Subsystem Reconciliation/ Processing August 11, 2014 FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Team Introductions 2FI$Cal: Transparency. Accuracy. Integrity. Testing support provided by:  Jeff Brandyberry  Rebecca King  Tom Marez  Jackie Ratliff  Rahul Singh  David Smart MEC Subsystem Recon/Processing – 11AUG2014 Mock Month-End Close Sponsors:  Cathy Leal and Tracy Milner  Nevil Pesika and Josh SanSouci

3FI$Cal: Transparency. Accuracy. Integrity.  Session Objectives  Month-End Close Schedule  Month-End Close Tasks  Outstanding Transactions: FI$Cal.185  Edit and Budget Check Errors: FI$Cal.095 FI$Cal.024  Month End Common Accounting Entries: FI$Cal.187  Review/Correct Suspended GL Entries: FI$Cal.033  Reconciling Between Sub-Modules: FI$Cal.037  July 2014 ‘Mock’ Month-End Close  Schedule  Tasks – Job Aid Reference  Questions MEC Subsystem Recon/Processing – 11AUG2014

Session Objectives 4FI$Cal: Transparency. Accuracy. Integrity.  To provide Departments with a July 2014 month-end close ‘mock’ (practice) environment and timeline to become familiar with executing month-end close tasks  Timeline and Tasks Summary:  8/11-8/12 - Workshop #1: Subsystem Reconciliation  8/13-8/15 - Workshop #2: Running Labor Distribution  8/18-8/19 - Workshop #3: Processing Allocations  8/20-8/22 - Workshop #4: Reports, Month End Recon, Recon to SCO, Adjustments MEC Subsystem Recon/Processing – 11AUG2014

 Journal generate and post subsystem transactions  Suspend Journal Generation (stabilize GL balances)  Resume Journal Generation  Load and reconcile payroll  Process Allocations (journal creation)  Perform Agency Reconciliation  Enter Labor Distribution Activity Sheets  Review, modify, and post Allocation journals  Prepare PFA  Process, revise, and post Labor Distribution  Prepare Transaction Request(s)  Verify journal generation of subsystem transactions  Run preliminary allocations (e.g. Calc Log only - no journals ) Month-End Close Schedule - - Closing Phases 5FI$Cal: Transparency. Accuracy. Integrity. Subsystem ClosingPost-ClosingGeneral Ledger Closing SUBSYSTEM CLOSEDSUBSYSTEM CLOSED GENERAL LEDGERCLOSEDGENERAL LEDGERCLOSED MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Schedule – Month 1 6FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Schedule – Task Detail 7FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Outstanding Transactions 8FI$Cal: Transparency. Accuracy. Integrity.  Subsystem(s) Outstanding Transaction Queries  Execute pre-built queries to identify current outstanding transactions.  ZZ_OUTSTANDING_VOUCHER  ZZ_OUTSTANDING_DEPOSIT  ZZ_OUTSTANDING_ITEMS  ZZ_OUTSTANDING_JOURNAL  Review outstanding transactions and determine whether or not a transaction needs to be processed through to General Ledger post status prior to close of the month.  Ensure that the applicable outstanding transaction(s) are successfully posted to the General Ledger by the subsystem month-end close date. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Outstanding Transactions ZZ_OUTSTANDING_VOUCHER 9FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks - Common Accounting Entries Month End Common Accounting Entries  Payroll Journal 10FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Review/Correct Suspended GL Entries Identify accounting entries that are currently in suspense. Suspense entries can be identified using an account number. Utilize the Correct Suspense Entries page to modify accounting entries posted as suspense. 11FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Subsystem Reconciliations 12FI$Cal: Transparency. Accuracy. Integrity.  Subsystem(s) Reconciliation Queries  Each subsystem will execute pre-built queries to identify Accounting Entries not sent to the General Ledger and then take the following actions: (a) Determine approval or other subsystem processing required to obtain subsystem status of ‘ready-to-be-distributed’. (b) Report incident to FI$Cal Service Center and request inclusion of the transaction(s) in the journal generate process (prior to subsystem accounting period close). (c) After journal generate has completed, re-run subsystem ‘not sent’ reconciliation queries. Begin again with action (a) if needed.  Each subsystem will also execute pre-built queries to identify the Journal ID’s of the Accounting Entries sent to the General Ledger. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Subsystem Reconciliations 13FI$Cal: Transparency. Accuracy. Integrity. Subsystem‘Not Sent’ Reconciliation Query‘Sent’ Reconciliation Query Asset Management ZZ_AM_ACCT_ENTRIES_NOT_SENT_TO_GL ZZ_AM_ACCT_ENTRIES_SENT_TO_GL Payables ZZ_AP_ACCTENTRIES_NOTSENTTO_GL ZZ_AP_ACCT_ENTRIES_SENT_TO_GL Billing ZZ_BI_ENTRIES_NOTSENTTO_GL ZZ_BI_ENTRIES_SENTTO_GL Receivables ZZ_ARITEM_ENTRIES_NOTSENTTO_GL ZZ_ARMISC_ENTRIES_NOTSENTTO_GL ZZ_ARITEM_ENTRIES_SENTTO_GL ZZ_ARMISC_ENTRIES_SENTTO_GL Cash Management ZZ_CM_ENTRIES_NOTSENTTO_GL ZZ_CM_ENTRIES_SENTTO_GL Project Costing ZZ_PC_ACCT_ENTIRES_NOT_SENT_TO_GL ZZ_PC_ACCT_ENTIRES_SENT_TO_GL Labor Distribution LD_ACCT_ENTRIES_NOT_SENT_TO_GL LD_ACCT_ENTRIES_SENT_TO_GL Other Subsystems ZZ_SUBSYS_JRNL_NOT_POSTED ZZ_SUBSYS_JRNL_POSTING_STATUS MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Subsystem Reconciliations ZZ_AP_ACCTENTRIES_NOTSENTTO_GL 14FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Subsystem Reconciliations ZZ_AP_ACCT_ENTRIES_SENT_TO_GL 15FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Subsystem Reconciliations 16FI$Cal: Transparency. Accuracy. Integrity.  Ledger vs Journal Integrity Report (GLS7010)  This report lists the discrepancies between the General Ledger and the journal tables.  The parameters for this report include the Unit, Ledger, Fiscal Year and Accounting Periods.  In addition, specify which ChartFields to include on the report.  Available to users with the GL Reporter roles. MEC Subsystem Recon/Processing – 11AUG2014

