1098-t’s, cashiering, balancing reports 2 1098-t’s – outline ttvrept – create report code...

1098-T’s, Cashiering, Balancing Reports

2

1098-T’s – Outline

• TTVREPT – Create Report Code Names• TSATAXR – Create or Modify rule codes• TSP1098 – Populate student records using rules

from TSATAXR• VCCCD – We drop in additional numbers for

Financial Aid (Box 4)• VCCCD – Run SYS98ED – clean up more errors• TSRTRAF – Create Flat File – We FTP it to NCS

Pearson

3

TTVREPT

4

TTVREPT

• Report Codes for each Box• Fees – for Box 2 – Fees Billed• Grants/Scholarships for Box 4• Fees paid – Box 1 (we don’t use)• Boxes 3 & 5 automatically populates• Boxes 6,8 & 9 also automatically

populates• Box 7 N/A for us

5

IRS 1098-T

6

TSATAXR- FEES

7

TSATAXR – FEES

8

TSATAXR – GRNTFinancial Aid

9

TSATAXR – GRNTFinancial Aid

10

TSATAXR - Details

• Use the Report Names created on TTVREPT• Enter terms applicable for the current calendar year, and

add the future term if they register before year end - click the future box.

• Click the drop down menu for either Qualified Billed Fees, Supplemental or Scholarships/Grants.

• Click appropriate other boxes – total charges etc.• Add the applicable category codes that apply to

mandatory fees, if not set up by category codes, then enter the individual detail codes in the detail code information. You can also exclude detail codes from category codes if need be.

11

TSP1098

12

TSP1098

13

TSP1098 – Details

• Run TSP1098 to the data base - large report.• Run in TEST mode (T) until satisfied with results.• When final – use (O) official mode.• Rerun indicator - we use (B) both for new students and

recalc.• Address hierarchy - need to know.• Social hierarchy - need to know• Enrollment Option – we use (E) for end of term.• Credit hours for ½ time is 6.• Graduate level is null for us.

14

VCCCD Additional Procedures

• We have a programmer drop in additional financial aid numbers from Powerfaids because we don’t have BANNER financial aid, you all would use numbers from your detail codes.

• We have an additional clean up program to eliminate bad addresses, non census enrollment and bad socials.

15

TSATAXN

16

TSATAXN – Details

17

TSRTRAF

• After double checking in TSATAXN, create flat file using TSRTRAF if an outside vendor processes your 1098-T’s.

• Use TSR1098 to print your own 1098-T’s.

• We use NCS Pearson to print and submit our 1098-T’s.

• We can view, add, change, etc., online.

• Need an OPE -ID number.

18

TSRTRAF

19

Cashier Sessions

• Cashier Sessions

• TFAMISC Screen

• TSAAREV Screen

• Student Holds

20

Cashier Sessions

• Cashier sessions are created whenever you enter charges or payments on a record or a miscellaneous transaction.

• If you create a cashiering session, you must close it when you are done or at the end of the day.

• To close a session, go to TGACREV.

• Type in the cashier’s Banner ID (ie: VPIERCE) and tab over to the session# field. Change this to 0, if it is not already.

21

Cashier Sessions

• Save your entry (hit F10, click “File”, “Save”, or click the “Save” icon).

• Next Block twice to the “Cashier Session Summary” section

• The description area will now list the detail codes used during your cashier session and the total for each detail code.

• You may also want to check the detail on your session before closing. Click “Options”, “Review Cashier Session Detail” to see all entries made in your session.

• Once you have verified the totals displayed against the currency you took in, you will need to close the session.

22

Cashier Sessions

23

Cashier Sessions

24

Cashier Sessions

• To close your session, go to “Options”, “Close Session”. Once the session has closed, your session number will be displayed in the top right corner of the screen.

• You may also elect to use the “Deposit #” field on the “Display User Sessions” option to code sessions according to location or other means, bag #’s etc (this is helpful in completing your monthly bank reconciliation).

25

Cashier Sessions

26

Cashier Sessions

• To print out a cashier session, go to TGRCSHR.• Do a “Next Block” and input your printer id# in the field.• Do a “Next Block” again to get to the parameters. They should be:• Session Selection C (C-Closed; F-Finalized;

R-Reported; or % for all sessions)

• Category Code %• Specific Cashier % (% for all cashiers or

Banner ID for a specific cashier)

• Print All Cashier Sessions Y (for all sessions, or “N” for a specific session).

