Augusta State University

1

Brown Bag Workshop Year End Workshop

• Augusta State University
• Projects Office

2
Agenda

• Welcome
• Short Review
• Managing Current Requisitions
• Year End Calendar
• Creating and Managing Requisitions using Year End
  Money

3
Definitions

• Fiscal year
• Liquidating pre-encumbrances
• Free balance

4
Definitions

• Fiscal year an institutions accounting
  reporting year for ASU July 1 June 30
• Liquidating to make clear, convert to cash,
  assasinate
• Free balance available budget to spend

5
Fiscal Year

• Current Fiscal Year (2003)
• July 1, 2002 beginning of 2003 Fiscal Year
• June 30, 2003 end of 2003 Fiscal Year
• Next Fiscal Year (2004)
• July 1, 2003 beginning of 2004 Fiscal Year

6
Managing Current Requisitions

• Submit as early as possible
• Approve and budget check
• Requisitions that you do not want
• Delete if it has not been budget checked
• Trash can on header comments panel
• Request it be cancelled to appropriate buyer via
  email (must be both approved and budget checked)

7
Managing Current Requisitions

• New Crystal Report to manage current
  requisitions
• Requestor_requisitions (Requisitions entered by a
  specific requestor
• Pull by operator id of the person who created the
  requisition (BUSACD)

8
Budget Reports

• Budget Transaction Detail Report (Crystal)
• Budget Progress Report (Detail 2)
• (new in 2004)
• Both reports have similar information, either can
  be used

9
Preencumbrances and Encumbrances

• Use your budget reports to ensure that you have
  preencumbrances for all outstanding reqs.
• Liquidated pre-encumbrances for all
  requisitions after PO has been created
• Liquidated encumbrances after check has been
  cut

10
Budget Progress Report BOR Interfaces Reports,
GL/Bud Rpt, Budget Progress Report
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Budget Progress Report Detail 2
12
Budget Progress Report Detail 2

• In Handout
• Includes Vendor Information
• Includes Line Description

13
Budget Transaction Detail (Crystal)

• Directions on the Web
• Can be printed for specific time period

14
Budget Transaction Detail
15
DeadlinesApril 2003
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May 2003
17
And now a word from our Bookstore
18
As we close in on May 23 reviewwhat happened
last year

• Does anyone remember?

19
May 23, 2003 Deadline430 pm

• All requisitions must be
• Created
• Approved
• Budget checked
• If they have not been approved and budget checked
  by this date, it does not reserve the money.
  Remaining departmental funds become part of ASUs
  general fund and you will have to delete the
  requisition

20
June 2003
21
P-Card

• Before using your P-Card
• check your budget for available money
• Purchases applied to statement after May 27
• Charged to your FY04 Budget
• Should be emergencies

22
Entering YearEnd Requisitions

• Create requisition when authorized by
• Dr Fred Barnabei
• Michelle Braithwaite
• For Buyer, you must choose Year End Buyer
• Notify Michelle Braithwaite via email when the
  requisition is ready to be approved.
• (mbraithwaite_at_aug.edu)

23
Year End Buyer
24
Follow progress of your Yearend Requisitions

• New Requisitions Report
• Budget Progress Report
• Or Budget Transaction Detail Report

25
When in doubt?

• Call maryandnathan!

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FAQs from Workshop

• Q. Should I do anything with the
  pre-encumbrances for such things as telephone,
  copiers and postage?
• A. Yes, Monitor them and if the pre-encumbrance
  looks too large or small contact ???
• Q. What happens if I have already received a
  check or goods but there part of the
  pre-encumbrance is still there
• A. Contact the buyer and they will work with
  Board of Regents to correct it. If you cannot
  find the buyer information, open a Help Desk
  ticket and asked that it be sent to the Projects
  Office (maryandnathan).