Department Impacts WorkshopFor 2017 Release Onboarding FI$Cal Departments

2017 STO/SCO Release

Agenda Accounts Payable Module Impacts Accounts Receivable Module Impacts Cash Management Module Impacts General Ledger Module Impacts Other Modules Impacts Training Support

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

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Accounts Payable (AP) ModuleImpacts•Based off of the entered account, FI$Cal will check for a valid ChartField combination of Ref, Fund, ENY, Program

Combination Edit

Expedite and Special Handling

•Paper claim will still be submitted for expedites, special handling, international vendor, and legal settlements

•Manual vouchers will be used to record the paper claims details

Pay Cycle •Cash validation will not occur in FI$Cal during pay cycle

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

Direct Transfers •FI$Cal billing departments will follow the Direct Transfer Process outlined in the AR BPW

Journal Vouchers •Journal vouchers will not workflow to SCO in FI$Cal when affecting fund and/or appropriation

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Vouchers - Cash Transfer Letters Cash Transfer Letters are used in FI$Cal as they were in legacy Once the Department AP Approver 2 has approved the voucher in FI$Cal,

departments must submit a hard copy of the Cash Transfer Letter (TL) to:State Controller's OfficeDivision of Accounting and ReportingBureau of Cash ManagementTreasury Services Unit

The TL must include the Voucher ID, the Voucher Schedule Due date, and the Cash Transfer date (Cash Transfer date = Schedule Due date minus 3 business days) in the “Legal Authority and Reason for Request” section of the TL

Along with the TL, the department must provide two screenshots of the voucher:1. Screenshot of the bond fund distribution line [include the legacy Program value

for the distribution line (written on the distribution line screenshot)]2. Screenshot of Schedule Due Date

Failure to submit this information may result in the rejection of the voucher due to improper submission

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

4

Accounts Receivable (AR) ModuleImpacts

Deposit Slips •Departments will continue to enter deposit slips outside of FI$Cal (e.g., EDF) while recording payment details in FI$Cal

Deposits •Cash validation related to credits will not occur in FI$Cal for deposits

Direct Remittances •Departments will continue to record payment details through eFITS

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

Direct Remittances to State Treasury

•Departments will continue to submit Remittance Advices to STO

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Accounts Receivable (AR) ModuleImpacts

Cash Clearing •Departments will need to continue to reconcile their payment details to SCO

Delinquent Items

•The delinquent items write off process will not include an SCO approval in FI$Cal

•Departments will continue to submit write off requests to SCO and submit AR Worksheets in FI$Cal

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

6

Flag direct journal and payment predictor payments Select cash type Create payments for interagency bills / employee payroll deductions Create worksheets for over and underpayments

Notifies GL Processor to enter GL Journal to record or reverse general cash/ uncleared collections

Deposit payments into bank account

Process worksheets Post payments against receivables Generate accounting entries for posting to GL

Key Impacts Departments continue to use EDF and eFITs processes outside of FI$Cal Dept. AR Payment Approver role is needed to post and code miscellaneous payments.

This includes referencing Open Item Keys for ORF Salary Advance Receipts. Journal entries need to be submitted to record or reverse general cash/uncleared collections (as

applicable)

Receive Payments

Enter Deposit / Payments

Notify GL Processor for

Journal Entry (GL)Process

PaymentsSet Payments to

Post

Review payment worksheets and set to post Code Direct Journal payments for posting Reference Open Item Key information for ORF Salary Advance receipts

AR Payment Processor AR Approver

AR Payment Processor

Process Payments

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing 7

Accounts Receivable (AR) ModuleImpacts

Direct Transfers •FI$Cal billing departments will follow the Direct Transfer Process outlined in the AR BPW

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

AR Employee Collections

•Departments will continue to apply collections to their Employee ARs

Employee AR

•SCO will create an AR in FI$Cal on behalf of FI$Cal departments based on documents provided by department HR staff

•Departments must create the customer in AR before sending the collection request to SCO

•Departments will not need to enter employee ARs into FI$Cal

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Cash Management (CM) ModuleImpacts

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

Accounts Outside of CTS

(Report 14)

•All required departments will generate a Report 14 for any accounts outside of the Centralized Treasury System (CTS) or to confirm they have no accounts outside CTS

•Departments will generate the Report 14 directly in FI$Cal for your next reporting period to both SCO and STO, due August 20

•This information must be approved by a department head or designee

•Once Report 14 is generated, departments should print, sign, and send a paper copy with a wet signature to the State Controller’s Office as part of year-end reporting requirements (STO will not require a printed/signed copy)

