Business User Group

October 30th, 20089:00 AM – 12:00 PM

Business User Group

• Announcements

• Presentations~ General Ledger Detail By Tag Number~ Accounting 102~ General Ledger Detail Report~ NVISION NIS Demo~ ACH Payments Over $25,000~ Purchase Card~ Budget Status Update

• Questions and Answers

Today’s BUG Agenda

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Opening Remarks

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Paul Carlson

Announcements

CAFR & Year End Thank You (Amy W & Bruce)

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Agencies 1099 Reporting (Paul)Tools Update (Amy A.)

Date Sold on A Fixed Asset Record (Julie)

Posting Costs To A Fixed Asset (Julie)SPN Reports – Total Number of Items (Julie)

General Ledger Detail By Tag NumberJulie Perez

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• Menu Path:– Fixed Assets/Capital Asset Mgt > Fixed

Assets > Fixed Assets – Statewide > Inquiries & Reports > G/L by Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

General Ledger Detail By Tag Number

Accounting 102Paul Carlson

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General Ledger Detail ReportMike Hoover

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• The General Ledger Detail Report (R5509168) has been split into 3 separate reports– Month-to-Date– Year-to-Date– Inception-to-Date

• This was done for 2 reasons:– Processing Options are more relevant– Original report title was misleading

General Ledger Detail Report

• These reports replace 2 commonly used reports:– G/L by Business Unit (R09420)– G/L by Object (R09421)

• Provides more information

• Runs much faster

General Ledger Detail Report

• Each Report has 3 version:– Grants-Generates expenditures for the Grant

business unit types– Other Projects-Generates expenditures for

the Project Business Unit types– All Objects-Generates information for any

object account for all grant, project and other business unit types

General Ledger Detail Report

Menu Paths for G/L Account Detail (Monthly)• Accounting - Agencies > Inquiries & Reports > Accounting Reports

> General Ledger Reports > G/L Account Detail-Monthly• OR• Accounting - Agencies > Inquiries & Reports > Grants Reports >

G/L Account Detail-Monthly• OR• Budget - Agencies > Inquiries & Reports > Accounting Reports >

General Ledger Reports > G/L Account Detail-Monthly• OR• Grants & Projects > Inquiries & Reports > Grants & Projects Reports

> Grants Reports > G/L Account Detail-Monthly• OR• Grants & Projects > Inquiries & Reports > Grants & Projects Reports

> Project Reports > G/L Account Detail-Monthly

General Ledger Detail Report

Never Delete data selection criteria that starts with “PO”. This is true for ALL reports in NIS.

General Ledger Detail Report

General Ledger Detail Report

NVISION NIS DemoBrian Svik

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NVISION NIS Demo

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At nis.ne.gov click on the Open Enrollment Training button.

NVISION NIS Demo

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You will be taken to the NVISION NIS Open Enrollment Training page.

Here you will find links to a “How To Take An NVISION NIS Course,” an Open Enrollment Course, and a link to System Basics material.

When you click on one the courses NVISION NIS will open in a new window.

NVISION NIS Demo

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The NVISION NIS window has an “Outline” window on the left and a “Concept” window on the right.

To begin a course click on a lesson and then click on the Playback Mode.

NVISION NIS Demo

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The online course will begin. When taking a course you will need to follow the instructions in the bubble to complete the simulation.

ACH Payments Over $25,000Wes Mohling

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ACH Payments Over $25,000

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Review unpaid vouchersCheck Due DatesVoucher PostedVendor in Pre NoteShort of FundsOver $25,000

ACH Payments Over $25,000

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Unpaid vouchers over $25,000Payee set up for ACHPay Instrument a ‘T’Vendor in Pre NoteCheck for other AB records with ACH data

Search for both name and FTIN

ACH Payments Over $25,000

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Vendor not set up for ACH•Request both the W9 and ACH Enrollment Form from Vendor•Forward to State Accounting following procedures

ACH Payments Over $25,000

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After banking information is received and set up•Special Handle Voucher and change Pay Instrument to a ‘T’•May also need to change Payee to new Address Book Number

Purchase CardRon Carlson, Lynda Roesler, & Gail Witzki

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Budget Status UpdateBruce Snyder

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Budget Status Update

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Two Methods to Update Budgeted Amount:

1.Enter/Revise Final Approved Budget Screen2.Journal Entry in the BF Ledger

We recommend using one of these methods, rather than a combination, to enter Budgeted Amounts, as it is easier to see where the numbers came from.

Detail instructions were presented in November 29, 2006 BUG meeting

Budget Status Update

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Enter/Revise Final Approved Budget Screen

•Amounts entered appear on this screen•Can make changes directly on the screen•No history appears, only current amounts•Need to look at BU and subledger combination to see amounts•Amounts do not appear on Account Ledger Inquiry screens

Budget Status Update

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Journal Entry in the BF Ledger

•Detail appears in Account Ledger Inquiry screens (BF ledger)•Can see history of prior transactions entered•Can determine Budget Amounts in spreadsheet before entry•Journal Entries must be approved and posted to update amounts•Amounts do not appear on Enter/Revise Final Approved Budget Screen

Instructions appear on Budget division website in the Budget Status Upload File http://www.budget.state.ne.us/das_budget/bud/bprocess.htm

Questions & Answers

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