1. Year-End Close: Reports and Finance Data warehouse
2016 CSU Business Conference
Year-End Close: Reports and Finance Data warehouse
Kelly Cox, Associate Director, Accounting – Chancellor’s Office

2. 2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Learning Objectives
Provide several Finance Data Warehouse and Reporting Tool examples to assist in fiscal year-end activities of the CSU.

3. 2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Agenda
Legal
FDW: Reserve Entries
FDW: Search for non-0948 SWIFT cash balances
FDW: Clear Negative Cash
FDW: Cost Recovery: Option 1
CFS: Department/Fund Budget Report
CFS: Trial Balance
GAAP
FDW: PBC 046 Cash lead Sheet
FDW: PBC 056 Accounts Receivable Lead Sheet
FDW: PBC 137 Detail Listing of Expenditures
FDW: PBC 139 Auxiliary Enterprise Expense

4. Financial Reporting →Fund Balance
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Financial Reporting →Fund Balance
REPORT: This reports the beginning fund balance, year-to-date revenue, year-to-date expense, and projects current fund balance
USE: Campus Reserve Polices
Policy: 2001 Campus Reserve

5. FIRMS/GAAP→FIRMS By Fiscal Year
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
FIRMS/GAAP→FIRMS By Fiscal Year
REPORT: This is designed to produce reports based on a wide number of filters and criteria.
USE: FIRMS ORGINAL Budget * 50% to determine Max amount for Reserve for Economic Uncertainty. Exclude

6. Financial Reporting → Financial Summary as of Period
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Financial Reporting → Financial Summary as of Period
REPORT: This is designed to produce reports based on a wide number of filters and criteria.
USE: Fund Balance Check mapping and entries
What Not to Do!

7. Financial Reporting → Financial Summary as of Period
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Financial Reporting → Financial Summary as of Period
REPORT: This is designed to produce reports based on a wide number of filters and criteria.
USE: Search for non-0948 SWIFT cash balances
CSU Legal Accounting and Reporting Manual: Chapter 34: Banking Section 3.5

8. Financial Reporting → Cash
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Financial Reporting → Cash
REPORT: Used for analysis in determining if a negative cash balance exists in specified SCO, CSU, or PeopleSoft fund(s).
USE: Clear negative SWIFT cash in local trust funds
CSU Legal Accounting and Reporting Manual: Chapter 34: Banking Section 3.6

9. Financial Reporting → Financial Summary as of Period
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
Financial Reporting → Financial Summary as of Period
REPORT: This is designed to produce reports based on a wide number of filters and criteria.
USE: Eliminate Double counting of expenditures
CSU Legal Accounting and Reporting Manual: Chapter 23: Cost Recovery Section 3.3

10. CSU State & SW Reporting →Campus Reports →Fund/Deptid Budget Report
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
CSU State & SW Reporting →Campus Reports →Fund/Deptid Budget Report
REPORT: This is designed to produce a real time budget to actuals report based on CSU fund, Fund Code or Dept ID.
USE: Real time budget report using PS accounts.

11. CSU State & SW Reporting →Trial Balance
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
CSU State & SW Reporting →Trial Balance
REPORT: This is designed to produce a real time trial balance report based on SCO Fund, CSU fund, or Fund Code.
USE: Real time report using PS accounts.

12. 2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
PBC 046 Cash Lead Sheet
Purpose: To verify ending balance on the lead sheet.
FIRMS-GAAP→ GAAP Summary
Report Filters:
Fiscal Year 2015
Period Between 0 – 998
GAAP Object Fdescr : ,

13. PBC 056 Accounts Receivable Lead Sheet
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
PBC 056 Accounts Receivable Lead Sheet
Purpose: To complete lead sheet.
FIRMS-GAAP→ FIRMS Summary by Fiscal Year
Report Filters:
Fiscal Year 2014 & 2015
Period Between 0 – 12
GAAP Object Fdescr :

14. PBC 056 Accounts Receivable Lead Sheet Footnote 4.1
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
PBC 056 Accounts Receivable Lead Sheet Footnote 4.1
Purpose: To verify, explain balances with GAAP adjustments.
FIRMS-GAAP→ GAAP Summary by Fiscal Year
Report Filters:
Fiscal Year 2014 & 2015
Period Between 0 – 998
GAAP Object Fdescr :

15. PBC 137 Detail Listing of Expenditures
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
PBC 137 Detail Listing of Expenditures
Purpose: Required DW Report.
FIRMS-GAAP→ PBC 137 Report
Report Filters:
Fiscal Year 2015
Period between
Nat Class Fdescr :
Select Report View: Actuals Transactions
Export : ‘Data’ CSV format
Reconcile: Agree DW Schedule 137 (Excel) Report total to Lead Sheet Summary Report total (PBC #22 – Report CSUFS169).

16. PBC 137 Detail Listing of Expenditures (cont.)
2016 CSU Business Conference
APRIL 2016
YEAR-END LEGAL TRAINING
PBC 137 Detail Listing of Expenditures (cont.)
Troubleshoot Differences:
Leading causes of differences between PBC 137 report and Lead Sheet Summary Report are:
GAAP Override
FIRMS Remapping
A couple of tools to help you identify these two types of differences:
CSU_GAAP_Override_2 query. This query will return the PS account, FIRMS object code, the Natural Classification and the AAT Natural Class. See if the Nat Class & AAT Nat Class impact
CSU_GAAP_AAT_MAPPING_CHANGES query to help identify which FIRMS object codes have been remapped.