Closing in PeopleSoft – Finance 8.4 Debbie Brothwell, Cal Poly

Year End Training2 Summary Overview of Ledgers Data Review of Actuals & Encumbrances Obligation Accruals –Business Rules –Automated Process – GL-15 –Manual Process Actual/Encumbrance Journals

Year End Training3 Summary Year End Close Process –Close to Multiple Fund Equity –Roll Forward Revenue and Expense for Project-to-Date Reporting –PO Rollover Required FNAT Key Maintenance Review Helpful Queries & Allocations –Abnormal Balances –Negative Expenditures –Closing Revolving Fund –Rolling Forward Budget

Year End Training4 CSU Data Structure

Year End Training5 Ledger Data Review Ledger KK Variance Report –Compares the actuals ledger in the LEDGER to the KK_DTL_ACT ledger in LEDGER_KK –Should be clean –Only an issue if your dept reports come from here

Year End Training6 Ledger Variance Report

Year End Training7 Ledger Data Review CSU to Campus Validation Report –Compares Campus Business Unit to CSU Business Unit –For Ledger KK_DTL_ENC helps review encumbrance data

Year End Training8 Ledger Data Review Sam 99 Reconciled all funds (including budgets) Sam 7 in the Campus Business Unit MUST = Sam 7 in the CSU Business Unit Sam 6 in the Campus Business Unit MUST = Sam 6 in the CSU Business Unit

Year End Training9 Obligations Accruals Business Rules for year end required reporting –State–GL Account 3010 – Accounts Payable for ALL funds will include Posted Vouchers, Obligations AND Encumbrances –FIRMS record type 10 for object code will include Posted Vouchers and Obligations…NOT Encumbrances –FIRMS record type 15 for object code will be Year to date encumbrances (Accounting Period 1-12) –FIRMS record type 16 for object code will be Project to date encumbrances (Accounting Period 0) –Campuses on Finance 8.4 NO LONGER use FIRMS object codes or

Year End Training10 Changes to Accounts Payable SAM99 now includes encumbrances

Year End Training11 SAM99 Year End File to SCO The total of GL Amounts plus encumbrance offset will be sent as the total for AP-3010 in the SCO year end file –The campus no longer has to liquidate encumbrance and create an actual. –The campus no longer has to record and entry in and You may have upgraded data with – map it to AP The sam99 will sum the encumbrance activity and report is in the memo field

Year End Training12 Year end Obligations Goods and services received but not yet invoiced (no voucher posted) must still be “obligated” For activity received within the Finance 8.4 application and automated process will create the journals to liquidate the encumbrance portion and record the AP Accrual Manual journals will need to be done for items that cannot be identified by the automated process –Utilities –Retention –etc

Year End Training13 CSUGL15 Overview Run Control

Year End Training14 CSUGL15 Overview

Year End Training15 CSUGL15 Configuration Accounting Entry Definitions –Define the new records CSU_YEC_ACT_LN CSU_YEC_ENC_LN Journal Template –YECACTOBL –YECENCOBL Journal Source –OBL Journal Mask –YEOBL –YAOBL

Year End Training16 Manual Obligations of Encumbered Amounts Liquidate obligation portion of encumbrance –Effective June 30, 2005 Encumbrance Journal to Ledger KK_DTL_ENC Record the amount as an accounts payable accrual – obligation –Effective June 30, 2005 Actuals Journal to Ledger ACTUALS Re-encumber the obligation –Effective July 1, 2005 Encumbrance Journal to Ledger KK_DTL_ENC Reverse the Accounts Payable Accrual –Effective July 1, 2005 Actuals Journal to Ledger Actuals

Year End Training17 Manual Obligations of Encumbered Amounts Manual Obligation of Encumbered Amounts require THREE journals –Journals to the actuals ledger can be set up as reversing journals This journal will record the Accounts Payable accrual AND reverse it Journals to the Actuals Ledger can be set up as reversing Journals.

Year End Training18 Manual Obligations of Encumbered Amounts Encumbrance Journals are required to liquidate the encumbrance June 30 and to re-encumber it July 1 Encumbrance Journals are processed with the Ledger Group ACTUALS so that they will be edited by Combo Edits and controlled by open and closed periods

Year End Training19 Manual Obligations of Encumbered Amounts Journals to Liquidate the encumbrance can NOT be set up as reversing. –However, the software will let you do it.

