Welcome to theBusiness Users Group

Friday, September 17, 2004

8:30 – 11:30 am

2

Today’s Agenda

• Welcome and Opening Remarks • Presentations

– Help Desk Procedures– Copying Accounts to Business Units– How to check for Errors on Batches– Reviewing 3-Way Match– Month End Reminders

• Break out session

Address Book

Help Desk Procedures

WHO YOU GONNA CALL?

6

NIS BUSTERS

• Work Instructions – NIS Website– www.das.state.ne.us/nis

• Co-Workers

• Agency Networks

• IMS Help Desk

7

Trouble Shooting Techniques

Self Check

Before you call the Help Desk, these steps can facilitate a solution

or a quicker resolution.

8

Has any work been done on my computer or software lately?

If you use Citrix, did you log into the WPD7333 environment?

9

10

Log out of NIS and log back in

Log off PC and Restart

Can you perform the function on another PC?

Have you checked your Security?

11

12

OFF TO THE HELP DESK

What do they need to help you?

User IDScreen shot of errorsBatch numbers, Document numbers, Purchase

Order Numbers, Menu path – also known as Bread crumbs

13

SYSTEM ISSUES

• General Ledger Posting in Jas is not functioning correctly– A temporary GL Post has been created

• Calendar Visual Assist is not functioning properly in Jas.

• OLE attachments are not correctly working consistently.

Copying Accounts to Business Units

15

• To add an account, navigate to Copy Accounts from Master Chart

• Please note that the instructions for copying accounts are located on the NIS Website under General Accounting on the Training Manuals page

16

• Click Find to populate the Chart Types

17

• Choose Chart Type “NM” for Nebraska Master

• Click Select

18

• Enter the Business Unit number to be copied to in the Copy To field

• Enter 400000 in the Object Account From field

• Enter 999999 in the Object Account Thru field• Click OK when all information has been

entered

19

Copying Accounts to Business Units

• We encourage agencies to set up a Business Unit to be used as a Model that has the accounts they want to use. This model can then be used to copy accounts to new business units.

• One way to set up a Business Unit to be used as a model is to use a business unit that contains all accounts that you wish to use. Delete accounts that you do not use. Select this business unit to copy to new business units. For larger agencies, multiple models could be established for various purposes.

20

Some points to keep in mind regarding object accounts:

• Level of Detail 3, 4 and 5 need to remain intact for object codes used so reports utilizing level of detail rollup reflect accurate information.

• Object accounts 560000 to 566900 are needed for fixed asset depreciation for business units that are Responsible Business Units in the Fixed Assets module.

• Object account 481100 is needed for interest business units.

21

• Choose Copy Accounts from a Business Unit

22

• Enter the Business Unit to copy from in the Business Unit field in the grid

• Click Find• Choose the Business Unit to copy from• Click Select

23

• Enter the new Business Unit in the Copy To field

• Click OK

24

If you are setting up a simple grant BU…• Click Add Business Units

25

• Enter your Business Unit in the QBE line • Click Find

26

• Click in the box to the left of the business unit • Click Row, Job Budgets, Budget Original

27

• Note that a simple grant business unit needs only these object accounts if it only receives revenue and pays aid.

28

If you are setting up a simple operating expense business unit…

• Click Add Business Units

29

• Enter your Business Unit in the QBE line • Click Find

30

• Click in the box to the left of the Business Unit

• Click Row, Job Budgets, Budget Original

31

• Note that a simple operating expense business unit only needs expense object accounts 500000-599999

32

If you are setting up a business unit that is also used as a responsible business unit in the fixed asset module…

• Click Add Business Units

33

• Enter your Business Unit in the QBE line • Click Find

34

• Click in the box to the left of the Business Unit

• Click Row, Job Budgets, Budget Original

35

• A Business Unit that is used as a responsible business unit in the Fixed Asset module must have all objects in the 56XXXX series.

36

• Incorrect Object Account Set-up

How to check for Errors on Batches

38

• If you try to post a batch and receive a G/L Post Report like this, it is likely that your batch failed due to budget.

• First, double-check that the batch is in an approved status (A) and not pending or in error.

• Assuming that the batch was approved for posting, there are several steps to take to check for budget failure.

