Post on 12-Jan-2016
ENCOMPASSTOWN HALL MEETING
January 18, 2011
Agenda General Ledger Update Month-End Process Other Updates Project Costing Cleanup PEN Products Process Document Approvals SDO Process Q&A
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GENERAL LEDGERUPDATE
General Ledger Update
Recent change AOS GL Audit Procedures
Journal Entries Approve/Recycle – Notifications Payroll Allocation
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GL Journals –Requirements for saving journals
GL journal must have valid values entered on for core chartfields: Fund, Program, Account, Department and Budget Reference.
At least one line must have BU that matches BU on journal header.
Done so that Journals can’t post with blank core chartfields
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AOS GL Audit Procedures
Journal Entries AOS approves Journal Entries from Worklist Document Retention
Hardcopy of journal entries/backup not required for approvals.
Documentation is required in response to audit questions.
Document corrections must be done within 3 months of the original document date
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AOS GL Audit Procedures
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Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-100
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
JE Approvals by Month
AOS GL Audit Procedures Journal Entries – Journal Header
Required Fields Long Description – Detailed explanation of entry
purpose Ledger Group – ACTUALS Source – Any valid value except IDB, PAY and
subsystem sources (AR, AP, AM, …) Optional Fields
Reference Number Journal Class
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AOS GL Audit Procedures Journal Entries – Journal Header
Long Description If you are doing allocation or correction in
G/L: - List original document and BU (if
different than yours) for corrections - List time period when
expenses/revenue were originally recorded for allocations
- List which chart fields you are correcting/ allocating
- If only moving portion of original amount, include either original amount or line number from original entry.
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AOS GL Audit Procedures Journal Entries – Journal Header
Long Description List any MOU or Indiana Code (I.C.)
citation that authorizes you to do entry List person’s name if someone has given
you permission to do unusual entry (does not preclude requirements on prior slide)
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AOS GL Audit Procedures Journal Entries
Journal Status and Budget Status – must be Valid to submit
Lines should be entered in debit/credit order if possible
Required ChartFields Account – only use these in special cases:
Cash (11xxxx), Liabilities (2xxxxx), Internal Service Funds (64xxxx & 65xxxx), Transfers (74xxxx & 75xxxx), Fund Balance (3xxxxx), Fixed Assets (55xxxx)
Fund Department Program Budget Ref
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AOS GL Audit Procedures Journal Entries
Approvers – please review chartfields for correctness, especially Budget Reference and Account
Budget Reference should be 2011 Account should start with 4, 5, 64 or 65 in
all cases 74 and 75 accounts are for Budget Agency
use only
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AOS GL Audit Procedures Journal Entries – continued...
All Agency approvals must be complete before AOS will approve.
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Approve/Recycle – Notifications Approve - No notification
Monitor queries or online approval pages SOIGL024 –
Journals not posted provides approval status Approved/posted journals will not appear in the query
results
Recycle Notify initiator via e-mail
AP corrections must be done via GL Journal Entries Long description - details of transaction being
corrected Journals not approved by month-end should
be copied to new month or deleted by agency. AOS will delete them after 3 business days
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Payroll Allocations AOS creates the GEAC payroll entries
Agencies provided ENCOMPASS with default ChartField string by Level 3/4/5 (old fund center) – updated every Friday on ENCOMPASS website
To change default payroll mapping, submit GMIS issue
Agency responsible for allocation from defaults to actual payroll distributions AOS reviews allocation entries to verify Payroll
Expense Accounts are not over-allocated
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MONTH-ENDPROCESS
MONTH END REMINDER GL Deadlines for Remainder of Fiscal Year
Submit to AOS by 4:30 PM Closing Date
Jan Feb 3 Feb 7 Feb Mar 3 Mar 7 Mar Apr 4 Apr 6 Apr May 4 May 6 May Jun 3 Jun 7 Jun Jul 1 Jul 6
GL entries not approved/posted before month is closed must be copied forward or re-entered in the next month.