27

Cashier Sessions

• From Cashier Session # input session# if there is a specific one, otherwise,

leave blank)• To Cashier Session # input the end of selection if

there is a specific session that you are printing)

• Detail and/or Summary Rpt D (D-Detail; S-Summary; B-Both)

• Update Final Sessions to R N (for No) or Y (for Yes)• Enter Report Begin Date dd-mm-yyyy• Enter Report End Date dd-mm-yyyy• When you are finished entering parameters, click the “Submit”

box and then “Save”. The report will print to you Banner printer.

28

Cashier Sessions

29

Cashier Sessions

• The TGACSPV screen may be helpful in searching for a particular session. When you access the screen all open sessions show (left). If you perform a “Next Block”, you will be moved to an alphabetical listing of all closed, finalized and reported sessions. To find a particular one, just perform a standard Banner search (F7;F8)

30

Cashier Sessions

31

TFAMISC

• The TFAMISC screen is used to post non-student and miscellaneous debits and credits.

• From Banner General Menu screen, type “TFAMISC” in the “Direct Access” prompt. Enter.

• Tab over to the “Trans date” field (tab key 4 times) and enter the date you want the transaction to be dated. NOTE: The transaction will feed into Banner on the date you actually enter the information (activity date), but the TFAMISC screen will show the date that you entered as a transaction date.

• Perform a “Next Block” to get to the posting area of the transaction.

• Enter the appropriate detail code into the “Detail Code” field (ie: TRA1 or CK07).

32

TFAMISC

• Although the detail code has a standard description attached to it, it is ALWAYS best to enter your own description. You will want to include as much detail as possible, including who the payment is from and what it is for.

• You have 30 characters for the description entry. • Once you have entered a description, tab to the “D/C” field

and indicate whether you are making a debit or a credit entry for this line item.

• Enter the amount in the “Amount” field.• Some detail codes have “hard-coded” foaps, meaning that

you cannot change the pre-designated foap assigned to that detail code. Other detail codes are left purposely uncoded so that you can enter the appropriate foap.

33

TFAMISC

• If the detail code you are using permits foapal entry, then enter a “1” in the “COA” (chart of accounts) field, tab over to the “Fund”, “Organization”, “Account”, and “Program#” fields as necessary to input the appropriate foap. We do not use the “Activity” or “Location” fields.

• The last entry for this line item includes entering “CHS1” into the “Rucl Code” field. This identifies the entry as a cashiering session to Banner.

• When finished with a line item, simply use the up/down arrow keys to access the next item.

• You must remember that all debits must equal all credits. Banner will not let you save your work until these are in balance.

34

TFAMISC

• When you have finished your entries, if you want a receipt to be printed, perform a “Next Block”, and enter a “Y” in the “Print Receipt” field.

• Save your work by clicking “File”, “Save”, or by clicking on the icon of a floppy disk along the toolbar. Once the entry has been saved, your receipt number will appear in the receipt # field (top left).

35

TFAMISC

36

TSAAREV

• The TSAAREV form is used to enter payments and charges onto a student’s record.

37

TSAAREV T-Paying

• You can tie a payment to specific charges on a student’s record by “T-paying” it.

• If the payment is only for one charge, enter the charges line # in the “T-Pay” field.

• If the payment is for several different charges, either enter the payment line# in the “T-Pay” field of each charge, or use the TSAADSP screen.

• Enter ID, term, payment detail code, amount, etc., then “Next Block”. You can apply the charges to the payment by checking the box next to the T-Pay field. Once saved, the payment line # shows in the T-pay field.

38

TSAAREV• To unapply

payments, click the appropriate option. Next Block twice, then enter either a specific line number or a specific term. If you are unapplying a direct pay line, check the box to the right.

• To reapply payments, click the “Apply Payments” option. Banner will then apply them.

39

TSAAREV

• Some of the other functions available from the TSAAREV screen are:

• Display of receipt

• Printing of receipt

• (just click on the “Print receipt” option, as long as you entered the printer id on TOADEST)

40

TSAAREV

• To view a student’s contract history, click option “View Contract/Exemption History”

• You can query on a specific term, or see them all listed

• NOTE: There is also a direct link to TFAMISC under “Options”

41

TSAAREV• The comment form

(TGACOMC) is used to enter information about a student that will be useful to others at a different time.

