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Year-End Procedures User Manual

1. N Post Y Post e Can only be run once with Y Post for a set of consecutive AFR batches This job ONLY reverses AFR Authorization Request batches entered in months 08 and 13 with any August batch date not just 08 31 This job can be posted multiple times with care Member must supply range of batches to post NOTES FAMIS Year End Procedures Manual Page Il 92 Checklist 28 YR420 Zero out AFR Encumbrances Zero Out AFR Encumbrances gt Request YR420 L 28 Criteria AFR Batches DATE ERRORS CHECKED N Post N Post Y Post e Cannot be re run with Y Post e Can be posted only once NOTES FAMIS Year End Procedures Manual Page Il 93 Repeat Checklist 22 VR412 Close Budgets Repeat Close Budgets gt Request YR412 UI 22 Close Budgets Again Accounts with Vear End Criteria XROS1 Process Flag E or T VUV215 Run with NOPOST option first VR217 DATE ERRORS CHECKED N Post N Post Y Post Y Post e Should be done once at the beginning of Month 13 e Can be re run with Y Post can be posted multiple times e Must be done once with Y option just before AFR is finalized and member campus locked down Screen 842 e Lapses revenue and expense budget for all SL accounts with a year end process flag E and transfers budgets for SL accounts with
2. FFX for the New Vear cont d To Help Vou Decide We have listed each question with the Pros and Cons We stronglv recommend that the Business Office and Property Office discuss these items and jointly agree on the timing that best suits vour organization as a whole Prior to making these decisions there are several facts that are important to note gt 1 With the ability to have two Fiscal Years open in FFX carefully consider to which Fiscal Year the transaction belongs Posting of a transaction in the wrong Fiscal Year affects the AFR While preliminary and pending assets can be created in two fiscal years they can only be approved in the fiscal year of their Acquisition and In Service Date Approved assets should only be modified or deleted in the Old Fiscal Year FFX is automatically closed in the OLD year when the AFR is submitted for review It will not be reopened without approval from the System Office of Budgets and Accounting your Business Office and your Property Office The NEW FFX year is not open to allow FFX transactions until the Member requests that the NEW FFX year be opened to allow FFX transactions If the NEW FFX year is not opened when the OLD FFX year is closed like during AFR review no asset transactions that open batches will be able to be processed These include Screen 510 through Screen 519 Property Office transaction screens SPA feeds for the OLD year must be complete before any SPA tra
3. Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of monev Batch Session A collection of related transactions input to the system with a header record and control totals usually prepared bv one person or subsvstem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms Budget Balance Available BBA That portion of budget funds that is unspent and unencumbered Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defines for use by specific object codes Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within the Financial Accounting System Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that an account has in the instituti
4. Ill 12 Accrued PayLOll ccecscssssccececessesenseeeeececssseseeaeceeeescessesssaeeeseesenses IIl 13 Year End Check and Voucher Production esses I 13 New Year Voucher Number Sequences seen IIl 13 Default and Alternate Bank Changes State Banks Only Ill 14 Map Code Changes in the New Year eene Ill 14 Reporting Month 13 ss ss eseeeenenannnnnannnenenanan nanna enanan ana nanna Ill 15 Opening the New Year esses nennen enne Ill 15 IV Year End Programs and Reports Programs Listing Year End Related Programs esee IV 3 New Year Budget and Salary Encumbrance Programs IV 7 Table Roll Forward Programs ccccccccccssssssssseceeeeessesscsaeeeeeens IV 8 Miscellaneous Programs ss nenananzennenananan enne IV 9 Parameters uendere Een E EAE IV 11 Prodcard Saunu A IV 13 Reports Listing ccce ccce sabeccesseacceaasnaveces seaecuceseaccucese IV 15 Sample Year End Reports ss sssemeenannnznnnnnanknnnnnnzznntenankznnsznzanznnna IV 23 AFR Exhibits Schedules and Associated FAMIS Reports Overview iii i e b a ad IV 25 EXIIDItS iii ia ask sa isa dg da IV 25 Segue c IV 25 V Appendix Instructiots ecc V 3 CLIr eee A eee V 9 FAMIS Vear End Procedures Manual Page l 8 Overview Introduction The year end processes and procedures described in this manual are designed to
5. SL account should have a Year End Process flag of F NOTE The Year End Acct field Screen 6 should be one of the following e 10 digit GL account probably a fund addition e 10 digit SL account probably an expense budget object code iou inati u u i Below are examples of the various combinations of revenue and expense accounts and different year end transfer to accounts In these examples if the two GLs are the same account the fund balance transfer will not be made Expense Budget Examples 1 Account 120100 1000 mapped to 012000 has debit BBA of 630 00 budget balance available and the year end transfer to account is general ledger 010400 4910 The following entries will be created e 021 budget entry lapse the budget credit 120100 1000 630 00 e 060 Journal entry to transfer the fund balance to reserve debit 012000 5910 630 00 credit 010400 4910 630 00 FAMIS Year End Procedures Manual Page Ill 6 Vear End Reference cont d 2 Account 120100 1000 mapped to 012000 has credit BBA of 525 00 overspent and the Year End transfer to account is general ledger 010400 4910 The following entries will be created e 021 budget entry increase the budget debit 120100 1000 525 00 e 060 Journal entry to transfer the fund balance from reserve debit 010400 5910 525 00 credit 012000 4910 525 00 3 Account 120100 1000 mapped to 012000 has debit BBA of 300 00 available and the Year End
6. Y gt Begin controlled data entry in the new FY Data entered should generally be limited to budgets encumbrances and recording new year s state appropriations gt f desired submit a request to set the Allow FFX Attributes Flag on Screen 842 to Y so that controlled entry of FFX attributes can begin in FFX in the new FY Send to famishelp tamus edu The Allow FFX Attributes Flag allows you to enter new pending assets and get them ready to be approved once FFX is changed to the new FY FAMIS Year End Procedures Manual Page Il 33 Checklist 3 TU591 Load the FFX Class Code Table cont d Itis not recommended but if desired submit a request to famishelp tamus edu to set the Allow FFX Transactions flag on Screen 842 to Y so that entry of FFX transactions can begin in the new FY NOTE It is EXTREMELY important that careful consideration is taken when setting this flag to Y If you post a transaction in the wrong fiscal year it WILL affect the AFR No transactions will be sent to SPA until the old year is closed and FAMIS Production receives the final extract NOTES FAMIS Year End Procedures Manual Page Il 34 Checklist 4 YU408 Load FAMIS Budget Budget Load The budget for the new year is loaded to accounting from the FAMIS budget module The budget load process must be done before the first payroll for the new fiscal year posts In some years these steps ma
7. needed by the Office of Sponsored Projects Includes sponsor SPR project number and principal investigator e Sorted by college department and then principal investigator e Subtotals are given at the break of each of these levels e Used for TAMU Office of Sponsored Projects FAMIS Year End Procedures Manual Page IV 20 Vear End Reports Listing cont d FBAR252 FBAR253 FBAR254 FBAR258 FBAR260 FBAR266 Detail Activitv Subsidiarv Ledger Accounts Provides a detail listing of expenditure budget and or encumbrance transactions Analvzes detail transactions for an account or range of accounts subcodes banks transaction codes or batch references Manv sorts and options are available Download option is available data format is a comma delimited flat file Used for Schedule B 4 AFR Changes in Fund Balance 200 column report Report on the changes in fund balances at an SL level Primarilv developed for restricted fund accounts but mav be helpful for anv fund group Can have up to three levels of sorts The sort fields can be fund group ledger function division department college exec level map code auxiliarv and reporting group Download option is available data format is a comma delimited flat file Used for B 4 B 10 Funds Awarded But Not Received Report of restricted funds showing funds awarded but not received using the unrealized revenue budget balance available An agencv d
8. FBDR150 Zeroes out salary encumbrances Reads the open commitment file in the old year and creates encumbrance transactions to zero out the salary encumbrance These transactions are posted into the old year SENZ50 YEND ZEROSAL Pnn FAMIS Year End Procedures Manual Page IV 4 FAMIS Vear End Programs Listing cont d FBVR412 FBVR414 FBVR415 FBYR420 FBYU523 FQVUO15 IBVR415 Closes revenue and expense budgets Reads the SL file in the old vear and for SL s with year end process flag of E creates a budget transaction lapsing the available budget Transfers budgets for year end process flag T This budget transaction is posted into the old year BUDCO1 VEND BUDCLOSE Pnn This program simulates the posting of the VR412 It reads the transaction file created bv the special run of the VR412 in the VRBBR process and simulates account balances as if these transactions had alreadv been posted VRBBR is the job that runs dailv from August Close until September close to simulate account balances in the new vear for Maestro Reverses AFR entries Reads the batch and transaction files in months 12 and 13 of the old year to find encumbrances journal entries receipts and disbursements posted in the old year with an AFR batch Creates transactions to reverse these entries The reversing entries are to be posted into the new year RAFRO1 YEND REV ENTRY Pnn Needs clearing account specified in JCL Zeroes AFR encumb
9. P Year End accounts e Accepts YR412 YR414 simulated feed to add to the budget and then rolls the budgets forward e Roll BBA to Base handling has been improved o Transactions in the new FY have the SA in REF 4 to indicate where the Roll BBA Budget came from o Allows reversal if flag is changed from Y to N or N to Y e Performed until Month 13 Closed gt YROO2 Project Actuals e No more budget processing included in YROO6 e Will only process Actuals o Roll forward for P Year End accounts o Reverse Actuals on accounts whose Year End Processing flag changed from P to E F or T e Performed until Month 13 Closed FAMIS Year End Procedures Manual Page Il 10 General Section cont d Encumbrance Process When Encumbrance Process occurs e Begins After August Close e After YRO10 has been run e Only during Month 13 Process looks forward from the prior FY into the new FY to prevent double entry e If creating a new encumbrance in the prior FY it will create a new encumbrance in the new FY e f adjusting an encumbrance in the prior FY the same adjustment will be made in the new FY e item 1and 2 Work providing an error is not generated An error in either year prevents any creation adjustment from being made in either year e Adjusting an encumbrance in the new FY has no effect in the prior FY Transactions posted in both FY s e Post as a 05x x being the transaction type 0 9 in the prior FY e Post
10. Table of Contents cont d PAGE FFX Glass Code Table 2 cd reme cheat ee orte coco aene QUEE e Rand Il 33 Daily Batch Reporting 0 sse enennnnnnnnnnnenenananannnnenanazana tana Il 33 Controlled Data Entry New Fiscal Year Il 33 Budget Od A isir ae ki e a id Il 35 Budget Pre Load Tasks cierno ie e iae Il 35 Budget Transfers Load sse enne nennen nnne Il 37 Payroll a etaed rine ise Il 38 Payroll Activities After Last August Payroll Il 38 Salary Benefit and Longevity Encumbrances ss seeenenszzznenni Il 39 Wage Encumbrances sss eese nnne enne Il 41 Accrued Pavrolls ss nnnnnnnnnnnmenanznanananntnannnanan an art nannzana nannti Il 43 August Salary Savings sse eenennsenkanmnenzznninzznnenenznnranznnzznanna Il 44 Salary Savings New Year ennemis Il 44 Zero Out ACCOUNTS cass i i e a A H Il 47 Load Payroll Budget ss ss seseenenenannnnnnnnnenenanannnannnnnananana nnn Il 48 Extended Pay Plan esses enne Il 49 Finish Old Year August Processing sese Il 50 Purchasing Prefixes Include Option sccccccessesssseceeeeseesees Il 51 Voucher PrefiXes s ccieczesczivevenciiesdenactadecivieesdelcteneve oer e SR EE RES RE es Il 53 Complete Purchasing Documents se neennnnzeznnmenenzzonnnnnnnanna Il 55 Open Invoice Headers se esses enn Il 55 Hanging En
11. 9 Compare current Screen 19 to original Screen 19 printed in 1 above to verify the account is back to the original actuals and balance available Option 2 1 Prior to making any entries print Screen 19 to have a snapshot of the account before changes are made 2 Using Screen 25 reverse all actuals in lump sum by object class with an offsetting entry to a clearing account Oxxxxx 1610 or Oxxxxx 1615 Since Screen 25 is limited to 24 transactions this may take a few screens 3 If payroll encumbrances exist use Screen 753 to remove all encumbrances from the PIN number 4 Check the budget amount on Screen 19 and then use Screen 10 to remove this budget amount from this account 5 Recheck Screen 19 if all columns are equal to zero you can go to Screen 6 and change the map code 6 Use Screen 10 to put the budget back into the account 7 Use Screen 753 to put the encumbrances back on the PIN 8 Use Screen 25 to reinstate all actuals lump sum by object class with an offsetting entry to a clearing account Oxxxxx 1610 or Oxxxxx 1615 9 Compare current Screen 19 to original Screen 19 printed in 1 above to verify the account is back to the original actuals and balance available ABR Rules gt Ensure the new year ABR rules match the FAMIS budget patterns created in the budget preparation module gt Make sure that any pool you are using is a valid pool in the master subcode table See the System Office o
12. AFRFxx so thev can be reversed in the new vear The disbursement entries will be posted bv FAMIS in the new vear Vear End Check and Voucher Production Beginning on the first working dav of September the disbursement entries for checks dated that dav are recorded in the new fiscal vear This is the same as normal month end Also beginning the first working dav of the new fiscal vear vouchers will be pulled for pavment from both fiscal vears This will continue until all vouchers for the old fiscal vear are paid This process should be transparent to the users of the check cycle It will be possible for one check to pav for two vouchers in two fiscal vears New Year Voucher Number Sequences Sometime in August voucher number sequences for the new year need to be established Submit a Change Enhancement request with your new year voucher prefix starting sequence and description For example Old Year Sequence New Year 0400000 Regular Vouchers 0500000 Regular Vouchers 5401500 Student Refunds 5501500 Student Refunds FAMIS Year End Procedures Manual Page Ill 13 Vear End Reference cont d Default and Alternate Bank Changes State Banks Only The fiscal year of the default and alternate banks second digit on each SL will be automatically incremented by the year end program FBVUOO1 New Banks and the ones incremented must be created on Screen 28 To change banks default or alternates for a given range of accounts Screen
13. Kevs Special kevs and kev combinations must be used when working with FAMIS These kevs are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that vou are using Contact vour computer support person if vou do not know how to identifv the following kevs on vour computer PF Kevs When a kev is listed as PFn PF represents Program Function Manv PCs use the function kevs labeled Fn for these PF kevs Others have special combinations of kevs to represent the PF kevs for example on a Memorex emulation a combination of the ALT kev and the number 1 will represent the PFI kev At the bottom of the FAMIS screens there are PF kevs listed that can assist in the use of the screen For example at the bottom of Screen 164 Voucher Inquirv bv PO Number there is a PF11 key with the word Right under it This means that by pressing PF11 the screen listing will scroll to the right for an additional panel of information TAB and BACKTAB Kevs Use the TAB and BACKTAB kevs on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a kev labeled TAB while the BACKTAB is a combination of the SHIFT TAB kevs Using the arrow kevs instead of the TAB kevs to move around the screen mav lock the computer kevboard Use the RESET kev then the TAB kev to position the cursor and unlock the kevboard CLEAR Kev The CLEAR kev on manv PC ke
14. Review Ill 48 11A Create New Year Document Prefixes FBYU854 Include Option Post gt Il 51 11B Create New Year Voucher Prefixes VONUM Review Screen 835 gt Il 53 12 Complete Purchasing Documents PBYU215 gt Il 55 13 Post Purchasing Accruals YR217 NO POST gt Il 59 14 Roll Old Year Encumbrances YRO10 NO POST includes gt il 61 PBYU216 15A DBR Document Review YU523 NO POST gt il 63 DCR Document Review YU275 NO POST 15B TDP Document Review YU851 NO POST gt il 64 16 August Month End Close RUN BY FAMIS PRODUCTION 4 65 Review SERVICES 816A Increment Processing Month FBMUS21 Post 4 66 H16B Complete Purchasing Documents YU215 Post optional gt il 67 H16C Accounts Payable Accrual Post YR217 Post 68 16D Default to New Year VU850 Post 4 Il 69 16E Encumbrance Roll Forward YRO10 Post 4 1 70 16F DCR amp DBR Auto Cancel YUDCL Post 4 I 71 16G TDP Auto Cancel VU851 Post 4 Il 72 FAMIS Year End Procedures Manual Page Il 13 General Section cont d Summary Steps Year End Close Procedures cont d CK STEP REQUEST REVIEW RUN Post Pg Option Ref 16H SciQuest Account Preparation FAMIS Production runs this job Il 73 H17 Balance Forward GL SL Budget amp YRBBR Includes YROO2 YROO3 and Il 74 Project Actuals YROO6 Run nightly by FAMIS Production Services from August Close until Mont
15. S E E E E S Il 7 Mole ce EE Il 8 Balance Forward Process ssserenenzanmenzzznnnnzzzantanzzzznmaranzznmanznzana Il 9 Enc mbrance Process eere tente eon rena eR ekk ie Il 11 Summary Steps Year End Close Procedures Il 13 Opening FFX in the New Fiscal Year esses Il 16 FFX DECISIONS i A Il 17 SPA Feeds Year End 0sssereenennenazznnnenazznnnnnananznnmannnzanzannnzana Il 20 Scheduling Section Checklist 1A Open New Year and Create Tables c cccccccscssssssssceeeessessessaeens Il 22 Options for the YU800 L eenenenanennnnn men nn ana r nnns Il 23 Checklist 1B Purchasing Prefixes Exclude Option sees Il 25 Checklist 2 Accounts in the New Year essen enne nennen nnns Il 27 Special Account Programs eese enne Il 28 Bann Sts E ea etr E eis ere rr e Qr a pr oa COR aba ORIG Il 28 Map Code Changes sese Il 29 ABR RUIOS iii peer ea ae Il 30 FAMIS Vear End Procedures Manual Page l 5 Vear End Procedures cont d Checklist 3 Checklist 4 Checklist 5 Checklist 6 Checklist 7 Checklist 8A Checklist 8B Checklist 9 Checklist 10 Checklist 11A Checklist 11B Checklist 12 Checklist 13 Checklist 14 Checklist 15A Checklist 15B Checklist 16 Checklist 16A Checklist 16B Checklist 16C Checklist 16D Checklist 16E FAMIS Year End Procedures Manual
16. This document contains a list of the AFR Exhibits and Schedules along with the FAMIS reports that are helpful in creating them Exhibits 1 EXHIBIT A Balance Sheet FBDRO43 Trial Balance by Fund Group FBPR302 Year End Accrued Payroll Report used to determine accrued payroll by fund group 2 Exhibit B Statement of Changes in Fund Balances Obtained from supporting schedules 3 Exhibit C Statement of Current Funds Revenues and Expenditures Obtained from supporting schedules Schedules 1 Schedule A 1 Cash and Temporary Investments FBMR204 FBDRO43 bank portion of the report 2 Schedule A 2 Investments by Fund Group 3 Schedule A 3 Legislative Appropriations FBMR219 Year to Date Bank Balances and Activity Report FBMR019 Year to Date Bank Balances and Activity 4 Schedule A 4 Deposits Held in Custody for Others Agency Funds FBMRO61 YTD GL and SL Fund Group Summary 5 Schedule B 1 Changes in Fund Balances Functional and General Funds FBAR230 Expenditures by fund group function broken out by category FBAR239 Detail report of budget transfers FBAR243 GL transfers FBAR253 Changes in SL balances including expenditures FBAR266 Changes in GL balances FAMIS Year End Procedures Manual Page IV 25 AFR Exhibits Schedules and Associated FAMIS Reports cont d 6 Schedule B 2 Changes in Fund Balances Designated Funds FBAR230 Expenditures by fund group function br
17. YTD expenditures by account and object code e Used for Indirect cost proposal analysis by SAGO Selected Transaction History Detail Sort by Description e Report of detail expenditures sorted by description and account The user can select a date range a range of accounts and a range of object codes e Used for Schedule B 11 D 6 AL RSCH create file for Indirect Cost Rate Analysis e Creates two data files and a report of expenditures sorted by AL RSCH defined funds These data files are given to AL RSCH data processing personnel for use in a special NOMAD2 system that produces their 419 file e Used for the AL RSCH Federal 419 report Year To Date Expenditures for Research Accounts e Report of research account expenditures needed by the TAMU Office of Sponsored Projects Shows a line per account giving total expenditures direct expenditures indirect expenditures and Capital Equipment expenditures Includes sponsor project title and SPR project number e Account must have a function of RS research and both TAMRF account project number and Sponsored Project Screen 9 must be set up for these accounts to be included on the report e Can have up to three levels of sorts The sort fields can be college department and field of science e Used for TAMU Office of Sponsored Projects Indirect Cost Expenditures by College Dept Principal Investigator e Report of indirect cost expenditures for research accounts