Entries will be deleted after 3 business days 17
MONTH END PROCESS - AP Closes on the Last Day of the Month Transactions are posted to AP after
edited and budget checked whether or not they are approved
Posted in AP and then GL in nightly batch process
Please do not submit AP items to AOS if they have edit errors or budget checking errors
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MONTH END PROCESS - AR Per State law, agencies are required to
deposit cash received no later than 1 business day following receipt of funds.
Accounting Date = date Treasurer approves deposit
Deposits approved by Treasurer and completed by Agency Approver in AR will budget check and post to GL in nightly batch process
Must enter and approve accounting entries by 7 PM on last day of month for revenue to count
Accounting entries should be entered and approved the same day as the deposit is made
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MONTH END PROCESS Monthly GMIS workshops to help
agencies with processing items will resume in March
Pagelets / queries should be used to monitor outstanding items from the previous slides
See the ENCOMPASS website calendar for the complete schedule and for the training schedule
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UPDATES
Year-End Preparation Like last year, we need your help in getting
documents processed in preparation for year-end
Clean Up queries posted monthly at ENCOMPASS Documents 2011 Document Cleanup
Each of us is accountable for the success of our agencies with respect to year-end
Accountable for accuracy of accounting transactions Periodic review of Alchemy reports should be
done Please do not submit AP items to AOS if
they have edit errors or budget checking errors
Year-End Preparation All Funds with Negative Appropriation
Balances must be addressed before the books are closed
State Budget Agency has pre-loaded FY12 budgets
PO Rollover will be run again in June More information to follow
Periodic review of Fund Trial Balance in Alchemy should be done to identify errors
Year-End Preparation New public queries have been developed
to monitor Reqs and Purchase Orders without recent activity
SOIPO_NO_RECENT_ACTIVITY_AMTS – Shows POs by BU entered before and with no payments after a prompted date. Includes dollar amounts.
SOIPO_NO_RECENT_ACTIVITY_PYMNT – Shows POs by BU entered before and with no payments after a prompted date. Includes last payment date.
SOIEP_NO_ACTIVE_PO_DETAIL – Shows reqs entered before a prompted date that are not tied to any open POs. Includes dollar amounts.
Asset Management FY11 Clean Up continues Monthly Close / Depreciation entries
on horizon AM Town Hall Meeting
Jan 25, 11 10:00 AM – 12:00 PM, Conf Rm B
AP – SOIAPOO8 query This query should be run and
reviewed for pre-auditing vouchers (prior to agency approval) Especially when using control groups
Should also be used as resource to verify outstanding AP transactions and for month end clean up
Please do not submit AP items to AOS if they have edit errors or budget checking errors
PROJECT COSTING CLEANUP
Project Costing Cleanup All agencies using projects attended GMIS
workshop Phase B Query clean up should be
complete by now Ongoing monitoring of pagelet/queries is crucial
to success Next sub-phase: Run Project Costing
Reports for 2010 A-133 data With agencies’ permission, FND rows will be re-
generated Next phase: Reconciliation of Projects and
Funding Sources to Appropriations in Federal Fund
All phases need to be complete by April 1st
Project Costing Cleanup Prior to Sept 2010, payroll journals
were not generated to PROJ_RESOURCE. This problem was corrected going
forward. Pre-Sept 2010 payroll journals will be
pulled into PROJ_RESOURCE by defaulting the GLE analysis type and resetting the distribution status for Project Cost Collection.
Project Costing Cleanup Agencies should be using the
Checklist in Appendix A of the Project Costing Job Aids to insure compliance with the model and to prevent future cleanup
Don’t forget to enter budget journals to increase APPROP, ALLOT_CTRL, ALLOT budgets for Federal Funds when a new funding source is set up for a grant award
CONGRATULATIONS!!!
