FYE19 (Session 2) May 3, 2019 CITY & COUNTY OF SAN FRANCISCO - - PowerPoint PPT Presentation

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FYE19 (Session 2) May 3, 2019 CITY & COUNTY OF SAN FRANCISCO - - PowerPoint PPT Presentation

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Year End Close Workshop FYE19 (Session 2) May 3, 2019 CITY & COUNTY OF SAN FRANCISCO Office of the Controller WebEx Users: E-mail Raymond.Liu@sfgov.org with questions Questions 2 For WebEx Users If you have any questions during the

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CITY & COUNTY OF SAN FRANCISCO

Office of the Controller

Year End Close Workshop FYE19 (Session 2)

May 3, 2019

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For WebEx Users

If you have any questions during the presentation, please e-mail: Raymond.Liu@sfgov.org

2

Questions

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Of Office ce of the Contr troller

  • ller

Agenda

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Agenda

Topic ic Speak aker

Review of Module Open/Close Dates

Controller’s Office – AOSD

Fixed Assets

Controller’s Office – AOSD

Budget Carryforward

Controller’s Office – AOSD

Interdepartmental Services (Work Orders) Controller’s Office – AOSD A/P , A/R, and Cash Deposit

Controller’s Office – AOSD

Expenses

Controller’s Office – AOSD

Purchase Orders

Controller’s Office – AOSD and Systems

Buyer WorkCenter

Controller’s Office – Systems

ChartField

Controller’s Office – AOSD

Pending Items

Controller’s Office – AOSD

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Open/Close Dates by Module*

5

FYE19 Key Dates

Modul ule FY FYE19 FM FM01-12 12 FY FYE19 FM FM13 (Actua tuals ls) FY FYE19 FM FM13 (CAFR) FR) FY FYE20 0 FM FM01

Accounts Payable / eSettlement Close 6/27** N/A N/A Open 7/1 Accounts Receivable Close 7/5 N/A N/A Open 7/1 Asset Management Close 7/1 – 8/16 N/A N/A Open 9/9 Billing Close 6/28 N/A N/A Open 7/1 Commitment Control N/A*** N/A N/A N/A Travel & Expenses Close 6/27 N/A N/A Open 7/1 General Ledger Close 7/1*** Range: 7/1 – 8/16 Range: 7/1 – 9/6 Open 7/1 Inventory Close 7/1 N/A N/A Open 7/1 Project Costing Close 6/28 N/A N/A Open 7/1 Purchase Orders Close 6/28 N/A N/A Open 6/17**** Requisition / eProcurement Close 6/28 N/A N/A Open 7/1 * System is not accessible on Saturday June 29 & Sunday June 30 ** PO related vouchers must be completed by June 21 *** All manual GL journal or budget journal entries must be in AOSD approval path by June 25 **** Departments can create FYE20 Purchase Orders starting June 17, but should not submit

Modu dules les that do not have e accou countin ing g or budge dget t period iods: Cash, Customer Contracts, Grants Management, Strategic Sourcing, Supplier Contracts, Supplier Management

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6

Andrea ea Gremer Of Office ce of the Contr troller

  • ller

Fixed Assets

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Fixed Assets - Best Practices

  • Asset Ownership
  • May have different performing and owning departments
  • Ownership is typically determined by department that maintains the asset
  • Not necessarily the department performing the maintenance work
  • Department that budgets/pays for the maintenance work
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8

Fixed Assets - Best Practices

  • Disposals
  • Items that are identified as sold, traded-in, scrapped, abandoned,

lost, or otherwise removed from service during a period, should be disposed of.

  • PeopleSoft disposal types: static in the system
  • Disposal documentation is required for audit purposes
  • Federally funded equipment – additional disposal requirements
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9

Fixed Assets - Best Practices

  • Land or Donated Assets
  • Identify by reviewing BOS resolutions
  • Donated assets recorded at Fair Value (appraisal)
  • Receiving department records directly in Asset Management
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Fixed Assets - Best Practices

  • Internally Developed Software
  • May be purchased from 3rd party, but require more than a

“minimal incremental effort” to use as intended

  • Software licenses typically not capital
  • 3 Phases of Development
  • Preliminary Project Stage – not capital
  • Application Development Stage – capital
  • Post-Implementation/Operation – not capital
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  • Asset Management will be unavailable: July 1, 2019 –

August 16, 2019

  • Expenditure accruals and abatements processed in FM

13 during AM blackout

  • After expenditure accruals completed, AM will re-open

for processing & review

  • Depreciation and Accounting entries will be run on

September 7, 2019

11

Fixed Assets - Best Practices

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YE Timeline – Pre-YE Tasks The following tasks can be started before year-end (July 1, 2019):

  • FYE18 Asset Management cleanup
  • Identify and process FYE19 disposals
  • Capital departments identify completed CIP projects and begin

to recategorize

  • Equipment additions through March 31, 2019 (processed by

CON)

  • Land or Building purchases to be added manually
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YE Timeline – AM Blackout Tasks The following tasks can be done during the AM blackout (July 1, 2019 – August 16, 2019):

  • Identify fourth quarter equipment additions from CON Query
  • List sent by CON to departments
  • Process expenditure accruals and abatements in the GL
  • Identify non-capital costs in capital projects (haz mat,

demolition, etc.)

