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

Month-End Close Walk-Thru

August 7, 2014

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

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


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


Session Objectives


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 Schedule - - Closing Concepts

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


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 – Final


Closing Schedule Tasks-1_FINAL

Month-End Close Schedule – Qtr 1

8FI$Cal: Transparency. Accuracy. Integrity.Month-End Close Walk-Thru – 07AUG2014

Closing Schedule Tasks-1_QTR1

Month-End Close Schedule – Month 1


Closing Schedule Tasks-1_Month1

Month-End Close – Task Detail


Microsoft Excel Worksheet

Month-End Close Tasks - Communications


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 Tasks – Open/Close Periods


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



Ledger Group Accounting Period Open Date(s) Months Open

MODACCRL 1st calendar day of the month

• Prior calendar month not yet closed• Current calendar month

STATISTIC 1st 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


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.



During July Subsystem Closing phase, subsystems open for July and August.

During July General Ledger Closing phase, subsystems open for August.



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_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

Month-End Close Tasks – Outstanding TransactionsZZ_OUTSTANDING_VOUCHER


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.


Month-End Close Tasks – Labor Distribution (FSC)


FSC (GL) Labor Distribution tasks for FI$Cal

Load past month’s: 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 Tasks – Labor Distribution




Month-End Close Tasks – Labor Distribution (Dept)


Department’s 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









7th Inning Stretch


Month-End Close Tasks – Allocations


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 Tasks – Allocations - - Calc Log


Month-End Close Tasks – Allocations - - Output


Month-End Close Tasks – Allocations - - Output


Month-End Close Tasks – Month-End Reports


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 Tasks – Month-End ReportsAgency Reconciliation Report


Month-End Close Tasks – Month-End ReportsPlan of Financial Adjustment


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
