PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide Section L: General Ledger Account Processing Topic 3: PCGenesis and FASgov

Transcription

1 PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide Topic 3: PCGenesis and FASgov Capital Asset Processing, Version 1.1

2 Revision History Date Version Description Author 07/11/ Updated document to PCGenesis Release Updated Overview. C. W. Jones July 11, :56 AM Page i of iii

3 For online viewing, click on the links throughout this document to access the document s Web page or the item referenced. Please click on the Information Technology Customer Support link below for customer service. Information Technology Customer Support is ready to assist you or to answer any questions. July 11, :56 AM Page i of iii

4 Table of Contents Overview...1 Background...1 Proprietary Funds...1 PCGenesis and FASgov Capital Asset General Ledger Posting Checklist...2 Procedure A: FASgov Software Installation/Data Entry...5 A1. Installing/Verifying the FASgov Asset Accounting Software s Installation...5 A2. Entering/Importing Capital Asset Activity into the FASgov Asset Accounting Software...5 Procedure B: Set Up the PCGenesis Capital Asset Fund B1. Updating the Account Master Description File...6 B1.1. Adding Fund 801 to the Account Master Description File...6 B1.2. Adding Capital Asset Balance Sheet Account Numbers to the Account Master Description File...6 B2. Creating Fund 801 General Ledger (G/L) Accounts...7 B3. Creating the Budget Chart of Accounts Depreciation Expense Accounts...7 B4. Calculating the FASgov Accumulated Depreciation and Asset Values/Running the Balance Sheet Account Summary by Fund Report...8 B5. Running the FASgov Asset Balance Account Detail by Fund Report...14 B6. Posting the Accumulated Depreciation and Asset Values into PCGenesis...18 Procedure C: Posting the Capital Asset Purchases into PCGenesis & FASgov...21 C1. Entering the PCGenesis Capital Asset Claim...21 C2. Entering the FASgov Asset Values...22 C3. Running the PCGenesis Budget Master Account Summary Report...23 C4. Running the FASgov Purchase Price Account Summary by Fund Report...25 C5. Running the FASgov Annual Activity Report...30 C6. Creating/Uploading the Capital Asset Value Change Journal Entry...32 Procedure D: Post the Annual Depreciation Expense into PCGenesis...33 D1. Calculating the FASgov Annual Depreciation Expense/ Running the Depreciation Expense Report...34 July 11, :56 AM Page ii of iii

5 D1.1. Depreciation Expense Report Example...36 D2. Run the FASgov General Ledger Posting Report...37 D3. Create the FASgov Journal Entry Load Files for the Annual Depreciation Posting...42 D4. Verify, Modify, and Load the Annual Depreciation Expense into PCGenesis...45 Procedure E: Reporting Capital Asset Activity in the Annual DE Form 0046 Report s Financial (F) Transmission...47 Procedure F: Special Situations...48 July 11, :56 AM Page iii of iii

6 Overview PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide Section L: General Ledger (G/L) Account Processing Posting the current year s Capital Asset activity includes recording investments, depreciation expenses, and accumulated depreciations in FASgov, and importing the same into PCGenesis. The one-time procedures for creating new PCGenesis account numbers and entering PCGenesis prior year beginning asset values and accumulated depreciation balances are also provided. To be included in the DE Form 0046 Report s annual Financial (F) transmission to the Department of Education (GaDOE), your system s Capital Asset activity must be entered into PCGenesis. Before entering Capital Assets activity however, you must install FASgov asset accounting software on the PCGenesis server and workstations, and add the appropriate account numbers to the PCGenesis Account Master Description file. School districts must record capital asset and depreciation activity for auditing purposes. Capital Asset activity for all Governmental (G) funds must be reported in Fund 801 and not in the original fund. Background GASB34 reporting requires District-Wide Financial Statements that include Capital Asset activity. These Statements are prepared by adjusting the fund statements for Funds to an accrual basis that includes capital assets and other accruals. Capital asset activity adjustments may be created using the FASgov Depreciation by Fund and Annual Activity Reports results. Note that these adjustments are not made to the original PCGenesis Governmental (G) funds. For additional information and assistance regarding the District-Wide Financial Statements, contact Financial Review at (404) To include capital asset activity in the DE Form 0046 Financial (F) Report, journal entry postings for all Governmental (G) funds must be recorded in Fund 801. This information automatically be included in the DE Form 0046, and does not require further action on the part of the PCGenesis user. Proprietary (P) Funds Proprietary funds utilize the Generally Accepted Accounting Principles (GAAP) accrual basis of accounting which requires all asset activity to be recorded in the appropriate fund. Capital Asset activity for all Proprietary funds is not recorded in Fund 801, but in the original fund. This fund s flag (Fund Type P or G) must be set to P (Proprietary) on the PCGenesis Account Master Description File Maintenance screen. School Food Services (SFS) funds 600 6XX should be treated as Governmental (G) funds. Consult with Financial Review before deciding to treat any fund as Proprietary. PCGenesis Capital Asset posting requires the use of the following software applications: PCGenesis FASgov Crystal Reports for Best Microsoft Excel Microsoft Word July 11, :56 AM Page 1 of 52

