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Year End Encumbrance Processing PeopleSoft 7.5

Year End Encumbrance Processing PeopleSoft 7.5. Presented by Letitia Coate Controller Sonoma State University June 8, 2004. Year End Encumbrance Processing PeopleSoft 7.5. Agenda CSUGL015 Encumbrance Process – 7.5 Encumbrance Categories Processing Encumbrance Categories

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Year End Encumbrance Processing PeopleSoft 7.5

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  1. Year End Encumbrance ProcessingPeopleSoft 7.5 Presented by Letitia Coate Controller Sonoma State University June 8, 2004

  2. Year End Encumbrance ProcessingPeopleSoft 7.5 • Agenda • CSUGL015 Encumbrance Process – 7.5 • Encumbrance Categories • Processing Encumbrance Categories • Set-up Requirements • General Ledger Entries • Questions Slide 2

  3. CSUGL015 Encumbrance Process • Job CSUGL015 Year End Encumbrance Process • Go, CSU Administer Integration, Manage CO/State Requirements • Process, Year End Encumbrance Slide 3

  4. CSUGL015 Encumbrance Process

  5. Encumbrance Categories • CSUGL015 Categorizes Encumbrances: • Remaining – Purchase Orders that are completed; cannot be liquidated. • Obligations – Purchase Orders where goods/services received; invoice not received. • Governmental Encumbrances – Not obligations; belong to Governmental Funds. • Non-Governmental Encumbrances – Not obligations; belong to Non-governmental Funds. Slide 5

  6. Processing Encumbrance Categories • Remaining • Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. • Encumbrance is restored in Period 1 of new year. Slide 6

  7. Processing Encumbrance Categories • Obligations • Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. • Encumbrance is restored in Period 1 of new year. • Creates a reversing posted total journal entry that records encumbrance as a payable (201801) in closing year. • Payable is reversed in Period 1 of new year. Slide 7

  8. Processing Encumbrance Categories • Governmental Encumbrances • Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. • Encumbrance is restored in Period 1 of new year. • Creates a reversing posted total journal entry that records encumbrance as a payable (201809) in closing year. • Payable is reversed in Period 1 of new year. Slide 8

  9. Processing Encumbrance Categories • Non-governmental Encumbrances • Creates a non-reversing encumbrance journal entry that moves the encumbrance to Period 998 in new fiscal year. • Does not create a posted total journal entry. • Reserve for Encumbrance Account must be set as an Expense type account for this process. Slide 9

  10. Set-up Requirements for CSUGL015 • Key Set-up Elements • “STANDARD” Accounting Entry Template – Encumbrance Offset (Encumbrance Reserve Account • Accounting Entry Definitions • Journal Sources • Journal Generator Templates • Refer to CSU Year End Business Process – Legal Closing Process Guide for specific set-up instructions. • Web address for documentation: http://cms.calstate.edu/T5_FUGYEInfo.asp Slide 10

  11. General Ledger • “Posted Total” Journal Entries for SAM99 (Memo Entry) • Non-Reversing Journal Entry for Governmental and Non-Governmental Funds; Accounts to use: • 403002 <Reserve for Encumbrance> • 403001 Encumbrances • Account Type = Expense for both accounts • State GL Mapping: • 403002 = 53500000 Reserve for Encumbrances • 403001 = 61500000 Encumbrances Slide 11

  12. Questions Slide 12

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