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YE Timeline – AM FYE19 YE Tasks The following tasks must be completed between August 17, 2019

  • September 6, 2019:
  • Departments process CIP and other asset adjustments
  • Manual additions for Building or Land assets
  • CON inputs fourth quarter Equipment assets on behalf of

departments

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Jane Yuan Of Office ce of the Contr troller

  • ller

Budget Carryforward

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Budget Budget Carryforward

  • Budget Roll - FYE20 Continuing and FYE20 Annual Fund (PO Related)
  • June

ne 28 – June ne 30 ▪ Continuing Fund

  • Budge

dget minus s Actual ual ▪ Annual Fund

  • PO

O relat elated d only y for r POs Os roll lled ed

  • Manual Carryforward - Annual Fund Only
  • Sept

ptember ember 20

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Interdepartmental Services (Work Orders)

Jane Yuan Of Office ce of the Contr troller

  • ller
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Interdepartmental Services (Work Orders)

  • Performing Departments submit billings (Actuals up to Q3)
  • Due June 14th

th

  • Billings

ngs to to OCII are due Augus ust t 2

  • SFCTA billings

ngs with h MTA, DPW, CPC, , and TIDA are due Augus ust t 2

  • Requesting Departments complete approval of billings
  • Due June 21st

st

  • Controller’s Office begins review and processing of unresolved workorders
  • June 25th

th

  • Controller’s Office completes review and finalizes unresolved workorders
  • June 27th

th

  • Performing Departments submit billings (Q4 Actuals)
  • Due August

st 9th

th

  • Request Departments approve billings (Q4 Actuals)
  • Due August

st 16th

th

18

IDS (Work Orders)

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IDS (Work Orders) Month 13 IDS (Work Orders) Billing Entries

  • Add all

l relat lated ed documen uments (both th reques uestin ting and performi forming) g) in the e long g descrip ription tion

  • The

e use of Payable ble and d Receiv eivable, able, incl cluding uding thei eir r accou

  • unt codes

s and the use of auto rever versal al, in the e entr try above ve is pending ding wheth ether er cash sh movement vement will ll be allow lowed ed after er June e 30

Performing Department

Responsible Dept for Entry Fiscal Year Fiscal Month Entry Module Auto Reverse Source Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity An Type Amount Note Performing Dept 2019 13 1 GL Yes Perf Dept 1 YEACCRADJ ACTUALS 581xxx IDS Account xxxxx Requesting Dept Code xxxxx xxxxxxxx xxxx GLE 10,000

581 Charges

Performing Dept 2019 13 1 GL Yes Perf Dept 3 YEACCRADJ ACTUALS 486xxx Recovery Account xxxxx Perf Dept Code xxxxx xxxxxxxx xxxx GLR (10,000)

486 Recovery

Performing Dept 2019 13 1 GL Yes Perf Dept 2 YEACCRADJ ACTUALS TBD TBD Interfund Payable Intrafund Payable xxxxx Requesting Dept Code xxxxx xxxxxxxx xxxx BAL (10,000)

Instructions to be provided

Performing Dept 2019 13 1 GL Yes Perf Dept 4 YEACCRADJ ACTUALS TBD TBD Interfund Receivable Intrafund Receivable xxxxx Perf Dept Code xxxxx xxxxxxxx xxxx BAL 10,000

Instructions to be provided

Performing Dept 2020 1 3 GL No IDS 1 None ACTUALS 486xxx Recovery Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLR (10,000)

FY 20 real billing

Performing Dept 2020 1 3 GL No IDS 2 None ACTUALS 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx GLE 10,000

FY 20 real billing

Responsible Dept for Entry Fiscal Year Fiscal Month Entry Module Auto Reverse Source Line Journal Class *Ledger Account Account Description Fund Dept Authority Project Activity Bud Ref Amount Note Requesting Dept 2020 1 2 KK N/A Req Dept 1 YEPOSTROL CC_Detail 581xxx IDS Account xxxxx xxxxxx xxxxx xxxxxxxx xxxx 4 (10,000)

  • FY 20 budget adjustment
  • For Continuing Fund only

Requesting Department

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IDS (Work Orders) Auto Reversal

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Interdepartmental Services (Work Orders)

Why are we changing the process?

  • Cash Movement
  • To avoi

void d cash sh movement vement after r June ne 30 (pending) ending)

  • YE Cutoff Dates in June
  • Helps

lps Departm tments ents me meet t the e ear arli lier er YE dates es for r budget dget roll ll, , FM1 M1-12 2 close se, , etc. c.

  • Bill Actuals (Grants)
  • Ensur

sure e compl plia iance nce with h gran ant t billing ng requ quir irements ments

  • Avoid Estimates and True-Ups
  • We

e hear ard d yo you loud d and d clear ar at the e Less essons

  • ns Learne

earned d sess essions! ions! Th This s proc

  • cess

ess will not requir equire e esti timat mates es or true ue-up up entr tries. ies.

