Subsystem Reconciliation/ Processing August 11, 2014 FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014

Subsystem Reconciliation/

Processing

August 11, 2014

FI$Cal: Transparency. Accuracy. Integrity.MEC Subsystem Recon/Processing – 11AUG2014

Team Introductions

2FI$Cal: Transparency. Accuracy. Integrity.

Testing support provided by: Jeff Brandyberry Rebecca King Tom Marez Jackie Ratliff Rahul Singh David Smart

MEC Subsystem Recon/Processing – 11AUG2014

Mock Month-End Close Sponsors: Cathy Leal and Tracy Milner Nevil Pesika and Josh SanSouci


Session Objectives

Month-End Close Schedule

Month-End Close Tasks Outstanding Transactions: FI$Cal.185

Edit and Budget Check Errors: FI$Cal.095 FI$Cal.024

Month End Common Accounting Entries: FI$Cal.187 Review/Correct Suspended GL Entries: FI$Cal.033 Reconciling Between Sub-Modules: FI$Cal.037

July 2014 ‘Mock’ Month-End Close Schedule Tasks – Job Aid Reference

QuestionsMEC Subsystem Recon/Processing – 11AUG2014

Session Objectives


To provide Departments with a July 2014 month-end close ‘mock’ (practice) environment and timeline to become familiar with executing month-end close tasks

Timeline and Tasks Summary: 8/11-8/12 - Workshop #1: Subsystem Reconciliation 8/13-8/15 - Workshop #2: Running Labor Distribution 8/18-8/19 - Workshop #3: Processing Allocations 8/20-8/22 - Workshop #4: Reports, Month End Recon,

Recon to SCO, Adjustments


Journal generate and post subsystem transactions

Suspend Journal Generation(stabilize GL balances)

ResumeJournal 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


Subsystem Closing Post-ClosingGeneral Ledger Closing

S

U

B

S

Y

S

T

E

M

C

L

O

S

E

D

G

E

N

E

R

A

L

L

E

D

G

E

R

C

L

O

S

E

D


Month-End Close Schedule – Month 1


Closing Schedule Tasks-1_Month1


Month-End Close Schedule – Task Detail


Microsoft Excel Worksheet


Month-End Close Tasks – Outstanding Transactions


Subsystem(s) Outstanding Transaction Queries

Execute pre-built queries to identify current outstanding

transactions. ZZ_OUTSTANDING_VOUCHER ZZ_OUTSTANDING_DEPOSIT ZZ_OUTSTANDING_ITEMS 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.MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks – Outstanding TransactionsZZ_OUTSTANDING_VOUCHER

9FI$Cal: Transparency. Accuracy. Integrity.MEC Subsystem Recon/Processing – 11AUG2014

Month-End Close Tasks - Common Accounting Entries

Month End Common Accounting Entries

Payroll Journal


Month-End Close Tasks – Review/Correct Suspended GL Entries

Identify accounting entries that are currently in suspense. Suspense entries can be identified using an account number. Utilize the Correct Suspense Entries page to modify accounting entries

posted as suspense.


Month-End Close Tasks – Subsystem Reconciliations


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 ID’s of the Accounting Entries sent to the General Ledger.




Subsystem ‘Not Sent’ Reconciliation Query ‘Sent’ 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 Tasks – Subsystem ReconciliationsZZ_AP_ACCTENTRIES_NOTSENTTO_GL


Month-End Close Tasks – Subsystem ReconciliationsZZ_AP_ACCT_ENTRIES_SENT_TO_GL




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.


July 2014 ‘Mock’ Month-End Close


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 11th thru 22nd

9:00AM – 4:30PM daily Environment = CV1 Testing UserID’s 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.


July 2014 ‘Mock’ Month-End Close - Schedule


Closing Schedule Tasks-1_Mock


July 2014 ‘Mock’ Month-End Close - Tasks


Task Dates Task Name Task Reference Materials (Job Aids)

Aug 11–12 Subsystem 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 Suspended GL Entries

• FI$Cal.037 Reconciling Between Sub-Modules





Aug 13–15 Running Labor Distribution

• FI$Cal.182 Using the Excel-to-CI Personal Activity Sheet

• FI$Cal.183 Using the Personal Activity Sheet Online Page

• FI$Cal.184 Run Labor Distribution

• FI$Cal.084 Using the Labor Dist Error Reports and Page

Aug 18–19 Processing Allocations

• FI$Cal.008 Maintaining Allocations

• FI$Cal.009 Running the Month End Process

• FI$Cal.188 Create and Process Journal Entries





Aug 20–22 Month-End Reports, Agency Reconciliations, and Ledger Adjustments

• FI$Cal.186 Using the Agency Reconciliation Report

• FI$Cal.038 Performing PFA Process in FI$Cal

• FI$Cal.001 Spreadsheet GL Journal Upload


Questions


Documents

Subsystem Reconciliation/ Processing August 11, 2014 FI$Cal: Transparency. Accuracy. Integrity. MEC Subsystem Recon/Processing – 11AUG2014