may 21, 20071 year end obligations year end training may 21, 2007

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  • Slide 1
  • May 21, 20071 Year End Obligations Year End Training May 21, 2007
  • Slide 2
  • D. Brothwell, CPSLO2 Summary Overview of Ledgers Data Review of Actuals & Encumbrances Obligation Accruals Business Rules Automated Process GL-15 Manual Process Actual/Encumbrance Journals
  • Slide 3
  • May 21, 2007D. Brothwell, CPSLO3 Summary Review Helpful Queries & Allocations Abnormal Balances Negative Expenditures Closing Revolving Fund Rolling Forward Budget
  • Slide 4
  • May 21, 2007D. Brothwell, CPSLO4 CSU Data Structure
  • Slide 5
  • May 21, 2007D. Brothwell, CPSLO5 Obligations Accruals Business Rules for year end required reporting StateGL Account 3010 Accounts Payable for ALL funds will include Posted Vouchers, Obligations AND Encumbrances FIRMS record type 10 for object code 201001 will include Posted Vouchers and ObligationsNOT Encumbrances FIRMS record type 15 for object code 201001 will be Year to date encumbrances (Accounting Period 1-12) FIRMS record type 16 for object code 201001 will be Project to date encumbrances (Accounting Period 0)
  • Slide 6
  • May 21, 2007D. Brothwell, CPSLO6 Accounts Payable to the State includes Encumbrances for Governmental Funds
  • Slide 7
  • May 21, 2007D. Brothwell, CPSLO7 Year end Obligations Goods and services received but not yet invoiced (no voucher posted) must still be obligated For activity received within the Finance 8.4 application and automated process will create the journals to liquidate the encumbrance portion and record the AP Accrual Manual journals will need to be done for items that cannot be identified by the automated process Utilities Retention etc
  • Slide 8
  • May 21, 2007D. Brothwell, CPSLO8 CSUGL015 Year End Obligations Automated process within PeopleSoft Can be run in report mode only until ready to actually process journals Journals are created for Items received on Purchase Orders not yet Invoiced Liquidates Encumbrance as of June 30 Creates a July 1 Encumbrance Journal to re-establish encumbrance Creates actuals journal as of June 30 Reverses July 1
  • Slide 9
  • May 21, 2007D. Brothwell, CPSLO9 CSUGL15 CSU Year End Obligations Run Control
  • Slide 10
  • May 21, 2007D. Brothwell, CPSLO10 CSUGL015 Year End Obligations Output (Report)
  • Slide 11
  • May 21, 2007D. Brothwell, CPSLO11 CSUGL15 Overview
  • Slide 12
  • May 21, 2007D. Brothwell, CPSLO12 CSUGL15 Configuration Accounting Entry Definitions Define the new records CSU_YEC_ACT_LN CSU_YEC_ENC_LN Journal Template YECACTOBL YECENCOBL Journal Source OBL Journal Mask YEOBL YAOBL
  • Slide 13
  • May 21, 2007D. Brothwell, CPSLO13 Manual Obligations of Encumbered Amounts Liquidate obligation portion of encumbrance Effective June 30, 2007 Encumbrance Journal to Ledger KK_DTL_ENC Record the amount as an accounts payable accrual obligation Effective June 30, 2007 Actuals Journal to Ledger ACTUALS Re-encumber the obligation Effective July 1, 2007 Encumbrance Journal to Ledger KK_DTL_ENC Reverse the Accounts Payable Accrual Effective July 1, 2007 Actuals Journal to Ledger Actuals
  • Slide 14
  • May 21, 2007D. Brothwell, CPSLO14 Manual Obligations of Encumbered Amounts Manual Obligation of Encumbered Amounts require THREE journals Journals to the actuals ledger can be set up as reversing journals This journal will record the Accounts Payable accrual AND reverse it Journals to the Actuals Ledger can be set up as reversing Journals.
  • Slide 15
  • May 21, 2007D. Brothwell, CPSLO15 Manual Obligations of Encumbered Amounts Encumbrance Journals are required to liquidate the encumbrance June 30 and to re-encumber it July 1 Encumbrance Journals are processed with the Ledger Group ACTUALS so that they will be edited by Combo Edits and controlled by open and closed periods
  • Slide 16
  • May 21, 2007D. Brothwell, CPSLO16 Manual Obligations of Encumbered Amounts Journals to Liquidate the encumbrance can NOT be set up as reversing. However, the software will let you do it.
  • Slide 17
  • May 21, 2007D. Brothwell, CPSLO17 Manual Obligations of Encumbered Amounts Summary Three journals are required 1 reversing journals for the accounts payable accrual (June 30, 2007) and the reversing accrual (July 1, 2007) 2 encumbrance journals One dated June 30 to liquidate the obligation portion of the encumbrance One dated July 1 to re-encumber the obligation portion of the encumbrance For the Encumbrance journal dated July 1, use the copy journal with reversing sign functionality
  • Slide 18
  • May 21, 2007D. Brothwell, CPSLO18 Reimbursed Activity Another Encumbrance Journal In order to zero out Reimbursed Activity at year end, for amounts related to encumbrances, an encumbrance journal needs to be processed eliminating all encumbrance amounts from Reimbursed Activity
  • Slide 19
  • May 21, 2007D. Brothwell, CPSLO19 Query to Identify Reimbursed Activity Encumbrances
  • Slide 20
  • May 21, 2007D. Brothwell, CPSLO20 FIELDS
  • Slide 21
  • May 21, 2007D. Brothwell, CPSLO21 Criteria
  • Slide 22
  • May 21, 2007D. Brothwell, CPSLO22 Having Criteria
  • Slide 23
  • May 21, 2007D. Brothwell, CPSLO23 Output Download to excel to prepare encumbrance journals (6-30-2007) and reversing journal (7-1-2007)
  • Slide 24
  • May 21, 2007D. Brothwell, CPSLO24 Dont forget There is no such thing as a REVERSING ENCUMBRANCE journal You need to do two One dated June 30 and one dated July 1 Use the Commitment Control hyperlink on the journal to do encumbrance journals to the ACTUALS ledger Do NOT do journals to the KK_DTL_ENC ledger The offset to encumbrances MUST BE accounts payable FIRMS Object Code 201001 Can set up a unique campus value
  • Slide 25
  • May 21, 2007D. Brothwell, CPSLO25 CSU Data Structure