Welcome to the Business Users Group Thursday, August 11, 2005 8:30am – Noon Today’s Agenda • Announcements • Presentations – Purchasing Card/Payroll Card – Encumbrances – What not to do on a Purchase Order – Fixed Asset Trade-ins – CAFR Items – Address Book – W-9s • Expert Assistance 2 Announcements • 8.10 Upgrade • Official NIS Team • Year-end Closing Feedback • Queues • Online Monthly Reports • Batches “In Use” 3 NIS Team NIS Administrator Amy Archuleta Address Book/AR/Grants Margo Sawyer Fixed Assets/AP/ Stacey Mundt General Accounting Procurement/Inventory/Projects Kay McKay Human Resources Deb Bandiola Payroll Steve Lortz Training Lead Lindsey Miller 4 Monthly reports run the Sunday following the first working day of a month. 5 These reports are on the State Accounting Manual each month. 6 Batches “In Use” Batch Header Information • A batch number is assigned when the Add button is clicked, but the batch is not created until the OK button is clicked. • The Difference Documents and Difference Amount fields on the batch header have no affect on the posting of the batch transactions. 8 Batches “In Use” • A batch will appear “In Use” when: – A batch is being created – The batch is in process of posting – An NIS user has the batch open – An NIS user had the batch open, and was timed out of the system • State Accounting resets all “In Use” batches each night. 9 Batches “In Use” • Integrity Reports run each night that: – Delete batch headers without transactions – Identify transactions without a batch header – State Accounting will create the header • Sometimes it takes a few minutes for the system to update the status of a batch. • Under normal circumstances, please wait until the next day if a batch is “In Use”. • In emergency situations, please check the batch again 30 minutes later by clicking find on the Review – Work with Batches screen before calling the Help Desk. 10 Purchasing Card Purpose of Purchasing Card • Save time on small purchases • Ease of purchase • Potential rebates 12 Purchasing Card Usage • Need to eliminate unused cards – Will enhance rebate • How to increase usage • Potential vendors • Blocked MCC codes 13 Purchasing Card • Accounting for purchases • P-card “competitors” 14 Payroll Card Payroll Card • Current Response • Benefits of using Payroll Card – State – Employee 16 Payroll Card – Expense Reimbursement • If employee indicates on Direct Deposit Agreement form they want to use the payroll card for expense reimbursement, an email must be sent to State Accounting – Address Book section when the employee has physically received their payroll card in the mail. 17 Payroll Card • How have you been encouraging usage? • Problems? • How can we help you? 18 Encumbrances KEY DATES • July 5 – August 31 Enter Vouchers • August 31 Certified Encumbrance Report • September 9 Agency Director signed copy of Certified Encumbrance Report due to State Accounting • September 23 State Budget Re-Appropriation • September 28 State Accounting Load Budget Status 20 Schedule • July 5 – August 31 Enter Vouchers and Manual Encumbrances. • August 29, 2005 Post the August 26, 2005 State Wide Biennial Carryover Report on the State Accounting website for review. Review carefully to ensure it is accurate. • August 31 Certified Biennial Carryover Report • September 1, 2005 After month end close, run the Certified Biennial Carryover Report. • September 2, 2005 Post the August 31, 2005 State Wide Certified Biennial Carryover Report on the State Accounting website. Print off your page for your Director’ s Certification. Make sure the Encumbrance Detail Report agrees with your Biennial Carryover Report. 21 Schedule • September 9 Agency Director signed copy of Certified Encumbrance Report due to State Accounting. • September 23 State Budget Re-Appropriation • September 28 State Accounting Load Budget Status • October 1, 2005 After notification from State Accounting, liquidate (void) manual encumbrances. 22 How to get to the Encumbrance Detail Report from the General Accounting Role: General Accounting – Agencies > Inquiries & Reports > Accounting Reports > Financial Reports > Other Budget Reports 23 How to get to the Encumbrance Detail Report from the Budget Role: Agency Budget Menu > Agency Budget Management > Inquiries & Reports > Accounting Reports > Financial Reports > Other Budget Reports 24 25 • Do not change ANYTHING on Data Selection. 