18. _ Resp Person 5uuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group Sub Sub __ Function Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA AA CD VM C4457 N Fund Source Account Letter Y Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt 08 26 1991 Enter PF1 PF2 PF3 PF4 4j PF5 L PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next FAMIS Year End Procedures Manual Page V 7 Instructions cont d FAMIS Vear End Procedures Manual Page V 8 Glossarv A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified bv an account ID that serves a particular accounting purpose where one person has primarv responsibilitv for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiarv Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liabilitv fund balance fund addition
19. account gt Creates a budget forward transaction for the total encumbrance amount in each ABR category or line item budget to cover the encumbered funds gt Creates a budget forward transaction for each 10 digit account both revenue and expense that has BBA TIP To change the flag for a given range of accounts send request for XXCVEND FAMIS Year End Procedures Manual Page Ill 3 Vear End Reference cont d E Encumbrance Oniv Carries forward only encumbrances and budget to cover those encumbrances lapses BBA Encumbrance and Budget to cover to same account gt Creates an encumbrance transaction for every record in the open commitment file for that account gt Creates a budget forward transaction for the total encumbrance amount in each ABR category or line item budget to cover the encumbered funds gt No transaction for the BBA amount will be carried forward Budget will be lapsed by program FBYR412 P Project Accounts Carries forward all unexpended balances available including encumbrances revenue budget and expense budget Carries historical data forward Accumulators carry forward transactions are booked as 027s 057s and 098s for these accumulators gt Creates an encumbrance transaction for every record in the open commitment file for that account gt Budgets and actuals will be carried forward by program FBYROO2 into the project to date fields Full BBA is carried forward i
20. assets should be worked from the TBDU065 and TBSPPREP reports that come out of the FnnTAPFD cycle Please note that these TBDU065 TBSPPREP reports are produced separately one set of reports per fiscal year Selecting assets directly from Screen 529 could cause NEW year assets to be approved in the OLD year and vice versa Pro Property Office personnel can begin preparing NEW year pending assets as time permits This might include changing descriptions auditing class codes and preparing manual inventory tags not FAMIS generated bar codes however Con Care must be taken to ensure that only OLD year assets get approved in the OLD year and only NEW year assets get approved in the NEW year FAMIS Year End Procedures Manual Page Il 18 FFX for the New Year cont d 2 When should FFX be closed in the OLD year AND when should it be opened to allow FFX transactions in the NEW year The options are A Close the OLD FFX year when the Property Office and Business Office are relatively certain that FFX is current and the Investment in Plant portion of the AFR Schedule B 11 is complete You can open FFX for the NEW year for transactions but be aware that any FFX corrections for the OLD year will have to be done as FRS journal adjusting entries The FFX entries will have to be done in the NEW year with the Feed Accounting flag set to N The final SPA transactions for the OLD year must be FTP d to SPA before sending any t
21. be run with the POST option only once The posted transactions can be seen on Screen 24 and Screen 27 Batch is BBUDO1 When the POST option is run the F Feed to FAMIS approval type is set on the submitted version of each account that was marked to Feed to Accounting PRODUCTION NOTE FBAU590 must be run with a POST option for TEES TEEX and WTAMU instead of the VU408 to set the Done version on the budgets FBAU590 sets the D Done Board adjusted approval type on all submitted versions regardless of whether or not they are flagged to feed NOTES FAMIS Year End Procedures Manual Page Il 36 Checklist 5 YU409 Load Budget Allocations Transfers Budget Transfers Load Request YU409 L 5 Load Budget Allocations Transfers from Criteria YU408 FAMIS Budget Module batch BTXRO1 DATE ERRORS CHECKED N Post N Post Y Post Prep Move to Active BPP Date Email Received e Creates journal entries for GL transfers and SL allocations and posts to accounting e Cannot be re run with Y Post can be posted only once Notes Load of Budget Transfers YU409 must be run with the NOPOST option to allow review and correction of any errors When the POST option is run the F Feed to FAMIS approval type is set on all transfers and allocations that are marked to feed to accounting The posted transactions can be seen online on Screen 24 and Scre
22. made after the Preliminary Month 13 Reporting date If any entries are necessary a corresponding new FY budget entry may be necessary Access to the OLD fiscal year should be controlled by removing security from all but a few workers Online FFX batches should be in the new FY you can do this by creating a batch note that the batch date must be a new year date Access to the old year can be limited by the use of security attribute Fiscal Year Update Check with your security administrator for this access as necessary FAMIS Year End Procedures Manual Page Il 89 Checklist 25 YR150 Zero out Revenue Budgets Zero Out gt Request 13 Month VR150 LI 25 Revenue Budgets Criteria None Zero Out Revenue Budgets DATE ERRORS CHECKED N Post N Post Y Post Y Post e Special run of FBDR150 to zero out all revenue budgets in a given range of accounts This run would be for a different range than the daily FBDR150 Only run by a few campuses e Can be re run with Y Post can be posted multiple times e May be run in either August or Month 13 prior to September Close If desired request YR150 a special run of FBDR150 with Option Y to zero out all revenue budgets and create expense budget for a given range of accounts This should be run after all DR150 s The range of accounts is set differently than the regular processing range for DR150 This purpose is t
23. ny e Changes made in the new year accounts may be overwritten by old year data e The following fields will NOT be replaced after the initial run of VUOO1 Map code Default Bank ABR rule Budget Sort SA Create Enable Flag SA Rev Exp Budget Transaction Flags SA Budget Transaction Flags The Allow Attributes flag Screen 842 will be set to Y in VUOO1 YUOO1 increments the fiscal year in the State banks both the default and alternate banks on the accounts REPLACE Option for YU001 Value N No Replace is the Default value The N only copies accounts that do not already exist in the new fiscal year Value Y updates fields on accounts that already exist in the new fiscal year and copies accounts that do not exist Any online changes you have made to account attributes in the new fiscal year Screen 2 Screen 6 Screen 8 Screen 9 Screen 51 and Screen 52 will be overwritten except FAMIS Year End Procedures Manual Page Il 27 Checklist 2 VUOO1 Update Accounts to New Year cont d These fields will NOT be replaced after the initial run of YU001 when using Replace Option Y Deleted accounts are not brought forward does not look backwards only forward Map Code Default Bank ABR Budget Sort SA Create Enable Flag SA Rev Exp Budget Transaction Flags SA Budget Transaction Flags Special Account Programs e YUOO4 is run to copy AL RSCH Part 06 support accounts to the nex
24. old year SL account In even years it will copy to the 12xxxx accounts from the 11xxxx accounts In odd years it will do the reverse This can only be run once Special program run for AL EXT 07 only This program creates new year support accounts with the new fiscal year as the second digit of the support account number It only processes state or federal fund type SAs within the ranges 110000 190000 and 600000 699999 This can only be run once Resets the SL counter flags on all GL accounts in the new year SL counters can get out of sync in the new year due to activity in both FY s and program FBVUOO1 running periodically This program can run any time during the year Copies support accounts from one SL to another in the same fiscal year This program can run any time during the year Carry forward project accounts and project account closing Rolls forward actuals for project accounts into the project accumulator in the new year Essentially treats a project account like a month end BBPJO1 YEND PROJACCT Pnn Carry forward GL and bank beginning balances Carries forward the balances in the General Ledger and bank accounts to the new fiscal year beginning balance field in the new year BBGLO1 VEND GLBAL Pnn FAMIS Vear End Procedures Manual Page IV 3 FAMIS Vear End Programs Listing cont d FBYROO6 FBVROO9 FBYRO10 FBYR150 FBVR410 Creates budget carrv forward transactions for both amount encumbered and budget bal
25. prior Fiscal Year that will post into the new fiscal year The special PPYRL will be run early in September In August some payrolls are expensed in the old fiscal year but are not to be disbursed until the new fiscal year If any accounts are not found in the new fiscal year the transactions go to the Suspense File and must be manually corrected online in FAMIS NOTES FAMIS Year End Procedures Manual Page Il 43 Checklist 8B FBPUO50 salary Savings August Salary Savings Review FBPUO50 LI 8B Salary Savings Criteria Last August Payroll BPP Monthend DATE ERRORS CHECKED Run FAMISPROD FAMIS Production Services runs this job after processing the last payroll and after the BPP Monthend The salary savings programs for August will be posted after the last payroll has been run for the old fiscal year and BPP closes the month This payroll can be either the last biweekly or the monthly payroll whichever is run last However it is possible that the budgets could post and the encumbrances could reject if the salary encumbrances have already been zeroed out This is expected and does not require further action Salary Savings New Year e Review Salary Savings for changes needed for the new fiscal year For example Summer faculty salary savings use different accounts so Screen 8 must be changed TIP Request XXCHGSSV FAMISU to change the regular or faculty salary savings a
26. processing errors the following morning e Users need to review the FBDUO10 reports for the various posting programs Rolling Balance Forward process will run until Month 13 Closed e Could affect on September October Reports at SL SA level if they are rerun e Will affect the September and possibly Octobers numbers online if Month 13 closed after one of these two months is closed e When Month 13 Closes process will automatically stop e There are provisions to make a final run if Month 13 closed and we still need to roll balances forward FRSScreen6 e E F P and T Year End processing codes are changeable from one type to another the Year End processing code can now be changed at any time o Will not reverse YR412 once run o Any other additions subtractions transfers performed through normal processing o Changing an account to P will not cause the system to recalculate ITD totals Only to process the account as a P in the roll forward process e D no longer exists e A T account cannot have the Year End account point to itself Roll Balances Process YRBBR gt User initiated 098 transactions GL balances and Project Actuals are not allowed in the new year until the prior FY closes e All 098 transactions are looked at in summary the program cannot distinguish between those posted by YROO3 and those that were user initiated e Anything entered in the new year would be reversed when YROO3 attempts t
27. reversing entries to accrue expenses for Citibank card transactions included in the billing cycle that begins early August and ends early September e AFR accruals for purchasing card transactions are very confusing to departmental users which generates phone calls for fiscal offices e For those using DCR departmental corrections module there are also problems with corrections initiated in error NEW Process Effective FY12 Effective for August 2012 the transactions for the Citibank billing cycle that ends in early September will be treated like every other billing cycle FAMIS will pull the transactions and create journal entries for local expenses and vouchers for state expenses No AFR reversing entries will be generated Citibank Billing Cycle both Purchasing and Travel 08 04 2012 through 09 03 12 FAMIS Year End Procedures Manual Page Il 7 General Section cont d FY 12 August Business On September 4 FAMIS will pull Citibank transactions dated 08 04 12 through 08 31 12 and post them in August business the night of September 4 The transactions will post just like any other billing cycle except the transactions will exclude the last few days of the billing cycle that occur in early September After the transactions are pulled by FAMIS cardholders will no longer have access to reallocate these transactions online through CitiDirect There will be a short window for online reallocations cardholders have access to realloca
28. serve as the guide through the Year End Process for FAMIS users FAMIS Services staff and FAMIS Production Services staff You will find important information to help you follow recommended procedures and run the reports and programs to close the financial records for the fiscal year Please read and understand this manual in its entirety before beginning the Year End Process Please direct any questions to the FAMIS HOTLINE at 979 458 6464 or send email to famishelp tamus edu Please remember this list is organized in a very general sequential order gt some steps will overlap and be done concurrently gt some of the steps detailed below will have already been done because new year budgeting is entered into FAMIS in early spring some ofthe steps are dependent on a particular order in which they must be done Symbols gt Action to be taken by the user Action taken by FAMIS but requested and recorded by the user Helpful tips provided for a process When you run reports you must REVIEW the transactions NOT just the errors FAMIS Year End Procedures Manual Page l 9 Overview cont d NOTES FAMIS Vear End Procedures Manual Page l 10 Overview cont d NOTES FAMIS Vear End Procedures Manual Page l 11 Overview cont d NOTES FAMIS Vear End Procedures Manual Page l 12 Section II Vear End Procedures Vear End Procedures cont d FAMIS Vear End Procedures Manual P
29. the file is available The job will post in August if open Normally it will post in Month 13 Special Daily Reporting To have a selected set of reports run on a daily basis during year end you must notify Production Services at least one 1 week in advance They must have the lead time to prepare the JCL Month 13 Processing After closing August the old fiscal year will be set to Month 13 and entry of all Month 13 accrual entries can begin gt Enter AFR batches required only for AFR reporting NOTES FAMIS Year End Procedures Manual Page Il 80 Checklist 21 XRO51 Post Endowment Earnings cont d AFR Batches Use AFRxxx pattern only Do not use AFRFxx This is for posting endowments AFR batches will be reversed in the new FY see the Year End Reference document with batches labeled RAFRxx Non AFR corrections use YExxxx batches IMPORTANT All corrections to AFR batch postings must be made with an AFR batch heading including any transactions from AFR batches that post to Suspense FAMIS will accept transactions in both fiscal years Any accounting entry can be entered in the old FY Note that all Month 13 batches must be open with a batch date of 08 31 yyyy Generally clearing account balances GLs 00XXXX should be cleared to zero during Month 13 Payroll and payroll benefit clearing accounts are examples of clearing accounts that should not total zero at the end of the year Veri
30. the necessary adjustments to the budget brought forward for the accounts that are modified gt Request FBAR540 OPTION BOTH to verify that the GL and SL Year End Process flags are set properly TIP Tocorrect change the flag online use Screen 2 for GLs and Screen 6 for SLs TIP To change the flag for a given range of accounts send request for XXCYEND FAMIS Year End Procedures Manual Page Il 3 General Section cont d Account Attributes amp Tables Parameters amp Prodcards gt Create and follow a timeline for making changes to values in accounts tables parameters and prodcards especially if doing multi year processing and reporting gt Request FBAR540 OPTION BOTH to verify GL and SL attributes especially those used for AFR reports TIP Request XXCHGSSV from FAMISHELP TAMUS EDU to change the regular or faculty salary savings account for a given range of accounts Review and update all year end related tables parameters and prodcards Table Example Department Table Screen 860 Report Parameters Prodcards FBMR220 FBAR230 FBAR230 FBAR233 FBAR232 FBAR236 FBAR233 FBAR237 Security Changes verify and correct employees secu rity ZSS Screen 4 for the fields that control fiscal year access entity access home department User Access Remember beginning September 1 some users only require access to the new fiscal year Others in the business offi
31. transfer to account is subsidiary ledger 104000 1000 mapped to 010400 The following entries will be created e 022 budget entry transfer the budget debit 104000 1000 300 00 credit 120100 1000 300 00 e 060 Journal entry to transfer the fund balance to reserve debit 012000 5910 300 00 credit 010400 4910 300 00 4 Account 120100 1000 mapped to 012000 has credit BBA of 170 00 overspent and the Year End transfer to account is subsidiary ledger 104000 1000 The following entries will be created e 022 budget entry transfer the budget debit 120100 1000 170 00 credit 104000 1000 170 00 e 060 Journal entry to transfer the fund balance from reserve debit 010400 5910 170 00 credit 012000 4910 170 00 FAMIS Year End Procedures Manual Page Ill 7 Vear End Reference cont d Revenue Budget Examples 1 Account 101000 0001 mapped to 010000 has debit BBA of 800 00 over realized revenue and the Year End transfer to account is general ledger 010400 4910 The following entries will be created e 021 budget entry increase revenue budget credit 101000 0001 800 00 e 060 Journal entry to transfer the fund balance to reserve debit 010000 5910 800 00 credit 010400 4910 800 00 2 Account 101000 0001 mapped to 010000 has credit BBA of 940 00 under realized revenue and the Year End transfer to account is general ledger 010400 4910 The following entries will be created e 021 budget entry decrease revenue
32. year Inform FAMIS Production Services of any changes that need to be made to Screen 837 Insurance Liability Accounts Table and Screen 853 Insurance Bank amp Clearing Accounts before FAMIS processes the September billings PR140 NOTES FAMIS Year End Procedures Manual Page Il 38 Checklist 6 YR405 Load Salary Benefit amp Longevity Enc Salary Benefit and Longevity Encumbrances Load Salary Benefit and Longevity Encumbrances by PIN FAMIS Production Runs the Post Job gt Request YR405 U 6 Request NO POST Criteria YU408 Final August Payroll BPP Insurance Init BPP Acctng Analysis Tbl BPP Active Budget Goldpl52 EPA DOC Y EPA ENC TRANS H DATE ERRORS CHECKED N Post N Post Y Post Email Received VR405 must be run after the new year budget is loaded to accounting but before the first EPA and Form 500s PU510 and PU515 are processed in the new year YR405 loads the beginning salary encumbrances The YR430 must also be run at the same time if you choose to load wage encumbrances from the budget module VR430 is optionally run to load wage encumbrances based on the dollars in the budget module FAMIS Activity EPASTART CRITERIA YR405 All Parts FAMIS Manually set Screen 842 Flag for cc00 EPA ENC Trans V and send email to FAMIS Operations Distribution List that flag is set FAMIS Year End Procedures Manual Page Il 39 Checklist
33. 2 Screen 6 in the new fiscal year after the new banks have been set up on Screen 28 request one of the following XXCDFBNK XXCALBNK XXCHGBNK XXCDFBK2 XXSABANK changes the default bank for a given bank from the old default bank to the specified default bank for a range of GL or SL accounts changes the old alternate bank to the specified alternate bank for a range of GL or SL accounts changes all default banks within a range for all accounts regardless of current bank changes default bank override flag and alternate bank for a given bank or a range of banks changes the default bank the override flag and the alternate banks for an account or a range of SA accounts Map Code Changes in the New Year Two ways exist to change map codes e Change the map code on Screen 6 if there is a zero balance in the account there are no SL allocations that have been marked with a B D or F for the SL in the Budget Module and there are no Member or System locks on the account Any accounting needed to reflect the GL changes between years will need to be made manually by the Accounting Office e Special element security is required before an individual is permitted to change the Map Code field on Screen 6 e Delete drop and re add the SL with the new Map Code This must be done before any transactions are posted or balances are rolled forward FAMIS Year End Procedures Manual Page Ill 14 Vear End R
