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Preparing for theNext Fiscal Year
FY07
May 11, 2006
FY06/07 Startup Process
Review/Develop Budget in BDVField Definition Roll
Maintain FY07 Definitions
Audit Budget Development AccountsAudit BDV Accounts to Field DefinitionsAudit BDV Accounts to Major Ranges and Combinations
Page 1
FY06/07 Startup Process
Install SACS2006 Budget SoftwareDownload/Import BDV DataRun TRC for Coding IssuesCorrect Any TRC/Audit Errors
Page 1
FY06/07 Startup Process
Roll FY07 Budget to G/LCorrect Any Audit ErrorsRe-roll as Necessary
Page 1
FY06/07 Startup Process
Complete Startup FormDistrict summary levelsBDX reportsBDV to G/L same
DP Rolls District to TentativeTentative Means Encumbering
Page 1
FY06/07 Startup Process
BDV Changes Require Re-rolling to G/L and TentativeLock BudgetFinal Import of HP3000 InformationCompletion of SACS2006 Budget Process
Page 1
FY06/07 Startup Process
Board Adoption of SACS Generated FormsSubmit Adopted Budget to SCOE AccountantsComplete All Processes by June 30System down July 1-3
Page 1
FY06/07 Startup ProcessExternal Fiscal Services Completes:
Reconciles Cash With AuditorChecks For Obsolete Resource UseInitiates “Preliminary” Cash Roll Cash Roll Posts to 9110 by Fund/Resource
Rolled to Allow FY07 APY Batches to Process
Page 2
FY06/07 Startup Process
External Fiscal Services Completes:
Validation of DocumentsPerforms System Roll to “Adopted”Districts May Complete Budget Transfers
FY 2006/2007 Startup Process
External Fiscal Services Completes:
Completes All Closing EntriesChecks for Obsolete Account UseStreams Asset/Liability Roll
Final Cash Rolls
Streams Roll to Approved
Field Definition AuditVerify Field Definitions For New Year
Option 4-Audit BDV Accounts to Field Def’sScreens shown on page 3 of manual
Review Error Listing in Printer QueueCorrect Any Errors
Keypunch problems require entry to be changed or deleted
Zero amount doesn’t work
Code table omission-Notify accountants or DPUpdate district tables if field “undefined”
Page 3/4
Major Range AuditVerify SACS Major Ranges & Combo’s
Run Option 5-Audit BDV Accts to Ranges & CombosCorrect All Errors
Delete any invalid accounts from BDVCheck with accountants or DP for valid accountsScreen option examples on Page 4/5 of Next Fiscal Year handout
Errors in BDV, Errors in SACS2006Pages 3/4
BDV to G/L Roll
Re-roll Audit Reports Until CleanSelect Option 6-Roll Bgt from Development to GL Working
Screen examples manual page 7Remember to roll only year FY07 dataInclude zero dollars accountsAlways use “create” mode
BDV to G/L Roll
Run Budget Summary Report in NXTScreen examples pages 8/9
Verify Fund/Account InformationVerify Account Detail RolledBudget Development Acct Lookup
Option 13 on main BDV menuExample on page 10
Start-Up Form
Be Certain of District Summary LevelsOn-Line LookupCan use one or two levelsDistrict Control Record
Page 11 example
On-line LookupPage 12 example
Choice Permanent After First Tentative Roll
Start-Up Form
Submit by June 16th if PossibleTentative Rolls Processed in Order Received
BDX report must match current BDV totalsData discrepancies will cause delays
Encumbering in FY07 Can BeginWatch for changed accounts/dollarsManual changes
System Info
Lock BudgetMGR screen in FY06Change year to FY07Use Y to actually lock budgetReasons to lock budget
Do after initial SACS2006 extract
Example pages 13/14 of Next Fiscal Year handout
“Adopted” and “Approved” Budget
Completed by External Fiscal Services
Upon Receipt of Adoption Doc’sG/L Working is Re-rolled to FCS “Tentative”
Preliminary Cash RollValidation and G/L Balancing
Page 15
“Adopted” and “Approved” Budget
External Fiscal Services completes:Rolls Budget to “Adopted”
District May Now do Budget Transfers
Rolls Budget to “Approved” After Audits are Reviewed
Page 15
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