Business User Group

1. Business User Group October 30th, 20089:00 AM – 12:00 PM

2. Announcements • Presentations ~ General Ledger Detail By Tag Number ~ Accounting 102 ~ General Ledger Detail Report ~ NVISION NIS Demo ~ ACH Payments Over $25,000 ~ Purchase Card ~ Budget Status Update • Questions and Answers Today’s BUG Agenda

3. Opening Remarks Paul Carlson

4. Announcements Agencies 1099 Reporting (Paul) Tools Update (Amy A.) CAFR & Year End Thank You (Amy W & Bruce) Posting Costs To A Fixed Asset (Julie) SPN Reports – Total Number of Items (Julie) Date Sold on A Fixed Asset Record (Julie)

5. General Ledger Detail By Tag Number Julie Perez

6. General Ledger Detail By Tag Number • Menu Path: • Fixed Assets/Capital Asset Mgt > Fixed Assets > Fixed Assets – Statewide > Inquiries & Reports > G/L by Tag Number

7. General Ledger Detail By Tag Number

8. General Ledger Detail By Tag Number

9. General Ledger Detail By Tag Number

10. General Ledger Detail By Tag Number

11. General Ledger Detail By Tag Number

12. General Ledger Detail By Tag Number

13. General Ledger Detail By Tag Number

14. Accounting 102 Paul Carlson

15. General Ledger Detail Report Mike Hoover

16. General Ledger Detail Report • The General Ledger Detail Report (R5509168) has been split into 3 separate reports • Month-to-Date • Year-to-Date • Inception-to-Date • This was done for 2 reasons: • Processing Options are more relevant • Original report title was misleading

17. General Ledger Detail Report • These reports replace 2 commonly used reports: • G/L by Business Unit (R09420) • G/L by Object (R09421) • Provides more information • Runs much faster

18. General Ledger Detail Report • Each Report has 3 version: • Grants-Generates expenditures for the Grant business unit types • Other Projects-Generates expenditures for the Project Business Unit types • All Objects-Generates information for any object account for all grant, project and other business unit types

19. General Ledger Detail Report Menu Paths for G/L Account Detail (Monthly) • Accounting - Agencies > Inquiries & Reports > Accounting Reports > General Ledger Reports > G/L Account Detail-Monthly • OR • Accounting - Agencies > Inquiries & Reports > Grants Reports > G/L Account Detail-Monthly • OR • Budget - Agencies > Inquiries & Reports > Accounting Reports > General Ledger Reports > G/L Account Detail-Monthly • OR • Grants & Projects > Inquiries & Reports > Grants & Projects Reports > Grants Reports > G/L Account Detail-Monthly • OR • Grants & Projects > Inquiries & Reports > Grants & Projects Reports > Project Reports > G/L Account Detail-Monthly

20. General Ledger Detail Report Never Delete data selection criteria that starts with “PO”. This is true for ALL reports in NIS.

21. General Ledger Detail Report

22. NVISION NIS Demo Brian Svik

23. NVISION NIS Demo At nis.ne.gov click on the Open Enrollment Training button.

24. NVISION NIS Demo You will be taken to the NVISION NIS Open Enrollment Training page. Here you will find links to a “How To Take An NVISION NIS Course,” an Open Enrollment Course, and a link to System Basics material. When you click on one the courses NVISION NIS will open in a new window.

25. NVISION NIS Demo The NVISION NIS window has an “Outline” window on the left and a “Concept” window on the right. To begin a course click on a lesson and then click on the Playback Mode.

26. NVISION NIS Demo The online course will begin. When taking a course you will need to follow the instructions in the bubble to complete the simulation.

27. ACH Payments Over $25,000 Wes Mohling

28. ACH Payments Over $25,000 Review unpaid vouchers Check Due Dates Voucher Posted Vendor in Pre Note Short of Funds Over $25,000 28

29. ACH Payments Over $25,000 Unpaid vouchers over $25,000 Payee set up for ACH Pay Instrument a ‘T’ Vendor in Pre Note Check for other AB records with ACH data Search for both name and FTIN 29

30. ACH Payments Over $25,000 • Vendor not set up for ACH • Request both the W9 and ACH Enrollment Form from Vendor • Forward to State Accounting following procedures 30

31. ACH Payments Over $25,000 • After banking information is received and set up • Special Handle Voucher and change Pay Instrument to a ‘T’ • May also need to change Payee to new Address Book Number 31

32. Purchase Card Ron Carlson, Lynda Roesler, & Gail Witzki

33. Budget Status Update Bruce Snyder

34. Budget Status Update Two Methods to Update Budgeted Amount: Enter/Revise Final Approved Budget Screen Journal Entry in the BF Ledger We recommend using one of these methods, rather than a combination, to enter Budgeted Amounts, as it is easier to see where the numbers came from. Detail instructions were presented in November 29, 2006 BUG meeting 34

35. Budget Status Update • Enter/Revise Final Approved Budget Screen • Amounts entered appear on this screen • Can make changes directly on the screen • No history appears, only current amounts • Need to look at BU and subledger combination to see amounts • Amounts do not appear on Account Ledger Inquiry screens 35

36. Budget Status Update • Journal Entry in the BF Ledger • Detail appears in Account Ledger Inquiry screens (BF ledger) • Can see history of prior transactions entered • Can determine Budget Amounts in spreadsheet before entry • Journal Entries must be approved and posted to update amounts • Amounts do not appear on Enter/Revise Final Approved Budget Screen Instructions appear on Budget division website in the Budget Status Upload File http://www.budget.state.ne.us/das_budget/bud/bprocess.htm 36

37. Questions & Answers