Year End FYE19 Workshop (Updates)
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WebEx Users: E-mail [email protected] with questions CITY & COUNTY OF SAN FRANCISCO Office of the Controller Year End FYE19 Workshop (Updates) June 3, 2019
Transcript of Year End FYE19 Workshop (Updates)
WebEx Users: E-mail [email protected] with questions
CITY & COUNTY OF SAN FRANCISCO
Office of the Controller
Year End FYE19 Workshop
(Updates)
June 3, 2019
WebEx Users: E-mail [email protected] with questions
For WebEx UsersIf you have any questions during the
presentation, please e-mail:
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Questions
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• Allocations after June 30 and its impact on cash movement – Cash movement is allowed after
6/30/19. Refer to the Year End Q&A
• Payable/Receivable in IDS billings- Refer to subsequent IDS slides
• If departments accrue A/R as abatement of expenditure and use Analysis Type GLE, it will create
revenue recognition in Project Costing module. Solution to this issue is TBD; Recommendation is
to not process accruals as expenditure abatement, but as revenue only. – Still pending
• BI updates on FYE19 encumbrance balances after PO Roll – Still pending
• Journal Date to use for the FM13 accrual entries – Confirmed to be 6/30/19
• A/P and A/R accrual in CAFR ledgers – Refer to the Year End Q&A
• SU or budget movement in FM13 - Refer to the Year End Q&A
• Cash deposit correction after AR module is closed - Refer to the Year End Q&A
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Pending Items
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Year End Q & A –
https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/11000027011-q-a-fye18-fye19-
year-end-close
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Pending Items
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Interdepartmental Services (Work Orders)
Jane Yuan
Office of the Controller
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IDS (Work Orders)
Month 13 IDS (Work Orders) Billing Entries (Original Plan)
• Add all related documents (both requesting and performing) in the long description
• The use of Payable and Receivable, including their account codes and the use of auto reversal, in the
entry above is pending whether cash movement will be allowed after June 30
Performing Department
Responsible Dept for Entry
Fiscal Year
Fiscal Month
Entry ModuleAuto
ReverseSource Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity An Type Amount Note
Performing Dept 2019 13 1 GL Yes Perf Dept 1 YEACCRADJ ACTUALS 581xxx IDS Account xxxxxRequesting Dept Code xxxxx xxxxxxxx xxxx GLE 10,000 581 Charges
Performing Dept 2019 13 1 GL Yes Perf Dept 3 YEACCRADJ ACTUALS 486xxx Recovery Account xxxxxPerf Dept
Code xxxxx xxxxxxxx xxxx GLR (10,000) 486 Recovery
Performing Dept 2019 13 1 GL Yes Perf Dept 2 YEACCRADJ ACTUALS
TBD
TBD
Interfund Payable
Intrafund Payable xxxxxRequesting Dept Code xxxxx xxxxxxxx xxxx BAL (10,000) Instructions to be provided
Performing Dept 2019 13 1 GL Yes Perf Dept 4 YEACCRADJ ACTUALS
TBD
TBD
Interfund Receivable
Intrafund Receivable xxxxxPerf Dept
Code xxxxx xxxxxxxx xxxx BAL 10,000 Instructions to be provided
Performing Dept 2020 1 3 GL No IDS 1 None ACTUALS 486xxx Recovery Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLR (10,000) FY 20 real billing
Performing Dept 2020 1 3 GL No IDS 2 None ACTUALS 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLE 10,000 FY 20 real billing
Responsible Dept for Entry
Fiscal Year
Fiscal Month
Entry ModuleAuto
ReverseSource Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity Bud Ref Amount Note
Requesting Dept 2020 1 2 KK N/A Req Dept 1 YEPOSTROL CC_Detail 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx 4 (10,000)
- FY 20 budget adjustment- For Continuing Fund only
Requesting Department
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IDS (Work Orders)
Month 13 IDS (Work Orders) Billing Entries (Updated Instruction)
• Add all related documents (both requesting and performing) in the long description
• Cash movement has been determined as allowable. Performing department should process work order
billings as usual. Requesting departments must submit FY20 budget adjustment if continuing fund.
