New Updates

Fiscal Year 2011 Close

Fiscal Year 2011 was successfully closed Friday night for the P, NC23, and University regions and all data related to 2011 has been moved from the Open Years File (GMP11) to the Closed Years File (GMP21).  The deletion of inactive accounting distributions that contain zero balances for all periods on file will occur later this month.

Any agencies that run custom IE reports containing a "prior year closed or open" variable will need to update their reports or run statements to reflect the closed status of the previous year beginning today, Monday morning, December 19th.  For these reports, the variables should reflect the following:

The system close of fiscal year 2011 will begin on Thursday evening, December 15th. Agencies may see BC journal voucher transactions posted to their companies with an effective date of 07/01/2011 and YEAR END CLOSING ENTRY in the Description 1 field of the documents on Friday morning, December 16th.  They may also observe balances on their Friday morning reports for account/center 390000-9998.  These balances will be eliminated when the final stage of the prior year close is completed on Friday evening, December 16th.  Any agencies that run custom IE reports that use a "prior year closed or open" variable, will need to update their reports or run statements to reflect the closed status of the previous year beginning on Monday morning, December 19th.

Electronic payments processed on Monday, September 12th with a settlement date of September 13th will not process today due to data transmission problems at Wachovia. OSC Technical Support is working with Wachovia/Wells Fargo Data Transmission to resolve the problem. Electronic payments included in this ACH file should process tonight.

Accounts Payable to Fixed Asset Interface
On Tuesday, August 16th, the OSC interfaced the Fixed Asset with payment dates of August 1st – 15th, 2011.   The release should have included Fixed Assets with a payment date of August 16th, 2011, as well.  Due to a technical problem, they were not picked up.  These transactions for August 16th will be picked up and interfaced on the evening of 08/25/2011 with a payment date of 08/14/2011.  They will appear on the MM132 for 08/26/2011.

General Ledger Detail Purge
On Wednesday, August 10th, the OSC purged the General Ledger detail posting entries for FY 2009/2010 from the online system and the agency specific detail ledger (DAPG67) files. After the purge, only GL entries with an effective date of 6/30/10 to the current date are available online through the Posted Entry Query (GL220) screen.  The agency specific detail ledger files contain postings from 07/01/10 through the current date.  FY2009/2010 details have been relocated to the EOY files.

General Ledger Detail Purge
On Wednesday, August 10th, the OSC will purge the General Ledger detail posting entries for FY 2009/2010 from the online system and the agency specific detail ledger (DAPG67) files. After the purge, only GL entries with an effective date of 6/30/10 to the current date will be available online through the Posted Entry Query (GL220) screen.  The agency specific detail ledger files will contain postings from 07/01/10 through the current date.  FY2009/2010 details will be relocated to the EOY files.

A reminder to Fixed Asset Officers – all Capitalized (CAP) Assets in the temporary level must be processed before the July 29th deadline, however testing will take place on July 22nd.  At the end of July 29th, all temporary assets that remain in the CAP temporary level will be purged.  Please clear all assets that are appearing under the 7999 control number by July 21st.  The 7999 control number is a “suspense account” where the system does not recognize the account number on the 260 screen in the Fixed Asset module.

June Month End Certified Report Location

Fiscal Year 2012 is now open, and the NCAS is available for processing transactions.

Reminder: Certified month-end reports for June 29, 2011 will be located in the Systemware report series OSCOP* MOCEY.

All BC journal vouchers that are keyed with a ‘2’ in the third position of the document id with an effective date of June 30th will also have the effective date programmatically changed to June 29th.  The only exception to this rule is any document id that contains a ‘23’ in the third and fourth positions. 

Tuesday, June 28th is the last day to request a check run in fiscal year 2010.   To process payments for invoices that have a due date in the current fiscal year, the NEXT PAY DATE field on the PCC screen should be set to a date later than June 30.

Check payments processed during Tuesday’s production cycle can be printed on Wednesday, June 29th and issued after the cash requisitions are approved by Cash Management. No manual payments or corrections for the current fiscal year are allowed after this without prior approval by Cash Management.

All BC documents ended on June 30th with a June effective date should NOT be keyed with a Closed Period Adjustment (CPA indicator) of ‘1’.  The 12th period (June 1 – June 29) is still open and all BC transactions will process correctly without a CPA indicator change.  

Additionally, any transactions that attempt to post on June 30th with a June 30th effective date will have the effective date programmatically changed to June 29th. 

The NCAS will NOT be available on Friday, July 1, 2011, for online inquiry or processing.  I.E. system availability, NCAS file access, and year-end processing will be restricted to OSC personnel only on that day. 

Interface files submitted on Friday (July 1) will not process until Saturday’s (July 2) production cycle.

All NCAS functions will resume on Saturday, July 2, 2011. Production reports for Thursday night’s processing will be available through X/PTR.

DSS files will be updated and available on Friday.

The Suspended Batch Validation Errors report will be run on a daily basis for the month of June to provide agencies information about detail line errors in prior year accrual reversal (future dated 06/30) SBM file batches.  The report alerts each agency to corrections or accounting distribution validations/activations that are needed to avoid suspense entries when the batches are posted during the Year Open process.  It is located in Systemware under the report name OSCOP* GL EOY SBM VALIDATE ERROR and will be available beginning June 1.

Update of Year End Checklist and Special Processing Hours: The SIG has been updated with the new "Agency End of Year Calendar & Checklist" for the 2011 fiscal year close.  Please note that the final check run for 2011 will be on June 28th rather than June 30th.  June 28th is also the last date for manual checks and corrections between Budget Codes involving cash without permission from OSC’s Central Compliance Section for FY 2011.

Also posted on the SIG are the Saturday and other special operating hours for June through October.  It is important to note that no client support will be provided on Saturdays and other special processing dates.
 
The Agency End of Year Calendar & Checklist and the Special Hours sites can be accessed through the SIG or the following web address:
 
http://www.osc.nc.gov/sigdocs/sig_docs/sigDocumentation.html#YearEndActivities

The Year-End Packages have been updated for 2011.

• April 29, 2011  Memorandum 11-29 
  2011 Year-end Close Package for Primary Government Agencies/Component Units
• April 29, 2011  Memorandum 11-30
  2011 Year-end Close Package for Community Colleges