Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Wednesday, February 8, 2006 9:00am – 11:30am

2. Today’s Agenda • Announcements • Presentations • Fixed Assets Extract Report • Fixed Asset Transfers • Completing Budget Status • Accounting Issues • Setting up Chart of Accounts • Financial Changes in PeopleSoft EnterpriseOne 8.10 • Expert Assistance 2

3. Announcements • Purchasing Card • Remark field on Disbursements – Voucher Entry • Master Lease • PeopleSoft EnterpriseOne 8.10 Upgrade 3

4. Fixed Assets Extract Report

5. Fixed Asset Extract Report • Purpose • Provides a simple method for transfer of NIS Fixed Asset information to Excel for sorting, manipulating, formatting or exporting to other PC programs. • Provides the opportunity to manipulate fixed asset data in a manner similar to the SQL applications for legacy systems. • Provides a more complete data set as compared to simply doing grid exports from fixed asset screens. 5

6. Fixed Asset Extract Report • Content • 66 Fixed Asset data fields • All numeric description fields • All description fields • All category codes • All cost fields • Date fields • Business Unit fields • Insurance data • Miscellaneous information fields 6

7. Fixed Asset Extract Report • Customization • Data Selection and Data Sorting may be left at default values. • Agency, Division, and applicable dates are specified through the Processing Options screen. • By default, the report runs in CSV (comma delimited) format for export to Excel. The report is too large for the PDF format to be useful. 7

8. Fixed Asset Extract Report • Recommendations • Cutting and pasting to pre-formatted Excel spreadsheets can save time for reports that are generated on a regular basis. • Use Excel data functions to refine data selection, sort data and create subtotals and grand totals for numeric data. • Several steps in setting up the NIS data in Excel will be removed with the update to 8.10 in the near future. 8

9. Fixed Asset Integrity Reports and Transfers

10. Fixed Asset Integrity Reports • Continue running existing Fixed Asset Integrity Reports • Unposted Fixed Asset Transactions Report • Fixed Asset No Cost Integrity 10

11. Fixed Asset Integrity Reports • New Fixed Asset Integrity Reports – Coming Soon! • Business Unit – Fund Integrity • Item Code – Object Codes Integrity • Run these reports to determine if a Fixed Asset needs to be transferred. 11

12. Fixed Asset Transfers • View Transferring work instructions on the NIS website for step-by-step instructions. • Are you interested in further training on Fixed Asset Transfers? Sign up today! 12

13. Completing Budget Status

14. Completing Budget Status • Manual Entry – Budget Status • Step-by-step instructions for Agency Budget Distribution of Appropriation by Business Unitcan be found on the NIS website in the Budgeting Training Manual. • Important Key – Include Subledger and Subledger Type. • BUAPPROP (Annual Appropriation) – new appropriation • BUREAPPR (Re-appropriation) • BUTRANSF (Budget/Appropriation Transfer) • BUENC (Encumbrance Rollover) • Remember to click on “Show Period” and then enter amounts into “Request” Field. 14

15. Completing Budget Status • Journal Entry – Budget Status • Determine the amounts and account numbers to be reflected in your budget status. • Transfer the information into a Journal Entry. Path: General Accounting - Agencies > Manage Journal Entries > Enter Manual Journal Entries > Journal Entries with Debit/Credit Format • Change the ledger type to BF for Budget Status. • Enter amounts. Any Credits would not have a leading negative. 15

16. Completing Budget Status • Journal Entry – Budget Status • 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 16

17. Completing Budget Status - Limitations • Manual Entry – Budget Status • Limited to the Subledger identified in the Header. • The JE does not show up in the Manual Entry Field. • Incidents of data entry being lost. • Journal Entry – Budget Status • 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. 17

18. Completing Budget Status • Checking Budget Status • Step-by-step instructions for Inquiring on Agency Budget (Trial Balance by Subledger) can be found on the NIS website in the Budgeting Training Manual. • Trial Balance by Subledger is the only inquiry that shows which Subledger (BUAPPROP, BUENC, etc) the Budget amount is identified. • Change the ledger type to BF for Budget Status. • “Thru Date” should reflect 6-30-06. This calculates a full year. 18

19. Accounting Issues

20. Accounting Issues • Accounting Help Desk • Fixed Asset Accounting • Year-End Data • Address Book Entries • Bank Reconciliation • Audits 20

21. Setting up Chart of Accounts The following information is also outlined in the Account Structure Manual in the General Accounting training manual on the NIS Website.

