrance amounts are included in the General Ledger for reporting purposes

General Ledger transactions

Manual allocations

Sub-module transaction (AP or AR) corrections – General Ledger journal corrections to AP or AR transactions do not reflect in the sub-modules. Corrections should be made in the module it was generated

SCO transactions (e.g. SMIF interest, DGS charges)

D. General Ledger – Ledgers

Modified Accrual Ledger (MODACCRL) – displays cash basis and modified accrual (not paid/recognized by SCO) transactions.

Budgetary Legal Ledger (BLL) – displays cash basis, accrual (not paid/recognized by SCO) and encumbrance transactions.

Departmental Adjustment Ledger – displays full accrual transactions (Capital Assets)

E. General Ledger – Trial balance Report (G01)

Review, identify and correct abnormal balances on the Trial Balance Report (RPTGL061)

The only unappropriated expenditure accounts you can use for account range 5900000 to 5999999 is Refunds to Reverted Appropriations account 5901000. Costs posted to any other account in this series must be corrected. The Trial Balance Report (RPTGL061) can be used to identify costs posted to unappropriated expenditure accounts

Cash in State Treasury (UCM 1140) will not be displayed on the trial balance report

The net of Unappropriated Transfers accounts 6510000 and 6520000 are equivalent to Cash in State Treasury (UCM 1140)

Pending Cash Transfer accounts 1109200 to 1109600 should have a zero balance. Contact the FI$Cal Service Center (FSC) to correct issue

Suspended entries accounts 1906100 to 1906800 should be zero. Refer to Job Aid FI$Cal.033 on how to review and correct suspended entries

F. General Ledger - Journal Source

Used to identify a transaction and populate certain reports such as the Plan of Financial Adjustment and Agency Reconciliation Reports

Journal Sources:

ONL – Online journals (i.e. Manually allocate costs not configured in

allocations)

SPJ – Spreadsheet journals (i.e. Manually allocate costs not configured in allocations)

NPF – Transactions not included on PFA (i.e. SCO JE or corrections to sub-module transactions)

ACC – Accrual journals (i.e. Year-End accruals and adjusting entries)

If you do not have allocations configured to distribute employee costs other than labor, you can manually allocate these costs to the ultimate funding source in the GL module using journal source ONL or SPJ

001 0001 2011 9990 2013 1,909,766.73 0.00 0.00 0.00 1,909,766.73

001 0001 2012 6770 2013 -1,826,805.84 -1,826,805.84 625.00 -1,827,430.84 0.00001 0001 2012 6775 2013 -168,156.49 -168,156.49 0.00 -168,156.49 0.00001 0001 2012 6780 2013 -2,157,983.34 -2,157,983.34 0.00 -2,157,983.34 0.00001 0001 2012 6785 2013 45,333.76 45,333.76 0.00 45,333.76 0.00001 0001 2012 9990 2013 8,216,473.82 8,216,473.82 4,108,236.91 4,108,236.91 0.00

Subtotal for ENY 2012 : 4,108,861.91 4,108,861.91 4,108,861.91 0.00 0.00

001 0001 2013 6770 2013 3,538,000.00 478,707.14 478,707.14 0.00 3,059,292.86001 0001 2013 6775 2013 2,862,000.00 471,531.28 471,531.28 0.00 2,390,468.72001 0001 2013 6780 2013 7,511,000.00 665,910.84 665,910.84 0.00 6,845,089.16001 0001 2013 6785 2013 5,637,000.00 26,199.00 26,199.00 0.00 5,610,801.00001 0001 2013 9990 2013 0.00 16,268,573.01 16,268,573.01 0.00 -16,268,573.01

Subtotal for ENY 2013 : 19,548,000.00 17,910,921.27 17,910,921.27 0.00 1,637,078.73

001 0001 2014 6770 2014 3,538,000.00 3,004,438.14 3,004,438.14 0.00 533,561.86001 0001 2014 6775 2014 2,975,737.00 2,842,563.96 2,842,563.96 0.00 133,173.04001 0001 2014 6780 2014 7,257,000.00 6,600,613.23 6,600,613.23 0.00 656,386.77001 0001 2014 6785 2014 5,849,000.00 4,697,289.36 4,697,289.36 0.00 1,151,710.64

Subtotal for ENY 2014 : 19,619,737.00 17,144,904.69 17,144,904.69 0.00 2,474,832.31

001 0001 2015 6770 2015 2,700,000.00 2,336,488.46 2,244,936.45 91,552.01 363,511.54001 0001 2015 6775 2015 3,217,000.00 3,188,615.70 2,623,782.24 564,833.46 28,384.30001 0001 2015 6780 2015 8,161,000.00 6,250,707.71 5,365,781.13 884,926.58 1,910,292.29001 0001 2015 6785 2015 5,025,000.00 4,513,907.75 3,734,589.58 779,318.17 511,092.25

Subtotal for ENY 2015 : 19,103,000.00 16,289,719.62 13,969,089.40 2,320,630.22 2,813,280.38

001 0001 2016 6770 2016 2,600,000.00 0.00 0.00 0.00 2,600,000.00001 0001 2016 6775 2016 3,323,000.00 0.00 0.00 0.00 3,323,000.00001 0001 2016 6780 2016 8,404,000.00 0.00 0.00 0.00 8,404,000.00001 0001 2016 6785 2016 4,299,000.00 0.00 0.00 0.00 4,299,000.00

Subtotal for ENY 2016 : 18,626,000.00 0.00 0.00 0.00 18,626,000.00

Grand Total : 82,915,365.64 55,454,407.49 53,133,777.27 2,320,630.22 27,460,958.15

PeopleSoft GLReport ID: GLS8020 BUDGET STATUS REPORT Page No. 1

Run Date 07/26/2016Run Time 09:36:02

Bus. Unit: 8860--Department of FinanceLedger Grp: CC_REV -- Revenue Budget LedgerCurrency : USDChartfields CriteriaApprop Ref: All values Fund: 0001 ENY: All values Program: All values Budget Period: All values

Budget Recognized Collected Uncollected RemainingApprop Ref Fund ENY Program Budget Period

End of Report

Accounts Receivable

A. ABATEMENT

i. Notice of Payroll Accounts Receivable is Received

DR 1200100 Accounts Receivable ‐ Abatements

CR 5100000 Earnings ‐ Permanent Civil Service Employees

B. REIMBURSEMENT

i. Invoice for Reimbursement Item is Prepared and Billed

DR 1200050 Accounts Receivable ‐ Reimbursements

DR 1240000 Due From Other Funds

DR 1240100 Due From Other Appropriations

CR 4810000 Interdepartmental Reimb‐Fr Other State Depts

C. REVENUE

i. Invoice for Miscellaneous Revenue Item is Prepared and Billed

DR 1200000 Accounts Receivable ‐ Revenue

CR 4172500 Miscellaneous Revenue

AR ‐ JOURNAL ENTRIES

A. OUTSTANDING TRANSACTION QUERYQuery Name ZZ_OUTSTANDING_ITEMS

Purpose Identify all Accounts Receivable accounting entries that have not been

successfully processed and made available to the General Ledger for journal

generation.

Navigation Reporting Tools > Query > Query Viewer


B. OUTSTANDING TRANSACTION INQUIRYReport No. Groups Not Set to Post

Purpose To ensure all items are posted and identify additonal outstanding items that

are not being captured in the Month End Close Outstanding AR Queries.

This query must be run before closing the sub modules.Navigation Accounts Receivable > Pending Items > Review Items > Groups Not Set to

Report Job Aid # N/A

C. AGING REPORTReport No. AR30006 ‐ Aging by Chartfield

Purpose Displays all open receivable transactions by chartfield

Navigation Accounts Receivable>Receivables Analysis>Aging>Aging by Chartfield RptReport Job Aid # FI$Cal.080‐AR Reports Job Aid describes Aging Detail by Unit ReportReport Parameters for Reconciliation See example below

AR ‐ REPORTS/ QUERIES

AR Reports/ Queries

D. CUSTOMER ACCOUNT HISTORY REPORTReport No. RPTAR025 ‐ Customer Account History Report

Purpose Displays customer item balances and any adjustments (i.e., payments, credit

memo applications, write‐offs) applied to the item

Navigation FI$Cal Processes>FI$Cal Report>AR Reports>Customer Account History RptReport Job Aid # FI$Cal.080‐AR Reports Job AidReport Parameters for Reconciliation See example below

E. GENERAL LEDGER TRIAL BALANCEReport No. GLS7012 ‐ Trial Balance

Purpose Combines detail and summary balance information. Shows the

ending ledger balances for the specified year and period by ChartField

combination. Also displays subtotals by ChartField. Prints a final total for

debits and credits.

Navigation General Ledger > General Reports > Trial BalanceReport Job Aid # FI$Cal.080‐ Reports Job Aid ‐ GLReport Parameters for Reconciliation See example belowSpecial Notes

2

AR Reports/ Queries

F. GENERAL LEDGER ACTIVITY REPORTReport No. RPTAR025 ‐ Customer Account History Report

Purpose Displays customer item balances and any adjustments (i.e., payments, credit Navigation FI$Cal Processes>FI$Cal Report>AR Reports>Customer Account History RptReport Job Aid # FI$Cal.080‐AR Reports Job AidReport Parameters for Reconciliation See example belowSpecial Notes

3

Cash Receipts

HANDOUT CR‐1

A. Miscellaneous Receipts ‐ AR Module DepositsDR 1109300 Pending Cash Transfers ‐ Accounts Receivable

CR 41XXXXX Revenue 5XXXXXX Abatements (code back to original expenditure) 48XXXXX Reimbursements

B. AR Payments ‐ AR Module DepositsDR 1109300 Pending Cash Transfers ‐ Accounts Receivable

CR 12XXXXX Accounts Receivable

C. Reclassification of Cash for Miscellaneous Receipts (A) and AR Payments (B) ‐ Cash Mgmt ModuleSystem generated entries ‐ "remits" to GL account 11040000 Cash in State Treasury under statewide BU 0000

Dept BU DR 6520000 Unappropriated InterUnit Transfers InDept BU CR 1109300 Pending Cash Transfers ‐ Accounts Receivable

BU 0000 DR 1104000 Cash in State TreasuryBU 0000 CR 6510000 Unappropriated InterUnit Transfers Out

D. Office Revolving Fund (ORF) Salary Advances ‐ AR Module DepositsDR 1109300 Pending Cash Transfers ‐ Accounts Receivable

CR 1301300 Salary Advances

System generated entry for ORF ‐ Cash Mgmt ModuleDept BU DR 1101200 Revolving Fund CashDept BU CR 1109300 Pending Cash Transfers ‐ Accounts Receivable

E. SCO Journal Entries ‐ AR Module Deposits to "0000" Bank AccountDept BU DR 6520000 Unappropriated InterUnit Transfers InDept BU CR 12XXXXX Accounts Receivable

BU 0000 DR 1104000 Cash in State TreasuryBU 0000 CR 6510000 Unappropriated InterUnit Transfers Out

F. Reconciling Points at Month End

Account 1109300

Debits and credits should net to zero; any balance at month end should be

researched and recognized as a reconciling item(s) until resolved

Accounts

6510000 &

6520000

Net balance of these two accounts at month end should be recognized as the

department's ending balance for account 1104000 Cash in State Treasury

CASH RECEIPTS ‐ JOURNAL ENTRIES

HANDOUT CR‐2

A. REPORTS TO SUPPORT REMITTANCES

Report Name Cash Receipts Report

Purpose Displays all deposit, payment, and ChartField data for receipt transactions. Receipts do not need to be posted to appear on the report.

Navigations Main Menu > Accounts Receivable > Payments > Reports > Cash Receipts Report

Main Menu > FI$Cal Processes > FI$Cal Report > AR Reports > Cash Receipts Report

Main Menu > Reporting Tools > Query > Query Viewer > ZZ_CASH_RECEIPTS_REPORT

Report Parameters Business Unit, From Date & To Date, Deposit ID, Bank Deposit Number, Project ID

Report Names1. ZZ_AR_PAYMENT_POSTED2. ZZ_BI_PAYMENT_POSTED

Purpose Displays all payments posted to billing invoices or AR items, including the nominal accounts used for remitting.