7 PCGenesis and FASgov Capital Asset General Ledger Posting Checklist STEP ACTION Initial FASgov Implementation and Setup 1 Install or verify the FASgov asset accounting software has been installed on the PCGenesis server and workstations. These instructions are located at: 2 Enter or import the capital assets into the FASgov asset accounting software. These instructions are located at: Set Up PCGenesis Capital Asset Fund 801 * Discontinue using Account Group 800 (Capital Assets) to report Capital Asset Governmental (G) funds. If you have previously used Account Group 800, contact Financial Review for the correct accounting procedures. * 3 Add Fund 801 to the Account Master Description file. The Proprietary fund flag (Fund Type P or G), must be set to P (Proprietary) on the PCGenesis Account Master Description File Maintenance screen.) 4 Add the Capital Asset Balance Sheet account numbers to the Account Master Description file. 5 Create the Fund 801 General Ledger (G/L) accounts. 6 Create the Budget Chart of Accounts Depreciation Expense accounts and run the FASgov Depreciation Expense Report. 7 Calculate the FASgov accumulated depreciation and asset values. 7A 7B Verify the FASgov Depreciation Expense Report s results. Accumulate the Capital Asset Balance Sheet account s beginning balance. 7C Calculate the Original balance for Account July 11, :56 AM Page 2 of 52

8 STEP ACTION Set Up PCGenesis Capital Asset Fund 801 (Cont d) 8 Post the accumulated depreciation and asset values in PCGenesis. Post the Capital Asset Purchases to PCGenesis and FASgov 9 Enter the capital asset claim in PCGenesis. 10 Enter the asset values in FASgov. 11 Run the PCGenesis Budget Master Account Summary Report. 12 Run the FASgov Purchase Price Account Summary by Fund Report for the current year. 12A Compare the results of the PCGenesis Budget Master Account Summary Report and the FASgov Purchase Price Account Summary by Fund Report to determine if the fund-byfund totals match. 13 Run the FASgov Annual Activity Report. 14 Compare the PCGenesis Budget Master Account Summary Report to the FASgov Annual Activity Report to reconcile differences where applicable. 15 Create/upload the journal entry for the change in the Capital Asset value to Fund 801. Post the Annual Depreciation Expenses in PCGenesis 16 Calculate the annual depreciation expense in FASgov and run the FASgov Depreciation Expense Report. 16A Verify the results of the FASgov Depreciation Expense Report. 17 Run the FASgov General Ledger Posting Report. 17A 17B Compare the results of the FASgov General Ledger Posting Report to the FASgov Depreciation Expense Report to determine if the annual depreciation amounts match. Correct all errors, and repeat the procedure as needed. July 11, :56 AM Page 3 of 52

9 STEP ACTION Post the Annual Depreciation Expenses in PCGenesis (Cont d) 18 Create the FASgov journal entry load file for the annual depreciation posting. 19 Verify, modify, and/or load the annual depreciation load file into PCGenesis. Transmit the DE Form 0046 Financial (F) Report to the GaDOE 20 Follow normal processing procedures for transmitting your DE Form 0046 to the GaDOE. July 11, :56 AM Page 4 of 52

10 Procedure A: FASgov Software Installation/Data Entry A1. Installing/Verifying the FASgov Asset Accounting Software s Installation Install the FASgov asset accounting software, or verify the software has been installed on your PCGenesis server and workstations. Installation instructions are located at: A2. Entering/Importing Capital Asset Activity into the FASgov Asset Accounting Software Capital Assets may be manually entered or imported into the FASgov asset accounting software by following the instructions at: July 11, :56 AM Page 5 of 52