26 Ending Fiscal Year is the year just completed. Transactions dated through the Last transaction date will be selected. Remember to enter your Agency Number 27 • On the Printer Selection window, click the Document Setup tab. 28 • Ensure the CSV (Comma Delimited) option is marked with a checkmark. 29 $1,056.22 $9,478.97 $19,294.64 30 $19,294.64 $1,056.22 31 There are four ways in NIS to identify prior year obligations: • Prior Year Voucher Without P.O. (P9 transaction created in expense accounts) • Prior Year Voucher With P.O. (P9 transaction in the Received not Voucher Payable) • Manual Encumbrance (J9 transaction created in Journal Entries) • Automatic Encumbrance (Purchase Order Transaction) 32 Trouble Shooting Encumbrances Manual Encumbrances not created with a document type J9. Manual Payroll Encumbrance Prior Year Obligation entered as a PV document type – not showing up on the Encumbrance Reports. Current Year Obligation entered as a P9 document type – showing up on the Encumbrance Reports. Purchase Order at June 30, 2005 is for the incorrect amount or is not valid and is showing up on the Encumbrance Reports. Amount recorded for a Purchase Order or payable is incorrect. 33 • Entering a Journal Entry from the Agency Budget Menu 34 • Need to add “J9” in the Doc Type/No/Co field. • Ledger Type “PB” will automatically populate. 35 • Entering a Journal Entry from the General Accounting – Agencies menu. 36 • Need to add “J9” in the Doc Type/No/Co field. • Need to change Ledger Type from “AA” to “PB”. 37 Manual Encumbrances Manual Encumbrances affect the current authority. You will see them on your allotment status and budget status until they are liquidated after the certification process. Manual Encumbrances can be used to offset other encumbrances. If a purchase order for June 30, 2005 has the incorrect amount or should not have been open at June 30, a negative manual encumbrance (credit amount) can be used to offset the encumbrance. If a document is incorrectly created as a prior year obligation (a P9 document) a negative manual encumbrance (credit amount) can be used to offset the encumbrance. If a document is incorrectly created as a current year obligation (a PV document) a manual encumbrance (debit amount) can be used to create the encumbrance. A negative manual encumbrance will show on your current allotment status as a negative amount. 38 Payroll Manual Encumbrance • STEP1: FIND YOUR PAYROLL BATCH NUMBER • STEP 2: EXPORT YOUR PAYROLL JOURNAL ENTRY DATA • STEP 3: IMPORT THE MANUAL ENCUMBRANCE 39 What NOT to do on a Purchase Order Changing Account Number • Changing any part of the account number on a detail line(s) of an open purchase order with any receiving activity will cause major encumbrance issues. • This applies to receiving throughout the year. 41 The Account number includes the Business Unit, Object Account, and Subsidiary. Also pay special attention to the Subledger field. • If you need to change the account number (business unit, object account, subsidiary, or subledger), you must cancel the original line on the purchase order and create a new line on the same purchase order with the correct account number. 42 Changing Subledgers • When changing subledgers (structured or unstructured) on a detail line(s) of a purchase order, you must cancel the original line on the purchase order and create a new line on the same purchase order with the correct account number. • This includes adding a subledger to a detail line(s) on a purchase order (which was previously blank) after a fiscal year has closed or in the middle of the receiving process. 43 Entering a Purchase Order Do not enter a Preferred order number in this field. The system will assign a number when the document is created. 44 Generating a Purchase Order Do not enter a preferred order number in this field. The system will assign a number once the document is created. 45 Reversing Receipts • Please follow the receipt and reverse receipt processes which are documented in the NIS Procurement Training Manuals (specifically the Reversing Receipts instructions). • The receipt and reverse receipt process must be completed per the work instructions before any changes or cancellations are made to the purchase order document. 