Year End Training20 Manual Obligations of Encumbered Amounts Summary –Three journals are required 1 reversing journals for the accounts payable accrual (June 30, 2005) and the reversing accrual (July 1, 2006) 2 encumbrance journals –One dated June 30 to liquidate the obligation portion of the encumbrance –One dated July 1 to re-encumber the obligation portion of the encumbrance For the Encumbrance journal dated July 1, use the copy journal with reversing sign functionality

Year End Training21 Don’t forget DO NOT use or There is no such thing as a REVERSING ENCUMBRANCE journal –You need to do two – One dated June 30 and one dated July 1 Use the Commitment Control hyperlink on the journal to do encumbrance journals to the ACTUALS ledger –Do NOT do journals to the KK_DTL_ENC ledger The offset to encumbrances MUST BE accounts payable – FIRMS Object Code

Legal Closing Rules and Process

Year End Training23 Trees Effective Dates Chartfield Value Sets Close Rules Close Request Year End Close Components

Year End Training24 Road to Close Fund TreesChartfield Value Sets Closing Rules Closing Request “PTD”

Year End Training25 Year End Close FUND Tree Set-Up & ChartField Value Sets –Multiple Retained Earnings –Revenue and Expense Roll-Forward Actual Ledger Closing Rules Closing Request

Year End Training26 Closing to Multiple Retained Earnings Accounts Legal closing requirements specify that revenues and expenses close to different Fund Equity Accounts based on SCO Fund

Year End Training27 Closing Rules Actual Closing Rules –Net Income/Retain ed Earnings

Year End Training28 Closing to Multiple Fund Equity Accounts Multiple Retained Earnings Set up –Legal closing requirements specify that revenues and expenses close to different Fund Equity Accounts based on SCO Fund –Legal Closing Rules require the use of ChartField Value Sets –ChartField Value Sets allow for the use of Trees to specify detail ChartField Values included in the Set

Year End Training29 Sample Fund Tree Used by the CVS Multiple Retained Earnings Fund Tree

Year End Training30 Setting up the Close Rules - Trees are used by CVS and CVS are used in the Close Rule Fund Tree Chartfield Value Sets Closing Rules

Year End Training31 Effective Dates Matter Effective Dates –Chartfields Funds & Accounts –Trees Nodes and their related values –Chartfield Value Sets Chartfields & Trees –Closing Rules All the above

Year End Training32 ChartField Value Sets Sample recommended CVS

Year End Training33 ChartField Value Sets Recommended CVS

Year End Training34 Rolling Forward Revenue & Expense for Project to Date Reporting Revenue and Expense –CSU uses period 0 in LEDGER to record “project-to-date” expenditure and revenue actual data for SAM99, FIRMS, and SAM6 reporting Not ALL Funds –PeopleSoft Actual Ledger closing process allows for roll-forward of revenues and expenses to Period 0 of the next Fiscal Year based on specified ChartField Value Sets –ChartField Value Sets must be used, no options

Year End Training35 Closing Rules Actual Closing Rules –Roll Forward Options

Year End Training36 Sample Fund Tree for Roll Forward Project to Date Rollforward Fund Tree

Year End Training37 ChartField Value Sets

Year End Training38 Review Close Rules Four Tabs –Close Options –Net Income/Retained Earnings –Journal Options –Roll Forward Options

Year End Training39 Closing Rules Actual Closing Rules –Closing Options

Year End Training40 Closing Options Tab Actual Closing Rules –Closing Options –Year End Close Options

Year End Training41 Closing Options Tab Store P/L Reversal Entries –Closing entries for all accounts are stored in period 999. This option enables you to store P/L offsets in period 999 also. –If you select Store P/L Reversal Entries, the system inserts ledger rows for the entries made to period 999 to close revenue and expense accounts. You can access these amounts using the General Ledger inquiry pages. –If this option is not selected, offsets are not stored in period 999.

Year End Training42 Net Income/Retained Earnings Tab –Net Income/Retain ed Earnings CVS

Year End Training43 Journal Options Tab Recommended “Mask” Recommended unique “Source” Option is not recommended Source must exist in both CMP and CSU

Year End Training44 Roll Forward Options Tab

Year End Training45 Closing Request - Run Control In-sync Remember to close ALL Business Units

Year End Training46 CSU Data Structure

Year End Training47 PO Rollover CSU PO Rollover –Because all external reporting must come from the current fiscal year of the “ledgers”, the CSU needed to “roll forward” the total encumbrance amount as of June 30, to the current year. This mod sums encumbrance activity in LEDGER_KK by FY, AP 0-12 and Chartfields and inserts the total in period 0 of LEDGER_KK for “Project to Date” Encumbrance totals –Project to date Encumbrances will be reported with a different FIRMS Record Type (16)

Year End Training48 PO Rollover CMS Baseline requires that all external reporting come from the CURRENT FISCAL YEAR –There is no functionality within PEOPLESOFT 8.4 to “roll forward” encumbrance balances to the new Year –Therefore, a CSU MOD

Year End Training49 PO Rollover Encumbrances/Pre-Encumbrances only Encumbrances are recorded in LEDGER_KK Unlike LEDGER, LEDGER_KK does not “Close” There is no period 0 in LEDGER_KK – PeopleSoft vanilla CSU uses period 0 in LEDGER to record “project-to-date” expenditure and revenue actual data for SAM99, FIRMS, and SAM6 reporting