11 Procedure B: Set Up the PCGenesis Capital Asset Fund 801 B1. Updating the Account Master Description File B1.1. Adding Fund 801 to the Account Master Description File 1 Refer to Section K: Account Master Description File Processing for instructions. 2 Proceed to B1.2. B1.2. Adding Capital Asset Balance Sheet Account Numbers to the Account Master Description File 1 Refer to Section K: Account Master Description File Processing for instructions. 2 On the Account Master Description File Maintenance screen, make the appropriate entries to add the Capital Asset Balance Sheet activity account numbers. These account numbers include 211, 221, etc. 3 Proceed to B2. July 11, :56 AM Page 6 of 48

12 B2. Creating Fund 801 General Ledger (G/L) Accounts 1 Refer to Section G: General Ledger Account Master Processing, Topic 1: General Ledger Account Processing for the instructions to create the General Ledger accounts. 2 On the G/L Add/Update screen, for each of the following G/L accounts, enter the fiscal year, fund, and Balance Sheet account number Land Land Improvements Accumulated Depreciation Land Improvements Buildings Accumulated Depreciation Buildings Equipment Construction in Progress Accumulated Depreciation Machinery and Equipment Investment in Capital Assets 3 Proceed to B3. B3. Creating the Budget Chart of Accounts Depreciation Expense Accounts Depreciation Expense accounts must be created in the Budget Chart of Accounts for each depreciation account that incurs a depreciation expense. The account numbers may also contain system-specific subobject, building, and additional codes, where applicable. The Fund Equity Balance account number for the Capital Asset fund is 0711 (Investment in Capital Assets). Examples of Depreciation Expense accounts for Fund 801 are listed below. When entering these account numbers for your system, you will use your system s account numbers Depreciation Expense Equipment Depreciation Expense Computers Depreciation Expense Buses When the depreciation Journal Entry load files are processed, accounts missing from the General Ledger and Budget Chart of Accounts will generate errors. The Account Master Description File Error Report provides a detailed listing of the errors, where applicable. The accounts identified must be added to the appropriate Chart of Accounts. July 11, :56 AM Page 7 of 48

13 1 *****ATTENTION***** Use caution when creating Depreciation Expense accounts for land improvements and buildings. If a new building is used for instructional purposes, the Depreciation Expense function would not be 4000, even if the acquisition expense function is Refer to Section A: Budget Account Master Processing for the instructions to create the Budget accounts. B4. Calculating the FASgov Accumulated Depreciation and Asset Values/Running the Balance Sheet Account Summary by Fund Report After the asset inventory has been loaded into FASgov, the assets depreciation must be calculated through the end of the previous accounting year. The accumulated depreciation for all assets through the same period will also be calculated. 1 Open the FASgov Asset Accounting software application. The following screen is displayed: July 11, :56 AM Page 8 of 48

14 PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 2 From the FASgov Main Menu, select Depreciation Depreciate. The following window is displayed: 3 Click OK. The following window is displayed: 4 Click on the Drop-Down Selection icon in the Group field, and select All FAS Assets. July 11, :56 AM Page 9 of 48

15 5 Select the Books: Financial option. 6 Enter the previous fiscal year s ending date (MM/CCYY) in the Date: Calculate depreciation through field. 7 Deselect the Send To options. Running the Depreciation Expense Report for the previous and the current fiscal year generates FASgov depreciation totals for the period selected. It is not necessary for you to review the report s results at this point because the totals will be invalid. The following window is displayed: Previous fiscal year s ending date. 8 Click Execute. 9 Enter the current fiscal year s ending date (MM/YYYY) in the Date: Calculate depreciation through field. 10 Select the Send To: Window option. July 11, :56 AM Page 10 of 48

16 The following window is displayed: Current fiscal year s ending date. 11 Click Execute. July 11, :56 AM Page 11 of 48

17 The following window is displayed: Current fiscal year s ending date. 12 Click the Maximize icon. 13 To access the final page of the report: Click the Go to last page icon. July 11, :56 AM Page 12 of 48

18 The following window is displayed: Record this total. 14 Using your right scroll bar, locate the Grand Total for the Curr Accum Depreciation (Current Accumulated Depreciation) column. 15 Record the grand total of the accumulated depreciation for verification against the Asset Balance Account Detail by Fund Report. Click (Print) to print the report. 16 Click (Close) to close the Depreciation Expense Report window. July 11, :56 AM Page 13 of 48

