Month-End Close Walk-Thru August 7, 2014 FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru – 07AUG2014.

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  • Slide 1
  • Month-End Close Walk-Thru August 7, 2014 FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 2
  • Team Introductions 2FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru panel: Jeff Brandyberry Rebecca King Tom Marez Kirk McCain Jackie Ratliff Gail Riggins David Smart Month-End Close Walk-Thru 07AUG2014 Mock Month-End Close Sponsors: Cathy Leal and Tracy Milner Nevil Pesika and Josh SanSouci
  • Slide 3
  • 3FI$Cal: Transparency. Accuracy. Integrity. Session Objectives Month-End Close Schedule Month-End Close Tasks Communications Open/Close Periods Outstanding Transactions Reconciliations Labor Distribution Allocations Month-End Reports July 2014 Mock Month-End Close Schedule Tasks Questions Month-End Close Walk-Thru 07AUG2014
  • Slide 4
  • Session Objectives 4FI$Cal: Transparency. Accuracy. Integrity. To provide Departments with a walk-thru of the timeline and tasks for the execution of a Wave 1 FI$Cal month-end close To provide Departments with specific details regarding timeline and tasks for the mock (practice) month-end close of July 2014 (test environment) Month-End Close Walk-Thru 07AUG2014
  • Slide 5
  • Month-End Close Schedule - - Closing Concepts 5FI$Cal: Transparency. Accuracy. Integrity. Multiple open accounting periods Closing is performed by: Business Unit Subsystem (module) Ledger Group (GL only) Closing an accounting period in a subsystem Prevents entry of transactions in that period Closing an accounting period in the General Ledger Prevents entry or posting of transactions in that period Month-End Close Walk-Thru 07AUG2014
  • Slide 6
  • Journal generate and post subsystem transactions Suspend Journal Generation (stabilize GL balances) Resume Journal Generation Load and reconcile payroll Process Allocations (journal creation) Perform Agency Reconciliation Enter Labor Distribution Activity Sheets Review, modify, and post Allocation journals Prepare PFA Process, revise, and post Labor Distribution Prepare Transaction Request(s) Verify journal generation of subsystem transactions Run preliminary allocations (e.g. Calc Log only - no journals ) Month-End Close Schedule - - Closing Phases 6FI$Cal: Transparency. Accuracy. Integrity. Subsystem ClosingPost-ClosingGeneral Ledger Closing SUBSYSTEM CLOSEDSUBSYSTEM CLOSED GENERAL LEDGERCLOSEDGENERAL LEDGERCLOSED Month-End Close Walk-Thru 07AUG2014
  • Slide 7
  • Month-End Close Schedule Final 7FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 8
  • Month-End Close Schedule Qtr 1 8FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 9
  • Month-End Close Schedule Month 1 9FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
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  • Month-End Close Task Detail 10FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 11
  • Month-End Close Tasks - Communications 11FI$Cal: Transparency. Accuracy. Integrity. Initial Month-End Close Communication Brief description of key FI$Cal month-end close tasks Standard FI$Cal month-end close schedule (static dates) Posted to FI$Cal website; e-mailed to Departments Monthly follow-up Month-End Close Communications Pre-Close = month-specific close tasks/schedule (including any changes to standard static dates) Posted to FI$Cal website Post-Close = notification when subsystems are closed and again when General Ledger is closed Posted to FI$Cal website; e-mailed to Departments Month-End Close Walk-Thru 07AUG2014
  • Slide 12
  • Month-End Close Tasks Open/Close Periods 12FI$Cal: Transparency. Accuracy. Integrity. Open/Close accounting periods for combinations of: Business Unit FI$Cal Departments PeopleSoft module (i.e. subsystem) AM, AP, AR, BI, CM, GL, PC, and PO Ledger Group ACCRUALADJ, CASH, MODACCRL, STATISTIC FI$Cal open/close accounting periods task will be scheduled (static) for each month. Execute across all business units by ledger group. Subsystems will be opened/closed as a group. General Ledger accounting period close date will be later than subsystems period close date. Month-End Close Walk-Thru 07AUG2014
  • Slide 13
  • Month-End Close Tasks Open/Close Periods 13FI$Cal: Transparency. Accuracy. Integrity. Ledger GroupAccounting Period Open Date(s)Months Open MODACCRL1 st calendar day of the month Prior calendar month not yet closed Current calendar month STATISTIC 1 st calendar day of the fiscal year for all months in that fiscal year. Prior calendar month not yet closed Remaining calendar months to end-of-fiscal year Month-End Close Walk-Thru 07AUG2014 July / August 2014 month-end close exception: Communicate with FSC (by logging an incident at least 24 hours in advance) if due to extenuating circumstances the Department will not be ready to close their General Ledger by the published closing date.
