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QSS_Fiscal_Year_Transition_Training_2011

1. Eg wj1099 57055 ControlCenter 07 055 DEMONSTRATION DISTRICT 5 mixl File View Go Messages Help Window 7 Human Resources Print Manager Job Menu Utilities gt gt Employee Maintenance Beta Preview System Admin Finance Absence Tracking w2 1099 gt CA Retirement Preview Human Resources ld Employee Maintenance Beta Preview Stores X Absence Tracking HH HR Reporting and Downloading Fixed Assets gt CA Retirement Preview m ge Master Files Utilities HR Report Job Selector Personnel Downloader HR Code Maintenance HR Query Absence Tracking Job Menu 2 Benefits Management Job Menu C HR Utilities Payroll Job Menu b Professional Development ruby web Lodi Only Position Control Job Menu HR Code Maintenance 65 Substitute Teacher Tracking In progress intenance 2 Beta HR Utilities Stores E Professional Development ruby web Lodi Only E Fixed Assets Last Run 04 07 2009 08 22 30 Yr 2009 Dist 07 Site l 4 7 Figure 7 45 Select Human Resources HR Code Maintenance 2 Substitute Teacher Tracking In progress Last Run 04 07 2009 08 22 30 Yr 2009 Dist 07 Site 1 4 7 2009 9 00 7 52 Copyright QSS 2011 05 2011 Reviewing and Updating PERS TXRO010 05 2011 Select PERS California TT08 C from the Tax Tables subfolder in the Payroll folder as QCC Version of Maintain Californ
2. Yr 2010 Dist 82 Site 1 4 28 2010 19 59 QSS ControlCenter 82 QSS DEMO DISTRICT 82 QSS EBR File View Change Year Go Messages Window Help H IJ Print Manager Job Menu Ltilities E System Admin Eg Finance r 257 w2 1099 6 Employee Maintenance TE Absence Tracking CA Retirement Personnel Downloader Be HR Query Absence Tracking Job Menu Benefits Management Job Menu Payroll Job Menu e Position Control Job Menu E Master Files Utilities ac Professional Development ruby web Lodi Only ip Substitute Teacher Tracking Preview e Employee Self Service T Eg Stores E Fixed Assets Last Run 04 28 2010 14 12 0 Yr 2010 Dist 82 Site 4 28 2010 18 16 Figure 8 56 Selecting the HR Report Job Window from the Tree view Figure 8 57 HR Report Job Selector window 8 58 Copyright O QSS 2011 05 2011 Load Payline Data from Position Control ENH PL0402 Steps for Launching the Process HR Report Job Selector 82 QSS DEMO DISTRICT 82 oss osis MDR File Options Help xmaga 39 Reports Global Setting Field Selection Distri Employee Selectior l Custom Selection Se reen Schedule Job C ShowRepotl Show Jobs Category Figure 8 58 Selecting jobs ID Name Description Category Access Update Employee Experience PERGSOST Reset Job Code gt Job Category Relationship PER
3. 07 District 07 055 UNIFIED SCHOOL DISTRICT Acct Summ Rules if Acct Summ Overrides Maint Account Lockouts Review Over Lockouts Copy FY Pri Fd Bdr Sch Resc Y Goal Func Objt Type Error Type 1i oi s88 8 8 0000 0 2222 2222 4888 2 5 Soft Error E 2 4 888 222 888 2222 2222 3222 2222 Hard Error 3 01 000 000 0000 0 0000 0000 4 2 1234 5 Soft Error 4 33 322 222 2222 222 2222 2 2 2 2 5 Soft Error S O 8 222 8 88 8 2222 2222 3222 2222 H Hard Error 6 33 333 333 3333 3 3333 3333 3333 3333 5 Soft Error 7 33 333 333 3333 3 3333 3333 3333 3331 5 Soft Error B 22 222 222 2222 2 2222 2222 13222 22 7 5 Soft Error 9 33 8 2 8488 8 2222 2222 3222 5 Soft Error 10 22 222 222 2222 2 2222 2222 2222 2111 5 Soft Error 11 33 333 333 3333 3 3333 3333 3333 3333 5 Soft Error 12 12 121 212 1212 1 2123 3333 3333 3333 5 Soft Error 3 Figure 3 84 Acct Summ Bdgt Blck ACS010 tab on the Budget Maintenance window Purpose If your site is using Account Summarization copy the rules from Y1 to Y2 Each fiscal year has its set of summarization rules The Acct Summ Bdgt Blck ACSO10 tab allows you to create rules that specify which groups of accounts are summarized for balance checking ACSO10 can also be used to create temporary overrides for the summarization rules or to create temporary lockouts that can prevent certain accounts from being
4. Ve ee Se 4 18 2011 8 02 31 PM Figure 9 5 Initialize Employee Accumulators window Traditional Software Figure 9 6 illustrates the launch screen for Initialize Employee Accumulators RCA710 Fill in the screen as described below Copyright QSS 2011 05 2011 Initialize Employee Accumulators Window Traditional Software District 07 Initialize Employee Accumulators O85 0aSI8 Initialize ficcumulators If N Initialize Substitute Data M Y N Optional Selection Criteria Blank for all District W Ret 8ysten ME EN HH Ret Account Codes E EN EN EN E E E E I From Date Paid MEE Date Paid Employees RCASUB H 00 00 compiled 10 01 97 08 52 Option 6 Stream file RCA MIOST Start Start Launch Return Over Over Report To Menu Figure 9 6 Launch Screen for Initialize Employee Accumulators RCA710 05 2011 Copyright QSS 2011 9 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 9 Tasks Related to Retirement 9 8 Copyright O QSS 2011 05 2011 Chapter 10 Tasks Related to Absence Tracking Overview This chapter covers the following procedures involved in the fiscal year transition TASK PAGE Absence Tracking Reset and Balance Forward Process and 10 7 Report ABT920 Window Absence Tracking Accrual Process and Report ABT400 Window 10 14 Processing Leave Two batch processes that work on entire sets of leave recor
5. Figure 8 45 Custom Selection Screen tab for PCT900 PCT902 Filling in the Custom Selection Screen Tab Fiscal Year Include terminated employees Report Title Sort Employee Salary Schedules mm m Pay Schedules m 8 E E Figure 8 46 Boxes for launching PCT900 from QCC 8 42 Copyright QSS 2011 05 2011 Recalculate Employee Position Projection Values PCT900 Report Sample Report Sample 65 QSS UNIFIED SCHOOL DISTRICT RECALCULATE EMPLOYEE POSITION PROJECTION VALUES J345 PCT900 H 00 01 06 18 Y1 PAGE 97 73 CLASSIFIED STARTING ADVANCE EMPLOYEE POSITION START END SCHED FTE PLACEMENT PLACEMENT DATE 000 00 0000 BENNY JACK 542107 PLAYGRND SUP OFFICE AIDE PV 07 01 98 EOM11 0 4063 73 0012 05 TOTAL PRJ BASE PRJ ADD PRJ PCT PRJ PD PRJ LONG PRJ DEG PRJ OTH PRJ Before 6 909 14 6 441 86 0 00 0 00 467 28 0 00 0 00 0 00 After 7 010 06 6 535 95 0 00 0 00 474 11 0 00 0 00 0 00 000 00 0000 BERLE MILTON 542165 AIDE II ESL PLEASANT VALLEY 08 26 99 EOM11B 0 3750 73 0016 07 73 0016 08 110100 TOTAL PRJ BASE PRJ ADD PRJ PCT PRJ PD PRJ LONG PRJ DEG PRJ OTH PRJ Before 7 398 09 6 914 11 0 00 0 00 483 98 0 00 0 00 0 00 After 7 549 91 7 056 00 0 00 0 00 493 91 0 00 0 00 0 00 000 00 0000 BURNETT CAROL 542501 INST AIDE SIP PL VALLEY 07 01 99 11 0 3750 73 0012 19 73 0012 20 010101 TOTAL PRJ BASE PRJ ADD PRJ PCT PRJ PD PRJ LONG PRJ DEG PRJ OTH PR
6. Figure 8 72 Selecting a job The Access column reads Yes or No to indicate whether you security profile allows launching a process 3 Click the Custom Selection Screen tab and fill in the boxes They are the same as 7 80 Copyright QSS 2011 05 2011 Rolling Selected Pay Lines to New Year PLO900 QCC Version of PLO900 for the traditional version Global Settir Field Selectior District Employee Select on Custom Selection Screen Sche Job PLOSOOST Copy Paylines Roll Selected Pay Lines to New Year Required Data Run Made Update Report Report Type Source T arget gt From Y ear To Year Non Terminated Empl Only Active Inactive Paylines Active Make Inactive Active Position Number Selection Position v Zero the Pos Number Exclude All Pay Lines with SP EP Blank the SP EP Balance of Contract Pay Line Selection Contract Figure 8 73 Required data boxes for launching PL0900 from Custom Selection Screen Schedule Job PLOSOOST Copy Paylines Required Data s TI gt Pete xl Tall Tall al Retirement System I I 4 Pub TA all all f a Control Group o x Hl pete a Talal Tall T sl Py seese lf olf all all al StaDedProfle A lf sl af T ET TTYSITSITEST es Rate Type Rates From sd To
7. a O GL Select Select Return File File to Henu Figure 7 2 Option Screen for Master File PC Pay Codes Adding Changing or Inspecting Pay Schedules Add Change or Inspect Option Screen One Figure 7 3 illustrates the first screen for adding changing or inspecting a pay code Select the pay code to maintain as described below 7 4 Copyright QSS 2011 05 2011 Creating New Pay Schedules PP0010 District 65 Haster file Option for help Fiscal year Pay schedule From fiscal year Pay schedule 8T I 13 Update Per Pay Master Files Adding Changing or Inspecting Pay Schedules 055 0 515 PS Pay schedule Tu END OF MONTH E gt Fill in if you want to use gt an existing pay schedule gt as a starting point for gt your neu pay schedule Previous Return Screen to Henu Figure 7 3 Add Change or Inspect Option for Pay Schedules 1 of 2 Add Change or Inspect Option Screen Two Figure 7 4 illustrates the second screen for adding changing or inspecting a pay schedule This screen allows you to define the pay periods for a fiscal year District 65 Y2 Pay Schedule Use cycle for tax Start Maintain Pay Schedule 02 01 2072 08 0 1 20 2 09 01 20 2 10 01 20Y2 11 01 20 2 12 01 2072 01 01 20 2 02 01 20Y2 03 01 20 2 04 01 20 2 07 31 20Y2 08 31 20 2 09 30 20 2 10 31 20 2 11 30 20Y2 12 31 20
8. Salary Schedule LU J d Bargaining Unit Yr 2005 Dist 07 Site 1 4 27 2011 14 54 Figure 8 36 Launch window for the Authorized Position Employee Assignment Rollover window Table 8 4 Effect of end dates and rollover flags Authorized Position SEE First Rollover Results After Rollover Maintenance Screen PP0020 PP0002 Screen PP0800 Authorized Position PInpuyee Position Assignment i Pos Assignment Position End Date Rollover Assignment End j Created Created Flag Date Data Flag Blank Blank Blank N A Yes Yes Blank Blank Less than calendar N A Yes No end date 05 2011 Copyright QSS 2011 8 3 1 QSS OASIS Fiscal Year Transition Training Notes Table 8 4 Effect of end dates and rollover flags PO Screen or Chapter 8 Tasks Related to Position Control and Personnel Authorized Position First Rollover EA Screen Results After Rollover Maintenance Screen PP0020 PP0002 Screen PP0800 Authorized Fosition Pmpsoyee Position Assignment i Pos Assignment Position End Date ODONIS ji Created Created Flag Date Data Flag Blank Blank Equal to calendar No Yes No end date Blank Blank Equal to calendar Yes Yes Yes end date Blank No Any date N A No No Less than calendar No Blank or any date N A No No end date Less than calendar Yes Blank N A Yes Yes end dat
9. Type P in the Option field and press ENTER to display the Purchase Order Selection Screen Figure 4 24 District 07 Purchase Order Payments 055704518 Purchase Order number Year Y1 Line Figure 4 24 Purchase Order Payments Option Purchase Order Selection Screen Type a PO number then press ENTER to display it 05 2011 Copyright QSS 2011 4 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable District 07 Purchase Order Payments QSS O0ASIS Purchase Order number Year Y1 Line Requisition number Date Mesi A Vendor number Vendor name address CS INCORPORATED P BOX 934 ESI SACRAMENTO Fd Bdr Sch Resc Y Goal Func Objt Type Status Page amount Total PO amount EMTER a line or a lt F KEY gt to continue ag LE e I Back to Page Page Exit Option Backward Forward Program Figure 4 25 Purchase Order Payments Option Purchase Order Information Screen The top portion of the screen displays the information for the purchase order you entered Type a line number and press ENTER to display and make payment actions District 07 Purchase Order Payments OSS 0ASIS Requisition Purchase Order 001614 Vendor 000038 GCS IMCORPORATED Discount Ln Fd Sch Resc Y Goal Func Objt Encumbered Status 1 1 220 500 0000 0 0000 0000 4300 0000 10
10. Add Position Cntl Bonus Codes 12 Q5S DEMONSTRATION DISTRICT Options g Year fos Code Value NEN Name i Abbr rs Type Fixed amount v D P Flag pda v Rule Bonus Class Prorate UseFTE Payroll Load Amount showr Load Pay Type Default Payroll Bonus Code NEED Level Amount Bonus Code Level Amount Bonus Code T c Qn tc TELL TTT 20 ED Yr 2003 Dist 12 Site 1 4 25 2007 1 0 41AM 4 Figure 7 30 Add Position Control Bonus Codes 7 38 Copyright QSS 2011 05 2011 Linking Pay Schedules and Deduction Schedules to Districts PXLINK Purpose Linking Pay Schedules and Deduction Schedules to Districts PXLINK Purpose Link Payroll Master Code Values PXLINK enables individual districts to use codes from the following master files Before any district can use these codes the codes must be linked to the district Both single and multiple district organizations must link these codes Single districts need only one set of links Multiple district organizations must create a separate set of links for each district Each district has its own set of links For example a county has 32 districts That county must create 32 sets of links one for each district Link only the codes that each district uses Linking these codes is a two step process First create the master files with Update Voluntary
11. 1 422 659 15 5438 15 Bd 2 Hame P Sch EN Start 1 422 65 15 548 15 Pay Deduction Window on the PR Screen Page 1 of ee ee SEE Start Hert Account Deduct Special Pg Forwd Update Return Over Keys Hindan Haint Options Pay Linef Payroll to Menu Figure 7 95 Payline PR Screen of Employee Maintenance PP0002 for Traditional Software Pay Deduction Window on PR Screen The Transaction and Balance fields are circled in the example below Code Deduction Hame Employee Employer Svb WUE LOCAL 185 DUES Wey MSTA DENTAL FUND KAISER FOUNDATION HEALTH WEE MSTA VISION FUND Page 1 of 6 Total 4 49 Figure 7 96 Pay Deduction Window 7 1 40 Copyright QSS 2011 05 2011 Resetting Transaction Type C Vol deds on the PR Screen Pay Deduction Form for QCC The first line in the example above indicates that for Local 185 Dues 1 596 of the employees gross pay will be deducted each normal payroll The amount in the Balance field will decrease with each deduction When the amount in the Balance field 1s zero no more deductions will be taken To use the same deduction in another year you must enter a new amount in the Balance field at the start of each year See the QSS OASIS Payroll Manual for details about the PR Screen of Employee Maintenance PP0002 Pay Deduction Form for QCC In QCC Pay Deduction form is the QCC equivalent of the Pay Deduc
12. Maximum Earnings 1 No change Leave current values z Yr 2008 Dist 82 Site 1 GSW 4 18 2011 Figure 9 3 Year End Hetirement Control Data Rollover RCA740 window District 07 Year End Retirement Control Data Rol lover 058 0A8I5 Old Fiscal Year Heu Fiscal Year Employee Selection Criteria District Retirement System gm gm Rules for Dollar Amounts No change Leave current values fero current values Copy values from Payroll new fiscal year Retirement Base Maximum Earnings RCASUB H 00 00 compiled 10 01 97 08 52 Option 13 Stream file RCA 408T Start Start Launch Return Over Over Report To Menu Figure 9 4 Launch Screen for Employee Control Year End Rollover RCA740 9 4 Copyright QSS 2011 05 2011 Initialize Employee Accumulators Window 05 2011 Initialize Employee Accumulators Window Purpose The Initialize Employee Accumulators window resets accumulators for two screens of Employee Retirement Maintenance RCA002 Resetting these accumulators is part of the annual maintenance for Retirement System data Reset STRS and PERS accumulators on the Accum Totals Screen These screens keep track of total units or total dollars accumulated by Retirement System membership code and account code Remove substitute details for substitute teachers on the Substitutes Screen This screen keeps track of the total number of hours or days a substitute te
13. NN eee Back to Option Toggle Use Disc Page Backward Help UT 1099 War Stat Page Exit Forward Program Figure 4 59 Payables Payments Inspect Payments screen The following screen illustrates the R Request transaction report option for launching the PCL200 report District OF Payable Payments Q55 0AS5I5 H 00 00 Option for help i Report title as Date entered range Payable nunber range EB Sort by Date entered EP number Date entered vendor Payable nunber Vendor name Batch status All batches From batch To batch We ae MU NENEX GC AG Back to Help Back to Launch Exit Option Option Report Program Figure 4 60 Payments Transaction Report Screen Copyright QSS 2011 4 57 QSS OASIS Fiscal Year Transition Training Notes 4 58 Chapter 4 Tasks Related to Accounts Payable Running Payables Reports Payables Reports Included Several reports are useful in the fiscal year transition They are Open Payables Report PCL300 Payables History Report PCL400 Payables Financial Report PCL500 Payables Reconciliation Report PCL510 NOTE You must be logged into Y1 to run each of these report
14. 6 2000 soooo oof 003 percent 1500 680000 _ sur 6 wicome peces 26000 000 z rersrun fe cishiw HatDoler Notprorte 825000 000 o certHyw Flat Dotar Not prorate 9636 00 Hw Flat Dollar Not prorata 10365 00 11 aomu njw Flat Dolar Not prorate 1295000 000 0000 T ENSE LEER DN ET ERR DR RR Yr 2005 Dist 07 Site 1 4 12 2010 21 26 Figure 8 11 Change dialog box for the Benefit Projected Rate BPR master file For an explanation of the columns of the following table see page 8 44 Copyright QSS 2011 05 2011 Benefit Definitions Benefit Projected Rates BPR Master File Add New Edit Area Table 8 3 Benefit Projected Rate BPR master file Box Label R O D Contents Year Key Fiscal Year Add New Edit Line Display Numerals 1 through 64 Base Type Required Selection from List Benefit Name Required Text 8 characters Base Amt Required Numerals dollar amount or percentage Limit Amount Optional Dollar Amount PT Optional Selection from List Project Amt Optional Numerals dollar amount or percentage Reference Optional Selection from List Name Optional Text benefit class name for Reference grid Ln Display Numerals 1 through 64 Base Type Display Text 8 characters Base Am