19 B5. Running the FASgov Asset Balance Account Detail by Fund Report The Asset Balance Account Detail by Fund Report lists the total asset values and accumulated depreciation by Balance Sheet account. After accumulated depreciation and asset values have been calculated, the report may be used to enter the PCGenesis beginning depreciation balances. 1 From the FASgov Menu Bar, select Reports Report Writer Launch. 2 Navigate to the K:\BESTSERV\CUSTRPT folder. 3 Select ASSETBALACCTFUND.rpt. The following window is displayed: 4 Click Launch, and proceed to 6. If the Report Helper window is displayed: Proceed to 5. July 11, :56 AM Page 14 of 48

20 The following window is displayed if the report selected is designed for a different governmental unit: 5 To update the report to run for the governmental unit Verify the Update the report definition to report on the new gov. unit option is selected, and click OK. July 11, :56 AM Page 15 of 48

21 The following window is displayed: Refresh icon 6 To run the report against the school district s information: Click the Refresh icon. July 11, :56 AM Page 16 of 48

22 The following window is displayed: 7 Follow normal procedures to print the report. 8 To accumulate the Capital Asset Balance Sheet account s beginning balances: Using the report, manually accumulate the G/L account ( ), amounts. For example, total the entries for Account 0232 for all Governmental funds such as , through , to calculate the beginning balance for Balance Sheet account To calculate the original balance of account : Accumulate the totals for accounts , , , and July 11, :56 AM Page 17 of 48

23 B6. Posting the Accumulated Depreciation and Asset Values into PCGenesis The Balance Sheet account s beginning balance accumulated in B5. Running the FASgov Asset Balance Account Detail by Fund Report must be entered in PCGenesis using a journal entry for the current year. For accounting compliance, you should not modify the Balance Sheet account s beginning balance. Instead, create a journal entry using the following instructions. 1 Log into PCGenesis. 2 From the Business Applications Master Menu, press PF1 (Financial Accounting & Reporting System). The following screen is displayed: 3 Press PF11 (General Ledger Account Master Menu). July 11, :56 AM Page 18 of 48

24 The following screen is displayed: 4 Press PF5 (Journal Entry). The following screen is displayed: 5 Enter the Journal Voucher number in the Voucher # (Voucher Number) field, or verify the defaulting entry is correct. PCGenesis will automatically display the last Journal Voucher s number that was entered in the Last Voucher Entered Was field. July 11, :56 AM Page 19 of 48

25 6 Verify N (No) is entered in the Load from file? field and press Enter. The following screen is displayed: 7 Enter a current year s date (MM DD YY) in the Transaction Date field. 8 Enter ACCUM DEPR AND ASSET in the Reason field. 9 Make the appropriate entries to create a journal entry that debits your Capital Asset Balance Sheet account (0211, 0231, etc.), and credits your investment in Capital Asset Balance Sheet account Press Enter twice. 11 Press PF16 to the Financial Accounting & Reporting Master Menu. July 11, :56 AM Page 20 of 48

26 Procedure C: Posting the Capital Asset Purchases into PCGenesis & FASgov C1. Entering the PCGenesis Capital Asset Claim Accounting entries should be made for Capital Assets as they are purchased. 1 Press PF3 (Claim Processing Menu). The following screen is displayed: 2 Press PF2 (Enter Claim). July 11, :56 AM Page 21 of 48

27 The following screen is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 3 Each time a Capital Asset is purchased: Make the appropriate entries to enter a PCGenesis claim. These entries are made to record the item as an Expense. The Source objects for expensing Capital Asset purchases are 710 Land Acquisitions and Development, 715 Land Improvements, 720 Building Acquisitions, Construction and Improvements, 730 Purchase of Equipment Other than Buses and Computers, 732 Purchase or Lease Purchase of Buses, or Purchase or Lease Purchase of Computers. 4 Press PF16 to the Financial Accounting & Reporting Master Menu. C2. Entering the FASgov Asset Values To allow tracking of the asset value and depreciation over the life of the asset, Capital Assets must also be recorded in FASgov. 1 Refer to Topic 5: Creating a Template and Adding/Modifying/Transferring Assets located at: for instructions. July 11, :56 AM Page 22 of 48