  • Slide 14
  • Month-End Close Tasks Open/Close Periods 14FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014 During July Subsystem Closing phase, subsystems open for July and August. During July General Ledger Closing phase, subsystems open for August.
  • Slide 15
  • Month-End Close Tasks Open/Close Periods 15FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
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  • Month-End Close Tasks Outstanding Transactions 16FI$Cal: Transparency. Accuracy. Integrity. Subsystem(s) Outstanding Transaction Queries Execute pre-built queries to identify current outstanding transactions. ZZ_OUTSTANDING_VOUCHER ZZ_OUTSTANDING_DEPOSIT ZZ_OUTSTANDING_BILL ZZ_OUTSTANDING_JOURNAL Review outstanding transactions and determine whether or not a transaction needs to be processed through to General Ledger post status prior to close of the month. Ensure that the applicable outstanding transaction(s) are successfully posted to the General Ledger by the subsystem month-end close date. Month-End Close Walk-Thru 07AUG2014
  • Slide 17
  • Month-End Close Tasks Outstanding Transactions ZZ_OUTSTANDING_VOUCHER 17FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 18
  • Month-End Close Tasks Subsystem Reconciliations 18FI$Cal: Transparency. Accuracy. Integrity. Subsystem(s) Reconciliation Queries Each subsystem will execute pre-built queries to identify Accounting Entries not sent to the General Ledger and then take the following actions: (a) Determine approval or other subsystem processing required to obtain subsystem status of ready-to-be-distributed. (b) Report incident to FI$Cal Service Center and request inclusion of the transaction(s) in the journal generate process (prior to subsystem accounting period close). (c) After journal generate has completed, re-run subsystem not sent reconciliation queries. Begin again with action (a) if needed. Each subsystem will also execute pre-built queries to identify the Journal IDs of the Accounting Entries sent to the General Ledger. Month-End Close Walk-Thru 07AUG2014
  • Slide 19
  • Month-End Close Tasks Subsystem Reconciliations 19FI$Cal: Transparency. Accuracy. Integrity. SubsystemNot Sent Reconciliation QuerySent Reconciliation Query Asset Management ZZ_AM_ACCT_ENTRIES_NOT_SENT_TO_GL ZZ_AM_ACCT_ENTRIES_SENT_TO_GL Payables ZZ_AP_ACCTENTRIES_NOTSENTTO_GL ZZ_AP_ACCT_ENTRIES_SENT_TO_GL Billing ZZ_BI_ENTRIES_NOTSENTTO_GL ZZ_BI_ENTRIES_SENTTO_GL Receivables ZZ_ARITEM_ENTRIES_NOTSENTTO_GL ZZ_ARMISC_ENTRIES_NOTSENTTO_GL ZZ_ARITEM_ENTRIES_SENTTO_GL ZZ_ARMISC_ENTRIES_SENTTO_GL Cash Management ZZ_CM_ENTRIES_NOTSENTTO_GL ZZ_CM_ENTRIES_SENTTO_GL Project Costing ZZ_PC_ACCT_ENTIRES_NOT_SENT_TO_GL ZZ_PC_ACCT_ENTIRES_SENT_TO_GL Labor Distribution LD_ACCT_ENTRIES_NOT_SENT_TO_GL LD_ACCT_ENTRIES_SENT_TO_GL Other Subsystems ZZ_SUBSYS_JRNL_NOT_POSTED ZZ_SUBSYS_JRNL_POSTING_STATUS Month-End Close Walk-Thru 07AUG2014
  • Slide 20
  • Month-End Close Tasks Subsystem Reconciliations ZZ_AP_ACCTENTRIES_NOTSENTTO_GL 20FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 21
  • Month-End Close Tasks Subsystem Reconciliations ZZ_AP_ACCT_ENTRIES_SENT_TO_GL 21FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 22
  • Month-End Close Tasks Subsystem Reconciliations 22FI$Cal: Transparency. Accuracy. Integrity. Ledger vs Journal Integrity Report (GLS7010) This report lists the discrepancies between the General Ledger and the journal tables. The parameters for this report include the Unit, Ledger, Fiscal Year and Accounting Periods. In addition, specify which ChartFields to include on the report. Available to users with the GL Reporter roles. Month-End Close Walk-Thru 07AUG2014
  • Slide 23
  • Month-End Close Tasks Labor Distribution (FSC) 23FI$Cal: Transparency. Accuracy. Integrity. FSC (GL) Labor Distribution tasks for FI$Cal Load past months: Employee Data Interface File Payroll Interface File (into Staging tables) Review message log errors, e.g. missing Reporting Unit Resolve errors and reload file Reconcile Payroll file with SCO Receive SCO Payroll Clearance Summary (CLR3012) Run Payroll Reconciliation Report (RPTGL035) Compare amounts: CLR3012 to RPTGL035 Research and resolve discrepancies Load reconciled Payroll file (into Production tables) Month-End Close Walk-Thru 07AUG2014
  • Slide 24
  • Month-End Close Tasks Labor Distribution 24FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 25