21

IDS (Work Orders)

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Overview – Work Order Budget Vs Actuals

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Overview – Work Order Budget Vs Actuals

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Jane Yuan Of Office ce of the Contr troller

  • ller

Year End A/P and A/R

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  • PO related vouchers must be budget checked and approved by Friday, June 21
  • PO related vouchers not posted by June 21 will be deleted

25

PO Related Vouchers Accounts Payable Non-PO Related Vouchers

  • All other vouchers (Direct Payments, $0 Vouchers, etc.) must be budget checked

and approved by Thursday, June 27

FM01-12 in the Accounts Payable module will close Thursday, June 27th at 5:00 PM

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  • Last Pay Cycles for Check and ACH are on 6/27/19; will pay vouchers with

Scheduled Due dates up to 6/30/19

  • Departments can look up payment status in BI Accounts Payable Dashboard

26

Payments Accounts Payable

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Accounts Payable Supplier Business Tax Status

  • To avoid voucher match exceptions in FYE19, please ensure the suppliers

have:

  • Certificate Expiration Date = 06/30/19 or 06/30/20
  • No tax delinquency status (“DLQ”) with TTX
  • Voucher

hers s will ll have ve match ch exceptions ptions under er the follow lowing ing Busine iness ss Tax statu atuses: ses:

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28 June 23, 2019

June 23, 2019 May 23, 2019

June 2019 Invo voice e Date: te: June 23, 2019 Work rk Performe rmed: : May – June 2019 Date te Invo voice Received ed: : July 12, 2019 Amount: $107,017 17

Accounts Payable What To Do With This Invoice?

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A/P Accruals

  • Vouchers processed after June 27 will require expenditure accrual if

they are for goods or services received on or before June 30

  • If invoice for FYE19 expenditures will not be received by August 16,

submit accrual entries in FM13 Actuals Ledger by August 15 without a supporting voucher ID.

Accounts Payable

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  • Expenditures that need to be accrued will generally fall into one of four categories. Th

This will determine whether the entries will be processed by the Controller’s Office or the Department.

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Accruals Accruals

Continuing Fund Annual Fund Expenditures Paid Through PO Vouchers 1) Accrual Entry in FM13 in FYE19 2) Budget Reduction Entry in FYE20 Entries: CON* 1) Accrual Entry in FM13 in FYE19 2) Budget Reduction Entry in FYE20 Entries: CON* Expenditures 1) Not Paid 2) Paid through Non-PO Vouchers 1) Accrual Entry in FM13 in FYE19 2) Budget Reduction Entry in FYE20 Entries: DEPT 1) Accrual Entry in FM13 in FYE19 Entry: DEPT * * Exceptions: refer to the next slide

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* Exceptions on CON Central Accruals Accruals

  • All

l FY FYE19 AP i inter erface ace fil iles es from 6/28 8 through

  • ugh 6/30
  • Since

e AP m modul ule e is clos

  • sed

ed after er 6/27, 7, these ese files les will ll be recor

  • rded

ed in FY FYE20 in GL

  • Departmen

tments ts proces ess s accru crual al entr tries es for these se inter erface face files les

  • FY

FYE20 0 PO vo voucher uchers s for FY FYE19 9 expen endit ditures: s:

  • A. U

Unpost

  • sted

ed, , repost sted ed, , or clos

  • sed

ed in FY FYE20

  • Departments

tments correct ect the e accru rual al and the budget et entr tries es centr trally ally proces cessed sed by C CON

  • B. That

t departmen tments ts process essed ed $0 Voucher uchers to to correc ect t Char artFiel tField d in FY FYE20

  • Departments

tments correct ect the e accru rual al and the budget et entr tries es centr trally ally proces cessed sed by C CON

  • C. Through
  • ugh inter

erfac faces es (i.e.

  • e. with

th Origi igins other er than an ONL or U UPL) ) and through

  • ugh eSett

ttlemen ment

  • Departments

tments proces ess s the e accru crual al entr tries es (and the e budget get entr tries ies if continu tinuing fun und) d)

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The Controller’s Office will centrally pr proce cess ss en entrie ries s (FY FYE19 E19 accrual crual and d FY FYE2 E20 bu budge dget t adjust djustment) ment) for r PO PO rel elat ated ed vouche chers s po posted sted to GL through ugh 8/15/19 15/19*

32

Expenditures Paid through PO Vouchers – Continuing and Annual Funds Accruals

* * Exceptions: refer to the previous slide

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SLIDE 33
  • For
  • r all FYE19

19 invoi voice ces, s, Departmen ents ts mu must t do the following:

  • wing:
  • Set

t Accoun

  • untin

ting Date to to 07/04 04/201 /2019*

  • Attac

ach the e FYE19 19 invoi voice ce as suppo pporti ting ng documentation cumentation

33

Accrual Entry - CON

What do we need from Departments?