28 C3. Running the PCGenesis Budget Master Account Summary Report Run the PCGenesis Budget Master Account Activity Summary List and compare the Listing s results to the FASgov Annual Activity Report. 1 Press PF9 (Financial Reporting Month/Yr-End Menu). The following screen is displayed: 2 Press PF3 (Budget & Revenue Account Master Reports Menu). July 11, :56 AM Page 23 of 48

29 The following screen is displayed: 3 Press PF1 (Budget Master: Account Activity Detail List). The following screen is displayed: 4 Using the entries from the following screenshot example, run the report for the appropriate fiscal year, selecting only the Object codes in the 700 range. July 11, :56 AM Page 24 of 48

30 5 Press Enter twice. 6 Press PF16 to the Financial Accounting & Reporting Master Menu. 7 Access the PCGenesis Uqueue Print Manager to print the report. C4. Running the FASgov Purchase Price Account Summary by Fund Report Run the FASgov Purchase Price Account Summary by Fund Report for the current year to obtain a summary of the activity entered in FASgov for the year. 1 Return to the FASgov software application. 2 From the FASgov Menu Bar, select Reports Report Writer Launch. 3 Navigate to the K:\BESTSERV\CUSTRPT folder. 4 Select the PURCHASESUMRY.rpt. July 11, :56 AM Page 25 of 48

31 The following window is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 5 Click Launch, and proceed to 7. If the Report Helper window is displayed: Proceed to 6. July 11, :56 AM Page 26 of 48

32 The following window is displayed if the report selected is designed for a different governmental unit: 6 To update the report to run for your governmental unit: Verify the Update the report definition to report on the new gov. unit option is selected, and click OK. July 11, :56 AM Page 27 of 48

33 The following window is displayed: Refresh icon 7 To run the report against your system s information: Click the Refresh icon. The Purchase Price Account Summary by Fund for a Date Range Report will be open in the Crystal Reports for Best software application. July 11, :56 AM Page 28 of 48

34 The following window is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 8 Follow normal procedures to print the report. 9 If all Capital Asset purchases have been entered correctly into PCGenesis and FASgov, the fund-by-fund totals on the two reports will match. Refer to the *** ATTENTION *** message below. If the fund-by-fund totals do not match: It may be necessary to run the PCGenesis Budget Master file Detail of Activity Report and the FASgov Purchase Price Account Detail Report to determine the missing and/or duplicate Capital Asset items. If missing, the items must be added. If duplicate items are found, you must determine which item needs to be deleted. In both instances, this procedure must be repeated beginning at 1. * * * ATTENTION * * * An account-by-account comparison of entries between FASgov and PCGenesis may not be completed during specific times, because changes need to made i the depreciation account used for some postings. For example, when entering PCGenesis expenses that associated with property acquisition, you will typically use function In FASgov however, the depreciation expense account associated for that property should typically be entered with the function associated with the use of the asset. A portable classroom, for example, would be depreciated under Function 1000, rather than Function July 11, :56 AM Page 29 of 48

35 C5. Running the FASgov Annual Activity Report After all assets have been entered in FASgov and PCGenesis correctly, the totals needed to create the PCGenesis Capital Asset fund s journal entries can be easily obtained from the FASgov Annual Activity Report. 1 From the FASgov Menu Bar, select Reports Annual Activity. The following window is displayed: 2 Select the Books: Financial option. 3 Enter the month and year-end date (MM/YYYY) of the appropriate fiscal year in the Date: Fiscal year-end for report field. 4 Select the Configuration: Detail, subtotals and totals option. 5 Verify the Configuration: Include assets with no current activity option is deselected. 6 Select the Send To: Window option. July 11, :56 AM Page 30 of 48

36 The following window is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 7 Verify your Annual Activity Report Definition window is the same as the previous screenshot example. Based on the date, and the time frame for which the report is generated, the entry in the Date: Fiscal year-end for report field may differ. 8 Click Execute. The report will be displayed online and will list the G/L Capital Asset account associated with each asset having current year activity. July 11, :56 AM Page 31 of 48

37 The following window is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide 9 Follow normal procedures to print the report. C6. Creating/Uploading the Capital Asset Value Change Journal Entry The journal entry for changes in the Capital Asset value to the PCGenesis Capital Asset Account Fund 801 will consist of only a few lines. For this reason, the creation of this posting has not been automated. 1 Return to the PCGenesis software application. 2 Access Topic 2: Journal Voucher Processing for the instructions to streamline the creation and entry of this journal entry. 3 Using the Journal Entry Upload procedures, complete the spreadsheet with the appropriate entries to Capital Asset Fund 801. July 11, :56 AM Page 32 of 48