Performing Department
Responsible Dept for Entry
Fiscal Year
Fiscal Month
Entry ModuleAuto
ReverseSource Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity An Type Amount Note
Performing Dept 2019 13 1 GL No Perf Dept 1 No Need ACTUALS 581xxx IDS Account xxxxxRequesting Dept Code xxxxx xxxxxxxx xxxx GLE 10,000 581 Charges
Performing Dept 2019 13 1 GL No Perf Dept 3 No Need ACTUALS 486xxx Recovery Account xxxxxPerf Dept
Code xxxxx xxxxxxxx xxxx GLR (10,000) 486 Recovery
Performing Dept 2019 13 1 GL No Perf Dept 2 No Need ACTUALS 100005Inter-IntraUnit Cash
Balancing xxxxxRequesting Dept Code xxxxx xxxxxxxx xxxx BAL (10,000) Cash Balancing line
Performing Dept 2019 13 1 GL No Perf Dept 4 No Need ACTUALS 100005Inter-IntraUnit Cash
Balancing xxxxxPerf Dept
Code xxxxx xxxxxxxx xxxx BAL 10,000 Cash Balancing line
Responsible Dept for Entry
Fiscal Year
Fiscal Month
Entry ModuleAuto
ReverseSource Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity Bud Ref Amount Note
Requesting Dept 2020 1 2 KK N/A Req Dept 1 YEPOSTROL CC_Detail 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx 4 (10,000)
- FY 20 budget adjustment- For Continuing Fund only
Requesting Department
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• DO NOT un-post FY19 Vouchers with due date after 6/30/19. This will cause PO
unusable in FY20, even if this PO was rolled from FY19 to FY20 successfully. If a
voucher line is deleted after roll (and it’s associated encumbrance reversal with
it) then the encumbrance will be returned to the distribution line that was closed
through the roll and cannot be corrected. If a voucher line is deleted, and the
PO encumbrance is negatively impacted, the PO must be closed.
• DO NOT process AP accruals for PO related vouchers. CON will process.
• Use journal class YEARACCR for AR accrual entries.
• Enterprise/Fiduciary Funds: DO NOT provide new reports to auditors without
contacting Jocelyn Quintos; okay to provide reports that have been provided to
auditors last fiscal year
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Reminders
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• Expenditures that need to be accrued will generally fall into one of four categories. This will
determine whether the entries will be processed by the Controller’s Office or the Department.
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Accruals
Accruals
Continuing Fund Annual Fund
Expenditures Paid Through PO Vouchers
1) Accrual Entry in FM13 in FYE192) Budget Reduction Entry in FYE20
Entries: CON
1) Accrual Entry in FM13 in FYE192) Budget Reduction Entry in FYE20
Entries: CON
Expenditures 1) Not Paid2) Paid through
Non-PO Vouchers
1) Accrual Entry in FM13 in FYE192) Budget Reduction Entry in FYE20
Entries: DEPT
1) Accrual Entry in FM13 in FYE19
Entry: DEPT
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Revenue Accrual
Reminders
Revenue accrual journal entry:
• To record the revenue and receivable (e.g. Account 100029) in FYE19 and;
• To reverse in the first period of FYE20 using the auto-reversal function in the system
• If departments accrue A/R as abatement of expenditure and use Analysis Type GLE, it will
create revenue recognition in Project Costing module. Solution to this issue is TBD.
Recommendation is to not process accruals as expenditure abatement, but as revenue
only.
• Use journal class YEARACCR for AR accrual entries.
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Interest Allocation
• FYE18 close in GL has been completed
• The schedule below is tentative. If you have any concerns, please let
AOSD know asap.
FYE19 Fiscal
Month
Interest Allocation
Complete
FYE19 GL Close at
COB of
FM01-FM03 6/14/19 6/7/19
FM04-FM06 6/21/19 6/14/19
FM07-FM09 6/27/19 6/21/19
FM10-FM12 TBD 7/1/19