Navigations Main Menu > Reporting Tools > Query > Query Viewer > ZZ_AR_PAYMENT_POSTEDMain Menu > Reporting Tools > Query > Query Viewer > ZZ_BI_PAYMENT_POSTED

B. REPORT QUERIES

Report Names

1. ZZ_ARItem_Entries_NotSentTo_GL2. ZZ_ARMisc_Entries_NotSentTo_GL3. ZZ_Outstanding_Deposits

Purpose Use these queries to validate items

Navigation Main Menu >Reporting Tools > Query > Query Viewer >query name

Report Parameters Business Unit, From Date & To Date

Report Name 4. Incomplete Payments

Purpose Use query to validate if any payments are incomplete

Navigation Main Menu >Accounts Receivable > Payments > Review Payments > Incomplete Payments

Report Parameters Business Unit, From Date & To Date

Special Notes Use these four queries to validate before month closing and periodically as needed

Any incomplete or outstanding entries should be researched and resolved in the AR Module before month closing

C. ONLINE QUERIES FOR DATA (BY PAYMENT TYPE)

FOR AR PAYMENT:

Purpose Query to validate AR balance due (search criteria by Item # or Customer ID#)

Navigation (AR Payment) Main Menu>Accounts Receivable > Customer Accounts > Item Info > View/Update Item Details

Purpose Query for Journal ID # for AR Item payment

Navigation (AR Payment) Main Menu >Reporting Tools > Query > Query Viewer>ZZ_ARItem_ Entries_SentTo_GL

Purpose View journal entries for reclassification of cash

Navigation (AR Payment) Main Menu >Cash Management > Treasury Accounting > Cash Accounting > Review Customer Item Payment (search by Customer ID#)

FOR MISC RECEIPT:

Purpose Query for Journal ID # and chartfield entries for misc receipts

Navigation (Misc Receipt) Main Menu >Accounts Receivable > Payments > Direct Journal Payments > Modify Accounting Entries

Purpose View journal entries for reclassification of cash

Navigation (Misc Receipt) Main Menu >Cash Management > Treasury Accounting > Cash Accounting > Review Direct Journal Payment (search by Deposit ID#)

CASH RECEIPTS - REPORTS AND QUERIES

Accounts Payable

AP Handout 1 - Voucher Life Cycle Statuses

Status Type Process Initial Status (default) *Post-Processing StatusesEntry Status Voucher Entry Open Deleted

Recycle

Postable

Match Status Matching To Be Matched Exception (Error)

Manually Overridden

MatchedMatch - Dispute

No Match

Approval Status Voucher Approval To Be Approved Pending Approval

ApprovedDenied

Budget Status Budget checking Not Checked ValidError

Post Status Voucher Posting Not Posted Posted

Payment Status Pay Cycle Not Selected Selected for Payment

Payment Selection subprocess

Payment Status Pay Cycle Selected for Payment Paid

Payment Creation subprocess

Payment Post Status Payment Posting Not posted Posted

*Desired statuses shown in bold

AP Handout 2 – FI$Cal AP eLearning Courses

Accounts Payable (AP) eLearning Courses

Course Title

AP1 Create Regular Voucher without PO Receipt (Utilities)

AP2 Create ORF Voucher for Salary Advance

AP3 View and Correct Voucher Build Errors

AP4 Create Regular Voucher with PO Receipt

AP5 Undo Matching PO Process

AP6 Delete a Voucher

AP7 On-Demand Voucher Budget Check and Manual Voucher Post

AP8 Create Journal Voucher to Replenish ORF

AP9 Review and Correct 1099 Withholdings

The Department of Finance provides eLearning courses to assist state departments using the

Financial Information System for California (FI$Cal). To access eLearning Courses, see

http://www.dof.ca.gov/Accounting/Consulting_and_Training/FISCal_Training/

http://www.dof.ca.gov/Accounting/Consulting_and_Training/FISCal_Training/

AP Handout 3 – SCO Voucher Checklist

State Controller’s Office (SCO) Voucher Checklist

SCO Claims Audit Updated January 5, 2017

Page 1 of 3

The following checklist should be used as a guide to avoid some common errors that can

result in a voucher denial. The submitting agency is responsible for certifying that each

voucher submitted to the SCO for payment is in all respects true, correct, and in accordance

with law.

Follow all required laws, rules, regulations, and guidelines as provided by the various

control agencies, statutes, and budget act.

Voucher pay term recommendation – stay within the 15 day prompt payment act (PPA)

for SCO to issue a warrant. Vouchers scheduled for payment past the PPA may be subject

to penalties.

Payment term ‘45N’will split the voucher payment – do not use.

Voucher vendor name must match invoice and purchase order vendor name.

Voucher must reflect taxes on the voucher details sales tax line for taxable items.

Voucher line information must match invoice line items.

Invoice amount must support the amount claimed on the voucher.

Invoice vendor name must match purchase order vendor name.

Invoice must be billed to the state/state agency.

Invoice must show a date that agrees with the voucher appropriation FY used.

Invoice must be on company letterhead and include the address.

Invoice must include a detailed description of the service performed or the items

purchased and must be sufficiently itemized.

Invoice date or event date must be prior to the voucher date.

Invoice must clearly show the amount of the invoice before any taxes and/or discounts.

Invoice must include contract number and/or purchase order number.

Invoice is original or a certified copy (certification statement needs to have full

signature).

Advance payments are not allowed unless allowed by law (statute, contract, or grant).

Automotive repair charges over $500.00 require an Auto Inspector approval stamp.

Freight bills over $50.00 must include freight bill.

Freight bills over $500.00 require Traffic Management approval.

American Express Hotel lodging and meeting rooms: Contract is required.

Legal payment request have all required back up documentation attached (settlement

agreement, judgement, release, finance approval, VCGCB approval, cause of action,

interest computation, certification of available funds, authority to pay against Special

Fund).

Funding must match on PO, contract, and voucher.

Contract is on file at the SCO 3 weeks prior to submitting the first vendor invoice.

Purchase order must clearly show the amount of the invoice before taxes/discounts.

Note: Per DGS, there are no provisions that allows for the tipping of taxis whether the

traveler is on or is not on travel status.




Page 2 of 3

Travel Expense Voucher (TEC) – NOT CalATERS

Travel expense items are appropriate amounts/types per BU.

Expenses were incurred while conducting state business.

Expenses reflect those allowed per BU or exempt status.

TEC form is complete per TEC instructions.

Rental car rate agrees with contract terms.

Rental car rate exceeds contracts terms –justification attached.

Rental car invoice has justification attached if employee did not refill the rental car prior

to turning it in to the rental office.

Airport parking must be most economical to the state - justification is needed if

daily/short-term parking was used instead of long-term parking.

Per Diem is reduced accordingly if the hotel serves a complimentary hot breakfast.

Professional License renewal: includes a copy of the pocket license and documentation

that supports the payment method (showing who paid, how much, etc.).

Original employee and approving official signatures are required; claims cannot be

“signed for” or “signed by”.

Errors must be lined out and initialed by claimant or accounting official. No white-out or

correction tape.

Amending a TEC: Complete a new claim form claiming only the items being amended.

Attach a copy of the original TEC as part of support documentation. Make sure previous

claim schedule number is written on TEC as a cross-reference.

Note: Per DGS, there are no provisions that allows for the tipping of taxis whether the traveler is

on or is not on travel status.

P-Card Voucher:

Invoice is attached to each transaction.

Invoice shows zero balance (no monies due).

Invoice is stamped PAID.

Charges are appropriate for the agencies program.

Purchase Order indicates ‘paid with P-Card’.

See invoice checklist above.

Revolving Fund Reimbursements:

Follow FI$Cal Solution Job Aid

Ensure that all supporting documents are attached.

The voucher number of the pre-paid voucher should be indicated on the attached

documentation.

On the approval: The invoice number is determined by the BU

Payee must be a regular vendor (not employee or P-card)

The amount total must be $0.




Page 3 of 3

Cash type is Warrant

The ORF Replenishment box is checked.

Approver II is on the voucher authorization signature list

Check audit communications

On the line information page:

The description is filled in and the Merchandise amount is $0.

On the charge information tab:

A negative amount must offset all the positive amounts.

The negative amount is to the ORF fund and account 1301100.

The positive amounts are to the various expenditure accounts (start with 5)

If more than 2 lines – hit “view all”

The expenditures should be charged to a fund appropriate for the BU and expenditure.

On the audits findings page:

Check the filter identification for details – voucher style must be Journal Voucher.

Add any comments if needed.

A. AP PURCHASESi. Voucher is Approved

DR 53xxxxx Operating Expense and EquipmentCR 2000000 Accounts Payable

ii. Voucher is Paid DR 2000000 Accounts PayableCR 1109200 Pending Cash Transfers ‐ Accounts Payable

B. SALARY ADVANCES (ORF) REGULAR Voucheri. Voucher is Approved

DR 1301300 Salary AdvancesCR 2000000 Accounts Payable

C. EXPENSE ADVANCES (ORF) REGULAR Voucheri Voucher is Approved

DR 1301100 Expense AdvancesCR 2000000 Accounts Payable

ii Voucher ReplenishmentDR 53xxxxx Operating Expense and EquipmentCR 2000000 Accounts Payable

andDR 2000000 Accounts PayableCR 1301100 Expense Advances

D. TRAVEL ADVANCE (ORF) PREPAID Voucheri Voucher is Approved

DR 1301200 Travel AdvancesCR 2000000 Accounts Payable

ii Voucher ReplenishmentDR 53xxxxx Operating Expense and EquipmentCR 2000000 Accounts Payable

andDR 2000000 Accounts PayableCR 1301200 Travel Advances

AP Handout 4 – AP Accounting Journal Entries

AP Handouts 5 - AP Reports and Queries

A. Detail Payment Rpt by Status ReportReport Number and Name RPTAP013 - Detail Payment Rpt by StatusPurpose To track vouchers and payments paid in the system. The report includes payment detail data and distribution

lines.

Navigation FI$Cal Processes > FI$Cal Report > AP Reports > Detail Payment Rprt by Status

B. Open Item Listing ReportReport Number and Name GLS3000 - Open Item Listing ReportPurpose Lists open Items for the accounts specified, including a description of the accounts, the Open Item key field,

and a detailed listing of the journal lines that have an open status up to the as of date.

Navigation General Ledger > Open Items > Open Item Listing Report

C AP ACCOUNTING ENTRIES SENT TO GL QueryReport Number and Name Custom Query - ZZ_AP_ACCT_ENTRIES_SENT_TO_GLPurpose Displays Accounts Payable accounting entries that have been journal-generated. Identifies the voucher and

the associated journal.

Navigation Reporting Tools > Query > Query Viewer > ZZ_AP_ACCT_ENTRIES_SENT_TO_GL

D ZZ_AP_ACCT_ENTRIES_NOTSENTTOGL QueryReport Number and Name Custom Query - ZZ_AP_ACCT_ENTRIES_NOTSENTTOGLPurpose

Displays all Accounts Payable accounting entries that have not been journal-generated. Vouchers are

required to journal-generate to the GL and post before the amount can be reported on ledger based reports.

Navigation Reporting Tools > Query > Query Viewer > ZZ_AP_ACCT_ENTRIES_SENT_TO_GL

E Reportable Payment ReportReport Number and Name RPTAP020 - Reportable PaymentPurpose To report reportable payments to Franchise Tax Board

Navigation Fiscal Processes > FI$CAL Report > AP Reports > Reportable Payments

F BOE Use Tax ReportReport No. RPTAP003 - BOE Use Tax ReportPurpose Tracks information pertaining to Use Tax that needs to be paid to the Board of Equalization for goods that are

purchased from a retailer who is not engaged in business in California and who is not registered to collect the

California Use Tax.

Navigation FI$Cal Processes > Fiscal Reports > AP Reports > BOE Sales Use Tax Report

AP Handouts 5 - AP Reports and Queries

G DFQ_PO_01_ENC_STATUS_BY_PO QueryReport Number and Name Custom Query - DFQ_PO_01_ENC_STATUS_BY_PO - Encumbrances Values by POPurpose Use query to reconcile Encumbrances. This query will help departments identify the Encumbered amount,

Expensed amount, and Remaining Encumbrance amount by sub-total for each PO. Departments will

reconcile PO balances to source documents and release the Encumbrance by closing the PO.

Navigation Reporting Tools > Query > Query Manager > DFQ_PO_01_ENC_STATUS_BY_PO

H DFQ_PO_03_ENCUMBRANCE_ACCRUAL QueryReport Number and Name Custom Query - DFQ_PO_03_ENCUMBRANCE_ACCRUALPurpose Detail Encumbrance balance by period and fiscal year.

Navigation Reporting Tools > Query > Query Manager > ZZ_Encumbrance_Accrual

I DFQ_PO_02_ACTIVITY_ACCTG_ENTRY QueryReport Number and Name Custom Query - DFQ_PO_02_ACTIVITY_ACCTG_ENTRYPurpose Use to obtain backup supporting information (PO accounting entries and GL encumbrance transactions) at a

point of time for Report 6 - Final Budget Report at the organization (BU) level.

Navigation

J Final Budget ReportReport Number and Name RPTGL156 Final Budget ReportPurpose Report 6, the Final Budget Report provides a summary status of appropriations, including expenditures,

encumbrances and balances for each appropriation.