15. FD Fund TY Type BR BdgtRespons SI Site School 9 RS Resource PP PPP PPP PPP P P PPP P PPP P PP 2 vv Project Year 22 PPP PPP PPP P Pa PPP P PPP P PPP P PPP PG Program Goal 9 9 9 2 PPP P PPE FN Function PP PPP PPP PPP P Pa PPP P PPP P PPP P 9 OB Object 2 2 2 1 1 Range 1 Start Previous Launch Return Over Screen Report To Menu Figure 4 66 Second launch screen for Payables History PCL400 report Select account masks and ranges then press ENTER and Launch Report to crete the report Payables Financial Report PCL500 ES YOU MUST BE LOGGED ON TO Y1 TO RUN THIS REPORT EVEN THOUGH THE PAYMENTS WERE MADE IN Y2 Purpose The Established Liabilities Financial Report PCL500 lists the Set Up Payables EP transactions for Y1 that are defined on the Accounts Payable window This report summarizes each liability in a single line that includes the following information number vendor account amount and PO number if applicable Table 4 19 Tabs for the Payables Financial Report PCL500 window TAB PURPOSE Main Selection Select whether to select accounts and include liability payrolls on the report Sort Break Select the account fields for sorting the report If you do not specify a sort order the report sorts by reference number for the CL transa
16. MONTHLY Use cycle for tax Class 2 R egular S upp Hours Meeks Local Use Page 1 of Number of Payrolls 1200 1 of 1 Nunber of Payrolls M A 7 Select Print Next Page Page Update Return Option Screen Window Backuard Forward Data to Menu Figure 7 76 Maintain Pay Schedule Screen 05 2011 Copyright QSS 2011 7 87 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Fill in the second screen similarly to the example in Figure 7 76 Three things must be true The deferred payrolls are numbered 13 and 14 and have Y in the Def field col umn The first payroll for the sample deferred pay schedule is September and its pay roll number is 03 rather than 01 The dates paid for June July and August must be different from one another Second Step The next step is to specify this pay schedule on the appropriate pay lines for all affected employees Do this on the Payroll Pay Line PR Screen of Employee Maintenance PP0002 In the following example notice that the pay schedule is EOM10D which is the sample pay schedule shown in Figure 7 76 and which has been defined with the last two payrolls as deferred District 82 TESTING DISTRICT 88 06818 Employee Maintenance Mode Change SSN jJ BETSY ROSS Sc PRI Payroll pay line NS Yr E 0 LE o Pay Line 1 0 1 Posit D Rate Units RTS Ex Gross Type St Ded SP
17. E Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu a Journals Transfers DC JE TF TV Manual Payroll Encumbering e Payroll Transfers Preview Available 30 x VLD Payment Processing AP Purchasing Accounts Payable AP Batch Maintenance Purchasing Master Files Purchase Orders Requisitions P Receiving PO Preview Available 30 x ES Copy Requisition Dialog Box Figure 4 85 Selecting the Purchase Orders Requisitions window from the tree view FK a Copy Requisition 07 District 07 year 98 QSS OASIS File Options Source Requisition No 001962 Source PO No Figure 4 86 Copy Requisition dialog box 05 2011 Copyright QSS 2011 4 81 QSS OASIS Fiscal Year Transition Training Notes File Options O save and Return Save 3f close B Items Ej o EN d Cl Chapter 4 Tasks Related to Accounts Payable Notes Options AddMode Requisition Requisition New Purchase Order Control Warehouse Stores Order Vendor Addr 000113 00 100 amp Date 07 01 1997 PO Type Delivery By Confirming 0 No confirmation message Description Sample for Rollover 10250 i To 0000 District Receiv
18. VEUPDT WwWww wwx E Yr 2002 Dist 65 Site 75 4 7 2010 18 07 Figure 4 84 Vendor Maintenance Window for QCC For more details on this program see Chapter 4 of the QSS OASIS Accounts Payable Purchasing Manual or Chapter 3 of the QCC Accounts Payable Purchasing Manual 05 2011 Copyright QSS 2011 4 79 QSS OASIS Fiscal Year Transition Training Notes 4 80 Copying PO Requisitions from Prior Year Introduction UL When you run Roll POs to Y2 POs PORS10 to roll POs entered with PXENCD only the basic PO information is rolled from Y1 to Y2 It creates new Y2 POs with accounts amounts vendor ID etcetera that can be paid in Y2 However the requisition line item details from Y 1 are not brought forward to Y2 The new Y2 POs do not contain line item description quantity unit of issue unit cost or tax status This of course means you cannot change the requisition line item information for the Y2 POs If you want the flexibility to change the requisition information copy the line items from one year to the next For the traditional software use Copy PO Requisitions from Prior Year POCOPY For QCC use the Copy Requisition command on the Requisitions tab of the Pur chase Orders Requisitions window Copying requisitions is an optional step Use it for the following cases 1 You are using change orders to make changes to purchase orders after POs have been sent to vendors These POs are created wit
19. a o m Transaction type AD Adjustments BI Back Issues BO Back Orders CA Cancel Isssues CR Credits Issues Stores Orders Stores Receipts Neu Stock Item A P f Select Select Update Return Program Option Data To Menu Figure 6 3 Fiscal Year Control Master File FCUPDT 2nd Add Change or Inspect Screen Me a eM When adding a new fiscal year the screen will display pre set start and end dates for the fiscal year If you want to change these dates type the new date over the existing one 6 6 Copyright QSS 2011 05 2011 Defining Fiscal Year Control Master File FCUPDT Requesting Fiscal Year Control Master File Report Requesting Fiscal Year Control Master File Report Figure 6 4 illustrates the screen that is displayed when you select the Report option from the Fiscal Year Control Master File Option Screen Figure 6 1 District 07 Fiscal Year Master File Report 058 0ASIS Harehouse 01 Fiscal Year yj Warehouse J Fiscal year u Report title ALL ERE H 00 00 compiled 10 09 97 Select Select Help Return Start Save Launch Return Report Preset To Prog Over Preset Job To Menu Figure 6 4 Fiscal Year Control Master File Report Launch Screen 05 2011 Copyright QSS 2011 6 7 QSS OASIS Fiscal Year Transition Training Notes 6 8 Chapter 6 Tasks Related to Stores System Sample Fiscal Year Control Master File Rep
20. Buyer Deliver by Terms Type FOB Beg message End message Commodity Requisition URE 01 600 110 3385 0 51 30 1000 6400 0000 01 600 110 3385 0 51 30 1000 4300 0000 OnNGaonhuwnw s Previous Next Page Page Date paid Unpaid Printed N A Fd Bdr Sch Resc Y Goal Func Objt Type Pri Encumber Remaining Bal 74 90 74 90 E Figure 4 89 PO Copy Screen POCOPY 05 2011 Copyright QSS 2011 Traditional Screens 4 83 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable PO Search Screens District 07 Find Purchase Orders QSS 0ASIS Find for year 98 Ranges POH StoresStock Dates Ent Prntd Paid fimounts Total UP A LnItm Qty Flags POStatus POType RelForProc B Budget M Board Jj Purchasing Asset Buyer Codes Vendor Numbers Ordering Sites Unit Of Issue Description Text Can use these chars Submitter Single Wildcard Line Item Desc Multiple Wildcards Select f3 Select Display Return Vendor Accounts Results Figure 4 90 PO Search Screen POCOPY All fields are optional and may be blank Search Results Screen Figure 4 91 illustrates the screen that displays when you press lt Display Results gt on the PO Search Screen Figure 4 90 Type X next to the PO you want to select then press lt ENTER gt followed by lt Retur
21. DE EV MERECE REGN Ree eke ae 12 1 Creatine Job History Records JH0900 12 1 Sample oaos a sev ex ese wan MEO envia CER CIE SA 12 3 Chapter 13 Tasks Related to WEBTools 13 1 Setting Up Accountclass Viewing Groups 13 2 Setting Up Accountclass Entry Groups 13 11 Copying View Entry Groups to Another Year 13 19 Contents 4 Copyright QSS 2011 05 2011 05 2011 Chapter 1 Introduction This chapter covers the following main topics TOPIC PAGE About This Manual 1 1 Vocabulary 1 3 Documentation Conventions 1 7 Significance of Typography Ty User Interface 1 11 About This Manual Sequencing of Tasks in This Manual This manual provides instructions for transitional procedures that are carried out before during and after the change from one fiscal year to another The descriptions and explanations of tasks are grouped into chapters according to the various software systems offered by QSS This may or may not be in the same order in which a district will decide to perform those tasks Purpose of Examples and Illustrations While not every example illustrated in this manual may seem realistic to any one dis trict this manual gives widely varying examples in order to show what is possible It is up to each
22. In report only mode the process produces a Payroll Load Copy Report PL0992 that lists OLD and NEW Pay Lines The OLD Pay Line represents the current Pay Line on the PR Screen The NEW Pay Line represents the position assignment record on the EA Screen The report identifies the differences between the NEW and OLD Pay Lines Copyright QSS 2011 05 2011 Load Payline Data from Position Control ENH PL0402 Checking Database Capacities In update and report mode the process produces a Payroll Load Copy Report PL0992 report that lists the updates made to each employee s Pay Lines The OLD Pay Line represents the PR Screen before the update and the NEW Pay Line represents the PR Screen after the update The report identifies what was changed during the update Loading Pay Lines from Position Control may not create all of the Pay Lines that are needed for a new fiscal year For some employees their Pay Lines are created manually through the PR Screen These types of Pay Lines fall into two major categories The first is for employees who do not have a position assignment such as substitute teachers or temporary employees Because there is no position assignment the Pay Lines for these employees are not created automatically from the Position Control System Instead the Pay Lines for these employees are created manually on the PR Screen The second is for special purpose Pay Lines such as supplemental pay overtime or retr
23. Invoice Amount Rollover Amount 01 000 000 0000 0 0000 0000 8699 0000 1 010 00 1 010 00 Invoice Total 1 010 00 1 010 00 Customer Total 1 010 00 1 010 00 000245 06 30 2000 000105 06 30 2000 000129 Tester Unified School District 01 000 000 0000 0 0000 0000 8699 0000 Iu DERE C RT Invoice Total 718 00 718 00 Customer Total 718 00 718 00 Department Total 1 728 00 1 728 00 07 QSS UNIFIED SCHOOL DISTRICT Current Year Invoice Rollover Report ACTRCV H 01 11 04 05 2001 Sample Roll Report Invoice Amount Rollover Amount District Total 1 728 00 1 728 00 Report Sample 2 Invoice Rollover Report With Updated Records 07 QSS UNIFIED SCHOOL DISTRICT Current Year Invoice Rollover Report ACTRCV H 01 11 04 05 2001 Sample Roll Report Department 0056 Information Services Inv Inv Date NY Inv Receipt Number Rcpt Date Customer 000244 06 30 2000 010004 000104 06 30 2000 000106 Joe s Construction Co Ed Bdr Sch Resc Y Goal Func Objt Type _ invoice Amount 01 000 000 0000 0 0000 0000 8699 0000 1 010 00 1 010 00 Invoice Total 1 010 00 1 010 00 Customer Total 1 010 00 1 010 00 000245 06 30 2000 010005 000105 06 30 2000 000129 Tester Unified School District E Ed Resc Y Goal Func Objt Iype Invoice Rollover Amount 01 000 000 0000 0 0000 0000 8699 0000 718 00 718 00 Invoice Total 718 00 718 00 Customer Total 718 00 718 00 Department Total 1 728 00 1 728 00 07 QSS UNIFIED SCHOOL DISTRICT
24. lt Accrual Set up in FY 2007 Post Receipts AR RR amp RS020 21 Current Year XR Via V Reserve Chapter 5 Tasks Related to Accounts Receivable Years back to include Revenue Fd Bdr Sch Resc Y Goal Func Objt Type Account Bm nmm mmm Y me v Jd lt Rev Object Audit Date a Established Receivables FY 20077 Type Number 070001 AR 070002 AR 070003 AR 070004 AR 070005 AR 070006 AR 070007 Audit ID mr Date 07 5 30 2007 07 5 30 2007 07 5 30 2007 07 5 30 2007 07 5 30 2007 07 6 30 2007 0 5 30 2007 Reference Fd Bdr Sch Resc Y Goal Func Objt Type 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 01 210 500 0012 0 0000 0000 8689 1917 Description Tech Center Classes Tech Center Classes Tech Center Classes Tech Center Classes Tech Center Classes Tech Center Classes Tech Center Classes _ Figure 5 9 Searching for receivables on the Post Receipts AR RR ARS020 21 tab The top of the dialog box displays a summary of the receivable The grid displays receipts that are already posted and allows you to select one to add or inspect in detail Receivab
25. or lt 6 gt Page of Page Page Return Backward Forward Figure 4 94 Vendor Selection Screen Copyright QSS 2011 05 2011 Copying PO Requisitions from Prior Year Vendor Name Traditional Screens Address Acme Office Supply 000002 Acme Specialties Hiley Coyote 650 345 6890 876 Laurel Avenue San Carlos CA 94402 Acme Specialties 000002 00 PO Box 1287 San Francisco CA 94105 Office Supply 000002 02 100 EI Camino ficme Specialties Belmont CA 94401 Bay Area Food Services Joe Smith Pay before 10th of month 408 123 4567 693 Mission Street San Francisco C 84101 000001 00 PO Box 999 lakland CA 97222 Bay Area Food Services Joe s Sandwich Shop 1 PO address for San Mateo 2002 El Camino Real San Mateo CA 94403 Bay Area Food Services 000001 02 1100 Marshall Avenue Joe s Sandwich Shop 2 PO address for Redwood City Redwood City CA 94402 Select a vendor by line or use Fl F5 or FB MENO Page of Start Vendor Hide Over Select Addr Page Page Return Backward Forward Figure 4 95 Additional Addresses on Vendor Selection Screen District 07 Select Accounts r Field Sort Selection Items FD Fund BR Responsblty 8 RS Resource PYzProjectYear 0 FN Function OB O0bj ect Find Purchase Orders 088 04818 Find for year 98 Fd Bdr Sch Resc Y Goal F
26. 8 24 Copyright QSS 2011 05 2011 Salary Schedules Traditional Screens Traditional Screens Salary schedule 65 QSS UNIFIED SCHOOL DISTRICT SAMARY SCHEPNULE MATRIX J343 PP0300 H 00 03 03 18 02 PAGE 8t Y2 SALARY SCHEDULE YEAR 00 79 00 FEDERAL PART TIME w BENEFITS ADDITIONAL PAY FOR MASTERS 0 00 FOR DOCTORATE 0 00 MISCELLANEOUS BONUS 0 00 LONGEVITY BONUSES YEARS BEGINNING STEP 1 MAXIMUM STEP 25 STEP INCREMENT 00 RANGE INCREMENT 00 VALUES ARE HOURLY ADV TYPE STEP 1 2 3 4 5 6 7 8 9 10 RANGE 0049 21 29 22 28 23 32 24 40 25 54 25 54 26 18 26 18 26 18 26 81 0050 21 82 22 83 23 90 25 01 26 18 26 18 26 83 26 83 26 83 27 49 For more details see Chapter 8 in the QSS OASIS Position Control Manual or QSS OASIS Enhanced Position Control Manual Use PP0030 for Standard Position Control or PP0032 for Enhanced position control Copying Salary Schedules The X Copy Schedule option in Salary Schedule Maintenance PP0030 or PP0032 allows you to copy Salary Schedules from Y1 to Y2 District 65 Salary Schedule Haintenance 0855 06515 Year 01 Option for Help E Valid options are A Add neu salary schedule entry B Maintain default benefit assignments Change salary schedule D I R Delete salary schedule Inspect salary schedule data Request Schedule Hatrix Report alendar Inspection X Copy Schedule IS message E Exit program
27. Initially use STRYRE to create new Y2 master files for the warehouse Type Y in the Generate new FY records field and 1 in the Process Stock Balances field so that master file records will be copied from Y 1 to Y2 and stock balances will be set to zero in Y2 NOTE Be sure to save the STDLIST produced by this step The information it contains would be helpful in troubleshooting any problems occurring with the rollover 05 2011 Copyright QSS 2011 6 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System Later after you have resolved all outstanding orders and issues for the warehouse in and closed the warehouse for you use STRYRE again to post the begin ning stock balances forward from 1 to Y2 In this case type N in the Generate new FY records field and 2 in the Process Stock Balances field NOTE Be sure to save the STDLIST produced by this step The information it contains would be helpful in troubleshooting any problems occurring with the rollover tse Checking Database Capacities Before running this program STRYRE make sure that the following datasets in the STRSYS database have adequate room In most cases doing so requires that you get help from data processing or your system administrator SI MASTERI SK MASTERI SK SITE MASTER STOCK STOCK SITE STORES SYSTEM WHOUSE SITE 9 9 9 9 Fiscal Year Maintenance Screen Figure 6 8 illustrates the Fisc
