11/6/2013 1 Business User Group November 7, 2013 9:00 AM Agenda Items 2 Announcements Internal Control Grant Management LB429 - Contracts Address Book Announcements 3 Kay Mencl: Project status updates – Archive & 9.1 Upgrade E1 application integration interfaces Unknown social security number Curt Youngman: Access to State Accounting Manual Sub-recipient or Contractor? Grant Webinar PO Close process WIKI access
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11/6/2013
1
Business User Group
November 7, 20139:00 AM
Agenda Items
2
Announcements
Internal Control
Grant Management
LB429 - Contracts
Address Book
Announcements
3
Kay Mencl:Project status updates – Archive & 9.1 UpgradeE1 application integration interfacesUnknown social security number
Curt Youngman:Access to State Accounting ManualSub-recipient or Contractor? Grant WebinarPO Close process
WIKI access
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State Accounting Manual
• From Link http://www.link.nebraska.gov/:
Administrative Services – Accounting (at bottom of page) (E)
• Administrative Services Accounting Division page http://das.nebraska.gov/accounting/ click on State Accounting Manual
Manual is organized by ‘Table of Contents’ but can be changed to “Grouped Format”
Announcements
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BUG WIKI
• Located at: https://portal.nebraska.gov/sites/nis/BUG/Wiki%20Pages/Home.aspx
Documents – link to:
Subrecipient or Contractor (grants webinar)Purchase Order guides (containing links to procurement training guides)
Announcements
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Contract Database -LB 429
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Important dates to rememberDec. 1, 2013May 31, 2014Jan. 1, 2014July 1, 2014
Contract Database – LB429
Contract Database LB429
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Internal Control
Curt Youngman
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Internal Control
Staff changes and Mail List Updates
Memorandum of Understanding (MOU)
Internal Control Plan
Internal Control
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Batch/Integrity Report
Located at: State of Nebraska/Accounting/Manage Journal Entry/JE Review/Approve/Post/Batch/User Integrity
Elements to modify: Agency Number (nnn); replace Batch Number with Ledger Types (AA); Batch Type = (V,Q); GL Post (P); and Document Type = (AE)
Process Options: select date range – should be more than one month; Show Exceptions Only (2)
Internal Control
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Grant Management
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Grant Management
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To Close a Grant in E-1
1. Run all reports needed to provide documentation required by your agency or Federal agency.
2. Run the ‘BU Check Before Inactivation’, attach a copy to your close request. Path: Accounting > Inquiries & Reports > Accounting Reports >
BU Check Before Inactivation • Option A – run by business unit(s)• Option B- run by grant number
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The ‘BU Check Before Inactivation’ report takes the place of the following actions which were included in the Inactivating Business Units Check List at http://das.nebraska.gov/accounting/nis/inactivate%20BU%20checklist.htm
• Check for unposted batches• See if the BU is used as an Interest Business Unit• See if the BU is a Fixed Asset Responsible Business Unit• Check for open purchase orders (includes contracts &
requisitions)
You will still need to notify your payroll personnel that the business units are being inactivated!
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3. Attach a copy of your Final Report to the Feds to your master grant business unit.
4. When the BU Check Before Inactivation Report is clean ask State Accounting to Inactivate your business units or grant as appropriate.
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Address Book Enhancements – Sneak Peek
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Ron Carlson & Alyssa Morrow
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Address Book Information Link Re‐launchAS State Accounting Website
http://das.nebraska.gov/accountingImproved Address Book Information Link
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Current EnterpriseOne (E1) Menu
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EnterpriseOne (E1) Menu
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Current Request Application Screen
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Request Application Screen
The General Instructions will show every time the application is opened.
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Current Requester Information Tab
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Requester Information Tab
The e-mail address entered on the Notification side will receive the systemgenerated e-mail when the request has been processed.
The contact information on theRequester side gives the AddressBook Team a point of contact in case there are questions regardingthe data entry of the request.
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Current Search Type Tab
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Search Type TabDefault Selection - No value has been selected for Search Type:
Attachments & Comments can be entered at the top of the Application, from any tab.Search Types have been rearranged based on frequency of use.
Highlights:All PPs have been converted to V, Search Type N will only be used for System User access.
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Search Type TabV FTIN/EIN Search Type Selected:
Checkboxes & Additional Info Field:Within the FTIN/EIN selection several checkboxes and an additional field become available, use these as they are applicable to your request.
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Search Type TabV SSN Search Type Selected:
Checkboxes:Within the SSN selection several checkboxes become available, use these as they are applicable to your request. NOTE: Board or Commission Member is now located here.
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Current Address Information Tab
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Address Information Tab
4 Sections have been designated for similar types of data entry fields.
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Bank Account Tab
You now have the ability to enter the information received on the ACH Enrollment form, the Direct Deposit form, etc. The Address Book Team still requires the documentation to be attached to the request for data verification.Note: The ACH E-mail address has been relocated to this tab.
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EnterpriseOne (E1) Menu
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Work With AB Requests(Your Personal Request Queue)
Any requests that are submitted will show up in the Work with AB Requests application , this is your “Personal Request Queue”, you have the ability to edit the request until the Address Book Team pulls it for processing or has approved the request.
Editing also includes submitting any attachments which were omitted during the original request process. (Select the request, then Row, then Attachments.)
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Work With AB RequestsEditing a Request: Review Screen
Similar sectioning as on the Address Information Tab in the Request Application for ease of use.
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Work With AB RequestsReturned Requests: (With e-mail notification of returned request in your “personal queue”.)
There are several reasons why a request may be returned:Status = B: Banking Info RequiredStatus = C: Change Processed RecordBoth of these types have been processed through the regular request process and have a new issue that requires the Requester’s assistance to resolve. Example: Pre-note error received on a NOC (Notice Of Change) from the Federal Reserve.
Status = D: Data Entry Review RequiredInstead of receiving an e-mail and resolving the issue through an e-mail chain, you have the ability to research and edit directly in the system.
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Work With AB RequestsExamples of E-mail Notification Received for Returned Request:
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Questions & Answers
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