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Year End Obligations. Year End Training May 21, 2007. Summary. Overview of Ledgers Data Review of Actuals & Encumbrances Obligation Accruals Business Rules Automated Process GL-15 Manual Process Actual/Encumbrance Journals. Summary. Review Helpful Queries & Allocations - PowerPoint PPT Presentation


  • Year End ObligationsYear End TrainingMay 21, 2007

  • SummaryOverview of LedgersData Review of Actuals & EncumbrancesObligation AccrualsBusiness RulesAutomated Process GL-15Manual ProcessActual/Encumbrance Journals

  • Summary Review Helpful Queries & AllocationsAbnormal BalancesNegative ExpendituresClosing Revolving FundRolling Forward Budget

  • CSU Data Structure

  • Obligations AccrualsBusiness Rules for year end required reportingStateGL Account 3010 Accounts Payable for ALL funds will include Posted Vouchers, Obligations AND EncumbrancesFIRMS record type 10 for object code 201001 will include Posted Vouchers and ObligationsNOT EncumbrancesFIRMS 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)

  • Accounts Payable to the State includes Encumbrances for Governmental Funds

  • Year end ObligationsGoods and services received but not yet invoiced (no voucher posted) must still be obligatedFor 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 processUtilitiesRetentionetc

  • CSUGL015 Year End ObligationsAutomated process within PeopleSoftCan be run in report mode only until ready to actually process journalsJournals are created for Items received on Purchase Orders not yet InvoicedLiquidates Encumbrance as of June 30Creates a July 1 Encumbrance Journal to re-establish encumbrance Creates actuals journal as of June 30Reverses July 1

  • CSUGL15 CSU Year End Obligations Run Control

  • CSUGL015 Year End Obligations Output (Report)

  • CSUGL15 Overview

  • CSUGL15 ConfigurationAccounting Entry DefinitionsDefine the new recordsCSU_YEC_ACT_LNCSU_YEC_ENC_LNJournal TemplateYECACTOBLYECENCOBLJournal SourceOBLJournal MaskYEOBLYAOBL

  • Manual Obligations of Encumbered AmountsLiquidate obligation portion of encumbranceEffective June 30, 2007Encumbrance Journal to Ledger KK_DTL_ENCRecord the amount as an accounts payable accrual obligationEffective June 30, 2007Actuals Journal to Ledger ACTUALSRe-encumber the obligationEffective July 1, 2007Encumbrance Journal to Ledger KK_DTL_ENCReverse the Accounts Payable AccrualEffective July 1, 2007Actuals Journal to Ledger Actuals

  • Manual Obligations of Encumbered AmountsManual Obligation of Encumbered Amounts require THREE journalsJournals to the actuals ledger can be set up as reversing journalsThis journal will record the Accounts Payable accrual AND reverse itJournals to the Actuals Ledger can be set up as reversing Journals.

  • Manual Obligations of Encumbered AmountsEncumbrance 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

  • Manual Obligations of Encumbered AmountsJournals to Liquidate the encumbrance can NOT be set up as reversing.However, the software will let you do it.

  • Manual Obligations of Encumbered AmountsSummaryThree journals are required1 reversing journals for the accounts payable accrual (June 30, 2007) and the reversing accrual (July 1, 2007)2 encumbrance journalsOne dated June 30 to liquidate the obligation portion of the encumbrance One dated July 1 to re-encumber the obligation portion of the encumbranceFor the Encumbrance journal dated July 1, use the copy journal with reversing sign functionality

  • Reimbursed ActivityAnother Encumbrance JournalIn 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

  • Query to Identify Reimbursed Activity Encumbrances


  • Criteria

  • Having Criteria

  • OutputDownload to excel to prepare encumbrance journals (6-30-2007) and reversing journal (7-1-2007)

  • Dont forgetThere is no such thing as a REVERSING ENCUMBRANCE journalYou need to do two One dated June 30 and one dated July 1Use the Commitment Control hyperlink on the journal to do encumbrance journals to the ACTUALS ledgerDo NOT do journals to the KK_DTL_ENC ledgerThe offset to encumbrances MUST BE accounts payable FIRMS Object Code 201001Can set up a unique campus value

  • CSU Data Structure