System Status Archives

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. 

REMINDER
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, 2010. Production reports for Thursday night's processing will be available through X/PTR.

DSS files will be updated and available on Friday.

According to ITS, some clients may not be able to connect to the mainframe due to Wide Area Network issues.  ITS is actively working to restore service to normal operational status.  Please call ITS Helpdesk at 754-6000 if you are still experiencing connectivity issues.

The NCAS is now available.  ITS is actively working to restore service to normal operational status.  Please call ITS Helpdesk at 754-6000 if you are still experiencing connectivity issues.

The NCAS is currently unavailable due to network issues and we will update the status when all problems have been resolved.

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 willbe 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:

Agency End of Year Calendar & Checklist

All systems have been updated and balanced.  The OSC is now checking certifications for the month of April 2011.

The OSC Helpdesk will be closed on 5/5/11 from 11:30-1:00pm for Employee Appreciation.

Accounts Payable GL transactions that were missing from 5/2 processing were posted last night, however these transactions were duplicated in GL.  There will be a fix tonight to remove the duplicate transactions.  NCAS and CMCS requisition entries were not duplicated and contain the correct amounts reflecting 5/2 and 5/3 payment activity.  This issue potentially impacts Agencies 01 through 37 in the NC23 region only.  Please call OSC Support Services at 707-0795 if you have questions.

No precertifications for the month of April 2011 are currently being checked.  Once all systems have been updated and balanced, the OSC will begin checking month-end certifications as requested. 

All systems have been updated and balanced.  The OSC is now checking certifications for the month of March 2011. Please note that since this is the end of the 3rd Quarter, OSBM will have final review and approval before you can be released for certification. Please resolve any outstanding budgetary issues that may impede the process.

Payroll staff
CMCS staff
Budget staff
Fiscal Staff

All BEACON bi-weekly pay days that occur on the 1st, 2nd, or 3rd of the month will be posted to the prior month.   Pay days falling on the 1st, or 2nd will have both the GL entries and the CMCS requisitions dated in the prior month.  Pay days falling on the 3rd will post to GL with an effective date of the last day of the prior month and CMCS requisitions posted in the current month as a “set back” to the prior month.    Please be aware that NCAS postings and CMCS requisitions will be dated in the month prior to the pay date.   Please make sure all applicable personnel are made aware of this notification to ensure your agency has the funds available in the month prior to the actual payroll date.

The April 1, 2011 bi-weekly payroll will post in March.

No precertifications for the month of February 2011 are currently being checked.  Once all systems have been updated and balanced, the OSC will begin checking month-end certifications as requested.

All systems have been updated and balanced.  The OSC will begin checking certifications for the month of January 2011, on Wednesday, February 9th.

No precertifications for the month of January 2011 are currently being checked.  Once all systems have been updated and balanced, the OSC will begin checking month-end certifications as requested. 

On Monday, January 24th, the OSC will inactivate company/account/center combinations for budget funds previously  inactivated.  The accounting distributions inactivated will be reported on the batch proof report (GL820-1 GL/FICS REPORTS) tomorrow.

Due to system problems with the Accounts Payable Reconciliation Reports, we will rerun these reports tonight January 13, 2011.  We are sorry for any inconvenience that this might have caused.

All systems have been updated and balanced.  The OSC will begin checking certifications for the month of December 2010, on Monday, January 10th. This is the end of the 2nd quarter and OSBM will have final review and approval before you can be released for certification. Please resolve any outstanding budgetary issues that may impede the process.

All systems are operational at this time. ITS will continue to monitor the situation. Please call ITS Service Desk at (919) 754-6000 if you continue to experience any more problems with slow response this week .   

Due to system problems at ITS, users will experience very slow response time in all applications such as XPTR.  We will keep you posted, and we are sorry for any inconvenience that this might have caused.

