August 20th, 2009

9:00 AM – 11:30 AM

Business User Group

• Announcements

• Presentations~ Accounting 102~ New MOU/ARRA~ Report For Open Documents~ ACH Email~ General Journal for O Batches~ 9.0 Update~ Overview of Barcoding

~ Automatic Entries

• Questions and Answers

Today’s BUG Agenda

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Opening Remarks

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Paul Carlson

Announcements

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User Group Format (Brian)Excel Training – Contact the OCIO (Brian)New Employee NIS Course (Brian)

Accounting 102Paul Carlson

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New MOU / ARRALynda Roesler, Steve Shively & Paul Carlson

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New MOU / ARRA

Revised MOU focuses on Internal Controls

How the Recovery Act is changing the way information is dispersed

What this will mean in the future

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R I s k• A risk is anything that prevents an agency from

meeting it’s goals & objectives.• Management is responsible for evaluating the

risks posed to the agency’s goals and objectives.

• Goals & objectives set before risk to those can be evaluated.

• Risk Assessment involves determining what needs to be protected, and the probability that a loss will occur.

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New MOU / ARRA

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Risk Assessment Tools

• Go to http://www.das.state.ne.us/accounting/nis/internal_control.html#other_tools to find some tools to help an agency assess the risks they face in achieving its goals and objectives.

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New MOU / ARRA

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Report For Open DocumentsAmy Archuleta

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Report For Open Documents

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There are four versions of this report (R43632).

Version NIS0001 – Open Requisitions by Business Unit:

Menu Path: NIS State of Nebraska > Accounting – Agencies > Inquiries & Reports > Accounting Reports > Open PO Detail by Branch/Plant

Report For Open Documents

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Version NIS0002 – Open Quotes by Business Unit:

R43632

Report For Open Documents

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Version NIS0003 – Open Contracts by Business Unit:

R43632

Report For Open Documents

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Version NIS0004 – Open Purchase Orders by Business Unit:

R43632

ACH EmailAmy Archuleta

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ACH Email

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ACH Email

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ACH Email

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General Journal For O BatchesAmy Archuleta

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General Journal for O Batches

Use this menu path:

NIS State of Nebraska >

Accounting – Agencies >

Manage Journal Entry >

JE Review/Approve/Post >

General Journal for ‘O’ Batches

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General Journal for O Batches

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9.0 UpdateAmy Archuleta

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NIS Portal Application

Configurable Controls,

Applications, and Content

9.0 Update

Portal Content Options• Date published content

• Announcements• New content and

documentation• Scheduled applications

(Open Enrollment, etc.)

• Dynamic Content• Display different items

based on events or conditions

• Published content based on real time data

• EnterpriseOne Content

• Full menu applications• Mini menu Portlets

• External applications• Helpdesk Application• UPK and other training

content

9.0 Update

Application Deployment• Provide specific high volume applications

to the end user within a singular portal page

• Check Stub review and print, Leave Balance, etc. embedded in main ESS page

• Full NIS application embedded in portal tab• Combine application objects, instructional objects,

and announcement objects all in one page.

9.0 Update

Access Controls

• Single Sign On for the Portal and NIS• With the portal…

• Employees only see employee tabs and content• Suppliers can see supplier content• Staff and managers can access full applications and controls

• Self-service password reset capabilities (we are hoping)

9.0 Update

Welcome PageDate based publishing of master content

Quick Link navigation to page specific content

Formatted object based layout

Rapid development of design and style with reusable components

Inclusion of external content

9.0 Update

Employee PageQuick reference menus

Direct entry form portlets

Scheduled publications

Improved usability of Employee Self Service

Open Enrollment automatically publishes on specified date

9.0 Update

E1 Apps PageSingular login for application users

Full functionality JD Edwards menu content

Direct Links to common applications possible

Improve efficiency of users by incorporating other common NIS applications into portal for rapid navigation

9.0 Update

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9.0 Update

Overview of BarcodingJulie Perez, Amy Archuleta

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NVision Course – NIS Training Manuals > Fixed Assets > Lesson 7: Barcode Scanning

Barcode Scanner Operation

Alien Asset Verify – Reject

Review Scanned Fixed Assets

http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/fa/index.html

Barcode Scanning

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Unposted Fixed Asset Report

Barcode Scanning

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Prepare to Post Costs for Fixed Assets

