NWOCA EIS Fiscal Year-end Closing Procedures 2017

EIS FYE Closing The following sequence of steps should be completed at the end of the EIS fiscal year. Reminder: FY17 requires capital asset information to be included in the Period H reporting period Finish all current year processing. Items received on or prior to June 30th (2017) should be added to EIS for FY2017. Any items received after June 30th can be added to the EIS pending file for FY2018 If the depreciation data has been changed so that it is necessary to completely recalculate the life-to-date (LTD) depreciation for several items, you may need to run EISDEPR. Just note that running EISDEPR will affect items that have had improvements (additional ACQTRN’s) added to them causing them to lose their true depreciation history Closing procedure The EISDEPR should generally not be run when closing out. Can affect assets that have had improvements (new acquisition records) added to them. Can run projection option to see what is affected, may need to set some items back to original values or update the ones that need LTD depreciation manually in ITMSCN.

EIS Fiscal Year-End Closing Procedure Run EIS103 and EIS104 reports to review Run EISEMS. generates an EISEMS.SEQ file containing capital asset data to be included with Period H submission. also generates an EISEMS.TXT for your review. 01xx Asset Class Have subclasses designated for land and land improvements and have assets appropriately classified into each category “Land” items should have Deprec. Method = “N” will be reported under NDL “Capital Assets not being depreciated, Land” “Land Improvements” should have Deprec Method = “S” reported under DLI “Depreciable Capital Assets, Land Improvements” 08xx class for Construction in Progress Should have Deprec. Method = “N” so they will be reported under NDC “Capital Assets not being depreciated, Construction in Progress Capitalized items should all have accurate “Class” Item amounts may be excluded or error generated if no or invalid Asset Class Asset Class displayed on EISSCN/ITMSCN screen 1 To check asset class, run EIS304, sorting by AC,IC Governmental assets only are reported Fund type = “G” Check Fund types in EISMNT/FNDSCN

Date: 04/23/11 Sampleville Schools Page: 1   Date: 04/23/11 Sampleville Schools Page: 1 Time: 9:24 am Summary of Changes in Governmental Activities (EISEMS) Balance at Additions (acquisitions, Reductions (dispositions, Balance at 07/01/2010 transfers in, + adjust.) transfers out, - adjust.) 06/30/2011 --------------- ------------------- ---------------------- -------------------Governmental Activities (G fund type only) Nondepreciable Capital Assets (EIS103 amounts) Land NDL (01xx if deprec is “N”) 1,027,761.15 0.00 (1,014,877.15) 12,884.00 Construction in Progress NDC (08xx) 0.00 0.00 0.00 0.00 ------------------- ------------------- ----------------------- ------------------- Total Nondepreciable Capital Assets 1,027,761.15 0.00 (1,014,877.15) 12,884.00 ------------------- ------------------- ------------------------ ------------------- Depreciable Capital Assets (EIS103 amounts) Land Improvements DLI (01xx) 446,115.85 5,250.59 (8,778.50) 442,587.94 Building and Building Improvements DBI (02xx) 10,342,664.19 0.00 0.00 10,342,664.19 Furniture, Fixtures, and Equipment DFE (03xx) 2,122,291.54 12,715.30 (557,500.03) 1,577,506.81 Vehicles DVE (04xx) 1,206,631.80 0.00 (17,536.05) 1,189,095.75 Infrastructure DIN (05xx) 0.00 0.00 0.00 0.00 Books DBK (06xx) 758,194.89 0.00 (758,194.89) 0.00 ------------------- ------------------- ----------------------- -------------------- Total Depreciable Capital Assets 14,875,898.27 17,965.89 (1,342,009.47) 13,551,854.69 Less Accumulated Depreciation (EIS104 amounts) Land Improvements LLI (01xx) (175,112.84) (22,344.20) 0.00 (197,457.04) Building and Building Improvements LBI (02xx) (5,524,403.53) (216,442.00) 0.00 (5,740,845.53) Furniture, Fixtures, and Equipme LFE (03xx) (1,383,016.04) (105,491.46) 495,032.92 (993,474.58) Vehicles LVE (04xx) (735,298.17) (55,548.16) 17,477.74 (773,368.59) Infrastructure LIN (05xx) 0.00 0.00 0.00 0.00 Books LBK (06xx) (723,298.57) 0.00 723,298.57 0.00 ------------------- ------------------- ---------------------- ------------------- Total Accumulated Depreciation (8,541,129.15) (399,825.82) 1,235,809.23 (7,705,145.74) Depreciable Capital Assets, Net 6,334,769.12 (381,859.93) (106,200.24) 5,846,708.95 (Total Dep Cap Assets + Total Accum Dep) ------------------- ------------------- ----------------------- -------------------- Governmental Activities Capital Assets, Net 7,362,530.27 (381,859.93) (1,121,077.39) 5,859,592.95 (Total Nondep. Cap Assets + Net Deprec Cap Assets) =============== =============== =============== ===============