Navigation FI$Cal Processes > Fiscal Reports > GL Reports > Final Budget Report

AP Handout 6 – Glossary

TERM DEFINITION

ACCOUNT Bank Account or ORF Account Number

ACCOUNTING DATEThis Accounting Date represents the desire Fiscal period the user want the transaction to post. For example, an accounting date of 7/1/2015 will post in Fiscal Period 01 if approved by the State Controler's Office before the Period is closed.

ADDRESSAn address code is a one or two digit numeric code used to specify a company address when a vendor has multiple addresses listed in Vendor Management File.

AS OF DATE The last date for which a report or process includes data.BANK Defaults to State Bank

BASIS DATEReflects the date the invoice was received by the Department. The date used to calculate the discount due date and payment due date for a voucher.

BUDGET CHECKINGBudget Checking is a batch process that will run three times a day (10:00, 12:00, and 3:00). During this process, the voucher chartfields checked against the budget entered in Hyperion. This function ensure there is a budget for the transactions being vouchered.

BUDGET STATUSBudget Status indicator that let the user know that the voucher is either Valid and is successfully budget checked or is Invalid and failed budget checking.

BUSINESS UNIT Four digit code identification code to identify departments. In UCM legacy, this is the Organization CodeCASH TYPE The Cash Type option determines if the voucher will produce an SCO Warrant or an ORF CheckCLOSE STATUS The Close Status indicates if a voucher is open and active or if it has been closed. Closed vouchers are no longer usable for payments.CREATION DATE Date the voucher was created and saved.

ENTRY STATUSEntry Status is the first level in the Voucher Life Cycle. Created vouchers default to Open. The Entry Status will update throughout the life of the voucher. In the post processing, Entry Status may reflect the following statuses for a voucher: Postable, Delete, Close or Recycle.

DENIEDVouchers denied are sent are sent back to the initiator, wo can view the comments to cancel the voucher or make changes and re-sumit for approval. The AP Approver and SCO Claims Audits can deny vouchers in Workflow. Note: Commitment Control is not reversed.

GROSS AMOUNT The full amount of the voucher, including merchandise and service amounts. This amount includes freight, and sales tax.

HOLD PAYMENTThe voucher payment is in suspense or placed on Hold by SCO or the AP Processor. A Hold Payment means SCO will not issue payment. Hold payments can be removed by authorized staff.

INVOICE DATE Vendor's Invoice date

INVOICE NUMBERSInvoice number is the Vendor's Statement number. Unique invoice numbers are checked by PeopleSoft as part of its duplicate payment validation. If the invoice number is a duplicate, the system will display an error.

LOCATION A vendor location is not a physical address. The location indicates if the address is there MAIN location.

MATCHING STATUSMatching process to compare vouchers with purchase orders and receiving documents. The voucher will only pay for the goods and services order and received

METHOD Payment Method (e.g.System Check, EFT, Manual Check)ORIGIN Indicates how the Voucher was created. ONL - On-line Process EXL - External Interface XML - Spreadsheet Upload

PAY TERMThe Pay Term Payment terms dictate when payments to the vendor will be made. Generally, most state departments will use a “Net 45″ payment term meaning that the payment will be issued 45-days from the date of the invoice.

PAYMENT DATE Warrant or ORF Issue DatePENDING Vouchers approved and submitted to SCO by the AP Approver, but not approved by SCO Claim Audits are considered pending.

POSTABLEIf the voucher passes all validations, it goes into a Postable state. The system generates accounting entries during the voucher posting process. The voucher journal entries will then distribute to the general ledger.

1

AP Handout 6 – Glossary

TERM DEFINITION

PUSH BACKPushing back the voucher sends it back to the approver, who can view the comments about the voucher and determine what is needed. SCO Claims Audits can push back vouchers. Note: Commitment Control is not reversed.

RECYCLED Vouchers that are flagged with errors during the voucher edit process are assigned the status Recycle. REFERENCE SCO Warrant Number or Department ORF Number that was issue to a vendor or employee.

REMIT TO:Payment Remittance Address. ( Note: The REMIT TO address can be different from the Invoice Address. It is very important to make sure the REMIT TO: address matches the invoice)

SAVESave for later button in the Invoice Infomration page allows for incomplete voucher to be saved. These vouchers will not go through budget checking, matching, or be sent to workflow for approval.

SUPPLIER ID A system assigned number given to a supplier (vendor) when it is created by the FI$CAL Vendor Management Unit in PeopleSoft version 9.2

USER IDThe system identifier for the individual who generates a transaction. Note: The system does not always provide users name, but it will provide the User ID number.

VENDOR ID A system assigned number given to a vendor when it is created by the FI$CAL Vendor Management Unit in PeopleSoft version 9.1VENDOR SHORT NAME The PeopleSoft vendor short name used as sort sequence.VOUCHER APPROVAL

Voucher Approval is display in the AP Approval Workflow. It will show the approval status of a voucher (e.g. Pending, Denied, Push back, Approved).

VOUCHER ID System assign identification number given to a voucher when created. It is equivilent to the CALSTARS legacy claim schedule numberVOUCHER SOURCE Determines the sources that created the voucher.

VOUCHER STYLEVoucher Style (Type) determines how the voucher will be used. Prepaid Vouchers will be used for ORF replenishments. Regular Vouchers are used for expenditure transactions. Journal Vouchers are used for correcting transactions.

WORKFLOW

Workflow watches for vouchers that require approval before they can submitted to SCO Claim Audits. Vouchers created by the AP Processor are submitted to AP Approver for approval and once approved submitted to the SCO Approver for payment.

2

AP Handout 7 – AP TIPS

1

A. Invoice Line

The Voucher Invoice is a free fill 28 characters length field. SCO requires that the invoice number on the voucher invoice line match exactly what is printed on the vendor’s hardcopy of the invoice. If the invoice number exceeds the 28 space length, the AP Processor will need to modify the vendor’s preprinted invoice number to what is typed on the invoice line. (Note: The system logic is able to detect duplicate invoice number to avoid over payments.) To be consist, only key the invoice number. Do not add any additional information to the invoice line.

B. Use Speed Charts

For large distributions or Chartfield combinations, Speed Charts can be extremely useful. When selecting the appropriate Speedchart make sure the chartfield combinations populate the distribution lines. (To create Speedcharts see Job Aid 114.) (Tip - Make sure that the distribution lines are populated with amounts before saving the voucher. On rare occasions, the distribution lines have populated with zero dollars in the amount field)

C. Supplier ID listing It is prudent to make a list of Supplier ID and Address Location Numbers that are commonly used by the department. This will ensure consistence when doing research and reconciling.

D. Salary Advances

When creating a Salary Advance, it is imperative that the Employee ID Number be populated in Open Item Key. (Do not leave this field blank.) This allows the Accounts Receivable module to see the open item and settle it when the payroll warrant is deposited. See Job Aid 029 for details.

E. ORF Voucher Styles All ORF payments except Employees (travel), must be created using the Regular Voucher Style. These vouchers will later be replenished by a Journal Voucher Replenishment voucher. (Employees will use the Prepaid Voucher Style and replenish by a Regular Voucher.)

F. Payments made outside of PeopleSoft. Make sure that Outside Payments submitted by paper claim to SCO are recorded to the same appropriation in FI$CAL (e.g. Clearing Account).

G. Work Closely with Procurement/Business Services i. Provide Encumbrance Status Report balances to Procurement staff for validation. ii. Share pertinent FISCAL CMO emails that may impact current business practices.

AP Handout 7 – AP TIPS

2

H. Finalizing Encumbrances in the AP Module i. Make it a habit to finalize encumbrances on all one time matching vouchers

(vouchers created from Purchase Order Receipts). Click on Pink Icon in the Invoice Information Tab. The Pink Icon finalizes the PO encumbrance and Green Icon reverses the encumbrance liquidation. Recommendation: Click the Pink Icon while creating and submitting the voucher.

I. Encumbrance Status by PO Query/Report Review the Encumbrance Status by PO query or report monthly and make sure that encumbrance balances are correct. Regularly review of the report means less clean up at year-end.

J. Validating Encumbrance Accruals on the Final Budget Report When validating encumbrances accurals on the Final Budget Report (Report 6), you will need to first print out the Report 6 and then use the appropriation information in the Encumbrance Accrual Query. The query will provide detail encumbrance balance by period and fiscal year.

AM Handout 1 - Asset Related Accounts

Outline_View Budgetary Control

DEPARTMENTAL ADJUSTMENT LEDGER ACCOUNTS

1 - Assets Yes No

. . 160 - Tangible Assets Yes No

. . . 1600 - Land Yes No

. . . . 1600000 - Land No No

. . . 1601 - Buildings Yes No

. . . . 1601000 - Buildings and Building Improvements No No

. . . . 1601900 - Accumulated Depreciation - Buildings No No

. . . 1603 - Improvements Other Than Buildings Yes No

. . . . 1603000 - Improvements Other Than Buildings No No

. . . . 1603900 - Accumulated Depreciation - Improvements Other Than Buildings No No

. . . 1604 - Leasehold Improvements Yes No

. . . . 1604000 - Leasehold Improvements - Depreciable No No

. . . . 1604100 - Leasehold Improvements - Non-Depreciable No No

. . . . 1604900 - Accumulated Depreciation - Leasehold Improvements No No

. . . 1605 - Equipment Yes No

. . . . 1605000 - Equipment No No

. . . . 1605900 - Accumulated Depreciation - Equipment No No

. . . 1606 - Infrastructure Yes No

. . . . 16060 - Infrastructure - Non-Depreciable Yes No

. . . . . 1606000 - State Highways Infrastructure No No

. . . . 16065 - Infrastructure - Depreciable Yes No

. . . . . 1606500 - Infrastructure - Depreciable No No

. . . . . 1606590 - Accumulated Depreciation - Infrastructure No No

. . . 1608 - Construction Work in Progress Yes No

. . . . 1608000 - Construction Work in Progress No No

. . . 1609 - Other Tangible Assets Yes No

. . . . 1609000 - Collections No No

. . 162 - Intangible Assets Yes No

. . . 1620 - Intangible Assets - Amortizable Yes No

. . . . 16202 - Computer Software - Amortizable Yes No

. . . . . 1620200 - Computer Software - Amortizable No No

. . . . . 1620290 - Accumulated Amortization - Computer Software No No

. . . . 16204 - Land Use Rights - Amortizable Yes No

. . . . . 1620400 - Land Use Rights - Amortizable No No

. . . . . 1620490 - Accumulated Amortization - Land Use Rights No No

. . . . 16206 - Patents, Copyrights and Trademarks - Amortizable Yes No

. . . . . 1620600 - Patents, Copyrights and Trademarks - Amortizable No No

. . . . . 1620690 - Accumulated Amortization - Patents, Copyrights and Trademarks No No

. . . . 16209 - Other Intangible Assets - Amortizable Yes No

. . . . . 1620900 - Other Intangible Assets - Amortizable No No

. . . . . 1620990 - Accumulated Amortization - Other Intangible Assets No No

. . . 1625 - Intangible Assets - Non-Amortizable Yes No

. . . . 1625400 - Land Use Rights - Non-Amortizable No No

. . . . 1625600 - Patents, Copyrights and Trademarks - Non-Amortizable No No

. . . . 1625900 - Other Intangible Assets - Non-Amortizable No No

. . . 1629000 - Internally Generated Intangible Assets in Progress No No

1


DEPARTMENTAL ADJUSTMENT LEDGER ACCOUNTS

. . . 5424 - Depreciation and Amortization Yes No

. . . . 5424100 - Depreciation - Buildings No Yes

. . . . 5424200 - Depreciation - Improvements Other Than Buildings No Yes

. . . . 5424300 - Depreciation - Leasehold Improvements No Yes

. . . . 5424400 - Depreciation - Equipment No Yes

. . . . 5424500 - Depreciation - Infrastructure No Yes

. . . . 5424800 - Depreciation - Other No Yes

. . . . 5424900 - Amortization - Intangible Assets No Yes

2


ASSET RELATED EXPENDITURE ACCOUNTS

. . . 5362 - Capital Asset Purchases Yes No

. . . . 536200 - Land and Improvements Yes No

. . . . . 5362000 - Land Purchases and Non-Depreciable Land Improvements No No

. . . . . 5362029 - Capitalized Land Purchases and Non-Depreciable Land ImprovementsNo Yes

. . . . 536203 - Buildings and Building Improvements Yes No

. . . . . 5362030 - Building Purchases No No

. . . . . 5362040 - Building Improvements - Interior No No

. . . . . 5362045 - Building Improvements - Exterior No No

. . . . . 5362049 - Capitalized Building Purchases and Improvements No Yes

. . . . 536205 - Improvements Other Than Buildings Yes No

. . . . . 5362050 - Improvements Other Than Buildings No No

. . . . . 5362099 - Capitalized Improvements Other Than Buildings No Yes

. . . . 536210 - Leasehold Improvements Yes No

. . . . . 5362100 - Leasehold Improvements - Depreciable No No

. . . . . 5362149 - Capitalized Depreciable Leasehold Improvement Expenditures No Yes