Year End Training50 PO Rollover PO rollover sums the encumbrance activity in LEDGER_KK and “INSERTS” the total into LEDGER_KK Period 0 –Reminder: For campuses using CSUGL015 in 7.5, a journal reversing the amounts recorded for encumbrances in period 998 needs to be posted in period 998 in each fiscal year that 998 encumbrances were posted before PO Rollover is run or the amounts in period 0 will be doubled – upgrade issue

Year End Training51 PO Rollover Run at fiscal year end only Must be run as part of upgrade to establish period 0 in LEDGER_KK for the current year Can be re-run over and over for the “as of date” on the job but only one time for previous years –Example: if PO Rollover is run as of 6/30/2003 the first time, it will insert period 0 for each fiscal year in ledger KK. If it was re-run as of 6/30/2003, the amount in 2003 period 0 would be re-calculated, but the amounts in 2001, period 0, and 2002, period 0 would not Upgrade issue only

Year End Training52 PO Rollover FIRMS reporting in 8.4 will be different for encumbrances –Current year encumbrances will be record type 15 = LEDGER_KK accounting periods 1-12 –Project to date encumbrances will be record type 16 = LEDGER_KK accounting period 0 Established by PO Rollover PO Rollover must be run in both the CMP and CSU Business Units

Year End Training53 CSU Data Structure

Year End Training54 Prior to running PO Rollover There should be values in Accounting Period zero for the previous years you have data in PeopleSoft but NOT for the future fiscal year –For the year ending June 30, 2005, prior to running PO rollover there should be NO data in accounting period zero, fiscal year 2005

Year End Training55 Run Control Enter the “PeopleSoft” Fiscal Year being closed.

Year End Training56 Sample Query Results AFTER PO Rollover Note: Fiscal Year 2005 rows were generated by PO Rollover

Year End Training57 Po Rollover Review When run for the first time as part of the upgrade, this job will retroactively go back to each fiscal year in the ledger and “roll forward” the encumbrances into the appropriate Fiscal Year. –Only the year ending on June 30 of the as of date on the run control can be re-run Run each year end AFTER receipt accrual has been run for all appropriate business units (XXCMP and XXCSU) If for some reason the last fiscal year has to be re-opened and encumbrance adjustments made, PO Rollover could be re-run for that fiscal year only - Not for previous years

Year End Training58 Reminder PeopleSoft Vanilla DOES NOT HAVE an accounting period of “0” in Ledger KK –CSU creates and accounting period in LEDGER KK for encumbrance and pre- encumbrance only –Used by CSU to store “project to date” encumbrance amounts for external reporting requirements to the State of California and the Chancellor’s Office FIRMS data base

Year End Training59 Clearing balances of reverting funds –Budget entries to reflect SCO reversion of Remaining Spending Authority (RSA) –Accounting entries to clear “Accruals” –Charge Orders/Cancellations to clear Encumbrances (PO’s) and Pre- Encumbrances (Req’s) –Fund ChartField Inactivation Effective on Reversion Date + 1 –Trees “trimming” to eliminate inactive ChartFields Effective on Reversion Date + 1 Reverting Funds Maintenance

Year End Training60 Reverting Funds Maintenance Clearing balances of reverting funds –What happens if a campus doesn’t perform the necessary steps? Accruals will be sent to the controller Data will be submitted in FIRMS SAM99 will have an out of balance condition in July of the new year BAD BAD BAD BAD BAD

Year End Training61 FNAT Key Maintenance Enterprise Revenue Fund FNAT Keys –Fund Processing Types 2102 – Proprietary: Enterprise Revenue Only – Auxiliary –Sample: DRF - Housing Revenue 2103 – Proprietary: Enterprise Revenue Only - Departmental –Sample: Continuing Ed Fund Revenue Non-Appropriated Funds FNAT Keys –CSU Fund 020 –Sample: Escheat

Year End Training62 FNAT Key Maintenance Enterprise Revenue Fund FNAT keys –Fund Processing Type 2102 Proprietary: Enterprise Revenue Only - Auxiliary Enterprise Type 1: “Q” Type 2: “R”

Year End Training63 FNAT Key Maintenance Enterprise Revenue Fund FNAT keys –Fund Processing Type 2103 Proprietary: Enterprise Revenue Only – Departmental

Year End Training64 FNAT Key Maintenance Enterprise Revenue Fund FNAT keys Each year the FNAT key assigned to the Revenue fund needs to be changed to the FNAT key for the new appropriation year Effective Date the change July 1 of the new year Updating the FNAT Keys will correct the duplication of the amounts on the SAM99

Year End Training65 FUG Year-End Training Enterprise Revenue Fund FNAT keys

Year End Training66 FNAT Key Maintenance Enterprise Revenue Fund FNAT keys

Year End Training67 FNAT Key Maintenance Enterprise Revenue Fund FNAT keys

Year End Training68 Summary of Non-Approp FNAT Key Maintenance

Year End Training69 Helpful Tips, Tricks & Queries Queries –Abnormal Balance –Negative Expenditures Allocations –Automatically Close Revolving Fund –Roll Budgets forward to Next Year

Year End Training70 More Detailed Information Available