Kuali PowerPoint by y1Do708

VIEWS: 8 PAGES: 21

									  Kuali Days Conference
    November, 2008

General Ledger Processing


Bill Overman, Indiana University
                         Agenda Topics

• What is the General Ledger?

• Overview and components of the accounting cycle

• Accounting cycle edits, reports and error correction

• Collector processing

• Year-end schedule and balance forwards

• On-line GL balance inquiry screens
                      General Ledger Entry Table

    FIELD NAME            FORMAT         BUSINESS NAME

•   UNIV_FISCAL_YR        VARCHAR2(4)    FISCAL YEAR
•   FIN_COA_CD            VARCHAR2(2)    CHART
•   ACCOUNT_NBR           VARCHAR2(7)    ACCOUNT NUMBER
•   SUB_ACCT_NBR          VARCHAR2(5)    SUB ACCOUNT
•   FIN_OBJECT_CD         VARCHAR2(4)    OBJECT CODE
•   FIN_SUB_OBJ_CD        VARCHAR2(3)    SUB OBJECT
•   FIN_BALANCE_TYP_CD    VARCHAR2(2)    BALANCE TYPE
•   FIN_OBJ_TYP_CD        VARCHAR2(2)    OBJECT TYPE
•   UNIV_FISCAL_PRD_CD    VARCHAR2(2)    FISCAL PERIOD
•   FDOC_TYP_CD           VARCHAR2(4)    DOCUMENT TYPE
•   FS_ORIGIN_CD          VARCHAR2(2)    ORIGIN CODE
•   FDOC_NBR              VARCHAR2(14)   DOCUMENT NUMBER
•   TRN_ENTR_SEQ_NBR      NUMBER(5)      SEQUENCE NUMBER
•   TRN_LDGR_ENTR_DE SC   VARCHAR2(40)   DESCRIPTION
                        General Ledger Entry Table
                                  (cont.)
    FIELD NAME             FORMAT         BUSINESS NAME

•   TRN_LDGR_ENTR_AMT      NUMBER(19,2)   TRANSACTION AMOUNT
•   TRN_DEBIT_CRDT_CD      VARCHAR2(1)    DEBIT CREDIT CODE
•   TRANSACTION_DT         DATE           TRANSACTION DATE
•   ORG_DOC_NBR            VARCHAR2(10)   ORG DOCUMENT NUMBER
•   PROJECT_CD             VARCHAR2(10)   PROJECT CODE
•   ORG_REFERENCE_ID       VARCHAR2(8)    ORG REFERENCE ID
•   FDOC_REF_TYP_CD        VARCHAR2(4)    REF DOCUMENT TYPE
•   FS_REF_ORIGIN_CD       VARCHAR2(2)    REF ORIGIN CODE
•   FDOC_REF_NBR           VARCHAR2(14)   REF DOCUMENT NUMBER
•   FDOC_REVERSAL_DT       DATE           REVERSAL DATE
•   TRN_ENCUM_UPDT_CD      VARCHAR2(1)    ENCUMBRANCE CODE
•   TRN_POST_DT            DATE           POST DATE
Kuali Accounting Cycle Diagram
                                Accounting Cycle Components
•       Scrubber – Perform the following major functions:
            Validation of Data
             • Application of select missing values
             • Reference to chart of accounts for validation (non-free form fields)
             • Continuation account logic
            Generation of offsets
             • Document balancing, including flexible offsets
             • Capitalization of assets and liabilities
             • Plant indebtedness
             • Cost share transfers
             • Cost share encumbrances
            Error handling
             • Most common source for error files for input into the GLCP e-doc (in conjunction
                 with De-Merge process)

    •   De-Merge Process – Pulls all of the transactions for a document that the scrubber found
        to have errors and backs out any scrubber generated offsets. This is the main source of
        transactions for the General Ledger Correction Process (GLCP) e-doc.
                          Accounting Cycle Components Continued


•   GL Poster – Performs the following major functions:
        Three instances of the poster
          • Primary poster for the scrubbed transactions
          • Automated reversal process
          • Indirect Cost Recovery (ICR)
        Limited validation of data (amount, account number, object type, balance type, fiscal
        year, chart, debit/credit indicator, & reversal date)
        Updates and inserts to GL tables
          • GL Entry (GLEN)
          • GL Balance (GLBL)
          • Account Balance (ACBL)
          • Sufficient Funds (SFBL)
          • Open Encumbrances (GLEC)
          • GL Reversals (GLRV)
        Initial determination of expenses eligible for ICR
          • GL Expense Transactions (GLEX) temporary table
                           Accounting Cycle Components Continued

•   Automated Reversal Process - Systematically reverses transactions that were created with a
    reversal date. A copy of the original transaction remains in the GL Reversal (GLRV) table
    until the reversal date is reached.

