May 21, 2007 1

Year End Obligations

Year End TrainingMay 21, 2007

May 21, 2007 D. Brothwell, CPSLO 2

Summary

• Overview of Ledgers• Data Review of Actuals &

Encumbrances• Obligation Accruals

– Business Rules– Automated Process – GL-15– Manual Process

• Actual/Encumbrance Journals

May 21, 2007 D. Brothwell, CPSLO 3

Summary

• Review Helpful Queries & Allocations– Abnormal Balances– Negative Expenditures– Closing Revolving Fund– Rolling Forward Budget

May 21, 2007 D. Brothwell, CPSLO 4

CSU Data Structure

May 21, 2007 D. Brothwell, CPSLO 5

Obligations Accruals

• Business Rules for year end required reporting– State–GL Account 3010 – Accounts

Payable for ALL funds will include Posted Vouchers, Obligations AND Encumbrances

– FIRMS record type 10 for object code 201001 will include Posted Vouchers and Obligations…NOT Encumbrances

– FIRMS record type 15 for object code 201001 will be Year to date encumbrances (Accounting Period 1-12)

– FIRMS record type 16 for object code 201001 will be Project to date encumbrances (Accounting Period 0)

May 21, 2007 D. Brothwell, CPSLO 6

Accounts Payable to the State includes Encumbrances for Governmental

Funds

May 21, 2007 D. Brothwell, CPSLO 7

Year end Obligations

• Goods and services received but not yet invoiced (no voucher posted) must still be “obligated”

• For activity received within the Finance 8.4 application and automated process will create the journals to liquidate the encumbrance portion and record the AP Accrual

• Manual journals will need to be done for items that cannot be identified by the automated process

– Utilities– Retention– etc

May 21, 2007 D. Brothwell, CPSLO 8

CSUGL015 – Year End Obligations

• Automated process within PeopleSoft– Can be run in report mode only until ready to

actually process journals– Journals are created for Items received on

Purchase Orders not yet Invoiced• Liquidates Encumbrance as of June 30

– Creates a July 1 Encumbrance Journal to re-establish encumbrance

• Creates actuals journal as of June 30– Reverses July 1

May 21, 2007 D. Brothwell, CPSLO 9

CSUGL15 CSU Year End Obligations – Run Control

May 21, 2007 D. Brothwell, CPSLO 10

CSUGL015 – Year End Obligations – Output (Report)

May 21, 2007 D. Brothwell, CPSLO 11

CSUGL15 Overview

Journal ID: YEOBL####Journal Date: 06/30/YYY1

Report ID:CSUGL015Batch ID: ENCOBL2001

Report of PO amount to be liquidated for obligations

FSPGJGEN

Journal GeneratorCOBOL SQL Process

CSU_YEC_ACT_LN

Template:YECACTOBL

CSU_YEC_ENC_LN

Template:YECENCOBL

Year-End Encumbrance SQR Process

CSUGL015

Journal ID: YAOBL####

Reporting Journal Generation

PO Business Unit Document ID Document Line Number Document Sched Nuumbrer Document Distrib Line NumGL Chartfield ValuesSum by Monetary Amount

CSU_KK_PO_AC_VW

PO Business Unit PO Number PO Line Number PO Sched Number PO Distrib Line NumReceived Quantity

RECV_LN_DISTRIB VCHR_ACCTG_LINE

PO Business Unit PO Number PO Line Number PO Sched Number PO Distrib Line NumVouchered Quantity

PO_LINE_DISTRIB

PO Business Unit PO Number PO Line Number PO Sched Number PO Distrib Line NumPO Quantity

PO Buisness Unit PO NumberPO Type

PO_HDR

Report ID:CSUGL015Batch ID: ENCREM2001*

Report of PO amount to be liquidated for completed PO

Report ID:CSUGL015Batch ID: ACTOBL2001

Report of PO amount to be accrued for obligations

* CSUGL015.SQR will generate report for batch ID ENCREMYYYY if there are remaining encumbrances . If campus runs this process without cleaning up the remaining encumbrances , in final mode (Report Only Mode option unchecked), the system will generate the ENCREM transactions and insert into the CSU _YEC_ENC_LN table. However, these transactions are NOT to be process through Journal Generator .