Expenditures Paid Through PO Vouchers – Continuing and Annual | CON Entry

* * Voucher uchers with th Origi igin other er than an ONL or U UPL will ll be e excl xcluded ed from m the e CON centr tral al accru rual al

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FYE19 19 GL Journ urnal Accr crua ual Entry

  • Post to FM13 Actuals Ledger
  • Journal Class:

YEAPACCR ▪ Note that this is reserved for CON accrual entries; depts should not use this journal class

  • Reference Field: Voucher ID
  • Journal Source:

YAO ▪ These accrual journals will not be routed to departments for approval. Departments should not use this Journal Source for any journal entries

What will Controller’s Office do?

Expenditures Paid Through PO Vouchers – Continuing and Annual | CON Entry

Accrual Entry - CON

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35

What will Controller’s Office do?

FYE20 20 Budge dget Journ urnal Adjus ustmen ment t Entr try

  • Post to FYE20
  • Prefix:

KPOA19

  • Journal Class:

YEPOSTROL

  • Reference Field: Accrual Journal ID

Accrual Entry - CON

Expenditures Paid Through PO Vouchers – Continuing and Annual | CON Entry

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36

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual Funds Accruals De Depar artm tments ents will be respo pons nsible ble for proce cessing ssing the e acc ccrual ual entry (and bud udget et adjustm ustment, ent, if co continui nuing ng fun und) d)

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37

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

Accrual Entry - Department

(1) Prepare the FYE19 GL Journal Accrual Entry

Add a New Value

  • Journal Date:

06/30/2019

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38

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

Accrual Entry - Department

Click “OK” to System Message

After clicking “Add”, the User will encounter a system message User should click “OK” to proceed to the Journal Header

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39

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

Accrual Entry - Department

Journal Header

  • Ledger Group: Actuals
  • Adjusting Entry: Adjusting
  • Period:

13

  • Journal Class: YEPOSTROL

▪ Do not use YEAPACCR

Prepare FYE19 GL Journal Header

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40

Accrual Entry - Department

Click on the “Reversal: DO Not Generate Reversal Link

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

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41

Accrual Entry - Department

Click on the “Beginning of Next Period” and press OK The journal entry will automatically reverse in FM01, FYE2020

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

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42

Accrual Entry - Department

Make sure to put “No PO” in the Reference field of the Journal Lines

If paid through a non-PO voucher, put the Voucher ID in the Journal Line Description

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

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Add a New Value

  • Journal Date: 07/01/19

43

Accrual Entry - Department

(2) Prepare the FYE20 Budget Adjustment (Continuing Fund ONLY)

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing | Dept Entry

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44

Accrual Entry - Department

Budget Header

  • Ledger Group: CC_Detail
  • Entry Type: Grant and Other

Original

Budget Header

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing | Dept Entry

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45

Accrual Entry - Department

Budget Lines

  • Budget Ref: 4 (Continuing

Carryforward)

  • Reference: Accrual Journal ID
  • Journa

rnal Class ass: : YEPOSTROL

The budget lines must include the following:

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing | Dept Entry

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46

Accrual Entry - Department

Additional Guidance:

  • Accrual journal entries should always be separated by Continuing Fund vs

Annual Fund

  • Entries should not have lines with both types of funds
  • Accrual journal entries for Continuing Fund must be paired with a

FYE20 budget adjustment entry

Expenditures Not Paid Or Paid through Non-PO Vouchers – Continuing and Annual | Dept Entry

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47

A/R Accruals

  • Reve

venue e Accr crual als

  • Goods
  • ds or service

ices s deliver livered ed on or befo fore June e 30 30, 20 2019

  • Cash not

t rece ceived ived until il on or after ter July ly 1

  • All accrual

crual entries ries must be enter ered ed in FM FM13 3 Actuals tuals Ledger dger by August ust 15, 5, 20 2019

Accounts Receivable

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48

Revenue Accrual Revenue Accrual

Revenue enue accrua crual journal urnal entr try: y:

  • To rec

ecor

  • rd

d the e revenu nue e and d receiv ceivable ble (e.g. .g. Accoun

  • unt

t 1000 0029 29) ) in FYE19 19 and; d;

  • To rev

everse erse in the first st peri eriod

  • d of FYE20

20 using ng the e auto-reversal ersal function ction in the e syst stem em

  • If depar

artm tments ents accr crue ue A/R as abat atemen ement of expen pendi ditu ture e and d use e Anal alysis ysis Type pe GLE, E, it will creat eate rev evenu enue e rec ecognition

  • gnition in Project
  • ject Costing

sting module.

  • ule. Solutio
  • lution to

to this s issue sue is TB TBD. Reco commenda mendati tion

  • n is to

to not t proc

  • cess

ss accr crua uals ls as expen pendi ditu ture e abat atement, ment, but as rev even enue ue

  • nly.

*See ee previ eviou

  • us

s AP accrua crual slides des for r detail tailed ed proc

  • cedu

edures es on accrua crual entr tries ies with h auto

  • rev

ever ersal sal

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49

Cash Deposit Job Aid Acc ccoun unts s Rece ceiv ivable: able: Proces cessing sing De Deposits sits and Payments ments https://sfemployeeportalsupport.sfgov.org/support/solutions/articles /11000022734-accounts-receivable-processing-deposits-and- payments Accounts Receivable

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50

Cash Deposit

When hen cash sh is receiv ceived d in FYE20 20, , input ut 07/01/20 01/2019 19 or after r for r Accounting

  • unting Date for

r Depo eposi sit. t.

