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General Ledger - Year End Close Job Aids

 

Job Aid Job Aid Description
Job Aid #
Posted / Updated
Budgetary Legal Ledger Job Aid Provides Department users the assumptions of the Budgetary Legal solution and steps to allow a complete reconciliation to the source data (Modified Accrual and Commitment Control).
FI$Cal.257
08/05/2015

Cash Reconciliation Job Aid 2.0

Provides accounting staff the instructions for reconciling department (BU) cash balance against the statewide cash.
FI$Cal.259
02/09/2016

Completing Year-End Closing/Year-End Adjusting Entries 6.0

Provides accounting staff with instructions for recording standard end of year accounting entries in FI$Cal.
FI$Cal.245
08/16/2016

Due To/From Supplemental Report 3.0

Provides General Ledger Reporters with instructions for running the Due To/From Supplemental Report required by the SCO.
FI$Cal.250
12/03/2015

REVISED Running the Year End Close Process 4.0

Spreadsheet for running the year end close process
FI$Cal.258
07/03/2017
Year End Report 1 - Report of Accruals to Controller’s Accounts 1.0 Provides accounting staff the instructions for filling out Report of Accruals’ To Controller’s Accounts, Form 571A, B, A/B, C, D, with considerations made for FI$Cal (Year End Report 1).
FI$Cal.244
07/15/2015
Year End Report 2 - Accrual Worksheet 1.0 Report No. 2 is the supporting worksheet for Report No. 1, Report of Accruals to Controller's Accounts. Report No. 2 is the first report to be completed (Year End Report 2).
FI$Cal.251
07/10/2015
Year End Report 3 - Adjustments to Controller’s Accounts 1.0 Provides instructions for identifying the necessary Adjustments to Controller’s Accounts in FI$Cal and converting the FI$Cal account chartfield values to the Uniform Codes Manual (UCM) values (Year End Report 3).
FI$Cal.242
07/10/2015
Year End Report 4 - Final Statement of Revenue 1.0 Provides General Ledger Reporters with instructions for running the Final Statement of Revenue Report (Year End Report 4).
FI$Cal.233
07/13/2015
Year End Report 5 - Preparing the Final Reconciliation of Controller’s Accounts 1.0 Provides instructions to assist in the completion of the Report 5 using FI$Cal resources and other year-end financial reports.  This report must be submitted for all governmental cost funds (Year End Report 5).
FI$Cal.248
07/10/2015

Year End Report 6 - Final Budget Report 2.0

Provides General Ledger Reporters with instructions for running the Final Budget Report (Year End Report 6).
FI$Cal.235
02/03/2017

Year End Report 7 - Pre-Closing Trial Balance Report 3.0

Provides General Ledger Reporters with instructions for running the Pre-Closing Trial Balance Report (Year End Report 7).
FI$Cal.228
12/03/2015

Year End Report 8 - Post-Closing Trial Balance Report 3.0

Provides General Ledger Reporters with instructions for running the Post Closing Trial Balance Report (Year End Report 8).
FI$Cal.229
12/03/2015

Year End Report 8 - Subsidiaries on File Report 3.0

Provides General Ledger Reporters with instructions for running the Subsidiaries on File Report.
FI$Cal.256
12/03/2015

Year End Report 9 - Analysis of Change in Fund Balance Report 2.0

Provides General Ledger Reporters with instructions for running the Analysis of Change in Fund Balance Report (Year End Report 9).
FI$Cal.254
12/03/2015
Year End Report 13 - Report of Expenditures of Federal Funds 1.0 Provides General Ledger Reporters with instructions for running the Report of Expenditures of Federal Funds (Year End Report 13).
FI$Cal.234
07/13/2015
Year End Report 15 - Reconciliation of State Agency Accounts with SCO Transactions 1.0 Provides accounting staff the instructions for filling out the Report No. 15, with considerations made for FI$Cal (Year End Report 15).
FI$Cal.240
07/10/2015
Year End Report 18 - Statement of Changes in Capital Assets Report 1.0 Provides General Ledger Reporters with instructions for running the Statement of Changes in Capital Assets Report (Year End Report 18).
FI$Cal.231
07/13/2015
Year End Report 19 - Statement of Capital Assets Report 1.0 Provides General Ledger Reporters with instructions for running the Statement of Capital Assets Report (Year End Report 19).
FI$Cal.230
07/13/2015
Year End Report 20 - Statement of Financial Condition Report 1.0 Provides General Ledger Reporters with instructions for running the Statement of Financial Condition Report (Year End Report 20).
FI$Cal.232
07/13/2015

 

 

General Ledger - Conversion Job Aids

 

Job Aid Job Aid Description Job Aid # Posted / Updated
Wave 2 Conversion 1.0

Provides all department users with an explanation of Wave 2 conversion and common accounting entries.