. . . . . 5362150 - Leasehold Improvements - Non-Depreciable No No

. . . . . 5362199 - Capitalized Non-Depreciable Leasehold Improvement ExpendituresNo Yes

. . . . 536220 - Equipment Yes No

. . . . . 5362210 - Agricultural Equipment No No

. . . . . 5362215 - Agricultural Vehicles No No

. . . . . 5362220 - Aircraft No No

. . . . . 5362225 - Aircraft And Related Equipment No No

. . . . . 5362230 - Combat Vehicles No No

. . . . . 5362235 - Communications Equipment No No

. . . . . 5362240 - Computers & Computer Equipment No No

. . . . . 5362245 - Engines / Turbines / Components / Accessories No No

. . . . . 5362250 - Furniture No No

. . . . . 5362255 - Kitchen And Laundry Equipment No No

. . . . . 5362260 - Locomotives No No

. . . . . 5362265 - Law Enforcement Equipment No No

. . . . . 5362270 - Marine Equipment No No

. . . . . 5362275 - Marine Vessels No No

. . . . . 5362280 - Medical Equipment No No

. . . . . 5362285 - Miscellaneous Machinery No No

. . . . . 5362290 - Office Equipment No No

. . . . . 5362295 - Other Land Vehicles No No

. . . . . 5362300 - Photo/Project/Microfilm Equip No No

. . . . . 5362305 - Public Safety Vehicles No No

. . . . . 5362310 - Recreation And Athletic Equip No No

. . . . . 5362315 - Safety And Maintenance Equip No No

. . . . . 5362320 - Tools No No

. . . . . 5362325 - Transmission Equipment No No

. . . . . 5362330 - Vehicular Equip And Components No No

. . . . . 5362399 - Capitalized Equipment Purchases No Yes

. . . . 536240 - Infrastructure Yes No

. . . . . 5362400 - Bridges No No

. . . . . 5362410 - Roadways No No

3


. . . . . 5362420 - State Highways No No

. . . . . 5362429 - Capitalized State Highway Expenditures No Yes

. . . . . 5362430 - Water Recreation Infrastructure No No

. . . . . 5362435 - Water System Infrastructure No No

. . . . . 5362440 - Other Infrastructure No No

. . . . . 5362449 - Capitalized Other Infrastructure Expenditures No Yes

. . . . 536248 - Other Tangible Assets Yes No

. . . . . 5362480 - Artworks and Paintings No No

. . . . . 5362484 - Books No No

. . . . . 5362488 - Manuscripts No No

. . . . . 5362492 - Music No No

. . . . . 5362496 - Statues No No

. . . . . 5362499 - Capitalized Collections Purchases No Yes

. . . . 53625 - Intangible Assets Yes No

. . . . . 536250 - Intangible Assets - Amortizable Yes No

. . . . . . 5362510 - Software - Amortizable No No

. . . . . . 5362520 - Patents - Amortizable No No

. . . . . . 5362530 - Copyrights No No

. . . . . . 5362540 - Trademarks - Amortizable No No

. . . . . . 5362545 - Other - Amortizable

. . . . . . 5362549 - Capitalized Amortizable Intangible Asset Expenditures No Yes

. . . . . 536255 - Intangible Assets - Non-Amortizable Yes No

. . . . . . 5362550 - Goodwill No No

. . . . . . 5362560 - Use Rights - Non-Amortizable No No

. . . . . . 5362570 - Patents - Non-Amortizable No No

. . . . . . 5362580 - Trademarks - Non-Amortizable No No

. . . . . . 5362590 - Other - Amortizable

. . . . . . 5362599 - Capitalized Non-Amortizable Intangible Asset Expenditures No Yes

4


. . . 5368 - Non-Capital Asset Purchases Yes No

. . . . 53680 - Equipment Yes No

. . . . . 5368005 - Agricultural Equipment No No

. . . . . 5368015 - Communications Equipment No No

. . . . . 5368025 - Computers & Computer Equipment No No

. . . . . 5368035 - Fleet No No

. . . . . 5368045 - Furniture No No

. . . . . 5368055 - Kitchen And Laundry Equipment No No

. . . . . 5368065 - Law Enforcement Equipment No No

. . . . . 5368075 - Marine Equipment No No

. . . . . 5368085 - Medical Equipment No No

. . . . . 5368095 - Miscellaneous Equipment No No

. . . . . 5368105 - Miscellaneous Machinery No No

. . . . . 5368115 - Office Equipment No No

. . . . . 5368125 - Photo/Project/Microfilm Equip No No

. . . . . 5368135 - Recreation And Athletic Equip No No

. . . . . 5368145 - Safety And Maintenance Equip No No

. . . . . 5368155 - Tools No No

. . . . 53689 - Intangible Assets Yes No

. . . . . 5368900 - Copyrights No No

. . . . . 5368910 - Goodwill No No

. . . . . 5368920 - Patents No No

. . . . . 5368930 - Software No No

. . . . . 5368940 - Trademarks No No

. . . . . 5368950 - Use Rights Non-Depreciable No No

. . . . . 5368990 - Other Intangible Assets No No

5

AM Handout 2 – Statewide Asset Profile IDs (Refer to Job Aid Fi$Cal.002 – Correctly Classifying Items as Assets in FI$Cal 1.0)

1

Profile ID Profile ID Description Useful Life

AGRI_EQUIP AGRICULTURAL EQUIPMENT 120

AIRCRAFT15 AIRCRAFT AND RELATED EQUIPMENT 180

AIRCRAFT20 AIRCRAFT 240

AMMUN AMMUNITION AND EXPLOSIVE EQUIP 24

ARTWORK ARTWORK AND PAINTINGS 999*

BOOKS BOOKS 999*

BRIDGE BRIDGES 480

BUILDINGS BUILDINGS 480

COMM_EQUIP COMMUNICATIONS EQUIPMENT 60

COMP_EQUIP COMPUTERS & COMPUTER EQUIPMENT 60

COPYRIGHTS COPYRIGHTS 240

ENG_COMP ENGINES COMPONENTS AND ACCES. 60

ENGINES ENGINES/TURBINES/COMPONENTS 60

EXT_IMPR20 EXTERIOR BLDG IMPROVEMENT 20YR 240

EXT_IMPR40 EXTERIOR BLDG IMPROVEMENT 40YR 480

FILM_EQUIP PHOTO/PROJECT/MICROFILM EQUIP 60

GOODWILL GOODWILL 999*

HIGHWAY STATE HIGHWAY 480

HOSP_FURN HOSPITAL FURNITURE 84

HOUSE_FURN HOUSEHOLD FURNITURE 84

IMPRV_OTH IMPROVEMENTS OTHER THAN BUILD 120

INFRA20 INFRASTRUCTURE 20YR 240

INFRA40 INFRASTRUCTURE 40YR 480

INT_IMPR10 INTERIOR BLDG IMPROVEMENT 10YR 120



KIT_LNDRY KITCHEN AND LAUNDRY EQUIPMENT 120

LAND LAND 999*

LAND_IMPRV ENVIRONMENTAL IMPROVEMENTS 240

LAW_ENFORC LAW ENFORCEMENT 180

LND_IMP_ND LAND IMPRVMNTS NON-DEPRECIABLE 999

LSHLD_IMPR LEASEHOLD IMPROVEMENT 240

MACHINE MISCELLANEOUS MACHINERY 120

MAIL_FURN MAIL ROOM FURNITURE 84

MAINTNANCE SAFETY AND MAINTENANCE EQUIP 120

MANUSCRIPT MANUSCRIPTS 999*

MAR_EQUIP MARINE EQUIPMENT 120

MARINE MARINE VESSELS 120

MED_EQUIP MEDICAL EQUIPMENT 120

2

Profile ID Profile ID Description Useful Life OFF_FURN OFFICE FURNITURE 84

OFF_MACH OFFICE MACHINES 60

OTH_INTANG OTHER INTANGIBLES 240

PATENT PATENTS 240

PATENT_ND PATENTS NON-DEPRECIABLE 999*

PRIS_FURN FURNITURE (PRISONS) 84

REC_EQUIP RECREATION AND ATHLETIC EQUIP 60

ROADWAY ROADWAYS 480

SCHL_FURN SCHOOL FURNITURE 84

SOFTWARE SOFTWARE 60

STATUES STATUES 999*

TOOLS TOOLS 120

TRADEMARK TRADEMARKS 240

TRADMRK_ND TRADEMARKS NON-DEPRECIABLE 999*

TRAN_EQUIP TRANSMISSION EQUIPMENT 60

USE_RHT_ND USE RIGHTS NON-DEPRECIABLE 999*

USE_RIGHTS USE RIGHTS 240

VEH_EQUIP VEHICULAR EQUIP AND COMPONENTS 60

VEHICLE_AG AGRICULTURAL VEHICLES 120

VEHICLE_CB COMBAT VEHICLES 120

VEHICLE_LM LOCOMOTIVES 120

VEHICLE_OL OTHER LAND VEHICLES 60

VEHICLE_PS PUBLIC SAFETY VEHICLES 24

WATER_REC WATER RECREATION 60

WATER_SYS WATER SYSTEMS 60

A. PURCHASE NON‐CAPITAL ASSET

i. Voucher is Approved

DR 5368xxx Non‐Capital Asset Purchases

CR 20000000 Accounts Payable

ii. Voucher is Paid

DR 20000000 Accounts Payable

CR 1109200 Pending Cash ‐ Accounts Payable

iii. Non‐Capital Asset is added to AM

No entries in Departmental Adjustment Ledger

B. PURCHASE CAPITAL ASSET

i. Voucher is Approved

DR 5362xxx Capital Asset Purchases

CR 20000000 Accounts Payable

ii. Voucher is Paid

DR 20000000 Accounts Payable

CR 1109200 Pending Cash ‐ Accounts Payable

iii. Capital Asset is added to AM (Departmental Adjustment Ledger)

DR 1605000 Equipment

CR 5362399 Capitalized Equipment Purchase

C. RECORD MONTHLY DEPRECIATION EXPENSE

i. Record Monthly Depreciation Expense (Departmental Adjustment Ledger)

DR 5424400 Depreciation Expense

CR 1605900 Accumulated Depreciation‐Equipment

AM Handout 3 - Journal Entries

AM Handout 4 – Reconciliation Tips 1. Develop an understanding of the statewide Asset Profile ID’s and highlight the ones relevant

to your department. 2. Become familiar with the asset related GL accounts. For e.g., capital assets are posted to

the 5362 series of accounts and non-capital assets are posted to the 5368 series of accounts.

3. Work closely with Procurement staff and share FI$Cal Asset Management (AM) terminology.

Communicate the importance of using correct Profile ID’s and GL accounts. 4. Prepare a cheat sheet for Accounting and Procurement staff of the commonly used Profile

ID’s and GL accounts relevant to your department. 5. Instruct Procurement staff to check with accounting staff on the proper use of Profile ID’s

and Asset GL accounts on the PO if they are unsure. Set up a process to catch incorrect coding before the PO is dispatched.

6. During month end reconciliation, accounting staff should communicate the incorrect use of Asset Profile ID’s and GL accounts to Procurement staff and use as mini training sessions.

7. Run GL reports and AM reports to reconcile asset expenditure accounts in the modified accrual ledger to assets recorded in the AM module and the departmental adjustment ledger.

AM Handout 5 - Reports

A. LEDGER ACTIVITY REPORTReport Number and Name GLS7002 ‐ Ledger Activity Report

Purpose Lists the beginning and ending ledger balances by ChartField

combination and account. Also lists the detailed journal line activity

that is posted against the ledger for the accounting periods that are

specified.

Navigation General Ledger > General Reports > Ledger Activity


Report Parameters for Reconciliation Fund, ENY, Account

Special Notes Run for Modified Accrual Ledger to reconcile asset purchases. Run for

Departmental Adjustment Ledger to reconcile capitalized asset

addition/deductions, depreciation expense and accumulated

depreciation.

B. ASSET HISTORY SHEET REPORTReport No. AMDE1002 ‐ Asset History Report Summary

Purpose Report shows Asset ID, Description, In Service Date, Depreciation

Method, Useful Life, Cost, Additions, Retirements, Depreciation and

Accumulated Depreciation

Navigation Load: Asset Management > Financial Reports > Load Reporting Tables >

Asset History Report Tbl

Run: Asset Management > Financial Reports > Asset Details > History

Report Job Aid # FI$Cal.080 Report Job Aid AM

Report Parameters for Reconciliation BU, Book Name, Fiscal Year, Fund

Special Notes This report is a two step process, which requires you to load the report

first, and run the report next.