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AND MANY THANKS TO THESE BUSINESS UNITS WHO HAVE SUCCESSFULLY “CLEANED UP” THEIR PROJECTS AND ARE IN COMPLIANCE WITH ENCOMPASS PROJECT COSTING PROCESSES.
THIS PROJECT, WHEN COMPLETED, WILL ENABLE ALL TO RUN CUSTOM REPORTS FOR FEDERAL REPORTING AND BE CONFIDENT THAT THE CONTENT OF THESE REPORTS IS ACCURATE.
BYE, BYE, SPREADSHEETS!!!
“GREEN” AGENCIES IN PROJECT COSTING BU00022 – Supreme Court BU00035 – Gov Council for People
w/Disabilities BU00038 – Lt. Governor BU00044 – Protection Advocacy Services BU00057 -- State Budget Agency BU00058 -- Tobacco Prevention &
Cessation BU00061 -- Dept. of Administration BU00063 -- Election Board BU00090 -- Dept. of Revenue BU00200 -- Utility Regulatory
Commission BU00225 -- Dept. of Labor BU00250 – Professional Licensing Agency BU00258 -- Civil Rights Commission BU00260 -- Economic Development Corp BU00263 -- Housing and Comm. Dev. BU00285 -- Public Safety Training Inst. BU00286 –Integrated Public Safety
Comm BU00322 -- Kankakee River Basin Comm BU00385 -- Dept of Homeland Security BU00400 – Dept of Health BU00405 -- Family & Social Services
Admin. BU00410 -- Division of Mental Health BU00415 -- Evansville Psych Children Ctr
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BU00435 -- Logansport State Hospital BU00550 – School for the BlindBU00560 -- School for the DeafBU00570 -- IN Veteran's Home BU00580 -- Soldiers/Sailors Children's HomeBU00607 -- Henryville Corr. FacilityBU00610 -- Public Defender CouncilBU00615 -- Dept. of CorrectionBU00616 -- North Central Juv Corr FacilityBU00630 -- Pendleton Corr FacilityBU00635 -- Corr Industrial FacilityBU00650 -- Putnamville Corr FacilityBU00655 -- Pendleton Juv Corr FacilityBU00667 -- Madison Corr FacilityBU00675 -- Branchville Corr FacilityBU00685 -- Rockville Corr FacilityBU00687 -- South Bend Juv FacilityBU00690 -- Plainfield Corr FacilityBU00700 -- Dept. of EducationBU00705-- IN Arts CommissionBU00715 -- State Student AssistanceBU00718 -- School Lunch Div – DOEBU00719 – Comm for Higher EducationBU00720 -- Faith Based & Community InitiativesBU00730 -- State Library
PEN PRODUCTS PROCESS
PEN Products Process Effective February 1, 2011 the PEN
Products Interagency Billing process will be going away! Moving forward, payments to PEN
Products will be treated like paying any other vendor
PEN will no longer build vouchers on the agencies’ behalf
PEN Products Process The payment process will be more
streamlined and consistent with all other vendor payments PEN will issue an invoice and the
purchasing agency will create an AP voucher copied from the appropriate PO Receipt
There are no changes to the process for placing orders with PEN Products Internal Service Accounts Must Still
be Selected on the PO
PEN Products Process There is a updated document posted
to the ENCOMPASS website outlining this process The document is located under
ENCOMPASS Documents>Training Documents>Accounts Payable>PEN Products Information>PEN Ordering and Payment Process
APPROVALS – A CRITICAL STEP
Importance of Approvals
If errors are made by entry staff in Fund, Department, Program or Account, it is the responsibility of the agency approver to deny the transaction and send back to the entry staff to correct.
This is important in ALL ENCOMPASS modules; transactions should be error-free when moved to AOS and should have NO edit or budget checking errors.
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Negative Results of Incorrect Entries ePro – Encumbrances might be to the
wrong fund or account, affecting budget decisions.