Accounts Receivable

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51

Min Fang Of Office ce of the Contr troller

  • ller

Expenses

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52

Expenses Expenses Employees should submit their Expense Reports (ER) early! Citywide policy is to submit ER within 30 days of travel/training/field expense.

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  • FYE19 Expenses module closes at 5:00 PM on June 27; FYE20 Expenses module opens on July 1
  • The deadline for final approval of FYE19 ERs that need to budget check and post in FYE19 is

5:00PM on June 27

  • FYE19 ER that are submitted but not fully

y appr proved ed by June 27 will be “sent back”, requiring the employee to resubmit the ER after July 1 (and use FYE20 budget). However, no accrual is required due to immateriality.

  • ER entered on June 28 may be “saved for later”, but cann

nnot

  • t be approved or budget checked

53

Expenses Expenses

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FYE19 ERs not fully approved by 6/27: *May have a mismatch in budget date and accounting date. **Will be using FYE20 budget Again, FYE19 ERs that are submitted but not fully ly appr prov

  • ved

ed by June 27 will be “sent back.”

54

Expense Reports (ER) Impact on KK & GL at FYE19 Year End Expenses

Employee loyee Submi mit HR R Super ervi visor

  • r Approval

al (1 (1st

st Approval

al) Expen ense e Manag ager er Approval al (2 (2nd Approval al) KK KK GL GL <= 6/27 <= 6/27 <= 6/27 FYE19 FYE19 <= 6/27 <= 6/27 >6/27 FYE19* FYE20* <= 6/27 >6/27 >6/27 FYE20** FYE20 >6/27 >6/27 >6/27 FYE20** FYE20

slide-55
SLIDE 55

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • ER and CA fully approved by 5:00

00 PM M on Th Thur ursda sday, June ne 27 will be paid on July 9, , 2019 19

  • ER and CA fully approved between June

ne 28 and July y 12 will be paid on July 16, 6, 2019 19

55

Expense Report (ER) and Cash Advance (CA) Payments Expenses

Cash sh Advance and Expen ense e Report t Fi Final al Approval al Employee loyee Receipt eipt of Cash sh Advance/Ex e/Expen ense e Report t Paymen ent

June 22 – June 27 July 9 June 28 – July 12 July 16

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SLIDE 56

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

56

Expenses Travel Authorization

  • All FYE19 travel authorization that have not been expensed against by

June 27 will be closed

slide-57
SLIDE 57

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

57

Min Fang and Patr trick ick Ri Rice Of Office ce of the Contr troller

  • ller

Purchase Orders

slide-58
SLIDE 58

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

58

Purchase Orders Purchase Order Key Dates

  • Submit Purchase Order Roll Requests to AOSD
  • No longer

nger neede eeded; ; but t pleas ease close se POs s not t neede eded

  • PO Module Pre-Open for FYE20
  • June

ne 17

  • Last Day for PO Change Orders / PO Dispatch
  • June

ne 21 - 5:00 00 PM

  • POs

s canno nnot t roll ll with h an open en chan ange ge order der, pending nding vo vouch cher ers, s, etc. c.

slide-59
SLIDE 59

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

59

Purchase Orders Purchase Order Key Dates

  • Systematic Close of POs and Requisitions Fully Qualified for Close
  • June

ne 24

  • Manual Close of POs and All Requisitions by Departments
  • June

ne 25

  • PO Rollover
  • June

ne 29 – June ne 30

  • FY19 POs mandated to close by the Mayor’s Budget Office will be closed in

FY20 20 if not alrea eady dy close sed d befor fore e June ne 25; ; relat elated d budge dget t (if annual nnual fund) nd) will be adju just sted d in FY20 20 as we well ll

slide-60
SLIDE 60

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • The PO Module will pre-open for FYE20 PO creation on June 17
  • Departments must not submit for approval until July 1
  • POs should have 07/01/19 as the PO Date and Accounting Date

60

PO Module Pre-Open for FYE20 Purchase Orders

slide-61
SLIDE 61

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

61

Purchase Orders Purchase Order Roll

  • All open Purchase Orders (without errors) as of June 27, 2019 will roll into FYE20.

A PO O will ll not roll ll if it –

  • Is on hold
  • Is not in a valid status
  • Is for an inactive supplier
  • Has an invalid budget status
  • Has a pending voucher
  • Has a partially vouchered receipt
  • Has all lines fully matched
  • Has all lines over-expensed
  • Does not have a merchandise encumbrance
slide-62
SLIDE 62

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

62

Purchase Orders Purchase Order Roll

  • Departments should run the PO encumbrance balance reports to ensure that all
  • pen POs are needed in the new year, and close all POs not needed.

FSP_PO_E O_ENC_ C_DTL TL_W_D W_DTL TL_C _CF FSP_PO_EN O_ENC_ C_DTL TL_W_ W_AP APRO_CF CF

  • Departments should run the following reports to ensure all POs that needed to

roll are in valid status.