38 Procedure D: Post the Annual Depreciation Expense into PCGenesis After all depreciation entries have been made, and your system s depreciation has been calculated, the FASgov General Ledger Posting Report must be run and saved as a text file. When the report is run, PCGenesis reads the text file, and automatically creates the journal entry Upload file. PCGenesis then converts the Fund number from the original Governmental (G) fund to PCGenesis Capital Asset Fund 801. The Upload file can be verified and modified using Microsoft Excel if necessary. When the file includes the information required to post, the journal entries must be loaded into PCGenesis using the Journal Entry Upload feature. These instructions are provided in Section L: General Ledger Account Master Processing, Topic 2: Journal Voucher Processing located at: July 11, :56 AM Page 33 of 48

39 D1. Calculating the FASgov Annual Depreciation Expense/ Running the Depreciation Expense Report 1 Return to the FASgov software application. 2 From the FASgov Menu Bar, select Reports Depreciation Expense. The following window is displayed: 3 Select the Books: Financial option. 4 Enter the month and year-end date (MM/YYYY) of the previous fiscal year for which you are reporting depreciation in the Date: Fiscal year-end for report field. 5 Select the Configuration: Detail, subtotals and totals option. July 11, :56 AM Page 34 of 48

40 6 Deselect the Send To options. Running the Depreciation Expense Report for the previous and the current fiscal year generates FASgov depreciation totals. It is not necessary for you to review the report s results at this point because the totals will be invalid. 7 Click Execute. 8 Enter the current fiscal year s ending date (MM/YYY) in the Date: Fiscal year-end for report field. 9 Select the Send To: Window option. The following window is displayed: Current fiscal year s ending date. 10 Click Execute. 11 To print the report: Click the Print icon before closing the Depreciation Expense Report window. To close the Depreciation Expense Report Definition window: Click the Close icon. July 11, :56 AM Page 35 of 48

41 D1.1. Depreciation Expense Report Example Annual Depreciation Amount July 11, :56 AM Page 36 of 48

42 D2. Run the FASgov General Ledger Posting Report After calculating the annual depreciation expenses in FASgov, and verifying that the figures are correct, run the FASgov General Ledger Posting Report. 1 From the FASgov Menu Bar, select Reports General Ledger Posting. The following window is displayed: 2 Select the Books: Financial option. 3 Enter the month and year-end date (MM/YYYY) of the fiscal year for which you are reporting depreciation in the Configuration: Period Posting Date field. 4 Enter 1 in the Configuration: Journal number field. 5 Select the Send To: Window and Printer options. 6 Click Execute. July 11, :56 AM Page 37 of 48

43 The following window is displayed: PCGenesis Financial Accounting and Reporting (FAR) System Operations Guide Export icon. 7 The G/L Posting Report will print automatically to your Printer. The report s account numbers must be in the same format as in the previous screenshot example. If they differ, the Upload feature will not recognize the entries and will require you to manually enter the Journal Voucher. Review the General Ledger Posting Report and compare it to the Annual Depreciation Report. The total annual depreciation from the two reports will match. 8 Within the FASgov General Ledger Posting Report window, click the Export icon. July 11, :56 AM Page 38 of 48

44 The following window is displayed: 9 Click on the Drop-Down Selection icon in the Format and Destination fields, and select Word for Windows document and Application. The following window is displayed: 10 Click OK. The G/L Posting Report will be displayed in a Microsoft Word window. July 11, :56 AM Page 39 of 48

45 The following screen is displayed: 11 From the Microsoft Word Menu Bar, select File Save As. 12 Navigate to C:\JOURNAL ENTRIES\GLPOSTING.TXT and save the report as GLPOSTING.txt. July 11, :56 AM Page 40 of 48

46 The following window is displayed: 13 Click Save. 14 Close the Microsoft Word software application. This file will be used to create the FASgov Journal Entry Load Files for Annual Depreciation Posting Report. July 11, :56 AM Page 41 of 48

