Year End FYE19 Workshop (Updates) June 3, 2019 CITY & COUNTY - - PowerPoint PPT Presentation

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CITY & COUNTY OF SAN FRANCISCO

Office of the Controller

Year End FYE19 Workshop (Updates)

June 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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3

Updates to Pending Items

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• Allocations after June 30 and its impact on cash movement – Cash

sh movement ment is allowed ed after er 6/30/19. . Refer er to to the e Year ar End Q Q&A

• Payable/Receivable in IDS billings- Refer

er to to subseq sequen uent t IDS slides

• 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. – Still l pending

• BI updates on FYE19 encumbrance balances after PO Roll – Still

ll pending

• Journal Date to use for the FM13 accrual entries – Confirm

rmed ed to to be 6/30/19

• A/P and A/R accrual in CAFR ledgers – Refer

er to to the e Year ar End Q&A

• SU or budget movement in FM13 - Refer

fer to to the Year ear End d Q&A

• Cash deposit correction after AR module is closed - Refer

er to to the e Year ar End Q Q&A

4

Pending Items

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Yea ear r En End d Q & A –

https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/11000027011-q-a-fye18-fye19- year-end-close

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Pending Items

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6

Interdepartmental Services (Work Orders)

Jane Yuan Of Office ce of the Contr troller

• ller

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7

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

• 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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8

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

• 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

• Cash

sh move vemen ment t has s been determin termined d as all llowable.

• wable. Perfo

formi rming departmen tment t shoul

• uld

d proce cess ss work order r billing llings s as usual.

• ual. Reques

uestin ting departmen tments ts must t submi mit t FY FY20 budget et adju justmen tment t if continu tinuing fun und. d.

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 No Perf Dept 1 No Need ACTUALS 581xxx IDS Account xxxxx Requesting Dept Code xxxxx xxxxxxxx xxxx GLE 10,000

581 Charges

Performing Dept 2019 13 1 GL No Perf Dept 3 No Need ACTUALS 486xxx Recovery Account xxxxx Perf Dept Code xxxxx xxxxxxxx xxxx GLR (10,000)

486 Recovery

Performing Dept 2019 13 1 GL No Perf Dept 2 No Need ACTUALS 100005 Inter-IntraUnit Cash Balancing xxxxx Requesting Dept Code xxxxx xxxxxxxx xxxx BAL (10,000)

Cash Balancing line

Performing Dept 2019 13 1 GL No Perf Dept 4 No Need ACTUALS 100005 Inter-IntraUnit Cash Balancing xxxxx Perf Dept Code xxxxx xxxxxxxx xxxx BAL 10,000

Cash Balancing line

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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Reminders

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• DO NOT un

un-post post FY FY19 9 Voucher hers with th due date e after er 6/ 6/30/19. 30/19. This his will ll cause se PO PO unusable able in FY FY20 20, , eve ven if this s PO w was rolle lled d from FY FY19 9 to to FY FY20 20 succe cessfu sfull

• lly. If a

voucher line is deleted after roll (and it’s associated encumbrance reversal with it) ) then n the encum umbrance brance will ll be retur urned ed to the distribution stribution line e that t was closed

• sed

through ugh the roll ll and canno not t be corr rrec ected.

• ed. If a vo

voucher her line e is delet leted, ed, and the PO e encum umbra branc nce is negativ atively ely impact acted ed, the PO m must be closed. sed.

• DO NOT proc
• cess

ess AP accr cruals als for PO O relat ated ed vo vouche chers.

• s. CON

ON will ll proc

• cess.

ess.

• Use journal

urnal class ss YEARACCR CR for r AR accr crual al entr tries. ies.

• Enterprise

terprise/Fid /Fiduci uciar ary y Fu Funds: : DO N O NOT prov

• vide

ide new repor ports ts to to audit ditor

• rs

s witho thout ut cont ntacting acting Joce celyn lyn Quintos; s; okay ay to to provide ide repo ports ts that at have ve been en provided ided to to audit itor

• rs last

st fiscal cal ye year ar

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Reminders

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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

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Revenue Accrual Reminders

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.
• Use journ

urnal clas ass s YEARACCR CR for r AR accr crual al entrie tries. s.

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14

Interest Allocation

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Interest Allocation

• FYE18 close in GL has been completed
• The schedule below is tentative. If you have any concerns, please let

AOSD know asap.

FY FYE19 9 Fi Fiscal cal Month nth Inter terest est Alloc locat ation ion Comple plete FY FYE19 9 GL Clos

• se

e at COB OB of FM01-FM03 6/14/19 6/7/19 FM04-FM06 6/21/19 6/14/19 FM07-FM09 6/27/19 6/21/19 FM10-FM12 TBD 7/1/19

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Thank You!