• Under “Options”, click “Comment Form”

• There are many different types of comments available. You can choose “View All Comments” to see everything at once.

42

TSAAREV• To add a

comment, click “Comment Central” and choose an originator.

• Enter your comment and click save.

• You can navigate this screen by the options or by scrolling through the “Activity” section.

43

Student Holds

• To release a hold, go to SOAHOLD and change the expiration date (do not just delete the hold).

44

Control/Error Reports

• FGRTBEX

• FGRCTRL

• FGRCASH

• TGRFEED

• FGRTRNR

45

05-OCT-2001 09:12:10 VCCCD Production Database PAGE 1

FISCAL YEAR 01 Trial Balance Exception Report FGRTBEX

AS OF 30-JUN-2001

List of out of balance Funds

COAS: 1 Ventura County Community Coll Distr

All Funds are balanced in Chart of Accounts 1

-----------

Total balance for Chart of Accounts 1 is : .00

-----------

46

REPORT FGRCTRL VCCCD Production Database RUN DATE: 10/05/2001

COAS: 1 GL / Subsidiary Ledger Control TIME: 09:02 AM

FISCAL: 02 PAGE: 1

OPERATING ACCT OPEN OPEN

ACCT. ACCT. TITLE GENERAL LEDGER LEDGER ENCUMBRANCES INVOICES BALANCE MESSAGE

9501 Accounts Payable - System <885,616.95> <885,616.95>

9810 Budgeted Income (Control) 198,774,264.75 198,774,264.75

9820 Budgeted Expenditures (Control) <200,739,623.27> <200,739,623.27>

9870 Actual Income (Control) <36,809,729.21> <36,809,729.21>

9880 Actual Expenditures (Control) 36,004,495.13 36,004,495.13

9830 Encumbrances (P.O.) 19,191,828.44 19,191,828.44 19,191,828.44

9840 Encumbrances (Req) 284,829.00 284,829.00 284,829.00

------------------ ------------------ ------------------ ----------------

TOTALS 19,476,657.44 19,476,657.44 19,476,657.44

9835 Reserve for Encumbrances (P.O.) <19,191,828.44>

9845 Resrve for Encumbrances (Req) <284,829.00>

------------------

TOTALS <19,476,657.44>

If Blank then in balance !