AP – Expenditures and related payments in wrong chartfield (fund, department, account, project, etc.) will result in errors in financial information.
AR – Deposits made to wrong chartfields result in money in incorrect fund or revenue account. Also, all entries must be made and approved by last day of month to be included as revenue for the month.
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Negative Results of Incorrect Entries GL -- Expenditures and subsequent
payments in wrong chartfields will result in errors in financial information and financial statements.
AM – Assets in wrong category result in incorrect asset depreciation; also possible non-asset items entered as assets.
Garbage In, Garbage Out -- When incorrect entries are approved and posted, output from the system will be incorrect. Many management decisions, both at the agency and State level, are made based on this output. This could also result in audit findings.
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Negative Results of Incorrect Entries
DO NOT DEPEND ON AOS TO CORRECT THESE ERRORS; IN MANY CASES, ONLY THE AGENCY KNOWS THE CORRECT CHARTFIELDS.
We strongly encourage agency approvers to attend the entry classes in order to fully understand this process.
SDO PROCESS
SDO Process The entire SDO process, including some
system processes, has recently been revised and is in the State Accounting Manual, chapter 6, section 6.4.10. A flowchart showing these processes is in 6.5.4 (Appendices).
Remember, the SDO checking account is to be used mainly for non-repetitive purchase that must be paid immediately. Most purchases can be paid through the AOS, as they now process these quickly and also process special requests when needed.
ITEMS OF INTEREST A section for closing SDO accounts has
been added in 6.4.10.11 and in the flowchart.
If manual check entries, to verify accuracy of entries, prior to Record and Save, run query SOIAP008.
If system check entries, run this query to verify accuracy prior to agency approval of payment.
If bank fees are charged to SDO account, enter one voucher for total fees for month (see 6.4.2.5 for detail).
ITEMS OF INTEREST Apply for AOS reimbursement ONLY
after your checks clear the bank. How to know whether checks have
cleared bank?Run SOI_SDO_PAYMENT_DETAIL public query. Use of this query can help you avoid requesting reimbursements prematurely and possibly requesting reimbursements more than once for the same payment. It can also help to avoid duplicate check entries.
SDO PAYMENT DETAIL QUERY
SDO Payment Cancel SDO Pmt SDO SDO Vchr
LPN number Fund Payment # Status Status Action Date Voucher Account Amount
0444395000 60420 0000005989 Paid REC No Cancel 5/17/201000003468 591020 18.480
0444395000 60420 0000005989 Paid REC No Cancel 5/17/201000003468 591020 28.560
0444395000 60420 0000005989 Paid REC No Cancel 5/17/201000003468 591020 6.160
0444395000 60420 0000005989 Paid REC No Cancel 5/17/201000003468 591020 2.240
0444395000 60420 0000005990 Paid REC No Cancel 5/19/201000003469 591020 12.760
0444395000 60420 0000005990 Paid REC No Cancel 5/19/201000003469 591020 14.520
0444395000 60420 0000005990 Paid REC No Cancel 5/19/201000003469 591020 3.080
0444395000 60420 0000005991 Paid UNR No Cancel 9/20/201000003649 599093 50.000
0444395000 60420 0000047599 Paid REC No Cancel 4/7/201000003232 599036 51.840
0444395000 60420 0000047599 Paid REC No Cancel 4/7/201000003232 599036 44.160
0444395000 60420 5988A Paid REC No Cancel 1/21/201000003280 591020 42.000
0444395000 60420 5988A Paid REC No Cancel 1/21/201000003280 591020 54.000
