February 2012

 Chart of Accounts Basics  Accounting Flow of Sample Transactions  Year End Processes  Accounts Receivable Inquiry / Query Tools  General Ledger & Budget Inquiry / Query Tools  Questions & Answers 2

 ENCOMPASS uses Department chartfield values that are listed in State Personnel Department's PeopleSoft HR module  Identify needed Department chartfield values (per functional list); I T, HR, Accounting, Legal, Administration, etc...  If your agency doesn’t have separate Departments for these functions, please contact your HR Department or State Personnel so that values can be created 4 Centrally Defined Agency Defined with Central Coordination (Projects Module)  Fund (old Fund/Center)  Account (Object)  Program  Department*  Locality  Product  Incident  Budget Reference  Source Category (distributional)  Project  Activity  Source Type  Source Category (functional)  Source Sub Category  Analysis Type * Assigned by State Personnel Department

5 Chart of Accounts Basics

6  Primary means for tracking and relating specific sources and uses of revenues or budget authority  Generally, do not cross BUs  Generally, GEAC Fund/Center combinations were mapped to the PeopleSoft Fund chartfield  Exceptions: Federal, Capital, and County-Specific Fund Centers  Multiple Attributes are assigned to each Fund chartfield value to assist with Financial, Federal and Capital Project Reporting  Five Numeric Characters, Centrally Defined  Required Field

 Fund values Spreadsheet updated monthly on ENCOMPASS website  See ENCOMPASS Documents  Chart of Accounts folder  FUND_TBL_MMDDYY – list of Funds  FUND_TBL_DETAILS_MMDDYY_Set ID_BU – list of Funds by Business Unit with Attributes  FUND_TBL_DETAILS_MMDDYY_Set ID_STIND – list of Funds statewide with Attributes  Legal Fund  Generally Same as Four Digit Fund in GEAC  1000 = General Fund  Budget Agency Revenue Forecast Tracks General Fund Revenue, Control 3 Funds 7

8  Control Code:  Control Code 3: Appropriations Revert; Receipt of Revenue has no Budget Impact  Control Code 4: Biennial Appropriations; Receipt of Revenue has no Budget Impact - New  Control Code 5: Non-Reverting; Receipt of Revenue increases Appropriations  Control Code 6: Non-Reverting; Receipt of Revenue increases Appropriations and Allotments  Control Code 7: Non-Reverting; Receipt of Revenue has no Budget Impact  New - created for all Federal grants and Capital projects

 Replaced GEAC Object  Measure by nature of receipt, expenditure, or effect on financial position of Fund  Ledgers  Financial –use numeric accounts - ACTUALS  Budgetary (Commitment Control) – accounts start with E or R  APPROP, ALLOT_CTRL, ALLOT  Six Numeric Characters, Centrally Defined  Required Field 9

 One set of chartfield values used across all BUs  First digit represents major reporting classification:  Balance Sheet  1 = Assets  2 = Liabilities  3 = Fund Balance  Income Statement  4 = Revenues  5 = Expenditures  6 = Internal Service Fund Revenues “64” and Expenses “65”  7 = Other Financing Sources “74” and Uses “75”  Rarely used by anyone except AOS, SBA 10

 Major Revenue Groups  41 = Taxes  42 = Exchange Revenue  43 = Sales  44 = Grant Revenue  45 = Fines / Penalties  46 = Forfeitures, Abandoned Property, Donations 11

 Major Expenditure Groups (Points)  51 = Personal Services (includes Fringe Benefits) 52 = Utilities 53 = Services Provide by External Entities 54 = Supplies, Materials & Parts 55 = Capital Assets 56 = Distribution to Other Government Units 57 = Grants 58 = Social Service Payments 59 = Admin & Operating Expenses (including In-State & Out-of-State Travel) 12