47

REPORT FGRCASH VCCCD Production Database RUN DATE: 10/05/2001

Bank Interfund Account Control TIME: 09:13 AM

AS OF 05-OCT-2001 PAGE: 1

INTERFUND ACCOUNT: 9999

COAS FUND DESCRIPTION ENDING BALANCE

1 111 Unrestricted General Fund 17,497,903.34

1 114 Unrestricted GF - Designated 401,111.86

1 121 State Categorical <656,596.29>

1 122 Special Categorical <689,450.28>

1 123 Health .00

1 124 Parking 18,332.31

1 125 Grants <996,163.24>

1 127 Contracts <779,601.50>

1 129 Other-GF-Restricted 993,228.35

1 131 Health - Moorpark 993,809.23

1 132 Health - Oxnard 294,280.65

1 133 Health - Ventura 618,344.65

1 231 COP Debt Service .00

1 332 Child Care - Oxanrd 203,735.02

1 333 Child Care - Ventura 19,766.16

1 334 Child Care - Moorpark 80,743.31

1 411 Building Construction <264,432.39>

1 412 Scheduled Maintenance 1,136,236.23

1 415 RDA 251,293.51

1 417 Foreign Student Surcharge 118,344.03

1 419 Internal Capital Projects 429,925.66

1 420 Certificates of Participation-Proj .00

1 421 COP Capital Projects <1,068,678.79>

1 511 Bookstore - Moorpark 596,130.00

1 512 Bookstore - Oxnard 48,033.82

1 513 Bookstore - Ventura 291,344.94

48






1 521 Cafeteria - Moorpark 3,277.12

1 522 Cafeteria - Oxnard 102,697.95

1 523 Cafeteria - Ventura 30,363.96

1 611 Self - Insurance 473,032.74

1 691 Workload Balancing 1,103,467.75

1 711 ASB Fee - MC 114,065.53

1 712 ASB Fee - OC 33,931.54

1 713 ASB Fee - VC 134,644.83

1 721 Student Rep Fee - MC 48,922.97

1 722 Student Rep Fee - OC 19,465.05

1 731 Student Ctr Fee - MC 183,698.55

1 732 Student Ctr Fee - OC 27,986.93

1 7411 PELL - MC 831.00

1 7412 PELL - OC <375.00>

1 7413 PELL - VC 127.00

1 7421 EOPS-MC .00

1 7422 EOPS-OC <500.00>

1 7423 EOPS-VC <1,800.00>

1 7431 CALB-MC 73,784.80

1 7432 CALB-OC 153,280.76

1 7433 CALB-VC 150,084.74

1 7451 CARE-MC <1,000.00>

1 7452 CARE-OC .00

1 7453 CARE-VC .00

1 7461 SEOG-MC .00

1 7462 SEOG-OC .00

1 7463 SEOG-VC .00

1 747 Work Study .00

1 7481 Nursing Loans-MC 1,202.27

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1 749 Other Financial Aid 12,079.52

1 791 Trust Accts - Moorpark 530,710.05

1 792 Trust Accts - Oxnard 67,998.60

1 793 Trust Accts - Ventura 608,539.54

1 797 Trust Accts - District Office 32,352.28

1 811 Student Clubs - Moorpark 42,914.11

1 812 Student Clubs - Oxnard 12,852.44

1 813 Student Clubs - Ventura 11,629.01

1 821 Scholarship & Loans- Moorpark 177,489.97

1 822 Scholarship & Loans- Oxnard 158,304.06

1 823 Scholarship & Loans- Ventura 24,556.01

1 911 General Fixed Asset Account Group .00

---------------------

TOTAL PARTICIPATING FUNDS 23,873,056.55

1 BANK Bank Fund <23,873,056.55>

---------------------

TOTAL BANK FUNDS <23,873,056.55>

---------------------

TOTAL .00

50

05-OCT-2001 09:16:29 VCCCD Testing Database PAGE 1

Accounting Feed Process TGRFEED 5.2

STATISTICS FOR THE ACCOUNT DETAIL FILE

READ 59

SKIPPED

ERRORS

PROCESSED/UPDATED 59

FEED RECORDS CREATED 119

ACCOUNT PAYABLES CREATED

STATISTICS FOR THE MISCELLANEOUS TRANSACTIONS FILE

READ

SKIPPED

ERRORS

PROCESSED/UPDATED

FEED RECORDS CREATED

STATISTICS FOR THE APPLICATION OF PAYMENTS FILE

READ 13

SKIPPED 13

ERRORS

PROCESSED/UPDATED

FEED RECORDS CREATED

No errors listed.

51


Accounting Feed Process TGRFEED 5.2

ACCOUNTING FEED RECORD STATISTICS

********* DETAIL ********* ******** SUMMARY *********

COAS ACCI FUND ORGN ACCT PROG ACTV LOCN DEBIT CREDIT DEBIT CREDIT

1 111 916121 .00 2907.50 2907.50

1 111 916122 635.17 2276.17 1641.00

1 111 916123 .00 5147.02 5147.02

1 111 916131 2907.50 .00 2907.50

1 111 916132 2276.17 635.17 1641.00

1 111 916133 5147.02 .00 5147.02

1 821 13157 88890 000000 .00 1.00 1.00

1 821 916101 1.00 .00 1.00

1 823 33407 88890 000000 .00 1.00 1.00

1 823 33408 88890 000000 .00 4.00 4.00

1 823 916103 5.00 .00 5.00

1 823 918001 .00 94.00 94.00

1 823 918007 .00 476.00 476.00

1 823 918009 .00 350.00 350.00

1 823 918013 920.00 .00 920.00

-------------- -------------- -------------- --------------

11891.86 11891.86 10621.52 10621.52

-------------------------------

23783.72

52


Transaction Error Report FGRTRNR

AS OF 05-OCT-2001

* * * REPORT CONTROL INFORMATION * * *

PARAMETER SEQUENCE NUMBER: 114964

NUMBER OF PRINTED LINES PER PAGE: 55

RECORD COUNT:

53

A/R to Finance

• TGRRCON– Tie to FGRTBAL by FOAP– Review unapplied payments– Review Miscellaneous Items

• TGRAGES – We don’t use – created a new report.