C. CUSTOM TRIAL BALANCE

Report No. ZGL111 ‐ Trial Balance by Period

Purpose Displays by Account the description, beginning, debit, credit, and

ending balances by Fund

Navigation FI$Cal Processes > FI$Cal Report > GL Reports > Trial Balance by Period

Report Job Aid # FI$Cal.080 Report Job Aid GL

Report Parameters for Reconciliation Business Unit, Ledger, Fund, Period, Fiscal Year

Special Notes

1

D. NET BOOK VALUE DETAIL REPORTReport No. AMDP2100Purpose Generates an online report of depreciation processing results, and

shows asset IDs, cost balance, current depreciation, YTD/LTD

depreciation, and net book value

Navigation Asset Management > Financial Reports > Cost and Depreciation > Asset

Net Book Value

Report Job Aid # FI$Cal.080 Report Job Aid AMReport Parameters for Reconciliation Report By, CF Template ID, RF Template ID, Business Unit, Book Name,

Fiscal Year, Period

Special Notes

E, DEPRECIATION ACTIVITY DETAILReport No. AMDP2000 ‐ Depreciation ActivityPurpose Sorts cost activity by ChartField. (SQR), by Category or by Account, and

shows beginning/prior/ending depreciation.

Navigation Load: Asset Management > Financial Reports > Loading Reporting

Tables > Depr Reporting Table

Run: Asset Management > Financial Reports > Cost and Depreciation >

Depreciation Activity

Report Job Aid # FI$Cal.080 Report Job Aid AMReport Parameters for Reconciliation Report By, CF Template ID, RF Template ID, Business Unit, Book Name,

Fiscal Year, Period

Special Notes This report is a two step process, which requires you to load the report

first, and run the report next.

2

FI$CAL LABOR DISTRIBUTION – HANDOUT #1 HELPFUL JOB AIDS

Understanding how Chartfields/Accounting Entries and Journals are created

FI$Cal.171 – Description of Hierarchy that Determines Gross Amount Account/Alt

Account

FI$Cal.172 – How the Labor Distribution Process Determines Chartfield Combinations

for Distribution of Labor Costs 1.0

Validating and Changing Configurations

FI$Cal.163 – Configuring Business Unit Options

FI$Cal.181 – Configuring Benefit Type Options

FI$Cal.164 – Configuring Class Type Options

FI$Cal.165 – Configuring Payment Type Options

FI$Cal.166 – Configuring Serial Number Options

FI$Cal.255 – Establishing New Year Labor Distribution Configuration Tables 1.0

Preparing to Run Labor Distribution FI$Cal.207 – Adding New Employees to FI$Cal 1.0

FI$Cal.265 – Handling Mid-Month Employee Configuration Changes 1.0

FI$Cal.183 – Using the Personal Activity Sheet Page 1.0

FI$Cal.182 – Using the Excel-to-Component Interface Personal Activity Sheet 1.0

Understanding and Using the Queries FI$Cal.169 – Description of LD Payroll Queries 1.0

FI$Cal.170 – Description of Accounting Entries Query 1.0

Running Labor Distribution

FI$Cal.184 – Running Labor Distribution 1.0

FI$Cal.084 – Using the Labor Distribution Error Reports and Page

Fix for un-matched Enactment Year and Budget Date (Payments crossing Fiscal Years) FI$Cal.253 – Correcting Enactment Year and Budget Date for Labor Distribution

Transactions 1.0

Fix for LD Journal(s) with Suspense Entries FI$Cal.033 – Review and Correct Suspended GL Entries 2.0

Journal for Entering Total Payroll Disbursement from State Controller’s Office FI$Cal.187 – Month End Common Accounting Entries 1.0

FI$Cal.188 – Create and Process Journal Entries

o Make sure to use journal source “PAY” for this labor entry to ensure PFA collects

correct data.

Report Listing and Brief Descriptions FI$Cal.080 – Labor Distribution (LD) Reports Job Aid

Also see FI$CAL LABOR DISTRIBUTION – HANDOUT #3, Helpful Queries &

Reports provided by Department of Finance in Overview Training.

FI$CAL LABOR DISTRIBUTION – HANDOUT #2 SUGGESTED BUSINESS PROCESS

1. Complete any Configuration Changes during the month to the extent possible. Department Human Resource offices made need to make the Labor Maintainer aware of any employee movement and new hires.

2. Enter any known Adjusted Personal Activity Sheets during the month to the extent possible.

3. Enter any Personal Activity Sheets and Group Activity Sheets at month end.

4. Initial Reconciliation a. Filter ZZ_LD_PAYROLL_HEADERS to exclude Clearance Type “5” and “9” (PARs and

non-payroll items) and use the total Gross Amount. b. Filter ZZ_LD_PAYROLL_BENEFITS to exclude Clearance Type “5“9” (PARs and

non-payroll items) and use the total Benefit Amount. c. Total SCO Agency Reconciliation Report (Tab Run) CLOs. d. Ensure Total from Tab Run equals the summed Total of ZZ_LD_PAYROLL_HEADERS

and ZZ_LD_PAYROLL_BENEFITS.

5. Run and save initial queries. Review any initial errors. Make any necessary configuration corrections based on queries to correct errors. a. ZZ_LD_PAYROLL_HEADERS b. ZZ_LD_PAYROLL_BENEFITS c. ZZ_PAYROLL_ERR d. ZZ_BUDGET_ERR_ONLY e. ZZ_CHARTFLD_ERR

6. Run initial reports for Activity Sheets. Review initial errors or missing items. Make any

necessary corrections or input as necessary. a. Activity Sheet Error Report b. Missing Activity Sheet Report

7. Run Labor Distribution.

8. Re-run and save queries listed in Step #5. Review errors. Make any necessary

configuration corrections based on queries. Repeat Steps 5-7 as needed until labor is fully distributed and no errors remain.

9. Final Reconciliation a. Total Tab Run CLOs by year. b. Run, save, and filter ZZ_LD_ACCT_ENTRIES to exclude reversals from Clearing

Account program (from Reporting Unit Translation) and/or Cash Accounts (1109600) as applicable i. Total by ENY ii. Compare to Tab runs by year.

1. CY should tie exactly 2. PY may be off if multiple prior years were included in Tab Run PY. If so, ensure

this is correct by validating that any PPY payroll was for pay periods in those prior fiscal years. Ensure that the total of PPY equals Tab Run PY. a. If these ENYs are incorrect research and check employee/Reporting Unit

Translation configurations. b. Adjusted Personal Activity Sheets may need to be entered to correct any

issues and LD re-run. c. Re-run ZZ_LD_ACCT_ENTRIES and go through Step 5 process again.

FI$CAL LABOR DISTRIBUTION – HANDOUT #2 SUGGESTED BUSINESS PROCESS

10. Enter Initial Payroll Journal for Labor; see Job Aid FI$Cal.187 – Month End Common Accounting Entries. Use Journal Source “PAY” to ensure PFA reports run correctly.

11. Review Labor Distribution system generated journals to ensure no entries are in suspense. Refer to Job Aid FI$Cal.033 – Review and Correct Suspended GL Entries 2.0.

FI$CAL LABOR DISTRIBUTION - HANDOUT #3

HELPFUL QUERIES & REPORTS

Table of Contents

A. MAINTENANCE A. RUNNING LABOR DISTRIBUTION1 ZZ_EMP_DEFAULTS 1 Activity Sheet Error Report

2 ZZ_EMP_GROUP_LIST 2 Missing Activity Sheet Report

3 ZZ_EMP_OPT_LIST

4 ZZ_LD_EMPS_WITH_PRU_DEFAULTS B. REVIEWING ACCOUNTING ENTRIES GENERATED

5 ZZ_LD_EMP_GROUP_DEFAULTS 1 Labor Details by ChartField Combination

6 ZZ_LD_EMP_GROUP_DEFS_EFFDT 2 Labor Details by Employee

7 ZZ_LD_EMP_OPTIONS

C. FSC USE ONLYB. RUNNING LABOR DISTRIBUTION 1 Reconcile Payroll Clearance

1 ZZ_BUDGET_ERR_ONLY

2 ZZ_CHARTFLD_ERR

3 ZZ_LD_PAYROLL_HEADERS

4 ZZ_LD_PAYROLL_BENEFITS

5 ZZ_PAYROLL_ERR

6 ZZ_LD_UNDIST_PAYROLL

C. REVIEWING ACCOUNTING ENTRIES GENERATED

1 DFQ_LD_03_ACCT_ENTRIES

2 DFQ_LD_02_CLO_EMP_SUMMARY

3 DFQ_LD_01_CLO_SUMMARY

4 ZZ_LD_ACCT_ENTRIES_EMPID_RANGE5 ZZ_LD_ACCT_ENTRIES_PRU6 ZZ_LD_ACCT_ENTRIES_PRU_PAYPER7 ZZ_LD_EMP_CF_TOTALS_PAY_PER8 ZZ_LD_GRP_PAS_TOTALS_PAY_PER9 ZZ_LD_UNDIST_PAYROLL

LD ‐ QUERIES LD ‐ REPORTS



Detailed-Queries

A. MAINTENANCE1 ZZ_EMP_DEFAULTS

Query Name ZZ_EMP_DEFAULTS

Purpose Provides a listing of all Employee Default records.

Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # N/A

Query Parameters SetID, which is the Business Unit number

Special Notes This is only for Employee IDs which have Defaults configured specifically to them and are not

using Employee Group Defaults. The query will provide records for every Effective Date, and

every Line Number, for which an Employee ID has Employee Defaults configured.

LD ‐ QUERIES



Detailed-Queries

LD ‐ QUERIES2 ZZ_EMP_GROUP_LIST

Query Name ZZ_EMP_GROUP_LIST

Purpose Provides a listing of all Employee Group Default records.



Query Parameters SetID, which is the Business Unit number.

Special Notes This is only for Employee Groups which have Defaults configured specifically to them. The

query will provide records for every Effective Date, and every Line Number, for which an

Employee Group has Employee Group Defaults configured.

Query is similar to ZZ_LD_EMP_GROUP_DEFAULTS but has a few less fields.



Detailed-Queries

LD ‐ QUERIES

3 ZZ_EMP_OPT_LIST

Query Name ZZ_EMP_OPT_LIST

Purpose Provides a listing of all Employee Options records.



Query Parameters SetID, which is the Business Unit number.

Special Notes This is only for Employee IDs which have been configured specifically to the BU. The query will

provide records for every Effective Date for which an Employee ID has been configured.

Query is similar to ZZ_LD_EMP_OPTIONS, but does not provide additional fields and tracking

information regarding the last time a record was updated.



Detailed-Queries

LD ‐ QUERIES4 ZZ_LD_EMPS_WITH_PRU_DEFAULTS

Query Name ZZ_LD_EMPS_WITH_PRU_DEFAULTS

Purpose Provides a listing of all Employee ID records for the requested.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # N/AQuery Parameters SetID, which is the Business Unit number,

Payroll Agency Code, and

Reporting UnitSpecial Notes This is only for Employee IDs which have been configured specifically to the BU, Payroll Agency

Code, and Reporting Unit. The query will provide records for every Effective Date for which an

Employee ID has been configured.



Detailed-Queries

LD ‐ QUERIES5 ZZ_LD_EMP_GROUP_DEFAULTS

Query Name ZZ_LD_EMP_GROUP_DEFAULTS

Purpose Provides a listing of all Employee Group Default records. Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # N/AQuery Parameters SetID, which is the Business Unit number.Special Notes This is only for Employee Groups which have Defaults configured specifically to them. The



Query is similar to ZZ_EMP_GROUP_LIST with a few additional fields; query also retrieves

same fields as ZZ LD EMP GROUP DEFS EFFDT.



Detailed-Queries

LD ‐ QUERIES6 ZZ_LD_EMP_GROUP_DEFS_EFFDT

Query Name ZZ_LD_EMP_GROUP_DEFS_EFFDT

Purpose Provides a listing of all Employee Group Default records. Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # N/AQuery Parameters SetID, which is the Business Unit number.Special Notes This is only for Employee Groups which have Defaults configured specifically to them. The



Query is similar to ZZ_EMP_GROUP_LIST with a few additional fields; query also retrieves

same fields as ZZ LD EMP GROUP DEFAULTS.



Detailed-Queries

LD ‐ QUERIES7 ZZ_LD_EMP_OPTIONS

Query Name ZZ_LD_EMP_OPTIONS

Purpose Provides a listing of all Employee Options records.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # N/AQuery Parameters SetID, which is the Business Unit number.Special Notes This is only for Employee IDs which have been configured specifically to the BU. The query will

provide records for every Effective Date for which an Employee ID has been configured.

Query is similar to ZZ_EMP_OPT_LIST, and also provides additional fields and tracking

information regarding the last time a record was updated.



Detailed-Queries

LD ‐ QUERIESB. RUNNING LABOR DISTRIBUTION

1 ZZ_BUDGET_ERR_ONLYQuery Name ZZ_BUDGET_ERR_ONLY

Purpose Provides listing of all accounting entries that encountered errors during Budget Checking.

