Business User Group

1. Business User Group November 3rd, 2009 9:00 AM – 11:30 AM

2. Announcements • Presentations~ Accounting 102 ~ Received Not Vouchered Pennies ~ Internal Control Update / Tips ~ Business Unit Work Flow – 9.0 ~ New Error When Generating PO with Cancel Date • Questions and Answers Today’s BUG Agenda

3. Opening Remarks Paul Carlson

4. Announcements CCR Info (Ron) ACH Email & Accounts Payable (Amy A.)

5. Announcements The emails are coming from the following email address: nis.jdeadmin@nebraska.gov Click on the following link to view a sample of the email: http://www.das.state.ne.us/nis/flashmemos/documents/ach%20email%20sample.jpg The subject line is:  A/P Inquiries Please check your spam or junk email folder for the emails.  Also, please check with your IT staff to see if the network filter is blocking the email address that the emails are coming from (  nis.jdeadmin@nebraska.gov).  If the email was put into a spam or junk email folder you or your IT staff will need to add the sender to the safe sender’s list in order to receive future emails.

6. Announcements

7. Announcements CCR Info (Ron) ACH Email & Accounts Payable (Amy A.) Town Hall (Amy A.) Encumbrances – Get Off The Books (Bruce) Faster Audit Time Table (Paul) ARRA (Paul)

8. Accounting 102 Paul Carlson

9. Received Not Vouchered Pennies Bruce Snyder 9

10. Received Not Vouchered Pennies Rounding issues with Received Not Vouchered (object 211700) can occur that can’t be corrected through the purge, rebuild, report process, usually when a purchase order has multiple receipts and multiple vouchers. Review Received Not Vouchered Report (Accounting > Inquiries & Reports > Accounting Reports > Received – Vouchered Reports). Check All Order Inquiry and PA Commitment Inquiry screens for the PO to see that the PO is closed. 10

11. Received Not Vouchered Pennies • Send the following information to mailto:as.stateaccounting@nebraska.gov?subject=Reversing PO • A copy of the RNV report • An excel spreadsheet with the proposed correcting entry as follows: State Accounting will review, create and post the entry, if appropriate. 11

12. Internal Control Update Lynda Roesler 12

13. Let’s Play Jeopardy! 13

14. The difference between accounting theory and accounting practice 14

15. What is . . . . GAAP 15

16. Business Unit Work Flow – 9.0 Mike Hoover 16

17. Business Unit Work Flow – 9.0 17

18. Business Unit Work Flow – 9.0 18

19. New Error When Generating PO with Cancel Date Mike Hoover 19

20. Cancel Date Cancel Date Requisitions = No Cancel Date Quotes = No Cancel Date Purchase Orders = No Cancel Date/Remove Cancel Date Contracts = Must Have Cancel Date

21. Cancel Date What’s New? You cannot cancel a line on any procurement document when there is a cancel date. The system will give you a red error.

22. Cancel Date To Cancel a Line with a Cancel Date Step 1 – Remove Cancel Date From Header Step 2 – Remove Cancel Date From Detail Line

23. Cancel Date What Happens if Cancel Date is Not Removed?

24. Cancel Date What if it is a Contract and I Don’t Want to Remove My Cancel Date From the Header? In order to cancel a line, you Must temporarily remove the cancel date from the Header and reapply it once the cancellation process is completed.

25. Questions & Answers