54

10-05-2001 09:29:05 VCCCD Testing Database PAGE 1

A/R Reconciliation Report TGRRCON 4.3.1.1

RECONCILIATION STATISTICS - ACCOUNT DETAIL

OPEN CHARGES-RECEIVABLES (ACCOUNT A:)

COAS FUND ACCT DETAIL PERCENTAGE TOTAL FED APPLIED NOT FED ADJ FED TOTAL TOTAL NOT FED A/R BALANCE

1 111 916020 HBBF 100.00000 1,393.94 .00 1,393.94 .00 1,393.94

HBC1 100.00000 1,776.67 .00 1,776.67 .00 1,776.67

HDDN 100.00000 166.61 .00 166.61 .00 166.61

HHNT 100.00000 273.14 .00 273.14 .00 273.14

HKSR 100.00000 532.56 .00 532.56 .00 532.56

------------------ ------------------ ------------------ ------------------ ------------------

4,142.92 .00 4,142.92 .00 4,142.92

1 111 916101 ADT1 100.00000 92.50 .00 92.50 .00 92.50

ATH1 100.00000 48.00 .00 48.00 .00 48.00

BAR1 100.00000 -120.53 .00 -120.53 .00 -120.53

BFX1 100.00000 1,936.86 .00 1,936.86 .00 1,936.86

BW11 100.00000 -34.30 .00 -34.30 -66.00 -100.30

BW41 100.00000 -154.00 .00 -154.00 .00 -154.00

BWB1 100.00000 -403.00 .00 -403.00 -1,210.00 -1,613.00

BWC1 100.00000 511.50 .00 511.50 -407.00 104.50

ENR1 100.00000 106,439.25 .00 106,439.25 20,570.00 127,009.25

IAP1 100.00000 50.00 .00 50.00 .00 50.00

LIB1 100.00000 9,912.15 .00 9,912.15 .00 9,912.15

NDB1 100.00000 9,479.00 .00 9,479.00 .00 9,479.00

NDC1 100.00000 7,338.00 .00 7,338.00 .00 7,338.00

NDT1 100.00000 14,113.84 .00 14,113.84 .00 14,113.84

NIB1 100.00000 11,353.00 .00 11,353.00 .00 11,353.00

NIC1 100.00000 19,680.00 .00 19,680.00 6,231.00 25,911.00

NIT1 100.00000 9,702.50 .00 9,702.50 .00 9,702.50

RFG1 100.00000 3.00 .00 3.00 .00 3.00

RFS1 100.00000 .30 .00 .30 .00 .30

RFX1 100.00000 -112.50 .00 -112.50 .00 -112.50

RGS1 100.00000 766.50 .00 766.50 .00 766.50

TRN1 100.00000 49.02 .00 49.02 .00 49.02

------------------ ------------------ ------------------ ------------------ ------------------

190,651.09 .00 190,651.09 25,118.00 215,769.09

55



RECONCILIATION STATISTICS - ACCOUNT DETAIL

OPEN CHARGES-RECEIVABLES (ACCOUNT A:)

COAS FUND ACCT DETAIL PERCENTAGE TOTAL FED APPLIED NOT FED ADJ FED TOTAL TOTAL NOT FED A/R BALANCE

1 111 916910 CTF1 100.00000 -175.00 .00 -175.00 .00 -175.00

CTF2 100.00000 -98.99 .00 -98.99 .00 -98.99

CTF3 100.00000 -52.28 .00 -52.28 .00 -52.28

ZBFD 100.00000 10,225.17 45.00 10,270.17 .00 10,225.17

ZBFW 100.00000 669.00 .00 669.00 .00 669.00

1 111 916910 ------------------ ------------------ ------------------ ------------------ ------------------

10,567.90 45.00 10,612.90 .00 10,567.90

1 111 916920 ZBCR 100.00000 -6,242.40 .00 -6,242.40 .00 -6,242.40

ZBCW 100.00000 -109.00 .00 -109.00 .00 -109.00

------------------ ------------------ ------------------ ------------------ ------------------

