Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Wednesday, February 7 9:00am – 11:00am

2. Today’s Agenda • Announcements • Presentations • Fixed Assets – cleaning up for year-end • Chart of Accounts – Level of Detail • General Ledger Detail Report • RUG Update • Security Bill 2

3. Announcements • Thank You to RUG – Accounts Receivable group • Recognition of BUG attendance • Review/Reconcile Accounts • Reminder – start preparing for year-end • Internal Controls Audio Conference 3

4. Fixed Assets

5. Run Fixed Asset Reports • Unposted Fixed Asset Transactions Report • F/A No Cost Integrity • Business Unit - Fund Integrity • Item Code – Object Code Integrity • Click each report title above for work instructions on how to run the report. 5

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

7. 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 7

8. 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. 8

9. 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). 9

10. 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). 10

11. 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) 11

12. With Account Level of Detail 9, all object accounts set up for business appear on the Budget Entry Screen. 12

13. With Account Level of Detail of 4, only level 4 and less object accounts appear on the Budget Entry screen. 13

14. With an Account Level of Detail of 9, all object accounts with activity appear on the Job Status Inquiry screen. 14

15. With an Account Level of Detail of 4, amounts are rolled up into level 4 object accounts. 15

16. 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 16

17. 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) 17

18. 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) 18

19. 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) 19

20. 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) 20

21. 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. 21

22. 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. 22

23. Level of Detail 3 Revenues and Expenditures Operating Expenditures Personal Service Expenditures Revenue - Taxes 4 Object Accounts ending in "00" (Examples include 471100, 511100, 532100, 583300) 5 Optional Accounts ending in 01, 02, 03,…99 (Examples include 511101and 583399) 6 Accounts with Subsidiaries Object Accounts 00.______ 7 Accounts with Subsidiaries Object Accounts 01, 02, 03,…99.______ 8 *If you want accounts with level of detail 6, 7, or 8, you must have accounts with levels 3, 4, or 5. If you have level of detail 9, it can be corrected. 23

24. General Ledger Detail Report

25. Run the General Ledger Detail Report to see the activity for selected object account(s), fund(s), program(s), division(s), and/or business unit(s) for a given time period. • Please refer to the work instructions for running the General Ledger Detail Report or running the General Ledger Detail Report by Agency. 25

26. Choose the appropriate version. 26

27. To run report by Month • Enter an object account range. • Add a row for business unit. • Do not enter the agency number in Data Selection. 27

28. To run report by Month General Ledger Detail General Ledger Detail by Agency • Enter Fiscal Year and Period Number. • If running General Ledger Detail by Agency, enter the Agency Number. 28

29. To run report by Fiscal Year to Date • Enter an object account range. • Add a row for business unit. • Delete Period Number row. • Do not enter the agency number in Data Selection. 29

30. To run report by Fiscal Year to Date General Ledger Detail General Ledger Detail by Agency • Enter Fiscal Year . • Leave Period Number blank. • If running General Ledger Detail by Agency, enter the Agency Number. 30

31. To run report by Inception to Date • Enter an object account range. • Add a row for business unit. • Delete Fiscal Year and Period Number rows. • Do not enter the agency number in Data Selection. 31

32. To run report by Inception to Date General Ledger Detail General Ledger Detail by Agency • Leave Fiscal Year and Period Number blank. • If running General Ledger Detail by Agency, enter the Agency Number. 32

33. RUG Update

34. Run the Suspected Duplicate Payments report to review any possible duplicate payments. 34

35. This report can be narrowed by the following: • Document Number • Invoice Number • Date • Fund 35

36. 36

37. Security Bill Steve Hartman Office of the CIO State Information Security Officer

38. Questions

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