 Account values Spreadsheet updated monthly on ENCOMPASS website  See ENCOMPASS Documents  Chart of Accounts folder  GL_ACCOUNT_TBL_MMDDYY – list of accounts  Column W = Control Accounts – Y/N  ACCOUNT_ATTRIBUTE_MMDDYY – list of 1099 codes associated with Account / Vendor combination 13

 To prevent direct GL entry into Accounts that should not be used, several designated as Control Accounts  Cash and Fund Balance accounts are best example  Control Accounts may only be entered in subsystems (not General Ledger)  Do not appear in list of chartfields when you click on magnifying glass 14

 Submit a GMIS issue for new Chartfield Values  Except – new Funds should be routed through SBA Budget Analyst  Review COA Handbook, which is located on ENCOMPASS website for more details on new COA 15

 All Entries must balance at the Fund Level. When an entry doesn’t balance, PeopleSoft inserts lines with InterUnit/InterFund Cash (111500) to make it balance.  Inter Unit account is considered to be part of Cash Balance of Fund  Entries must have valid Edit and Budget Checking Status to post  Subsystem – won’t post in GL – fixed by GMIS  General Ledger – can’t be submitted for agency approval  PeopleSoft summarizes the entries each day by chartfield, so if there are 10 deposits that have the same set of chartfields, they will result in one entry in the General Ledger.  Details exist in the subsystem

 Corrections to Reports of Collection should be made via $0 Reports of Collection at the Treasurer’s office  Journal ID for entries related to AR Deposits will have a prefix of ARD, indicating that they were created in the AR Subsystem  Accounting Date for AR transaction is the day the transaction is approved  Entries post when approved by agency  When calendar changes, no ability to make entry for prior month  Existing entries automatically generated in new month

 Corrections related to the CAFR should be made via General Ledger Journal Entries.  Journal ID for GL Journals are numeric, sequential, and system-assigned, indicating direct entry in General Ledger  Accounting Date for AR transaction is the day the transaction is approved  Entries post when approved by agency and by AOS  When calendar changes, GL open for prior month for a few days to allow approval of remaining entries  Existing entries must be copied forward to new month and deleted in prior month

20 General Ledger Month-end Closing Schedule 20 FY 2012 Accounting Period Month Agency Approval / Submission Deadline General Ledger Accounting Period Close Date 7JanuaryFebruary 2, 2012February 7, FebruaryMarch 2, 2012March 6, MarchApril 3, 2012April 5, 2012 Once a month is closed, it is never re-opened AP is closed during the night at calendar end GL is closed at 5 PM or whenever last journals are approved and posted by AOS on scheduled date

InterUnit Cash Control Revenue Fund Collection Fund 1000 Cash InterUnit Fund AOS Fund 1000 Deposit at TOS Accounting Entries Deposit at TOS only recognizes the cash. Must be moved out of cash control on daily basis or cash control entries are created. DOR Staff make accounting entries, which are only approved internally. Bal = -1,000 Bal = -1,000 Bal = 1,000

InterUnit Revenue Fund Collection Fund 1000 InterUnit Corp Tax Fund Revenue Dept Deposit at TOS Accounting Entries $0 Deposit done at TOS DOR Staff make accounting entries, which are only approved internally. Bal = -100 Bal = -900 Bal = 900 Bal = 100 Allocate Revenue 900

InterUnit Cash Control Revenue Fund Collection Fund 1000 Cash InterUnit Fund AOS Fund Deposit at TOS Accounting Entries Deposit at TOS only recognizes the cash. Must be moved out of cash control on daily basis or cash control entries are created. DOR Staff make accounting entries, which are only approved internally. Bal = -600 Bal = -1,500 Bal = 1,500 Bal =

InterUnit Revenue Fund Collection Fund 1000 InterUnit Corp Tax Fund Revenue Dept Deposit at TOS Accounting Entries $0 Deposit done at TOS DOR Staff make accounting entries, which are only approved internally. Bal = -110 Bal = Bal = 1,390 Bal = 110 Allocate Revenue

