Agencies need to update their chartfield clearing accounts related to credit cards, prompt payment interest charged to Exempt Funds, and AP Prepaid to reflect the new budget year. In addition, some of the appropriations will lapse on June 30, 2013. The clearing accounts are Purchasing, Travel and AP related configurations located in GL.

Attached to an e-mail sent to selected agencies on 5/1 was a spreadsheet template that will allow agencies to update all of these clearing accounts by submitting the spreadsheet in one incident to the SFS Help Desk. Agencies that received the e-mail should complete the portion of the spreadsheet that applies to their Business Unit(s), and submit it to the SFS Help Desk by Wednesday 5/15/13. Click the link above for full information, including special conditions for PCard / NET Card and TCard clearing account string updates.

The presentation shown in the Wednesday 5/1 Agency Checkpoint Conference Call is posted to the Agency Conference Calls and Meeting Agendas and Notes page of the SFS website. Content includes KK / GL Reporting Update; Reporting Encumbrances as of 3/31/13; NYAP3103 Voucher Deletion Report; EDAs Updating Travel Chart of Accounts Values for Employees; and Security Reminders.

Agencies are reminded to dial in / login to the weekly Agency Checkpoint Conference Call and webinar promptly at (or before) 2:00 PM each Wednesday, so that they don't miss any of the important information presented in these calls. Click the link above to access the presentation.

The Bulkload Agency Interface Layouts for the upcoming 2013 Summer Release, as discussed at the 4/9 Bulkload User Group Meeting, are posted on the Bulkload Toolkit page of the SFS website (under Future Release). Bulkload agencies should review these layouts for discussion at the next Bulkload User Group Meeting on 5/7. Click the links above for full information.

In order to bring ERT (PRFCAS) back to a fully-functioning, Production-like test environment for agencies, PRFCAS is unavailable from Wednesday 5/1 (evening) through Sunday 5/5. The SFS Program backed up the data from Production at the end of batch processing on 4/30 (5/1 early morning), and is loading it into ERT (PRFCAS). We expect to make PRFCAS available again on Monday 5/6 with April 2013 Production data - including the rolled-over Budgets and Purchase Orders, and new year Agency KK and 2013-14 Appropriation/Segregation Budgets that have been established in Production.

ERT (PRFCAS) will again have Production Budgetary Controls in place. Agency user passwords will remain the same. Agencies seeding their legacy test systems for bulkload testing against PRFCAS should clone their systems AFTER loading the month-end Master File extracts. Files should NOT be submitted during the outage. Contact the SFS Help Desk with any questions.

The Agency Call held on Tuesdays and Thursdays at 10:00 AM will continue through at least mid-May. The SFS Program is currently discussing internally and with agencies the future status of this call, with the goal of best utilizing both Agency time and SFS resources. We will provide further updates.

OSC's Bureau of State Expenditures (BSE) issued Accounts Payable Advisory 27: Voucher Accounting Date on 4/29/13. It states that the Accounting Date recorded on a voucher is generally the date a liability is incurred (e.g., the date on which the goods or services are received from the vendor) regardless of whether a corresponding invoice has been received.

The OSC Guide to Financial Operations (GFO), Chapter XII, Section 5.G: Entering the Appropriate Accounting Date has been updated with a table (also provided in AP Advisory 27) detailing the Accounting Date for various Types of Payments. The GFO also provides information on why Accounting Dates in Accounts Payable may sometimes differ from those recorded in the General Ledger.

Click the links above for full information.

The following new / updated / revised items are posted to the SFS website:

• 4/9 Bulkload User Group Meeting Notes and presentation (posted 5/1)
• 5/1 Agency Checkpoint Conference Call presentation (posted 5/1)
• Bulkload Agency Interface Layouts for Future Release (posted 5/1)
• Bulletin: Chartfield Clearing Account Updates Needed (posted 5/1)
• Updated Accounting Codes Extract File (posted 5/1)
• New Job Aid: JAA-AP205-024 (PCard and NET Card Reconciliation Voucher Reset) (posted 5/1)
• 5/1 Agency Checkpoint Conference Call Agenda (posted 4/30)
• Revised Job Aid: JAA-CN201-002 (Creating a Contract Revision) (posted 4/29)
• 5/2 Revenues User Group Meeting Agenda (posted 4/29)
• 4/4 Revenues User Group Meeting Notes (posted 4/26)
• Updated OGS list of Master Contract VARs (posted 4/26)
• Updated Commodity Code to Account Mapping (posted 4/26)
• Revised Job Aid: JAA-AP210-020 (Paying an Interagency Bill) (posted 4/26)
• Updated Quick Start Guide: Validations for Interagency Billing and Related Vouchers (posted 4/25)
• Validations for Interagency Billing and Related Vouchers presentation (posted 4/25)
• Bulletin: Changes to AR and Billing Modules to Ensure Proper Accounting Practices (posted 4/25)
• Bulletin: All Agencies: New Security Role, and ASA Validation Needed (posted 4/25)
• New Job Aid: JAA-PO000-016 (Purchase Order Rollover Overview) (posted 4/23)

Click the link above to access the Latest Web Updates page of the SFS website. Be sure to check this page often, as new items are posted daily.

Contact feedback@sfs.ny.gov with any questions. 

Thank you.