Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Tuesday, November 15, 2005 8:30am – 11:30am

2. Today’s Agenda • Announcements • Presentations • Review of Encumbrance Process • Purchase Card in relation to Procurement rules and MCC Codes • Accounts (using model BUs and cleaning up object accounts) • Reports • Payment Detail • G/L Detail • Cash Requirements • Auditor Fixed Asset Listing • Job Status Inquiry • Expert Assistance 2

3. Announcements • Cleaning up Fixed Assets • 8.10 Upgrade • CAFR Response 3

4. Review of Encumbrance Process

5. Review of Encumbrance Process • Great Job meeting deadlines and entering information into the system! • Open Purchase Orders at fiscal year end. It is very important to insure that they are correctly encumbered. • Review PO’s every month to insure that they are correctly open. • Beginning June 1, clear and correct purchase orders. • Coding of the purchase orders. Ensure that they are coded correctly. 5

6. Review of Encumbrance Process • Creating correcting manual encumbrances creates additional review work. Please take time to correctly enter data the first time. • Journal entries (J9) to correct coding have to be related to a P9 transaction that has been created. You can not correct prior year data; the income statement is closed. • An entry to change the account number can not be a credit to an account code that has no positive encumbrances. Even though there are entries in the new fiscal year that are not encumbrances, an encumbering amount does not exist to offset a credit entry. 6

7. Review of Encumbrance Process • Liquidating an Encumbrance • NIS Training Manuals: Mini Manuals > Post Certified Encumbrances Process • http://www.das.state.ne.us/nis/miniman/docs/Enc_Liq_Mini-Manual.doc 7

8. Review of Encumbrance Process • Budget Status • Most agencies that requested the encumbrances loaded into the budget status should have been completed as of October 31, 2005 monthly reports. • Most remaining agencies will be completed this week. • Budget status amounts can be entered two ways: • Journal Entry into the BF Ledger • Hand entered amounts in the Budget Menu under Agency Budget Menu>Agency Budget Management>Enter and Revise Final Approved Budget 8

9. Review of Encumbrance Process • Budget Status • When entering data into the BF Ledger through the Budget Menu, you are unable to see totals entered through the journal entry process. • When entering data into the BF Ledger through the Budget Menu, you are unable to see other subledger types when entering data. • To see the total authority entered in the Budget Status, you can run a Trial Balance by Subledger Inquiry. Be sure and change the Ledger Type to BF. It is only available by Fund or Business Unit. • Be sure and query with a ending date of 6/30/06 or the system will prorate your authority in the query. 9

10. Purchasing Card

11. Purchasing Card • Recent MCC codes opened up • How you can request to have MCC codes opened up on a case-by-case basis • Rebate Status • Usage is key to success • Need to have to card used or returned - effect on rebate • State Accounting website has been updated: • Purchasing Card Manual • MCC Codes blocking • Questions? 11

12. Accounts Using Model Business Units and Cleaning up Object Accounts

13. Accounts • NIS is working with agencies to reduce the number of accounts. If you are interested in doing this, please contact Stacey Mundt via email (smundt@notes.state.ne.us). 13

14. Reports

15. Payment Detail Report • Run version NE999001 • Two Main Data Selection options: • For a specific payment number, or list of payment numbers • For a specific payee number over a specified date range 15

16. Choose Version NE999001 – Payment Detail Report. • Click Select. 16

17. Payment Detail Report - Option 1 • Use this Data Selection for a specific payment number, or list of payment numbers 17

18. Payment Detail Report - Option 1 18

19. Security prevents a user from viewing another agency’s payments to a payee address number. This example report illustrates the security; the grand total equals $9.96 and the payment amount equals $318.12. In this case, the user running the report only has security to view $9.96 of the $318.12 total payment (Payment #11625500). 19

20. Payment Detail Report - Option 2 • Use this Data Selection for a specific payee number over a specified date range. 20

21. Payment Detail Report - Option 2 21

22. 22

23. General Ledger Detail • Run this report by: • Month • Fiscal Year to Date • Inception to Date 23

24. Choose version NIS0003 Grant – All Objects 24

25. Run G/L Detail Report by Month • Enter a specific Object Account or range of Object Accounts. • Click “Add Row” to add a line of Data Selection and specify a Business Unit. • Click OK. 25

26. Run G/L Detail Report by Month • Enter Fiscal Year • Fiscal year beginning July 1, 2005 is Fiscal Year 5 • Enter Period Number • July is Period 1, November is Period 4, etc. 26

27. Run G/L Detail Report by Month 27

28. Run G/L Detail Report by Fiscal Year to Date • Enter a specific Object Account or range of Object Accounts. • Choose Period Number row and click Delete. • Click “Add Row” to add a line of Data Selection and specify a Business Unit. 28

29. Run G/L Detail Report by Fiscal Year to Date • Enter Fiscal Year • Fiscal year beginning July 1, 2005 is Fiscal Year 5 • Leave Period Number blank 29

30. Run G/L Detail Report by Fiscal Year to Date 30

31. Run G/L Detail Report from Inception to Date • Enter a specific Object Account or range of Object Accounts. • Choose Fiscal Year and Period Number rows and click Delete. • Click “Add Row” to add a line of Data Selection and specify a Business Unit. 31

32. Run G/L Detail Report from Inception to Date • Leave Fiscal Year and Period Number fields blank. 32

33. Run G/L Detail Report from Inception to Date 33

34. Cash Requirements Report • Run this report by Fund 34

35. Enter the Fund for which you wish to run this report. 35

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37. Job Status Inquiry • For step-by-step instructions on the Job Status Inquiry, please refer to the NIS Training Manuals. The instructions are included in the Grants, Projects, and General Accounting Manuals. • Job Status Inquiry can be found on both the General Accounting and Grants and Projects menus. • Live Demonstration of Job Status Inquiry 37

38. Auditor Fixed Asset Listing Report • For step-by-step instructions on the Auditor Fixed Asset Listing Report, please refer to the NIS Training Manuals. The instructions are included in the Fixed Asset Manual. 38

39. Auditor Fixed Asset Listing Report • Purpose • To provide a complete list of all fixed assets controlled by an Agency or Division at a chosen point in time. • This report may be used for the annual report required by the DAS Surplus Property Manager. • Content of the Report • Tag and Serial numbers • Equipment Status • Description • Responsible Business Unit • Location • Date Acquired • Undepreciated Acquisition Cost 39

40. Auditor Fixed Asset Listing Report • Customization • Data Selection allows customization of data shown on the report • Data Sequencing may be modified to group items by data type. • Processing Options specify: • As of date • Agency • Division • Fiscal year (05= FY beginning 7/1/2005) • Whether or not to show disposed items • Live Demonstration of Running the Auditor Fixed Asset Listing Report 40

41. Expert Assistance

42. Expert Assistance • Please visit an expert in the room to discuss questions and issues. Fixed Assets – Dennis Summers and Amy Wilson Accounts Payable (and PO’s)/Encumbrances – Stacey Mundt and Patty Richard Job Status Inquiry – RUG (Grants Team) Purchasing Card – Paul Carlson and Nyla Thomsen 42

43. Thank you for coming!Please remember to fill out an evaluation!