DISTRICT CHECK-UP December 16, 2015
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1 DISTRICT CHECK-UP December 16, 2015
2 Agenda What s New Preparing to Close 2015 Commonly Used Reports Reporting Tips Maintaining Budgets Questions and Answers
3 What s New
4 Workday Announcements Click Announcement to open details
5 Preparing to Close 2015
6 Key Dates Cash Receipts Due December 31, 2015 Ad Hoc Payments Due January 14, 2016 December Reports January 12, 2016 Final Reports (districts on calendar fiscal year) February 5, 2016
7 Cash Receipts REMINDER: General Deposits send by mail should be sent ATTN: B&F Cashier This is especially important during the holidays when many are on vacation. All cash and associated documents for 2015 business must be submitted to Budget and Finance by 2:00 p.m. Wednesday, December 31, Cash transactions will be cut off at that time and all cash accounts will be reconciled to the bank transactions received after the cutoff will be processed as 2016 business.
8 Cash & Investment Activities Investment requests must be received by 2 PM the day prior to the requested investment date. Month end Cash Transfers for payroll and AP ACH must be received by close of business December 29 in order to be in outside district s accounts on the morning of December 31.
9 Ad Hoc Payments For those districts on a calendar fiscal year, Ad Hoc Payments for 2015 business will be accepted in Budget and Finance until 10:00 a.m. Thursday, January 14, Ad Hoc Payments submitted to Budget and Finance after the deadline will be processed as 2016 business.
10 Commonly Used Reports
11 Ledger Account Activity Summary FIN0669
12 GL Trial Balance by Fund FIN0354
13 GL Trial Balance by Fund FIN0354
14 District Expenditures FIN0595 Save Search Option
15 District Expenditures FIN0595
16 District Expenditure Budget to Actuals FIN0596 Save Search Option
17 District Expenditure Budget to Actuals FIN0596
18 District Revenues FIN0594 Save Search Option
19 District Revenues FIN0594
20 District Revenue Budget to Actuals FIN0597 Save Search Option
21 District Revenue Budget to Actuals FIN0597
22 Financial Detail Activity FIN0353 Add/Remove Groups Save Search Option
23 Financial Detail Activity FIN0353 Click to Open Transaction
24 How do I get a Warrant Register? Find Payments FIN0340 Payment Status = Complete Payment Date On or After = payment date submitted
25 How do I find a list of outstanding warrants? County-issued Warrant in WD District-issued Warrant Find Payments FIN0340 Payment Status = Complete Reconciliation Status = Unreconciled Find Ad Hoc Bank Transaction FIN0338 Purpose = District Issue Reconciliation Status = Unreconciled County-issued Warrant before WD Find Ad Hoc Bank Transaction FIN0338 Purpose = Converted Warrant Reconciliation Status = Unreconciled
26 How do I find a list of reconciled warrants? County-issued Warrant in WD District-issued Warrant Find Payments FIN0340 Payment status = Complete Reconciliation status = reconciled Find Ad Hoc Bank Transaction FIN0338 Purpose = District Issue Reconciliation Status = Reconciled County-issued Warrant before WD Find Ad Hoc Bank Transaction FIN0338 Purpose = Converted Warrant Reconciliation Status = Reconciled
27 How do I find a list of voided warrants? County-issued Warrant in WD District-issued Warrant Find Payments FIN0340 Payment status = Canceled Reason for Cancel = void Reconciliation status = reconciled Find Ad Hoc Bank Transaction FIN0338 Purpose = Void District Issue County-issued Warrant before WD Find Ad Hoc Bank Transaction FIN0338 Purpose = Void Converted Warrant
28 Find Ad Hoc Bank Transaction FIN Summary Total Transaction amount by Company, Fund, and Purpose
29 Ledger Account Activity Summary FIN0669
30 Find Cash Sale FIN0601 Access to Cash Sale document added
31 Reporting Tips
32 Reporting Tips Every blue field and magnifying glass can be drilled into additional details. Magnifying glass open document Blue link see more details Hover-over arrows next to amounts allow summarizing details. Use the tools to add function: Export to Excel Filter list
33 Reporting Tips Use saved filters to easily reproduce reports Use common ledger account summaries to quickly include groups of accounts Budget Total Expenditures = Expenditures including transfers out Budget Total Revenue = Revenues plus transfers in BARS All Accounts = all account types
34 Maintaining Budgets
35 Budgets As a convenience, 2015 Budgets were copied over as your 2016 Budget Use the Maintain Budget task in Workday to modify these budget figures to match your Adopted Budget. Per RCW , and the State Auditor s Office Opinion, you will need to still file your budget with us. Please attach a copy of your adopted 2016 budget ordinance to your budget within Workday.
36 Maintain Budget Task Maintain Budget (entered in search) Select the Budget Structure of District Annual Budget (required) Select your Company(required) In the Budget Name field, select the budget to be modified (required) In the Years field, select the proper year (required) Select a Period from the drop down menu In Organizing Dimensions, select a Fund worktag from the drop down menu (required)
37 Maintain Budget Task Complete details on the Maintain Budget screen Memo: Document changes or make comments about the budget as a whole.
38 Maintain Budget Task Budget Lines: Use the [+] button to add budget lines Each line requires a Ledger Account Worktags: Each line requires a Cost Center and Business Unit be entered in the this field. Spend Category and Revenue Category can be added if desired. Debit Amount/Credit Amount: Amounts are entered as natural debits and credits (Debit to increase expenses and Credit to increase revenues) Memo: can be used to make notes/comments about the amounts in any given line.
39 Maintain Budget Task Use Attachments tab to add documentation
40 Budget Reports Current Budget - Budget amounts summarized by ledger account with an additional summary by fund District Expenditure Budget to Actuals FIN0596 Includes budget and actuals side by side in one report, displaying all worktags. Calculated remaining balance is shown for each account. Revenue to Expenditure Budget Comparison FIN0393 Summarizes budget amounts by cost center, fund and account type
41 Questions?
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