Welcome to the Business Users Group

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Welcome to theBusiness Users Group

• Wednesday, November 29, 2006
• 900am 1100am

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Todays Agenda

• Announcements
• Presentations
• Budget Status
• Reports
• Payment Details
• Detailed Payment Register
• Received/Vouchered Status
• Cash Status with AR
• QA Session

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Announcements

• DAS and APA
• Choosing Object Codes
• Ability to view outstanding IBTs
• Personal Vehicle use
• Mileage Rate going up next year
• Thank you CAFR reports

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Budget Status
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Budget Status

• How to enter the numbers correctly
• How to determine where the numbers came from
• How to change the amounts entered

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How to Enter the Numbers Correctly

• First Method Enter/Revise Final Approved Budget
• See Enter/Revise Final Approved Budget work
  instructions in the NIS Budget Training Manual.

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Ex. 56650
Ex. 06
BF
S
Ex. BUAPPROP

• Complete highlighted fields
• Click Find

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• Choose appropriate business unit
• Click Select

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• Checkmark Show Periods and choose Requested
• In the grid, complete the Requested Amount field
  for each object code desired
• Click OK

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How to Enter the Numbers Correctly (cont.)

• Second Method Journal Entry in the BF Ledger
• Determine the amounts and account numbers to be
  reflected in your budget status.
• Transfer the information into a Journal Entry.
  (See work instructions for Entering Journal
  Entries in Debit/Credit Format in General
  Accounting manual.)
• Change the ledger type to BF for Budget Status.
• Enter Amounts. Any Credits would not have a
  leading negative.

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How to Enter the Numbers Correctly (cont.)

• Second Method Journal Entry in the BF Ledger
  (cont.)
• Enter the appropriate Budget Subledger
• BUAPPROP (Annual Appropriation) new
  appropriation
• BUREAPPR (Re-appropriation)
• BUTRANSF (Budget/Appropriation Transfer)
• BUENC (Encumbrance Rollover)
• Enter S for Subledger Type
• Complete Remark Field

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How to Enter the Numbers Correctly (cont.)

• Remember
• A journal entry load into your Budget Status
  (second method) WILL NOT be displayed in the
  Manual Enter/Revise Final Approved Budget in
  NIS. It will appear blank.
• Problems with current Budget Status Manual Entry
• Limited to the Subledger identified in the
  Header.
• The Journal Entry does not show up in the Manual
  Entry field.
• Incidents of data entry being lost.

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• Journal Entry example

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How to Determine where the Numbers Came From

• Checking your Budget Status
• See Trial Balance by Subledger Inquiry work
  instructions in the NIS General Accounting
  Training Manual.

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• Complete the highlighted fields
• Click Find
• Determine the G/L YTD Balance for the subledger
  of the object selected

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How to Determine where the Numbers Came From

• Trial Balance by Subledger is the only inquiry
  that shows which Subledger (BUAPPROP, BUENC, etc)
  the Budget amount is identified.
• Remember
• Change the ledger type to BF for Budget Status.
• Thru Date should reflect 6-30-07. This
  calculates a full year.
• Problems with this inquiry
• Cannot enter program, only Business Unit or Fund.
• Lists all Business Units by Subledger so you may
  need to export to excel and complete total
  calculations.

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How to Change the Amounts Entered

• First Method Enter/Revise Final Approved Budget
• Enter amounts as noted above using the same
  method as How to enter the numbers correctly.
• Be sure and click the Show Periods box before
  you make your corrections.
• Overwrite the previous Requested Amount. Do
  not put in the difference.
• To ensure that the new amount was accepted, you
  should see your monthly periods update. If the
  periods add up to the old amount, the show
  periods box was not click prior to the update to
  the Requested Number.

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How to Change the Amounts Entered

• Second Method Journal Entry in the BF Ledger
• Determine the difference between the original
  amount and the new amount and enter that amount
  as a Journal Entry to the BF Ledger using the
  same method as identified above.
• Be sure and approve and post any journal entries.

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RUG Update
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RUG Update

• Quick Reference Card (QRC) available on website
• AP Payment History Detail
• Detailed Payment Register

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• Run the AP Payment History Detail report to
  review payment information for vendors.
• This report includes information for your agency
  only. If vendors need information on an entire
  payment, direct them to Nyla Thomsen in State
  Accounting (471-0611).
• View the work instructions for running the AP
  Payment History Detail report in the Accounts
  Payable manual on the NIS website.

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• If running report by payment number, enter the
  number the right operand field in the first row.
• If report is not run by payment number, delete
  the first row of data selection and narrow report
  using the following options
• Payee
• Date Range

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• Run the Detailed Payment Register report to
  review a summary of expenditure documents for
  your agency.
• View the work instructions for running the
  Detailed Payment Register report in the Accounts
  Payable manual on the NIS website.

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• Leave Data Selection as is
• This report can be narrowed by
• Business Unit
• Fund

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• Complete the following
• Agency Number 3-digit agency number
• Century
• Fiscal Year
• Period Number

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Received/Vouchered Status Report
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• Run the Received/Vouchered Status Report to
  review detailed information about outstanding
  purchase order encumbrances.
• Received/Vouchered Status Order Totals
• Received/Vouchered Status Supplier Totals
• View the work instructions for running the
  Received/Voucher Status report in the Accounts
  Payable manual on the NIS website.

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• Enter the Agency Number.
• This report can also be narrowed down by
• Business Unit
• Fund
• Purchase Order Number

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• Run the Cash Status with AR report to review cash
  summary (current balance, less total cash
  required, plus incoming cash)
• View the work instructions for running the Cash
  Status with AR report in the General Accounting
  manual on the NIS website.

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• Enter the Fund number(s).

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• Questions

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Thank you for coming!Please remember to fill
out an evaluation!