Statewide Procurement User Group & Business User Group Combined Meeting

1. Statewide Procurement User Group & Business User Group Combined Meeting June 10th, 20088:30 AM – 12:30 PM

2. Today’s SPUG / BUG Agenda • Announcements • Presentations • Accounting 101 • Accounting Year End Reminders & Closing the Books • Purchasing Year End Reminders • Mid Biennium Encumbrances (PSL) • Tools Release – Things it Fixed in Purchasing • Service Contracts • Centralize Storage for Specs • Purchase Order – OH • Budget Report • Questions and Answers 2

3. Opening Remarks Paul Carlson & Steve Sulek

4. Announcements Announcements No accrual questionnaire for smaller agencies (Paul C) Volunteers for RUG (Amy A) Next Tools Release (Amy A) Recent Tools Release Demo (Amy A) Menus Feedback (Amy A) Margo’s Transition to HR (Amy A) Pre Audit O Batches – example on next slide (Amy A) Barcode Scanning (Steve S) 4

5. General Journal for O Batch Report Announcements Example of the R5509995 5

6. General Journal for O Batch Report Announcements Menu Paths for the R5509995: 6

7. Accounting 101- CAFR Paul Carlson

8. Accounting Year End Reminders & Closing the Books Bruce Snyder & Amy Wilson

9. Run Fixed Asset Reports Accounting Year End Reminders • Auditor F/A Listing Report • Unposted Fixed Asset Transactions Report • Report has to be blank by June 25 • F/A No Cost Integrity • Blank by June 25 except for assets not received *Click each report title above for work instructions on how to run the report. 9

10. Accounts Payable Accounting Year End Reminders Use the Prior Year Voucher Menus when paying for all goods or services received in the prior fiscal year. 10

11. Year-End Checklist Review monthly checklist items. Review Balance Sheet account balances including Received Not Vouchered Payable (Object Code 211700) for all funds to ensure balances are correct. Received Not Vouchered Report (R5509699) Review open Purchase Orders to ensure the order is valid. Open POs will be rolled over to July 1, 2008. Allotment Status Encumbrance Detail Report (R5509730) Open PO Detail by Branch/Plant (R43632) Accounting Year End Reminders 11

12. Year-End Checklist Review reports for any unusual account balances that need to be investigated and/or corrected before year end closing. Review the account used for the Treasurer’s Credit Card Suspense transactions (usually object 486600) to determine the need for additional journal entries. Accounting Year End Reminders 12

13. Review Balance Sheet Accounts Liabilities 214100 Deposits 211200 Due to Vendors 215100 Due to Fund 213100 Due to Government 211700 Received not Vouchered 215101 Sales Tax Payable Accounting Year End Reminders 13

14. Wednesday, June 25, 2008: LAST DAY TO POST FISCAL YEAR END 6-30-08 TRANSACTIONS. This includes purchase orders and purchase order receipts, fixed assets, voucher processing, journal entry activity, etc. Note: No purchasing activity by anyone in the State of Nebraska without authorization until July 1, 2008. Agencies who require access to the system for specific June 30 business transactions can phone Wes Mohling at 471-0601. State Accounting will determine the best way to coordinate the completion of your year-end work. State Accounting will be monitoring the queues. Closing the Books 14

15. Thursday, June 26, 2008: Normal transaction processing for Cash Deposits and Receipts Through the Treasurer’s Office Preparation for the biweekly payroll for 7/2/08 allowed for Agency HR teams until 1:00 P.M. payroll deadline State Accounting will process payment groups for vouchers with due dates through 7/3/08 Disbursements without a purchase order created and approved for new Fiscal Year ’08 (FY 08-09) – NO POSTING. (Remember to use prior year payable menu for voucher processing when appropriate.) Closing the Books 15

16. Friday, June 27, 2008: Normal transaction processing for Cash Deposits and Receipts Through the Treasurer’s Office State Accounting will process only volume voucher payments and emergency payments Disbursements without a purchase order created and approved for new Fiscal Year ’08 (FY 08-09) – NO POSTING. (Remember to use prior year payable menu for voucher processing when appropriate.) Closing the Books 16

17. Monday, June 30, 2008: Treasurer cut off for deposits at 9:00 A.M. Deposits after this should have a 7/1/08 GL date All activity in NIS, including FY08 activity, reports, FY08 Payroll, etc. must cease by 3:00 P.M. NIS will be shut down for all agencies except State Accounting. State Accounting will roll-over outstanding purchase orders at June 30, 2008 into the new fiscal year. State Budget provides partial allotment of new appropriations. Closing the Books 17

18. Tuesday, July 1, 2008: No posting until Flash Memo is received that year end close is complete – anticipated by 7:00 A.M. Bi-weekly payroll for July 2 pay date posted by State Accounting Agencies should use prior year voucher processing menus when appropriate July 1, 2008 Allotment Status Report, with FY09 data, will be available on MREPORT Review purchase orders to determine year end rollover is correct Closing the Books 18

19. Closing the Books Fiscal Year End (June 30, 2008) Closing schedule Memo from Paul Carlson at: http://www.das.state.ne.us/accounting/nis/Pauls_Correspondence/fy08_ye_closing.htm 19

20. Purchasing Year End Reminders Brenda Pape

21. Fiscal Year 2007/2008 Final Processing Dates State Purchasing Bureau Purchasing Year End Reminders Purchase Requisitions should be submitted by Wednesday, May 7, 2008 at 5:00 p.m. Any requisitions that are received by State Purchasing after the May 7th will not be guaranteed to be processed in time to be encumbered for fiscal year end. Indicate on the purchase requisition whether or not 07/08 funds are involved. All requisitions must be submitted through Nebraska Information System (NIS). 21