47 D3. Create the FASgov Journal Entry Load Files for the Annual Depreciation Posting It is not mandatory for you use this procedure to enter PCGenesis depreciation values. The values may be manually entered by using the manual journal entry or the Journal Entry Add/Upload feature. * * * ATTENTION * * * Before creating the load files for PCGenesis, the General Ledger Posting Report must be saved as a text (.txt) file by following the instructions provided in D2. Run the FASgov General Ledger Posting Report. 1 Refer to Topic 2: Journal Voucher Processing for instructions. 2 Return to the PCGenesis software application. The following screen is displayed: 3 Press PF11 (General Ledger Account Master Menu). July 11, :56 AM Page 42 of 48

48 The following screen is displayed: 4 Press PF7 (Create FASgov Depreciation Journal Entries from FASgov General Ledger Posting Report). The following screen is displayed: 5 Enter your journal entry s number in the Starting Voucher Number field. The path will default to C:\JOURNAL ENTRIES\GLPOSTING.TXT. 6 Enter XX, where XX is the year in the Tran Date (Transaction Date) field. July 11, :56 AM Page 43 of 48

49 7 Enter the year (YY) in the Fiscal Yr (Fiscal Year) field. 8 Press Enter. If the FASgov file scan completed with errors found message is displayed: Based on the instructions within error message(s), correct all errors, and repeat this procedure beginning at 1. If the Fund 801 is not set up message is displayed: Press PF16, add Fund 801 to the Account Master Description file by following the instructions in Section K: Account Master Description File Processing. If the FASgov file scan completed with errors found message is displayed: Press Enter and access the PCGenesis Uqueue Print Manager to print the report. If the FASgov processed but Balance Accts did not clear properly message is displayed: Press Enter. On the Error Report, check all FASgov assets to locate the asset(s) that is incorrectly paired. For example, Balance Sheet 0422 (Land Improvement) paired with Object 0748 (Depreciation Expense Equipment). Correct the error(s), and repeat this procedure beginning at 1. If the Error: Debit and Credit Figures loaded do not balance. message is displayed: Press Enter. Verify that the Text file is complete and that the FASgov General Ledger Posting Report s debits and credits are correct. The following screen is an example of an error report: July 11, :56 AM Page 44 of 48

50 9 When the ***FASgov file processed Successfully*** message is displayed, press Enter 10 Press PF16 to the General Ledger Account Master Menu. 11 Press PF16 to the Financial Accounting & Reporting Master Menu. The process is completed and the appropriate Budget upload files have been created in C:\Journal Entries\ JEXXXXXXXX, where XXXXXXXX is the JE voucher number entered in D3. Create the FASgov Journal Entry Load Files for the Annual Depreciation Posting. (This file has already been saved as a.csv file.) D4. Verify, Modify, and Load the Annual Depreciation Expense into PCGenesis The PCGenesis Journal Voucher Upload feature is used to complete PCGenesis Capital Assets postings. 1 Open the Microsoft Excel software application. 2 Navigate to your C:\Journal Entries\JEXXXXXXXX journal entry spreadsheet. The following window is displayed: 3 Click once on the filename, and click Open. July 11, :56 AM Page 45 of 48

51 4 When the Microsoft Excel JEXXXXXXXX.csv screen is displayed, make the appropriate modifications to the Spreadsheet or via the FASgov software application. If modifications are made to the Spreadsheet, the instructions in D3. Create the FASgov Journal Entry Load Files for the Annual Depreciation Posting must be repeated. 5 Using the instructions for the Upload a Journal Voucher feature, load the.csv file into PCGenesis. 6 Close all software applications including FASgov, Crystal Reports for Best, Microsoft Excel and Word, and PCGenesis where applicable. July 11, :56 AM Page 46 of 48

52 Procedure E: Reporting Capital Asset Activity in the Annual DE Form 0046 Report s Financial (F) Transmission When the DE0046 Report s Financial (F) transmission file is transmitted to the Department of Education (DOE), all financial transactions made to Fund 801 will be automatically read and included the transmission file s results. It is not necessary that any additional procedures be completed to include these transactions. July 11, :56 AM Page 47 of 48

53 Procedure F: Special Situations When equipment is disposed of and the information is posted in FASgov, PCGenesis journal entries must be made to reflect the results of the disposal. Any cash received must be posted to the relevant fund. For example, cash received from selling a cafeteria stove would be posted in either of the 600 series funds. The appropriate entries must also be made in to reflect a reduction to the Capital Asset balance. July 11, :56 AM Page 48 of 48