34. 6 Load Salary Benefit amp Longevity Enc cont d NOTES FAMIS Year End Procedures Manual Page Il 40 Checklist 7 XR430 Load Wage Encumbrances Wage Encumbrances Optional Load Wage Encumbrances Criteria for POST ONLY option YR405 YU408 EPA ENC TRANS Y in new year NOTES FAMIS Year End Procedures Manual gt Request VR430 L 7 Criteria YU408 EPA ENC TRANS Y DATE ERRORS CHECKED N Post N Post Y Post Page Il 41 Checklist 7 YR430 Load Wage Encumbrances cont d NOTES FAMIS Year End Procedures Manual Page Il 42 Checklist 8A PR302 Accrued Payrolls Accrued Payrolls Review FBPR302 LI 8A Accrued Pavroll Distribution Report Criteria Last August pavroll usuallv run at lunch DATE ERRORS CHECKED Run FAMISPROD FAMIS Production Services runs this job after processing the last pavroll After the last payroll for August FAMIS Production Services will automatically run FBPR302 Review this accrued payroll distribution report It is presented by fund group Remember that bank and appropriation number are not affected by accrued payroll See Accrued Payroll in the Year End Reference Section for more information on posting the accrued payroll This job creates a file to be posted by a special run of the PPYRL into the new fiscal year It produces a report of the transactions that will be created from the
35. AggieBuy Please notify FAMIS Production Services if this is your first year end after SciQuest implementation NOTES FAMIS Year End Procedures Manual Page Il 61 Checklist 14 VRO10 Roll Encumbrances Forward cont d Disbursements for the last Check and Voucher Print jobs of August will post into the new FV If processing vouchers in both vears while not recommended vou must manuallv post the vouchers PF10 in the non default year and or request that the PBDUOSO be run in both years Any vouchers posted in the old year will be paid along with the new year vouchers Check and Voucher Update jobs must post into the new fiscal year to avoid reconciliation problems Set the Global Budget Control Flag Screen 843 if necessary The flag rolls forward at the same value as was set in the old year but because budgets and balances haven t been rolled forward to the new year the flag may need to be set to allow accounts to go deficit temporarily Other Feeds and Interfaces Double check the following before all feeds e the correct processing month to post e the correct fiscal year to post Double check the following after all the postings e the correct processing month was used e all errors are corrected promptly Student Feeds TAMUT must update the voucher prefix to match the new FY in the file they prepare to feed to FAMIS for student refund checks STUDENT REFUNDS Dyymmdd Accounts Receivable Feed
36. B 2 B 2a B 4 B 6 B 8 B 10 B 11 D 6 FBAR244 Texas Higher Education Coordinating Board YTD Expenditures Report of research accounts expenditures needed by TAMU Office of Sponsored Projects Summarizes expenditures by Coordinating Board code and sponsor type Relies on attributes in the SPR module for all accounts with a function of research Account must have a function of RS research and both TAMRF account Project number and Sponsored Project Screen 9 must be set up for these accounts to be included on the report Options are available to select a single college or exclude that college as well as to run for all colleges Used for Texas Higher Education Coordinating Board report FAMIS Year End Procedures Manual Page IV 19 Vear End Reports Listing cont d FBAR245 FBAR246 FBAR247 FBAR248 FBAR249 FBAR251 National Science Foundation Report e Report of expenditures for research accounts by NSF categories and groupings needed by the TAMU Office of Sponsored Projects Summary report shows breakdown by sponsor type Report relies on attributes in the SPR module for all accounts with a function of research e Account must have a function of RS research and both TAMRF account Project number and Sponsored Project Screen 9 must be set up for these accounts to be included on the report e Used for National Science Foundation report Creates file for Indirect Cost Rate Analysis e Creates a file of
37. Close NOTES FAMIS Year End Procedures Manual Page Il 67 Checklist 16C YR217 close August All Members YR217 POST U 16C DATE ERRORS CHECKED YR217 Post Because the Accounts Payable Accruals affect the AFR the date of the August Close is the date used to post the GL accruals for purchasing documents entered into the old fiscal year e Required Parm THROUGH DATE e Accruals include purchasing documents that have been received but not invoiced e Cannot be re run with Y Post can be posted only once e Includes documents with P E and L classes in Closed In Process Frozen or Completed status e Batches have special batch reference YER217 they are reversed immediately in the new year with batch RYR217 e To correct errors from the YR217 use an AFR batch in the old fiscal year e The date of August Close is the last date to consider receiving invoice entry Must post into Month 13 Do not use materiality parameter FAMIS will offer different versions of the PBVU216 and PBYR217 to be run for Parts using SciQuest AggieBuy Please notify FAMIS Production Services if this is your first year end after SciQuest implementation NOTES FAMIS Year End Procedures Manual Page Il 68 Checklist 16D YU850 close August All Members 4 YU850 Default to new year U 16D DATE YU850 Post There is NO No Post option This job w
38. Distribution fields define the associated SLs and percents see Screen 4 for the endowment GL These fields must be set up in order to use this report Download Option is available data format is a comma delimited flat file Used for Schedule B 6 FBAR233 Year To Date Revenue and Expense by Category Report of SL expenses Sorted by fund group sub fund if account begins with a 2 restricted unrestricted major object range minor object range and one sort option The sort field can be division department college exec level or reporting group Subtotals available for fund group restricted flag major range and minor range The major and minor categories are controlled by a user defined prodcard Subcodes must be sequential disjointed subcode ranges for a minor category are not allowed Major Categories Total Revenues 0005 0799 Total Expenses 1000 1999 Minor Categories for Revenues State Appropriations 0005 0029 Tuition 0030 0049 Student Fees 0050 0199 Remissions 0200 0249 Contracts amp Grants 0250 0279 Reductions in C amp G 0280 0289 Gifts 0290 0319 Indirect Costs 0320 0349 Investments Inc 0350 0399 Sales amp Services 0400 0699 Misc 0700 0799 FAMIS Year End Procedures Manual Page IV 16 Vear End Reports Listing cont d FBAR234 FBAR236 FBAR237 FBAR238 FBAR239 Minor Categories for Expenses Salaries amp Wages 1100 1799 Operating 1900 6999 Capital 8000 8799 Indir
39. EB Prodcard includes a pool for each ABR used on a GEB account Processing Continues Current Month of the New Year END FINAL MONTH 13 CLOSE NOTES FAMIS Year End Procedures Manual Page Il 100 Checklist 32 GEB Generate Expense Budget cont d NOTES FAMIS Vear End Procedures Manual Page Il 101 Section Ill Vear End Reference Vear End Reference cont d FAMIS Vear End Procedures Manual Page Ill 2 Vear End Reference Overview This document discusses some of the vear end issues and topics that must be considered during the fiscal vear end process Several programs mav need to be run to carrv out these functions One program mav not make all the desired changes The Year End flags determine how balances roll forward to the new year Year End flags can be changed during the vear end close process The VRBBR dailv run will make the necessarv adjustments to the budget brought forward for the accounts that are modified SL Year End Flag Values ruis is A REQUIRED FIELD F Fiscal Carries forward all unexpended balances available including encumbrances revenue budget and expense budget A Does not carry forward inception to date amounts Use P if you need inception to date Encumbrance and budget to cover to same account Revenue BBA to same account Expense BBA to same account gt Creates an encumbrance transaction for every record in the open commitment file for that
40. ES FAMIS Year End Procedures Manual Page Il 95 Checklist 30 RR200 AFR Finalization Old Year AFR Finalization gt CRITERIA YR412 RR200 MDEP for August SO Notification of AFR Finalization DATE ERRORS CHECKED Flags Set gt Verify that old year Suspense items have been handled gt Verify that MDEP has been run for August Don t close until it is run Look at depreciation amortization batches on Screen 24 under FFDxxx batch reference to verify August posting gt Submit AFR to SOBA System Office of Budgets and Accounting for review e Verify that old fiscal year Suspense items have been handled e Verify that August MDEP has been posted e Set allow flags to N on Screen 842 for old fiscal year NOTES FAMIS Year End Procedures Manual Page Il 96 Checklist 30 RR200 AFR Finalization cont d Submitting the AFR All entry into the old year must be done prior to submitting the AFR to SOBA This includes the final run of YR412 At this point the Property Office states that it has completed entry of all OLD year activity and the Business Office states that it has entered all necessary AFR Plant Property transactions and or A P transactions activity for the OLD year All capital and or controlled assets for the OLD year have been entered At this time your AFR is delivered to the SOBA AFR Representative SOBA requests FAMIS t
41. Fund Group Sub Sub The first help screen describes the field pressing ENTER will display the valid values for the field URL c n et DESCRIPTION DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT ADMINISTRATION AND COUNSELOR EDUCATION w www VALUES MEANING j E E EAE E 3 ACCN ACADEMIC COMPUTING CENTER ACCS ACADEMIC COMPUTING SERVICES ACCT ACCOUNTING ADEX ADULT amp EXTENSION EDUCATION ADLL ADULT LITERACY amp LEARNING CEN Lookup Value Menu Rule IASYS DEPT Default value is View IAFRS GENERAL SUBSIDIARX Field FG FS DEPT A wwwwww www w FAMIS Vear End Procedures Manual Page V 6 Instructions cont d Question Mark 7 and Asterisk Help FAMIS has a Help feature on some screen fields that will display a field definition and or values that may be entered To use the Help feature type a question mark or asterisk in the field and press lt ENTER gt If Help is available for the field a pop up window will appear displaying a definition and or valid values To make a selection type an X next to a value and press ENTER to pass it back to the previous screen This is called the Passback feature Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 17 FY 2011 cc 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION SRS
42. NOTES FAMIS Year End Procedures Manual Page Il 86 End of Year Sequence Month 13 FAMIS provides the ability to have a Month 13 for year end accounting entries Closing the old fiscal year and preparing the AFR and daily entries into the new fiscal year go on simultaneously September of the new FY and Month 13 of the old FY are normally open at the same time to accommodate this Month 13 is available for making accounting adjustments necessary to prepare the Annual Financial Report AFR Importantly Month 13 entries should affect only General Ledger accounts and only a few Subsidiary Ledger accounts that are considered operational accounts of the Fiscal or Business Office Often preparation of the AFR and the need for entries into Month 13 extends past the month of September However September closes on or about the night of the first working day When this occurs the following procedures accommodate the closing of the month of September while keeping Month 13 open This also allows the reporting of September regular operations to the departments in a timely manner FAMIS Year End Procedures Manual Page Il 87 End of Year Sequence Month 13 cont d End of Year Sequence Month 13 Close Verifv that all these are completed and all errors are corrected e Preliminary Month 13 Reporting XR051 RR200 RR260 RU280 RR290 TAPFD TFAFD Selected Statements e FAMIS will run nightly YR002 YR003 e Re
43. On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Typing a question mark in the blank beside the desired field and pressing ENTER will access a pop up window with specified field information Another way is to place your cursor in the desired field and press PF2 To get out of the HELP function either select a value and press ENTER or press PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing ENTER will take you back to the original screen FAMIS Year End Procedures Manual Page V 5 Instructions cont d Field Help Using the F2 Program Function Kev On selected fields additional information can be displaved using the F2 program function kev This HELP information is accessed bv moving the cursor to the field in question and pressing PF2 Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 15 FY 2011 cc 02 Screen Account 014000 MEDICINE Account Title MEDICINE Resp Person luuuuuuu7 COLLINS CINDY C Old Acct 0284 Year end Process F Reclassify _ Reporting Group Aux Code AFR Fund Group 10 Fund Group FG Sub
44. PU510 Prepare New Year Payroll Budget and Encumbrance Transactions Criteria VR405 Final Prep to Active Final GOLDPL52 Reads B P P Table of Positions and prepares work file Part of former Form 500 process Run for all Parts in cc13 Run after the last payroll for the old year and before the first payroll of the new year e Reads Net Funding Table and loads transactions e PU515 and PU510 can keep running every day When these are run the first time after the setting of the EPA ENC TRANS V in the New Year the payroll budget and encumbrance transactions that have been in HELD status will be posted FAMIS Year End Procedures Manual Page Il 48 Checklist 10 PU515 Load Payroll Budget cont d Extended Pay Plan PREPP for August will be posted by FAMIS Production Services into September of the new fiscal year with a batch date of 0901YYYY The amount to be posted should match the balance in the account thereby zeroing out the account NOTES FAMIS Year End Procedures Manual Page Il 49 Checklist 10 PU515 Load Payroll Budget cont d Complete Old Year August Processing FAMIS Production Services runs IDO20 Accounting Feed Generator for Accounts Receivable only in the old year until Month 13 is closed If this is not done old year transactions will be erroneously fed to the new year This can be run with a no post option FAMIS Production Services will not normally run DR150 GEB generate expense budg
45. ROO6 programs will be run dailv bv FAMIS Production These programs will roll old vear SL GL Bank balances and Project Actuals into the new vear each dav through Month 13 close After the Month 13 close thev mav be requested Running these programs after Month 13 close mav affect the balance on prior months statements if thev are re run Request Voucher Sequences We have simplified the request process for voucher sequences by incorporating the use of our existing Year end Request process With this change we have also added Checklist 11B The checklist item improves audit and review ensuring that all the steps necessary for the Year end process have been completed The new Year end request step is VONUM The new Year end request VONUM will require the following to be entered for each sequence number requested e Voucher Prefix First digit of voucher sequence can be 0 9 e Next Number First number of new sequence must be 7 digits e Description Description for sequence 20 character maximum Citibank With the transition from JPMorgan to Citibank FAMIS began automatically running the Citibank posting jobs each month based on a set schedule rather than requiring each Member to request its own Citibank posting jobs There were some concerns with the year end posting last year so a workgroup met to improve the process for FY12 FAMIS will process the FY12 year end Citibank postings as described below OLD Process Post AFR
46. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File T 1099 Vendor A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS on Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Tax Code A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods which is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated FAMIS Year End Procedures Manual Page V 15 Glossarv cont d U Update Screen A screen that allows a user to enter data for updating the files V Valid Value A value of a data element that has b
47. VU216 that encumbers new FV purchasing documents entered in the old vear gt Begin ENTRY for new FY financial transactions deposits vouchers journal entries Encumbrances Vouchers and Checks After these programs are run do not open close purchasing documents in the old year Vouchering should be done in the new year After this point anv encumbrance adjustments made in the old FY will also need to be made in the new FY It is wise to limit the number of persons working in the old year by using the appropriate security controls FAMIS will offer different versions of the PBVU216 and PBVR217 to be run for Parts using SciQuest AggieBuv Please notifv FAMIS Production Services if this is vour first vear end after SciQuest implementation NOTES FAMIS Vear End Procedures Manual Page Il 70 Checklist 16F YUDCL close August All Members DBR and DCR Documents 4 YUDCL Post U 416F ERRORS CHECKED YUDCL Post DBR Documents FBYU523 Post Changes the status of active documents to Cancel Changes the status of the routing documents to Cancel This job can be posted either the night of August Close or prior to the close of Month 13 DCR Documents VBYU275 Post Changes the status of active documents to Cancel Changes the status of the routing documents to Cancel This job can be posted either the night of August Close or prior to the close of Month 13 FAMIS Year End Procedu
48. VUOO1 If you set up new accounts in the new year with State banks you must use the correct State bank YU001 will never increment banks on existing accounts FAMIS Year End Procedures Manual Page Il 28 Checklist 2 VUOO1 Update Accounts to New Year cont d To change banks default or alternates for a given range of accounts Screen 2 Screen 6 in the new fiscal vear after the new banks have been set up on Screen 28 request one of the following XXCDFBNK changes the default bank for a given bank from the old default bank to the specified default bank for a range of GL or SL accounts XXCALBNK changes the old alternate bank to the specified alternate bank for a range of GL or SL accounts XXCHGBNK changes all default banks within a range for all accounts regardless of current bank XXCDFBK2 changes default bank override flag and alternate bank for a given bank or a range of banks XXSABANK changes the default bank the override flag and the alternate banks for an account or a range of SA accounts Map Code Changes gt Change map codes in the new fiscal year s accounts as necessary Special element security is required to change the Map Code field on Screen 6 Two ways to change map codes on accounts that have no transactions posted A Change the map code on Screen 6 if there are no SL allocations marked with a B D or F for the SL in the Budget Module and there ar
49. Vear End Procedures User Manual August 2015 FAMIS Services The Texas A amp M University System FAMIS Vear End Procedures Manual Page l 2 Introduction The purpose of this manual is to assist in understanding Vear End procedures in the Financial Accounting Management Information Svstem FAMIS FAMIS is an accounting svstem that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Purchasing Receiving Fixed Assets and Sponsored Research Manuals for these applications are either currently available or in the process of being developed The materials are grouped according to functions All associated screens and processing information are included along with field descriptions The required fields are designated by a diamond symbol f Data entry information Help can be accessed on some screen fields with the use of the PF2 key or typing an asterisk or question mark in the field By utilizing the information and guidelines contained in this manual a user should be able to process reports and programs required at the end of the fiscal year and prepare for closing procedures The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures and a multitude of other reasons If you would like to make s
50. YRO10 No Post includes YU216 YU523 No Post YU275 No Post YU851 No Post YUO15 SciQuest Account Preparation New Year Voucher Sequence Numbers New Year Check Number Increments FBYU854 e Verify Suspense is Cleared e Verify voucher sequence and check number increments are set in new year FBMUS21 changes the current month to Month 13 and the last closed month to August TAMRF ONLY After August Close request increment to FY indicator for payroll O encumbrances NOTES FAMIS Year End Procedures Manual Page Il 65 Checklist 16A FBMU821 Close August All Members cont d Changes the current month to Month 13 and the last closed month to August FBMUS21 LI 16A DATE ERRORS CHECKED Aug Close Date Posted e Changes the current month and fiscal year to September of the new year TAMRF ONLY After August Close request increment to FY indicator for payroll O encumbrances NOTES FAMIS Year End Procedures Manual Page Il 66 Checklist 16B YU215 close August All Members gt YU215 Optional U 16B Sets the flag to Y and the status code to CO Completed on Purchasing documents which have no open commitments DATE YU215 Optional gt Members may request a final post option of this program before August Close processing This may not be run after the August