No precertifications for the month of December 2010 are currently being checked.  Once all systems have been updated and balanced, the OSC will begin checking month-end certifications as requested.  Please note that since this is the end of the 2nd quarter, OSBM will have final review and approval before you can be released for certification.  Please resolve any outstanding budgetary issues that may impede the process. 

12/21/2010 - COUNCIL of STATE and CABINET SECRETARIES – BEACON payroll postings for Council of State employees’ regular salary is posting correctly to account 531141.  The postings for holiday pay, vacation pay, sick pay, etc., for these employees should also be posting to this account but are incorrectly posting to 531111. Please take the necessary steps to reclassify these postings to the correct account distribution until this issue is resolved.  Please report any questions regarding these postings  to the BEST shared service center.   

Due to system problems with inventory, we did not process inventory transactions for December 20, 2010.  We will keep you posted, and we are sorry for any inconvenience that this might have caused.

With the end of the year approaching, we would like to remind everyone that they need to review the 1099 information for all of their paying entities.  The 1099 reports can be viewed in XPTR.

Due to the inclement weather, the support services staff will be monitoring the system and calls off-site today.  If you call in, you will be directed to our voice mail box.  Please leave a message and one of the support services members will return your call.  We will also be monitoring and processing requests via email.  Please send any requests that you have to the support services email box at osc.support.services@osc.nc.gov and you will receive a reply and assistance.  Thank you for your patience and understanding during this time.

All systems have been updated and balanced.  The OSC is now checking certifications for the month of November 2010.

The system close of fiscal year 2010 will begin on Tuesday evening, December 7th. Agencies may see BC journal voucher transactions posted to their companies with an effective date of 07/01/2010 and YEAR END CLOSING ENTRY in the Description 1 field of the documents on Wednesday morning, December 8th.  They may also observe balances on their Wednesday morning reports for account/center 390000-9998.  These balances will be eliminated when the final stage of the prior year close is completed on Wednesday evening, December 8th.  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 Thursday morning, December 9th

Several agencies have reported Purchasing encumbrance entries hitting SBM today due to a Project Company validation error.  OSC has identified the issue and will be correcting these entries today and agencies will see them post correctly tomorrow.  For any questions regarding this issue, please call OSC Support Services at (919) 707-0795.

The modifications to support the Executive Order 4 – NC OpenBook were successfully implemented into the NCAS as of November 1, 2010. Please see the communication posted October 26, 2010 for detailed instructions regarding these modifications.  For any questions regarding these modifications, please call OSC Support Services at (919) 707-0795.

This is a follow-up reminder for the upcoming NCAS changes detailed in the below communication from October 14, 2010.  Click the following link to see detailed user procedures that include screenshots of impacted NCAS transaction processing screens. 

NCAS ARRA OpenBoook User Instructions

Upcoming NCAS System Changes:
In support of Executive Order 4 – NC OpenBook , the Office of State Budget and Management (OSBM) has created new requirements to track spend related to federal awards, NC grants, and bids.  These new changes require the Office of the State Controller to implement the enhancements to the North Carolina Accounting System beginning November 2010.

Click the link to see the full communication that was distributed to agency CFOs and Fiscal contacts.
Upcoming NCAS System Changes

No precertifications for the month of September 2010 are currently being checked.  Once all systems have been updated and balanced, the OSC will begin checking month-end certifications as requested.  Please note that since this is the end of the 1st quarter, OSBM will have final review and approval before you can be released for certification.  Please resolve any outstanding budgetary issues that may impede the process.

Reminder – Vendor Attachment Program Goes Live This Week

In addition to the program details provided in the September 21 update, please note that as part of this implementation Zero Check Printing has been permanently set to ‘Y’ for all agencies.  In the past this has only been turned on at calendar and fiscal year end.  Also, there is now a daily report available in XPTR named MM122-V AP VENDOR ATTACH to help agencies identify these payments.   