Barcode Scanning

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Split transaction betweenMultiple Fixed Assets

Amount = $5,000.00Description = “2 Tables”GL Date in Current Month = 08/07/2009

Barcode Scanning

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Select RowRow > Split

Barcode Scanning

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If you have units from the Purchase Order, enter the breakdown into the “Units” field. Enter as many rows as needed based on the number of fixed assets Click “OK” once all rows are created

Barcode Scanning

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Barcode Scanning

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Select rowsRow > Post

Barcode Scanning

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Splitting a FA & Attaching Cost in a different month than the G/L Date

*** Note – grid is customized to rearrange columns and highlight “Units” *** G/L Date is NOT in the current month, August; therefore, we MUST Journal Entry to perform this split.

Barcode Scanning

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*** Note – you will need account information to create the Journal Entry *** Work Instructions on Journal Entry creation are in the NIS Training ManualsInclude the Tag Numbers for the 10 fixed assets on the journal entry – General Ledger Post Report

Barcode Scanning

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Unposted Fixed Asset – Prior to Journal Entry to Split

Barcode Scanning

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Unposted Fixed Asset Transactions report with the JE’s and the OV’s

Barcode Scanning

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Unposted Fixed Asset Transactions report with the JE’s and the OV’s

Barcode Scanning

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Select the lines with “Tag Numbers” If you forgot to enter the “Tag Numbers on your Journal Entry, you MUST use Row > Revise Entries to add the Tag Number to the transactions Row > Post

Barcode Scanning

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Select entries without Tag NumbersRow > Revise Entries

Barcode Scanning

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Enter an Explanation and a “P” for PassedClick “OK” twice

Barcode Scanning

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Pass on the Original Transactionwith a prior month G/L Date

Select both Credit & Debit LinesRow > Revise Entries

Barcode Scanning

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Enter an Explanation and a “P” for PassedClick “OK” twice

Barcode Scanning

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General Ledger Post

Barcode Scanning

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General Ledger Post

Barcode Scanning

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Preview: Next BUG

Barcode Scanning

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Automatic EntriesMike Hoover

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What are Automatic Entries?

• Automatic Entries are Journal Entries made by NIS “behind the scenes”, meaning the user does not have to enter the account number or dollar amounts.

• The reports you will most commonly see them on are the General Ledger Post and the General Ledger Detail Reports.

Automatic Entries

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What is the purpose of AE’s?• Automatic Entries are used for two purposes:

• 1) The “other-side” of a balanced Journal Entry. This prevents the user from having to repetitively enter accounts that NIS can easily figure out by using rules we give it.

• 2) To move cash between funds. Intercompany settlements ALWAYS have to go through the cash accounts (111100)

Automatic Entries

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How does NIS know what account and dollar amount to use?

• Automatic Entries are process driven.

• Depending on what function the user is doing, NIS is able to determine what account should be used using “Automatic Accounting Instructions”. The dollar amount will add up to the sum of the entries that the user enters.

Automatic Entries

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There are 6 types of transactions that can create Automatic Entries:

• Journal Entries• Voucher without PO• Voucher with PO (O and V batches)• Cash Receipt Batch (IB)• Invoice Batch (IB)• Manufacturing Accounting (out of scope)

Automatic Entries

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Journal Entries• Journal Entries only create an Automatic

Entry if more than one fund is used.

• AE’s settle cash (111100) between funds

Automatic Entries

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Voucher without PO• An Automatic Entry is made to credit

Accounts Payable (211900) to offset the expense entry.

Automatic Entries

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Voucher with PO• Two Automatic Entries are made when

receiving a batch (during the posting phase).

• Received Not Vouchered (211700) is debited

• Due to Vendor (211900) is credited

Automatic Entries

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Cash Receipts (RB batches)• An entry is made by the user to credit

Revenue or Accounts Receivable

• An Automatic Entry is made to debit cash (111100)

Automatic Entries

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Invoice Batch (IB)• The revenue account is manually entered

(credit)

• An Automatic entry is made to debit Accounts Receivable (139901)

Automatic Entries

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Questions & Answers

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