•   Indirect Cost Recovery (ICR) – Calculates ICR based on the expenses found in the GL
    Expense Transactions (GLEX) table. Generally, ICR is charged to the account incurring the
    original charge and revenue is recorded in an associated income stream account, usually a
    general fund Responsibility Center (RC) account (table driven).
     – From account - financial series ID, ICR rate, ICR types, custom exclusions by object
         code, and revenue chart and account
     – From reference tables – ICR automated entry, ICR type, and account exclusions

•   Bank Specific Claim on Cash (Release 3.0) – When activated users can specify a bank code
    on appropriate e-docs (DV, ND, CR, PREQ, etc…). When specified an additional set of cash
    transactions will be generated which reclassify the original cash entry to a bank specific cash
    entry, likely in an institutional level account.

•   Indirect Cost Recovery (ICR) Encumbrances (Post Release 3.0) – An extension of the actual
    ICR calculation for encumbrances. This is an optional feature, that when activated, will
    calculate ICR encumbrances based on the outstanding encumbrance balances for an account.
                              Scrubber, Poster and GLCP
                              in Relation to Chart Set-up
•   Attributes of Account Numbers
     Sufficient funds checking on/off indicator and type of checking (object code,
        level, consolidation, cash checking, account)
     Expiration date, closed indicator, and continuation accounting string for
        continuation account processing
     Indirect cost rates, financial series ID’s, exclusions, and revenue accounts for
        Indirect Cost Recovery (ICR) calculations
•   Attributes of Sub-Account Numbers
     Identifies cost share sub accounts and the source accounting string for cost
        share transfers and cost share encumbrance processing
•   Attributes of Organizations
     Identify the plant fund account numbers for capitalization and plant
        indebtedness
•   Offset Definition Reference Table
     Determines the appropriate offset in the event a balancing transaction is
       needed
Scrubber Error Report
Kuali Accounting Cycle Diagram
Collector Processing
Collector Batch Upload Screen –
      Out of Balance File
                        Collector File Confirmation
Header Information:
        Chart: IN
        Org: MDEP
        Campus: BL
        Department: TEST
        Mailing Address: TEST
        Contact: sgeorge
        Email: sgeorge@indiana.edu
        Transmission Date: 2007-08-22
               Group Credits     = 00001               $300.00
               Group Debits      = 00000               $0.00
               Group Not C/D     = 00000               $0.00
               Valid Group Count = 00002               $300.00

Reported Errors:
----- NO ERRORS TO REPORT -----
This file will be processed by the accounting cycle.
                    Collector Scrubber Error Message
                             Sent to End User
Header Information:
        Chart: IN
        Org: MDEP
        Campus: BL
        Department: TEST
        Mailing Address: TEST
        Contact: sgeorge
        Email: sgeorge@indiana.edu
        Transmission Date: 2007-08-22

Document 1000000 Rejected Due to Editing Errors.
   Origin Entry: 2009BL103140X-----3000---ACEX04PREQ011000000
   00001Description
   300.00C2008-10-31ODN       ----------ORI     PREQ011234
   2008-10-31

Account not found in the database.(BL-103140X)
                                   Year-End Schedule

• Pre-Closing
   – Thursday, June 5 - Generation of Business Manger Reports
   – Monday, June 30 - Last day for billing and encumbrance transactions
     and take snapshots of Account and Organization tables for reporting

