Agenda General Information Budget amp Finance and GEARS GEARS Dates Account Structure Commitment Control Transaction Activity Budget Overview Budget Status Report Req amp PO Budgetary Activity ID: 1028984
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1. Commitment Control (KK)September 30, 2021
2. Agenda:General Information - Budget & Finance and GEARSGEARS Dates Account StructureCommitment Control Transaction ActivityBudget OverviewBudget Status ReportReq & PO Budgetary ActivityPO BuydownPO Close Request
3. General Information - Budget & Finance - GEARS
4. CourtNet – General Information
5. CourtNet – Dept. of Budget and Finance
6. Department of Budget and Finance – StaffAs of 10/29/2020As of 9/28/2021
7. Department of Budget and Finance - Newsflash
8. GEARS Information
9. CourtNet – GEARS Site
10. CourtNet > GEARS Site > Tip Sheets
11. Dates
12. GEARS Dates – What do they mean? Every Transaction has three dates associated with it.Accounting Date - This is the date in which the detailed accounting information is recorded for the transaction.Budget Date/Period (FY) - This is the budget date/period (generally the fiscal year) that the transaction is recorded against (i.e., we are currently in Budget/Fiscal Year FY2022).Appropriation Year (AY) - This represents the year that the transaction is being recorded against. A budget should reside in the correct AY year for the transaction within the current Fiscal Year (i.e., we are currently in AY2022).Expenses against the current Fiscal Year would have ‘accounting’ and ‘budget’ dates between 7/1/2021 to 6/30/2022, and with an AY year of AY2022. The accounting date will fall within the budget date/period and default to the transaction processing date (unless you are processing at year-end). The AY year aligns with the current fiscal year unless you are recording expenses against prior period accruals or encumbrances. For example, if you were recording an invoice today against an AY2019 encumbrance, the Accounting Date would be 9/30/2021, the Budget Date would be 9/30/2021 (FY2022), and the Appropriation Year would be AY2019.
13. Dates - Voucher 00550199 - Current AY
14. Dates - Voucher 00557080 - Prior AY
15. Accounting Structure
16. Accounting Structure - DefinitionsChartFields:Batch County/Agency Code (3) – Expenditure = C25 (all except District Court) Expenditure = C50 (only District Court) Revenue = CXX based on CountyAppropriation (AXXXX) – Judiciary Program Number - A0006 AOCSub-Program (4) – Based on Funding Type, subcategory of Program - B006 AOCPCA (5) – Expenditure and Revenue have different PCAs - 60091 AOC DBFFund (4) – General, Federal, Special, and Reimbursable - 0001 General FundsAccount Class (4) – Category - 0900 Supplies & MaterialsAccount (4) – Specific Account number - 0902 Office Supplies
17. Accounting Structure – Examples
18. Commitment Control (KK)Review and Reports
19. How to Find Information in GEARSThere are many different ways to get information:Review – OnscreenCommitment Control - KKBudget OverviewGeneral Ledger - GLLedger Reports – Printable, Email or Export to Excel Commitment Control - KKBudget Status Report General Ledger - GLTrial Balance ReportDetail Trial Balance Report - Expenditures
20. KK – Transaction Activity
21. KK – Budget OverviewBudget Overview is an online inquiry tool that provides summary and detailed information about activity in both budget and expense accounts.It allows users to drill down into source transactions within Budget, Pre-Encumbrances, Encumbrances, and Expenses.KK>Review Budget Activities>Budget Overview>Budget Inquiry Criteria
22. Budget Overview – Criteria
23. Budget Overview – Results
24. Budget Overview – Results
25. KK – Budget Status ReportThis is similar to the Budget Overview, providing a static view (snapshot in time) of budget information. Displays: Budget, Pre-encumbrance, Encumbrance, Expense and Remaining Budget balances.Allows user to have a printable report of the Budget Overview information.Commitment Control>Budget Reports> Budget Status
26. Budget Status Report – Run Control
27. Budget Status Report – Results
28. Purchase Order (PO)Reports
29. Procurement Reminders:Please be sure to run the Req and PO Budgetary Activity Report(s) on a regular basis to assist in the Fiscal Year-End close process.If a requisition has a remaining amount after a PO has been issued, please contact your buyer in Procurement to ensure the requisition is finalized and closed.If a purchase order has a remaining amount, it should be reviewed to determine whether it is valid and should remain open or if it should be closed.Before completing the PO close request, please ensure that all vouchers associated with that PO have been processed by accounts payable and are in “submitted to state” status. This can easily be done by reviewing the AOC MD Payment tab of the voucher. If a Ref. Document Number is listed, then the voucher has been submitted to the state for payment. Please process your PO close request each month.
30. Req and PO Budgetary Activity – Run Control
31. Req and PO Budgetary Activity – Run Control
32. Req and PO Budgetary Activity – ReportsRequisition Budgetary Activity ReportProcurement Budgetary Activity Report
33. PO BuydownThe PO Buydown is a tool to help manage your procurement documents (i.e., your purchase orders).The PO Buydown allows user to: Identify POs to close See voucher activity on a POSee chartfield coding on a POSee all PO activity for your PCAPurchasing>Purchase Orders>Review PO Information>PO Buydown Report
34. PO Buydown – Run Control
35. PO Buydown – Report
36. PO Close Request – Criteria
37. PO Close Request – Results
38. PO Close Request – Confirmation
39. PO Close Request – Submitted
40. PO Close Request – Email Response
41. QuestionsIf you have any questions, please do not hesitate to contact us. We are happy to assist you!Where was …?How Do I…?How much…?