WESPaC User Guide:

• Equity GL Setup

• Equity Dimension Value Setup

Release:

Version 03.07.10.01.02, April 5, 2008

Feature:

ESAM Validation Report

Issue #:

203710

Change:

Verify that there are no duplicate ESAM GL and Dimension rules

Reason:

To identify duplicate records created during conversion from WISE.

Menu:

FM\SE\CO\AM\ES\VE

Notes:

A service request has been submitted to the Conversion Team to investigate the underlying conversion issue, and possibly prevent this from happening again. Once a correction to the conversion process is implemented, this modification to the ESAM Validation Report will become obsolete.

Release:

Version 03.07.02.01.01, June 2, 2007

Feature:

ESAM Validate and Build Update

Remedy Ticket:

114057

Change:

The validate and build programs will be changed to look at the FFAMFA-FIS-YTD.FFAMFA-DPT-BUDGET field instead of the FFAMFA-FIS-YTD.FFAMFA-BUDGET-FROM-PY field for comparing summary accounts from WISE to ESAM generated summary accounts.

Reason:

Conversion is populating FFAMFA-FIS-YTD.FFAMFA-BUDGET-FROM-PY with the current summary account ID. This condition is causing confusion among agencies as the account ID is included as a dollar amount and component of the Revised Budget. Although the ESAM build process wipes out the figure, the build process must be ran for all converted fiscal years to restore the revised budget, which can be cumbersome and tedious during validation and deployment.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.07.02.01.01, June 2, 2007

Feature

Auto-Adjust Beginning Balances (Equity Summary Account Management)

Remedy Ticket:

74626

Change:

This new utility allows the client to automatically move balances between equity summary accounts when the client’s ESAM rules change at the beginning of a new fiscal year.

Reason:

This utility is a part of the ESAM package. It was designed to assist clients when they have numerous ESAM rule changes that involve moving balances from one equity summary account to another.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts\Auto-Adjust Beginning Balances

Release:

Version 03.07.02.00.02, May 5, 2007

Feature:

ESAM – Build Utility Fatal Error Message

Remedy Ticket:

111107

Change:

The ESAM build utility has been updated to show a message to inform clients to run the Audit Budgetary Account Audit when the Fiscal Year to Date table does not have all the appropriate records needed to complete the build process.

Reason:

Previously, when the Fiscal Year to Date table had missing records, a fatal error screen would show. The message contained on this screen does not give the client any information on how to solve the error at hand.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts folder\Build Equity Summary Accounts

Release:

Version 03.07.02.00.00, April 7, 2007

Feature

ID & Build Missing Equity Summary Accounts

Remedy Ticket:

74626

Change:

A new utility has been added to WESPaC to identify missing equity accounts and simultaneously build those missing equity accounts.

Reason:

Equity summary accounts are needed for every operating account.  After conversion, the districts will build equity account rules and apply the rules to create equity accounts for each operating account. However, in the rare event that an operating account is without an equity summary account, a utility is needed to quickly identify the missing equity account(s) and build those missing equity accounts.

Menu:

• Financial Management\Setup\Codes\Account Management folder\Equity Summary Accounts folder\ID & Build Missing Equity Summary Accts

• Financial Management\Account Management\Codes\Equity Summary Accounts

Release:

Version 03.07.02.00.00, April 7, 2007

Feature:

ESAM Security

Remedy Ticket:

74626

Change:

Additional security will be added to the ESAM GL Rule Add screen and the Dimension Value Add screen. These screens will now also use the user security for the ESAM menu path to determine if a user has access to add a rule.

Reason:

Previously, the ESAM screens for adding rules used account clearance security only.  While account clearance will still be used, an additional security check for the ability to use the add screens will also be checked.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.06.06.02.03, January 10, 2007

Remedy Ticket:

74626

Change:

This change will correct the problem with the account add processing.  The account add process will now correctly build and associate the proper equity summary account with the new operating account.

Reason:

The account add process was not correctly generating the equity account that should be associated to an operating account IF

• The account had a dimension value rule with any value selected as YES.

• The above dimension value rule had no Range rule association.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.06.06.02.03, January 6, 2007

Remedy Ticket:

74626

Change:

This change to Finance features will include:

Build Equity Summary Accounts process – this feature can be found at the following path Financial Management\Codes\Equity Summary Accounts\Build Equity Summary Accounts. It will allow the client to link all operating accounts to the equity summary account.  This feature must be used before any updates to the general ledger can occur.

Equity GL Setup and Equity Dimension Value Setup screens – these screens have been modified to allow the adding of a rule at any time, regardless of the if built state.

Changes to Chart of Accounts Add screen – this screen will no longer allow the selection of a summary account when creating new operating accounts. Instead the system will automatically select the proper equity summary account based on the rules provided in Equity Summary Account Rules screens. If the client attempts to add an account that does not have an existing Equity Summary Account rule, they will be redirected (based on appropriate security) to the proper equity summary account maintenance screen. After adding the new equity rule, the equity summary account validation report will run and the user will be returned to the Chart of Accounts. If an equity summary account rule does exist but the equity summary account does not exist in the Chart of Accounts, the equity account will be created by the system and linked to the new operation account.

Changes to Chart of Accounts Edit screen – this screen will no longer allow the edit of the revenue or expense summary account for operating accounts. It will instead show the equity summary account that is linked the operating account.

Posting to Equity Accounts – there were several changes made in Skyward processing to use equity summary account IDs instead of revenue and expense summary account codes. These changes should be seamless to the client.  Some of the areas affected are AR, AP, Payroll, and Account Management General Inputs.