39

STEP 1: View Work Center• To navigate to your Work Center,

click on User Options

40

• Click on Work Center

41

• Enter the date you attempted to post the batch in the Received field in the QBE line, and click Find.

42

• Choose the row that has your name in the Sender field and has something other than “Job has completed” in the Subject field by placing a checkmark to the left of the row.

43

• Verify that the batch listed in the text box is the batch you attempted to post. An error code of E means that batch number 347901 failed due to insufficient cash.

You will find a text box at the bottom of the screen with the batch number, batch type, and error code. In this example, the batch number is 347901, the batch type is G (for journal entry), and the error code is E.

You will see an explanation of the batch error in the Subject field

44

The following is a list of the budget error codes and a corresponding description

that you may see in your Work Center:

Error Code Description of ErrorA Insufficient AppropriationsB Insufficient AllotmentsC Insufficient PSLD Insufficient Grant AuthorityE Insufficient CashF No Appropriation FoundG No Allotment FoundH No PSL FoundI No Grant Authority FoundJ No Cash Account FoundK Net Prog/Fund Expenses < 0L Net Prog PSL < 0M Net Grant Expenses < 0Z Budget Check Function Error

(Systems Dept investigates / Can be an authority or data integrity issue)

45

STEP 2: Run the G/L Post Budget Failure Report

This report will give you specific information about which transaction/document in the batch is failing budget checking.

46

Use any of the following navigations to find the G/L Post Budget Failure report:

• Agency Budget Menu > Agency Budget Management > Budget Reports > Budget Reports > G/L Post Budget Failure Report

• General Accounting – Agencies > Manage Journal Entry > Post Process > G/L Post Budget Failure Report

• Payables > Voucher Processing > G/L Post Budget Failure Report

• Inventory > Inventory – Statewide > End of Day Processing – Post Transactions > G/L Post Budget Failure Report

• Purchasing > Statewide > Purchasing – Statewide > End of Day Processing – Receipt Posting > G/L Post Budget Failure Report

47

• Start from Work With Batch Versions – Available Versions window.

• Choose Version NIS0001 by placing a checkmark in the box to the left of the row, and click Select.

48

• Choose Data Selection, click Submit.

49

• Click into the Right Operand field for the Batch Number, choose Literal.

50

• Enter the batch number that failed to post and click OK.

51

• Click into the Right Operand field for the Batch Type field, choose Literal.

52

• Enter the batch type (i.e. G for journal entry, V for voucher, O for receipt, etc.) and click OK.

53

• Click OK (the printer selection screen will appear).

54

• Click OK.

55

• Click Close.

56

• Go to your Submitted Jobs to view the G/L Post Budget Failure Report.

57

• Here is a sample of the G/L Post Budget Exception report.

58

STEP 3: Try to fix the batch so that it will pass budget checking

• Allotment issues: You may need to request that a special Allotment Status report be run. Also, you may need to request that the Budget Division increase the available allotment.

• Grant Issues: Run a Grant/Project Status report

• Cash Issues: The T/B by Fund inquiry would be useful (Navigation: General Accounting – Agencies > Inquiries and Reports > Accounting Inquiries > Trial Balance Inquiries > T/B by Fund)

Reviewing 3-Way Match and Receipts

60

Basic Process 3-way Match

• Compares the voucher you are creating to the original purchase order, the supplier’s invoice, and the purchase order receipt record (G/L Post Report).

• Before entering the voucher, use the Account Ledger Inquiry to verify that the purchase order has been received and that the receipt batch has been posted.

• Reminder—the system will permit you enter a voucher for a purchase order without having posted the receipt batch, BUT this is NOT a recommended/approved procedure.

61

62

• Click Add.

63

• Enter the Order Number, Order Type, Invoice Number, Supplier, Invoice Date, and Fund

• *Note: you do not have to enter the Gross Amount, G/L date, or Business Unit

64

• Click Form, Receipts to Match

65

• Click Find, if needed. • If no available receipts display, try entering an

asterisk in the fund field: Click Find again. This may generate a receipt available for voucher if the fund for the original purchase order was changed during the 3-way match process.