51. a year end process flag T e Entries are posted into the old fiscal year e Required for SL accounts with a year end process flag set to E or T e This job cannot be run after submitting your AFR VR412 lapses revenue and expense budget for all SL and SA accounts with a year end process flag of E and for transfer SL and SA accounts with a year end process flag of T The entries are posted into the old fiscal year under batch reference BUDCO1 This may be run multiple times Run one last time prior to submitting the AFR to avoid having to make manual AFR entries YR413 is the report that is run with the YR412 NOTES FAMIS Year End Procedures Manual Page Il 94 Checklist 29 Close September Close September gt CRITERIA Above Jobs RR200 for Month 13 Close September Officially DATE ERRORS CHECKED Closed e Request normal monthly jobs and reports e Includes September SPR billing RU250 and 13th month IDC billing and activity e Business Office will not allow any more old fiscal year entry into FFX This step allows for the printing distribution of departmental September statements gt Request normal monthly jobs statements for September This month end includes September SPR billing RU250 and includes 13 month IDC activity which was calculated but not billed with the Preliminary Month 13 Reporting No more old fiscal year entry into FFX should be done NOT
52. ab kev to release vour svstem when it freezes Action Line Context The Action Line is usuallv the first line of information on each screen The Screen field is used to navigate from screen to screen bv entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing ENTER a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 08 01 11 09 17 FY 2011 cc 02 Account Title NAVSO INC FAMIS Year End Procedures Manual Page V 4 Instructions cont d Message Line The line above the Action Line is used to displav messages to the user These messages mav be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing ENTER will scroll through information listed on a screen
53. age Il 2 General Section This section presents information and direction for a number of vear end topics that need to be addressed The arrow shaped bullets 9 point to actions for the user to take While the topics are not necessarilv to be done in the order presented all should be read and evaluated for action Delete Flag Once a new vear account has been budgeted the account mav be deleted but cannot be dropped gt Set the Delete Flag for all old year accounts that are not to be carried forward to the new year Use Screen 43 for GLs and Banks Screen 44 for SLs and Screen 54 for SAs Delete Flag cannot be set for accounts with outstanding encumbrances e can be set at any time in the current old fiscal year when no new transactions are expected and under most circumstances the BBA is zero e can be set for accounts with BBA by confirming your intent on the pop up window when setting the flag e will prevent any new transactions against the deleted accounts TIP All deletes and drops must be done manually in both the old year and the new year once the accounts are copied to the new year by Job YU001 which is run at the beginning of the FAMIS Budget Process Year End Process Flags These flags determine how balances roll forward to the new year See Year End Reference section for the valid values Year End flags can be changed during the Year End close process The YRBBR daily run will make
54. age Il 52 Checklist 11B VONUM Request Voucher Prefixes Voucher Prefixes gt Request VONUM LI 11B Request New Year Voucher Prefixes Criteria Must be requested by 08 31 DATE ERRORS CHECKED Y Post VONUM must be requested before vouchers can be created in the new fiscal year e Voucher prefixes must be in place before any vouchers produced through any interfaces Concur AggieBuy Student systems etc can be created NOTES FAMIS Year End Procedures Manual Page Il 53 Checklist 11B VONUM Request Voucher Prefixes cont d NOTES FAMIS Year End Procedures Manual Page Il 54 Checklist 12 YU215 Complete Purchasing Documents Complete Purch Documents gt Optionally Request YU215 L 12 Option Include Complete Purchasing Documents Run once for each document type Criteria Must run before EP LP and PO YR217 Once YR217 is run this iob cannot be run DATE ERRORS CHECKED N Post N Post Y Post e Can only be run for the OLD fiscal year e Optional and only for those using Purchasing e Can request a No Post with OPTION ACTIVE to receive a report of hanging invoice headers e Completes purchasing documents with no encumbrances or open invoices e Cannot be run after the YR217 e Can be re run with Y Post can be posted multiple times PBYU215 completes your old year outstanding purchasing documents Documents will
55. alance roll These programs will roll old year SL GL and Bank balances into the new year each day FAMIS will run these programs nightly from August Close until Month 13 Close The final run will be the evening following Month 13 Close During this period these reports should be checked daily e You will need to request the VR412 as part of the normal year end process the version in the YRBBR is for simulation purposes only FAMIS Year End Procedures Manual Page Il 74 Checklist 18 USAS FILE Purchasing Accruals USAS File Purchasing Accruals gt USAS FILE 18 Criteria YR217 USAS file for Purchasing Accrued Accounts Payable must be sent to Austin DATE ERRORS CHECKED Request Sent This file is created by PBRY219 in the YR217 job e Request normal quarterly USAS reports binding encumbrances payables etc NOTES FAMIS Year End Procedures Manual Page Il 75 Checklist 1 9 XSTFD Post Student Deferred Revenue Expense Year End Accruals te XSTFC or XSTFD Post Student Deferred Revenue Expense U 19 Post Student Deferred Revenue Expense Criteria None DATE ERRORS CHECKED Posted As soon as new fiscal year processing has begun the deferred batches can be posted into the new year This will be done by FAMIS Production Services after confirmation with the Members e XSTFC for TAMU TAMUG only e XSTFD for TAMUC TAMUT and TAMHSC onl
56. am reads the same file as FBYU408 and creates lump sum wage and or benefit encumbrances to be loaded into the new year Subcodes to be liquidated are on the Part s 853 DEPT ENC TYPE table PAYB25 BEG WAGE ENC Pnn 051 trans at 1705 wage BEG BENE ENC Pnn 051 trans at 1906 benefit K7xxFA DOWNLOAD FBAR599 PXX The Form 500 process should be run from the initial Form 500 file provided by BPP All work stations should be combined into a single file prior to running this process K713FA BPP INITF500 FY fy shr FAMIS Year End Procedures Manual Page IV 7 FAMIS Vear End Programs Listing cont d Table Roll Forward Programs FBYU800 FBYU810 FBYU850 VBYU807 VBYU808 VBYU809 VBYU810 TBYU800 Table driver program Rolls forward the FRS and SPR control record into the new fiscal year Current year remains the default year It calls all other FRS table roll forward programs listed below FBYU801 Rolls forward COA structure for GLs and SLs FBYU803 Rolls forward the Global Subcode Edit table FBYU804 Rolls forward the ABR table FBYU805 Rolls forward the GL Account Control table FBYU806 Rolls forward the SL Object Code table FBYU807 Rolls forward User Defined Budget Pools Screen 710 FBYU831 Rolls forward the IDT Interface table FBYU840 Rolls forward USAS Strategy table FBYU854 Rolls forward control records for the Purchasing Type Prefix Assign table and the Exempt Subcode table Screen 854 Screen 855 Scr
57. ance available including project budgets Reads SL file in the old vear and creates budget carrv forward transactions to be loaded into the new year Uses the ABR rule of the new FY not the current FY Budget amounts are determined by the year end process flag on the SL Also creates budget carry forward transactions for any revenue budget available year end flag E BBFEO1 VEND ENCBUD Pnn BBFOO1 VEND BBABUD Pnn Prodcard FBVROO6 Rolls the line item indicator forward from the old fiscal vear to the new fiscal year Can be run for a specific range of accounts It only rolls line items forward for accounts flagged with a P in the year end processing flag It rolls ALL line item account indicators for the range if the year end flag is set to P Can be run with a no post option Can be re run however if it finds the dollar record in the new year but it won t update it So only line items created since the first time the program was run will be rolled forward Main user is TAMRF ITMPO1 VEND ITEMACCT Pnn Creates encumbrance carrv forward transactions Reads the open commitment file in the old vear and creates encumbrance transactions to be loaded into the new vear ENCZO5 VEND BEGENC Pnn Zeroes out the revenue budget of accounts and adjusts the expenditure budget by the same amount in a special run that is optional It is usually run at year end for a different range of accounts GEBYnn YEND AUTOBUD Pnn TRANS Prodcard
58. arnings Distribution Report FBAR233 Revenues and Expenses by Category FBAR243 GL transfers FAMIS Year End Procedures Manual Page IV 26 AFR Exhibits Schedules and Associated FAMIS Reports cont d 12 Schedule B 7 Changes in Fund Balances Annuity and Life Income 13 Schedule B 8 Changes in Fund Balances Unexpended Plant Funds FBAR230 Vear to Date Expenses FBAR234 Plant Funds FBAR233 Revenues and Expenses by Category FBAR238 Budget Detail for Plant Funds FBAR241 Fund Additions and Deductions for Plant Funds FBAR243 GL transfers FBMR220 GL Account Control Summary 14 Schedule B 9 Changes in Fund Balances Funds for Renewals and Replacements 15 Schedule B 10 Changes in Fund Balances Funds for Retirement of Indebtedness FBAR233 Revenues and Expenses by Category FBAR243 GL transfers FBAR253 SL changes in balances 16 Schedule B 11 Changes in Investment in Plant FBAR230 Vear to Date Expenses FBAR243 GL transfers FBAR247 Transaction History Detail FBMR220 GL Account Control Summary FBMRO95 Summary Dollar Totals by Object Code TBARO53 Listing of Items Sold or Auctioned TBARO51 Transfers Within System Part 17 Schedule B 13 Schedule of Transfers 18 Schedule C 1 Current Funds Revenues FBAR233 SL Revenues FBAR258 SL Revenues and Expenses 19 Schedule C 2 Current Funds Expenditures by Object Class FBAR230 Year to Date Expenses sorted by fun
59. as a 057 transaction code in new FY e Transactions have same information to allow trace or tie back batch ref and date are different e AFR Encumbrances are part of this process o Due to reserving funds in the prior FY and don t want to spend in the new FY until after the AFR is completed o They are not reversed by FBYR415 o Zeroed out by FBYR420 which is part of the Year End Checklist FAMIS will generate a batch in the background in the new FY e Online Purchasing Session ID e Batch mode ENCZ99 e Batch date in new FY will be first day of the longest open month Errors which occur in the new FY look like the following e F8476 FY13 6354 Reversing Encumbrance of 2 75 exceeds current amt of 1 75 e PF12 multiple informational messages o Should have messages for both fiscal years when in the Prior FY FAMIS Year End Procedures Manual Page Il 11 General Section cont d Concept e 50 Encumbrance in prior FY to roll forward e Same 50 Encumbrance in new FY after roll forward Scenario e Prior Year 50 New Year 50 Enc release 10 FAMIS 10 Before the adjustment would have had to been made in both years now FAMIS creates encumbrance adjustment entry in new FY for you e Prior Year 50 New Year 50 Voucher 20 FAMIS 20 Voucher reduces encumbrance in prior year FAMIS creates encumbrance adjustment entry in new FY for you e Prior Year 50 New Year 50 Voucher 20 Enc release 40 Vouc
60. between August and Month 13 Close after all FFX entry for the fiscal year and prior to the finalization of the AFR e Entries are posted into the old fiscal year e It must post in Month 13 after the last TAPFD is run and before finalizing the AFR e You MUST be finished with all FFX entries in the old year Depreciation amortization will not be run in the new year until the old year is closed and finalized NOTES FAMIS Year End Procedures Manual Page Il 84 Checklist 23 MDEP FFX Depreciation Amortization cont d NOTES FAMIS Year End Procedures Manual Page Il 85 Checklist 24 RR200 Indirect Cost Calculation RR200 IDC Calculation gt Request RR200 L 24 Criteria None Indirect Cost Calculation AN DATE ERRORS CHECKED N Post N Post Y Post e Month 13 does not really exist for SPR but RR200 must be requested for Month 13 e Can be requested with N Post e Required before AFR is finalized and member campus locked down Screen 842 RR200 posts the indirect costs associated with the expenditures for a specified month When the reversals of the accruals posted in Month 13 are posted in September the total for the IDC calculation is reduced September expenses less AFR accrual reversals and therefore the IDC posted will be reduced In order to offset this reduction IDC must be calculated on the original accruals that were posted in Month 13
61. ble is already encumbered the encumbrance will need to be released in the old year An AFR batch not AFRFxx should be used so it can be re encumbered in the new year Inventory Prepaid Expenses If accounts have ending Inventory Prepaid Expenses manual accounts payable can be recorded in FAMIS These entries should be recorded with an AFR batch prefix not AFRFxx The entry is as follows e Debit OXXXXX 1405 Prepaid expense of the corresponding GL e Credit XXXXXX XXXX SL expense account This entrv will automaticallv be reversed in the new vear FAMIS Vear End Procedures Manual Page Ill 12 Vear End Reference cont d Accrued Pavroll For the pavrolls expensed in the old vear and disbursed in the new fiscal vear the accounting entries for the disbursements will be held not posted This means that the central pavroll account and the state pavroll clearing accounts including the state emplover pavment clearing account found on Screen 823 in FAMIS will contain credits for the amount of the payroll expensed The credit for the state pavroll and pavroll benefits clearing accounts can remain in those accounts provided they are in ledger 1 account 01XXXX 2400 The credit for the central pavroll clearing account will need to be distributed to accounts in the appropriate fund groups The report FBPR302 can be used to evaluate the distribution to the various fund groups This should be done with journal entries in an AFR batch not
62. budget debit 101000 0001 940 00 e 060 Journal entry to transfer the fund balance from reserve debit 010400 5910 940 00 credit 010000 4910 940 00 3 Account 101000 0001 mapped to 010000 has debit BBA of 250 00 over realized revenue and the Year End transfer to account is subsidiary ledger 104000 mapped to 010400 The following budget transfer will be created if the transfer to account has a revenue pool in the ABR rule e 022 budget entry transfer the budget debit 104000 0001 250 00 credit 101000 0001 250 00 If the transfer to account does not have a revenue pool in the ABR rule the following budget transfer entry will be made e 022 budget entry transfer the budget debit 104000 1000 250 00 credit 101000 0001 250 00 e 060 Journal entry to transfer the fund balance to reserve debit 012000 5910 250 00 credit 010400 4910 250 00 FAMIS Year End Procedures Manual Page Ill 8 Vear End Reference cont d 4 Account 101000 0001 mapped to 010000 has credit BBA of 450 00 under realized revenue and the Year End transfer to account is subsidiary ledger 104000 mapped to 010400 The following budget transfer will be created if the transfer to account has a revenue pool in the ABR rule e 022 budget entry transfer the budget debit 101000 0001 450 00 credit 104000 0001 450 00 If the transfer to account does not have a revenue pool in the ABR rule the following entries will be made e 022 budget e
63. ccount for a given range of accounts NOTES FAMIS Year End Procedures Manual Page Il 44 Checklist 8B FBPUOSO Salary Savings cont d NOTES FAMIS Year End Procedures Manual Page Il 45 Checklist 8B FBPUOSO Salary Savings cont d NOTES FAMIS Year End Procedures Manual Page Il 46 Checklist 9 YR410 Zero Out Accounts Zero Out Accounts Review VRA10 LI 9 Zero Old Vear Salarv Encumbrances bv PIN Zero Old Vear Wage Encumbrances Zero Old Vear Benefit Encumbrances Criteria Final PPVRL PU050 Sal Sav EPA ENC TRANSEN in Old Year DATE ERRORS CHECKED Y Post e VR410 sets the flag EPA ENC TRANS to N in the old year seen on Screen 842 e After this job is run update the BPP accounting analysis table with new fiscal year information To correct errors Use Screen 753 and Screen 754 and do a final run of the VR410 to zero out the encumbrance Leave the amount blank in the Adjustment field Enter a D in the Increase Decrease field and O in the Amount field Press PF5 to post NOTES Checklist 9 YR410 Zero Out Accounts cont d NOTES FAMIS Year End Procedures Manual Page Il 47 Checklist 10 PU515 Load Payroll Budget Load Payroll Budget Review PU515 LI 10 Load New Vear Pavroll Budget and Encumbrance Transactions Criteria PU510 DATE ERRORS CHECKED Run FAMISPROD FAMIS ACTIVITY
64. ce need access to both old and new fiscal years For example the following business office functions require different fiscal year update access Attribute Maint need both old and new year can update in old year until Allow flag off Encumbrance need both old and new year Accounts Payable should only need current year Purchasing should only need current year FAMIS Year End Procedures Manual Page Il 4 General Section cont d Person File Screen 850 the person file is updated if B P P processes an ADLOC account change for an employee Two fields may change the ADLOC account for the employee and the employee s home department will be updated to match the department on Screen 6 for the new ADLOC account Security screens in ZSS are not automatically updated AFR Batches Reversing gt Create AFR batches with entries for AFR reporting purposes that will be reversed in the new year The designation of AFR at the beginning of batch header name identifies this batch as one to be reversed by the reversing programs AFR batches created in August and Month 13 will be processed The reversing programs for AFR batches can be run more than one time but ONLY for different Batch References TIP the key to all AFR batch processing is that the batch reference must be entered as AFRnnn but not AFRFnn This includes all corrections to AFR batch postings And don t forget about AFR postings to your Suspe
65. cklist 30 Checklist 31 Checklist 32 PAGE YUDCL DBR and DCR Documents ssseseessennenzzznnnenazzznnenazzza Il 71 FBYU523 Post DBR Documents nee Il 71 VBYU275 Post DCR Documents nee Il 71 YU851 Post TDP Documents ena Il 72 YU015 SciQuest Account Preparation esses Il 73 Balance Forward GL SL Budget and Project Actuals Il 74 USAS File Purchasing Accruals ss eseenenenenaznnnnnnznenzzenanana Il 75 Year End Accruals edere ttr ni we i eo Ene n part ai Il 76 Student Deferred enini reir e HERR a a Il 76 Accrued Payroll eeeesssseseseeee eene nnne eene nean Il 78 EndoWITIelits ir REO e Il 80 Special Daily Reporting L enenenznzznnenenanananznnnnnanana nn Il 80 Month 13 Processing ss ssererenenannninnknmnenananenakzzanennzznanannnza Il 80 AER Batclies iecit a e e e aeu OO PS ERE E TS Il 81 Close Budgets sireno ea AE EEEE Il 82 Balan COS i sa Il 83 FFX Depreciation Amortization esses Il 84 RR200 RERO IR erii ERN IEEE ee UR EEEV Tae OOO OES Il 86 End of Year Sequence Month 13 6 esenenennnznnteneneznnnznzznna Il 88 Alei MILES I Il 88 RE POMS isse ep E Il 89 Zero Out Revenue Budgets ss sess enennnzzznnnenenznnnenzzznnanenezznanznznzna Il 90 Reversing AFR Entries ss seeseenenannninsnnnnenezknninsmennenenzzzn Il 91 Special Year End YEnnnn Batch L e
66. cludes the following programs FBYU807 rolls forward User Defined Budget Profiles Screen 710 FBYU831 rolls forward the IDT Interface Table FBYU840 rolls forward the USAS Strategy Table FBYU528 rolls forward the DBR Account Access Table FBYU529 rolls forward the DBR Processing Office Routing Path Table TBYU800 creates the FFX control record for the new FY TBARO20 unloads the FFX tables 591 599 runs TBIU592 595 to load the master 592 595 tables Only TBIU591 and TBIU592 run for the Members B OPTION VEAREND for Master Campus cc00 mid to end July This option includes ALL of the programs in both the BUDGET and YEAREND options C OPTION ALLTABLES is used for TAMRF usually in mid July and the Training Region where all of the tables must be created or replaced This option includes ALL of the programs in both the BUDGET and YEAREND options D OPTION BUDGET is run when opening the new fiscal year to begin entry in the budget module The new year FRS control record Screen 821 is created with this option FAMIS Year End Procedures Manual Page Il 23 Checklist 1A YU800 Prepare New Fiscal Year Tables cont d BUDGET option includes FBYU801 rolls forward COA structure for GLs and SLs FBYU803 rolls forward Global Subcode Edit records FBYU804 rolls forward the ABR table FBYU805 synchronizes the GL subcode description table with the master campus and rolls it forward to the new year FBYU806 synchroni