• First Closing
   – Tuesday, July 1 - Year-end documents available for posting to fiscal
      period 13 throughout closing process
   – Monday, July 7 - Cut-off for Fiscal 2008 AP invoices that were received
      and dated on or before June 30
   – Tuesday, July 8 - CAMS processing of fiscal 2008 AP invoices and First
      Closing
   – Wednesday, July 9 - Generation of Business Manager and Monthly
      Standard Reports and run June Depreciation
                           Year-End Schedule Continued

• Second Closing
   – Tuesday, July 15 – Second Closing
   – Wednesday, July 16 - Generation of Business Manger Reports
   – Monday, July 21 – Auxiliary Vouchers for Fiscal 2008 fully approved

•   Final Closing
    – Tuesday through Thursday, July 22 – 24 – Campus Closing Meetings
    – Friday, July 25 – Final Closing
    – Monday, July 28 – Generation of Final Business Manager Reports and
       Monthly Standard Reports
    – Tuesday, July 29 – Run July Depreciation
    – After Balance Forwards loaded flip indicator in Systems Options Table
       for Sufficient Funds Checking
                                           Closing and Balance Forward
                                                      Entries
•   Each of the four year-end programs create Origin Entry Groups for pre-editing by GLCP and
    later processing by the accounting cycle.

•   Monday, July 28
     –   Organization Reversions and Carry Forwards (Optional) – Driven by the GL Balance (GLBL) table and Organization
         Reversion reference tables. Computes budget and cash reversion and carry forward amounts based on a set of defined
         business rules.
     –   Encumbrance Forwards – Selects from the Open Encumbrance File (GLEC). Sets up outstanding encumbrances for the
         new fiscal year.
     –   Labor Balance Forwards – Selects from Labor Balance (LLBL) and creates inception to date balances for select groups of
         accounts.


•   Tuesday, July 29
     –   Close Out of Nominal Activity – Based on the balances in GL Balance (GLBL), this program closes all nominal activity
         (Income and Expenses) to Fund Balance in the year begin closed. Must run after Organization Reversions if that program
         is part of closing.


•   Wednesday, July 30
     –   Beginning Balance Forwards – Carries forward GL Balances (GLBL) for Assets, Liabilities, and Fund Balance as Financial
         Beginning Balances and cumulative income, expenses and b and budget as inception to date balances. Must run after
         Closing Nominal Activity to accurately bring forward Fund Balance.
                            On-Line Balance Inquiry Screens

•   Available Balances - Summary totals of Budget, Actual, Encumbrance, and Variance
    amounts by Fiscal Year, Chart, Account Number, Sub-Account Number, Object
    Code, and Sub-Object Code.
•   Balances by Consolidation - Summary totals of Budget, Actual, Encumbrance, and
    Variance amounts by Fiscal Year, Chart, Account Number, Sub-Account Number,
    and Consolidation. Users have the ability to drill down to Level and then to Object
    Code.
•   Cash Balances - Provides Beginning, Annual, and Ending Cash Balances by Fiscal
    Year, Chart, Account Number, and Sub-Account Number.
•   General Ledger Balances - Summary totals of General Ledger balances by Fiscal
    Year, Chart, Account Number, Sub-Account Number, Object Code, and Sub-Object
    Code, Balance Type, and Object Type.
•   General Ledger Entry - Listing of transactions posted to the General Ledger.
•   Pending General Ledger Entry - Listing of Pending Ledger Entries for the General
    Ledger. When a financial transaction E-Doc is initiated, Pending Ledger Entries are
    created. These entries remain in the Pending Ledger Entry table until they are
    posted to the General Ledger.
•   Open Encumbrances - Listing of the open encumbrances and displays open
    amount, closed amount and amount outstanding .
                     Demonstrate On-Line Balance
                          Inquiry Features
• Drill Down Capability – Users can drill down from balances
  to detail transactions and from detail transactions to e-docs.
• Include/Exclude Pending Entries – Inquiry screens will have
  the ability to include all pending ledger entries, approved
  pending ledger entries, or exclude pending entries from the
  results.
• Consolidation/Detail Option – Allows the users to
  accumulate results by Sub-Account, Sub-Object Code, and
  Object Type.
• Export Functions – The results of the balance inquiry
  screens may be downloaded in CSV, Excel, or HTML
  formats.
• Sort-able Results – The output may be sorted in ascending
  or descending order by clicking on the appropriate columns.
Questions?

								
To top