28. The R Work Calendar Report option allows you to launch a report of Work Calendars District 65 Hork Calendar Maintenance QsS 0ASIS Year Y2 Option for Help 2 Report title M HP UP a For year Select uork calendar im L ES p M Start Print Start Return Over Screen Over to Menu Figure 8 10 Work Calendar Maintenance Report Request Screen 8 1 2 Copyright QSS 2011 05 2011 Benefit Definitions Purpose Benefit Definitions Purpose The Benefit Projected Rate BPR master file allows you to define up to 32 employer paid benefits The cost of each benefit can be either a fixed dollar amount or a percentage of pay You can associate these benefits with each Salary Schedule Position control uses these benefits for projecting the benefit costs of each position In the State of California common employer paid benefits are STRS Certificated Employee Retirement PERS Classified Employee Retirement OASDI Social Security MEDICARE Federal Medicare Insurance Contribution H amp W Health and Welfare broken down into various non statutory benefit plans 9 9 9 SUI State Unemployment Insurance W COMP Workers Compensation Benefit projections are completely unrelated to employee paid deductions such as union dues employee share of health insurance and tax sheltered annuities Such deductions are set up for individual employees as payroll deductions o
29. Copyright QSS 2011 7 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Creating New Pay Schedules PP0010 When to Use Pay Schedules The Pay Schedule Master File controls when employees are paid throughout a fiscal year A pay schedule defines the number of pay periods in a year the beginning and ending dates for each period and the pay date for each period Every fiscal year has its own set of pay schedules Every district must have at least one pay schedule linked to it before any of its employees can be paid Before a district can use a pay schedule the schedule must be linked to the district Each district has its own set of links Thus a county or service bureau can control which pay schedules each district can use Link Personnel Payroll Master Files PXLINK maintains these links This master file is county controlled in other words every district uses the same codes Therefore only one set of codes need be defined regardless of how many districts exist NOTE Only those with county access to master files can add change or delete codes However those with district access can inspect codes or request a report Pay schedules are used throughout the Payroll System Define the Pay Schedule Master File before defining the following records for payroll processing PAY NAME Pay names must be defined before printing a payroll pre list or running a payroll A pay name lists t
30. Figure 3 81 Option Screen for Budget Early Warning Thresholds BWUPDT Figure 3 82 illustrates the first of two screens for adding changing or inspecting a threshold table with Budget Early Warning Thresholds BWUPDT Fill in the screen as described below District 07 Budget Early Warning Thresholds SCHOOL 3000 Option 8 District 055 Unified School District Date Effective Through EEGs Start Start Return Over Over To Menu Figure 3 82 First Add Change or Inspect Screen for Budget Early Warning Thresholds BWUPDT Figure 3 83 illustrates the second of two screens for adding changing or inspecting a threshold table with Budget Early Warning Thresholds BWUPDT 05 2011 Copyright QSS 2011 3 83 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Budget Early Warning Thresholds SCHOOL 3000 District Of OSS Unified School District Effective Through 09 30 Y2 Object Range Percent of Budget Object Range Percent of Budget From To Levi Lev2 Lev3 From To Levi Lev2 Lev3 8 Start Print Start Update Over Screen Over Data To Menu Figure 3 83 Second Add Change or Inspect Screen for Budget Early Warning Thresholds BWUPDT 3 84 Copyright O QSS 2011 05 2011 Rolling Account Summary Rules 5010 Purpose Rolling Account Summary Rules 5010 Acct Summ Bdgt Bick ACS010
31. I understand that failure to return this statement to Human Resources within the period allowed by law will indicate my gt Hp pHHnH intent not to return to the District for the upcoming school year Hn Hn o Signature of Employee Hn HR Date HR Human Res Use Only RECEIVED NNN WN EH Date NN o This program imports up to three data fields from the PER PAY database into the text of the form file e The s s field line 9 above is the cell amount from the employee s placement on their Salary Schedule multiplied by their FTE The r 7 field line 10 above is the employee s Total Pay including all Additional Bonus Per Diem Longevity Degree and Other pay shown on their PO Screen e The Employee Name is automatically imported 8 78 Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files 05 2011 The output from the sample Contact Salary Confirmation Letter form file looks like this QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES 11 15 2000 PUBLIC JOHN Q CENTRAL CAMPUS This is to confirm that QSS UNIFIED SCHOOL DISTRICT agrees to employ the above mentioned person for compensation at the follow rates Base Monthly Salary 3 824 00 Annualized Total Salary 51 436 80 Includes all Additional and Bonus I understand that failure to return
32. Include Vol Deds 1 SEED SEED NN Include Terminated Y N xxx Payline Default Values xxx Fiscal Year Pay Type Stat Ded Profile Pay Schedule 8 Fd Resc Y Objt Gr Goal Fnct Sch Rsp Expense ficctclass PAYSSB H 00 00 compiled 06 08 99 15 21 Stream PAYSSBST Start Help Retrieve Save Refresh Launch Return Over Preset Preset Screen Job to Menu Figure 7 78 Launch Screen for Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB 05 2011 Copyright QSS 2011 7 99 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Report Sample Page Zero is a header page that summarizes the selections on the launch screen 65 QSS Unified School District SUMMER DEFERRED PAYROLL LOAD AUDIT REPORT J604 PAY904 H 00 00 11 15 PAGE SAMPLE FOR DOCUMENTATION Update Option Report Only Vol Ded History Dates From 09 01 20Y1 To 06 30 20Y1 Include Vol Deds 8500 28520 8550 Include Terminated Y Fiscal Year 01 Pay Type VOLS Stat Ded Profile VOLPAY Pay Schedule SPVD Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl 01 0000 0 1110 00 3300 1000 700 000 000 65 QSS Unified School District SUMMER DEFERRED PAYROLL LOAD AUDIT REPORT J604 PAY904 H 00 00 11 15 SAMPLE FOR DOCUMENTATION 000 00 0000 ALI MOHAMMED Total Deduction 1 00 400 00 L VOLS VOLPAY 15 15 100 01 0000 0 1110 00 3300 1000 700 000 000 1 00 400 00 L VOLS VOLPAY 16 16 10
33. M Select Update Return Employee Data to Menu Figure 7 85 Maintain Deferred Pay DEDUPD adding adjustments Change Dist Yr Screen Figure 7 86 illustrates the screen for changing the fiscal year or district number for which to look up or maintain deferred pay By default this screen is not available Your security profile must allow access to this screen District 90 Maintain Deferred Pay QSS 0ASIS Year 04 Employee SSN TI MM M BETSY ROSS Deferred Pay Balance 3374 10 District W CENTRAL CITY USD Year 8 Select Change Return SSN DI YR to Menu Figure 7 86 Maintain Deferred Pay DEDUPD changing district and year 05 2011 Copyright O QSS 2011 7 1 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Rolling Forward Balances 7 118 Purpose DED900 allows you to carry the balance of banked net pay forward from one year to the next The Enhanced Payroll System keeps track of the banked net pay by fiscal year This annual update closes out the ending balances for June 30 of FY1 and carries them forward to July 1 of FY2 The process creates a pair of transactions for each employee A negative amount for June 30 of FY1 This transaction is equal to the ending balance of net pay deducted as of the end of the year Thus the ending balance for FY 1 is zero A positive amount for July 1 of FY2 Thus the opening bala
34. Message bar 05 2011 Ki Accounts Payable PO Payments PO 07 QSS DEMONSTRATION DISTRICT File Options Help IE ZHE Accounts Payable PO Payments Pay Vouchers Search Travel Claims TC Credit Memos Purchase Order Requisition Revolving Cash RC Advanced Search Set Up Payables EP Payables Payments CL Liabilities LB Transaction Maintenance Move Hold Payments 1099 Maintenance Date Entered arch Hesults Double Click a cell or Control Enter to view details Vendor Number Vendor Name Amount PROGRAM STEP ACTION USED 2 Add Y1 payables not associated with POs that will be paid in the Estimated next fiscal year Y2 Payables EP The previous section discusses how to process payables associ ated with purchase orders 3 Set up beginning balance for Y2 Accounts Payable Control BBUPDT Account 9510 9500 or BDE008 This is normally the ending balance from the Y1 Accounts Payable Setup Account 9509 See the previous section of this chapter for a list of accounts you need to set up See the Update Beginning Balance chapter of the Core Financial Manual for instructions on setting beginning bal ances 4 Make payables payments Payables Payments You must be logged onto Y2 in order to make payable pay CL ments 05510856 MAR Remote Req 11 13 2008 000113 Acme Products Inc 1 245 76 11 3 2008 000113 Acme Products Inc
35. N o rounding D nearest dollar U p to next dollar T runcate O pen closed both 7 41 04 Opt Start Over Return to Menu Launch Job Figure 3 48 Transfer Selected Budgets to Budget Development BDE005 05 2011 Copyright 3 41 ass 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Rolling Development Budget to Working Budget of Financial System BDEOO6 Overview If a budget was developed in the Budget Development system for the new fiscal year a transfer of the budget from Budget Development to the working budget of the Financial System can be done This process automatically validates any account which is transferred This option may be performed more than once if needed It copies the budget model you have developed within Budget Development to the working budget within the general ledger use Checking Database Capacities Before you request the transfer from budget development BDE006 make sure that the GLDSYS database has been expanded Check the capacity of the AC MASTER and ACCOUNT datasets Check also the PSEUDO CODE dataset if you will be entering pseudo codes If you will be transferring budget details check also the AC BDG DETAIL dataset In most cases doing so requires that you get help from data processing or your system administrator Purpose of Process The Transfer Development Budget to Financial System BDEO06 window transfer
36. SAN DEVO CONTRACT 3434 SAN SIMEON USD SXPSD 7 960003 RESET ONCSD 7 960015 RESET MPUSD 9 96019 RESET YPUSD 8 960016 RESET OAKWOOD CO DESKS 40 102 01 240 500 0000 0 0000 0000 4300 1560 01 240 500 0000 0 0000 0000 4300 1560 01 240 500 0000 0 0000 0000 4300 1560 01 240 500 0000 0 0000 0000 4300 1560 01 240 500 0000 0 0000 0000 4300 1560 01 240 500 0000 0 0000 0000 4300 1560 01 270 110 0000 0 0000 8220 5500 1920 01 220 500 0000 0 0000 0000 8660 0000 67 280 500 0000 0 0000 0000 8660 0000 12 700 700 6055 0 0000 0000 8660 0000 14 270 500 0000 0 0000 0000 8660 0000 63 250 500 0000 0 0000 0000 8660 0000 75 220 500 0000 0 0000 0000 8660 0000 24 270 500 9010 0 0000 0000 8660 0000 01 270 500 0000 0 5001 3600 8676 1275 01 500 400 9018 8 7110 0000 8677 1845 01 140 500 3515 0 3800 0000 8290 2151 01 210 500 0000 0 8600 0000 8689 1515 01 210 500 0000 0 8600 0000 8689 1515 01 210 500 0000 0 8600 0000 8689 1515 01 210 500 0000 0 8600 0000 8689 1515 01 240 500 0000 0 0000 0000 8631 1805 32 820 1 375 730 3 141 2 675 1 740 98 10 659 35 679 100 1 230 300 300 150 20 88 45 39 46 99 04 27 97 14 97 01 00 58 00 00 83 00 00 00 960191 960197 960269 960234 05 2010 Traditional Screen The following figure illustrates the traditional screen for launching the ARS500
37. discrete piece of information such as a portion of an account string Most screens for QSS OASIS software have a series of fields for typing in or displaying information such as Description or Report class Filter A set of criteria which restricts the data that can be made available Flag signal for a particular field that indicates a certain status frequently a yes or on Or off switch Group box In a GUI environment such as Invoicing Billing Management an out lined box within a larger dialog box containing related choices Sot By Jepartment E Customer 2 Inv Date 3 Invoice Figure 1 3 Group GUI Graphical user interface Job number n identification number assigned by the operating system to a batch job including reports you launch Launch To submit a stream file to the computer s batch job queue Launcher launch screen program that displays a fill in screen and captures your input It then builds a stream file Copyright QSS 2011 05 2011 Vocabulary List of Terms List box A box in which you can select pre existing items but in which you cannot type any new entries e Choose Directory C XQSSNVW O1 FEBO05200 qsd ICEA Program Files cXQss PC Select Dir Cancel u Figure 1 4 List Boxes Message line On Reflection screens a line below the main screen and above the function key names where instructional messages confirmation
38. report Copyright O QSS 2010 5 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable District 07 Request Receivables Financial Report Qss OASIS Report title MEI Receivable Fron MEE to Sort Sequence WR RR RRR RRR Page Break by Choose from FD Fund BR BdgtRespons SI Site School RS Resource Project Year PG Program Goal Function OB Object TY Type ARSSUB H 00 04 compiled 07 22 05 0004 Stream ARSSOOST Start Help Start Launch Exit Over Over Report Figure 5 29 Traditional launch screen for the Established Receivables Financial Report ARS500 5 26 Copyright QSS 2010 05 2010 Running the Open Receivables Report ARS300 Purpose Running the Open Receivables Report ARS300 Purpose The Open Receivables Report ARS300 lists prior year receivables that are still open Main Selection Tab tS NOTE Log into Y2 to produce this report For example suppose prior year receivables were created at the end of the 2002 2003 fiscal year Y1 When you run this report log into the 2003 2004 fiscal year Y2 The report summarizes payments made during Y2 against receivables created during Y1 Open Receivables Report ARSSUBO1 65 CPI 1099 DEMO DISTRICT 055 055 MAR File Options He 9e0060 57 O Main Selection Receivables Report District 65 055 UNIFIED SCHOOL DISTRICT Receivables From to Sot
39. 05 2011 QCC Version of PAYNAM Then select Payroll Name PYN C under the Payroll folder as shown in the HR Code Maintenance window below HR Code Maintenance 12 QSS DEMONSTRATION DISTRICT 42 ae it c c Pay Codes PC C Pay Schedules PS Pay Types PT C Retirement Systems RS C Retirement E dits RE C Payroll Profiles Statutory Deduction 9 Statutory Deduction Codes 50 Statutory Deduction Profiles SP C Deduction Schedule 052 Deduction Rate Table DR Bonus Codes BC Payroll Edit Rules PE Deduction Rule Codes PR SMF Status Codes SM Pending Retirement Status Codes PN Vol ded Frequency Codes VF C Voluntary Deductions VD C Benefit Control BCT C Benefit Object Maps Benefit H w Maps Benefit Group Maps GMAP H Position Control Master File Links Benefits Management H Retirement Figure 7 61 Select Payroll Name Copyright QSS 2011 7 67 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System JL Then select the ADD icon to open the Add Payroll Name window shown below Add Payroll Name 12 QSS DEMONSTRATION DISTRICT 3x uxo d udis ill lll tlc lll Figure 7 62 Add Payroll Name Window 7 68 Copyright O QSS 2011 05 2011 Rolling Selected Pay Lines to New Year
40. 1 10 01 1976 12 31 2000 01 01 2001 BUMSTEAD DAGWOOD 000 00 0000 BL BC CLASS E EMP ONLY 06 01 1989 12 31 2000 01 01 2001 BUNKER ARCHIE 000 00 0000 EM EMPBASIC E EMP ONLY 10 18 2000 12 31 2000 01 01 2001 BUNNY BUGS 000 00 0000 5T KS CT BA E EMP ONLY 07 01 1991 12 31 2000 01 01 2001 CLAUS SANTA 000 00 0000 8L BC CLAS E2 EMP MO 05 01 2000 12 31 2000 01 01 2001 COYOTE WYLIE 000 00 0000 BL BC CLASS El EMP 1 01 01 2000 12 31 2000 01 01 2001 CRICKET JIMINY 000 00 0000 KB KAISBORD 1 EMP 1 03 01 1995 12 31 2000 01 01 2001 DOONESBURY MIKE 000 00 0000 6L BC CL BA El EMP 1 01 01 1995 12 31 2000 01 01 2001 DUCK DAFFY 000 00 0000 KL KAISCLAS 2 EMP MO 01 01 1992 12 31 2000 01 01 2001 DUCK DAISY 000 00 0000 7L KAIS CL EMP ONLY 11 01 1988 12 31 2000 01 01 2001 DUCK DONALD 000 00 0000 EM EMPBASIC El EMP 1 12 16 2000 12 31 2000 01 01 2001 FLINTSTONE FRED 000 00 0000 8B BC BD E2 EMP MO 12 01 2000 12 31 2000 01 01 2001 FLINTSTONE WILMA 000 00 0000 BT BC CERT E2 EMP MO 09 01 1985 12 31 2000 01 01 2001 FROG KERMIT 000 00 0000 6T BC CT BA E EMP ONLY 11 01 1991 12 31 2000 01 01 2001 FUDD ELMER 000 00 0000 EM EMPBASIC E EMP ONLY 04 01 2000 12 31 2000 01 01 2001 GORDON FLASH 000 00 0000 KT KAISCERT El EMP 1 09 01 1996 12 31 2000 01 01 2001 KENT CLARK 000 00 0000 EM EMPBASIC E EMP ONLY 11 01 1982 12 31 2000 01 01 2001 KIRK JAMES 000 00 0000 5L KS CL BA El EMP 1 08 01 1999 12 31 2000 01 01 2001 LANE LOIS 000 00 0000 5L KS CL BA El EMP 1 09 01 1993 12 3