July 2014 ‘Mock’ Month-End Close 17FI$Cal: Transparency. Accuracy. Integrity.  July 2014 ‘mock’ month-end provides a timeframe, a ‘copy of production’ environment, and a FI$Cal support team for Departments to learn and practice execution of month-end close tasks.  Location = 2000 Evergreen (Ruby)  Timeframe = August 11 th thru 22 nd  9:00AM – 4:30PM daily  Environment = CV1  Testing UserID’s will be provided to participants  Each morning there will be a daily kick-off discussion to review task expectations for that day and to share answers to questions applicable across Departments. MEC Subsystem Recon/Processing – 11AUG2014

July 2014 ‘Mock’ Month-End Close - Schedule 18FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

July 2014 ‘Mock’ Month-End Close - Tasks 19FI$Cal: Transparency. Accuracy. Integrity. Task DatesTask NameTask Reference Materials (Job Aids) Aug 11–12Subsystem Processing and Reconciliations FI$Cal.185 Using the Outstanding Transaction Queries FI$Cal.095 Resolve Journal Edit and Budget Check Errors FI$Cal.024 Correcting Budget Checking Errors FI$Cal.187 Month End Common Accounting Entries FI$Cal.033 Review and Correct Suspended GL Entries FI$Cal.037 Reconciling Between Sub-Modules MEC Subsystem Recon/Processing – 11AUG2014

July 2014 ‘Mock’ Month-End Close - Tasks 20FI$Cal: Transparency. Accuracy. Integrity. Task DatesTask NameTask Reference Materials (Job Aids) Aug 13–15Running Labor Distribution FI$Cal.182 Using the Excel-to-CI Personal Activity Sheet FI$Cal.183 Using the Personal Activity Sheet Online Page FI$Cal.184 Run Labor Distribution FI$Cal.084 Using the Labor Dist Error Reports and Page Aug 18–19Processing Allocations FI$Cal.008 Maintaining Allocations FI$Cal.009 Running the Month End Process FI$Cal.188 Create and Process Journal Entries MEC Subsystem Recon/Processing – 11AUG2014

July 2014 ‘Mock’ Month-End Close - Tasks 21FI$Cal: Transparency. Accuracy. Integrity. Task DatesTask NameTask Reference Materials (Job Aids) Aug 20–22Month-End Reports, Agency Reconciliations, and Ledger Adjustments FI$Cal.186 Using the Agency Reconciliation Report FI$Cal.038 Performing PFA Process in FI$Cal FI$Cal.001 Spreadsheet GL Journal Upload MEC Subsystem Recon/Processing – 11AUG2014

Questions 22FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014