67. cumbrances ss ssererenenzznninznanenenznarenanznznenazznanna Il 56 New Year ENUY xci pie i a a Saw Il 57 Important New Year Activities esee Il 57 Purchasing ACCruals cccsessccccccecessssscaececececesseneseeeeeesssessnaeaeeeeeens Il 59 Encumbrances Forward essent Il 61 Encumbrances Vouchers and Checks esse Il 61 Other Feeds and Interfaces sssesesenzznnenzzzennenenzannanznzanna Il 62 Student Feeds la ee a aa a aa ecu eadera YR Il 62 Accounts Receivable Feeds ss sssseenenzzennnnzznnenazzznnzzana Il 62 DBR and DCR Documents 0 sserenenzznnenazzznnzrazzznnenazzznmananzznnnnanzta Il 63 TDR DO UMIENUS i A i a e Il 64 Close August All Members e eennnnnnnknenanznnnanannnenanan arana nn nn Il 65 FBMUS821 i in ise Il 66 YU215 Optional tee e DR Hee died eel Il 67 VR217 POSt iwa E Il 68 MULT Il 69 Default to New Year essere nennen nnne Il 69 YROLO POSt ii a kk a a aa E Il 70 Page l 6 Table of Contents cont d FAMIS Vear End Procedures Manual Vear End Procedures cont d Checklist 16F Checklist 16G Checklist 16H Checklist 17 Checklist 18 Checklist 19 Checklist 20 Checklist 21 Checklist 22 Checklist 23 Checklist 24 Checklist 25 Checklist 26 Checklist 27 Checklist 28 Checklist 22 Checklist 29 Che
68. d group function 20 Schedule C 3 Functional and General Expenditures Summarized by Elements of Institutional Costs FBAR230 Year to Date Expenses sorted by fund group element of cost 21 Schedule D 1 Bonds Payable and Debt Service Requirements FBMR222 Bond Issue Report FBMR223 Summary and Detail Bond Issue for Plant Funds FAMIS Year End Procedures Manual Page IV 27 AFR Exhibits Schedules and Associated FAMIS Reports cont d 22 Schedule D 2 Analvsis of Funds Available for Debt Service for General Obligation Bonds Outstanding 23 Schedule D 3 Defeased Bonds Outstanding 24 Schedule D 4 Higher Education Assistance Funds HEAF FBAR230 Vear to Date Expenses sorted by fund group element of cost sub element 25 Schedule D 5 Federal Financial Assistance FBAR231 Report of expenditures by CFDA code Sponsor and SPR project FBMRO19 and FBMR219 Cash Report for each Bank used for federal appropriated funds 26 Schedule D 6 Medical Services Research and Development Plan FBMR220 GL Account Control Summary FAMIS Year End Procedures Manual Page IV 28 Section V Appendix FAMIS Vear End Procedures Manual Page V 2 Instructions Listed below are general instructions that will make vour job easier as vou use FAMIS to input or view document information Please become familiar with the information in this reference as it can make vour navigation in FAMIS more efficient 3270 Emulation
69. dered will be sent Requisition A tvpe of document that internallv requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled 6 Digit Account For GL An entitv which consists of a self balancing accounts For SL An entitv of revenues and or expenses Screen HELP An on line feature that assists the user with data entrv bv providing information on the purpose and operation of a particular screen Secondarv Vendor The vendor record holding the multiple addresses that are used periodicallv as opposed to the primarv address FAMIS Vear End Procedures Manual Page V 14 Glossarv cont d Session A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail SL See Subsidiarv Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Subsidiary Ledger Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9
70. e no Member or System locks on the account Any accounting needed to reflect the GL changes between years will need to be made manually by the Accounting Office OR B Delete drop and re add the SL with the new Map Code This must be done before any transactions are posted or balances are rolled forward In order to change the map code on accounts that have transactions posted all columns on Screen 19 must be equal to zero The transactions to accomplish this must be done in the proper order so here is our recommendation Option 1 1 Priorto making any entries print Screen 19 to have a snapshot of the account before changes are made 2 Using Screen 13 do a lump sum reversal of all actuals example from object code 1510 to object code 1000 3 If payroll encumbrances exist use Screen 753 to remove all encumbrances from the PIN number 4 Checkthe budget amount on Screen 19 and then use Screen 10 to remove this budget amount from this account 5 Recheck Screen 19 if all columns are equal to zero you can go to Screen 6 and change the Map Code FAMIS Year End Procedures Manual Page Il 29 Checklist 2 VUOO1 Update Accounts to New Year cont d ption 1 cont d 6 Use Screen 10 to put the budget back into the account 7 Use Screen 753 to put the encumbrances back on the PIN 8 Use Screen 13 to do a lump sum to record the actuals example from object code 1000 to object code 1510
71. ect Costs 9600 9699 e Download Option is available data format is a comma delimited flat file e Used for Schedule B 1 B 4 B 6 B 8 B 10 C 1 AFR Plant Funds Revenues amp Expenses e Report of Plant Fund SL revenues and expenses e Sorted by restricted unrestricted and Construction Project number e Subtotals are given for restricted unrestricted and Construction Project number e Download Option is available data format is a comma delimited flat file e Used for Schedule B 8 Year To Date Salaries amp Wages Paid e Report summarizes YTD payroll expenditures by fund group and bank account Similar to report FBMR216 but subtotaled by fund group e Within a fund group subtotals are given by bank e Fund group is defined by account ranges in a prodcard Year To Date Expenditures for Selected Subcodes e Report of expenses by bank for a selected range of object codes and a selected range of SL accounts Similar to FBMR216 but the object codes can be selected e Subtotaled and sorted by object code first digit of the bank and bank e Object codes are selected in a prodcard Budget Transactions Sorted by Restricted Flag Construction Project e Detail report of budget entries for Plant Funds Budget entries are shown in detail and sorted by restricted flag construction project and account SL range can be specified should be within Plant Funds range 800000 899999 e Can be run for current month or Year To Date opti
72. een 306 PBYU306 Rolls forward Exempt Object Code table PBYU309 Rolls forward the limited and exempt control records Table driver program Re rolls the FRS subcodes into the new fiscal year This job is necessary only if additions changes have been made to old fiscal year subcodes after the subcodes have been rolled to the new fiscal year Manual changes can be made in the new fiscal year to avoid needing to run this program Current year remains the default year It calls the FRS table roll forward programs listed below FBYU805 Rolls forward the GL account control table FBYU806 Rolls forward the SL object code table Changes current fiscal year Run when the current fiscal year is to be changed from the old year to the new year Rolls forward the AP check limit table Rolls forward the AP discount table Not run at this time Rolls forward the AP tax table Not run at this time Rolls forward AP currency conversion table Not run at this time Creates FFX control record for the new year FAMIS Year End Procedures Manual Page IV 8 FAMIS Vear End Programs Listing cont d TBARO20 TBIU591 595 TBYUDSPA TBYU850 Unloads FFX tables Loads the FFX table for the new year Sets FFX flag on control table indicating that final SPA extract has been received from the State Until this flag is changed no new year records will be sent to SPA Changes the current fiscal year on the fixed assets control table Misc
73. een defined for input Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor File A record of all attributes dollar data and control information for all vendors FAMIS Year End Procedures Manual Page V 16 Glossarv cont d K FA DOC WRKNPRCS Yearend YRendTeamCURRforPDF docx Last Revised 8 4 2015 3 40 PM FAMIS Year End Procedures Manual Page V 17
74. eference cont d Reporting Month 13 FAMIS accommodates a Month 13 reporting period that has to be opened and closed just asifit is a separate month Opening the New Vear The new fiscal year is opened with the beginning of the Budget Preparation Process in early spring This permits new year budget entry in the FAMIS Budget module To begin online transaction entry in the new year the Allow Transactions Flag Screen 842 must be manually set to V FAMIS loads the revenue and expense budgets via programs FBYU408 409 with reports for your review K FA DOC WRKNPRCS Yearend yrendTEAMcurr doc FAMIS Year End Procedures Manual Page Ill 15 Vear End Reference cont d FAMIS Vear End Procedures Manual Page Ill 16 Section IV Vear End Programs and Reports Vear End Programs and Reports cont d FAMIS Vear End Procedures Manual Page IV 2 FAMIS Vear End Programs Listing Vear End Related Programs These programs are not listed in the order in which thev will be run Consult the Vear End Procedures section for step bv step procedures FBVUOO1 FBYU004 FBVUOO5 FBVUOO7 FBYU008 FBYROO2 FBYROO3 Copies accounts to the new year Run initially at the beginning of the new year Budget Preparation process Can be run several times during the last months of the prior fiscal year No dollar accounting data is processed Special program run for AL RES 06 only This program copies new year support accounts from the
75. ellaneous Programs XXCYEND XXCHGBNK XXCABR XXBBABAS FBPR302 FBXR030 FBYR402 Special program to change year end flags in mass FAMISU Special program to change the default bank for a range of accounts FAMISU Special program to change ABR flag on accounts in selected range FAMISU Special program to set the flag that will roll BBA to base support account FAMISU Special payroll program used to distribute accrued payroll to the various fund groups Special program for TAMU TAMUG TAMUC and TAMUT Alters the Student SIMS accounting feed for deferred revenue processing Reads the BPP budget file and stores the data on Screen 853 This table is used by FBMR265 K FA DOC YEND YENDPGMS98 DOC FAMIS Year End Procedures Manual Page IV 9 FAMIS Vear End Programs Listing cont d FAMIS Vear End Procedures Manual Page IV 10 Vear End Report Parameters FAMIS Vear End Procedures Manual Page IV 11 Vear End Report Parameters cont d FAMIS Vear End Procedures Manual Page IV 12 Vear End Report Prodcards FAMIS Vear End Procedures Manual Page IV 13 Vear End Report Prodcards cont d FAMIS Vear End Procedures Manual Page IV 14 Vear End Reports Listing Overview This document contains a listing of reports produced bv FAMIS that are useful in preparing the AFR and also in meeting other vear end reporting needs The reports are organized in report name order All of these reports can be produced on a monthly basi
76. ements and AR entries will be reversed If compound journal entries are used a clearing account will need to be set up to clear these entries through since compound entries cannot be entered in batch mode The batch programs are VR415 and VI415 If you are using compound journal entries in your AFR batches you will need to check the parameters for your YR415 program For the job YR415 and the program FBYR415 the ACCT parameter should contain the 10 digit clearing account that should be used when this program finds a compound journal entry to process Also any encumbrance entered with an encumbrance reference i e Screen 11 field PO number reference 1 of AFR will automatically be zeroed out in the new year by a separate batch program Note that this entry is different than an encumbrance entry in an AFR batch The batch program is YR420 Notes on YEnnnn batches If you need to make any additional entries in old FY after the YR415 job is run you should do so with a new specified batch header YEnnnn i e YE4 yearend 2004 and keep a list of all these entries These YEnnnn batches will NOT be reversed programmatically For SL activity manual adjustments MUST be made for changes to the new FY The list identifies the entries made after the AFR reversing entries that need adjusting For GL activity FAMIS job YROO3 can be re run to make the adjustments for changes Year End Miscellaneous Encumbrances Miscellaneous
77. en 27 Batch BTXRO1 FBAU590 is automatically run when VU409 is run with a POST option FBAU590 sets the D Done Board adjusted approval type on all transfers and allocations regardless of whether or not they are flagged to feed SOBA must request that FBAU590 be run with the D option for the non FAMIS Members FAMIS BPP Activities BPP Move Prep budget to Active in BPP System including insurance initialization for ALL System Members FAMIS Manually set Screen 842 flag for CCOO EPA DOC Y and send email to FAMIS Operations Distribution List that Flag is set FAMIS Year End Procedures Manual Page Il 37 Checklist 5 YU409 Load Budget Allocations Transfers cont d Payroll BPP runs the last August Payroll Payroll Activities after Last August Payroll gt Update the BPP Accounting Analysis Table The BPP Accounting Analysis Table must be updated in the new year for all Parts Done after last payroll of old year gives small time frame for this step to take place The B P P Accounting Analysis table MUST be updated with the new fiscal year s information AFTER the last August payroll is run and BEFORE the first September payroll is run There is usually only a two to three day window to accomplish these changes gt Update FAMIS Tables for Insurance Bills As soon as the August insurance file is ready from B P P the insurance bills will be posted into the old fiscal
78. encumbrances can be entered in the old fiscal year using an encumbrance reference of AFR This would be done for expenses that are not already encumbered such as travel requests not yet vouchered This process would encumber the funds in the old fiscal year and release them in the new fiscal year FAMIS Year End Procedures Manual Page Ill 11 Vear End Reference cont d Further Notes on Vear End AFR Reversing Entries Some possible AFR entries are e Accrued Interest Receivable e Allowance for Doubtful Accounts e Distribution of Accrued Payroll e Distribution of Assets Held by System To the extent that you operate your books on a true accrual basis these entries do not need to be done For example if you leave Allowance for Doubtful Accounts on your books year round you may want to simply adjust it at year end To the extent that your books are not on an accrual basis you will want to take advantage of these entries Ending Accounts Payable and Inventory Prepaid Expenses Manual Entry Accounts Payable If accounts have ending accounts payable that have not been vouchered in the FAMIS AP module manual accounts payable can be recorded in FAMIS These manual accounts payable should be recorded with an AFR batch prefix not AFRFxx The entry is as follows e Debit XXXXXX XXXX SL expense account e Credit 0XXXXX 2101 Manual AP of the corresponding GL This entry will automatically be reversed in the new year If this paya
79. et in the new year until Month 13 has been closed for the old year DR150 will only be run in one fiscal year Once the DR150 begins running in the new year new activity in the old year will no longer be processed FAMIS Year End Procedures Manual Page Il 50 Checklist 11A YU854 Create Document Prefixes Document Prefixes gt Request YU854 LI 11A Option Include for L and E documents Criteria None Create New Year Document Prefixes DATE ERRORS CHECKED Y Post Many agencies have already run this program with the exclude option which sets up all the prefixes in the new year excluding LPs and EPs At this time choose the option most appropriate to your situation now Specify the option and supply any new Purchasing Prefixes LPs and EPs to FAMIS Production Services All the prefixes may be seen on Screen 855 The following programs are part of the INCLUDE option e PBYU306 rolls forward the exempt object code table e PBYU309 rolls forward the limited and exempt control records Request bv 09 01 VVVV to change the default vear on Screen 311 to reflect the new vear for either Purchasing documents departmental documents or both Exclude option is generallv run earlier and includes all the other document tvpes NOTES FAMIS Vear End Procedures Manual Page Il 51 Checklist 11A YU854 Create Document Prefixes cont d NOTES FAMIS Year End Procedures Manual P
80. evel when budgeting has been done at the SA level N No Carry Forward Budget at SL Level Only Use this flag value to carry forward budget at the SL level when budgeting has not been done at the support account level i e the support account is used for cost accounting only B Both Carry Forward Budget at Both the SL and SA Levels Use this flag value to carry forward budgets at both the base account and the support accounts when budgeting has been done at both the base account and the support account level Deferred Student Revenue Deferred revenue received in the old year should be posted to a GL account with account control 2750 In the new year journal entries can be processed to credit the appropriate revenue account and debit the deferred revenue account For TAMU TAMUG TAMU C and TAMU T this process was automated for student fees by adjusting the student feed accounting entries with program FBXRO30 This is now part of XSTFD execute file FAMIS Year End Procedures Manual Page Ill 10 Vear End Reference cont d AFR Batches and Encumbrances Programs have been developed in FAMIS to automaticallv reverse certain accounting transactions entered solelv for AFR reporting purposes Any journal entry encumbrance receipt disbursement or accounts receivable entry entered with a batch prefix of AFR will cause a reversing entry to be generated by a batch program Note that only journal entries encumbrances receipts disburs
81. f Budgets and Accounting website http tamus edu offices budgets acct class index html for a listing of the valid classification codes Request changes from FAMIS Production Services gt Add new ABRs to GEB Prodcard if appropriate FAMIS Year End Procedures Manual Page Il 30 Checklist 2 VUOO1 Update Accounts to New Year cont d NOTES FAMIS Vear End Procedures Manual Page Il 31 Checklist 2 VUOO1 Update Accounts to New Year cont d NOTES FAMIS Vear End Procedures Manual Page Il 32 Checklist 3 TU591 Load the FFX Class Code Table FFX Class Code Table Request TU591 L 3 Criteria YU800 Load the FFX Class Code Table master campus cc00 and each Member YUOO1 Master campus cc00 must run the TU591 first DATE ERRORS CHECKED Y Post NO No Post option This job updates the database Daily Batch Reporting gt Request daily batch reports DRPTS for both fiscal years once entry has started in the new fiscal year TIP Beginning September 1 even if you have no activity FAMIS Production Services will automatically begin running DRPTS for the new FY Controlled Data Entry in the New Year gt Submit request to set the Allow Transactions Flag on Screen 842 to Y Send to famishelp tamus edu TIP If not set by 08 31 xx FAMIS Production Services sets it to Y or the YU408 job Checklist 4 also sets the flag to
82. for the old year FAMIS Production Services will then change the SPA date control table SPA OPEN DT on Screen 853 to N and enter the close date They will create a new entry for the new FY that will control dates in the FFX system No prior fiscal year dates may be used in FFX after this date This table is also used to control the effective date as it is set in the daily SPA interface FAMIS Year End Procedures Manual Page Il 97 Checklist 31 Close 13 Month th Close 13 Month Request Official 13 Month Close LI 31 Officially Criteria Final FFX Feed TFAFD MDEP for August Request Official SAGO Notification of AFR Finalization 13 Month Close DATE ERRORS CHECKED Closed This is done after notification from SOBA that the AFR is complete e Sets the last closed month to Month 13 e Suspense items for the old year must be cleared up prior to closing Month 13 e Verify that MDEP for August has been run If not run before closing e No more updating is allowed in the old fiscal year e Run VR415 EXCLUDES Indirect Cost RR200 since it ran before carry forward balances were rolled at the Preliminary Month 13 Reporting NOTES FAMIS Year End Procedures Manual Page Il 98 Checklist 31 Close 13 Month cont d Reporting gt Request reports needed for 13 month financials and Year End Reporting gt Specify Year To Date for reports that you want t
83. fund deduction or summarv control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Accounting Svstem The first 6 positions identifv the specific account while the last four positions identifv the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Pavable An application of the Financial Records Svstem AP processes vendor pavments and keeps track of financial activitv involving vendors Action Context Line The screen line usuallv fourth from the top or lines where the screen to be accessed and the kev of the data to be addressed are input and displaved Alias A commonly used name for a customer other than the formal customer name primary name that prints on the check The Purchasing Svstem also offers a commoditv alias name and permits vou to define anv number of alias names once a vendor has been created AP See Accounts Pavable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes FAMIS Year End Procedures Manual Page V 9 Glossarv cont d B