41. 2 2 22 2 2 2 2 2 1 1 Range Field Range Field Start Previous Over Screen Launch Return Report To Menu Figure 4 63 Second launch screen for Open Payable Report PCL300 Select account masks and ranges then press ENTER and Launch Report to crete the report 05 2011 Copyright QSS 2011 4 6 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Payables History Report PCL400 Us YOU MUST BE LOGGED ON TO Y1 TO RUN THIS REPORT EVEN THOUGH THE PAYMENTS WERE MADE IN Y2 Purpose The Payables History PCL400 report lists the Set Up Payables EP transactions for Y1 that are defined on the Accounts Payable window This report lists transactions that are still open as Current Liabilities CL transactions for Y2 This report lists the details of transactions posted against the payables during Y2 Launching the Report Table 4 18 Tabs for the Payables History PCL400 window TAB PURPOSE Main Selection Select the range of payable numbers and order for sorting transaction details Sort Break Select the account fields for sorting the report If you do not specify a sort order the report is sorted by reference number for the liabilities Accounts Type account masks and field ranges for selecting the accounts to report Main Selection Tab Figure 4 64 illustrates the Payables History PCL400 window
42. 7 STRS California TT09 C California State Disability Insurance C Position Control Master File Links Benefits Management y Retirement CA Figure 7 39 Select California Retirement Setup TT10 C This will open the California Retirement Setup window shown in the following illustration 7 48 Copyright QSS 2011 05 2011 Reviewing and Updating California Retirement Setup TXRO10 QCC Version of Retirement Setup Since the traditional version and QCC version both use the same database the field definitions are the same California Retirement Setup TT10 26 QSS Testing District etup for Californians CIT HEN cid 01 01 2000 1 15 1996 95 96 PERS RATE 96 97 PERS RATE s ERI vao m x pcm 96 97 PERS RATE CHANGE 97 98 PERS RATE Rate for Fiscal 98 99 PERS RATES FOR 1333 2000 PERS RATES FOR 2001 2002 STRS rates for 83 STRS rate chng 94 95 TEST for Fiscal Year 1998 99 STRS RATES FOR 1333 2000 testing B 07012000 test add for craigg Figure 7 40 California Retirement Setup Window 05 2011 Copyright QSS 2011 7 49 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Reviewing and Updating PERS TXR010 Traditional Software Figure 7 41 illustrates the California PERS Screen of Payroll Tax Rate
43. Figure 4 40 illustrates the header information for a estimated payable Fill in the boxes with a white background You cannot change any boxes with a shaded background Payables it Description PO Vendor No Address 000001 Date 06 30 2008 Book receiver d but not paid 001934 000113 o Vendor name address Acme Products Inc 100 rn St Unit 1 Your a 12345 05 2011 Remit name address Figure 4 39 Setup Payables dialog box Remit name address Acme Products Inc Accounting Department 500 Main Street Your City 12345 Figure 4 40 Header information for payment transactions Copyright O QSS 2011 4 43 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable 4 44 Account Line Each estimated payable has one account string for setting up a payable that carries froward from Y1 to Y2 Fd Sch Resc Y Goal Func Objt Type Amount Status L hb1 000 000 0000 0 0000 0000 4310 0000 45 55 Figure 4 41 Account detail lines and totals for estimated payables Launching the Payables Transactions Report PCL 100 Purpose The Payables Tranactions PCL100 report lists the Set Up Payables EP transactions for Y1 that are defined on the Accounts Payable window You can created EP transactions in either of the following ways Adding th
44. QSS 2010 5 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 5 16 District 07 Setup Receivables for next year 0885 06518 Option for help F ARS010 H 00 08 compiled 12 14 99 Option 0000 vY UvYYYY Start Help Start Exit Over Over to Main Figure 5 18 Option Screen for Set Up Receivables for Next Year ARSO10 Add or Change Screens Figure 5 19 illustrates the first screen for adding or changing a prior year receivable This screen allows you to assign the date reference number and description District 07 Setup Receivables for next year 055 0 515 Receivable nunber Date Reference Description NISS iR EES Start Previous Update Exit Over Screen to Nain Figure 5 19 Add or Change Option for Set Up Receivables for Next Year ARSO10 1 of 2 Copyright QSS 2010 05 2010 GLAR Accounts Receivable No Invoicing Window Traditional Screens 05 2010 Figure 5 20 illustrates the second screen for adding or changing a prior year receivable This screen allows you to specify the financial account and the amount of the receivable The change option allows you to change the account amount and General Ledger object District 07 Setup Receivables for next year Qss O0ASIS Receivable number Date Reference Description 880018 Amount GL OB 0 1 000 456 0000 0 4565 1556 4310 0000 489 88 arm Date Used 10 27 2004 Operator ID
45. Step range advanced Position rolled At maximum step no advance Position rolled NO SCHED MATRIX no advance Position rolled Position rolled Position rolled Position rolled Schedule set for no advance Position rolled Step range advanced Position rolled Position rolled SCHED EDIT space no advance Position Status flagged NO ROLL Traditional Screens 05 2011 This heading provides a brief summary of using launching the Position Rollover Report PP0805 from the traditional software The launch screen is Authorized Position Employee Assignment Rollover PP8SUB For more details see the QSS OASIS Position Control Manual or QSS OASIS Enhanced Position Control Manual Copyright O QSS 2011 8 37 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel District 65 Authorized Position Enployee Assignment Rollover Qss OASIS Source fiscal year JJ Target fiscal year Rollover option Roll employee assignments Step range advance assignments Roll R educing positions Create R Replace M Merge yes N no yes N no yes N no n n Hn n Roll position assignment data if the end date is the same as the last date of the work calendar Helpful Hints All data in the target year is deleted before the roll takes place Data rolled into the target year will update any existing data uhich is already on file ny source year
46. The second screen Accountclass View Group Update AVGRPSHW offers the ability to change models account codes and field range permissions either for the selected ID and name shown at the top of the first screen or for any group name that you click in the Group field of the first screen 05 2011 Copyright QSS 2011 1 3 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools Accountclass View Group List AVGRPLST The first of two screens displays the models account codes and field range permis sions of the various defined groups Financial 07 WEBTools Accountclass View Group List Select Group ID 001 1111111111 Reset Carinus ID Group Description Account mask Field ranges O01 1111111111 L1 1 LLL LL LLL LL 11 11 111 111 1111 1 1111 1111 1111 1111 Exclude RE 2222 3444 Exclude 22 222 222 2222 2 2222 2224 4444 4444 Exclude 002 2222222222 927222222222222222222222 22 222 222 2222 2 2222 2222 2222 2222 Exclude PY 3 3 PY 1 2 Exclude 003 LunchView Lunch Viewers DL 2 222 222 2222 2 2 22 2222 2222 992 FD 13 13 RE 5310 5310 FN 3700 3700 OB 4300 4700 4400 4699 Exclude If you have questions contact Harrison Ford 650 372 0200x614 Copyright 1997 2002 Quiniessen amp al School Systems Date 10 04 2002 Time 08 49 02 Page Id 5 Bytes 37024 File avgrplst Files 513 How much time to
47. e Receivable Number Reference Number Used Mapped Accounts 7 Usersec Yr 2001 Dist 65 Site 1 3 31 2011 15 40 Figure 5 30 Main Selection tab for the Open Receivables Report ARSSUBO 1 window 05 2010 Copyright QSS 2010 5 27 QSS OASIS Fiscal Year Transition Training Notes Sample Open Receivables Report Chapter 5 Tasks Related to Accounts Receivable 07 QSS UNIFIED SCHOOL DISTRICT OPEN RECEIVABLES J1966 ARS300 H 00 05 07 15 01 PAGE 1 SAMPLE FOR DOCUMENTATION FROM 000000 TO 999999 NUMBER DESC Fd Bdr Sch Resc Y Goal Func Objt Type ESTIMATED RECEIVED BALANCE GL OB REFERENCE 010003 CONFERENCE EXPENSES 01 240 500 0000 0 0000 7570 5800 1878 8 00 0 00 8 00 9209 010004 MIDTOWN USD 2 01031 01 100 500 0001 0 8600 2150 8699 1870 40 00 20 00 20 00 9209 010006 CREEKSIDE SD 202 01 140 500 0002 0 8600 0000 8699 0023 500 00 250 00 250 00 9209 010008 CREEKSIDE SD 3 01021 01 270 500 0000 0 5001 3600 8676 0480 316 20 0 00 316 20 9209 010009 SAN SIMEON SD 11981 01 240 500 0000 0 8600 7560 8689 0094 219 34 225 00 5 66 9209 010011 EL NORTE SD 01061708343 01 210 500 0000 0 8600 0000 8689 1917 75 00 0 00 75 00 9209 010013 JDF ED PROG 96761 130 01 240 500 0000 0 0000 7570 8650 0256 115 00 55 00 60 00 9209 010014 JDF ED PROG 96761 138 01 240 500 0000 0 0000 7570 8650 0256 115 00 0 00 115 00 9209 010015 SAN ANTONIO 14 01060 01 240 500 0000 0 0000 7550 8689 0269 33 00 0 00 33 00 9209 010016 NORTH S D 96711 102 01 2
48. fa Category to is FI LEE Direct Deposit eCommerce ID Comm Range os to aa rr mooo Commodity Codes Address Type I mu Report Sort 1 Vendor m Vendor Sort 1 Vendor Number Print I Commodity Codes Direct Deposit Settings eCommerce Settings Addl amp ddresses J Add lContacts Add l Comments SelectZi I BW B HW H mm mm r 2008 Dist 07 5 1 8 1 2008 17 39 _ Default Usersec YOYYYYYYY Figure 4 76 Main Selection tab for the Request Vendor Listing VENDOR window District 07 055 UNIFIED SCHOOL DISTRICT Report Format 1 Active Vendors ad Figure 4 77 Report type boxes Vendor to Vendor Name to Category to Type to mw I iif jf jf T jf 7 NEN NEN Direct Deposit eCommerce ID Comm Range to to Commodity Codes 07 Address Type I I I Figure 4 78 Vendor selection boxes Report Sort 1 Vendor Vendor Sort 1 Vendor Number v Print amp ddl amp ddresses Add l Contacts 7 Add l Comments Commodiy Codes Direct Deposit Settings eCommerce Settings Sdetzip I BH rT Hg NH Figure 4 79 Vendor selection boxes for detail reports cross reference reports 05 2011 Copyright QSS 2011 4 75 QSS OA
49. 01 56 31 PM Yr 2007 Dist 82 Site 1 7 10 2009 19 25 Figure 8 1 Change Work Calendars dialog box 05 2011 Copyright QSS 2011 8 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Changing Days on the Calendar View Work Calendars Options 82 055 DEMO DISTRICT 82 055 0 515 271 oxox Key to codes for Calendar Codes 07 0205 e 4 5 Regular Work Day RW 205 Non work Day NW 160 Special Non work Day SN 0 each type of day i PE neni Half Day Hw 0 Paid Holiday PH 0 Customize Hide Codes on the calendar Using Calendar Name 205 Day Schedule 06 07 Bgt Pre Hrs Day 8 00 Mo Yr 11 00 Payroll Days Work 285 08 Holiday 6 66 Total 205 00 5 Contract Dates 08 14 2006 to 05 27 2007 El Calendar Dates 08 14 2006 to 06 27 2007 Tabs for selecting the month to view July October 06 November February 07 Yi March June 07 8 6 July 06 Paid 00 S M T Wt F S August 06 Paid 14 00 S MT WT EF S September 06 Paid 20 00 October 06 Paid 22 00 Each tab displays the calendars for 4 months AAA 8 19 2o nu nu 24 25 26 2 RW nu nv n Audit Information ID Date 01 09 2007 Time 01 55 48 PM Yr 2009 Dist 82 Site 1 7 10 2009 17 05 Figure 8 2 View Work Cale
50. 05 2011 Copyright O QSS 2011 PCLXFR Step by Step Treatment of Open Purchase Orders 4 7 QSS OASIS Fiscal Year Transition Training Notes Flowchart for Purchase Order Procedures The following flowchart offers a visual guide to the steps and choices outlined in the previous section Chapter 4 Tasks Related to Accounts Payable identify Open POs Analyze Open POs Eater payment action codes for account lines Resolve open account lines by making payments or rolling POs ldentify and analyze remaining open POs Close and liquidate remaining open POs Run Open PO Report POR110 Amount to roll t F2 Payables Amount to roll t Amount to pay EnterP or F payment EnterR payment actio EnterL payment actio action codes codes codes POP MT POPYMT POPYMT Roll F1 POs to F2 Payables Make payments on Roll F1 POs to next AP production ru F2 POs PORS510 APY200 PORS20 Enter more payment action codes Close and liquidate open PCLXFR APY200 refers to the warrant production pro cess described in the Operator s Guide of the QSS OASIS Accounts Payable Manual Figure 4 3 Flowchart for Purchase Order Procedures Copyright O QSS 2011 05 2011 Step 1 Identifying and Analyzing Open Purchase Orders POR110 Step 1 Identifying and Analyzing Open Purchase Orders POH110 Purpose of Report The Pu
51. 05 2011 Linking Pay Schedules and Deduction Schedules to Districts PXLINK QCC Version for Linking Master Files QCC Version for Linking Master Files There are also QCC versions for linking master files See the QSS ControlCenter Guide for details about using QCC To open the QCC version in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below sal xl E QSSControlCenter 12 QSS DEMONSTRATION DISTRICT 055 File View Go Help Window Print Manager Job Menu Utilities gt Student Fixed Assets Human Resources d HRReport Job Selector System Admin gt Personnel Downloader Finance gt HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM 23 QSSControlCenter 12 QSS DEMONSTRATION DISTRICI rz File View Go Help Window Go E Print Manager Job Menu Utilities 7 student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader Query HR Code Maintenance Absence Tracking re Requires PPS Employee Maintenance Preview Requires NET 2 0 rai El Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM H H L EH v 2 Figure 7 33 Select HR Code Maintenance 05 2011 Copyright QS
52. 09 Action Zero selected GL amounts Transfer zero accounts N Accounts selected 07 QSS DEMONSTRATION DISTRICT COPY from Bud dev Beg Bal TO GL Results J798 BDE670 H 00 00 10 31 07 PAGE 0 Confirmation Account classifications selected Field ranges selected Fd Bdr Sch Resc Y Goal Func Objt Type FI RANGE 1 88 9 9 9 2 3 4 5 6 75 g 8 9 d Se 10 Start ZERO GL accounts BDE660 GL records read 856 GL records zeroed 521 GL records deleted 0 End ZERO GL accounts BDE660 Start extract section BDE600 GL records read 568 GL records found 541 GL records extracted 441 End extract section BDE600 Start update section 670 GL records updated 441 GL records Added 0 GL records remaining 52 End update section 670 Process complete Traditional Screens For the traditional software use Budget Development BDEO000 to launch Development Beginning Balances to Financial System BDD012 and Copy Ending Balances to Budget Development BDE0080 For details see Chapter 4 of the QSS OASIS Budget Development Manual 05 2011 Copyright QSS 2011 3 69 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 3 70 Launching
53. 0900 When to Use Rolling Selected Pay Lines to New Year PLO900 When to Use This program can be used in two scenarios To create all pay lines if you are not loading Payroll from Position Control or create any miscellaneous pay lines if you have already loaded Payroll from Position Control Purpose of Program Roll Selected Pay Lines to New Year PL0900 carries pay lines forward into a new fiscal year Pay lines are linked to a fiscal year The roll process reads existing pay lines in the source year or From Year Then it creates new pay lines in the target year or To Year The launch screen for Roll Selected Pay Lines to New Year PL0900 has many options for selecting which pay lines to roll A district can select by characteristics of pay lines such as limiting the rollover to hourly pay lines or to those created through Position Control Also a district can include or exclude employees by various codes such as bargaining units pay locations or control groups NOTE If you are using the QSS OASIS Position Control System you should use Load Payline Data from Position Control PLO400 PL0402 to create pay lines for position assignments This process uses the data in the Position Control System to build the pay lines However you can also use Roll Selected Pay Lines to New Year PL0900 to roll forward pay lines that are not created through 0400 1 0402 such as those for substitute teachers who do not ha
54. 149 21 11 14 2008 000013 Andrew Jackson 103 03 1147 2008 000113 Acme Products Inc 81 30 1 24 2008 000127 Office Depot 500 00 1 24 2008 000123 Home Depot 500 00 1 26 2008 000113 Acme Products Inc 51 80 1 26 2003 000113 Acme Products Inc 79 98 1 30 2008 000128 Legal Services Ltd 850 00 2 2 2008 000123 Home Depot 132 05 2 4 2003 000129 Depot 80 59 090019 2 5 2008 000118 Johnson Smith amp Jones 72 93 090021 2 5 2003 000113 Acme Products Inc 161 62 r 2009 Dist 07 Site 1 4 21 2009 15 04 Figure 4 34 Parts of the Accounts Payable window Copyright O QSS 2011 4 39 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Purpose REMINDER Select the proper fiscal year in the year selection list on the title bar For example you are setting up payables for pay vouchers created in FY 09 that will not be paid until FY 10 Select FY 2009 for setting up the estimated payables EP transactions Use the Set Up Payables EP command on the Accounts Payable window to set up current liabilities for unpaid Y 1 payables that are not associated with purchase orders The records you create with this program are for payables that have not been previously encumbered Estimated payables allow you to set up liabilities for pay vouchers and travel claims created in the current fiscal year that will not be paid until the next fiscal year Y2 In Y2 yo