EIS Fiscal Year-End Closing Procedure Run EEMS_EMAIL This program has the option of emailing the EISEMS.SEQ file to yourself or to the person responsible for loading the capital asset into EMIS-R Menu> EEMS_EMAIL Would you like to email the EISEMS.SEQ file to yourself? (Y,N) <Y> Enter email address to send to: sample_user@district.org

Download file to your computer 1. Copy of email message 2. Right-click on attached file and click on “Save As” 3. Save the file to a folder on your computer

EIS Fiscal Year-End Closing Procedure Run EISCD If you excluded certain entity ID’s when running your GAAP reports and EISEMS, recommend excluding the same entity IDs when running EISCD Please verify the reports appearing on your EISCD website are correct before proceeding to the next closing step Reports are accessible via the URL: www.nwoca.org/eiscdrom/xx (xx being the same 2-character abbreviation as your archive account)   If, at this time, you aren’t ready to close EIS for the year (you want to wait until auditor review), you may hold off on completing the rest of the steps until the audit is finished. Upon completion of EISCD you will receive an email message in your account; the reports will be accessible via the following URL: www.nwoca.org/eisdrom/xx -xx meaning the same two character abbreviation used for your archive account

EIS Fiscal Year-End Closing Procedure Run EIS FYE COPY MENU> EISFY17 NOTE: Beware of anything the computer displays on your screen which contains the word “error”.

EIS Fiscal Year-End Closing Procedure Run EISCLS to close the year. Creates EISCLS.TXT which includes ending balances by Fund, Function and Asset Class. (These are the beginning balances for the next year) Creates an EISDEP.TXT which is a summary report of the current year’s depreciation posted by fund. Advances EIS last FY closed flag in EISMNT/DATSCN by one year Adds one year’s worth of depreciation to LTD depreciation field Updates beginning balance fields for new FY Once EISCLS is complete, you may start entering inventory for the new fiscal year. NOTE: If you currently DO NOT have your EIS GAAP flag turned on but are going to begin GAAP for the upcoming fiscal year, please contact NWOCA. We will run a program to set the GAAP flag to “Y” on the EISMNT/DATSCN record.

Not using EIS? For districts who DO NOT use EIS for their capital assets, you will enter the capital asset information into EMISFFE (EMIS Flat File Editor). Please refer to the “Capital Asset Reporting for Non-EIS Districts” checklist on the NWOCA Fiscal WIKI Use the same username/ password you used when importing your five year forecast into EMISFFE. If you do not have a username/password, contact our EMIS department Please refer to the handout provided… If you forgot your password, click on the “forgot password” and once you answer some identity questions, it will allow you to change your password. If you forgot your IDM user account altogether, please create a ticket to our EMIS staff (NWOCA.EMIS.SUPPORT) or email mail_staff_emis for assistance with your account. EMISFFE requires a login to the OECN IDM (identity management) system with the appropriate role. You must have EMIS-R access with LEA editor role. If you don’t already have access or you aren’t sure, please contact your EMIS coordinator.

EMISFFE Main Menu QC is the EMIS capital asset schedule code..

Modifying/Deleting Capital Assets Prior year’s entries should be retained. An “Edit” option is available to modify a record that already exists. You must first select a record from the “Capital Assets List” by clicking on the ID # in order to edit it. Click on EDIT to edit the existing record. Modifiable fields include the Capital Assets Code, Prior Balance, Additions and Deductions. Click on “Update” to complete the changes. You also have the option ADD or DELETE a specific record.

Exporting a File from EMISFFE Exporting files may be handled by your EMIS Coordinator. Please contact him/her requesting to export your Period H “QC Financial Data” from EMISFFE. The file must then be uploaded into EMIS-R. If you are responsible for exporting your file and uploading into EMIS-R, the instructions are on the next slide Once you are finished creating/modifying your capital asset records, the files needs to exported and loaded into EMIS for period H reporting. If the file needs to be loaded into EMIS-R?? also, the collector (EMIS coordinator) will upload the same file (called a flat file) into the data collector system.

Exporting a File from EMISFFE From the main EMISFFE menu, select “Export Data” to extract data into a flat file format Select the fiscal year 2017 and reporting period “H – July Financial”. Make sure only the “QC Financial Data” record is checked. Then click on Export File Save the file to your computer using either the default file name or a name of your choosing. The filename extension must be .SEQ. Once you have saved the file, it will need to be uploaded/collected/submitt ed the via EMIS-R Use EMISR to load it in

Questions?