84. fy that all suspense items are cleaned up for the old FY prior to closing Month 13 using the daily report FBDRO16 Make sure that Screen 17 Suspense Update is used to clear these items All corrections to AFR batch postings that have gone to Suspense must be made with an AFR batch FAMIS Year End Procedures Manual Page Il 81 Checklist 22 YR412 Close Budgets Close Budgets gt Request VR412 LI 22 Close Budgets Run NO POST Option First Accounts with Year End Process Flag Criteria XRO51 E or Tr YR217 DATE ERRORS CHECKED N Post N Post Y Post Y Post e Should be done once at the beginning of Month 13 e Can be re run with Y Post can be posted multiple times e Must be done once with Y option just before AFR is finalized and member campus locked down Screen 842 e Lapses revenue and expense budget for all SL accounts with a year end process flag T e Entries are posted into the old fiscal year e Required for SL accounts with a year end process flag set to E or T YR412 lapses revenue and expense budget for all SL and SA accounts with a year end process flag of E and for transfer SL and SA accounts with a year end process flag of T The entries are posted into the old fiscal year under batch reference BUDCO1 This may be run multiple times Run one last time prior to submitting the AFR to avoid having to make man
85. h 13 Close 18 USAS Purchasing Accruals file to FAMIS Production runs this job gt Il 75 Austin 19 IStudent Deferred FAMIS Production runs on Sept 1 e Il 76 Revenues Expenses 20 Accrued Payroll FAMIS Production runs on Sept 1 P Il 78 21 Post Endowment Earnings XRO51 FAMIS Production runs as Il 80 file is available 22 Close Budget Accounts YR412 gt Il 82 H23 Post Monthly Depreciation MDEP gt Il 84 Amortization 24 IDC Calculation RR200 gt Il 86 25 Zero Out Revenue Budgets VR150 gt Il 90 26 Reverse AFR Entries YR415 gt Il 91 27 Reverse AFR A R Entries YI415 gt Il 92 28 Zero Out AFR Encumbrances YR420 gt Il 93 22 Repeat Close Budgets for Final YR412 gt Il 94 Accounts 29 Close September Normal September jobs and gt Il 95 reports 30 Old Year AFR Finalization Submit AFR to SOBA gt gt Il 96 31 Close Old Fiscal Year 13 Month Request reports needed for year gt Il 98 close 32 GEB Generate Expense Budget Begin running DR150 in New Year gt Il 100 Current Month Processing FAMIS Vear End Procedures Manual Page Il 14 General Section cont d NOTES FAMIS Vear End Procedures Manual Page Il 15 FFX for the New Vear Opening FFX in the New Fiscal Vear While FFX can be open in multiple years this feature requires careful consideration to avoid errors It is still preferential to only work in one year In order to open FFX in the new fiscal year
86. h or VTD Download option is available data format is a comma delimited flat file Used for Schedule B 8 FAMIS Vear End Procedures Manual Page IV 18 Vear End Reports Listing cont d FBAR242 AFR Year To Date Revenues Report of Year To Date SL revenues Can have up to three levels of sorts Sort levels and the order of the sorts are user defined Sort fields can be fund group ledger function element of cost division department college exec level or reporting group Subtotals are provided at each sort level Up to six column ranges are user defined and controlled through a prodcard The current standard columns are as follows Revenues 0001 0279 0290 0383 0385 0799 Endowment Income 0384 Reductions in Grants 0280 0289 Rev Transfers In 0800 0899 Rev Transfers Out 0900 0999 Total Revenues 0001 0999 Download option is available data format is a comma delimited flat file Used for Schedule B 4 FBAR243 Selected Fund Additions Deductions Detail Listing Detail listing of transactions for selected ranges of fund addition fund deduction account controls This report is very similar to FBAR241 but with subtotals by account control range Can have up to three levels of sorts The sort fields can be fund group department function or division Account controls are defined in a prodcard Options are available to select a GL account range usually plant funds and the current month or YTD Used for Schedule B 1
87. he income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions may be predefined by the system It is also known as the Transaction Code F Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Financial Records System FRS A system that supports the financial record keeping and reporting of a college or university Financial Transaction An entry made to the system to record information Flag A data element used to set controls or conditions on a process or program Freeze Flag A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document FRS See Financial Records System Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Fund Balance The equity of a fund the difference between assets and liabilities Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency Fund Group ID A one digit identification number representing the f
88. her reduces encumbrance in new year FAMIS creates encumbrance adjustment entry in prior FY for you Tries to process encumbrance release of 40 in old year but will get an error message because there is only 30 remaining in the new FY FAMIS Year End Procedures Manual Page Il 12 General Section cont d Summary Steps Year End Close Procedures Additional information and instructions are provided on the following pages for each of the steps involved in scheduling the Year End Close procedures Post Option gt Action to be taken by the user Action taken by FAMIS but requested and recorded by the user CK ISTEP REQUEST REVIEW RUN Post Pg Ref Option H1A Open Fiscal Year VU800 Option YearEnd gt il 22 H1B Create Purchasing Prefixes FBYU854 Exclude Option Post gt il 25 2 Copy Accounts to New Fiscal Year VUOO1 includes YUOO7 Post gt il 27 3 Load FFX Class Code Tables TU591 Post gt il 33 4 Load Budget YU408 gt Il 35 5 Load Budget Transfers YU409 gt il 37 6 Load Salary Benefit amp Longevity YR405 gt Il 39 Encumbrances 7 Load Wage Encumbrances YR430 gt il 41 H8A Review Accrued Payroll PR302 Post and Review 1 43 Encumbrances H8B August Salary Savings FBPUO50 Post and Review 44 9 Zero Old Year Salary Encumbrances JVR410 Post and Review I 47 10 Load Payroll Budget Transactions PU515 Post and
89. identifv the job or describe its requirements usuallv to an operating svstem Journal Entrv A non cash transfer of dollars between two or more accounts FAMIS Vear End Procedures Manual Page V 13 Glossarv cont d L Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiarv Ledger Liabilitv Account In AP a GL account that is credited for the liabilitv when a voucher is processed Anv GL account that accepts a transaction creating a liabilitv Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Memo Bank Account An account that represents the balances of deposits for operating accounts Menu A screen containing a list of available processes screens or other menus Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports on on line searching Object Code A four digit number identifving specific items of revenue expense Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Regular Order A tvpe or purchase order that denotes a tvpical order Remit To Address The address to which the check for goods and or services ren
90. ight as the August Close is recommended gt Request that the Allow Transactions flag Screen 842 be set to Y if it is not set already by the YU408 Budget Load This flag must be set on or before August 31 FAMIS Production Services will change the flag after this date if it has not already been done gt Request that the Allow FFX Transactions flag Screen 842 be set to Y only when you are ready to begin FFX transactions in the new FY and will no longer do FFX transactions in the old FY gt Request a re run of program YUOO1 Create New Year Accounts to roll any new accounts created in the old year and not yet rolled to the new year Option N no replace FAMIS Year End Procedures Manual Page Il 57 Checklist 12 VU215 Complete Purchasing Documents cont d NOTES FAMIS Year End Procedures Manual Page Il 58 Checklist 13 YR217 post Purchasing Accruals Old Year Purchasing Accruals gt Request VR217 UU 13 NO POST ONLY Criteria YU215 optional Post Purchasing Accruals in the Old FY The POST option will run with August Close DATE ERRORS CHECKED N Post N Post Because the Accounts Payable Accruals affect the AFR the date of August Close is the date used to post the GL accruals for purchasing documents entered into the old fiscal year e Required Parm THROUGH DATE e Accruals include purchasing documents that have been received but not in
91. ill update the database YU850 changes the default current month and fiscal year to September of the new fiscal year Job YU850 also changes the Allow Purchasing Flag on Screen 842 to Y in the new year and sets the same flag to N in the old year Security Administrators may need to change the access for those employees who need to work in the old fiscal year particularly FFX Changing the Default Year Purchasing documents can only be closed in one fiscal year the one that is open They cannot be closed in Month 13 New Year Purchasing documents cannot be closed in the new year until the default fiscal year has been changed to the new fiscal year They can however be created in the old fiscal year Once the default year is changed to the new year purchasing document and encumbrance processing will ONLY be allowed in the NEW year Persons in Fiscal Purchasing and Departments must be aware of this change Once the default FY has been changed to the new year purchasing documents cannot be opened updated or closed in the old year Encumbrances are only allowed in the current FY and processing month Invoicing can be done in any open FY but the voucher will only post in current fiscal year NOTES FAMIS Year End Procedures Manual Page Il 69 Checklist 16E XRO10 close August All Members e YRO10 Post U 416E ERRORS CHECKED VRO10 Post VRO10 rolls all encumbrances forward and includes PB
92. ital object codes NOTES FAMIS Year End Procedures Manual Page Il 60 Checklist 14 YRO10 Roll Encumbrances Forward Encumbrances Forward gt Request VRO10 Q 14 Rolls Old Vear Encumbrances Forward VU216 includes PBVU216 Creates New Vear Purchasing Encumbrances NO POST Oniv Criteria YR217 The POST option will run with August Close YR410 DATE ERRORS CHECKED N Post N Post e Old year non Purchasing and Purchasing encumbrances are brought forward e Cannot be re run with Y Post can be posted only once e After this any encumbrance adjustments must be made in both fiscal years e A No POST run is highly recommended This may help in alleviating errors on the POST run YRO10 rolls all encumbrances forward and includes PBYU216 that encumbers new FY purchasing documents entered in the old year gt Begin ENTRY for new FY financial transactions deposits vouchers journal entries Encumbrances Vouchers and Checks After these programs are run do not open close purchasing documents in the old year Vouchering should be done in the new year After this point any encumbrance adjustments made in the old FY will also need to be made in the new FY It is wise to limit the number of persons working in the old year by using the appropriate security controls FAMIS will offer different versions of the PBYU216 and PBVR217 to be run for Parts using SciQuest
93. ll documents reverse the encumbrance fiscal personnel have access Send the new year Voucher Sequence Prefixes and their descriptions to FAMIS Production Services you can view on Screen 835 gt Notify all appropriate individuals of any changes in voucher prefixes or account numbers This includes those involved in preparing files which are interfaced with FAMIS i e BANNER SIMS SIS CIS Centrex Stores etc as well as those preparing paper documents for input to FAMIS gt Notify FAMIS Production Services of any new local disbursement banks and the appropriate settings for Screen 833 FAMIS Year End Procedures Manual Page Il 56 Checklist 12 VU215 Complete Purchasing Documents cont d New Vear Entrv gt Change the value of the Global Budget Control flag on Screen 843 as needed especially if the budget has not been loaded or budgets have not been brought forward TIP Blank enforces budget checking and N turns budget checking off IMPORTANT NEW YEAR ACTIVITIES The following activities should commence at the same time but not before you are ready to close August and begin working in September i e the new fiscal year The timing for these events is VERY important and affects the Fiscal Business Office Purchasing and all departments Hence all users must be aware of when these events will happen Choose the date for the following activities the same n
94. member FAMIS DSPA feeds are always a day behind Therefore on Day 1 DSPA will be run after 5pm for the previous day s OLD year activity and the file will be FTP d to Austin Since there is a 2pm deadline for SPA feeds this file will not update SPA until the following night s SPA cycle 2 On Day 2 DSPA will be run after 5pm for Day 1 s OLD year activity and the file will be FTP d to Austin 3 OnDay3 DSPA will be run after 5pm for Day 2 s OLD year activity and the file will be FTP d to Austin 4 On Day 4 since the OLD year is locked down and since the final file for the OLD fiscal year will update that night in SPA FAMIS will request a SPA extract file SPA will create it that night after all SPA updates have occurred 5 On Day 5 FAMIS will FTP the SPA extract file for the OLD year to our system and verify its receipt FAMIS will change the fiscal year end flag for SPA feeds to the NEW year Screen 853 and point the DSPA JCL Job Control Language to the NEW year DSPA can be run that night to begin sending daily feeds to SPA for the NEW year It will pick up all NEW year FFX activity prior to Day 5 FAMIS Year End Procedures Manual Page Il 20 FFX for the New Vear cont d 6 Once SPA has reconciled your AFR and SPA balances they will officially close SPA entry for the old year FAMIS Production Services will then change the SPA date control table SPA OPEN DT on Screen 853 to N and enter the close date The
95. ment will be permanently removed from the database during the next archive cycle Diagnostic Message HELP An on line feature which assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A record of the dollar amount and the type of financial transactions posted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated FAMIS Year End Procedures Manual Page V 11 Glossarv cont d Drop Flag A data element whose condition signifies that a document is to be removed from the data base immediatelv E Encumbrance An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent Endowment Income T
96. nennnenzenzenennna Il 91 Reversing AFR A R Entries ses ssennzznnezzznnnzzzznsnenzzzznnanzznnanznnzzna Il 92 Zero Out AFR Encumbrances ssssseenenzannenezzznnenznzznnaranzznnananznnna Il 93 Repeat Close Budgets esses enne nnne Il 94 Close September ina a A a pr e Il 95 Old Year AFR Finalization eese Il 96 Submitting the AFR 0 sess senenn eia aeia eieae ia Il 97 FEX ANG Il 97 Close 13th Month Officially Il 98 Reporting isis a A a a Alan eee Il 99 GEB Generate Expense Budget ss sseeeenenaznnnnzzennmenzzznniznzznna Il 100 Page l 7 Table of Contents cont d I Year End Reference PAGE oll iii ndare a aa Aee E aD aR aa aa aisa IIl 3 SL Year End Flag Values 0 ss seemennennnznnnnnanenenznnznnzznnenanznznannnznnna IIl 3 FS FISGalics ME IIl 3 E En umbran e Only sia d Ill 4 P Pr ject ACCOUDLS dn ences IIl 4 IM TAN STON i IIl 5 Examipl8S sa E EE IIl 6 GL Year End Flags ss neeenenanannnannnnnanananananann ena nan nnne nnne an IIl 9 dioc eR IIl 9 P Project Accounts oai nennnnnnnnnnnnnnnnnn ene IIl 9 SA Expense Budget Transaction Flags L ss sseeeenenenzznnnnnzznnnni IIl 10 Deferred Student Revenue ssesssseenenzzznnnnzanznnanzzzannananzanmanznzana IIl 10 AFR Batches and Encumbrances sse sesssnenazzzonnnanzznnnananzanzananzana Ill 11 Ending Accounts Payable and Inventory Prepaid Expenses
97. not complete if 1 there are encumbrances left on the document and 2 there are any open invoices associated with the document To see which documents will complete run the PBYU215 with a NO POST option TIP Request PBAR221 and PBAR225 to see the uncompleted documents You can then analyze potential problems such as hanging encumbrances and invoice headers that need to be cancelled Open Invoice Headers If an invalid invoice has been started and is still open when the last invoice pays the document will not be completed That invoice must be cancelled for the document to complete NOTES FAMIS Year End Procedures Manual Page Il 55 Checklist 12 VU215 Complete Purchasing Documents cont d Hanging Encumbrances Documents normallv complete as thev are paid but occasionallv thev do not This mav happen when an M processing code has been used on the order With an M code the invoice must be marked as a final pavment in order for the purchasing document to be completed For documents with hanging encumbrances use one of the following screens to zero out the encumbrances before requesting the PBVU215 1 Screen228 purchase orders manually complete the document purchasing personnel have access 2 Screen238 exempt docs manually complete the document purchasing personnel have access 3 Screen 243 limited docs manually complete the document purchasing personnel have access 4 Screen 11 a
98. nsactions are fed for the NEW year When should you begin feeding NEW year controlled and capital items from Accounts Payable into FFX The job that does this is FnnTAPFD where nn is your Part number The options are A Feed only OLD year A P activity until all FFX entry for the OLD year has been completed Once the OLD year is complete feed only the NEW year FAMIS Year End Procedures Manual Page Il 17 FFX for the New Vear cont d Pro This method completelv separates OLD vear and NEW vear FFX activitv There is verv little chance that a NEW vear item would accidentallv be approved in the OLD vear Propertv Office workers can assume that all pending assets belong to the prior vear When FFX is complete for the vear there should be no outstanding pending assets Con Once the Propertv area has finished entering the majoritv of FFX items for the OLD year there may be slack time that could be used preparing and auditing some of the pending assets that will be created by NEW year A P activity Con FAMIS bar code labels TBARO57 for items that have been purchased in the NEW year cannot be automatically created until the voucher has been fed and approved in the NEW year Departments must be encouraged to physically label assets within 10 calendar days of receipt as stated in the System Equipment Management Manual OR B Feed both OLD and NEW year A P activity into FFX Separate reports will be prepared for each FY feed All
99. nse account due to errors If entries from AFR batches go to Suspense these entries must be cleared with an AFR batch If this is not done the corrections will not be automatically reversed by the reversing programs in the new year Interface Feed Files For all your Interface Files check each one for the month year that you want the file to post Many mistakes are made with posting files into the wrong month year during the Year End Process At Year End send your files to FAMIS Production to post as soon as available but AT LEAST two 2 days before Month End Close This allows time for review and correction of problems before the Month Year is closed and no adjusting entries can be made FAMIS Year End Procedures Manual Page Il 5 General Section cont d Deferred Student Revenue Expense Beginning on June 1 the student accounting feed entries are split for deferred revenue and expense based on semester codes provided by each participating System Member currently TAMU TAMUG TAMU C and TAMU T Deferred batches are posted into the new fiscal year gt Review semester codes in the student systems for new code additions or changes to existing codes Do this early spring and notify FAMIS Production Services of the changes Purchasing Document Default Year gt Change Purchasing Document Default Year optional The purchasing document default year is the year that displays on the document heade
100. ntal Asset Transfer Year End Items Cancels all pending TDP documents and the associated routing documents New TDP documents must be created to initiate asset transfers in the new fiscal year VBYU275 DCR Year End Processor Cancels all pending DCR documents and the associated routing documents New DCR documents must be created to initiate corrections in the new fiscal year FAMIS Year End Procedures Manual Page IV 6 FAMIS Vear End Programs Listing cont d New Vear Budget and Salarv Encumbrance Programs FBYU408 FBYU409 FBYR405 FBYR406 FBYR430 YF500 Loads new year budget Reads FAMIS budget files and creates budget entries to be loaded into FAMIS accounting in the new fiscal year BBUDO1 BEG BUDGET Pnn 020 trans K713FA BPP BUDGET FY fy shr Loads new year budget transfers Reads FAMIS budget files and creates budget transfer journal entries to be loaded into FAMIS accounting in the new fiscal year BTXRO1 BEG TRANSFER Pnn 060 trans Loads new year salary encumbrances This program reads the same file as FBVR405 and creates a lump sum salary encumbrance to be loaded into the new year SENZ99 BEG SALENC Pnn 051 trans at 1105 K713FA FAMIS BUDGET FY fy shr A second version of FBVR405 It alternatively loads the salary encumbrances from the Form 500 file as opposed to the budget file If run the transactions would be posted into the new year Loads new year wage and or benefit encumbrances This progr
