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Welcome to the Business Users Group

Welcome to the Business Users Group. Wednesday, November 29, 2006 9:00am – 11:00am. Today’s Agenda. Announcements Presentations Budget Status Reports Payment Details Detailed Payment Register Received/Vouchered Status Cash Status with AR Q&A Session. Announcements. DAS and APA

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Welcome to the Business Users Group

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  1. Welcome to theBusiness Users Group Wednesday, November 29, 2006 9:00am – 11:00am

  2. Today’s Agenda • Announcements • Presentations • Budget Status • Reports • Payment Details • Detailed Payment Register • Received/Vouchered Status • Cash Status with AR • Q&A Session 2

  3. Announcements • DAS and APA • Choosing Object Codes • Ability to view outstanding IBTs • Personal Vehicle use • Mileage Rate going up next year • Thank you – CAFR reports 3

  4. Budget Status

  5. Budget Status • How to enter the numbers correctly • How to determine where the numbers came from • How to change the amounts entered 5

  6. How to Enter the Numbers Correctly • First Method – Enter/Revise Final Approved Budget • See Enter/Revise Final Approved Budget work instructions in the NIS Budget Training Manual. 6

  7. Ex. 56650 Ex. 06 BF • Complete highlighted fields • Click Find S Ex. BUAPPROP 7

  8. Choose appropriate business unit • Click Select 8

  9. Checkmark Show Periods and choose Requested • In the grid, complete the Requested Amount field for each object code desired • Click OK 9

  10. How to Enter the Numbers Correctly (cont.) • Second Method – Journal Entry in the BF Ledger • Determine the amounts and account numbers to be reflected in your budget status. • Transfer the information into a Journal Entry. (See work instructions for Entering Journal Entries in Debit/Credit Format in General Accounting manual.) • Change the ledger type to BF for Budget Status. • Enter Amounts. Any Credits would not have a leading negative. 10

  11. How to Enter the Numbers Correctly (cont.) • Second Method – Journal Entry in the BF Ledger (cont.) • Enter the appropriate Budget Subledger • BUAPPROP (Annual Appropriation) – new appropriation • BUREAPPR (Re-appropriation) • BUTRANSF (Budget/Appropriation Transfer) • BUENC (Encumbrance Rollover) • Enter “S” for Subledger Type • Complete Remark Field 11

  12. How to Enter the Numbers Correctly (cont.) • Remember: • A journal entry ‘load’ into your Budget Status (second method) WILL NOT be displayed in the Manual “Enter/Revise Final Approved Budget” in NIS. It will appear blank. • Problems with current Budget Status Manual Entry: • Limited to the Subledger identified in the Header. • The Journal Entry does not show up in the Manual Entry field. • Incidents of data entry being lost. 12

  13. Journal Entry example 13

  14. How to Determine where the Numbers Came From • Checking your Budget Status • See Trial Balance by Subledger Inquiry work instructions in the NIS General Accounting Training Manual. 14

  15. Complete the highlighted fields • Click Find • Determine the G/L YTD Balance for the subledger of the object selected 15

  16. How to Determine where the Numbers Came From • Trial Balance by Subledger is the only inquiry that shows which Subledger (BUAPPROP, BUENC, etc) the Budget amount is identified. • Remember: • Change the ledger type to BF for Budget Status. • “Thru Date” should reflect 6-30-07. This calculates a full year. • Problems with this inquiry: • Cannot enter program, only Business Unit or Fund. • Lists all Business Units by Subledger so you may need to export to excel and complete total calculations. 16

  17. How to Change the Amounts Entered • First Method – Enter/Revise Final Approved Budget • Enter amounts as noted above using the same method as “How to enter the numbers correctly”. • Be sure and click the “Show Periods” box before you make your corrections. • Overwrite the previous “Requested Amount”. Do not put in the difference. • To ensure that the new amount was accepted, you should see your monthly periods update. If the periods add up to the old amount, the ‘show periods’ box was not click prior to the update to the Requested Number. 17

  18. How to Change the Amounts Entered • Second Method – Journal Entry in the BF Ledger • Determine the difference between the original amount and the new amount and enter that amount as a Journal Entry to the BF Ledger using the same method as identified above. • Be sure and approve and post any journal entries. 18

  19. RUG Update

  20. RUG Update • Quick Reference Card (QRC) available on website • AP Payment History Detail • Detailed Payment Register 20

  21. Run the AP Payment History Detail report to review payment information for vendors. • This report includes information for your agency only. If vendors need information on an entire payment, direct them to Nyla Thomsen in State Accounting (471-0611). • View the work instructions for running the AP Payment History Detail report in the Accounts Payable manual on the NIS website. 21

  22. If running report by payment number, enter the number the right operand field in the first row. • If report is not run by payment number, delete the first row of data selection and narrow report using the following options: • Payee • Date Range 22

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  24. Run the Detailed Payment Register report to review a summary of expenditure documents for your agency. • View the work instructions for running the Detailed Payment Register report in the Accounts Payable manual on the NIS website. 24

  25. Leave Data Selection as is • This report can be narrowed by: • Business Unit • Fund 25

  26. Complete the following: • Agency Number – 3-digit agency number • Century • Fiscal Year • Period Number 26

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  28. Received/Vouchered Status Report

  29. Run the Received/Vouchered Status Report to review detailed information about outstanding purchase order encumbrances. • Received/Vouchered Status Order Totals • Received/Vouchered Status Supplier Totals • View the work instructions for running the Received/Voucher Status report in the Accounts Payable manual on the NIS website. 29

  30. Enter the Agency Number. • This report can also be narrowed down by: • Business Unit • Fund • Purchase Order Number 30

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  32. Run the Cash Status with AR report to review cash summary (current balance, less total cash required, plus incoming cash) • View the work instructions for running the Cash Status with AR report in the General Accounting manual on the NIS website. 32

  33. Enter the Fund number(s). 33

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  35. Questions

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

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