• If no available receipt is displayed after trying this, it is likely that a voucher has already been created

66

• Choose one or more receipts to match by placing a checkmark to the left of the row.

• Click OK.• Write down the system assigned voucher number and batch

number.• Change the quantity to order, amount to voucher, due date, or

payment terms, as needed, to reflect the vendor’s invoice. Do NOT change the payee number.

• Click OK.

67

PO Receipts and Reversing Receipts

• If a receipt has been entered incorrectly, it is possible to reverse the receipt.

• 4 main scenarios:– The receipt has been entered, but the receipt

batch has not been posted. – The receipt has been entered and posted, but

the 3-way match voucher batch has not been already been posted

– The 3-way match voucher batch has been posted and is still unpaid.

– The 3-way match voucher batch has been posted and paid.

68

• To check which of these scenarios exists, go to the Account Ledger Inquiry.

69

• Complete the Account field in the header. (The Account field should be filled with Fund.211700)

• Revise the From Date and Thru Date fields• Click Find.

70

• Scenario #1: If the receipt has been entered but not posted, the Account Ledger Inquiry will look similar to this.

In this example, you know that the receipt has beenentered, but not posted

because the “P C” field is blank.

71

SCENARIO #1: If the receipt has been entered, but the receipt batch has not been posted AND the receipt has been entered incorrectly:

• Reverse the Receipt• Delete the original receipt batch• Delete the reversed receipt batch• Either re-receipt the purchase order OR

cancel the lines on the purchase order• If the purchase order is re-receipted, post the

receipt batch. If the lines on the purchase order were cancelled, no further action is required

72

• Scenario #2: If the receipt has been entered and posted, the Account Ledger Inquiry will look similar to this.

In this example, you knowthat the receipt has beenposted because there is a “P” in the “P C” field.

73

SCENARIO #2: If the receipt batch has been entered and posted AND the receipt has been entered incorrectly

• Reverse the receipt• Post the reverse receipt• Either re-receipt the purchase order OR

cancel the lines on the purchase order• If the purchase order is re-receipted, post the

receipt batch. If the lines on the purchase order were cancelled, no further action is required

74

• Scenario #3 and #4: If the 3-way match voucher batch has been posted and is either unpaid (i.e. the warrant has not been written) or paid (i.e. the warrant has been written), the Account Ledger Inquiry will look similar to this.

OV = Receipt BatchPV = Voucher Batch

In this example, you can seethat both the receipt and the voucher have been posted.

75

• To determine whether the voucher has been paid or is still unpaid, navigate to Voucher Entry with PO

76

• Enter the document number in the QBE line and click Find

• In this example, the “P” in the Pay Stat field indicates this voucher has been paid.

77

• An “A” in the Pay Stat field indicates that the voucher remains unpaid.

78

SCENARIO #3: The 3-way match voucher batch has been posted, but is still unpaid AND the receipt has been entered incorrectly

• Void the voucher batch• Post the void in the General Ledger• Reverse the receipt• Post the reverse receipt• Either re-receipt the purchase order OR cancel the

lines on the purchase order• If the purchase order is re-receipted, post the receipt

batch. If the lines on the purchase order were cancelled, no further action is required

79

SCENARIO #4: The 3-way match voucher batch has been posted, but has already been paid AND the receipt has been entered incorrectly

• Contact Wes Mohling with DAS State Accounting to void the warrant batch

• Void the voucher batch • Post the void in the General Ledger• Reverse the receipt• Post the reverse receipt• Either re-receipt the purchase order OR cancel the

lines on the purchase order• If the purchase order is re-receipted, post the receipt

batch. If the lines on the purchase order were cancelled, no further action is required

80

Month-End Reminders

• Post Voided Transactions• Agencies’ Payable and Receivable Accounts• “O” Batches• G/L Dates

Break Out Session

82

• Task #1: Ask a question and work as a group to answer it. Write the question and its answer on the paper.

• Task #2: Everyone share a tip or trick they have learned about the system. Write these on the paper.

• Task #3: Pick one person in your group to present what is on your paper and ONE tip from the paper to the large group.

Breakout Session Instructions – 30 minutes

Small Group Presentations

Thank you for coming!

Please remember to fill out an evaluation!