FSP_AP_UNP _UNPOST OSTED_ D_NO NOT_P T_PAID ID_V _VCHR HRS S (Unpo post sted ed Voucher uchers Again inst t POs) FSP_POR OROLL LL_RECE _RECEIPT IPT_PARTI TIAL_ AL_MA MAT T (PO Lines es with th Parti tially ally Vouc ucher ered ed Recei eipts) ts)

  • A report of all POs that rolled and did not roll will be provided on July 1, 2019
slide-63
SLIDE 63

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

63

Purchase Orders Purchase Order Roll – Sales Tax Cleanup

  • If a purchase order was set up as sales tax applicable but invoices turn out to be tax exempt,

Departments should not simply mark vouchers as tax exempt and pay.

  • This creates problems at PO Roll; the system will carry forward the unliquidated sales tax

encumbrance in the merchandise line in addition to the sales tax encumbrance in Account 552115

  • Departm

tments ents mu must change ange such ch POs Os from

  • m Sales

ales Tax Applicabl licable e to to Ite tem m is Exem xempt pt by June ne 21 to to avo void id dupl plicat icate sales les tax encu cumbra brance nce carr rryfor yforwa ward d

slide-64
SLIDE 64

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

64

Purchase Orders Purchase Order & Requisition Close

  • Very impor
  • rtant

tant: : Depar artment tments s must close

  • se POs

Os not needed ded starting ting now! !

  • CON

ON will ll run the PO an O and Requisition isition Clos

  • se

e batch ch proc

  • cess

esses es on 6/ 6/24 24 to to clos

  • se

e POs Os and requisiti uisitions s fully ly qualif lified ied for system em close

  • se (see the next two

wo slides des for system em clos

  • se

e crit iteri eria) a)

  • Depar

artment tments must close

  • se POs

Os not t needed ed or ineligible ligible for PO O Roll l by 6/ 6/25 25

  • Depar

artment tments must close

  • se all

l requisiti uisitions s by 6/ 6/25 25

slide-65
SLIDE 65

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

65

Purchase Orders System Close Criteria - POs

slide-66
SLIDE 66

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

66

Purchase Orders System Close Criteria - Requisitions

slide-67
SLIDE 67

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

67

Purchase Orders

Has the PO been received or vouchered? Do I need to return remaining PO balance to Contract? YE Method With Contract Yes Yes Change Order > Close No Close No Yes Cancel No Close Without Contract Yes N/A Close No Cancel or Close

Cancel vs. Close PO Decision Matrix

slide-68
SLIDE 68

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Cancel

cel can only y be done when en ther ere e has been no acti tivi vity ty (no

  • recei

eipts ts and no vo voucher uchers)

  • Will

ll retur urn balan ance ce to to both the e budget et and the contr trac act

68

Cancel vs. Close PO Purchase Orders

  • Clos
  • se

e will ll only ly retur urn remaini aining g balan ance ce to to the budget, et, but not the e contr tract act

  • Only

ly PO Admin inis istr trat ator

  • rs in each

ch departmen tment t have e acces cess s to to clos

  • se
slide-69
SLIDE 69

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

69

Purchase Order

  • If PO has

s activ tivit ity y against ainst it and d a balan lance ce that at needs eeds to to be retu turne ned d to to the e contract, ntract, proc

  • ces

ess s chang ange order der (by amount

  • unt or quan

antity tity depe pending nding on PO setup tup) ) to to decr creas ase the e PO amoun unt to to vo vouch cher ered d amount

  • unt and

d then en close. se.

  • Th

The depar artm tmen ent must proc

  • ces

ess s the e change ange order der to to decr crease se the PO amount

  • unt to

to the e rec eceiv eived ed or matched ched amount

  • unt (whi

hich chev ever r is grea eater) r) or flag g PO lines es to to Close se Shor

  • rt

t by 6/21/19

Cancel vs. Close PO

slide-70
SLIDE 70

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

70

Purchase Orders Purchase Order Close Short

  • The PO Close Short process does not actually close POs. It cancels or reduces

PO lines based on PO activity to to retur urn funds s to to the contra tract ct balance lance (if applicable) as we well ll as budget dget and prepare the PO for close.

  • The Close Short flag on the PO line must be selected.
  • A line without

thout recei eiving ing or vo vouchering chering activ tivity ity, will be canceled.

  • A line with

th receiving eiving or vo vouch chering ering acti tivity vity will be reduced to the received

  • r matched amount, whichever is greater.
slide-71
SLIDE 71

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

71

Purchase Orders

WARNING! Do not select this checkbox if your purchase is not complete and you still plan to receive or voucher the PO

  • line. Job aids and PO admin

training available soon.

Purchase Order Close Short

If your PO is not needed in the new year and should be closed, but is associated to a contract, select the Close Short checkbox for the PO line.

slide-72
SLIDE 72

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

72

Purchase Orders Purchase Order Close Short Best Practices

Release Accurately: Issue PO Releases from Contracts for Quantities/Amounts that will be fulfilled within a specific period of time. Avoid issuing Blanket PO Releases. Receive Accurately: A receipt is an official record of goods or services that the City has received from a

  • Supplier. Enter Receipts for the actual

Quantities/Amounts received.

slide-73
SLIDE 73

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

73

Corey ey Fake Of Office ce of the Contr troller

  • ller

Buyer WorkCenter

slide-74
SLIDE 74

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

74

Buyer WorkCenter Purchase Orders

  • Buyer WorkCenter helps users become more efficient by providing a

variety of pages and information to perform daily tasks without navigating between different menus.