22. Purchasing Year End Reminders Fiscal Year 2007/2008 Final Processing Dates State Purchasing Bureau State Purchasing final order date applies only to those purchases which are required to go through State Purchasing. Agencies can continue to purchase items up to their authorized purchasing authority and off of current State contracts until Wednesday June 25th. Purchasing Menu’s including Receiving will be removed from NIS until Tuesday July 1st. 22

23. Purchasing Year End Reminders • Look at Open Purchase Orders and make sure they are valid • Receive (if applicable) all Service PO’s • Run one of the following reports: • Open PO by Supplier • Open PO by Business Unit • Clean up Requisitions • Run the Open Requisitions report 23

24. Mid Biennium Encumbrances Bruce Snyder

25. Encumber for Personnel Service Limitation (PSL) Encumber salaries that have been earned and are payable to the employees, but have not been paid by the end of the fiscal year as a result of pay periods not being consistent with the end of the fiscal year. Mid Biennium Encumbrances 25

26. PSL Manual Encumbrance Steps Mid Biennium Encumbrances • Doc Type J9 • Fund • G/L Date – using today's date • Explanation – such as ‘Encumber prior year PSL' • Ledger Type PB Transaction must be APPROVED, PREAUDITED, and POSTEDin the month created. 26

27. Key Dates Mid Biennium Encumbrances • August 8 Agency Director signed copy of Certified PSL Mid-Biennial Carryover Report due to State Accounting. • July 7 – July 25 Enter Manual Encumbrances for 6/30/08 PSL and run the Encumbrance Detail Report (NIS 594A) to ensure encumbrance is correct. • July 21 State Accounting will run a draft of the PSL Mid-Biennial Carryover Report as of 7/18/08 This will be posted on State Accounting’s website. • July 28 State Accounting will run a second draft of the PSL Mid-Biennial Carryover Report as of 7/25/08. This will be posted on State Accounting’s website. Agencies should review and make changes by the end of the day. • August 4 State Accounting will run the 7/31/08 certified version of the PSL Mid-Biennial Carryover Report. Agencies electing to load PSL re-appropriation into Budget Status may begin. 27

28. Encumbrance Information Mid Biennium Encumbrances • Fiscal Year End (June 30, 2008) Closing Schedule Memo from Paul Carlson at: • http://www.das.state.ne.us/accounting/nis/Pauls_Correspondence/fy08_ye_closing.htm • NIS Training Manuals: • Mini Manuals > Payroll Encumbrance • State Accounting Manual • Encumbrance – PSL Mid-Biennial Encumbrance Process 28

29. Tools Release – Things it Fixed in Purchasing Kay McKay

30. Tools Release – Things it Fixed in Purchasing • Zero Quantity Ordered can be used • revise as needed • Zero Unit Cost can be used • revise as needed • Receipt Routing for Stock Inventory • The Extended Price Invalid Error is gone • Item Master • Changes made will self populate to Item Branch 30

31. Service Contracts Kay McKay

32. Service Contracts • Pmt Remark and Description Field • Per State Statue 73-503 (4) Agencies are require to enter in NIS the location of the original contract information. The Description Field is the primary location; the Pmt Remark Field may be used to provide additional information. • Statute 73-506 (2) also indicated that a cancel date must be populated in NIS for ALL Contracts. 32

33. Service Contracts 33

34. Reference  Field Service Contracts • Agencies entering or revising a Service or Commodity Contract, must add a general description of the Contract. • Use the Reference Field from the additional information field from the Order Header or the Reference Field located on the Detail Line of the Contract. 34

35. From  the  Order  Header Click  Form  >  Additional  Information Service Contracts 35

36. Service Contracts The Revise Service Contract (O4) – Order Header – Additional Information Screen appears 36

37. Service Contracts Reference Field MUST Provide a General Description of the Over All Contract. Example: Paper/Plastic, Sand/Gravel, Microsoft Products, Janitorial Services, Trash Removal, Etc NOTE: If the contract detail line is at 999 status the reference field will NOT update Click OK 37

38. The Revise Service Contract (O4) – Order Header Screen appears: Service Contracts 38

39. Service Contracts Click the Form Exit > Header To Detail > Populate Click OK – The Revise Service Contract (O4) – Order Detail screen appears – review and click OK 39

40. Centralize Storage for Specs Kay McKay

41. Centralize Storage for Specs • Growing Repository of Specifications • Commodities (ITB’s) • Services (RFP’s) • Used to Standardize on State of Nebraska Specifications • Can not change stored specifications • BUT • Can copy and revise in your Word Application 41

42. Centralize Storage for Specs • Navigation • Click Roles, Procurement. (Citrix users – right click on the menu, choose View by Role, choose Procurement.) • Or • Purchasing – Agencies > Commodity Codes > Vendor-Commodity Code 42

43. Complete the following fields: Catalog = SPECS Supplier = 999999 Description if known Click Find Click the Paper Clip Centralize Storage for Specs 43

44. Click on Open to Download the file Centralize Storage for Specs 44

45. Original Centralize Storage for Specs 45

46. Revised Specification Centralize Storage for Specs 46

47. The document opens in a read ONLY Centralize Storage for Specs You MUST save the specification to your desktop to make changes specific to your agency Cancel and Close the Supplier Catalog Attached Revised specification to Agency Requisition or Quotation Request 47

48. Purchase Order - OH Kay McKay

49. Procure to Pay Ordering from CSI (Cornhusker State Industries) Through NIS Start Date: July 1, 2008 Purchase Order - OH 49

50. Work Instructions NIS Mini Manuals http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/miniman/index.html Purchase Order - OH 50