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

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FY06/07 Startup Process

Install SACS2006 Budget SoftwareDownload/Import BDV DataRun TRC for Coding IssuesCorrect Any TRC/Audit Errors

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FY06/07 Startup Process

Roll FY07 Budget to G/LCorrect Any Audit ErrorsRe-roll as Necessary

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FY06/07 Startup Process

Complete Startup FormDistrict summary levelsBDX reportsBDV to G/L same

DP Rolls District to TentativeTentative Means Encumbering

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FY06/07 Startup Process

BDV Changes Require Re-rolling to G/L and TentativeLock BudgetFinal Import of HP3000 InformationCompletion of SACS2006 Budget Process

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FY06/07 Startup Process

Board Adoption of SACS Generated FormsSubmit Adopted Budget to SCOE AccountantsComplete All Processes by June 30System down July 1-3

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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

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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”

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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

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“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

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