KDE GL Utilities for the Chart of Accounts Migration

1. KDE GL Utilities for theChart of Accounts Migration Kristin Lambert – OET

2. KDE GL Utilities KDE recognizes the prior chart of accounts change (Data Integrity) placed a heavy burden on Districts to “align” with the new standards. KDE has charged MUNIS with creating utilities and program changes to assist in identifying and changing to the new account standards.

3. Utilities to Ease the Transition KDE is providing five MUNIS utilities to ease the transition: • Account cleanup/purging. • Identify current chart of account changes and provide some mass-change capabilities. • Improve performance of existing Account Change utility. • Account Description Synchronization • Verify compliance (current and past) with KDE chart of accounts standards.

4. Account Cleanup/Purging Why Purge Old Accounts? • Reduces the number of accounts that must be addressed through the migration process • Creates a cleaner more efficient chart of accounts • For many Districts the number of old and unused accounts comprises 10 – 25% of the accounts in their chart!

5. Account Cleanup/Purging Process: • Purge Journal History transactions through and including FY2003(KDE web document Purge GL History MSA-3) • Purge old Budget Projections • Mass delete old projects through and including FY2003(KDE web document Mass Create BGL-5) • Mass delete closed accounts • Close fully expended projects (4 years or older) • Identify and purge accounts with no history

6. Mass Delete Closed Accounts • This program purges closed accounts with no transaction history • To run Program: Financials -> General Ledger -> End of Period -> Purge GL Accounts • Allows you to select ranges of Orgs, Objects, and Projects • Must print or spool report before proceeding Note: Limit account selection to expense objects

7. Mass Delete Closed Accounts

8. Utility: Identify Accounts w/No History • Identifies expense accounts with no history and produces a basic spooled report. • District uses report to manually delete accounts from their chart. • Although not required, KDE suggests running the utility and purging accounts to facilitate the migration process.

9. Utility: Identify Accounts w/No History To run the “No GL History Utility”: • Login as root • “cd /fms” • “ksh nohist”

10. Utility: Identify Accounts w/No History Select one of two options Takes a few minutes to process

11. Utility: Identify Accts w/No History Use this report to manually delete individual accounts under G/L Account FM.

12. Utility: Identify & Post Changes (Chart of Accounts Change Utility) • Identify all changes currently proposed (object code, function, object code description, segment code description etc.) • Produce a report of active & inactive accounts requiring change and list type of change • Allow posting of selected changes in mass to alleviate manually performing changes

13. Utility: Identify & Post Changes (Chart of Accounts Change Utility) Types of changes/District requirements: • Outdated objects (include extended objects). • Program: Reports outdated objects only. District manually moves/inactivates/closes accounts. • Object/Account description changes. • Program: Mass post object and account description changes. • Move object codes & accounts. • Program: Reports accounts that must be moved. District manually performs account moves.

14. Utility: Identify & Post Changes (Chart of Accounts Change Utility) Types of changes/District requirements: • Segment number changes (not Org changes) • Program: Mass post segment changes • Outdated Segments • Program: Reports outdated segments. District manually moves/inactivates/closes accounts. • New Objects/Segments • Program: Auto-load new objects/segments. District manually creates any new accounts.

15. Utility: Identify & Post Changes

16. Utility: Change GL Acct Enhancements Enhance the Account Change function within this program to: • Allow spreadsheet style interface to enter multiple account changes prior to processing • Add an “Import” function to allow Districts to import a comma delimited file of account changes • Add an option to change account status during Account Change • Improve performance of move

17. Utility: Change GL Acct Enhancements

18. Utility: Change GL Acct Enhancements Excel/CSV Example:(Column headings for illustration only – do not put headings in your file)

19. Utility: Change GL Acct Enhancements Working in Excel – Importing Changes • In Excel, format the entire worksheet as text to preserve leading zeros on the org, object and project codes. • Work with the file in Excel until all changes are made then save in Excel (xls). Once finalized save in CSV format. • Do not make any changes in the CSV file – only the Excel file and resave in CSV format. Changes made in CSV will cause leading zero’s to fall off.

20. Utility: Account Description Synchronization • Two categories of changes, Object Code Description and Account Code Move, can result in accounts with what appears to be two different descriptions.  • The descriptions differ since the account description no longer matches the object code description. 

21. Utility: Account Description Synchronization

22. Utility: Account Description Synchronization • Login as root • Type: “cd /fms” • Type: “ksh syncdesc” • Select L for Live Database or T for Test Database

23. Utility: Account Compliance • Utility has 2 options - GL Compliance and PR Account Verification. • Utility contains a list of all valid objects, valid segments, and reports discrepancies. • Utility can be run at any time by District. • Invalid Objects: Reports accounts with invalid 4 digit objects and associated extended objects • Invalid Segments: Reports accounts with invalid segments

24. Utility: Account Compliance • Separate function to identify payroll records using inactive or closed accounts • Employee Master • Job Pay • Allocation table

25. Utility: Account Compliance • To run Program: Admin > Miscellaneous Admin > System Update

26. Utility: GL Compliance Obsolete Objects: Objects and accounts listed in this report should not be used in the new chart of accounts.

27. Utility: GL Compliance Obsolete Segment Segment Type Obsolete Segments: Segments no longer valid in the new chart of accounts.

28. Utility: PR Account Verification

29. Questions?