-6,351.40 .00 -6,351.40 .00 -6,351.40

FUND TOTAL 568,667.85 45.00 568,712.85 100,615.48 669,283.33

1 114 916101 MFL1 100.00000 35.00 .00 35.00 .00 35.00

TTR1 100.00000 9,227.84 .00 9,227.84 .00 9,227.84

------------------ ------------------ ------------------ ------------------ ------------------

9,262.84 .00 9,262.84 .00 9,262.84

56



RECONCILIATION STATISTICS - MISCELLANEOUS

ACCOUNTS CREDITED

COAS FUND ACCT DETAIL PERCENTAGE TOTAL FED TOTAL NOT FED TOTAL

1 111 1199 ZZDO 100.00000 150.00 .00 150.00

------------------ ------------------ ------------------

150.00 .00 150.00

1 111 1299 ZZDO 100.00000 67.20 .00 67.20

------------------ ------------------ ------------------

67.20 .00 67.20

1 111 2199 ZZDO 100.00000 18,481.97 .00 18,481.97

------------------ ------------------ ------------------

18,481.97 .00 18,481.97

1 111 2299 ZZDO 100.00000 284.85 .00 284.85

------------------ ------------------ ------------------

284.85 .00 284.85

1 111 2399 MSC2 100.00000 4,877.97 .00 4,877.97

ZZDO 100.00000 700.00 .00 700.00

------------------ ------------------ ------------------

5,577.97 .00 5,577.97

1 111 4800 MSC2 100.00000 91.48 .00 91.48

MSC3 100.00000 74.40 .00 74.40

ZZDO 100.00000 42.86 .00 42.86

------------------ ------------------ ------------------

208.74 .00 208.74

57




RPTNAME: TGRRCON

VERSION: 4.3.1.1

PERFORM ACCOUNT DETAIL RECONCILIATION? Y

STARTING ACCD FEED DATE: 01-JUL-1999

ENDING ACCD FEED DATE: 05-OCT-2001

PERFORM MISCELLANEOUS RECONCILIATION? Y

STARTING MISD FEED DATE: 01-JUL-2001

ENDING MISD FEED DATE: 05-OCT-2001

PERFORM DEPOSIT RECONCILIATION? Y

REPORT IS RUN FOR CURRENT ACCOUNTING USING SYSDATE

58

09:35:24 VCCCD Testing Database PAGE 2

FISCAL YEAR 02 Trial Balance FGRTBAL

AS OF 28-JUN-2002

COAS: 1 Ventura County Community Coll Distr

FUND: 111 Unrestricted General Fund

******************* BALANCE *******************

CURRENT PRIOR

Assets AS OF AS OF

ACCOUNT TITLE 28-JUN-2002 28-JUN-2001

913261 Petty Cash - VC - M & O 250.00 D 250.00 D

913262 Petty Cash - VC - Sciences Div 1,000.00 D 1,000.00 D

913263 Petty Cash - VC - SBO 5,000.00 D 5,000.00 D

913264 Petty Cash - VC - Welding 400.00 D 400.00 D

913265 Petty Cash - VC - Athletics 500.00 D 500.00 D

913268 Petty Cash - VC - Community/Res Dev 500.00 D 500.00 D

913269 Petty Cash - VC - Child Devel Ctr .00 D .00 D

913272 Petty Cash - VC - PASS Program .00 D .00 D

9999 BANNER Cash Interfund Account 24,769,051.48 D 7,128,175.26 D

TOTAL: Cash 24,900,206.48 D 7,232,358.83 D

916101 Student Receivables MC 190,651.09 D 197,731.53 D

916102 Student Receivables OC 99,296.68 D 109,342.37 D

916103 Student Receivables VC 168,613.09 D 188,452.84 D

916111 Student Third Party Contracts - MC 18,999.25 D 3,072.50 D

916112 Student Third Party Contracts - OC 18,607.39 D 5,435.89 D

916113 Student Third Party Contracts - VC 22,516.32 D 37,708.00 D

916121 Student Rec Install Plan MC 8,803.83 D .00 D

916122 Student Rec Install Plan OC 9,400.51 D .00 D

916123 Student Rec Install Plan VC 31,455.66 D 2,783.00 D

916131 Student Rec Install Prin MC 1,728.92 D .00 D

916132 Student Rec Install Prin OC 4,195.33 D .00 D

59




RPTNAME: TGRRCON

VERSION: 4.3.1.1