FI$Cal.297 05/10/2016

 

 

General Ledger - GL Job Aids

 

Job Aid Job Aid Description Job Aid # Posted / Updated
GL Reports within the FI$Cal System GL Report ID Matrix FI$Cal.080 02/13/2015
Approving a GL Journal 1.0 Provides the instructions for approving a journal entry. FI$Cal.094 07/10/2014

Budget to Actuals Report 1.0

Provides General Ledger Reporters with instructions for running the Budget to Actuals Report. FI$Cal.334 02/17/2017
Creating a General Ledger Journal to Record Payments Made Outside FI$Cal 1.0 Provides the instructions for General Ledger (GL) Processors to record expenditures that are created outside of FI$Cal in the GL. FI$Cal.149 07/15/2014
Creating a New Journal Entry 2.0 Provides the instructions for creating a new journal entry. FI$Cal.188 07/21/2015
Creating a Statistics Journal 1.0 Provides the GL Processor instructions on how to create statistics journal in FI$Cal to track the Floor Space in square footage and to account for hours and days worked for a specific account by resources. FI$Cal.098 09/02/2014

REVISED General Ledger Spreadsheet Journal Upload 4.0 / General Ledger Spreadsheet Journal

Provides the Department GL Journal Processor with the instructions to download the template, complete the initial configuration of the template, populate the spreadsheet journal, and upload the spreadsheet journal for editing, approval, and posting to the General Ledger. FI$Cal.001 07/09/2017
Ledger Activity Report 1.0 Provides General Ledger Reporters the instructions for creating and running Ledger Activity Reports. FI$Cal.218 02/17/2015
Ledger Inquiry 1.0 Provides users with a brief explanation and instructions on how to use the Ledger Inquiry Page. FI$Cal.219 02/17/2015
Maintaining Allocations 2.0 Provides the Central Allocation Maintainer the instructions to Update/Modify Allocation steps and run Allocation processes. FI$Cal.008 08/08/2014
Maintaining Department COA Values 1.0 Provides the Department COA Maintainer the instructions for creating new ChartField Values. FI$Cal.097 07/11/2014
Month End Common Accounting Entries 1.0 Provides the Department GL Processor with the instructions on how to locate the data that is needed to record the payroll disbursement entry from the State Controller�s Office (SCO). FI$Cal.187 08/11/2014

REVISED Online Month End Closing Reporting Tool 2.0

Provides departments steps on how to report their Month End Closing (MEC) activities online in FI$Cal. The new online MEC reporting tool is available to assist the departments with their reporting requirements. FI$Cal.335 07/03/2017

Performing the Plan of Financial Adjustment Process in FI$Cal 2.0

Provides instructions on how to prepare a Plan of Financial Adjustment (PFA) Transfer Request for remittance to the State Controller�s Office. FI$Cal.038 04/06/2016

Reconciling Sub-Module Accounting Entries to the General Ledger 2.0

Provides instructions for GL Reporters to run queries to reconcile sub-module accounting entries to the General Ledger. FI$Cal.037 12/16/2015
Resolving Journal Edit and Budget Check Errors 1.0 Provides users with the instructions for budget checking a journal, as well as understanding error messages and how to resolve them. FI$Cal.095 07/07/2014
Review and Correct Suspended GL Entries 2.0 Provides Department GL Journal Processors instructions for identifying and correcting entries posted to a suspense Account. FI$Cal.033 09/18/2015
Reviewing Journal Status 1.0 Provides Department GL Journal Processors the instructions for reviewing a Journal Status. FI$Cal.146 09/11/2014

Running the Month End Process 3.0

Spreadsheet describing elements of running of the month end process. FI$Cal.009 03/29/2017

Setting Up Advance to the Office of Revolving Fund in FI$Cal 3.0

Provides GL Processors and GL Approvers the instructions for replenishing the Office Revolving Fund (ORF) in FI$Cal. FI$Cal.176 10/14/2016

Spreadsheet Budget Journal Upload 2.0 /Budget Spreadsheet Journal

Provides instructions for how to upload budget entries from Excel to FI$Cal.

FI$Cal.103 04/17/2017
Supplemental SCO/Agency Reconciliation Instructions 1.0 This job aid is a supplement to the instructions found in Job Aid FI$Cal.186 Using the Agency Reconciliation Report. This job aid provides instructions for preparing a SCO/FI$Cal Agency reconciliation worksheet for account types R, D and F in an Excel spreadsheet format. The SCO/FI$Cal Agency reconciliation includes all Enactment Years (ENY) and Programs by Fund. FI$CAL.260 08/07/2015
Using the Agency Reconciliation Accrual Queries 2.0 Provides instructions for General Ledger (GL) Reporters to run queries to find the accruals that should appear in the Agency Reconciliation Report. FI$Cal.225 08/10/2015
Using the Agency Reconciliation Report 3.0 Provides GL Reporters with instructions for running the Agency Reconciliation Report and the supporting queries that will be used to reconcile all FI$Cal appropriation month-end balances to the State Controller�s Office (SCO) month-end balances. FI$Cal.186 08/10/2015
Using the Outstanding Transaction Queries 1.0 Provides instructions for GL Reporters to run queries to find outstanding entries which need to be processed in their subsequent modules. FI$Cal.185 08/10/2014