55. 2 01 31 20 2 02 28 20Y2 03 31 20 2 04 30 20 2 05 31 20 2 055 0 515 END HONTH Class 2 R egular S upp Hours Meeks Local Use 06 30 20Y2 Page 1 of Number of Payrolis 1200s 1 of 1 Select Print Next Option Screen Hindow Number of Payrolls 05 2011 Page Page Update Return Backuard Forward Data to Henu Figure 7 4 Add Change or Inspect Option for Pay Schedules 2 of 2 Copyright O QSS 2011 7 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Report Request Screen for Pay Schedules Fill in the fields as explained below District 07 Update Per Pay Master Files 55 0 515 Master file PS Pay schedule Option for help i Report title siut CUIU Fiscal year Leave blank for all years a ee ee NENNEN IS X EI Select Previous Return File Screen to Henu Figure 7 5 Report Request Screen for Pay Schedules 7 6 Copyright QSS 2011 05 2011 Creating New Pay Schedules PP0010 Sample Pay Schedules Report Sample Pay Schedules Heport The example below illustrates the report format At the top are regular pay schedules the middle section shows summer benefits schedules and the bottom shows summer pay schedules 65 QSS UNIFIED SCHOOL DISTRICT Pay schedule J176 PP0135 H 00 00 07 21 SAMPLE FOR DOCUMENTATION PAY CYCLE USE CYCLE FOR TAX CLASSIFICATION DATE CHGD OPER ID R EGULAR 04 30 PAYROLL DEFER DAT
56. 3 76 Copyright QSS 2011 05 2011 Rolling Working Budget to Approved Revised BGRQST Sample Budget Approval Revision Report BG0900 Transfer Working Budget to Revised Approved BGROST 07 QSSUNIFIED SCHOOL DISTRICT qssvoasis EBR File Options 90060597 Main Selection Transfer Working Budget to Revised Approved District 07 055 Unified School District Transfer Type Revision Date 08 11 2006 Budget transfer cutol i Date of Approval 07 19 2006 Latest revision Default Usersec YYAOO Yr 2007 Dist 07 Site 0 7 23 2006 21 45 Figure 3 77 Main Selection tab for the Transfer Working Budget to Revised Approved BGRQST window Sample Budget Approval Revision Report BGO900 The samples include the following Sample Report Columns on the Report 05 2011 Copyright QSS 2011 3 77 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Sample Report BUDGET REVISION 07 01 1996 Prelist Fund 201 GENERAL FUND Resource 7270 STAFF DEV MENTOR TEACHER PGM ProjectYear 0 N A Current TFRS since Working 02 20 97 Current Fd Bdr Sch Resc Y Goal Func Objt Type Working 02 20 97 New revised Revised 01 270 500 7270 0 5001 3600 3802 9040 6 00 01 270 500 7270 0 5001 3600 3802 9047 1 144 00 01 270 500 7270 0 5001 3600 3802 9050 1 538 00 01 270 500 7270 0 5001 3600 3802 9060 382 00 01 270 500 7270 0 5001 3600 4300 0000 60 00 01 270 500 7270 0 5001 3
57. 515 Year 01 Year Schedule Hm CERTIFICATED Eee aes Select Print Select Return Option Screen Option to Menu Figure 8 33 Salary Schedule Benefit Selection Screen Type the Year and Schedule number then press lt ENTER gt For this screen you can select only model 00 the production model Models 01 through 99 are for projection only District 65 Salary Schedule Benefit Selection Qss OASIS Year 01 Year Schedule Em CERTIFICATED Ln Name Type Base Amt Reference Ln Name Type Base Amt Reference 1 SUI P 0 0600 05 SUI HC P 1 1300 06 HCOHP 3 STRS P 8 2500 01 STRS PERS P 0 0000 02 PERS 5 FICA P 6 2000 03 FICA MEDICARE P 1 4500 09 MEDICARE 7 H H FULL V 6264 00 04 H H PERS 13 0200 12 PERS RLR 9 APPLE P 3 7500 07 STRS BO H H PART V 4080 00 04 H H Select Print Select Update Return Option Screen Option Data to Menu Figure 8 34 Salary Schedule Benefit Selection Screen with Global Benefit Table Type a Y for each employer paid benefit to attach to the Schedule and an N for those that do not apply Press lt ENTER gt and lt Update Data gt to save the changes 8 28 Copyright QSS 2011 05 2011 Salary Schedules Traditional Screens Launching the Salary Schedule Report Figure 8 35 illustrates the screen for launching the Salary Schedule Matrix PP0300 District 65 Request Schedule Matrix Report 055 0 515 Year 00 Report Title Fiscal Year Selected Schedule B
58. 7 75 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Sample Report for Target Year 07 QSS DEMONSTRATION DISTRICT PAYROLL LOAD COPY REPORT J2534 PL0990 H 00 03 01 19 PAGE SAMPLE FOR DOCUMENTATION Report Source PL0900 Mode Report Report Type Target Only Report Selection Criteria From FY Y1 Active Inactive paylines Make inactive active Position Number selection Zero the position number Exclude all SP EP paylines Blank the SP EP Balance of contract payline selection Non terminated employees only Bargaining Unit Include Exclude Pay Code Include Exclude Retirement System Include Exclude Pay Location Include Exclude Control Group Include Exclude Pay Type Include Exclude Pay Schedule Include Exclude Sta Ded Profile Include Exclude SP EP Include Exclude Blank SP EP Rate Type Rate Begin Rate End Unit Treatment From Units To Units FIELDS LEGEND Active Flag Blank SP EP Zero Position Zero Units 7 76 Copyright QSS 2011 05 2011 Rolling Selected Pay Lines to New Year PLO900 Sample Payroll Load Copy Report PLO990 07 QSS DEMONSTRATION DISTRICT PAYROLL LOAD COPY REPORT J2534 PL0990 H 00 03 01 19 00 PAGE SAMPLE FOR DOCUMENTATION Report Source PL0900 Mode Report ANDERSON SHERWOOD 000 00 0000 FY POSN UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC Y2 000000 45 00 0 00 DU 0 00 SUB TFR k kk 45 00 54 8 0 PY
59. 938 32 5 Date Invoice Desc Liq Balance Payment U Tax Paid Harr Batch H 1 4 Git El aso EE m 10 928 32 0 73 7 25 UT 1099 N D Y Payment action for help jg i Batch number Go to Line Back to ij Mext Help UT 10997 Page Page Update Exit Option Keys Har Stat Backward Forward Program Figure 4 26 Purchase Order Payments Option Account Line Screen 4 26 Copyright QSS 2011 05 2011 Step 3 Rolling Y1 Purchase Orders to Y2 Purchase Orders POR510 Traditional Screens Step 3 Rolling Y1 Purchase Orders to Y2 Purchase Orders POR51 0 Purpose Report Only and Update Modes The PO Rollover Report Update POR510 window allows you to launch a batch process for rolling PO account lines flagged as L Roll to liability to CL transactions that show up on the Accounts Payable window as Payables Payments CL transactions for Y2 The process creates a PO Rollover Report POR510 QSS recommends that you run this process in report only mode first Review the PO Rollover Report 510 to verify the list of accounts that you have flagged for rolling forward as POs If the list is inaccurate you can make any needed adjustments and run the process in report only mode again Once you have verified the list of accounts to roll forward run the report in update mode Save the PO Rollover Report POR510 as a record of the PO transactions rolled forwa
60. Add trans for 500 170 17 000 N 2 00 000 0 00 3 0 1 14 2009 Add E trans for 500 500 00 2 00 0 00 500 00 Status Date Invoice Description Liquidate Payment Discount Net Balance Figure 4 21 Payment history after applying E transaction The E and Z transactions add two lines Line 2 closes out the account It liquidates the remaining balance of 170 71 Line 3 reopens the account with a new encumbrance amount of 500 00 The Liq uidate amount is added to the Balance giving the account a new encumbered bal ance of 500 00 The E and Z payment transactions differ in when to apply the new encumbrance The E transaction takes effect when you do a warrant run that includes the batch to which the transaction is assigned When you create an E transaction the Date Paid is blank because the transaction has not been processed After you cut vendor war rants for the batch the Date Paid will be the same date as that on the vendor warrants The Z transaction takes effect immediately When you add the transaction the Date Paid is updated with the current date 05 2011 Copyright QSS 2011 4 23 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Duplicate Invoice Checking The system can check for duplicate invoices if your site turns on that option When you save a payment the system searches for other payments that have an Invoice Description identical to the one
61. Current liability employer paid non health and welfare CR X benefits e g 95 Employer paid health and welfare benefits DR X Cash health and welfare accrued benefits CR X a If this example applies to your site contact your account manager for detailed instructions 05 2011 Copyright QSS 2011 7 93 QSS OASIS Fiscal Year Transition Training Notes Example 6 Straight Liability Payroll Option 1 Chapter 7 Tasks Related to Payroll System Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Current liability setup labor e g 9509 CR X Cash labor CR X Current liability payment labor e g 9510 DR X Employer paid non health and welfare benefits DR X Employer paid health and welfare benefits DR X Current liability setup all accrued benefits e g 9509 CR X a This scenario may apply to cases like payment of hourly employees Requirements for using Example 6 Log into Set up pay schedule as non deferred Period end date must be in Y1 and pay date must be in Y2 7 94 Copyright QSS 2011 05 2011 Summer Pay Payroll Classic Deferred Pay Example 7 Straight Payroll with Account Lines Coded with Liability Object s Option 2 Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor e g 95xx DR X Cash labor CR X Employer paid non health and welfare
62. Deleting the Last Unpaid Payment NOTE Your site may use duplicate invoice checking If it does the system checks whether there is another payment to the same vendor with an Invoice Description identical to the one you are adding A message box warns of the duplicate invoice number and allows you to decide whether to add the duplicate invoice These instructions tell how to delete the last payment line on the grid in the EP Payment dialog box The ability to delete is subject to the following limitations The only line you can delete is the one at the bottom of the grid You cannot delete payment lines that have a payment date in the Paid column Header Information The top of the dialog box displays the set up information from the set up payable EP transaction from the previous fiscal year When making payments with the payables payment CL transaction you cannot change any of this information Payables 000001 Date 06 30 2008 v Description Books ordered by not received 001934 Fd Sch Resc Y Goal Func Objt Type Established Status Account 01 000 000 0000 0 0000 0000 4310 0000 45 55 P Vendor No Address 000113 e l 00 Vendor name address Remit name address Acme Products Inc Acme Products Inc 100 Main Sq Accounting Department Unit 100 500 Main Street Your City C 12345 Your City 12345 Figure 4 52 Header information for payables payments CL transa
63. E ores Professional Development ruby web Lodi Only Last Run 04 07 2009 08 22 30 Last Run 04 07 2009 08 22 30 Yr 2009 Dist 07 Site 1 Figure 7 52 Select Human Resources HR Code Maintenance 2 Copyright O QSS 2011 r 2009 Dist 07 Site 1 4 7 2009 9 00 AM QCC Version of Maintain California STRS Rates 7 57 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7 58 Select STRS California TT08 C from the Tax Tables subfolder in the Payroll folder as shown in the HR Code Maintenance window below J HR Code Maintenance 2 26 QSS Testing District 055 0 515 _ 0 x File View Options ib 4915818 5 Absence Tracking Personnel DI FY Name Code 5 Payroll Pay Codes PC C ps os gt Payroll Name PYN C EID Ta Pay Schedules PS C e Pay Types PT C Code Range Retirement Systems RS C Retirement Edits RE C STRS Califomia County Master File 6 items Payroll Profiles PP Statutory Deduction Deduction Schedule DS C Eff Date Description Deduction Rate Table DR 7 1 1994 STRS rate chng 94 95 994 Bonus Codes e Payroll Edit Rules PE 7 1 1983 STRS RATES FOR 1333 2000 1 28 2008 Deduction Rule Codes PR 1 1 1993 STRS rates for 93 12 16 1993 JMT SMF Status Codes SM Pending Retirement
64. Figure 3 55 Selecting the Budget Maintenance window from the tree view Updating the Working Budget The pattern for using this subtab works like this First you select an account Second you can replace the working budget and change the descriptive information about an account Fd BdrSch Rese Y Goal Func Objt Type Account Number Approved Boxes that become available when you select an Account Number that is on file Revised Pseudo Code SUPP200 Rollover Flag 4 Description Supplies for Manager 200 State Code Figure 3 56 Boxes for maintaining budgets and account information Traditional Screens Figure 3 57 illustrates the option screen that is displayed after you select Working Budget Update BGUPDT from the Menu System For instructions on using these screens see Chapter 6 of the QSS OASIS Core Financial Manual 3 50 Copyright O QSS 2011 05 2011 Manually Entering Each Account Through Working Budget Update BGUPDT Traditional Screens District 07 Update Working Budget QSS OASIS Option H for help U BGUPDT 00 00 compiled 02 24 98 18 38 Back to Help Back to Exit Option Option Program Figure 3 57 Option Screen for Working Budget Update BGUPDT Figure 3 58 illustrates the Account Selection Screen for Working Budget Update BGUPDT that displays after you type a U and press lt ENTER gt District 07 Working Budget Update QSS OASIS District 07
65. Flag D Flag Yr 2001 Dist 65 Site 75 GS W 6 29 2010 17 39 Figure 11 10 Report Selections tab for Request Benefit Recalculation BM0850 Figure 11 10 shows the recalculation parameters that are reflected in the following report For the amounts to change due to an FTE change the Update Locked FTE s field must be set to Y Figure 11 11 Benefit Management Recalculation Report J133 BM0855 H 00 02 05 04 01 PAGE RECALC FTE S FOR PT Sort by Employee Name Employee Eligible Election Sect Pri Cob FTE Alloc Employee Employer Status 125 mary ra Rule FTE ation Percent Percent 000 00 0000 PT 11 01 1991 07 01 1993 Level E EMPLOYEE ONLY E EMPLOYEE ONLY EMPLOYEE ONLY KENT CLARK Package 5T KAISER CERTIFICATED BASIC Plan 51 KAISER CERTIFICATED DDCT DELTA DENTAL CERTIFICATED E Totals LANE LOIS 000 00 0000 PT 09 01 1996 09 01 1996 X Y N PP Totals Package BT BLUE CROSS CERTIFICATED COMPLT Level El EMPLOYEE PLUS ONE gt 358 75 E1 EMPLOYEE PLUS ONE EMPLOYEE PLUS ONE EMPLOYEE TO AGE 39 Plan BCCT BLUE CROSS CERTIFICATED DDCT DELTA DENTAL CERTIFICATED E1 CML CONNECTICUT MUTUAL LIFE A39 60 00 Totals 1 1 1 8 Copyright QSS 2010 05 2010 Request Benefit Recalculation BM0850 Window Purpose Traditional Screen Figure 11 12 illustrates the traditional version of the Benefits Management Recalculation Program 0850 For details see Chapter 5 of the QSS O
66. Go Messages Window Help AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu Journals Transfers DC JE TF TV Manual Payroll Encumbering Payroll Transfers Preview Available 30 VLD Payment Processing AP Purchasing Accounts Payable C ije Batch Maintenance j Figure 4 1 Opening the AP Batch Maintenance window from QCC Selecting an Option At the start of a year use Update Batch Control to set up the batching environment for each district District 07 Update Batch Control 055 0ASIS Option for help J Valid options are Add Open a batch in range 1 8999 B fAdd Open a correction batch in range C Close a batch D Release a batch for audit I Inspect a batch P Release a batch for payment R ELLE b Loren Remmer a te T tor audit Re hold for audit a batch released for payment Void a batch released for audit Re hold for audit a batch voided Void a batch Batch without transactions Hodify a batch description Re open a closed batch Exit program This help message mmxuomrze he BATCH dataset can hold 25 more entries Have DP enlarge the dataset Start Help Start Return Over Over to Menu Figure 4 1 Update Batch Control Screen with All Options 4 4 Copyright QSS 2011 05 2011 Setting Up The Batch Environment BCUPDT Batching for Traditional S
67. Receivables Financial Report District 65 055 UNIFIED SCHOOL DISTRICT sane ES Receivables From to Receivables Date t Used Mapped Accounts Usersec Yr 2011 Dist 65 Site 1 3 31 2011 15 12 Figure 5 28 Main Selection tab for the Receivables Financial Report ARSSUBO4 window 5 24 Copyright QSS 2010 Chapter 5 Tasks Related to Accounts Receivable 05 2010 Running the Established Receivables Financial Report ARS500 Sample Established Receivables Financial Report Sample Established Receivables Financial Report 07 oss SAMPLE UNIFIED SCHOOL DISTRICT FOR DOCUMENTATION Description ESTABLISHED RECEIVABLES FINANCIAL REPORT FROM 000000 TO 999999 Fd Bdr Sch Resc Y Goal Func Objt Type J1054 ARS500 H 00 07 10 23 01 PAGE Reference 7 010149 010150 010151 010152 010153 010154 010155 010156 010157 010158 010159 010160 010161 010162 010163 010164 010165 010166 010167 010168 010169 010170 FRED ASTAIRE UPS 14 01089 ANDREW JOHNSON 43433 ABE LINCOLN UPS 14 01091 ANDREW JOHNSON UPS 1401092 BETH MIDLER UPS 14 0043 ZACHERY TAYLOR 44 9934 INSTA TOUCH PAGE REFUND APR JUN INTEREST APPORT APR JUN INTEREST APPORT APR JUN INTEREST APPORT APR JUN INTEREST APPORT APR JUN INTEREST APPORT APR JUN INTEREST APPORT APR JUN INTEREST APPORT TIRE SALE TRANSPORTATION