These entries are not posted to Commitment Control and as such, must be researched and

corrective action taken prior to running the labor distribution process again.


Search By Query NameQuery/Report Job Aid # FI$Cal.084 ‐ Using the Labor Distribution Error Reports and PageQuery Parameters GL Business Unit number.Special Notes Important fields in the query are the Message Code and Message, as well as the Budg Dt and

Enact Year fields.

Depending on the error message, you will want to check the ChartField string to see if it is a

valid appropriation and then check the Budget Date (Budg Dt )to ensure it is a valid date based

on the ChartField string.

Some payroll costs will cross fiscal years and have an ENY (Enact Year ) with a Budget Date that

are out of sync and failing Budget Checking.



Detailed-Queries

LD ‐ QUERIES2 ZZ_CHARTFLD_ERR

Query Name ZZ_CHARTFLD_ERR

Purpose Provides listing of all accounting entries that failed Combination Edits and identifies the related

error(s).Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # FI$Cal.084 ‐ Using the Labor Distribution Error Reports and Page

Query Parameters GL Business Unit number.

Special Notes Important fields in the query are the Error Message and related ChartFields (various).

Depending on the error message, you will want to check the ChartField string to see if it is a

valid combination.



Detailed-Queries

LD ‐ QUERIES3 ZZ_LD_PAYROLL_HEADERS

Query Name ZZ_LD_PAYROLL_HEADERS

Purpose Provides listing of all Payroll Headers, with gross amount and other information in the payroll

record from SCO (excluding State share of benefit amounts), for a specific Business Unit, Fiscal

Year, and Accounting Period.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # FI$Cal.169 ‐ Description of LD Payroll Queries 1.0Query Parameters Business Unit,

Fiscal Year, and

Period, which is the Accounting PeriodSpecial Notes Important fields in the query are Clearance Type, Gross Amt, and Payroll Hdr Status.

Clearnace Type. This query includes non‐CLO information (such as PARs) from the SCO. These

can be filtered out by excluding Clearance Type "5" and "9."

Gross Amt. Some records may show a Gross Amt of "0.00" but have a Net Amt. These could

still have a Payroll Hdr Status of "N" for not‐distributed because there were no Gross Amt

dollars to distribute in the labor distribution process.

Payroll Hdr Status. This column allows users to identify which records have been distributed

through the labor distribution process. The job aid provides a listing of all codes and their

meaning. Labor distribution of the payroll headers is complete when there are no longer any

records in error (Payroll Hdr Status = "E") and no records with a non‐zero Gross Amt and

Payroll Hdr Status of not‐distributed ("N")



Detailed-Queries

LD ‐ QUERIES4 ZZ_LD_PAYROLL_BENEFITS

Query Name ZZ_LD_PAYROLL_BENEFITS

Purpose Provides listing of all Payroll Benefits, with the benefit amount and other information in the

payroll record from SCO, for a specific Business Unit, Fiscal Year, and Accounting Period.


Search By Query NameQuery/Report Job Aid # FI$Cal.169 ‐ Description of LD Payroll Queries 1.0Query Parameters Business Unit,

Fiscal Year, and

Period, which is the Accounting PeriodSpecial Notes Important fields in the query are Clearance Type, Benefit Amt, and Payroll Hdr Status.

Clearnace Type. This query includes non‐CLO information (such as PARs) from the SCO. These

can be filtered out by excluding Clearance Type "5" and "9."

Benefit Amt. Some records may show a Benefit Amt of "0.00". These could still have a Payroll

Hdr Status of "N" for not‐distributed because there were no dollars to distribute in the labor

distribution process.

Payroll Hdr Status. This column allows users to identify which records have been distributed

through the labor distribution process. The job aid provides a listing of all codes and their

meaning. Labor distribution of the payroll headers is complete when there are no longer any

records in error (Payroll Hdr Status = "E") and no records with a non‐zero Benefit Amt and

Payroll Hdr Status of not‐distributed ("N")



Detailed-Queries

LD ‐ QUERIES5 ZZ_PAYROLL_ERR

Query Name ZZ_PAYROLL_ERR

Purpose Provides a listing of all payroll records for which Accounting Entries could not be generated

and gives the reason why. Also identifies any unconfigured employees before labor

distribution is run for the month(s) loaded and available for distribution.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # FI$Cal.084 ‐ Using the Labor Distribution Error Reports and PageQuery Parameters Unit, which is the Business Unit

Special Notes Important fields in the query are Employee ID, Error Number, and Error Message.

Employee ID. The Employee ID and records that have the error.

Error Number. The error code identifying the error.

Error Message. The error message for the related error code. This provides additional

information to help users identify what additional research or corrective action needs ot be

taken for the affected labor records to be able to distribute.



Detailed-Queries

LD ‐ QUERIESC. REVIEWING ACCOUNTING ENTRIES GENERATED

1 ZZ_LD_ACCT_ENTRIESQuery Name ZZ_LD_ACCT_ENTRIES

Purpose Provides all accounting entries created by Labor Distribution and identifies the employee and

position number associated with each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # FI$Cal.170 ‐ Description of Accounting Entries Query 1.0Query Parameters Business Unit,

Fiscal Year, and

Period, which is the Accounting PeriodSpecial Notes Important fields in the query are Employee ID, Pay Period Year, Pay Period Mon, Journal ID,

Agency Code, Reporting Unit, Class Code, Serial No, First Init, Mid Initial, Last Name, and

Payroll Hdr Status.

These fields help in identifying specific employees or position numbers when researching how

payroll expenditures were recorded.

The query also allows users to look at all expenditures created by labor distribution separately

from any other expenditures recorded to the personal services (51xxxxx) account codes.

If the department has a large amount of records and receive the max exceeded error below,

users can Schedule the query to run like a report to Excel instead of to HTML.



Detailed-Queries

LD ‐ QUERIES



Detailed-Queries

LD ‐ QUERIES2 ZZ_LD_ACCT_ENTRIES_1_EMP

Query Name ZZ_LD_ACCT_ENTRIES_1_EMP

Purpose Provides all accounting entries, created by Labor Distribution, for the fiscal year for a specified

employee and identifies the position number associated with each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # None specific to this query, but refer to FI$Cal.170 for description of columns.Query Parameters Business Unit,

Fiscal Year, and

Emp ID, which is the Employee ID.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.

Important fields in the query are Fiscal Year, Period (which is Accounting Period), Pay Period

Year, Pay Period Mon, Journal ID, Agency Code, Reporting Unit, Class Code, Serial No, and

Payroll Hdr Status.

These fields help in identifying expenditures for specific employees when researching how




Detailed-Queries

LD ‐ QUERIES3 ZZ_LD_ACCT_ENTRIES_EMPID_RANGE

Query Name ZZ_LD_ACCT_ENTRIES_EMPID_RANGE

Purpose Provides all accounting entries, created by Labor Distribution, for a range of employee IDs and

identifies the employee ID and position number associated with each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer


Fiscal Year,

Period, which is the Accounting Period,

From Emp ID, which is the start of the Employee ID range, and

Through Emp ID, which is the end of the Employee ID range.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.

Important fields in the query are Employee ID , Pay Period Year, Pay Period Mon, Journal ID,

Agency Code, Reporting Unit, Class Code, Serial No, and Payroll Hdr Status.





Detailed-Queries

LD ‐ QUERIES4 ZZ_LD_ACCT_ENTRIES_PRU

Query Name ZZ_LD_ACCT_ENTRIES_PRU

Purpose Provides all accounting entries, created by Labor Distribution, for a a Payroll Reporting Unit

and identifies the employee ID and position number associated with each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer


Fiscal Year,

Acctg Period, which is the Accounting Period,

Payroll Agency Code, and

Reporting Unit.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.

Important fields in the query are Employee ID , Pay Period Year, Pay Period Mon, Journal ID,

Agency Code, Reporting Unit, Class Code, Serial No, and Payroll Hdr Status.





Detailed-Queries

LD ‐ QUERIES5 ZZ_LD_ACCT_ENTRIES_PRU_PAYPER

Query Name ZZ_LD_ACCT_ENTRIES_PRU_PAYPER

Purpose Provides all accounting entries, created by Labor Distribution, for a a Payroll Reporting Unit

and a specific Pay Period, and identifies the employee ID and position number associated with

each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer


Fiscal Year,

Acctg Per, which is the Accounting Period,

Payroll Agency Code,

Reporting Unit,

Pay Period Year, and

Pay Period Mon.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.

Important fields in the query are Employee ID , Journal ID, Agency Code, Reporting Unit, Class

Code, Serial No, and Payroll Hdr Status.





Detailed-Queries

LD ‐ QUERIES



Detailed-Queries

LD ‐ QUERIES6 ZZ_LD_EMP_CF_TOTALS_PAY_PER

Query Name ZZ_LD_EMP_CF_TOTALS_PAY_PER

Purpose Summarizes expenditures and ChartFields for a specified employee ID.



From Pay Period Year,

From Pay Period Month,

to Pay Period Year,

to Pay Period Mon, and

Employee ID.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.

Important fields in the query are Employee ID , Pay Period Year, Pay Period Mon.





Detailed-Queries

LD ‐ QUERIES7 ZZ_LD_EMP_DIST_ENTRIES

Query Name ZZ_LD_EMP_DIST_ENTRIES

Purpose Provides all accounting entries, created by Labor Distribution, for the fiscal year for a specified

employee and identifies the position number associated with each entry.Navigation Main Menu > Reporting Tools > Query > Query Viewer


ID, which is the Employee ID.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES and ZZ_LD_ACCT_ENTRIES_1_EMP.


Year, Pay Period Mon, and Journal ID.





Detailed-Queries

LD ‐ QUERIES8 ZZ_LD_GRP_PAS_TOTALS_PAY_PER

Query Name ZZ_LD_GRP_PAS_TOTALS_PAY_PER

Purpose Provides all accounting entries, created by Labor Distribution, for the pay period range

specified, for Group Personal Activity Sheets.Navigation Main Menu > Reporting Tools > Query > Query Viewer



Reporting Unit,

From Pay Period Year,

From Pay Period Month,

To Pay Period Year, and

To Pay Period Month.Special Notes Query is similar to ZZ_LD_ACCT_ENTRIES.


Year, Pay Period Mon, and Employee ID.





Detailed-Queries

LD ‐ QUERIES9 ZZ_LD_UNDIST_PAYROLL

Query Name ZZ_LD_UNDIST_PAYROLL

Purpose Provides all payroll records, for the fiscal year and accounting period, which have not been

distributed by labor distribution.Navigation Main Menu > Reporting Tools > Query > Query Viewer

Search By Query NameQuery/Report Job Aid # None specific to this query, but refer to FI$Cal.169 for description of columns.

Query Parameters Business Unit,

Fiscal Year, and

Accounting Period.Special Notes Query is similar to ZZ_LD_PAYROLL HEADERS .

Important fields in the query are ID which is the Employee ID, Fiscal Year, Accounting Period ,

Pay Period Year, Pay Period Mon, and Gross Amt.

These fields help in identifying expenditures for specific employees when researching why

payroll expenditures were not distributed.



Detailed-Reports

A. RUNNING LABOR DISTRIBUTION

1 Activity Sheet Error Report / ZZ_GL_ACTERR / RPTGL098

Report Name Activity Sheet Error Report / ZZ_GL_ACTERR / RPTGL098

Purpose Provides a listing of activity sheets with error(s) and the related error message.

Navigation Main Menu > FI$Cal Processes > FI$Cal Report > LD Reports >

Activity Sheet Error ReportQuery/Report Job Aid # N/A

Report Parameters GL Business Unit, and

Reporting Structure (Yes/No).Special Notes The report will run whether or not there are any activity sheets with errors. When there are

no errors, the report will be blank as the sample below.

LD ‐ REPORTS



Detailed-Reports

LD ‐ REPORTS

2 Missing Activity Sheet Report / ZZ_GL_MISACT / RPTGL100

Report Name Missing Activity Sheet Report / ZZ_GL_MISACT / RPTGL100

Purpose Provides a listing of missing activity sheets.


Missing Activity Sheet ReportQuery/Report Job Aid # N/A

Report Parameters GL Business Unit

Pay Period Range (if used)Special Notes This is only for Employee IDs which have Employee Options set to require a Personal Activity

Sheet and one has not been entered to the system.



Detailed-Reports

LD ‐ REPORTS

B. REVIEWING ACCOUNTING ENTRIES GENERATED

1 Labor Details by ChartField Combination / RPTGL116

Report Name Labor Details by ChartField Combination / RPTGL116

Purpose Provides a listing of labor distribution expenditures for the period.