  • Month-End Close Tasks Labor Distribution 25FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 26
  • Month-End Close Tasks Labor Distribution (Dept) 26FI$Cal: Transparency. Accuracy. Integrity. Departments Labor Distribution tasks for FI$Cal Create/post gross monthly disbursement payroll journal Enter Personal Activity Sheets (if needed) Run Labor Distribution process Fix Labor Distribution validation errors and re-run process Missing employees (and other configuration) Payroll Table Error Report Combo-Edit Errors ChartField Edit Error Report Budget Check Errors Labor Budget Check Error Report Labor Budget Exceptions page Verify payroll clearing account = zero dollar balance. Month-End Close Walk-Thru 07AUG2014
  • Slide 27
  • Month-End Close Tasks Labor Distribution 27FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 28
  • Month-End Close Tasks Labor Distribution 28FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 29
  • Month-End Close Tasks Labor Distribution 29FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 30
  • Month-End Close Tasks Labor Distribution 30FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 31
  • 7 th Inning Stretch 31FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 32
  • Month-End Close Tasks Allocations 32FI$Cal: Transparency. Accuracy. Integrity. Allocations - - Configuration Prior to any allocations processing, FSC and Departments should review and update (as needed) allocation configuration. Allocations - - Month End Processing Subsystem Closing phase Departments can execute allocations. Consider use of Calc Log only processing until allocation inputs are complete for the month. General Ledger Closing phase Departments execute allocations - - Calc Log and Output processing to create allocation journals. Review results and post allocations journals. Month-End Close Walk-Thru 07AUG2014
  • Slide 33
  • Month-End Close Tasks Allocations - - Calc Log 33FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 34
  • Month-End Close Tasks Allocations - - Output 34FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 35
  • Month-End Close Tasks Allocations - - Output 35FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 36
  • Month-End Close Tasks Month-End Reports 36FI$Cal: Transparency. Accuracy. Integrity. Post-Allocation reports - - run / review / take action Agency Reconciliation Report FI$Cal reconciles all appropriation month-end balances to the SCO appropriation month-end balances. The agency accruals (A/R, A/P, cash in transit, etc.) will be applied to the SCO ending cash basis appropriation balance. to perform SCO Reconciliation prepare transaction requests and submit to SCO GL Reporter has access to this report. PFA Report Report produces GL, PC, Labor, and AP reclassifications which will be submitted to SCO as a PFA. prepare PFA request and submit to SCO GL Reporter has access to this report. Month-End Close Walk-Thru 07AUG2014
  • Slide 37
  • Month-End Close Tasks Month-End Reports Agency Reconciliation Report 37FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 38
  • Month-End Close Tasks Month-End Reports Plan of Financial Adjustment 38FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 39
  • July 2014 Mock Month-End Close 39FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014 July 2014 mock month-end provides a timeframe, a copy of production environment, and a FI$Cal support team for Departments to learn and practice execution of month-end close tasks. Location = 2000 Evergreen (Ruby) Timeframe = August 11 th thru 22 nd 9:00AM 4:30PM daily Environment = CV1 Testing UserIDs will be provided to participants Each morning there will be a daily kick-off discussion to review task expectations for that day and to share answers to questions applicable across Departments.
  • Slide 40
  • July 2014 Mock Month-End Close - Schedule 40FI$Cal: Transparency. Accuracy. Integrity. Month-End Close Walk-Thru 07AUG2014
  • Slide 41
  • July 2014 Mock Month-End Close - Tasks 41FI$Cal: Transparency. Accuracy. Integrity. Task DatesTask NameTask Reference Materials (Job Aids) Aug 1112Subsystem Processing and Reconciliations FI$Cal.185 Using the Outstanding Transaction Queries FI$Cal.095 Resolve Journal Edit and Budget Check Errors FI$Cal.024 Correcting Budget Checking Errors FI$Cal.187 Month End Common Accounting Entries FI$Cal.033 Review and Correct Su...

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