General Ledger Detail Purge
On Wednesday, August 11th, the OSC purged the General Ledger detail posting entries for FY 2008/2009 from the online system and the agency specific detail ledger (DAPG67) files. After the purge, only GL entries with an effective date of 6/30/09 to the current date are available online through the Posted Entry Query (GL220) screen.  The agency specific detail ledger files contain postings from 07/01/09 through the current date.  FY2008/2009 details have been relocated to the EOY files.

eProcurement is currently experiencing communication problems. Updates will be provided as soon as available. We apologize for the inconvenience. Thank you for your patience.

The ITS system processor (computer) has reached 100% capacity. As a result, all batch job processing will experience longer run times. Please call the ITS Helpdesk (754-6000) if you have jobs that are critical. Thank you.

General Ledger Detail Purge:
On Wednesday, August 11th, the OSC will purge the General Ledger detail posting entries for FY 2008/2009 from the online system and the agency specific detail ledger (DAPG67) files. After the purge, only GL entries with an effective date of 6/30/09 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 07/01/09 through the current date.  FY2008/2009 details will be relocated to the EOY files.

The August 2010 Operating Schedule has been modified.  On Saturday, August 7th there will be an NCAS Cycle at 3:00 pm.  (BC/FC/GL only)

June Month End Certified Report Location:
Fiscal Year 2011 is now open and the NCAS is available for processing transactions.

Reminder: Certified month-end reports for June 29, 2010 will be located in the Systemware report series OSCOP* MOCEY.

Additionally, all the automated cash requisition entries generated from Accounts Payable check payments on June 30 contain an effective date of June 30 in the BC Unfinished Documents List (BC screen 181).  Do not kill and rekey these documents if the totals are correct.  Once the documents are ended, the NCAS will automatically change the effective date from June 30 to June 29 before the transactions process tonight.

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

Due to system modifications, the Year End Processing schedule has changed.  The OSC will not be processing Saturday August 7, 2010.  Please see Special Hours document under Year End at the following link
http://www.osc.nc.gov/sigdocs/sig_docs/sigDocumentation.html

REMINDER
The NCAS will NOT be available on Thursday, July 1, 2010, 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.
Agencies can print accounts payable checks through TSO on Thursday (July 1). Interface files submitted on Thursday (July 1) will not process until Friday's (July 2) production cycle.

Wednesday, June 30th is the last day to request a check run in fiscal year 2010.  The PCC payment date should be set to June 29.  To process payments for invoices that have a due date of June 30, the NEXT PAY DATE field on the PCC screen should be set to a date later than June 30.

Check payments processed during Wednesday’s production cycle can be printed on Thursday, July 1 and issued after the cash requisitions are approved by Cash Management. NCAS unfinished BC journal vouchers will also be created to record the requisitions, but cannot be posted to NCAS prior to Friday’s production cycle.

All BC documents ended on June 30 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.  Any documents keyed June 30 but not ended by 7:00 pm will need a CPA indicator of ‘1’ to post correctly after Wednesday’s production cycle.

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

System Availability for July 1, 2010:
The NCAS will NOT be available on Thursday, July 1, 2010, 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. 

Agencies can print accounts payable checks through TSO on Thursday (July 1).  Interface files submitted on Thursday (July 1) will not process until Friday’s (July 2) production cycle.

All NCAS functions will resume on Friday, July 2, 2010. Production reports for Wednesday night’s processing will be available through X/PTR.  Printed reports will be distributed on the next business day.  DSS files will be updated and available on Thursday.

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 May 31.

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 2010 fiscal year close.

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 by clicking here:

Certification
All systems have been updated and balanced. The OSC is now checking certifications for the month of March 2010.

Certification
All systems have been updated and balanced.  The OSC is now checking certifications for the month of February 2010.

Certification
No precertifications for the month of February 2010 are currently being checked.  Once all systems have been updated and balanced , the OSC will begin checking month-end certifications as requested.

Certification
All systems have been updated and balanced. The OSC is now checking certifications for the month of January 2010.

Certification
No precertifications for the month of January 2010 are currently being checked.  Once all systems have been updated and balanced , the OSC will begin checking month-end certifications as requested.