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GL205:GL205:Refresher Training Key PointsRefresher Training Key Points

GL205:GL205:Refresher Training Key PointsRefresher Training Key Points

Welcome

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Agenda

What’s Changed?

Key Points to Emphasize

UPK Topics to Review

Frequently Asked Questions

Exercises

SFS GL Path and Learning Resources

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Key Updates (1 of 2)

What’s Changed

Old: New:The Report Manager displayed four tabs (List, Explorer, Administration, and Archive). Reports were obtained through the Administration tab.

The Report Manager has two tabs (List and Explorer). GL Reports can be viewed and printed from the List tab.

The user entered the GL Business Unit manually, or used the Look Up function.

The GL Business Unit will default based on user preferences and security. If necessary, this field can be changed by manually entering in the desired information, or using the Look Up function.

The Ledger Group and Source did not auto populate on the Journal Header page.

The Ledger Group and Source will auto populate. If necessary, these fields can be changed by manually entering in the desired information, or using the Look Up function.

The Menu pagelet encompassed every component in SFS.

The Menu pagelet is pared down to display a more realistic view of what a user will see upon signing in to SFS.

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Key Points to Emphasize

Note that “Journal Voucher” has a very specific meaning in SFS and is only applicable to the AP module. The SFS term for many of the transactions currently entered into CAS via legacy Journal Voucher is “Journal Entry”, and is specific to the GL module.

A GL Business Unit is defined for each entity that maintains and reports on its own transactional data (there are multiple GL Business Units in SFS, one for each Agency).

In most cases, Agencies record adjustments in the system of original entry instead of directly into the GL. As needed, users make other adjusting journal entries directly to the General Ledger decrease in the number of journal entries created directly against the GL.

According to the Generally Acceptable Accounting Principles (GAAP), journals are entered using a double-entry system, where debits equal credits.

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Key Points to Emphasize

Journals are balanced by Fund, and by Business Unit.

Agency GL Setup and GL Originators will be able to configure and set-up Speed Types after Go Live. SFS will not be configuring anything on behalf of agencies.

The purpose of the Inter- and Intra-Agency topics is to explain that the SFS produces additional journal lines after the Edit Journal process has been run in order to balance the journal entries. The lines will only be created if there is a change in the BU and the Fund.  If these two values stay the same in the journal lines, then no additional balancing lines will display.

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UPK Topics to Review

Entering and validating journals

Submitting journals for approval

Approving journals

Running a report in General Ledger

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Exercises

The following exercises should be performed during Refresher Training:

Navigation refresher

Entering and validating journals

Copying a journal

Deleting a journal

Creating Speed Types

Entering Inter-Agency journals

Navigating to the Template List

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SFS GL Learning Path and Resources

SFS GL Refresher Training Structure

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SFS GL Learning Path and Resources

Location of Training Materials and Class Preparation Aids

Location

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127&Itemid=658

Job Aids and Reference Materials

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668

Chart Of Accounts http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=138:quick-start-guides&catid=83:training-toolkit&Itemid=678

Reporting Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=185&Itemid=695

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Thank you for your participation!

Conclusion

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Slides for Agency Use (Arial, Font 36)

Agency specific Heading (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.

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Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

In this lesson you should learn: (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.

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Slides for Agency Use (Type Topic here)

Agency Specific Key Terms and Concepts (Arial Font 24)

Term / Concept Definition

Term / Concept name (Arial Font 18)

Definition of Term / Concept (Arial Font 16)