101. nto the new year FAMIS Year End Procedures Manual Page Ill 4 Vear End Reference cont d T Transfer Carries forward only encumbrances and budget to cover those encumbrances Transfers BBA to the account specified on Screen 6 Transfers are posted in the old fiscal year Encumbrances and Budget to Cover to same account Revenue BBA to transfer account Expense BBA to transfer account Creates an encumbrance transaction for every record in the open commitment file for that account Creates a budget forward transaction for the total encumbrance amount in each ABR category or line item budget to cover the encumbered funds Creates a budget forward transaction for each 10 digit account that has BBA Posts this transaction to a 10 digit account specified on Screen 6 If the transfer to account is a GL account the SL BBA is lapsed A journal entry is posted to reduce the cash fund balance in the transfer from mapped GL and increase the cash fund balance in the transfer to GL If the transfer to account is an SL account a budget transfer is posted to the transfer to SL and a journal entry is posted to move the cash fund balance to the transfer to GL Note that the transfer to SL account should have a Year End Process flag of F Transfer accounts cannot point to themselves For examples see section below Using the Transfer T Year End Flag Using the Transfer T Year End Flag Carries forwa
102. ntry transfer the budget debit 101000 0001 450 00 credit 104000 1000 450 00 e 060 Journal entry to transfer the fund balance from reserve debit 010400 5910 450 00 credit 010000 4910 450 00 GL Year End Flags rus is A REQUIRED FIELD F Fiscal gt All asset liability and fund balance account controls are rolled into the fiscal year beginning balance in the new year gt Fund additions deductions and summary controls are not carried forward gt All bank accounts are processed using flag F P Project Accounts The only meaningful time to use P at the GL level is when there is a 1 1 relationship between the GL and SL Project To Date accumulators would not be meaningful when multiple SLs each having different project years map to the same GL gt All asset liability and fund balance account controls are rolled into the fiscal year beginning balance in the new year gt Fund additions deductions and summary controls are carried forward into the beginning balance field FAMIS Year End Procedures Manual Page Ill 9 Vear End Reference cont d SA Expense Budget Transaction Flags round on SL Screen 6 These flags are used to indicate how the budget will be carried forward at the support account level and the types of transactions which are allowed The following values are accepted Y Yes Carry Forward Budget at SA Level Use this flag value to carry forward budget balances at the support account l
103. o lock down your campus code for the OLD year and no other entry into the OLD year will be allowed All Screen 842 flags will be set to N in the OLD year The lock is done using AFR Screen 203 FFX and DSPA Day 1 Remember FAMIS DSPA feeds are always a day behind Therefore on Day 1 DSPA will be run after 5pm for the previous day s OLD year activity and the file will be FTP d to Austin Since there is a 2pm deadline for SPA feeds this file will not update SPA until the following night s SPA cycle Day2 On Day 2 DSPA will be run after 5pm for Day 1 s OLD year activity and the file will be FTP d to Austin Day3 On Day 3 DSPA will be run after 5pm for Day 2 s OLD year activity and the file will be FTP d to Austin Day4 On Day 4 since the OLD year is locked down and since the final file for the OLD fiscal year will update that night in SPA FAMIS will request an SPA extract file SPA will create it that night after all SPA updates have occurred Day5 On Day 5 FAMIS will FTP the SPA extract file for the OLD year to our system and verify its receipt FAMIS will change the fiscal year end flag for SPA feeds to the NEW year Screen 853 and point the DSPA JCL Job Control Language to the NEW year DSPA can be run that night to begin sending daily feeds to SPA for the NEW year It will pick up all NEW year FFX activity prior to Day 5 Later Once SPA has reconciled your AFR and SPA balances they will officially close SPA entry
104. o create expense budget in the old year from existing revenue for those accounts that are not normally GEB Then the roll forward process is used to facilitate creating the new year expense budget With this job and choosing various options a whole range of accounts can be processed without setting the GEB flag on each account or users can pick and choose on which accounts to set the GEB flag for a range of accounts NOTES FAMIS Year End Procedures Manual Page Il 90 Checklist 26 YR415 Reversing AFR Entries Reversing AFR Entries gt Request YR415 UU 26 Create Post AFR Reversing Entries Criteria AFR Batches DATE ERRORS CHECKED N Post N Post Y Post Y Post Verify that the clearing account is valid for the new fiscal year Special Year End YEnnnn Batch If you are doing a Preliminary Month 13 Reporting and need to make any additional non reversing entries in the old FY do so with a new specified batch header YEnnnn i e YE6 year end 2006 and keep a list of all these old year entries These YE batches YEnnnn will NOT be reversed programmatically Your list identifies those entries which need adjustments in the new year NOTES FAMIS Year End Procedures Manual Page Il 91 Checklist 27 YI415 Reversing AFR A R Entries Reversing AFR A R Entries gt Request VI415 LL 27 Criteria AFR Batches DATE ERRORS CHECKED N Post
105. o show consolidated reporting Examples FBMRO061 FBMR204 FBMRO062 FBMRO95 gt Request GL statements FBMR291 for accounts with activity using the special batch identifier VEnnnn where n is the fiscal year indicator i e VE4 for FY2004 Statements can be run by account range but not by the above mentioned special batch identifier YEnnnn Previously if you made any additional entries in old FY after the YR415 is run you should have done so with a new specified batch header YEnnnn i e YE4 yearend 2004 and have kept a list of all the entries These YE batches YEnnnn will NOT be reversed programmatically For SL activity manual adjustments MUST be made for changes to the new FY The list identifies the entries made after the AFR reversing entries that need adjusting For GL activity FAMIS job YROO3 can be re run to make the adjustments for changes FAMIS Year End Procedures Manual Page Il 99 Checklist 32 Generate Expense Budget GEB Generate gt Begin GEB for New Year LI 32 Expense Budget Criteria Close Old Fiscal Year DR150 GEB FAMIS Production Begins to Run PATE ERRORS CHECKER New Year GEB Y Post e FAMIS Production begins to run new FY GEB DR150 e This run will catch up any outstanding balances in the new year e Cannot be re run with Y Post can be posted only once This will also catch up the GEB entries Verify that your G
106. o sync up the prior FY and the new FY gt User initiated 027 transactions Budget Brought Forward are allowed in both years e YROO6 looks at transactions and is able to ignore user initiated 027 transactions and only utilize the 027 transactions posted by the YROOG to sync up the prior FY and the new FY FAMIS Year End Procedures Manual Page Il 9 General Section cont d gt YR412 Budget Transfers e Will process until the FINAL run has been performed or Month 13 Closed e Does NOT actually post any transfers still need to run the YR412 process on the Year End Checklist e Feeds the file normally fed to FBDUO10 into VR414 gt YR414 Budget Transfer Simulation Process e Simulates the YR412 process but only 1 run of transfers o Some members do multiple transfers too complicated to handle o Some members transfer Budget out and then add budget back into accounts o How do we handle this since the YR412 simulation process will still be running o Once FINAL has been run the VR412 will not process any more This is the point at which those budgets which you wish to remain in the Transfer From account need to be entered e Creates a file to be fed to YROO3 6 gt YROO3 GL Actuals e Accepts YR412 YR414 simulated feed to add to the actual and then rolls actuals forward e Performed until Month 13 Closed gt YROO6 SL SA Budgets e Now processes the budget roll for ALL Year End account types including
107. oes not have to be using SPR to request this report Sorted bv sponsor tvpe AFR Schedule of Current Funds Revenues Reports SL revenues and expenses Sorted bv major subcode range minor subcode range and sort option The sort option can be department division college or exec level Download Option is available data format is a comma delimited flat file Used for Schedule B 3 B 4 C 1 AL RSCH Report for IDC Reports and distributes indirect cost to principal investigators Report uses PI award data in the SPR module to distribute indirect cost Used for Developed for AL RSCH AFR Changes in Fund Balance 200 column report Reports revenue and expense at the GL level similar to FBAR253 Can have up to three levels of sorts The sort fields can be fund group ledger function division department college exec level auxiliarv or reporting group Download option is available data format is a comma delimited flat file Used for B 2 B 2a B 3 FAMIS Vear End Procedures Manual Page IV 21 Vear End Reports Listing cont d FBAR383 FBAR530 FBAR540 FBMR220 PBYR217 Detail Activity Support Accounts e Provides a support account detail listing of expenditure budget and or encumbrance transactions Analyzes detail transactions for a support account or range of support accounts subcodes banks transaction codes or batch references e Many sorts and options are available e Download opti
108. oken out by category FBAR239 Detail report of budget transfers FBAR243 GL transfers FBAR253 SL changes in balances FBAR266 GL changes in balances 7 Schedule B 2 a Changes in Fund Balances Designated Funds Service Departments FBAR230 Expenditures by fund group function broken out by category FBAR239 Detail report of budget transfers FBAR243 GL transfers FBAR253 SL changes in balances FBAR266 GL changes in balances 8 Schedule B 3 Changes in Fund Balances Auxiliary Enterprise Funds FBAR230 Expenditures by fund group function broken out by category FBAR239 Detail report of budget transfers FBAR253 SL changes in balances FBAR258 Current Funds Revenues FBAR266 GL changes in balances FBMR220 GL Account Control Summary 9 Schedule B 4 Changes in Fund Balances Restricted Current Funds FBAR230 Expenditures by fund group function broken out by category FBAR233 Revenues and Expenses by Category FBAR239 Detail report of budget transfers FBAR242 YTD Revenues FBAR243 GL transfers FBAR252 Detail transactions FBAR253 SL changes in balances FBAR258 Current Funds Revenues FBAR266 GL changes in balances 10 Schedule B 5 Changes in Fund Balances Loan Funds FBAR240 Loan Funds Report FBMR220 GL Account Control Summary 11 Schedule B 6 Changes in Fund Balances Endowment and Similar Funds FBAR230 Vear to Date Expenses FBAR232 Endowment E
109. on s monies Clearing Account A temporary summary account such as a payroll account which is periodically set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displayed or to be displayed by the system FAMIS Year End Procedures Manual Page V 10 Glossarv cont d Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Cycle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An on line feature which assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered Delete Flag A data element whose condition signifies that a docu
110. on Report of budget entry transfers sorted by account e Download option is available data format is a comma delimited flat file e Used for Schedule B 8 Detail Listing of Budget Transfers e Detail report of budget transfer transactions with transaction code 022 A range of SL accounts can be specified e Can have up to three levels of sorts which are user defined e The sort fields can be ledger fund group function division or department e Download option is available data format is a comma delimited flat file e Used for Schedule B 1 B 2 B 2a B 4 FAMIS Year End Procedures Manual Page IV 17 Vear End Reports Listing cont d FBAR240 AFR Loan Funds Schedule B 5 Report of loan fund balances and changes in fund balance Sorted bv sub fund group for a given range of GL accounts Column ranges are user defined and controlled with a prodcard Currentiv the ranges are as follows Gifts Interest Income Transfers In Other Additions Transfers Out Other Deductions Download option is available data format is a comma delimited flat file Used for Schedule B 5 FBAR241 Plant Fund Additions Deductions Detail Listing Detail listing of transactions for selected fund addition fund deduction account controls sorted bv account Used primarilv to analvze transfers at the GL level in Plant Funds Account controls are defined in a prodcard Options available GL range usuallv within plant funds Current mont
111. on is available data format is a comma delimited flat file e Used for Schedule B 4 Analysis of Fund Balance vs SL BBA e Compares budget versus fund balance in the GLs and SLs e Options are available to include only beginning balances or run for the requested month There is also an optional SL report displaying the portion of the GL fund balance attributed to each SL Account Listing e Lists GL and SL accounts and their attributes e Options are available to include or exclude deleted accounts Option both will list both reports needed to check the values of flags and attributes for year end General Ledger Account Controls e Balance sheet for each General Ledge each GL on a separate page This report includes fund deductions fund additions and summary account controls e Download option is available data format is a comma delimited flat file e Used for Schedules B 3 B 5 B 8 B 11 D 6 Purchasing Accounts Payable e Reports purchasing accounts payable accruals documents which have been received but not invoiced or vice versa Purchase order P Exempt E and Limited L class documents in a status of closed in process frozen or completed are included FAMIS Year End Procedures Manual Page IV 22 Sample Vear End Reports FAMIS Vear End Procedures Manual Page IV 23 Sample Vear End Reports cont d FAMIS Vear End Procedures Manual Page IV 24 AFR Exhibits Schedules and FAMIS Reports Overview
112. or budget preparation by running the Budget option See more information about the three options below e Run YEAREND option by August 31 e Creates FRS AR and SPR control records e Rolls some tables forward to next year but leaves current year pointing to old year e Flags Screen 842 are set as follows Allow Attributes Purchasing Transactions flags are set to N Budget Control flag is set to the same value as the previous FY FAMIS Year End Procedures Manual Page Il 22 Checklist 1A YU800 Prepare New Fiscal Year Tables cont d Ed Change appropriate Tables in the new fiscal year The tables in the YU800 will not be rolled forward again Changes may be from SAGO mandated changes User defined changes or TAMUS defined Object Code deletes YU800 e Creates the new fiscal year control records and copies tables in the next fiscal year but leaves the current year pointing to the old year e Must be run with the YEAREND option by August 31 to allow check and voucher updates to post in the new year successfully e Sets Allow flags Attributes Purchasing Transaction and FFX on Screen 842 to N e Sets the Budget Control flag on Screen 843 to the same value as the previous FY FAMIS users control this flag update security access is required OPTIONS for the YU800 A OPTION VEAREND needs to be run as part of year end processing It creates the AR SPR Purchasing and most of the FFX control tables and in
113. quest YR150 YROO6 YR415 YI415 YR420 YR412 includes YR413 e Close September e Year End AFR Finalization e Final Month 13 Close e Begin running GEB in new year DR150 FAMIS Year End Procedures Manual Page Il 88 End of Year Sequence Month 13 cont d Reports In order to have a selected set of reports run for the Preliminary Month 13 Reporting you must notify Production Services at least one 1 week in advance They require this time to prepare the JCL o Verify that XR051 Endowment Earnings 4th Quarter CHECKLIST 421 has been run by FAMIS gt Request Preliminary Month 13 Reporting This includes all activity to date for Month 13 SPR bills RU250 are not produced in Month 13 for monthly bills any outstanding expenses will be included in September Includes the 13 month RR200 Indirect Cost IDC calc d but billed in Sept Run in Month 13 but before either September or Month 13 close Includes the 13 month RU280 Cost Sharing Calculation Includes the 13 month RR290 Cost Share Reports Includes a final AP to FFX feed TAPFD for the old FY Includes a final FFX to Accounting feed TFAFD for the old FY Includes pre defined selected 13 month statements for Departments Each Business Office must have specified to FAMISPROD one week in advance the specific reports needed Examples might be as follows FBMR291 FSMR291 FBMR293 FSMR293 FBMR295 FSMR295 SL entries should not be
114. r is opened A couple of days delay is necessary so that a year end SPA snapshot extract can be captured of the OLD year for reporting purposes FAMIS Year End Procedures Manual Page Il 19 FFX for the New Vear cont d SPA Feeds Vear End As you know as of September 01 2000 we started sending automated feeds DSPA to SPA on a daily basis We no longer send monthly feeds to SPA Since this changes the way we look at feeds related to fiscal year end processing we need to explain more about how this will work and what you need to consider related to SPA feeds The scenario for your agency will be similar to the following At your request the Screen 842 FFX Allow Transaction flag is set to Y in the NEW year Day 1 is the last possible day of FFX entry into the OLD year as the flag will be set to N in the OLD year per your agency s request or submission of completed AFR At this point the Property Office states it has completed entry of all OLD year activity and the Business Office states it has entered all necessary AFR Plant Property transactions and or A P transactions activity for the OLD year All capital and or controlled assets for the OLD year have been entered Atthis time your AFR has been delivered to SOBA AFR Representative SOBA requests FAMIS to lock down your campus code for the OLD year and no other entry into the OLD year will be allowed All Screen 842 flags will be set to N in the OLD year 1 Re
115. r screens when creating a new document Two fields on Screen 311 control the default purchasing year DEPT Default Year l PURCH Default Year j During a fiscal year the purchasing default year is the same as the current fiscal year However for year end processing there is a time when the departments need to stop creating documents in the old year and begin creating documents in the new year In addition the Purchasing Office needs to continue working in the old year These fields allow you to set a different default year for these two different focuses At your discretion request that FAMIS Production Services change your Purchasing Default Year to the new FY on Screen 311 for DEPT documents limiteds exempts and requisitions and or PURCH purchase orders documents This means that while working in the old year as users enter purchasing documents the default document year on the document header screens will be the new fiscal year Should they wish to pay with current year funds they would have to change the default year on the document header to the current old year These two fields can be changed at different times FAMIS Year End Procedures Manual Page Il 6 General Section cont d Rolling Balances After August Close Beginning with the 2011 August Close in an effort to reflect balances that carrv forward from the old year to the new year on a more frequent basis the YROO2 YROO3 and Y
116. rances Reads the open commitment file in the new year and finds all encumbrances with a reference number beginning with AFR Encumbrance entries are created to zero out these encumbrances These entries are to be posted into the new year RENCO1 YEND REV ENC Pnn Departmental Budget Request Year End Items Cancels all pending DBR documents and the associated routing documents New DBR documents must be created to initiate budget requests in the new fiscal year Sends the new Fiscal Year transactions to SciQuest and rolls the special routing table forward from one year to the next This program can be run to copy from one campus to another or to skip over years Reverses AFR accounts receivable entries Reads the AR invoice file and creates reversing AR entries for entries posted in the old year with an AFR batch The reversing entries are to be posted into the new year posted with IBDUO10 RVAR10 YEND REV AR Pnn FAMIS Year End Procedures Manual Page IV 5 FAMIS Vear End Programs Listing cont d PBVR217 Purchasing accounts payable accrual report Lists documents which have been received but not invoiced Includes documents with P E and L classes which are in process closed frozen or completed statuses PBYU215 Purchase YE document complete PBYU216 Purchasing YE encumbrance PUROO1 no dataset on line batch posts these PQAU761 Sends all outstanding transactions to SciQuest and maintains flags TBYU851 Departme
