NCAS
OSC FY 2002-2003 NCAS JUNE MONTHLY OPERATIONS
CALENDAR FOR PERIODS 12, ENDING 06/29/2003 and 13, ENDING 06/30/2003
ACTIVITY SYSTEM DATE COMMENTS
Close prior period GL 6/2 May 2003 (period 11) is closed.
Health Benefits Interface FC 6/2 Monthly Health Benefits Interface is run.
FA EOY Letter FA 6/2 FA users notified of EOY tasks and schedule.
Balancing to Available Funds Report BC 6/2 Balancing to Available Funds (BC950) report available in XPTR
Override Payment Terms to pay invoices by June 28, where appropriate AP 6/2 - 6/28 Agencies must override payment terms on invoices for all payments to be issued in FY 2003 by June 28. (All AP transactions to be paid from current year appropriations must have a date no later than June 28.)
SBM Validation Report GL 6/2 - 6/28 SBM validation report is available daily in XPTR group OSCOP* GL EOY SBM VALIDATION or run C-U-SBM-VALIDATION-REPORT in the GLPUBLIC library.
Validate PO's Multi-Year Indicators PS 6/2 - 6/30 Run IE report C-U-PS-LIST-FUTURE-PO and make any necessary corrections to the multi-year indicators. Anything with multi-year indicator that is not a 03 will not be converted to a current encumbrance in the next fiscal year. Review anything with a prior year indicator.
Review open requisitions PS 6/2 - 6/30 Review all open requisitions by running IE report C-U-PS-REQUISITION-AGING. Convert open requisitions to PO's, where appropriate.
Delete all requisition headers and purchase order headers with no attached lines PS 6/2 - 6/30 Use the C-U-PS-REQ-MAINT report to list all requisition headers with no attached lines and C-U-PS-PO-MAINT-REPORT to list all purchase order headers with no attached lines.
Manually close all purchase orders where no more activity (receiving or invoicing) will take place PS 6/2 - 6/30 The NCAS closes these automatically only when payments are within tolerances. EFF agencies can use report C-U-AP-INVOICE-STATUS (in the APPUBLIC library) to help identify candidates for manual closing. There is no report to help non-EFF agencies that do not use online receiving.
Pre-month end reports GL 6/3 Pre-month end reports (MOPRE) available in XPTR. Current month end reports (MOCUR) available 6/2 - 6/30.
Payroll Interface FC 6/4 Run payroll interface - Cancellation / Rewrite.
IT Project Reports GL 6/6 IT project reports available in XPTR
NO PRODUCTION CYCLE ALL 6/6 NO FRIDAY PRODUCTION CYCLE UPDATE
CMCS Closed for May CMCS 6/6 Last day to process May transactions in CMCS (5th business day)
Saturday Hours ALL 6/7 Production regions up for keying transactions from 9 a.m. to 2 p.m.
Inventory Recalculation IN 6/7 Inventory recalculation first Saturday of every month.
Payroll Interface FC 6/10 Run payroll interface - Mid-month.
Check Reconciliation AP 6/10 Check reconciliation tape is posted during production run.
Certified Reports GL 6/12 Deadline for certifying month end reports (9th working day).
CI budget codes requisitions for CIs funded by bond appropriations CMCS 6/12 Capital Improvement funded by bond appropriations requisitions must be submitted by 11:00 a.m. on this date.
Zero $ Invoices Extracted AP 6/13 - 6/28 Bank Account Policy is updated to post zero $ invoices to GL. Agencies should watch for zero $ checks.
Saturday Hours ALL 6/14 Production regions up for keying transactions from 9 a.m. to 2 p.m.
IT Project Reports GL 6/16 IT project reports available in XPTR
Cash transfers for CI reversions CMCS 6/17 Cash transfers should be received by OSC by 11:00 a.m. for CI reversions to the general fund.
CI budget codes requisitions for other CIs ALL 6/17 Capital Improvement budget codes requisitions must be submitted by 11:00 a.m. on this date.
No new companies added until the new fiscal year is opened GL 6/16 - 6/30 Company build requires multiple production runs and may interfere with year close.
Payroll Interface FC 6/18 Run payroll interface - Cancellation / Rewrite.
FY 2004 company/fund table is created. GL 6/20 FY 2004 budget funds will appear on the Batch Proof List on 6/23.
Saturday Hours ALL 6/21 Production regions up for keying transactions from 9 a.m. to 2 p.m.
Inventory Recalculation IN 6/21 Inventory recalculation third Saturday of every month.
Current Month End Reports GL 6/23 Current month end reports (MOCUR) continue to run; pre-month end reports (MOPRE) discontinued
IT Project Reports GL 6/23 IT project reports available in XPTR
No new 2003 budget funds added until new fiscal year is opened GL 6/23 If 2003 budget fund is added before new fiscal year is opened, 2004 budget fund should also be added.
CI Certified Reports due to Central Managers ALL 6/23 Certified CI reports for June are due to Central Managers on this date.
Last day for processing electronic vendor payments until the next fiscal year is opened. ALL 6/25 OSC inactivates all electronic vendors.
Payroll Interface FC 6/26 Run Payroll Interface - Monthly.
Cash transfers should be received at OSC by 11:00 a.m. (refer to comments) CMCS 6/26 Funds for sale of surplus property, net proceeds from sale, lease or rental. NCAS effective date should be June 26.
Agencies reconcile all clearing accounts GL 6/26 All clearing accounts should have a zero balance before certification.
Agencies need to clear suspense GL 6/26 All suspense accounts should have a zero balance before certification.
Suspended Batch Master should be reviewed GL 6/26 All FY 2001 SBM entries need to be corrected and released or deleted.
Travel advances closed out. AP 6/26 All permanent and temporary travel advances need to be closed.
Agencies end all BC documents BC 6/26 End all FY 2003 unfinished BC documents: ON HOLD AWAITING COMPLETION, ON HOLD AWAITING APPROVAL, and IN PROGRESS.
No banking functions available ALL 6/27 Treasury system down all day, CMCS available for online keying with no updates.
Non-system Checks AP 6/27 Process Non-System check deletes and cancellations.
Last Check Run for FY 2003 AP 6/28 Last day to request a check run. PCC Payment date must be no later than June 28.
Saturday Hours ALL 6/28 Production regions up for keying transactions from 8 a.m. to 3 p.m. with a production cycle update.
IT Project Reports GL 6/30 IT project reports available in XPTR
Imprest cash should be reimbursed and closed out. AP 6/30 Imprest cash should be reimbursed and closed out.
Automated closing of PO's PS 6/30 Automated closing of applicable PO's to receiving.
Open next period ALL 6/30 A complete production cycle is run to process the final cash basis activities for June and the thirteenth period (6/30) is opened.
Fixed Assets Monthly Update FA In July Fixed Asset monthly update process for June will occur on July 7.