InterUnit Revenue (401100) Fund Collection Fund 1000 CashInterUnit Fund AOS Fund 1000 Deposit at TOS Accounting Entries Deposit at TOS only recognizes the cash. Must be moved out of cash control on daily basis or cash control entries are created. DOR Staff make accounting entries, which are only approved internally. Bal = -2,110 Bal = -3,500 Bal = 3,500 Bal = 2, Cash Control

InterUnit Revenue Fund Collection Fund 1000 InterUnit Auto Excise Fund Auto Rental Excise Tax $0 Deposit done at TOS DOR Staff make accounting entries, which are only approved internally. Bal = -510 Bal = -1,600 Bal = 1,600 Bal = Deposit at TOS Accounting Entries Allocate Revenue

InterUnit Revenue Fund Collection Fund 510 InterUnit Auto Excise Fund Auto Rental Excise Tax Cash InterUnit Fund AOS Fund 3500 InterUnit Corp Tax Fund Revenue Dept 1390

 Year-end treatment depends on:  Account Type  Balance Sheet  balances roll forward  Income Statement  balances close to Fund Balance and start new year at $0  Control Code of Fund  Funds and are Control 3  Funds and are Control 6

 Control Code of Fund  Control Code 3:  Asset Balances swept to Closing Fund (same first 3 digits but last 2 are 99)  Cash left behind for AP and Encumbrances only  Fund Balance account is used  Control Code 4:  Odd year – works like control 3  Even year – works like control 5  Control Code 5, 6, and 7:  Retain asset balances  Income Statement accounts close to Account  Except certain Fund Types close to or  In FY11, some Funds closed to and  Being corrected this year-end  For purposes of our discussion, there’s no difference between these accounts

 Before Year-End Close is run, allocations are run to  Close out InterUnit Cash to Cash  All balances in are moved to  Period 996 entries, net cash impact for a Fund = $0  Journal Prefix FYA  Revert Asset Balances for Control 3 Funds  Asset Balances swept to Closing Fund (same first 3 digits but last 2 are 99)  Except cash is left behind for Accounts Payable not yet paid  Period 996 entries, cash is removed from Fund, remains in Legal Fund  Journal Prefixes FYC, FYD, FYF  Sweep Revenue received for Federal funds to Closing Fund  Revenue balances and associated cash swept to Closing Fund  Period 996 entries, cash is removed from Fund, but remains in Legal Fund  No impact to DOR

 When Year-End Close is run,  Income Statement Accounts are closed out to Fund Balance  Year begins typically with balances in Cash (110100) and Fund Balance ( or )  Period 999 entries in year being closed  Period 0 entries in new year  This means that query or inquiry results that include periods 0 through 999 for revenue or expense accounts will show $0 balance  This means that query or inquiry results that include periods 1 through 999 for balance sheet accounts will not include amounts that rolled forward from a prior year  Fund Balance accounts are not used 99.9% of the time throughout the year  only for material correcting entries where revenue or expenses have closed to fund balance

InterUnit Revenue Fund Collection Fund 510 InterUnit Auto Excise Fund Auto Rental Excise Tax Cash InterUnit Fund AOS Fund 3500 InterUnit Corp Tax Fund Revenue Dept 1390 Fund Balance Cash Cash Fund Closing Fund Cash Fund Balance Fund Balance Fund Balance FYA Entries FYC/D/F Entries FYE Entries Pd 996 Pd 999 Pd

Fund Collection Fund Fund Auto Rental Excise Tax Fund AOS Fund Fund Revenue Dept Fund Balance Cash Cash Fund Closing Fund Cash Fund Balance Fund Balance No balances

 This means money will stay in the Collection Fund and other non-reverting funds until external action is taken to move it somewhere else.  Year End processes do not move the balances for non-reverting funds, but move revenue account balances to fund balance.  The cash balance in each non-reverting fund should be monitored by agency staff on a periodic basis  Still to finish:  Queries to use to get details from AR  Queries to use to get details from GL  Inquiry screens to get details from AR  Inquiry screens to get details from GL  Auditor’s Data / Budget Overview that SBA uses