Labor Details by CF ComboQuery/Report Job Aid # N/A

Report Parameters Unit, which is the Business Unit number,

Fiscal Year,

From Period, which is the Accounting Period,

To Period,

Employee ID,


Reporting Unit,

Class Code,

Various ChartFieldsSpecial Notes This report is similar to the ZZ_LD_ACCT_ENTRIES query, but allows for flexibility in what level

of detail and fields are displayed on the report. Users can choose how much or how little to

filter the report and select what fields to show.



Detailed-Reports

LD ‐ REPORTS

2 Labor Details by Employee / RPTGL117

Report Name Labor Details by Employee / RPTGL117

Purpose Provides a listing of labor distribution expenditures for the period.


Labor Details by EmployeeQuery/Report Job Aid # N/A



Detailed-Reports

LD ‐ REPORTS

Report Parameters Unit, which is the Business Unit number,

Fiscal Year,

From Period, which is the Accounting Period,

To Period,

Employee ID,


Reporting Unit,

Class Code,

Various ChartFieldsSpecial Notes This report is similar to the ZZ_LD_ACCT_ENTRIES query, but allows for flexibility in what level

of detail and fields are displayed on the report. Users can choose how much or how little to

filter the report and select what fields to show.



Detailed-Reports

LD ‐ REPORTS



Detailed-Reports

LD ‐ REPORTS

C. FSC USE ONLY

1 Reconcile Payroll Clearance / RPTGL035

Report Name Reconcile Payroll Clearance / RPTGL035

Purpose Provides a listing of payroll and benefit costs paid by SCO.


Reconcile Payroll ClearanceQuery/Report Job Aid # N/A

Report Parameters Business Unit

Special Notes This is used by FSC to reconcile the payroll file from SCO. It lists all payroll and benefits paid by

SCO in the most recent accounting period. It also provides subtotals by clearance number.

FI$CAL ALLOCATIONS – HANDOUT #1 HELPFUL JOB AIDS

Introduction to Processing Allocations

GL132 (PowerPoint) – Wave 2 User End Training – Explains the transactions related to

the Processing Allocations in FI$Cal

(http://mss.netdimensions.com/mss/nd/fresco/repository/EKP000181195.pdf) Log into

FI$Cal Training Academy

GL132 – Processing Allocations – Provide knowledge and skills necessary to Create

and Process Allocations in FI$Cal.

(http://mss.netdimensions.com/mss/nd/fresco/repository/EKP000181196.doc) Log into

FI$Cal Training Academy

Statistics Journals FI$Cal.098 – Creating a Statistics Journal 1.0 (http://www.fiscal.ca.gov/access-

fiscal/documents/FISCal.098-Creating_a_Statistics_Journal_1.0.docx)

FI$Cal.001 – General Ledger Spreadsheet Journal Upload

(http://www.fiscal.ca.gov/access-fiscal/documents/FISCal.001-

Spreadsheet_GL_Journal_Upload.docx)

FI$Cal.001 – General Ledger Spreadsheet Journal – (http://www.fiscal.ca.gov/access-

fiscal/Spreadsheet_Journal_Upload.zip)

Maintaining Allocations FI$Cal.008 – Maintaining Allocations 2.0 (http://www.fiscal.ca.gov/access-

fiscal/documents/FISCal.008-Maintaining_Allocations_2.0.docx)

Handout #2 – Journal Edit and Budget Check Errors

Transaction

Type Overridable? Description Notes

All Y Exceeds budget and is over

tolerance.

The Remaining Spending Authority has been

exceeded on the particular controlling budget. Add

more budget or modify ChartField combination on

transaction.

All N No budget exists.

The budget combination has not been established

on the control or track w/budget. Create a new

budget combination or modify ChartField

combination on the transaction.

All N Budget is closed.

The budget combination has been closed. Unclose

the budget combination or modify the Chartfield

combination on the transaction.

All Y Budget is on hold.

The budget combination has been placed on hold.

The budget amount can be modified, but

transactions cannot budget check successfully.

Remove the hold on the budget combination or

modify the Chartfield combination on the

transaction.

All N Invalid budget definition. Budget Definition is not in a valid status. Call FSC

and supply the necessary incident information.

All N Translation tree error

found.

ChartField value is not found on a tree. If the

Budget Definition is using a department-specific

tree, add the specific value to the tree in the

correct placement. If the Budget Definition is using

a statewide tree, please create an incident with

FSC.

All N Budget period not found. Budget Period is not found. Call FSC and supply the

necessary incident information.

All N Budget definition not

found.

Budget Definition is not found. Call FSC and supply

the necessary incident information.

Transaction

Type Overridable? Description Notes

All N Combo Edit Error

1. Identify the line containing the invalid ChartField combination.

2. Identify the combination edit group which has failed.

3. Inquire on Combination Edit Group specifics by using the Review Combination Data inquiry. Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Combination Editing, Review Combination Data, Review Combination Data.

4. Modify the ChartField combination based on the Combination Edit Group that has been triggered.

Statewide Combination Edit Groups are listed

below:

ENACTYRREQ: Enactment Year is required on

Appropriated Expenditures and Reimbursement

transactions.

FEDFUNDPRJ: A project is required when a federal

fund is used on a transaction.

FUNDREQ: Fund is required on all transactions.

PRG_REF_RQ: Program and Reference is required

on Appropriated Expenditures and Reimbursement

transactions.

If a Department is using Reporting Structure on

transactions:

REPSTRREQ: Reporting Structure is required on

Appropriated Expenditures and Reimbursement

transactions.

ALL N Accounting Period is closed The module accounting period is closed. Modify the accounting date on the transaction to post the transaction.

SCO/Agency Reconciliation Worksheet

G G

Period 5 ACCT 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015 2015 TOTAL Appropriated Unappropriated TITLE Escheat Misc Settlements/ Annual Financial Administration Distributed CLEARING Reimbursement SCIF RF SRF GEN FUND Totals per Totals per GL

FUND: 0001 REVENUE REVENUE Judgements Plan Administration ACCOUNT REF TYPE CAT Advance Advance APPR Trial Balance Trial Balance ACCT

4171400 4172500 4173500 Pgm 6770 Pgm 9900100 Pgm 9900200 Pgm 9999 Pgm 9990/6780 Pgm 9990 Pgm 9990 Pgm 9990

FY 15/16 As of November 30, 2015 GL# 161000 161400 163000 001 D 10 001 D 40.01 001 D 40.02 001 D 99 001 F 90.20 001 D 96 001 D 97 001 D 98 (Actual sign) (Opposite sign) VAR

A Balance per SCO "tab run" (same sign) 0.00

Balances per FI$CAL Agency Recon Report:

Receivables: (Enter GL Acct Name & #)

Accounts Receivable - Abatements (GL 1311) 1200100 0.00 0.00

B Due from Other Funds (GL 1410) 1240000 0.00 0.00

Due from Other Appropriations (GL 1420) 1240100 0.00 0.00

Payables: (Enter GL Acct Name & #)

Voucher(s) not paid by SCO (GL 3010) 2000000 0.00 0.00

Encumbrances (GL 3010) 2000000 0.00 0.00

Other:

C Plan of Financial Adjustement Pending - November 1109100 0.00

DATE 0.00

Adjustments to SCO accounts: CORR 0.00

SCO ADJUSTED BALANCE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

D Bal Per FI$CAL ("D" opposite sign, "F" same sign) DATE 0.00

Adjustments to Fi$Cal:

Advance to ORF not posted to Commitment Control Appropriation (KK) 1222100 0.00 0.00

E Advance to SCIF & SRF not posted to Commitment Control Appropriation (KK) 1309200 0.00 0.00

Refunds to Reverted Appropriations not posted to Commitment Control Approp. (KK) 5901000 0.00 0.00

0.00

F 0.00

0.00

0.00

0.00

FI$CAL ADJUSTED BALANCE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Variance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Source:A = SCO Tab Run

B = FI$Cal SCO/Agency Reconciliation Report

C = Plan of Financial Adjustment Worksheet

D = FI$Cal SCO/Agency Reconciliation Report

E = GL Ledger Activity Report (Advances are not posted to Commitment Control)

F = Reconciling Items Sheet

G = FI$Cal Custom Trial Balance Report (Appropriated & Unappropriated)

Clearing Account Accruals and FI$Cal Balance = Budget Overview (Commitment Control)

Consolidated Job Aid FI$Cal.260 – SCO/Agency Reconciliation Worksheet:

1. Balance per SCO from the SCO/Agency Reconciliation Report ZGL013 Balance column, on row titled ACCOUNT BALANCE PER SCO

RECORDS for account type D enter opposite sign. Account type R, and F enter same sign.

2. Adjustments to SCO from the SCO/Agency Recon Report ZGL013 enter the accrual amounts of Encumbrance (same sign), Abatement

(same sign), Reimbursement (opposite sign), Revenue (opposite sign), and PFA report (same sign). Expenditure represents the

outstanding vouchers; manually reconcile the vouchers from the Budget Overview against the SCO Agency Reconciliation Report (same

sign); do not use the amount on the SCO/Agency Recon Report ZGL013.

3. Balance per FI$Cal is balances from the SCO/Agency Recon Report ZGL013 on row titled Balance per Agency for account type D

enter opposite sign. Account type R, and F enter same sign. Category 96, 97, and 98 will always be zero.

4. Adjustments to FI$Cal is to identify differences with SCO balances and list the reconciling items under the corresponding

program/category.

5. Totals per Trial Balance contain different account amounts from the Trial Balance report ZGL061 (same sign). Any variance between

the total of each account 1200100, 1200050, 1200000, 1240000, 1240100, 2000000 (Accounts Receivables/ Accounts Payable) and the

corresponding Trial Balance report account should be researched.

Note: Encumbrances are not included on the Trial Balance report. They are not posted to the MODACCRL.

SCO/Agency Reconciliation – TIPS

1

A. FI$Cal SCO/Agency Reconciliation Report does not populate some of the data the same as CALSTARS DB2.

B. Verify the appropriate budget balances are listed correctly.

C. Review budget documents for validity.

D. Note that the agency reconciliation report reflects nominal accounts; (i.e.

a. 50-expenses, 48-reimbursments) in the Current Year Accruals Section.

Whereas CALSTARS reflected real account (i.e. 1311-Accounts

Receivable-Payroll, 3020-Claims Filed).

E. If the SCO Final Adjusted ending balance is different from the Agency Final

Adjusted ending balance, manually calculate the out of balance.

F. SCO Type ‘D’ Disbursement and Advance account appropriation balances are

displayed as opposite signs.

G. The Budget Overview will provide the detail activities that will be used to perform

the comparison of FI$Cal/SCO activities.

H. Budget Overview query does not populate some of the data the same as

CALSTARS HB4.

I. When utilizing the Budget Overview for prior enactment years (ENY) use 1901

for “From Year.”


2

J. Advances are reconciled per account by utilizing the General Ledger Activity

Report.

K. Advances FI$Cal SCO/Agency Reconciliation page will always have a zero

balance Per Agency Balance.

L. Revenue appropriation should be reconciled per account which should total to

the SCO appropriation ending balance.

M. All revenue per fund/ENY is listed on one page. Similar to the SCO ‘Q’ account.

Run the revenue query to verify the correct revenue account was posted. For

detail research use the Ledger Activity Report.

N. FI$Cal SCO/Agency Reconciliation Report does not populate the Clearing

Account data, thus no page to perform the reconciliation.

O. Clearing Account reconciliation can be performed by utilizing the following:

i. Budget Overview (Program 9999)

ii. Reconcile by monthly activity

iii. Since reconciliation is not Year-to-date, track reconciling items to assure

they are corrected in future months.

iv. Query zz_clearing_recon_trans


3

P. Budget Overview “Ledger Totals: Budget, Expense, and Encumbrance” for the

Clearing Account (program 9999) should always be zero after Allocation process

has been completed.

Q. SCO Transfer Out accounts will not be populated for the SCO/Agency

Reconciliation Report. Reconciliation should be performed by utilizing the

General Ledger Activity Report.

R. Appropriations with no assigned program nor category will appear in the FI$Cal

SCO/Agency Reconciliation Report as Program 9990. The agency will expend

under an assigned Program (not 9990), however, it will not show on the FI$Cal

SCO/Agency Reconciliation Report. To reconcile use the Budget Overview for

the assigned program number as the FI$Cal Balance.

S. Prior year appropriation balance rolled forward in the new fiscal year by utilizing

the ‘cash balance’ methodology.

T. The first year of implementation should not prevent departments from performing

monthly reconciliations until the conversion data is loaded.

U. Reconciling items should be cleared in a timely manner.

Guide to Accrual Queries Handout 2

Page 1

Accrual Query - Expenditures


Page 2

Accrual Query - Encumbrances


Page 3

Accrual Query - Abatements


Page 4

Alternative Method – Abatements


Page 5

Accrual Query - Revenues


Page 6

Accrual Query – Reimbursements

ORF Handout 1

ORF Handout 2

ORF Handout 3

ORF – TIPS

A. Account codes 6510000 or 6520000 should not be included on your CTS fund Trial Balance

report. i. All general cash transactions using Account 1109100 posted to your CTS fund.

