1. Jump to first page Common Management System Presented by Letitia Coate Controller Sonoma State University June 8, 2004 Year End Encumbrance Processing PeopleSoft 7.5

2. Jump to first page Common Management System June 8, 2004Slide 2 n Agenda u CSUGL015 Encumbrance Process – 7.5 u Encumbrance Categories u Processing Encumbrance Categories u Set-up Requirements u General Ledger Entries u Questions Year End Encumbrance Processing PeopleSoft 7.5

3. Jump to first page Common Management System June 8, 2004Slide 3 CSUGL015 Encumbrance Process n Job CSUGL015 Year End Encumbrance Process u Go, CSU Administer Integration, Manage CO/State Requirements u Process, Year End Encumbrance

4. Jump to first page Common Management System CSUGL015 Encumbrance Process

5. Jump to first page Common Management System June 8, 2004Slide 5 Encumbrance Categories n CSUGL015 Categorizes Encumbrances: u Remaining – Purchase Orders that are completed; cannot be liquidated. u Obligations – Purchase Orders where goods/services received; invoice not received. u Governmental Encumbrances – Not obligations; belong to Governmental Funds. u Non-Governmental Encumbrances – Not obligations; belong to Non-governmental Funds.

6. Jump to first page Common Management System June 8, 2004Slide 6 Processing Encumbrance Categories n Remaining u Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. u Encumbrance is restored in Period 1 of new year.

7. Jump to first page Common Management System June 8, 2004Slide 7 Processing Encumbrance Categories n Obligations u Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. u Encumbrance is restored in Period 1 of new year. u Creates a reversing posted total journal entry that records encumbrance as a payable (201801) in closing year. u Payable is reversed in Period 1 of new year.

8. Jump to first page Common Management System June 8, 2004Slide 8 Processing Encumbrance Categories n Governmental Encumbrances u Creates a reversing encumbrance journal entry that liquidates encumbrance for closing year. u Encumbrance is restored in Period 1 of new year. u Creates a reversing posted total journal entry that records encumbrance as a payable (201809) in closing year. u Payable is reversed in Period 1 of new year.

9. Jump to first page Common Management System June 8, 2004Slide 9 Processing Encumbrance Categories n Non-governmental Encumbrances u Creates a non-reversing encumbrance journal entry that moves the encumbrance to Period 998 in new fiscal year. u Does not create a posted total journal entry. u Reserve for Encumbrance Account must be set as an Expense type account for this process.

10. Jump to first page Common Management System June 8, 2004Slide 10 Set-up Requirements for CSUGL015 n Key Set-up Elements u “STANDARD” Accounting Entry Template – Encumbrance Offset (Encumbrance Reserve Account u Accounting Entry Definitions u Journal Sources u Journal Generator Templates u Refer to CSU Year End Business Process – Legal Closing Process Guide for specific set-up instructions. n Web address for documentation: http://cms.calstate.edu/T5_FUGYEInfo.asp

11. Jump to first page Common Management System June 8, 2004Slide 11 General Ledger n “Posted Total” Journal Entries for SAM99 (Memo Entry) u Non-Reversing Journal Entry for Governmental and Non-Governmental Funds; Accounts to use: F 403002 F 403001 Encumbrances F Account Type = Expense for both accounts u State GL Mapping: F 403002 = 53500000 Reserve for Encumbrances F 403001 = 61500000 Encumbrances

12. Jump to first page Common Management System June 8, 2004Slide 12 Questions