 Cash Received by Bank Account  Accounts Receivable  Payments  Review Payments  By Bank Account  Defaults to No Bank, No Account, Today’s Date  Bank AOS, Account AOS, enter Date Range (Current Month)

 Cash Received by Bank Account  Shows Amount Unapplied (Remaining) by BU  View 100 to see more BUs

 Incomplete Deposits - Details of Remaining  Accounts Receivable  Payments  Review Payments  Incomplete Deposits  Defaults to BU, your User ID  Blank User ID and hit Search

 Shows Deposit IDs needing Accounting Entries and Approval (check Complete box)  Deposits should be approved same day as deposit at TOS

 Review Deposit Accounting  Accounts Receivable  Payments  Direct Journal Payments  Review Deposit Accounting

 3 tabs – Chartfields, Project Chartfields, Journal Details

 This only works for Deposits that are complete and have journal generated (nightly process).

 AR_COLLECTION_FUND_DEPOSITS  Private query joins PAY_MISC_DST (contains Accounting Chartfields for Regular Deposits) and SOI_PAYMNT_DESC (Description field)  Criteria – important to be as specific as possible

 Output Fields

 General Ledger  Journals  Journal Entry  Create / Update Journal Entries

 Have to know the journal number or combo of fields

 Header tab – Long Description should be as thorough as possible – permanent record of reason for entry

 Lines tab – Chartfield entry  Journals must balance at Fund level  Journals must be Valid in Editing and Budget Checking before submitting for approval (use drop down box)  System edits and budget checks journals every 15 minutes, as long as less than 20,000 lines / transactions

 Approval tab – Step 01 = Agency Approval  AOS runs query periodically to identify approved journals  AOS doesn’t begin reviewing journal until agency has approved

 General Ledger  Review Financial Information  Ledger  Have to name the inquiry  I use BU, could name by Fund #

 Enter BU, Ledger = ACTUALS, Fiscal Year, From/To Period  Enter as many chartfields as appropriate  Can use % as wildcard, use YTD Balance for Asset accounts

 Click Activity to see which transactions make up balance  Defaults to show 1 st 100 rows

 Click through to source transaction(s)

 General Ledger  Review Financial Information  Journal  Have to name the inquiry  I use BU, could name by Fund #

 Enter BU, Ledger = ACTUALS, Fiscal Year, From/To Period  Can use % as wildcard

 Click Journal ID to drill down  Defaults to show 1 st 100 rows

 Click through to subsystem transaction(s)

 Shows transaction number in subsystem

 Commitment Control  Review Budget Activities  Budget Overview  Have to name the inquiry  I use BU, could name by Fund #

 Enter BU, Ledger Inquiry Set, CORE, Fiscal Year  Ledger Group most commonly used is APPROP  Enter Fund number

 For Control 5 & 6 Funds, Available Budget equals Cash Balance in Fund for APPROP ledger  Can click through to transactions just like other inquiries

 Website developed and maintained by Budget Agency   Daily file updates data from PeopleSoft  Budget Trial Balance – runs nightly at 2 AM  General Ledger Trial Balance - nightly at 2 AM or 3 AM  Last file for each month is saved  Contains historical data back to June 30, 1993  Navigational arrows move back/forward one month or one year

 App / Allot TB – much like Budget Overview  Combines APPROP and ALLOT_CTRL ledgers  Previous Year based on Budget Reference of transaction  Current & Previous combined = Cash Balance

 All Accounts TB – mostly GL data (ACTUALS ledger)  Again, add Current Year and Prior Year to get true balance  Spending TB and Revenue TB are different views of same data in All Accounts TB

 GL_ITEMS_FOR_A_FUND  Private query joins JRNL_HEADER (status of journal, long description) and JRNL_LN (chartfields) tables  Criteria – important to be as specific as possible, adjusted depending on needs

 Output Fields