117. ransactions to SPA for the NEW year refer to the discussion of this scenario found below OR B Close the OLD FFX year when the AFR is submitted for original review but wait to open the NEW FFX year for transactions until the final AFR review is complete The Property Office and Business Office should be relatively certain that FFX is current and that the Plant portion of the AFR Schedule B 11 is complete The final SPA transactions for the OLD year must be FTP d to SPA before sending any transactions to SPA for the NEW year refer to the discussion of this scenario found below OR C Wait until you run your official final Month 13 reports before closing the OLD year and opening the NEW year for transactions This will ensure that all OLD year transactions are processed before the NEW year is opened for processing transactions A final SPA feed will be run for the OLD year similar to the scenario discussed below Once the NEW year has been opened to allow FFX transactions all of the following will begin running in the NEW year TAPFD feeds pending assets from accounts payable TFAFD feeds FAMIS G L transactions from FFX TMASS mass change program and TRO59 FAMIS bar code upload for TAMU and TAMCC FAMIS will not send NEW Year entries to SPA until the OLD year is closed at the state This is usually after AFR is due at the State The New Year SPA feeds cannot begin at the same time the NEW FFX yea
118. rd only encumbrances and budget to cover those encumbrances to the same account Transfers BBA to the account specified on Screen 6 Encumbrances and Budget to Cover to same account in new year BBA to transfer account on Screen 6 Used to retain encumbrances and budget to cover those encumbrances in the same account while transferring BBA to another account This is often used to close out an account and transfer the balances to reserve accounts FAMIS Year End Procedures Manual Page Ill 5 Vear End Reference cont d The Transfer T Vear End Flag performs the following actions 1 Anew vear encumbrance transaction will be created for everv record in the open commitment file for the original account 2 A budget forward transaction for the total encumbrance amount in each ABR category or line item budget to cover the encumbered funds will be created for the original account 3 The transaction created for the budget available amount will depend on what account is in the year end account field If the transfer to account is a GL account the SL BBA is lapsed A journal entry is posted to reduce the cash fund balance in the transfer from mapped GL and increase the cash fund balance in the transfer to GL If the transfer to account is an SL account a budget transfer is posted to the transfer to SL and a journal entry is posted to move the cash fund balance to the transfer to GL Note that the transfer to
119. res Manual Page Il 71 Checklist 16G YU851 close August All Members TDP Documents YU851 Post U 16G ERRORS CHECKED YU851 Post TDP Documents Changes the status of active documents to Cancel Changes the status of the routing documents to Cancel The POST option will be run the night of August Close This is not year end related FAMIS Year End Procedures Manual Page Il 72 Checklist 16H YUO15 close August All Members SciQuest Account Preparation 4 YUO15 U 16H ERRORS CHECKED PQAU761 This program will prepare the SciQuest accounts for the new year This is NOT a requestable program This is run on Part 13 for all SciQuest parts FAMIS Year End Procedures Manual Page Il 73 Checklist 17 YRBBR Roll Balances Forward Balance Forward GL SL Budget and Project Actuals e YRBBR Account Balance Daily Roll Includes the following U 17 e YROO3 Roll GL Bank Balances e YROOG Roll SL Balances e YR414 Modified version for Daily Roll Simulation of VR412 Roll SL and SA Budgets now includes Project Budgets e YROO2 Roll Project Actuals Beginning with the 2011 August Close in an effort to reflect balances that carry over from the old year to the new year on a more frequent basis the YROO2 YROO3 and YROO6 programs will be run daily by FAMIS Production A special version of the VR412 runs with this process which allows for the simulation of the b
120. s AL EXT ONLY always post the AR feed into the old year until AL EXT says to post into the new year NOTES FAMIS Year End Procedures Manual Page Il 62 Checklist 15A YUDCL Close out DBR and DCR Close out DBR and DCR gt Request YUDCL L 815A NO POST ONLY Criteria NO DATE ERRORS CHECKED N Post DBR Documents FBYU523 Changes status of active documents to CANCEL Changes routing status of documents to CANCEL DCR Documents VBYU275 Changes status of active documents to CANCEL Changes routing status of documents to CANCEL NOTES FAMIS Year End Procedures Manual Page Il 63 Checklist 15B YU851 Close out TDP Close out TDP gt Request YU851 LI 15B NO POST ONLY Criteria NO TBYU851 DATE ERRORS CHECKED N Post TDP Documents Change status of active documents to CANCEL Change routing status of documents to CANCEL Complete all TDP documents PRIOR to the August Close The POST option will be run the night of August Close NOTES FAMIS Year End Procedures Manual Page Il 64 Checklist 16A FBMU821 close August All Members Close August All Members August Close L 816A FAMIS Production Services runs August Close for all Parts on the same night gt Before the scheduled close dates All Members must ensure these items have been done Criteria YUOO1 PBYU215 Optional YR217
121. s during the year FBAR230 Year To Date Expenses Report of Year To Date SL expenses Can have up to three levels of sorts The sort fields can be fund group ledger function element of cost sub element of cost division department college exec level TAMRF account number or reporting group Subtotals are provided at each sort level Column ranges are user defined and controlled in a prodcard The standard ranges below are changeable upon request Salaries amp Wages 1100 1799 Operating 1900 6999 Capital 8000 8799 Indirect Costs 9600 9699 Download Option is available data format is a comma delimited flat file Used for Schedules B 1 B 2 B 2a B 3 B 4 B 6 B 8 B 11 C 2 C 3 D 4 FBAR231 Federal Grant Expense Summary Report of SL expenses for a selected range of accounts Sorted by CFDA code Subtotals for CFDA code Columns are Direct expenses Indirect expenses Total expenses Download Option is available data format is a comma delimited flat file Used for Schedule D 5 FAMIS Year End Procedures Manual Page IV 15 Vear End Reports Listing cont d FBAR232 Endowment Fund Balance Report Report of endowment fund balances changes in fund balance and associated earnings distribution sorted by sub fund group sub sub fund group YTD earnings are calculated using object codes which are entered as parameters into the program The object codes are usually 0350 0399 or 0395 0395 The Endowment Earnings
122. t fiscal year In even numbered fiscal years YUOOA copies SAs in the 120000 129999 SL range to the corresponding 110000 119999 SL range In odd numbered fiscal years it copies SAs in the 110000 119999 SL range to the corresponding 120000 129999 SL range e For AL EXT Part 07 the YUOO1 includes FBYUOOS to create new year support accounts This is needed because the support accounts are different numbers 2nd digit FY and is only run once due to additional manual entries that CCO7 makes e For AL EXT Part 07 VUOO8 Copy Support Accounts from one SL to Another Both SL accounts must exist in the same fiscal year This is run for AL EXT e With the YUOO1 YUOO7 Update SL Counter Flags for GLs is run by FAMIS with the VUOO1 This updates the SL counter for the General Ledgers and indicates how many SLs are mapped to the GL YU007 can be run re run any time throughout the year but needs to be run at least once per year Banks gt Set up any new fiscal year state banks for the new fiscal year using Screen 28 Contact FAMIS Production Services for instructions to set up any new local banks All existing banks are copied to the new year by VUOO1 Be especially careful that the state information is correct errors cause problems in the voucher production and reconciliation systems Both default and alternate State banks on the accounts will have the fiscal year indicator incremented to the new fiscal year by
123. te when the charges are posted Encourage all cardholders to reallocate early If any transactions are not reallocated they will post to the default account and object code Some object codes are defined based on the credit card transaction information others will post to the default object code If the default account defined by the agency is used the specified default object code or account control will be used as well FY 13 October Business In late October FAMIS will pull Citibank transactions from 09 01 12 through 10 03 12 and post them in October business Any transactions from the billing cycle ended 09 03 12 not posted in August will be included with the October processing For 2012 September 1st through September 3rd includes Saturday Sunday and Labor Day so there should not be many transactions Concur Travel Encumbrances For System Members using Concur encumbrances generated from pre trip authorizations will remain encumbrances for year end processing No payables will be generated Expense Reports Expense reports approved by 5pm on September 6 the day prior to August Close will post in August business Beginning September 7 approved Concur expense reports will process and post in FAMIS in September FY13 FAMIS Year End Procedures Manual Page Il 8 General Section cont d Balance Forward Process YRBBR Roll Balances Nightly Process occurs between 1 00 and 2 00 am e FAMIS will look at program
124. the following actions must take place in this order Typically SOBA approves the AFR and delivers copies of the memo to the member campus and to FAMIS Production 1 FAMIS Production requests and receives the year end extract from SPA 2 You must contact SPA and request that the old Fiscal Year be closed Please copy FAMISHELP TAMUS EDU on your email correspondences 3 When FAMISHELP receives a copy of the notification that SPA has closed the old Fiscal Year they make the necessary changes to your control table and open FAMIS FFX in the new Fiscal Year FFX Decisions FAMIS Production Services receives a lot of questions concerning the timing of various year end FFX activities FFX year end processing has never been a very easy process to understand and with the addition of daily SPA feeds it has gotten even more complicated The following is an explanation of the various decision points along with their pros and cons Property Managers and the Business Officers should make joint decisions as to the best timing for your organization FFX Questions There are two main decisions that must be made email famishelp tamus edu 1 When should the Accounts Payable to FFX feed begin for the new near FnnTAPFD job where nn is Part number 2 When should FFX be closed for transactions in the OLD year AND When should FFX be opened to allow FFX transactions in the NEW year FAMIS Year End Procedures Manual Page Il 16
125. ual AFR entries YR413 is the report that is run with the YR412 NOTES FAMIS Year End Procedures Manual Page Il 82 Checklist 22 VR412 Close Budgets cont d Balances gt Verify the system is in balance Cash Analysis FBDRO43 Bank totals FBDRO43 acct cntl 1100 Claim on Cash Accounts Payable VBMR220 AP acct cntl 2100 total VSMRO93 Open Commitment Analysis FBMROO9 FBMRO95 FBMRO94 9600 acct cntls FBDRO43 9600 acct cntls Revenue Analysis FBDRO43 9300 acct cntls FBMRO94 9300 acct cntls FBMROG1 totals FMBRO95 Expenditure Analysis FBDRO43 9500 acct cntls FBMRO094 9500 acct cntls FBMRO61 totals FBMRO95 NOTES FAMIS Year End Procedures Manual Page Il 83 Checklist 23 MDEP rrx Depreciation Amortization FFX Depreciation Amortization gt Request MDEP LI 23 Criteria Final FFX Updates gt Periodically request the TAPFD Fixed Assets AP feed for the old year DATE ERRORS CHECKED N Post N Post Y Post Calculate and Post Depreciation Amortization Assets purchased by vouchers in the old year should be approved before closing Month 13 due to SPA requirements While most Parts run this daily some run it just once a week In the latter case you will want to change your requests to run each day during year end Post option will only pick up new assets on subsequent runs e Should be done only once
126. uggestions or call attention to errors please contact us at 979 458 6464 or copy the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based The Texas A amp M University System FAMIS Services A amp M System Building 301 Tarrow Street College Station TX 77840 7896 FAMIS Year End Procedures Manual Page l 3 Introduction cont d FAMIS Vear End Procedures Manual Page l 4 Table of Contents l Introduction PAGE OVERVIEW issue i anton aka dei idu akra da a uu Bro ta lata a l 9 ll Year End Procedures Delete Flag a ia aa a a a kk Mit Il 3 Year End Process Flags enema Il 3 Account Attributes and Tables Parameters and Prodcards Il 4 Security Changes 05 scisck cecacteasacaceuasscsteee divadeuetscacteacavadsiia sss ssdeadesbienes Il 4 AFR Batches Reversing assesses enne Il 5 Interface Feed FileS cceessccccccecsessssccccccececsessncceceeseessesenteeeeseeees Il 5 Deferred Student Revenue EXxpense ss ssesssennzeonnszzznnzzzznnzzzznzza Il 6 Purchasing Document Default Year sss Il 6 Rolling Balances after August Close L eeeenennnzentenenzzennzzna Il 7 Request Voucher SegUuencCes ss ssseeenenzznnnnznznenenenazannantenannzznan an Il 7 GALI AK EE E EE
127. und group with which an account is associated FAMIS Year End Procedures Manual Page V 12 Glossarv cont d Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger revenue expense accounts to General Ledger fund accounts Global Subcode Edit GSE A system edit which checks each new 10 digit account against a table which specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as the document s number the date and amount HEAF Indicates a Higher Education Assistance Fund code number l Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction Inquiry Screen A screen which only displays information and cannot be used for entering data Interface A communication link between data processing systems or parts of systems that permits sharing of information Interfund Borrowing The transfer of an asset or liability from one fund to another J JCL See Job Control Language Job Control Language A problem oriented language used in IBM that expresses the statements of a processing job It is also used to
128. vboards is the PAUSE kev This kev is often used to clear or refresh the screen before tvping RESET Kev After pressing ENTER to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or hour glass icon will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC FAMIS Year End Procedures Manual Page V 3 Instructions cont d ERASE END OF FIELD Kev To erase all the information in a field with one stroke the ERASE EOF kev on a 3270 kevboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this kev and the current vendor name on the Action Line will be removed Now the new vendor name can be input On most PCs the correct kev to use is the END kev on the numeric kevpad HOME Kev From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is bv pressing certain kevs For the 3270 terminals the correct combination is the ALT RULE kevs On most PCs the HOME kev on the numeric kevpad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then t
129. voiced e Cannot be re run with Y Post can be posted only once e Includes documents with P E and L classes in Closed In Process Frozen or Completed status e Batches have special batch reference YER217 they are reversed immediately in the new year with batch RYR217 e To correct errors from the YR217 use an AFR batch in the old fiscal year e The date of August Close is the last date to consider receiving invoice entry Must post into Month 13 Do not use materiality parameter FAMIS will offer different versions of the PBVU216 and PBVR217 to be run for Parts using Sci Quest AggieBuy Please notify FAMIS Production Services if this is your first year end after Sci Quest implementation YER217 records expense accrual and liquidates the encumbrance in the old year RYR217 one entry re establishes the encumbrance in the new year second entry reverses the expense accrual in the new year NOTES FAMIS Year End Procedures Manual Page Il 59 Checklist 13 VR217 Post Purchasing Accruals in the Old FY cont d YR217 includes PBYR217 Purchasing accounts payable accrual report lists documents which have been received but not invoiced This includes documents with P E and L classes whose statuses are In Process Closed Frozen or Completed PBYR218 Posts purchasing accruals as JEs and liquidates encumbrances PBYR219 Creates USAS file for accrued accounts payable PBYR239 Produces report of cap
130. y e Cannot be re run with Y Post can be posted only once FAMIS Production Services posts the Student Deferred Revenue Expense transactions with a batch date of September 1 using a special run of the student feed to accounting XSTFC XSTFD This currently applies to TAMU TAMUC TAMUG TAMUT and TAMHSC FAMIS Year End Procedures Manual Page Il 76 Checklist H19 XSTFD Post Student Deferred Revenue Expense cont d NOTES FAMIS Vear End Procedures Manual Page Il 77 Checklist 20 Post Accrued Payroll Batches Year End Accruals Post Accrued Payroll Batches Post Accrued Payroll Batches LJ 20 Criteria None DATE ERRORS CHECKED Posted Cannot be re run with Y Post can be posted only once FAMIS Production Services on or about September 1 posts the Accrued Payroll batches using a special run of PPYRL NOTES FAMIS Year End Procedures Manual Page Il 78 Checklist 20 Post Accrued Pavroll Batches cont d NOTES FAMIS Vear End Procedures Manual Page Il 79 Checklist 21 XRO5 1 Post Endowment Earnings Endowments Review XR051 L 21 Post Endowment Earnings 4th Quarter of Old FY Criteria SAGO File DATE ERRORS CHECKED Posted Cannot be re run with Y Post can be posted only once This job is run by FAMIS Production Services at the request of System Office of Budgets and Accounting when
131. y be done in late August or possibly even in September Budget Pre load Tasks After the budget is approved B P P moves the budget to the active database gt Verify that feed object codes for expense budget patterns on Screen 556 are set up correctly gt Check that the prodcards are set up properly to define the account ranges for loading budgets to FAMIS typically the F amp G Designated and Auxiliary fund groups are loaded gt Set the NO FEED flag Screen 584 if you do not want an account s budget to feed to the new year TIP This NOFEED flag can be set for a range of accounts by requesting FBAU581 gt Request final Budget Reallocation FBAU584 and FBAU672 FAMIS Year End Procedures Manual Page Il 35 Checklist 4 VU408 Load FAMIS Budget cont d Budget Load gt Request VU408 L 4 Load Budget from FAMIS Budget Module Criteria YUOO1 batch BBUDO1 Verify feed object codes Member Patterns DATE ERRORS CHECKED N Post N Post Y Post eCreates budget transactions and posts to accounting eFBAR599 download budget data is included in YU408 Must be run on or before August 31 or request that transactions be allowed in the new year The first step in the YUAOS job will set the Allow Transactions flag to Y in the new year YU408 must first be run with the NOPOST option to allow review and correction of any errors YU408 will
132. y will create a new entry for the new FY that will control dates in the FFX system No prior fiscal year dates may be used in FFX after this date This table is also used to control the effective date as it is set in the daily SPA interface Decision Time Once your Property Office and Business Office agree please send a Change Enhancement request from the FAMIS Services website http www tamus edu offices famis with your decisions The information we need to know is 1 when you want to begin feeding Accounts Payable to FFX for the NEW year 2 when you want to close FFX for the OLD year AND when you want to open FFX for the NEW year NOTES FAMIS Year End Procedures Manual Page Il 21 Checklist 1A YU800 Prepare New Fiscal Year Tables Scheduling Section gt Request YU800 L 81A MUST BE RUN BY 8 31 Criteria None prior to 8 31 Option YEAREND Prepare New Fiscal Year Tables for DATE ERRORS CHECKED Accounting Transactions Y Post NO No Post option This job updates the database This section presents a series of steps to be taken for year end processing The order of the steps is important some jobs must be run before others can be requested Generally speaking the numeric order of the list provides the order in which to request the jobs New Year Open There are three options to the YU80O e BUDGET e YEAREND e ALLTABLES Each new fiscal year is opened f
133. zes the SL subcode description table with the master campus and rolls it forward to the new year Purchasing control screen information is rolled in the YU800 BUDGET Option FAMIS Year End Procedures Manual Page Il 24 Checklist 1B FBYU854 create Purchasing Prefixes Purchasing Prefixes gt Request FBYU854 Create New Year Purchasing Prefixes Option Exclude Give any new Purchasing Prefixes to FAMIS Production Services You can view the current prefixes on Screen 855 At this time only the following documents are created Requisitions Purchase Orders Master Orders Bids Department Budget Request DBR The remaining prefixes Limited Purchases and Exempt Purchases must still be created This is done on Checklist 11 which is closer to the beginning of the new year processing NOTES FAMIS Year End Procedures Manual Page Il 25 Checklist 1B FBYU854 Create Purchasing Prefixes cont d NOTES FAMIS Year End Procedures Manual Page Il 26 Checklist 2 yuoo1 Update Accounts to New Year Accounts in the New Year gt Request YUOO1 L 2 Update Accounts to New Year Criteria YU800 Banks GLs SLs SA Update SL Counter Flags for GLs includes YUOO7 YU007 DATE ERRORS CHECKED Y Post NO No Post option This job updates the database e Can be re run with Y Post but use caution when running with the Replace Option set to

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