Posting Models and Table Settings

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Posting Models and Table Settings

• Presented byPauline G. Myrick/Lynn M. Moaney

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What Do We Do??

• Develop Department-wide financial and accounting
  policies.
• Maintain/Update common tables related to the
  posting of FFIS transactions.
• Resolve Help Desk tickets related to FFIS, i.e.,
  system settings, transaction codes/transaction
  types, posting models.

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Common Tables(That directly impact how
transactions are posted in FFIS)

• Accounting Entries Definition Table (ACED)
• Accounting Entries Table (ACEN)
• Accounting Events Type Table (ACEV)
• General Ledger Account Table (GLAC)
• Standard General Ledger Account Table (SGLT)

• General Ledger Effective Transaction Type Table
  (GLTT)
• General Ledger Post Type Table (GLPT)
• General Ledger Crosswalk Table (GLXT)
• Fund Category Table (FCAT)
• Year End Account Table (YACT)
• Year End Options Table (YOPT)

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Statistics Regarding ACED/ACEN

• On March 31, 2005
• ACED had 209,233 Transaction Codes/Transaction
  Types
• ACEN had 4,306 Accounting Entry Ids
• What is the reason for this volume?
• Cost Allocation
• Feeders
• System implementations
• Complex posting attributes (Fund Category, Budget
  Object Code, Revenue Source Code, Project Post
  Types)
• Standard Voucher Transactions
• Unique transactions to facilitate Cash
  Reconciliation

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What causes an Improper Posting to be generated?

• From the Department side
• Desired table updates are not invoked due to
  inappropriate accounting event.
• Corrective action (e.g., alternate fund code
  clean-up) sometimes require unorthodox postings
  be established on a temporary basis.
• From the Agency side
• Wrong Transaction Code/Transaction Type is
  processed.
• Inaccurate or incomplete information given by
  agency when requesting new posting models.
• Agency-driven corrective action can result in
  wrong choices when choosing a posting model.

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Status of Posting Model Fixes

• Refund Receivable postings
• Travel Advances

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Refund Receivables

• ACFO-FO working with CGI-AMS to generate agency
  reports.
• Reports will be used to determine specific
  transactions to be excluded from clean-up.
• Agencies are required to review and re-submit
  report within ten (10) workdays.
• After review and final approval, deviations will
  be executed to create Standard Voucher
  Transactions.
• After deviation is executed and transactions are
  successfully processed, System Control Options
  Reference Table (SOPT) must be updated.
• Anticipated Completion Date June 2005

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Travel Advances

• E-travel postings have been established for
  Temporary Duty (TDY) and Local Travel.
• E-travel will eliminate budgetary and proprietary
  out of balances for advances.
• General Ledger Accounts 1410,1011 and 4802 will
  post on the Automated Disbursement (AD) document.
  
• Potential timing differences between the Owed to
  Employee-payable and the actual disbursement
  will also be minimized by instituting an early
  cutoff of disbursements during the last three (3)
  days of the month.
• Relocation travel advances are not yet in
  E-Travel and will need to be processed using
  existing guidance.

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Agency Table Settings

• Settings must be consistent across all USDA
  agencies for all fields where the Department has
  issued guidance. Tables affected
• Accounts Receivable Referral Parameter Table
  (AREP)
• Accounts Receivable Control Options Reference
  Table (AROP)
• Disbursing Options Table (DOPT)
• System Control Options Reference Table (SOPT)
• Tables must be reviewed and updated, when
  required.
• All table changes made by the agency should be
  documented and maintained.
• Guidance issued as FFIS Bulletin 03-6, dated
  9.26.2003 and FFIS Bulletin 03-7, dated
  10.23.2003.

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Year End Account Table (YACT) Updates

• The Year End Account Table (YACT) is used to
  define how a general ledger account is closed
  during the Annual Close process. An account can
  close differently based on whether the
  appropriation is Expired, Unexpired or Closed.
• YACT is reviewed annually to ensure adherence to
  Treasury guidance.
• One of the changes for FY 05 is for Commitments.
• 4700 will close to 4450 for unexpired/ 4650 for
  expired
• 4720 will close to 4620 for unexpired/ 4650 for
  expired

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Effort to Web-Enable Global Procedures

• Realize the need to make recurring processes
  readily accessible to all USDA agencies.
• Bulletins that are currently available on the
  web
• Procedural bulletins (i.e., Continuing
  Resolutions)
• Bulletins related to FFIS system settings or
  options
• Bulletins to be added in the near future
• Recording Non-Expenditure Transfers
• Procedures for Moving Carryover

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What Else is on the Horizon?

• Another clean-up of ACED/ACEN to reduce
  duplication of entries.
• Re-engineer other long-standing accounting
  processes and provide updated guidance.

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END

• Questions or Comments?