PERFORM ACCOUNT DETAIL RECONCILIATION? Y

STARTING ACCD FEED DATE: 01-JUL-1999

ENDING ACCD FEED DATE: 05-OCT-2001

PERFORM MISCELLANEOUS RECONCILIATION? Y

STARTING MISD FEED DATE: 01-JUL-2001

ENDING MISD FEED DATE: 05-OCT-2001

PERFORM DEPOSIT RECONCILIATION? Y

REPORT IS RUN FOR CURRENT ACCOUNTING USING SYSDATE

60

OOB Causes

• Error in rule codes.

• Posting to control accounts.

• Changing accounting on AR detail codes.

• Problems with FGRACTG.

• Incomplete feed/process.

• Bug in SCT code-AP in prior year.

61

REPORT FGRCASH VCCCD Testing Database RUN DATE: 10/15/2001

Bank Interfund Account Control TIME: 07:16 PM




1 7433 CALB-VC 150,084.74

1 7451 CARE-MC <1,000.00>

1 7452 CARE-OC .00

1 7453 CARE-VC <2,000.00>

1 7461 SEOG-MC <376.00>

1 7462 SEOG-OC .00

1 7463 SEOG-VC .00

1 792 Trust Accts - Oxnard 71,136.95

1 793 Trust Accts - Ventura 606,013.81

1 797 Trust Accts - District Office 34,652.28

1 811 Student Clubs - Moorpark 44,732.84

1 812 Student Clubs - Oxnard 12,604.90

1 813 Student Clubs - Ventura 11,650.74

1 821 Scholarship & Loans- Moorpark 177,228.35

1 822 Scholarship & Loans- Oxnard 160,419.06

1 823 Scholarship & Loans- Ventura 21,761.01

1 911 General Fixed Asset Account Group .00

---------------------

TOTAL PARTICIPATING FUNDS 24,361,332.96

1 BANK Bank Fund <24,360,332.96>

---------------------

TOTAL BANK FUNDS <24,360,332.96>

---------------------

TOTAL 1,000.00 OUT OF BALANCE

62

REPORT FGRCTRL VCCCD Testing Database RUN DATE: 10/15/2001

COAS: 1 GL / Subsidiary Ledger Control TIME: 07:13 PM

FISCAL: 01 PAGE: 1



9501 Accounts Payable - System <4,614,971.44> <4,613,243.40> OUT OF BALANCE





9830 Encumbrances (P.O.) 7,507.58 7,507.58 7,507.58

9840 Encumbrances (Req) .00 .00 .00

------------------ ------------------ ------------------ ----------------

TOTALS 7,507.58 7,507.58 7,507.58

9835 Reserve for Encumbrances (P.O.) <7,507.58>

9845 Resrve for Encumbrances (Req) .00

------------------

TOTALS <7,507.58>

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REPORT FGRCTRL VCCCD Testing Database RUN DATE: 10/15/2001

COAS: 1 GL / Subsidiary Ledger Control TIME: 07:16 PM

FISCAL: 02 PAGE: 1



9501 Accounts Payable - System <713,328.13> <713,328.13>





9830 Encumbrances (P.O.) 18,949,444.35 18,949,044.35 18,949,044.35 OUT OF BALANCE

9840 Encumbrances (Req) 291,807.73 291,807.73 291,807.73

------------------ ------------------ ------------------ ----------------

TOTALS 19,241,252.08 19,240,852.08 19,240,852.08 OUT OF BALANCE

9835 Reserve for Encumbrances (P.O.) <18,949,044.35>

9845 Resrve for Encumbrances (Req) <291,807.73>

------------------

TOTALS <19,240,852.08> OUT OF BALANCE

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How to Prevent OOB

• Test all rule codes and changes.

• Test detail codes and changes.

• Run control reports every day.

• Don’t run FGRACTG from job submission.

• Research OOB situations quickly. The longer you wait, the harder it is!

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QUESTIONS?

1098-t’s, cashiering, balancing reports 2 1098-t’s – outline ttvrept – create report code...

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