  • Buyer WorkCenter will be an important tool for Year End processing
  • Buyer WorkCenter provides easy access to your queries and reports
  • Job aid and PO Admin training will cover Buyer WorkCenter

functionality.

slide-75
SLIDE 75

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

75

Buyer WorkCenter Purchase Orders

  • The WorkCenter

pagelet area appears

  • n the left side.
  • Transactional pages

appear on the right side of the screen when a user clicks the pagelet link.

  • User can set filter

values to see desired transactions.

slide-76
SLIDE 76

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

76

Buyer WorkCenter Purchase Orders

slide-77
SLIDE 77

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

77

Buyer WorkCenter: List of Queries Purchase Orders

slide-78
SLIDE 78

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

78

▪ The Purchasing Team will be conducting PO Admin Training in May. ▪ Users should register in SF Learning (ELM) for these trainings.

Purchase Orders

Class Code in SF Learning Date Start End Location CON0PR45- 05161000AM 5/16/19 10:00 am 12:00 pm 1155 Market 6th Floor, Large Conference Room CON0PR45- 05160200PM 5/16/19 2:00 pm 4:00 pm 1155 Market 6th Floor, Large Conference Room CON0PR45- 05200200PM 5/20/19 2:00 pm 4:00 pm 1155 Market 6th Floor, Large Conference Room CON0PR45- 05210200PM 5/21/19 2:00 pm 4:00 pm 1155 Market 6th Floor, Large Conference Room CON0PR45- 05220200PM 5/22/19 2:00 pm 4:00 pm 1155 Market 6th Floor, Large Conference Room CON0PR45- 05230200PM 5/23/19 2:00 pm 4:00 pm 1155 Market 6th Floor, Large Conference Room

slide-79
SLIDE 79

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

79

Job Aids Purchase Order

  • Understanding PO Encumbrance Liquidation Options

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002289 6-understanding-po-encumbrance-liquidation-options

  • Understanding Cancel/Close/Finalize Processes for Requisitions

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002286 1-understanding-cancel-close-finalize-processes-for-requisitions

  • Cancel PO

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002289 3-cancel-po

  • Create PO Change Order

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002288 7-create-po-change-order

  • Purchase Order Reconciliation “Systematic PO Close” Criteria

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002289 9-purchase-order-reconciliation-po-close-criteria

  • Requisition Reconciliation “Systematic Req Close” Criteria

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/1100002290 0-purchasing-requisition-reconciliation-req-close-criteria

  • PO Close Short: Please refer to the Understanding PO Encumbrance Liquidation

Options job aid

slide-80
SLIDE 80

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

80

Mildr ldred ed Zaragoza agoza Of Office ce of the Contr troller

  • ller

ChartField (COA – Chart of Accounts)

slide-81
SLIDE 81

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Deadlines for FYE19 codes and FYE20 Interim Budget codes
  • Revamped ChartField Request Forms to allow for multiple codes per form
  • Fund Request Form now includes Interest Allocation Mapping Form
  • Project Type is required on all Project Codes
  • Other Updates:
  • Certain ChartField requests coordinated through Budget and Analysis Division (BAD)
  • ChartField Effective date means Accounting Date the code is available for use in PS

Transactions

  • Special characters cause issues in HCM (People and Pay).
  • Friendly reminders
  • Existing Chartfield Request Form
  • ChartField Request Process

81

ChartField Highlights and Updates ChartField

slide-82
SLIDE 82

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

Last day to request for ALL ChartField values (GL Account, Fund, Dept, Authority, TRIO, Agency) and Project, and Project Activity:

  • FYE19 codes – Friday, June 21, 2019

➢ Send request to Char hartfi tfield.Admin eld.Administr istrator@s

  • r@sfgov

fgov.or

  • rg
  • FYE20 Interim Budget codes – Wednesday, May 15, 2019

➢ Send request to your contac ntact t at the e Contr ntroll

  • ller'

er's s - Budget dget and d Analy lysis sis Division sion (BAD) D)

82

Deadlines ChartField

slide-83
SLIDE 83

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Allows for multiple “same” codes request per ChartField form. Replaces creating multi-tabs.
  • Lots of instructions/guidelines to help avoid delays.
  • Will be published in the User Support Portal soon.
  • Email the ChartField Admin inbox both the Excel file and the pdf with the approver’s signature.

83

New ChartField Request Package – Multiple Codes Forms

ChartField

slide-84
SLIDE 84

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • The Interest Allocation Mapping Form has been added to the Fund Tab to the right of the Fund Request

Form.

  • Please follow instructions and fill out the mapping form for every new fund request.

84

Fund Request Form includes Interest Allocation Mapping Form ChartField

slide-85
SLIDE 85

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Completely identify the “FROM” (where the cash is) and the “TO” (where the interest earnings

should be posted).

