May 12, 1997

MEMORANDUM No. NCAS-97-0053
 
 

To:	Fiscal Officers and Fixed Asset Users
From:	Chuck Cooper  Assistant State Controller
Re:	FA Data Entry Deadline (08/07/97) and Operations Schedule

 

The following correspondence outlines the operations schedule and procedures for the fiscal year ended June 30, 1997.

Thursday, August 7, 1997 will be the last day available for entering any fixed asset information for the year ending June 30, 1997. This date is final and no extensions can be granted due to the CAFR reporting requirements. The following Year-end reports are available for your agency to run from the FAPUBLIC library in IE (Some of these reports may be too large to view in RVLS, so if you need any assistance, contact the OSC NCAS Helpdesk at 875-HELP.):

1) C-FA-FA755-GE5000

Active Asset Reconciliation Report for Assets Costing >/= $5000

Active Asset Additions Report for Current Year Asset Additions Costing >/= $5000

List of Fiscal 97 Retirements (all)

Active Asset Reconciliation Report for All Assets

All Retired Assets with Cost >/=$5000

Listing of Cost Increases/Decreases to Prior Year Asset Acquisitions

Listing of assets transferred into an agency

Listing of assets transferred out of an agency

OSC will not be running a final set of year end Fixed Asset reports after the final day of data entry on August 7. Therefore, we encourage agencies to periodically run these reports, as needed, to balance their fixed assets and to retain for audit purposes. We also require that the attached Fixed Asset Year End Report Certification form be completed and returned to us after completion of your year-end reconciliation. This form is required no later than August 31, 1997.

Both a valid RACF Password and DBS ID are required to achieve access to the DBS Fixed Asset System. Please note that the RACF Password must be changed every 90 days or it will expire. Should your RACF password expire, you must contact your Agency's RACF Administrator to have your password reinstated. If you do not know your DBS ID, contact the OSC NCAS Helpdesk.

The following schedule has been established for the Fixed Asset end of year processing:
 

• July 3, Thurs. -

Master file will be updated. Validation and Audit Ledger reports will be available July 7 at the I/O window. MAD controls will be reset on this day and depreciation calculated. All depreciable assets must be entered by 7:00 p.m. on July 3, 1997 for depreciation to be calculated automatically by the system. For assets entered after the monthly update depreciation cycle has been executed, the operator must manually calculate and enter the amount of applicable depreciation for fiscal 1997 for the new asset in the Year to Date Depreciation and the Life to Date Depreciation fields on screen 260.

• July 3, Thurs. -Aug 7, Thurs. -

Year end reports will be available in the FAPUBLIC library to be run as needed.

• July 7, Mon. -

System available for all users. Begin entering June 1997 Retirements.

• July 7, Mon. - July 31, Thurs. -

Fixed assets received in June, paid in July with an accrual indicator will be interfaced from AP to FA. All accruals paid after July 31st will need to be entered manually.

• July 7, Mon. -

All asset transfers for FY 1996/1997 must be received by OSC NCAS Help Desk for data entry into the system.

• Aug 7, Thurs. -

Final day of data entry. The final update process for Y/E 1997. No more FA processing for 1997. The system will be down until August 11, 1997.

• Aug. 11, Mon. -Aug 20, Wed. -

Begin FA processing for fiscal year 1998. Enter July 1997 asset information.

• Aug. 11. Mon. -

Fixed assets paid in July that are not June 1997 accruals (no accrual indicator) will be interfaced from AP to FA

• Aug. 20, Wed. -

Booked through date set to 98-01. July monthly production reports and depreciation run.

• Aug. 21, Thurs. -Aug. 29, Fri. -

Enter August 1997 asset information.

• Aug. 21, Thurs. -

Fixed assets paid for from August 1st through August 20 will be interfaced. Then, the nightly interface will resume.

• Aug. 29, Fri. -

Booked through date set to 98-02. August monthly production reports and depreciation run.

• Sept. 1, Mon -

System down for Labor Day Holiday.

• Sept. 2, Tues -

Resume normal operations schedule, begin September activities.

Please circulate this memo among other interested parties in your agency. Any questions you have regarding the Fixed Asset System, including IE report questions, may be directed to the NCAS Help Desk at 875-HELP. Thank you in advance for your cooperation.

CC/cw

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