68. Revised Approved for all accounts in target Merge Add missing accts to target and change existing acct amts Working to match budget amts Delete Subsidiary Delete all revenue and exp accts from target before adding budget amts to target Delete All Delete all revenue exp and GL accts from target before adding bud amts to target Move account detail Transfer accounts if amount is zero Usersec YYYYYY Yr 2008 Dist 07 Site 1 10 8 2007 16 45 Figure 3 49 Main Selection tab for the Transfer Development Budget to Financial System BDE006 Sample Heport 3 44 Copyright QSS 2011 05 2011 Rolling Development Budget to Working Budget of Financial System BDEO06 Sample Report 07 QSS DEMONSTRATION DISTRICT COPY from Budget dev TO Gldsys Results J8806 BDE610 H 00 05 05 21 08 PAGE 0 The following are the parameters for the copy BDE610 was run with From budget development year 08 From budget development model 00 To fiscal year 09 Action Zero all budget accounts working revised approved Move account detail N Transfer zero accounts Y Special rules for fy field Accounts selected 07 QSS DEMONSTRATION DISTRICT COPY from Budget dev TO Gldsys Results J8806 BDE610 H 00 05 05 21 08 PAGE Confirmation Account classifications selected Field ranges selected Fd Bdr Sch Resc Y Goal Func Objt Type Start ZERO Budget GL accounts and detail section 600 Budget rec
69. Screen b default Windows printer for your PC Options Grid Shift F11 Open Grid Output window for exporting of the Search Results Output grid to Excel Word PDF or a delimited text file 05 2011 Copyright O QSS 2011 4 19 QSS OASIS Fiscal Year Transition Training Notes Date Printed Site No Site Description 0002 WASHINGTON SCHOOL 0002 WASHINGTON SCHOOL 0002 WASHINGTON SCHOOL 0002 WASHINGTON SCHOOL 0002 WASHINGTON SCHOOL Chapter 4 Tasks Related to Accounts Payable Items 03 00 00 0 01 Figure 4 13 Search Results panel for PO Payments PO transactions right side Purchase Orders Accounts Dialog Box The Purchase Orders Accounts dialog box displays after you select a PO from the Search Results grid on the Accounts Payable window This dialog box displays a summary of the selected PO Inspecting Summary Information The dialog box displays a summary of POs When you first open the dialog box it displays the PO selected in the Search Results grid Purchase Orders Payments Dialog Box Summary of the current PO Up to 40 accounts encumbered for the PO Double click an account to inspect add change or delete payments Payments for the selected account You can add change or delete payments that have not been issued on vendor warrants Requisition Number 555557 0000 PO Number 090002 Inspect Description FRED Vendor No Address 950113 0
70. System Purchase Order PXENCM program option record Warehouse Parameter Master File SSUPDT in the Stores System as described in the following subheading This master file defines the parameters used for con ducting Stores business for each warehouse fiscal year in the system Note that the timing of any sales tax changes likely will not be at the change of the fiscal year but usually at the change of the calendar year Copyright O QSS 2011 6 21 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System Warehouse Parameter Master File Screen Figure 6 13 illustrates the second screen for adding changing or inspecting a parameter record District 65 Marehouse Parameter Specifications 055 0 515 Marehouse 00 Fiscal Year 2 Fiscal Year Add warehouse surcharge to AUP Warehouse surcharge 4 7 0000 Warehouse restocking fee D for Dollar P for Percentage roval flags Level 1 approval required Level 2 approval required Level 3 approval required Restricted level J Edit stock classifications Is Stores integrated with the 6 17 i Edit warehouse locations Days alloued to extend issues Date control for issues 2 1 Use current date 5 0 N D J J 2 Use date control HE BS B HS 24 26 E Select Account Select Update Return Program Screen Option Data To Menu Figure 6 13 Warehouse Parameter Master File SSUPDT Specifications Screen Wh
71. The name of the group is displayed Click the group name to access the second screen and modify the group s settings The description of the group is displayed The model numbers accessible to this group are displayed The account masks for any accounts that the group is allowed to access are displayed If any account masks are excluded from the group s access the tag Exclude is appended to the mask Any field ranges that the group is allowed to access are dis played If any field ranges are excluded from the group s access the tag Exclude is appended to the range Click Reset to restore the screen to the way it was when you first selected it Any changes you have made to the screen are undone Copyright O QSS 2011 1 3 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools 13 6 Continue Click Continue to go to the second screen Option Screen Click Option Screen to return to the User Options screen Log Off Click Log Off to return to the Login screen Help Click Help to view the online help file for the screen Navigation to Next Screen Click Continue or a group name to access the second screen Accountclass View Group Update AVGRPSHW The second of two screens offers the ability to change models account codes and field range permissions for the selected ID and name shown at the top of the screen You can access this screen by clicking either the
72. There is also a QCC version of Maintain California STRS Rates See the QSS ControlCenter Guide for details about using QCC To open the QCC version select Human Resources Master Files Utilities HR Code Maintenance 2 from the Tree or Menu Bar as shown below QSS ControlCenter07 055 5 5 109 File View Messages Help Window Go E Print Manager Job Menu Utilities ge System Admin E Finance A A A w2j1099 270955 ControlCenter 07 055 DEMONSTRATION DISTRICT ER File View Go Messages Help Window c E Human Resources Print Manager Job Menu Utilities gt Employee Maintenance Beta Preview System Admin Finance Absence Tracking waj1099 gt CA Retirement Preview Human R id Employee Maintenance Beta Preview Stores gt Absence Tracking EH HR Reporting and Downloading Fixed Assets gt CA Retirement Preview Master Files Utilities HR Report Job Selector Personnel Downloader HR Code Maintenance HR Query f Absence Tracking Job Menu Benefits Management Job Menu C HR Payroll Job Menu Position Control Job Menu HR Code Maintenance Substitute Teacher Tracking In progress HR Code Maintenance 2 Beta HR Utilities b Professional Development ruby web Lodi Only E Fixed Assets Substitute Teacher Tracking In progress St
73. This record must exist before a district can do any of the following for a fis cal year Roll a budget model from the QSS OASIS Budget Development System into the general ledger s working budget with the Transfer Development Budget to Finan cial System BDEOO06 window Maintain the unapproved working budget on the Maintain Budget tab with the Module Task and User Security for QCC and the Budget Detail Records GLDDET subtab You cannot use the Budget Transfers BDO2BT subtab for an unapproved budget Approve the working budget with the Transfer Working Budget to Revised Approved BGRQST window This window launches a process that rolls the working budget to the revised and approved budgets The approved budget is a snapshot of the working budget as of the time it was approved 3 24 Copyright QSS 2011 05 2011 Setting Up Budget Control Record BOUPDT Introduction Usethe Financial Activity Report Writer FARSUB window to create a Financial Activity Report FAR110 After the working budget is approved the budget control offers the following choices for how to maintain the working budget The Budget Transfers BDO2BT subtab QSS recommends this option as budget transfers provide an audit trail of changes and show up on financial reports The Update Working Budget BGUPDT subtab and the Budget Detail Records GLDDET subtab These two subtabs allow you to update budgets without pro viding any record of what
74. Units Treatment Honor Flag Units From Figure 7 74 Optional data boxes for launching PL0900 from 4 Press CTRL S to launch the process 05 2011 Copyright QSS 2011 7 8 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Mass Recalculate Pay Position PAY910 Note PAY0910 is for updating Payroll Bonus BC code amounts on the PR Screen in the Enhanced Payroll System Note If you are using Enhanced Payroll and you use PL0402 to drive the Payroll System from the Position Control System you probably would not ever need PAY910 to update BC codes Instead your Position Control Bonus PB codes would be calculated in Position Control and loaded into Payroll as BC codes when you ran PL0402 Purpose Mass Recalculate Pay Position PAY910 is a batch update to Bonus Codes on the PR Screen Each Pay Line has 20 Bonus fields in which you can type a Bonus Code from the Bonus Codes Master File For automatic bonuses the PR Screen calculates each employee s bonus amount based on the rules for a Bonus Code The amount of the bonus can be a lump sum amount per pay period an annual amount an hourly bonus or a daily bonus You can use Mass Recalculate Pay Position PAY910 to update Pay Lines after you make changes to the Bonus Codes For example a district uses the code MA for the Master s bonus for teachers At the start of a new fiscal year the amount goes up from 1
75. You can also define rules for pro rating the employer paid amount by the employee s FTE Copyright QSS 2011 05 2011 Re compute Deduction Amounts from the New Rate Table PDR100 Purpose The PD Screen uses Deduction Tables to calculate deduction amounts on the PD Screen in a couple of ways When you are adding the PD Screen for a new employee all you need do is type the Voluntary Deduction code and a plan code if you are using plan mode The PD Screen calculates the employee and employer paid deduction based on the Deduction Table After rates for insurance and other deductions change you can created Deduction Tables for the changed rate Re compute Deduction Amounts from the New Rate Table PDR100 locates all Voluntary Deductions with the old rate then updates the PD Screens to reflect the new costs Deduction Tables offer several advantages over using Submit Deduction Mass Change DEDCSB to do mass updates to Voluntary Deductions Benefits of mass updates with Deduction Tables DEDCSB FREE FORM UPDATES PDR100 DEDUCTION TABLES When entering deductions on the PR When you enter deductions on the PD Screen you must manually calculate and Screen the system uses Deduction fill in employee and employer paid Tables to calculate the employee and amounts employer paid deduction amounts You must manually pro rate benefits for Deduction Tables allow the system to pro employees who work less than full time rate
76. i re i Hed CNN UE MPNCICMCOKENNCE E CH ENNNUT comes Select Print Help Select Return Option Screen Option to Menu Figure 8 28 Salary Schedule Maintenance Option Screen After you type X in the Option field select the fiscal year and ENTER select the source for copying 05 2011 Copyright QSS 2011 8 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel District 85 Copy Schedule Model Qss O0ASIS Year 1 Copy rule A All B Bargaining unit S Schedule Increase Only when copy 11 Increase type D Dollar P Percentage MERE M J eee Start Start Continue Return Over Over to Menu Figure 8 29 Copy Schedule Model Screen Window 1 After you fill in the top of the screen and press ENTER Figure 8 30 Figure 8 31 or Figure 8 32 displays District 65 Copy Schedul e Hodel QSSZ0ASIS Year Yi rule A 11 B Bargaining unit Schedule Only when copy 11 Window 1 Increase type j D Dollar P Percentage From year jf To year Window 2 A Start Back Update Return Over Up Verify to Menu Figure 8 30 Copy Schedule Model Screen Copy Rule A 8 26 Copyright QSS 2011 05 2011 Salary Schedules Traditional Screens District 85 Copy Schedule Hodel 055 0 515 Year 00 rule A All Bargaining unit 5 Sched
77. money to employees The Summer Deferred Payroll Load Audit Report PAY904 is a listing of these pay lines The warrants for these pay lines are created on a special summer deferred pay run for monies accumulated with the 85xx voluntary deductions Implementing Summer Pay from Voluntary Deductions Setting Up Master Files NOTE Consult with your QSS account manager before implementing summer pay from voluntary deductions This process requires modifying the payroll production process and running special payrolls to create the summer deferred warrants Implementing summer pay from voluntary deductions requires the following Oneor more Vol Deds voluntary deductions for setting aside summer deferred pay These deductions must be numbered 8500 through 8599 A Pay Schedule to be used only for creating pay lines from voluntary deductions for summer deferred pay The pay schedule should contain only payroll numbers 15 and 16 On a typical monthly schedule payroll numbers 1 through 12 are the regular end of month payrolls for July through June Payroll numbers 13 and 14 are for summer deferred payrolls in which the salary for a 10 or 11 month employee is paid out over 12 monthly payrolls Payroll numbers 15 and 16 are for summer deferred payrolls created from 85xx voluntary deductions via Update Payroll with Summer Deferred Vol Ded Amounts PAYOSB The number of payrolls on this schedule determines how many pay lines are produced If
78. presents the option of just printing an accrual report or accruing leave and printing a report 1 0 2 Copyright O QSS 2011 05 2011 Step by Step Treatment of Absence Tracking Step by Step Treatment of Absence Tracking At the change of the fiscal year do the following 1 If you accrue on a monthly basis run the accrual process for the month of June 2 Print Accrual Process Report ABT400 to check leave accruals 3 Correct any mistakes in leave balances for especially sick leave and vacation 4 Run the Absence Tracking Reset and Balance Forward Process and Report ABT920 window in Report Only mode to calculate the leave balances as of the end of WARNING Run ABT020 in Report Only mode first check the report after the information is verified as correct only then should you run it in Update mode TIP Print and save a hard copy of the Update report for future reference Run ABT020 once for each different reset rule you used on the Accrual Rules Master File Screen of Update Per Pay Chart of Codes PP0010 If all the reset rules on that screen are the same you need to run 20 only once In the exam ple in Figure 10 1 reset rules E and M were used so for this example ABTO20 would have to be run once for reset rule E and once for reset rule M 05 2011 Copyright QSS 2011 1 0 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking _ NAE 82 QSS
79. the only things you should change are the Online Account Balancing and Override Password on the District Master file subtab Do not change anything on the Account String subtab or the Field Spec subtab WARNING Delete with caution Do not delete the account string definition for a past year if accounts for that year are still in the general ledger database or in archives you have of that database The system needs the definition of the account string to format the display on reports and windows properly Account Structure GLMTO2 Y2 24 El Pino Grande USD Ed District Masterfile Field Spec Copy Dist Records Copy All Dist Name El Pino Grande USD G L District 24 Online Account Balancing PS Soft Post Override Password Twin District DG Status 1 DG Status 2 DG Status 3 Figure 3 2 District Masterfile subtab in Change mode District Masterfile Subtab The District Masterfile subtab allows you to define the name of a district the posting option and online account balancing options Online Account Select an option from the following list to control the pro Balancing cessing of online transactions such as purchase orders pay vouchers and travel claims 05 2011 Copyright QSS 2011 3 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Account Structure GLMTO2 OD District 24 El Pino Grande USD Ed District Master
80. window is a part of a series of processes for a mass update of deductions on the Benefits Management BM form of the Employee Maintenance window This window allows you to do a mass update to Plan Codes already assigned to employees on the Benefits Management BM form The Mass Benefit Plan Change Report BM0815 lists the results of this update ES Request Benefits Management Mass Plan Change BM0810 File Options ll OAS Report Title SAMPLE FOR DOCUMENTATION Sort by Bargaining Unit v Run Mode Report Only Plans to Change Old New 1 Select Old Plan Select New Plan Bargairing Unit Benefit Status Package Code r 2010 Dist 65 Site 75 1 31 2010 16 38 Figure 11 5 Report Selections tab for the Request Benefits Management Mass Plan Change BM0810 window 57 SMARTVILLE UNIFIED MASS BENEFIT PLAN ADD REPORT SAMPLE FOR DOCUMENTATION Sort by Employee Name Employee CAESAR AUGUSTUS 000 00 0000 03 LIFEONLY 07 01 2001 CAESAR JULIUS 000 00 0000 03 LIFEONLY 07 01 2001 CAESAR SID 000 00 0000 03 LIFEONLY 07 01 2001 05 2010 Copyright QSS 2010 J3921 BM0835 H 00 00 06 15 05 PAGE Employee Employer Level Amount 11 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management A Recalculation Report BM0850 run after the Mass Plan Add update shows the addition of the XTRA plan for the selected employees 57 SMARTVILLE UNIFIED SA