22. Setting up Chart of Accounts • Understand significance of level of detail in copying and/or deleting object accounts from a business unit • Create model business units [i.e. simple grant business units, simple fixed asset responsible business unit] • Utilize current/existing business units as models 22

23. Significance of Level of Detail • The level of detail associated with an object account is used for detail roll-up in reporting. In order for this roll-up to accurately reflect data in the system, business units must have a correct object account hierarchy. • Object accounts with level of detail 6-9 are optional accounts created/added at the agency level. Agencies that have created object accounts with level of detail 6-9 need to be sure that the corresponding object accounts with level of detail 3-5 are set-up. 23

24. Example #1 of Incorrect Object Account Setup • Notice that the Permanent Salaries-Wages – 511100 account (level of detail 5) does not have the corresponding Personal Services – 510000 account (level of detail 4), but does have the corresponding Expenditures – 500000 account (level of detail 3). 24

25. Example #2 of Incorrect Object Account Setup • Note that the objects accounts would also be set-up incorrectly if the Permanent Salaries-Wages – 511100 account (level of detail 5) does not have the corresponding Expenditures – 500000 account (level of detail 3), but does have the corresponding Personal Services – 510000 account (level of detail 4). 25

26. Example of Correct Object Account Setup • Notice that Permanent Salaries-Wages – 511100 (level of detail 5) has the corresponding Personal Services – 510000 (level of detail 4) and Expenditures – 500000 (level of detail 3) 26

27. Create New Model Business Units • In order to create a new model(s) business unit for your agency, follow the General Accounting work instructions for Adding Agency Business Units. • Each agency can establish a numbering convention for its model business units (Letters should not be utilized). • Types of models: • Fixed Asset Responsible Business Units • Interest Business Units • Simple Grant Business Units • Simple Operating Expense Business Units 27

28. Create New Model Business Units • Fixed Asset Responsible Business Unit • Business units that are used as responsible business units in the fixed asset module must have: • Expenditures – 500000 (3), • Depreciation Expense – 560000 (4) • Specific Depreciation Expense object accounts 560300-569999 (5) 28

29. Create New Model Business Units • Fixed Asset Responsible Business Unit • If the business unit is also used to purchase fixed assets in the financial area, it will need the following accounts (with level of detail in parentheses) in addition to the depreciation expense accounts: • Capital Outlay – 580000 (4) • Specific Capital Accounts – 580300 – 586999 (5) (i.e. 582100 = Heavy Equipment) 29

30. Create New Model Business Units • Interest Business Unit • A business unit that receives/collects interest revenue needs (please see example below): • Revenue – 400000 (3) • Revenues-Miscellaneous – 480000 (4) • Investment Income – 481100 (5) 30

31. Create New Model Business Units • Simple Grant Business Unit • A simple grant business unit is one that only receives revenue and pays aid. The necessary accounts (with level of detail in parentheses) are: • Revenue – 400000 (3) • Revenue-Intergovernmental – 460000 (4) • Operating Fed Grants – 461100 (5) • Expenditures – 500000 (3) • Government Aid – 590000 (4) • Aid to Local Governments – 591100 (5) 31

32. Create New Model Business Units • Simple Operating Expense Business Unit • A simple operating expense business unit is one that pays invoices, but does not receive revenue. The maximum range of accounts necessary for this type of business unit would be 500000-599999. However, agencies are encouraged to eliminate object accounts in 500000-599999 range if the accounts will not be utilized. 32

33. Update an Existing Business Unit to Serve as a Model Business Unit • An existing business unit can be updated to serve as a model business unit. Begin by deleting those object accounts from the selected business unit that are not used. To delete object accounts from a business unit, follow the General Accounting work instructions to Delete Accounts. 33

34. Financial Changes in 8.10 The 8.10 Upgrade Overview on the NIS website outlines changes to expect with the upcoming upgrade.

35. New Application for Copying Accounts (P09804) • Navigation: General Accounting – Agencies > Organizational Structure > Chart of Accounts > Copy Accounts from BU to BU • You will no longer copy accounts from the Nebraska Master, but it will be made available for review. 35

36. Enter the From Business Unit and to Business Unit (required). Then fill in as much information as necessary in the Beginning Object/Subsidiary and Ending Object/Subsidiary. 36

37. When adding a Fixed Asset master, use tabs instead of Form Exit. 37

38. Fixed Asset Location Transfer no longer requires you to click Row, Transfer Rows • Review Location Transfer work instructions on NIS website for new step-by-step instructions. 38

39. Print General Journal exit available on Journal Entry screen. 39

40. Pending radio button on Work with Batches windows. 40

41. On the grid, Subledger Type precedes Subledger 41

42. New AP Grid Format • There are new grid formats in the Accounts Payable module in 8.10. • Please review AP Grid Changes Excel document (located under Lesson 2 in the 8.10 AP training manual), as this change will affect importing into NIS. 42

43. Expert Assistance

44. Expert Assistance • Please visit an expert in the room to discuss questions and issues. Fixed Assets – Dennis Summers and Amy Wilson Budget Status – Patty Richard Chart of Accounts and 8.10 – Stacey Mundt Purchasing Card and other Accounting Inquiries – Paul Carlson 44

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