Journal ID: YEOBL####Journal Date: 07/01/YYY2

May 21, 2007 D. Brothwell, CPSLO 12

CSUGL15 Configuration

• Accounting Entry Definitions– Define the new records

• CSU_YEC_ACT_LN• CSU_YEC_ENC_LN

• Journal Template– YECACTOBL– YECENCOBL

• Journal Source– OBL

• Journal Mask– YEOBL– YAOBL

May 21, 2007 D. Brothwell, CPSLO 13

Manual Obligations of Encumbered Amounts

• Liquidate obligation portion of encumbrance– Effective June 30, 2007

• Encumbrance Journal to Ledger KK_DTL_ENC• Record the amount as an accounts payable accrual –

obligation– Effective June 30, 2007

• Actuals Journal to Ledger ACTUALS• Re-encumber the obligation

– Effective July 1, 2007• Encumbrance Journal to Ledger KK_DTL_ENC

• Reverse the Accounts Payable Accrual– Effective July 1, 2007

• Actuals Journal to Ledger Actuals

May 21, 2007 D. Brothwell, CPSLO 14

Manual Obligations of Encumbered Amounts

• Manual Obligation of Encumbered Amounts require THREE journals– Journals to the actuals ledger can be set up

as reversing journals• This journal will record the Accounts Payable

accrual AND reverse itJournals to the Actuals Ledger can be set up as reversing Journals.

May 21, 2007 D. Brothwell, CPSLO 15

Manual Obligations of Encumbered Amounts

• Encumbrance Journals are required to liquidate the encumbrance June 30 and to re-encumber it July 1

Encumbrance Journals are processed with the Ledger Group ACTUALS so that they will be edited by Combo Edits and controlled by open and closed periods

May 21, 2007 D. Brothwell, CPSLO 16

Manual Obligations of Encumbered Amounts

• Journals to Liquidate the encumbrance can NOT be set up as reversing.– However, the software will let you do it.

May 21, 2007 D. Brothwell, CPSLO 17

Manual Obligations of Encumbered Amounts

• Summary– Three journals are required

• 1 reversing journals for the accounts payable accrual (June 30, 2007) and the reversing accrual (July 1, 2007)

• 2 encumbrance journals– One dated June 30 to liquidate the obligation

portion of the encumbrance – One dated July 1 to re-encumber the obligation

portion of the encumbrance• For the Encumbrance journal dated July 1, use the

copy journal with reversing sign functionality

May 21, 2007 D. Brothwell, CPSLO 18

Reimbursed Activity

• Another “Encumbrance” Journal– In order to zero out Reimbursed Activity

at year end, for amounts related to encumbrances, an encumbrance journal needs to be processed eliminating all encumbrance amounts from Reimbursed Activity

May 21, 2007 D. Brothwell, CPSLO 19

Query to Identify Reimbursed Activity Encumbrances

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FIELDS

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Criteria

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Having Criteria

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Output

Download to excel to prepare encumbrance journals (6-30-2007) and reversing journal (7-1-2007)

May 21, 2007 D. Brothwell, CPSLO 24

Don’t forget

• There is no such thing as a REVERSING ENCUMBRANCE journal– You need to do two – One dated June 30 and one dated

July 1• Use the Commitment Control hyperlink on the journal to

do encumbrance journals to the ACTUALS ledger– Do NOT do journals to the KK_DTL_ENC ledger

• The offset to encumbrances MUST BE accounts payable – FIRMS Object Code 201001– Can set up a unique campus value

May 21, 2007 D. Brothwell, CPSLO 25

CSU Data Structure