81. 00 0 00 Hire date 01 01 78 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 CALVIN COOLIDGE Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 11 01 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 SINCLAIR LEWIS Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 09 12 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 MARY MAGDELINE Before 0 00 32 00 12 00 20 00 240 00 0 00 0 00 0 00 Service year Y1 After 0 00 32 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 09 30 78 FTE 1 0000 0 5000 0 5000 0 5000 0 5000 1 0000 1 0000 1 0000 000 00 0000 ETHEL MERMAN Before 0 00 64 00 17 50 16 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Leave base date 01 21 93 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 FLO NIGHTINGALE Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 08 02 87 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 SANCHO PANZA Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 08 21 89 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 DON QUIXOTE Before 0 00 48 00 18 00 3
82. 0000 01 000 000 0000 0 0000 0000 9130 0000 4 01 000 000 0000 0 0000 0000 9135 0000 5 01 000 000 0000 0 0000 0000 9161 0000 6 01 000 000 0000 0 0000 0000 9162 0000 01 000 000 0000 0 0000 0000 9200 0000 sj 01 000 000 0000 0 0000 0000 9209 0000 ol 01 000 000 0000 0 0000 0000 9410 0000 10 01 000 000 0000 0 0000 0000 9420 0000 uj 01 000 000 0000 0 0000 0000 9440 0000 Recs Qualified 829 Total Debits 15 337 973 60 Total Credits 8 052 156 82 Difference 7 285 816 78 Figure 3 61 Beg Balance BBUPDT tab for the Chart of Accounts window o K The Beg Balance Upd BBUPDT tab allows you to display and update the begin ning balance for one or more general ledger accounts 3 56 Copyright QSS 2011 05 2011 Manually Entering Accounts Through Beginning Balance Update BBUPDT Columns in the Tab Columns in the Tab Fd Bdr Sch Resc Y Goal Func Objt Type Status Pseudo Debit Credit Description 1foi oo0 000 0000 0 0000 0000 9100 0000 Figure 3 62 Columns in the account grid for the Beg Balance BBUPDT tab Chart of Accounts Dialog Box The Chart of Accounts dialog box allow you to add or change accounts while using the Beg Balance Upd BBUPDT tab Fill in the dialog box as described below Use the commands in fi Chart of Accounts File Options Ox 3 Change Line Number 430 Fd Bdr Sch Resc Y Goal Func Objt Type Accou
83. 01 1945 07 04 1997 05 0020 03 000 000 0000 CRUSOE ROBINSON 566010 CAMPUS SUPERVISOR 01 01 1972 05 0014 03 000 00 0000 EYRE JANE 566011 ASST PRINCIPAL 01 01 1986 05 0014 03 000 00 0000 FINCH ATTICUS 566013 CAMPUS SUPERVISOR 01 01 1992 05 0014 02 000 00 0000 GRANGER HERMOINE 502737 CARPENTER 01 01 2002 05 0032 03 000 00 0000 KARENINA ANNA 990003 BUSDRIVER 01 01 1972 00 0011 00 000 00 0000 MONTAGUE ROMEO 522753 CUSTODIAN I NIGH 01 01 1992 05 0020 03 000 00 0000 O HARA SCARLETT 524756 CAMPUS SUPERVISOR 01 01 1982 05 0020 03 000 00 0000 POTTER HARRY 575755 TEACHER MIDDLE SCHOOL 01 01 1962 05 0020 03 000 00 0000 STONE ROSETTA 575753 CUSTODIAN I NIGHT 01 01 2002 05 0020 03 000 00 0000 TROUT KILGORE 542764 CAMPUS SUPERVISOR 01 01 1992 05 0020 03 000 00 0000 YOSSARIAN JOHN 523754 CUSTODIAN I NIGHT 01 01 1982 05 0020 03 000 00 0000 ZHIVAGO YURI 546766 CAMPUS SUPERVISOR 01 01 1972 05 0020 03 Total Position Records Read Total Employee Assignment Records Read Total Job History Records Written Total Old Job History Records Deleted 05 2011 Copyright QSS 2011 1 2 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 12 Tasks Related to Job History Traditional Screen Ths following figure illustrates the traditional screen for launching this process For more information about job history see the QSS OASIS Job History Manual District 07 Create Job History Records I 0SS O0ASIS Report Title Load Data from Positions Active during
84. 07 QSS DEMONSTRATION DISTRICT EBR File Help From Inv Date To Inv Date Customer Number Customer Name A R Balance 07 01 2003 05 30 2004 0001 09 Report Title Invoice Select Sort By C Open Department E Cust Search C Received s Display History Al Customer Inv Date 1 i B Invoice 2 Print History Figure 5 37 A R AR History Window 42 InviBlg Mgmt A R History Year 04 07 QSS DEMONSTRATION DISTRICT E From Inv Date Date Customer Number Customer Name A F Balance 07 01 2003 06 30 2004 000109 Report Title Figure 5 38 Top Portion of Inv Blg Mgmt A R History Window 5 38 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 Sample Accounts Receivable History Report The is a sample of the hardcopy listing that is created when you select Print History Accounts Receivable History Dialog Box 07 QSS DEMONSTRATION DISTRICT AR History Report J6910 AR0150 L 00 00 07 06 04 PAGE 1 Sample for Documentation Final of Days Invoice No Inv Date Invoice Amt Received Amt Recon Amt Invoice Bal Rcv Date Rcpts Open Cuatomer 000106 Joe s Construction CO 040008 11 10 2003 1 500 00 1 500 00 0 00 0 00 12 03 2003 1 23 Invoice Date Total 1 500 00 1 500 00 0 00 0 00 040007 12 10 2003 1 500 00 1 500 00 0 00 0 00 02 01 2003 1 63 Invoice Date Total 1 500 00 1 500 00 0 00 7 0
85. 076 95 0 00 After 38 693 25 8 595 93 5 351 53 9 581 15 3 520 58 2 483 43 0 00 02 Totals VACATION SICK LV PERSONAL WK COMP EST SICK OTHER Before 13 052 50 1 632 50 1 211 50 5 775 75 582 50 696 00 After 13 052 50 2 293 50 1 686 50 5 775 75 842 50 975 00 03 Totals SL PN FSLD PB FND BE JD we 00 AS Before 6 447 00 1 399 45 675 32 657 82 675 32 0 00 0 00 0 00 0 00 0 00 After 6 447 00 2 502 90 1 191 32 1 173 82 1 191 32 0 00 0 00 0 00 0 00 0 00 04 Totals SL PN FSLD PB FND BE JD we 00 AS Before 15 570 25 4 034 86 2 926 72 1 698 92 1 714 17 0 00 0 00 0 00 6 00 0 00 After 15 570 25 5 621 62 4 060 12 2 378 96 2 394 21 0 00 0 00 0 00 6 00 0 00 AD Totals VACATION SICK LV PERSONAL WK COMP EXT SICK OTHER Before 44 00 12 00 20 00 20 00 20 00 20 00 After 44 00 12 00 20 00 20 00 20 00 20 00 C2 Totals S L VA PN NT Before 170 00 10 00 47 00 3 00 After 170 00 10 00 47 00 3 00 CR Totals SL VA PN NO TELL Before 0 00 0 00 6 00 2 00 After 0 00 0 00 6 00 2 00 TE Totals VACATION SICK LV PERSONAL WK COMP EST SICK OTHER Before 40 00 0 00 0 00 0 00 0 00 0 00 After 40 00 0 00 0 00 0 00 0 00 0 00 10 Traditional Software 12 The following figure illustrates the launch screen for Reset and Balance Forward Process 20 for the traditional software The boxes on the screen are the same as for the QCC version though in a different order For details see Chapter 6 of the QSS OASIS Absence Tracking Manual Copyright O QSS 2011 05 2011 Absen
86. 100 Year 09 Dist 07 055 DEMONSTRATION DISTRICT Report Title SAMPLE FOR DOCUMENTATION Reference Number Range Payable Number Range IE J Sort By 1 Reference PO Number Payables Number Yr 2009 Dist 07 Site 1 6 16 2009 14 40 Figure 4 42 Main Selection tab for the Estimated Payables Transactions PCL 100 window Report Sample Launching the Payables Transactions Report PCL 100 04 QUINTESSENTIAL SCH DIST PAYABLES TRANSACTIONS 7114 PCL100 G 00 00 04 08 Y1 PAGE 1 SAMPLE REPORT FOR EOY MANUAL FROM 000000 999999 POS 000000 999999 EP NO PO NO REQ NO VE NO VENDOR NAME TAX ID NO EP DATE DATE PAID STATUS FN SF SI PROG SPRG OBJT SO TYPE AMOUNT 000001 19999 000030 GENERAL OFFICE SUPPLY 186787187 06 30 Y1 01 01 00 1000 0000 4500 00 0000 76 22 000002 19998 000013 QUINTESSENTIAL SCHOOL SYSTEMS 06 30 Y1 01 00 00 5000 2000 5800 00 0000 5 000 00 000003 19997 000019 PACIFIC BELL 06 30 Y1 01 00 00 4001 1000 5504 00 0000 1 250 00 000004 19996 000010 AMES COMPANY 52001 06 30 Y1 01 00 00 1000 1000 4510 00 0000 60 00 000006 19995 000030 GENERAL OFFICE SUPPLY 186787187 06 30 Y1 01 00 00 1000 0000 4310 00 0000 25 00 GRAND TOTAL 6 411 22 05 2011 Copyright QSS 2011 4 45 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Traditional Screens In the traditional software Update Payables PCLO10 allows you
87. 2 27 2007 DA02 4 5 30 1937 P 3 49 0000 8 22 2007 5 5 6 30 1997 P 6 00 0000 2 27 2007 DA02 6 P 7 6 30 1997 6 30 1997 5 00 0000 2 27 20 DAQ2 10 00 0000 6 1 2007 02 Yr 97 Dist 07 Site 0001 8 26 2007 6 31 AM Figure 5 15 GLAR Receivables Summary and History dialog box 5 1 4 Copyright QSS 2010 05 2010 GLAR Accounts Receivable No Invoicing Window Traditional Screens Ctrl F9 Ctrl F6 Fi2 Grid Output Ctrl Shift F 11 Delete Print Screen F11 F5 F6 Prev Record Next Record Figure 5 16 Options menu and toolbar commands for the GLAR Receivables Summary and History dialog box Receivables Summary A summary of the receivable that you selected appears below the toolbar Receivable Type Date Receivable Number Description Reference Vendor Fd Bdr Sch Rese Y Goal Func Objt PO Number Account e Amount Receipts to date Audit Date 10 1 1996 Audit Time 00 00 Audit ID Remaining Figure 5 17 Summary of receivables on the GLAR Receivables Summary and History dialog box Traditional Screens For more information see Chapter 9 of the QSS OASIS Core Financial Manual Set Up Receivables for Nest Year 010 Option Screen Figure 5 4 illustrates the screen that displays after you select Setup Receivables for Next Year ARS010 from the Menu System 05 2010 Copyright
88. 2011 Calculate Salary Update Employee Positions PAF300 PAF302 and PAF305 Introduction Calculate Salary Update Employee Positions PAF300 PAF302 and PAF305 Introduction PAF300 PAF302 and PAF305 have very similar launch screens and reports PAF300 is for Standard Position Control and Standard Payroll PAF302 is for Enhanced Position Control and Standard Payroll PAF305 is for Enhanced Position Control and Enhanced Payroll Use this program to update employee salary amounts on the Assignments PO Standard Position Control or Assignments EA Enhanced Position Control form of the Employee Maintenance window whenever changes have been made to Position Control records that will affect more than one employee NOTE Always use the Calculate Salary Update Employee Position PAF300 program at the beginning of a new fiscal year only after you have rolled position assignments and adjusted salary schedules You may also use this program on a monthly basis to implement step or longevity advances The Calculate Salary Update Employee Positions Report shows the Before and After salary amounts for the selected records Remember that PAF300 PAF302 and PAF305 update salary amounts only not projection amounts Projection amounts are updated with PCT900 or PCT902 05 2011 Copyright QSS 2011 8 45 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Launching the Updat
89. 4 62 Copyright QSS 2011 05 2011 Running Payables Reports Payables History Report 1 400 EE Payables History PCL400 Year 09 Dist 07 055 DEMONSTRATION DISTRICT QSS OASIS Main Selection Sort Break Accounts From Payable Number To Payable Number Report Title SAMPLE FOR DOCUMENTATION Select Accounts Yo Detail Sort By 1 Payable Number v Yr 2009 Dist 07 Site 1 6 16 2009 14 49 Figure 4 64 Main Selection tab for the Payables History PCL400 window 05 2011 Copyright QSS 2011 4 63 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Report Sample The following is a sample Payables History Report 04 QUINTESSENTIAL SCH DIST PAYABLES HISTORY 7707 PCL400 G 00 00 05 05 PAGE SAMPLE REPORT 000001 000002 000003 000004 000006 000007 000008 DATE 06 30 06 30 06 30 06 30 06 30 04 08 04 08 FROM 000000 TO 999999 VENDOR NAME FN SF SI PROG SPRG OBJT SO TYPE ESTIMATED PAYMENT PO ENT PAID 000030 GENERAL OFFICE SUPPLY 01 01 00 1000 0000 4500 00 0000 19999 R 07 05 908 76 22 05 05 00 05 05 00 BALANCE 000013 QUINTESSENTIAL SCHOOL SYSTEM 01 00 00 5000 2000 5800 00 0000 y F19998 1 P 07 01 87541 3 250 00 04 08 00 BALANCE 000019 PACIFIC BELL 01 00 00 4001 1000 5504 00 0000 F19997 1 R 07 05 867 E 125 00 04 18 00 04 18 00 BALANCE 000010 AMES COM
90. 65 Site 75 1 31 2010 16 38 Figure 11 3 Report Selections tab for the Request Benefits Management Mass Plan Add BM0830 window Report Sample The following sample report shows employees to which the plan XTRA has been added 57 SMARTVILLE UNIFIED MASS BENEFIT PLAN ADD REPORT J3921 BM0835 H 00 00 06 15 05 PAGE SAMPLE FOR DOCUMENTATION Sort by Employee Name Employee Package CAESAR AUGUSTUS 000 00 0000 03 LIFEONLY CAESAR JULIUS 000 00 0000 03 LIFEONLY CAESAR SID 000 00 0000 03 LIFEONLY Employee Employer 07 01 2001 07 01 2001 07 01 2001 A Recalculation Report BM0850 run after the Mass Plan Add update shows the addition of the XTRA plan for the selected employees 05 2010 Copyright QSS 2010 11 7 QSS OASIS Fiscal Year Transition Training Notes 57 SMARTVILLE UNIFIED SAMPLE FOR DOCUMENTATION Employee CAESAR AUGUSTUS Package 03 Plan LIFE XTRA CAESAR JULIUS Package 03 Plan LIFE XTRA CAESAR SID Package 03 Plan LIFE XTRA Eligible Election Status Date 000 00 0000 S1 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE 000 00 0000 13 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE 000 00 0000 11 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE Traditional Screen Figure 11 4 illustrates the traditional version of Mass Benefi
91. 8 05 2011 Copyright QSS 2011 1 3 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools 2 From the Special Options drop down list select Copy Acct View Entry Groups to another year Figure 13 8 and then click Go to Special Option Demonstration Site WEBTools Web Setup District 12 School 1 Year 04 Contact John Dough 650 372 0200 Districts can override Contact Site name Demonstration Site Districts can override Site T Iu ttl Reset Update Pege expires in 1046 Seconds Option Screen Log Off If you have questions contact Bret Dabel 650 372 0200x614 Copyright 1997 2002 Quintessential School Systems Date 04 14 2004 Time 10 51 26 Page 14 3 Bytes 18372 File setup Files 6 How much time to build this page Minutes 000 Seconds 00 06 Version WTGNRL 0 02 04 comp 04 07 04 09 35 P 349 T 105126 Special options None J Go to Special Option None Change all users year Mem default SIR to all users E Copy Acct ViewEntry Groups to another year 1 httpi ff Adobe amp http e weer BF paint Figure 13 8 WEBTools Web Setup Screen The Process Special Option Screen will be displayed as shown in Figure 13 9 1 3 20 Copyright QSS 2011 05 2011 Copying View Entry Groups to Another Year Steps for Copying Groups 05 2011 3 Complete the fields
92. 8 30 Before rolling authorized positions and employee assignments to the new year PP0800 make sure that the D DIST POSITION D POSITION ACCT and D EMP POSITION datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Launching the Process These instructions focus on the specific instructions for launching the Employee Roll over Report PP0805 from the Authorized Position Employee Assignment Rollover window Copyright QSS 2011 05 2011 Authorized Position Employee Assignment Rollover Window Filling in the Launch Window Filling in the Launch Window I Authorized Position Employee Assignment Rollover File Options 8 Source Fiscal Y ear 1 Target Fiscal Y ear Y 2 Rollover Option Create All data in target year is deleted before the roll takes place Roll Employee Assignments v Step Range Advance Assignments v Roll R educing Positions Roll Position Assignment Data if the End Date is the same as the Last Date of the Work Calendar v Report Title SAMPLE FOR DOCUMENTATION SSN Mask 3 v 1 S mask L R ExtRef Optional Selection gt To subset the positions considered for rollover enter the values to be included in any or all of the following categories If no values are entered in a category ALL values for that category will be included Job Category Job Code
93. Accounts Payable Option Scenario Action 1 You have received both the goods and the invoice Make final payment in Y1 2 You have received neither the goods nor the invoice Create a PO in Y2 for part or all of the but you do want the order to be filled You roll the pur remaining balance with POR510 chase order to the new fiscal year 3 You have received the goods but notthe invoice Create a Payable in Y2 for part or all of the remaining balance with POR520 4 You have received neither the goods nor the invoice Close out and liquidate the remaining and you do not want the order to be filled You do not balances in Y1 with PCLFXR roll the purchase order to the new fiscal year Option 1 is described in Accounts Payable Manual Options 2 through 4 are described in the following sections of this chapter You can apply more than one of these options to a purchase order because each account line on the purchase order is treated separately For example if you had a purchase order with two open account lines you could create a new Y2 purchase order for one account line then create a payable for a portion of the second account line and close out the remainder of the second account line Step by Step Treatment of Open Purchase Orders 4 6 Briefly these are the steps involved in end of year processing of open purchase orders PROGRAM STEP ACTION USED 1 Identify and analyze open purchase orders P