46 Receipt (O) Batches • NEVER void an “O” (receipt or reverse receipt) batch without prior communication with the NIS Team. • Do not change any part of “O” (receipt or reverse receipt) batch manually via the Journal Entries with Debit/Credit Format application. This includes, but is not limited to, the account number, amounts, purchase order number, etc. 47 Entering a journal entry to correct Received Not Vouchered Report • The Purchase Order field is 8-digits, so a 5-digit purchase order number must include 3 leading zeros (example – purchase order #12345 must be 00012345 in a correcting journal entry) • The document type must be all capital letters (example – document type OP must be OP, not Op or op) 48 Fixed Asset Trade-ins Trade-In Procedures • State statutes and policy require that any purchase involving trade in of State of Nebraska property be approved in advance by DAS Materiel Division – State Purchasing and Surplus Property. • The Materiel Administrator is the sole authority for approving all trade-ins of state property. The surplus property manager will advise the Materiel Administrator on the feasibility of all trade-ins. 50 Requesting Trade-in of Property • Submit a requisition to state purchasing in the NIS system. – The surplus document (SPN) and supporting documentation will be included as header attachments to the requisition. • This procedure must be followed regardless of whether the property being traded-in is a fixed asset within the NIS system. 51 Information needed to process the request: • Age of the equipment being traded • Subjective appraisal of the equipment • Dollar amount being offered as trade-in with supporting documentation of bids if applicable 52 53 54 Fixed Assets Year-end Processes and Reminders Fixed Asset - Year-end Processes and Reminders • By Statute, Year-end Report is due to Materiel Administrator (State Surplus Property Manager) no later than August 31, 2005. • Report MUST be run with an “as of date” of June 30, 2005. – If this date is not on the report it will be returned to the agency to be “re-run”. • Agencies are not responsible for verifying items in a “pending status”. All items unable to be located should be indicated with a “UL” status. • Agencies should review and reconcile the following reports on a regular basis throughout the fiscal year (at least monthly) : – Unposted Fixed Asset Transactions – No Cost Integrity Report 56 Items to be submitted with year-end Report are: • Auditors Fixed Asset Listing Report (either by tag # or location) • Memorandum transmitting the report stating that the physical inventory has been completed (with any exceptions noted) • A copy of the agency’s capitalization policy with any exceptions (or statement that they are abiding by the DAS recommended threshold of $1,500. 57 CAFR Items Financial Reporting Package • Due to State Accounting by August 15 • Questions about completing contact Amy Wilson 471-0616 59 Schedule of Expenditures of Federal Awards (SEFA) • Due to State Accounting by August 12 • Questions about completing contact Amy Wilson 471-0616 60 Address Book W-9 Forms W-9 Forms • W-9 forms are to be submitted in advance of a vendor being added to the NIS Address Book. • The agency may still enter all of the vendor information in the Address Book HTML request form, but the request will be placed on temporary hold until the completed W-9 form is sent to State Accounting via email, fax or regular mail. 62 When is a W-9 form Needed? • New business • New location for already existing business • Change of business name or Tax ID • Business is operating under an individual’s SSN. • Navigate to the IRS website to find the W-9 form 63 When is a W-9 form Needed? • Foreign vendors are exempt. • Only applies to “PP” (Payee/Payable) and “V” (Vendor) Address Book search type records. • A W-9 form is not required to set up individuals with a “PP” or “V” Address Book record. However, their SSN is required on the Address Book HTML request form. • Individuals being paid for contractual services will need to complete a W-9 form. 64 Expert Assistance Expert Assistance • Please visit an expert in the room to discuss questions and issues. Fixed Assets – Lynda Roesler and Gregg Yaussi Accounts Payable (and PO’s) – Stacey Mundt Grants, Accounts Receivable, and Address Book – Ron Carlson, Margo Saywer, Dee Ward CAFR – Amy Wilson 66 Thank you for coming! Please remember to fill out an evaluation!
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