1. Accounts Payable Accrual Process For FY06

2. Accounts Payable Accrual System Specialized Subsystem Establishes Estimated Payables Clears Current Liability Payments Allows Complete audit trail Variety of reporting options Automatic generation and offset entries Transaction Table as Resource

3. Accounts Payable Accrual System Designates Amounts Owed But Not Yet Paid Post Payments Against Set Up Payables Generates Reports Must Use System Allows Setup and Payment in Proper Years 9529 in FY06 to 9510 in FY07 Page 1

4. Clearing Prior Year Payables Run APY Batch Status Report Run in FY06 Clear Open, Closed, or Held Batches Journal Entries and G/L Balances (FCS Control) Items Must be Deleted or Posted Run Open Payables Report Run from PRIXX Only Screen Print Payables Manual Page 3/4 To/From 0-999999 Identify and Research Any Remaining Items

5. Clearing Prior Year Payables Run G/L Detail Report See Year-End Closing Manual Run in FY06 from FIN menu GLD120 Object 9510 Page 4

6. Clearing Prior Year Payables No Open Payables/ No 9510 Balance ***YOU’RE Done*** No Open PCL’s BUT 9510 G/L Balance Transactions From Other Than PCL Program JE to Credit 9510/Debit Appropriate Expense Account Open Payables/No 9510 Balance FY05 Entries Recorded as FY06 Expenses Review Online Vendor History Z Out Payable-System Automatically Books Correctly JE to Correct the Booking if Accounts Are Different Page 4

7. Clearing Prior Year Payables Review Remaining Payable Entries If Not Needed Z Out To Remove Do Not Use C Function If Needed Z Out Payable Do Not Use C Function Set Up as FY06 Estimated Payable No Batch Creation For Z Transactions

8. Clearing Prior Year Payables Rerun Open Payables Verify No Open Payables Rerun Detailed General Ledger/9510 Verify 9510 G/L Balance is Zero All Completed by June 9, 2006 FY05 Data Purge Begins Early July Page 5

9. 2005/2006 Estimated Payables Year End Closing Manual Guidelines Details What to Accrue Payables Definition Review Open Purchase Order Report Screen Print Page 6 Payables Manual Begin May/June Cancel PO’s if Not Deliverable by June 30 June 21 Last Day For APY Backup Page 6

10. Purchase Order Roll Review All Open PO’s Close if Under $25 Close Line, Liquidating Does Not Close PO If Unsure of Receipt, Let Roll Have until July 31 to Modify Request Checks For Credit Memo’s Run Encumbrances To Payables Report Run After Last APY Run on June 22, 2006 Option #4 on PCL Setups and Reports Menu Screen Print Page 7/8 Payables Manual

11. Purchase Order Roll WEDNESDAY MORNING June 28, 2006 PCL Roll Begins Establishes a PCL For Each PO Account Line APY/PCL Screens Will Be Locked Out During Roll Beginning at 7:00 AM Page 7

12. 2005/2006 Estimated Payables Use Transaction Table for Correct FY Estimated Payables Begin 060001 PCL Roll Starts at Next Valid Number Information Needed Date Should be 06302006 PO Number – 6 digits Vendor Number To Set Up Payable You Must Have Valid Vendor Page 8

13. 2005/2006 Estimated Payables Valid FY07 Account Code a Must See Matrix Change Memo dated 5/11/06 Amount Including Sales Tax Estimated PCL’s May Be Setup or Changed until July 31, 2006 No Activity, Just Change Amount Activity, Set Up Additional Payable All Known Differences Prior to July 31 Should be Adjusted Page 8

14. 2005/2006 Estimated Payables G/L 9529 Balance Must Equal Total Estimated Payables Report Run Estimated Payables Financial Report Detailed G/L Report Object 9529 Both Run in FY06 When Done, Run FAR311 Signature Page, AR’s/PCL’s Combined, Fund Sort Run Final Vendor History Report Page 9

15. 2006/2007 Payable(PCL) Payments Run Payables Transaction Report June 29 R on Add Payables/Setup CL Screen Keep Up to Date Report/Handy Use PCL Payment Option To Pay Open Batch (Unlike Receivable Receipt) Use (P) For Payment Option Enter Payables Number (PCL), Not Original PO # Page 10

16. 2006/2007 Payable(PCL) Payments Screen Options (P) Partial Payment – PCL Remains Open (F) Final Payment – Closes Payable, Books Offset (Z) Closes Out Payable – Books Amount to FY07 (D) Deletes Previous Line Only Before Payment Do not use Credit Memo’s Set Up Receivable Normal Batching Procedures No Batches Created For Z’d Transactions Page 11

17. Payable Reports PCL Reports Menu Page 12 Payables Manual Payables Transaction Report Lists All Payables With Vendor, Original PO # Open Payables Report List Open Payables With Remaining Balances Payables History Report List Setup/Payments in Reference or Vendor Order Pages 12/ 13

18. Payables Reports Encumbrances to Payables Report Prelist of PO’s to Be Converted During PCL Roll Established Payables Financial Report Lists Payable Setups By Account Code Payables Reconciliation Report Lists Setups/Payments By Account Code Receivables/Payables Financial Activity Report (FAR311) Run From FY06 or FY07 Signature Page, Total AR’s/PCL’s, Fund Sort Review Report FAR311 AdvantagePage 13

19. 2005/2006 Accounts Payable Year-End Closing Manual Goods and Services Received On or Before June 30, 2006 In Process Building Projects Utility Bill – 12 Payments Health and Welfare Amounts Cafeteria - Due to/Due From Cafeteria Account(93) Okay Page 14

20. 2005/2006 Reminders Void All Unwanted Batches by June 21 Final APY Roll June 22, 2006 PO’s Will Be Rolled June 28th at 7:00 AM APY/PCL Screens Will Be Locked For Duration Do Not Use JE’s, Cash JV’s, Cash Transfers to set up Payables Use Payables Accrual System (PCL) Watch for FY07 Invalid Resource Use Run Final FAR311 Run Final Vendor History Report Page 15

21. Sales/Use Tax Detail Process Payables Manual Sales Tax Must Be Included in Setup Prior to July 31 Correct Setup Examples Pages 16/17

22. 2005/2006 Use Tax Liability Publications 71, 100, and 105 www.boe.ca.gov Always Liable For Taxes Owed Internet Sales You Must Pay Correct Tax Owed Prepare Annual Use Tax Report Pages 18/19

23. 2005/2006 Use Tax Report Districts Filing Separately Run Use Tax Report 7/1/05 to 6/30/06 Run G/L 9580 Verify Balances and Mail to State Board of Equalization Page 20

24. 2005/2006 Use Tax Report Districts Filing With SCOE Run Use Tax Report 7/1/05 to 6/30/06 Run G/L 9580 Verify Balances and Return Final Report to Bambi at SCOE by July 14, 2006 Page 20

25. Use Tax Field Options Vendor Maintenance Screen Y or 1 or 2 UT Field Options 7.75 or.25 or 8.0 Percent Options Individual To District Change on Each Vendor’s Maintenance Screen Page 21