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Cash Management (CM) ModuleImpacts

CTS Account Transfers

•Departments will continue to initiate CTS account transfers as they do today

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

10

General Ledger (GL) ModuleImpacts

Ledger Security•Departments will be able to view all basis of accounting and all ledgers in FI$Cal, but will only be able to post to applicable ledgers

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

Enhanced Accounting Inquiry

•A new tool, the sub-system accounting entries page, will be available to review your accounting entries

Chart of Accounts

•COA crosswalks will be in place for transactions that occur in a legacy system

•Crosswalks are available on the Department of Finance website under Chart of Accounts (COA) Information

• http://www.dof.ca.gov/Budget/Fiscal_Resources_for_Budget/

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General Ledger (GL) ModuleImpacts

Book of Record •The current SCO system will continue to be the State’s Book of Record

Journal Workflow •SCO will not be included in approval workflow for GL Journal entries

Journal Edit •Cash validation related to credits will not occur in FI$Cal during journal edit

Plan of Financial Adjustment (PFA)

•Departments will continue to submit their PFA Memo and transactions requests to SCO as they do today

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

12

General Ledger (GL) ModuleImpacts

Cash Accounting Extension

•Re-class of intra-unit entries to Cash in State Treasury will continue as it does today

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

Agency Reconciliation

Report

•SCO will interface the Agency Reconciliation information to FI$Cal

•The agency reconciliation report will be used as part of month end close activities to reconcile FI$Cal record to SCO records

•DOF will provide a MEC training in the Fall, for assistance please contact your DOF Analyst

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Loan Accounting (LA) ModuleImpacts

Departmental Loan Accounting

•Departments will record external departmental loans directly in FI$Cal in the new Loan Accounting Module

•Departmental loans will only route to your own department for approvals

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

SCO Loans

•Loan Accounting does not currently include any SCO loans (e.g. PMIA AB55, Interfund, etc)

•Transactions for these loans should be entered directly into the general ledger using GL journals

•Departments will continue to request these loans through DOF as they do today

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Asset Management (AM) ModuleImpacts

Asset Transactions

•Departments will use FI$Cal to depreciate and amortize assets through the month end assets process

•SCO will now have the ability to see all asset transaction details for enhanced financial reporting

Converted Asset Reconciliation

•Departments will be required to reconcile their converted assets to their financial statements

Capital Asset Reconciliation

•Departments will be required to reconcile all capital assets in FI$Cal with the correct information that was reported to SCO

•Departments will have to add or retire assets based on their reports to SCO

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

15

Labor Distribution (LD) ModuleImpacts

Payroll Headers

•Reporting Unit Translation Table in Labor Distribution will be updated automatically from legacy payroll headers

•Departments will not need to update the reporting unit translation table in Labor Distribution

•Labor Distribution payroll distribution reversals will be consistent with legacy payroll headers

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

16

Commitment Control (KK) ModuleImpacts

Control Budgets•Commitment Control will continue to record the appropriation expenditures and encumbrances

•SCO legacy is still the appropriation Book of Record

Revenue Budgets

•Revenue budgets will be tracked as “budgeted” to allow departments to encumber their full spending authority

•Cross-post revenue entries will now be recorded against the statewide revenue budget, in addition to reimbursements

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

17

Procurement (PO) ModuleImpacts

Spending Authority •Remaining unencumbered spending authority will be handled as it is today

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

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Project Costing (PC) ModuleImpacts

Federal Trust Fund (FTF) Receipts

•Departments will establish federal trust fund project IDs

Funds Distribution •Departments will maintain fund distribution rules and follow the Funds Distribution Process outlined in the PC BPW

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

19

Training Support Updated FI$Cal training reflecting what will be available at go live is

now online Please visit the University of FI$Cal on the FI$Cal Website for

access to the training http://fiscal.ca.gov/training-academy/index.html

The State Treasurer’s Office will also be holding a training on Thursday, June 8, 2017 to assist departments with the Accounts Outside of CTS – Report 14 transition Contact Kendra.brickner@treasurer.ca.gov for more information.

Introduction AP Module Impacts

AR Module Impacts

CM Module Impacts

GL Module Impacts

Other Module Impacts Closing

20

Question and Answer

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FI$Cal Information:http://www.fiscal.ca.gov/

or e-mail the FI$Cal CMO Team at:fiscal.cmo@fiscal.ca.gov