0444395000 60420 A5988 Paid REC No Cancel 4/6/201000003412 591020 42.000
0444395000 60420 A5988 Paid REC No Cancel 4/6/201000003412 591020 54.000
0444395000 60420 SC12010 Paid REC No Cancel 4/7/201000003281 592010 0.720
0444395000 60420 SC12010 Paid REC No Cancel 4/7/201000003281 592010 0.720
0444395000 60420 SC12010 Paid REC No Cancel 4/7/201000003281 592010 11.880
0444395000 60420 SC12010 Paid REC No Cancel 4/7/201000003281 592010 10.800
SDO Payment # = Check numberPayment Status = Paid indicates cleared bankStatus = Whether reconciled or not (UNR)
SDO PAYMENT DETAIL QUERY
SDO SDO Vchr Reimb Reimb Pay Reimb Pmt Reimb Reimb
Voucher Account Amount Status Pmt # Status Status Action Date Voucher Pmt Amt
00003468 591020 18.480Paid 003984236 REC P N 5/28/201000003503 56.000
00003468 591020 28.560Paid 003984236 REC P N 5/28/201000003503 56.000
00003468 591020 6.160Paid 003984236 REC P N 5/28/201000003503 56.000
00003468 591020 2.240Paid 003984236 REC P N 5/28/201000003503 56.000
00003469 591020 12.760Paid 003984236 REC P N 5/28/201000003504 44.000
00003469 591020 14.520Paid 003984236 REC P N 5/28/201000003504 44.000
00003469 591020 3.080Paid 003984236 REC P N 5/28/201000003504 44.000
00003649 599093 50.000Paid 004160580 REC P N 9/24/201000003660 50.000
00003232 599036 51.840Paid 003936350 REC P N 4/29/201000003446 96.000
00003232 599036 44.160Paid 003936350 REC P N 4/29/201000003446 96.000
00003280 591020 42.000Submitted 0.000
00003280 591020 54.000Submitted 0.000
00003412 591020 42.000Paid 003936350 REC P N 4/29/201000003444 96.000
00003412 591020 54.000Paid 003936350 REC P N 4/29/201000003444 96.000
00003281 592010 0.720Paid 003936350 REC P N 4/29/201000003445 36.000
00003281 592010 0.720Paid 003936350 REC P N 4/29/201000003445 36.000
00003281 592010 11.880Paid 003936350 REC P N 4/29/201000003445 36.000
00003281 592010 10.800Paid 003936350 REC P N 4/29/201000003445 36.000
Reimb Status = Whether Submitted to or Paid by AOSReimb Date = Date reimbursed by AOSReimb Voucher = AOS AP voucher number
ITEMS OF INTEREST Voided checks? All checks must be
accounted for in ENCOMPASS. See 6.4.10.10.1 for details.
Return of excess SDO balance – issue SDO check to AOS, charging expenditure account 599981, Return of Excess SDO Balance; this account is not subject to budget checking. Do not include this in future reimbursement requests.
Watch for info in the near future about system reconciliations and what to do with outstanding checks over 2 years.
REMINDERS / Q & A
Reminders Make sure GL staff receives slides Please continue efforts on Project Costing
cleanup Importance of Approvals Now is the time to prepare for year-end AM Town Hall next week
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Contact Information (cont.) ENCOMPASS Website
http://myshare.in.gov/sba/encompass If you are having technical issues,
submit them to GMIS https://financial.gmis.in.gov/psc/guest/
EMPLOYEE/ERP/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL
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We Welcome Your Feedback / Questions / Comments
Contact Information Steve Daniels, Auditor of State’s Office
e-mail: sdaniels@auditor.in.gov phone: (317) 233-9817 Ryan Downham, Auditor of State’s Office
e-mail: rdownham@auditor.in.gov phone (317) 234-1626 Joe Fistrovich, State Budget Agency
e-mail: jfistrovich@sba.in.gov phone (317) 232-2974 Paul Jasheway, GMIS
e-mail: pjasheway@iot.in.gov Kim Logan, Treasurer of State’s Office
e-mail: klogan@tos.in.gov phone (317) 233-0921 Marilyn Rudolph, State Board of Accounts
e-mail: mrudolph@sboa.in.gov phone: (317) 234-4929
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