Automatic Add of Accounts –  this Skyward process was updated to look for equity summary account rules when creating a new operating account. If an equity rule can be found, the system will either locate the appropriate equity account or create it new. The equity account will then be linked to the appropriate operating account. If no equity summary rule can be found, the process will create a fatal error.

New Equity Summary Accts button  - this new button can be found in Financial Management\Account Management\Codes. The menu that runs from this button us still under construction.

Summary Accounts screen – this screen will no longer show Expenditure or Revenue Summary codes. The check boxes for these options will be unavailable.

Budget Status Report – changed to use equity summary accounts instead of revenue or expenditure summary codes. There is no visible difference in the report to the client.

Reason:

The State of Washington requires that public schools and Educational Service Districts (ESDs) use a governmental fund-based accounting system using accounting rules defined by the state. These rules specify, by fund type and fiscal year, the general ledger account values that can be used, when a subsidiary account is required and its format, and the subsidiary values and value combinations to be used. Clients may also use agency-defined accounting practices to augment the state-defined rules. These changes are part of the solution to above the stated requirements.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.06.06.01.04,  November 4, 2006

Remedy Ticket:

74626

Change:

A change was made to the Range Rule Add screen to show the dimension description as well as the dimension number in the Dimension drop-down.

Reason:

Dimension descriptions were added to aide clients in setting up range rules. They can use either the description or the dimension number to identify the part of the account code to use in setting up the range rule.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.06.06.01.04,  November 4, 2006

Remedy Ticket:

74626

Change:

A change was made to the Range Rule Select screen in Equity Summary Account Management. This button will allow the delete of a range rule, IF it is not associated with any GL rule or Dimension Value rule.   

Reason:

Range rules are sometimes entered in error and not associated with any equity summary rule. The invalid rules cause the selection list to become harder to navigate. A delete is needed to eliminate unneeded rules.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts

Release:

Version 03.06.06.00.01,  August 12, 2006

Feature

Rule setup and maintenance

Remedy Ticket:

74626

Change:

Equity Summary Account Management revises the way equity summary accounts are created, used and reported or tracked in WESPaC. This implementation includes the screens and processes necessary to build and validate Equity Summary Rules and Accounts. The following screens and processes are included:

Equity GL Setup screen – This browse screen displays all GL Rules by fiscal year. The rules found in this browse screen govern the General Ledger value that is used in an equity summary account. From this screen GL rules can be added, edited, deleted, purged, and reported.

GL Rule Maintenance screen – This screen allows adding and editing of GL rules. The Fund ID, Operating GL, Equity GL, and Range Rule are entered on this screen. Range rules can be either selected from a drop-down list or selected from a browse screen showing all rules and associated values.

Equity Dimension Value Setup screen – This browse screen displays all Dimension Value rules by fiscal year. The rules found in this browse govern which values from the operating account will be represented in the equity account for account dimensions 4 through 9.  From this screen dimension value rules can be added, edited, deleted, purged, and reported.

Equity Dimension Value Selection screen – This screen allows adding and editing of dimension value rules. To enter these rules a check box is used to determine if the value should be used from the operating account or should default to zero. The Fund ID and Range Rule are also entered on this screen. Range rules can be either selected from a drop-down list or selected from a browse screen showing all rules and associated values.

Select Range Rule screen – This browse screen shows all range rules.  Range rules are used in conjunction with the GL and dimension value rules to determine if the rule should be applied based on a value contained within an account dimension. From this screen range rules can be added, selected for use, and reported.

Add Range Rule screen – This screen allows a range rule to be added. The Dimension of the value to be evaluated, the position within the dimension, the length of the value within the dimension, and the beginning and ending values to be evaluated can be entered here.

Validate Equity Summary Accounts – There are two purposes for the Validate Summary Accounts process: to make sure that the equity summary rules setup will produce an equity summary account for each operating account, and to produce reports that allow the client to ensure that the equity summary  rules created are appropriate for their operating accounts. This process produces four reports:

• Error Report – lists all incompatible rules, all missing rules, rules with overlaps, and omissions between rules.

• Mismatched Equity Accounts Report – compares the current assigned expenditure or revenue summary account with the account that will be generated from the rules created for that year.  If the two accounts differ, they will appear on this report with the operating account.

• Missing Equity Descriptions Report – reports a list of any descriptions that need to be created in the Chart of Accounts before the equity account can be created.

• List Equity Summary Accounts Report – lists all operating accounts and the equity account that will be linked to it.  It will also show any equity accounts that will be added to the chart of accounts due to equity summary account rules.

Build Equity Summary Accounts – This process creates the equity summary accounts based on the rules specified in the GL Rule Setup and the Dimension Value Setup for a specific year.  It also links the operating account and equity account in the Fiscal Year to Date table. Once the build process is complete, no changes can be made to the Equity Summary Account Rules for the specified year.

Clone Equity Summary Accounts – This process copies all GL and Dimension Value rules from one year to another.  It overwrites any existing rules.

Reason:

The State of Washington requires that public schools and Educational Service Districts (ESDs) use a governmental fund-based accounting system using accounting rules defined by the state. These rules specify, by fund type and fiscal year, the general ledger account values that can be used, when a subsidiary account is required and its format, and the subsidiary values and value combinations to be used. You may also use agency-defined accounting practices to augment the state-defined rules. The accounting system provided must support both stated-defined and agency-defined accounting practices; however, the current system does not support both requirements.

Menu:

Financial Management\Setup\Codes\Account Management\Equity Summary Accounts