B. Uncleared Collections and Advance Collections (unremitted) will be recorded in CTS fund.

Use manual logs or Affiliate /Fund Affiliate to track.

C. General Cash Account 1101000 will offset Uncleared Collections Account 2090100 and/or

Advance Collections Account series 2050.

D. To research ORF transactions remember that each transaction will have its own Journal ID (JID) number. For example:

i. Initial Voucher Payment JID will start with AP ii. The Cash Reclass to 1109200 JID will start with AP iii. The Cash Reclass to 1101200 JID will start with CPP iv. Initial Deposit transaction JID will start with AR v. The Cash Reclass to 1101200 JID will start with CRD/CRP

E. When you have reconciling items, identify by voucher ID and breakdown by amount (rather

than keep as lump sum) so it is easier to keep track of when items clear (or stay pending) from month to month.

F. Don’t post ORF JE’s: AP Module will post the transaction when SCO pays the replenishment

claim schedule. Don’t post ORF warrant deposits.

G. Balances in 1109200 Pending Cash Transfer – AP indicate cash reclass problems that

cannot be resolved unless you call FSC to clear the issue.

A. VOUCHER AND CASH RECLASSi. Expense Advances (ORF)

DR 1301100 Expense AdvancesCR 2000000 Accounts Payable

ii. Cash ReclassDR 2000000 Accounts PayableCR 1109200 Pending Cash Transfers‐AP

DR 1109200 Pending Cash Transfers‐APCR 1101200 Revolving Fund Cash

B. DEPOSITS AND CASH RECLASSi. Deposit Made

DR 1109300 Pending Cash Transfers‐ARCR 1301100 Expense Advances

ii. Cash ReclassDR 1101200 Revolving Fund CashCR 1109300 Pending Cash Transfer‐AR

C. VOUCHER REPLENISHMENTi. JE Replenishment

DR 2000000 Accounts PayableCR 1301100 Expense Advances

ii. Cash ReclassDR 1109200 Pending Cash Transfers‐APCR 2000000 Accounts Payable

DR 1101200 Revolving Fund CashCR 1109200 Pending Cash Transfers‐AP

ORF Reconciliation ‐ JOURNAL ENTRIES

A. TRIAL BALANCE REPORT BY PERIODReport Number and Name ZGL111 ‐ Trial Balance Report By Period

Purpose The purpose of the trial balance is to ensure the sum of all debit and credit columns from each

ledger Account are equal at the Business Unit and Fund level. This supports preparing financial

statements and locating errors that may have been made in the recording or posting processes.

Since the delivered Trial Balance report (GLS7012) from PeopleSoft does not fully meet FI$Cal

requirements, a custom solution was proposed using Structured Query Report (SQR) report.

The custom report will display by Account the description, beginning, debit, credit and ending

balances by Fund. The report users can select the options to run the report for an accounting

period or year‐end.

Navigation Root > FI$Cal Processes > FI$Cal Report > GL Reports > Trial Balance Report By Period



Special Notes


Purpose Lists the beginning and ending ledger balances by ChartField combination and account. Also

lists the detailed journal line activity that is posted against the ledger for the accounting periods

that are specified.

Navigation Root > General Ledger > General Reports > Ledger Activity



Special Notes

ORF ‐ REPORTS

ORF ‐ REPORTS

C. ZZ_AP_ACCT_ENTRIES_SENT_TO_GLReport No.

Purpose Reconciling all AP Accounting entries sent to GL. Contains information such as voucher ID,

journal ID, date, fund, ENY, account, amount, invoice, vendor, etc.Navigation Root > Reporting Tools > Query > Query Manager

Report Job Aid #


Special Notes

D. Monthly ORF ReconciliationReport No. ORF Reconciliation (known as Report 10 at year‐end)

Purpose To reconcile the department's Office Revolving Fund on a monthly basis.

Navigation N/A

Report Job Aid # SAM 7922 & SAM 7965 Illustration


Special Notes

A. Trial Balance Report for ORF

B. Ledger Activity Report for ORF

C. ORF Balance for Vendors

D. Unreimbursed ORF Payment

E. Open Item Listing

Bank Rec Handout 1

ORG CODE: 8860ACCT NO: 244 A B C D

Beginning Balance as of 5/31/2017 DEPOSITS CHECKS

Ending Balance as of 6/30/2017

PER TREASURY STATEMENT: 230,409.43 1,470,518.70 (1,501,923.13) 199,005.00Outstanding Deposits:

5/31/2017 0.00

6/30/2017 0.00

Outstanding Checks:5/31/2017 (12,856.85) 12,856.85 0.00

6/30/2017 (10,034.54) (10,034.54)

SCO Reconciling Items:0.00

ADJUSTED BAL 217,552.58 1,470,518.70 (1,499,100.82) 188,970.46

PER FI$CAL LEDGER ACTIVITY DEBIT CREDIT

Fund 0001

1109300-Pend Cash Trfr-AR 0.00 1,481,404.25 (1,481,404.25) 0.00

Special Deposit Fund

094200119 (Pending Cash

Transfers-AR/ GL 1109300) 0.00 0.00 0.00 0.00

CTS/ORF 000000244

1100000-Cash on Hand 100.00 0.00 0.00 100.00CTS/ORF 000000244

1101000-General Cash 90.00 0.00 0.00 90.00

CTS/ORF 000000244

1101200-Revolving Fd Cash 217,102.58 15,263.26 (43,485.38) 188,880.46

TOTAL FI$CAL 217,292.58 1,496,667.51 (1,524,889.63) 189,070.46

FI$CAL Reconciling Items: DEBIT CREDITPer. 1 & 9 Uncleared Collection

Beg. Balance & dup error (100.00) (100.00)

Voided 1000610 - JV5895 makes

transaction net to zero 360.00 (360.00) 0.00

Stop payment was put on Chk

1000601 (VOIDED) (3,358.28) 3,358.28 0.00

Transit Advance Correction

(22,430.53) 22,430.53 0.00

ADJ FI$CAL BALANCE 217,552.58 1,470,518.70 (1,499,100.82) 188,970.460.00 0.00 0.00 0.00

DEPARTMENT OF FINANCEGENERAL CHECKING ACCOUNT RECONCILIATIONFOR PERIOD ENDING JUNE 30, 2017 (PERIOD 12)

Bank Rec Handout 2

Bank Rec Handout 3

Bank Rec Handout 4

Bank Rec Handout 5

Bank Rec Handout 6

Bank Rec Handout 7

Bank Rec Handout 8

Bank Rec Handout 9

Bank Reconciliation – TIPS

A. Use of Manual Lists/Logs to reconcile

i. Manual check log is used to help identify the check #’s to voucher ID. ii. Useful to use manual deposit log in order to help identify on bank statement which

items are for which fund (General Fund, CTS, or other) iii. May be useful to use the ZZ_AP_ACCT_ENTRIES_SENT_TO_GL query.

i. Not required but works similar to a document file iv. Remittance Log v. Claim Schedule Log

B. Don’t post ORF warrant deposits. (see ORF Tips.) C. Order Trial Balance Reports for each fund receiving deposits and your CTS fund to obtain

the balances in each account. i. Can order reports by range of accounts or one account type.

D. Online Bank Rec not “true” Bank Rec in sense of following SAM

i. Acts more like your checking account book balance. ii. Matching process, not a reconciliation to GL level. iii. Need to check semi manual bank rec to see if you can clear off if there's a debit and

equal credit or similar.

E. To research ORF transactions remember that each transaction will have its own Journal ID (JID) number. For example:

i. Initial Voucher Payment JID will start with AP ii. The Cash Reclass to 1109200 JID will start with AP iii. The Cash Reclass to 1101200 JID will start with CPP iv. Initial Deposit transaction JID will start with AR v. The Cash Reclass to 1101200 JID will start with CRD or CRP

A. TRIAL BALANCE REPORTReport Number and Name ZGL111 ‐ Trial Balance Report By Period

Purpose The purpose of the trial balance is to ensure the sum of all debit and credit columns from each

ledger Account are equal at the Business Unit and Fund level. This supports preparing

financial statements and locating errors that may have been made in the recording or posting

processes.

Since the delivered Trial Balance report (GLS7012) from PeopleSoft does not fully meet FI$Cal

requirements, a custom solution was proposed using Structured Query Report (SQR) report.

The custom report will display by Account the description, beginning, debit, credit and ending

balances by Fund. The report users can select the options to run the report for an accounting

period or year‐end.

Navigation Root > FI$Cal Processes > FI$Cal Report > GL Reports > Trial Balance Reports



Special Notes


Purpose Lists the beginning and ending ledger balances by ChartField combination and account. Also

lists the detailed journal line activity that is posted against the ledger for the accounting

periods that are specified.Navigation Root > General Ledger > General Reports > Ledger Activity



Special Notes

BANK ‐ REPORTS

BANK ‐ REPORTS

C. ZZ_AP_ACCT_ENTRIES_SENT_TO_GLReport No.

Purpose Reconciling all AP Accounting entries sent to GL. Contains information such as voucher ID,

journal ID, date, fund, ENY, account, amount, invoice, vendor, etc.Navigation Root > Reporting Tools > Query > Query Manager

Report Job Aid #


Special Notes

C. DFQ_CM_01_CPP_CRD_PYMT_XREFReport No.

Purpose Cross references CPP journal ID to AP journal ID to voucher ID to Payment Reference (agency

check number) for AP transactions. Cross references CRD journal ID to AR journal ID to Deposit

ID for AR transactions

Navigation Root > Reporting Tools > Query > Query Manager

Report Job Aid #


Special Notes Business Unit, Accounting Date From and Accounting Date To are required fields. All other

fields are optional, however, in order for the query to run properly, there must a value in the

box. To get all information enter percent (%) sign wildcard.

C. CTS ACCOUNT RECONCILIATION REPORTReport No. RPTCM088 ‐ CTS Account Reconciliation Report

Purpose Cross references CPP journal ID to AP journal ID to voucher ID to Payment Reference (agency

check number) for AP transactions. Cross references CRD journal ID to AR journal ID to Deposit

ID for AR transactions

Navigation Root > FI$Cal Processes > FI$Cal Report > CM Reports > CTS Account Reconciliation

Report Job Aid #


Special Notes

BANK ‐ REPORTS

D. MANUAL CHECK LOGReport No. N/A

Purpose In‐house check log that contains information such as check # and $ amount, payee, check

request, check date, description, voucher ID.Navigation N/A


Report Parameters for Reconciliation N/A

Special Notes

E. MANUAL DEPOSIT LOGReport No. N/A

Purpose In‐house deposit log that contains information such as deposit slip date, date posted to FI$Cal,

FI$Cal deposit ID, fiscal month/period, deposit slip # or SCO JE #, total amount, count,

comments/description.Navigation N/A



Special Notes

F. MANUAL REMITTANCE LOGReport No. N/A

Purpose In‐house remittance log that contains information such as remittance #, date of remittance,

fund, amount, deposit #.Navigation N/A



Special Notes

BANK ‐ REPORTS

G. MANUAL CLAIM SCHEDULE LOGReport No. N/A

Purpose in‐house claim schedule log that contains information such as claim schedule #, date, amount,

initials of AP processor, claim type, batch type, batch #, fiscal month/period, batch count, SCO Navigation N/A



Special Notes

H. Agency Bank StatementReport Number and Name CO75042 ‐ General Checking/Rev Fund CTS Bank Statement

Purpose Monthly Bank Statement that comes printed out with Tab Run. Lists the beginning and ending

balances of the department's general checking account. Also lists the issued agency checks

and deposits for the fiscal monthNavigation N/A



Special Notes

I. MONTHLY BANK RECONCILIATIONReport No. General Checking Account Reconciliation (known as Report 11 at year‐end)

Purpose Used to reconcile department's bank account balance with the like account maintained in the

Centralized State Treasury System. Contains activity for General Cash, Revolving Fund Cash,

and Agency Trust Fund Cash and is adjusted for outstanding checks, and other reconciling

items.Navigation N/A

Report Job Aid # SAM 7923 & SAM 7967 Illustration


Special Notes

A. Trial Balance Report for Bank Rec

B. Ledger Activity Report for Bank Rec (CTS fund)

C. Ledger Activity Report for Bank Rec (all other funds)

D. CTS Account Reconciliation Report

E. ZZ_AP_ACCT_ENTRIES_SENT_TO_GL Report for Bank Rec

F. ZZ_AP_ACCT_ENTRIES_SENT_TO_GL Report for Bank Rec

Hide or delete unneeded columns and add filters. Filter for just your checking/ORF.

a. program - dof.ca. · pdf filecriteria for posting sub-modules transactions to the gl are as...

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