1. Auditor-Controller’s Office
FY 2018 YEAR-END TRAINING
Payable Categories
Presenter: Mary Yip
Auditor-Controller’s Office
2018 Year End Training – Chapter 5

2. Due to Other Government Accounts Payable - Other
Payable Categories
Payable Categories
Operating
Accounts Payable
ACO Prepares
Salaries &
Benefits Payable
Due to
Other Funds
Schedule A
Due to Other Government
Schedule G
and V-12
Accounts Payable - Other
Schedule I
2018 Year End Training – Chapter 5

3. Operating Accounts Payable
Vendor invoices for goods and services must be received or performed no later than
June 30, 2018
PeopleSoft A/P Module closing date:
June 28 end of the day
Old year invoices process after closing date will be recorded by Year End A/P accrual journal entry
2018 Year End Training – Chapter 5

4. 1st A/P Accrual Process Timeline Accrual process begin:
July 20
Last day to enter and Department approve old year vouchers with invoice date 6/30/18 or earlier
July 23-25
Vouchers approve by ACO
July 26
Accrual process begin:
query to Departments for review
Invoice date June 30 or
earlier
100% accrual
Jul 30 – Aug 3
Journal entry process for 1st A/P accrual
JE GL AP 4
2018 Year End Training – Chapter 5

5. 2nd A/P Accrual Process Timeline
August 14
Last day to enter and Department approve old year vouchers with invoice date 6/30/18 or earlier
Aug
Vouchers approve by ACO
August 20
query to Departments for review
Invoice date June 30 or
earlier
Threshold: $5,000 and greater
Aug 21 – 24
Journal entry process for 2nd A/P accrual
JE GL AP 5
2018 Year End Training – Chapter 5

6. What is the County Department’s Role?
Verify invoice billing period or date of service
Ensure invoices are entered with an invoice date of June 30 or prior
Enter/Department Approve/Attach Supporting Documents By Cutoff Dates
2018 Year End Training – Chapter 5

7. What is ACO’s Role? Review / Approve Vouchers / Pay Vendors
Provide a list of vouchers to Departments for review
Accrue the expense and liability with journal date 6/30/2018
Reverse the accrual entry in July and August
Ensure the expense and liability are properly accrued
2018 Year End Training – Chapter 5