85

Fund Request Form includes Interest Allocation Mapping Form ChartField

slide-86
SLIDE 86

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • If NO Project code and NO pooled cash in the new fund yet

Provide a placeh ceholder

  • lder for all required ChartField value and notify the Cash Reconciliation

Unit as soon as the information is available or before the first interest calculation on the new fund.

  • For questions or assistance with filling out the mapping, please contact the following staff at

the Cash Reconciliation Unit: Jimmy Huang 415-554-7417 Jimmy.Huang@sfgov.org Kim Nguyen 415-554-7504 Kim-Lien.Nguyen@sfgov.org

86

Fund Request Form includes Interest Allocation Mapping Form ChartField

slide-87
SLIDE 87

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Issue:

e: There are existing project codes in the system with blank project type causing reporting issue.

  • The Project Type field in Project Costing is an optional field. We are working on changing the

configuration to make it a required field. However, this task is dependent on the clean-up of all existing blank project types.

  • Project creation is decentralized. Departments who can create Project codes besides CON:

AIR, PRT, PUC, MTA, DPH, REC, DPW

  • Short-term

erm Solu lution: tion:

  • Assistance from the 7 Depts to inform and enforce the requirement: must ensure Project

Admins/Maintainers understand the requirement. No exception.

  • Monitoring query: CF Team will closely monitor this on a daily basis until we can apply the change online.

87

Project Type is Required for all Project Code ChartField

slide-88
SLIDE 88

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • ChartFie

tField ld requests coordin inate ated through Budget and Analysi sis s Di Division ion (BAD) D)

  • ERAF Prop C or Educational Revenue Augmentation Fund – for proper expense tracking.
  • New Fiscal Year’s Budget codes – for proper set up and prioritization to meet deadlines.
  • ChartFi

tField ld Effective ive Date te = Accountin ing Date te A friendly reminder -- the effective date on the ChartField Request Form will be used as effective date of the new code

  • requested. This date correlates to the Accounting Date which determines the fiscal period the data will post in. Hence, be

mindful of this date so it’s available for use with transactions in the period you need it.

  • Special

l character racters s such as # < > ! ? $ % # @ , etc. and apostr trop

  • phes

s – Don’t use.

  • Cause issues in HCM (People and Pay) esp on Department Description field.
  • Please refrain from using them in your descriptions when filling out the Request Forms to avoid delays. We can not

entertain requests that include them. Contact us for questions.

88

Other Updates: ChartField

slide-89
SLIDE 89

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

The latest copy of the Chartfield Change Request Forms is posted in the User Support Knowledge Center. Search for “Chartfield Change Request Forms.” It is the first link listed in the search results. We e will inform

  • rm yo

you once ce the New w Char hartFiel tField d Reque quest st For

  • rm

m which ch will allow

  • w for

r multip tiple le codes des per r for

  • rm is publ

blish ished. ed.

89

Friendly Reminder: Existing ChartField Request Form ChartField

slide-90
SLIDE 90

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

1. Ticket ID is assigned from the ChartField Admin. 2. Review the submitted forms for completeness. Contact the requester for questions and clarifications, if any. 3. Forward the request for approvals: 2 levels: a) Fund Accountants approval b) CAFR Team’s approval 4. Approved codes are created and attached to the respective Trees.

90

Friendly Reminder: ChartField Creation Process

  • Receipt of Request in ChartField Administrator Inbox

ChartField

slide-91
SLIDE 91

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

For requests, questions, or concerns on all ChartField or Project/ Project Activity:

  • Pleas

ease send nd an email il direc ectly tly to to Char hartField. tField.Admi dmini nistr stratio tion@sfgov fgov.or

  • rg

Th This s is outside side the e Fresh esh Ser ervice vice Ti Tick cketing. eting. Exc xceptio eptions: s: For

  • r New

w Fisc scal al Year ar Budge dget t relat lated ed codes es and d ERAF AF Prop

  • p C relat

lated d Authority thority reque equests, sts, send nd yo your ur emai ail l requests equests direc ectl tly to to yo your ur contac ntact t in the e Budge dget t and d Anal alys ysis s Divisi ision.

  • n.

91

ChartField Administrator Inbox ChartField

slide-92
SLIDE 92

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

92

Pending Items

slide-93
SLIDE 93

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

  • Allocations after June 30 and its impact on cash movement
  • Payable/Receivable in IDS billings
  • If departments accrue A/R as abatement of expenditure and use Analysis Type GLE, it will create

revenue recognition in Project Costing module. Solution to this issue is TBD; Recommendation is to not process accruals as expenditure abatement, but as revenue only.

  • BI updates on FYE19 encumbrance balances after PO Roll
  • Journal Date to use for the FM13 accrual entries (should be 6/30/19, but need to confirm)
  • A/P and A/R accrual in CAFR ledgers
  • SU or budget movement in FM13
  • Cash deposit correction after AR module is closed

93

Pending Items

slide-94
SLIDE 94

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

94

Questions & Answers

slide-95
SLIDE 95

WebEx Users: E-mail Raymond.Liu@sfgov.org with questions

95

Thank You!