94. Acct Sum Account Copy hange Return Rules Override Lockouts Rules FY Aist Yr to Menu Figure 3 87 Account Summary and Lockout Maintenance ACS010 Press Copy Rules FY gt to open the Copy Account Summarization Rules For Fiscal 3 86 Copyright O QSS 2011 05 2011 Rolling Account Summary Rules 5010 Traditional Screen District 07 ficcount Summary and Lockout Maintenance 0885 06818 Year 00 Copy Account Summarization Rules For Fiscal Year Enter fiscal year to copy from Enter fiscal year to copy to a Start Print Copy Return Over Screen Rules to Menu Figure 3 88 Copy Account Summarization Rules For Fiscal Year Type the appropriate years for Y1 and Y2 then press ENTER followed by Copy Rules 05 2011 Copyright QSS 2011 3 87 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Rolling Indirect Cost Rules GLIC50 Overview Maintain Indirect Cost Rules GLIC50 is the set up program for distributing indirect costs with Request Indirect Costs Processing GLICOO If you are using traditional screens see Chapter 5 of the QSS OASIS GL4 Release Notes for details on how to set up Indirect Cost Rules If you are using QSS ControlCenter see the QCC Core Financial Manual for details Since each fiscal year has its own set of indirect cost rules this program provides a convenient way to roll a set of rules forward to a new fiscal year Copy Ru
95. BAL AMT BAL AMT LIM AMT LIM AMT SSN 000000000 5503 12 The report includes the following information for each deduction that is changed SSN The employee s SSN The report sorts employees by SSN For each employee the report lists all changed Voluntary Deductions Each update can include up to 10f deductions VDED CODE The 4 digit Voluntary Deduction number FO The frequency code for the deduction which can be either a Vol Ded Fre quency Code or a Deduction Schedule Each district uses one but not both of these options for controlling the payroll numbers on which the deduction is taken The remainder of the columns are filled in only for items that you filled in on the Sub mit Deduction Mass Change DEDCSB screen A blank column indicates that no updates were made OLD EMPL AMT The employee paid amount before the mass update NEW EMPL AMT The employee paid amount after the mass update OLD EMPR AMT The employer paid amount before the mass update NEW EMPR AMT The employer paid amount after the mass update OLD MIN AMT The minimum dollar amount for a percentage deduction before the mass update NEW MIN AMT The minimum dollar amount for a percentage deduction after the mass update 7 1 26 Copyright QSS 2011 05 2011 Updating Voluntary Deductions DEDCSB QCC Version of DEDCSB 05 2011 OLD MAX AMT the mass update NEW MAX AMT the mass update OLD BAL AMT NEW BAL AM
96. Budget dev BDE520 05 2011 Copyright QSS 2011 3 39 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 07 QSS DEMONSTRATION DISTRICT COPY from Budget dev or Gldsys to Budget dev J8807 BDE520 H 00 07 05 21 08 PAGE The following are the parameters the copy BDE520 was run with Account classifications selected Fd Bdr Sch Resc Y Goal Func Objt H Budget Source From fiscal year Source model option To fiscal year Target model number Accounts selected Move account detail Zero budget amounts Erase previous data Transfer zero accounts How to setup FTE Special rules for fy field Include which GL Accts Extract budget from source in Budget Developement District 07 Fiscal Year 08 Source Model Option 00 A Load budget into target budget model District 07 Fiscal Year 08 Fiscal Model 04 EVENT Start Extract Source budget records read 11 Source budget records extracted 11 Target budget records remaining after duplicates removed Target budget details added Target masters added 0 Process complete Traditional Screens For the traditional softw are you can launch Transfer Selected Budgets to Budget Development BDE005 from Budget Development BDEO000 The process is very similar to that for QCC version For details see Chapter 4 of the QSS OASIS Budget Development Manual 3 40 Copyright QSS
97. CERT SUICERT STATE UNEMPLOYMENT INS CLASS SUICLASS MISC SUI MISC SUI lt Figure 3 17 Field Maint FDUPDT tab after being selected as the active tab Overview You may not need to follow this step Skip this step for account fields that are not fiscal year controlled The field values are not tied to a fiscal year so no action is required For example the Fund field is not fiscal year controlled Fund 01 is the General Fund in every fiscal year Follow this step for fiscal year controlled account fields For them the field defini tions are tied to a specific district and fiscal year This step explains how to roll the field definitions from Y1 into Y2 The FY box in the Account String subtab determines whether an account field is fiscal year controlled Each district must have a set of field values for each year There is a separate set of field values for each account field a list of valid funds objects resources and all other account fields Each list of field values can be linked to a particular district and fiscal year When the district begins a new fiscal year it must create a new list of field values for every fiscal year dependent field in its account string The Field Maintenance FDUPDT tab on the Chart of Accounts window allows a district to create new field values in the new year and to copy existing field values from one year to the next There are two ways to copy field value
98. Calendar 0000 This Work Calendar covers a twelve month span and should contain all paid holidays in your organization Once you have created Work Calendar 0000 you can use it as a template for creating other Work Calendars Even if you do not use it for a template you can still import the holidays from the 0000 calendar by using the Merge Holidays function key NOTE This 0000 calendar should not be linked directly to a position It is the default calendar for any position that has not been linked to any other work calendar This could cause inaccurate projections for a position that is less than 12 months or for a 12 month position with work and holiday dates other than those on Calendar 0000 use Checking Database Capacities Before creating new work calendars PP0035 make sure that the M CALENDAR MST and D CALENDAR datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Work Calendars WC Master File The Employee Maintenance window allows you to maintain the Work Calendars WC master file These instructions provide a quick reference 05 2011 Copyright QSS 2011 8 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Overview Table 8 2 Work Calendars WC master file Box Label R O D Contents Calendar Codes Display Selecti
99. Continue button or any group name in the Group field on the first screen Copyright O QSS 2011 05 2011 Setting Up Accountclass Viewing Groups Accountclass View Group Update AVGRPSHW Financial 07 0001 WEBTools Acctclass View Group Update ID 002 Name Description Allowed access to models Fd Bdr Sch Resc Y Goal Func Objt Type a Field E E E None None None None None None None None None None Reset Update Option Screen Log Off If you have questions contact Support 007 at 650 372 0200 x614 TAA Copyright 1997 2002 Quintessential School Systems Date 09 06 2002 Time 07 30 31 Page Id 7 Bytes 4515 File avgrpshw File 514 How much time to build this page Minutes 000 Seconds 00 15 Version WL0001 0 02 04 comp 09 04 02 12 09 P 61 T 073031 Figure 13 3 Accountclass View Group Update AVGRPSHW 05 2011 Copyright QSS 2011 1 3 7 QSS OASIS Fiscal Year Transition Training Notes Fields on This Screen ID Name Description Allowed access to models Account class Exclude Field name From range To range Exclude Chapter 13 Tasks Related to WEBTools The ID number of the group is displayed If you are viewing an existing group the
100. Current Year Invoice Rollover Report ACTRCV H 01 11 04 05 2001 Sample Roll Report Invoice Amount Rollover Amount District Total 1 728 00 1 728 00 5 48 Copyright O QSS 2010 Page Chapter 5 Tasks Related to Accounts Receivable 2 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO 1 Sample Year End Processing Reports Report Sample 3 Open Invoice Accrual Report Without Updated Records 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accrual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report Department 0001 Administration Department Inv Inv Date E R No Rcv No Receipt Number Rept Date Customer 000239 06 30 2000 000104 San Mateo Construction Inc 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 250 00 Invoice Total 500 00 0 00 500 00 000241 06 30 2000 000102 06 30 2000 000104 San Mateo Construction Inc Fd Sch Resc Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 250 00 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 250 00 Invoice Total 500 00 0 00 500 00 Customer Total 1 000 00 0 00 1 000 00 Department Total 1 000 00 0 00 1 000 00 05 2010 Copyright QSS 2010 5 49 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accr
101. DATE REF NO CANCEL CREDIT 07 01 2000 IS 000001 0001 07 01 2000 IS 000002 0001 07 01 2000 IS 000005 0001 TOTAL 07 01 2000 RI 000005 0001 TOTAL 07 01 2000 RO 000005 0001 TOTAL 07 01 2000 SO 000005 0001 TOTAL 65 QSS UNIFIED SCHOOL DISTRICT J161 RC1100 H 00 00 01 14 02 PAGE RESYNCHRONIZE COUNTERS REPORT 07 01 2001 TO 07 14 2001 FISCAL YEAR Current Adjustments New Adjustments Current Cancelled Issues New Cancelled Issues Current Credits New Credits Current Issues Issues Current Issues Current Enc Issues Current Orders Orders Current Back Orders Current Receipts Receipts Current Receipts Receipts Current Damaged Receipts New Damaged Receipts 05 2011 Copyright QSS 2011 6 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System Setting Stores Odometers Stores odometers need to be reset for the new fiscal year only if you have autonum bering turned on for these processes 6 20 Copyright QSS 2011 05 2011 Changing Sales Tax Rate Differentials Sample Resynchronize Stores Counters Report RC1 100 05 2011 Changing Sales Tax Rate Differentials If the sales tax rate for your tax jurisdiction changes there are four areas in the QSS software that will reflect that change Use tax rate differentials in the Vendor Master File VEUPDT in the Accounts Payable System Tax Jurisdiction Master File in the Invoicing Billing Management IBM
102. DEDUPD This screen allows you to select the employee for whom to look up or maintain deduction records 90 04 District Q88 0658IS Year Maintain Deferred Pay Employee SSN Tf 0 11 BETSY ross Deferred Pay Balance 3374 10 DEDUPD H 00 03 compiled 05 09 03 Select Find Shou Add Change Return Emp loyee Employee Detail Adjustmt Dist Yr to Menu Figure 7 83 Maintain Deferred Pay DEDUPD main screen 15 00 Show Detail Screen District 88 068IS Year Maintain Deferred Pay Employee SSN RTT MM M BETSY ross Deferred Pay Balance 3374 10 Date Paid Warrant Number Tot Pays Amount Postng Pay Num Sched Voluntary Deduction 02 28 2004 03 31 2004 96035667 96047251 Page 1 7 116 03 31 2004 04 30 2004 of 1 Prev Next Return Page Page to Menu Figure 7 84 Maintain Deferred Pay DEDUPD deferred pay details Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions Add Adjustment Screen Figure 7 85 illustrates the screen for adjusting the amount of net pay that is set aside in the summer pay bank By default this screen is not available Your security profile must give you permission to use this screen District 90 Maintain Deferred Pay 088 065818 Year 04 Employee SSN TT M BETSY ross Deferred Pay Balance 3374 10 Warrant No Date Paid Pay Schedule Amount Deduction Code
103. Ded Amounts PAY9SB This Pay Type is not used for regular payrolls throughout the year Links to all districts that are producing summer deferred pay from voluntary deductions The following codes must be linked to each district voluntary deductions Pay Schedules Statutory Deduction Profiles Vol Ded Frequencies and Deduction Schedules Setting Aside Money for Summer Pay There are two steps in deducting money for summer pay with 85xx voluntary deductions Assign employees to the 85xx voluntary deductions Use a Vol Ded Frequency Code or a Deduction Schedule for taking this deduction during the 10 or 11 month contract period You can specify either a fixed dollar amount or percentage of pay to deduct There are two reports that can help with this task gt Pay Deduction Listing DED600 is a listing of all employees with a speci fied voluntary deduction You can use this report to get a roster of employees with specified 85xx deductions gt Employee Voluntary Deduction Listing DED610 is a listing by employee of the voluntary deductions assigned to each employee on the Payroll Pay Line PR Screen Run the regular payrolls during the 10 or 11 months of the contract year Thus the amount or percentage specified in the 85xx voluntary deduction is added to the money set aside for the employee s summer pay 7 98 Copyright QSS 2011 05 2011 Summer Pay Payroll Manual Deferred Deductions Disbursing Summer Pay
104. Deduction Master File VDUPDT and Update Per Pay Master Files PP0010 Second link codes in these master files to individual districts with Link Payroll Master Code Values PXLINK NOTE Pay schedules and deduction schedules are year specific You must link new sets of pay schedules and deduction schedules for every fiscal year The date paid for each pay period which is crucial for payroll processing changes from year to year All other master files need to be linked only once when you implement the Payroll System tse Checking Database Capacities Before linking pay schedules PXLINK make sure that the M COUNTY LINK dataset in the PERPAY database has adequate room In most cases doing so requires that you get help from data processing or your system administrator Main Screen for Linking Figure 7 31 illustrates the Main Screen of Link Payroll Master Code Values PXLINK This screen selects the payroll master file to link The list of files to link is displayed after you type and press ENTER 05 2011 Copyright QSS 2011 7 39 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Linking Pay Schedules and Deduction Schedules to a District If your district uses deduction schedules follow these instructions twice once for pay schedules and once for deduction schedules District 07 Link Payroll Haster Code Values Qss OASIS File to link These files may be linked cho
105. END POSITION NUMBER NAME CAT CODE LOC SS DATE DATE PLACEMENT COMMENTS 917224 PRINTSHOP EXTRA HIRE 5300 530020 0001 Position rolled 917226 CLERICAL SUBSTITUTE INFO SERV 5500 550010 0017 Position rolled 917245 CLERICAL OVERTIME 5300 530030 0017 Position rolled 917247 CLERICAL SUBSTITUTE 5500 550010 0017 Position rolled 920114 PHYSICAL EDUCATION SUBSTITUTE 4000 910025 0010 Position rolled 920244 VISUAL ARTS EXTRA HIRE 4000 910200 0010 Position rolled 924001 TEACHER HOURLY 4000 910200 0024 Position rolled 936114 TEACHER SUBSTITUTE PIP GRANT 4000 910150 0036 Position rolled 942001 CLASSIFIED EXTRA HIRE 5000 530035 0042 Position rolled 952260 CLERICAL SUBSTITUTE 5500 550010 0005 Position rolled 955112 TEACHER SPECIALITY 9000 960030 0096 Position rolled 955114 TEACHER SUBSTITUTE 9000 960040 0096 Position rolled 955145 TEACHER SPECIALITY MUSIC 9000 960030 0096 Position rolled 955211 AIDE KINDERGARTED 5000 960012 0096 Position rolled 955216 AIDE SUBSTITUTE 5000 960020 0096 Position rolled 955222 CLERICAL HOURLY 5000 960020 0096 Position rolled 955226 CLERICAL SUBSTITUTE 5000 960020 0096 Position rolled 955292 CLASSIFIED HOURLY 5000 960020 0096 Position rolled 955293 CLASSIFIED YARD DUTY 5000 960020 0096 Position rolled 957315 TEACHER HOURLY SB1882 NHS 4300 900130 0075 Position rolled 8 36 Copyright QSS 2011 05 2011 Authorized Position Employee Assignment Rollover Window Positions and Assignments Rolled In this sample report the
106. EP RET BASE AC P C WSC CHG CO PU RB RC Y2 523290 66 61 1 00 LP 66 61 NML FSM 66 61 00 1 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10 1 0 448 35 00 L 08 09 00 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 100 00 01 0000 0 2920 00 1110 1000 062 000 000 66 61 0 00 100 00 TOTALS 66 61 0 00 WILSON WOODROW 000 00 0000 OLD FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC 01 Y1 415304 2 874 25 1 00 LP 2 874 25 NML FSTM k kk 2 874 25 57 3 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 04 05 00 KELY PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 0 00 01 6500 0 1110 00 5001 1110 700 000 000 0 00 22 994 00 0 00 TOTALS 0 00 22 994 00 NEW FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC CHG Y2 415304 2 874 25 1 00 LP 2 874 25 NML FSTM k kk 2 874 25 57 3 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 08 09 00 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 100 00 01 6500 0 1110 00 5001 1110 700 000 000 2 874 25 0 00 100 00 TOTALS 2 874 25 0 00 For update and report mode the OLD pay line represents the content of the PR Screen before the update and the NEW pay line represents the PR Screen after the update For report only mode the NEW pay line represents the changes that would be m
107. EP Ret Base AC P C WSC adj gt i E Nane am O SBF Start User Contract FTD Paid EOM10D RB 0 00 r Sch Resc Y Goal Func Objt Type SBT Ex Gross FTD Paid End HE HRESNGEEGE aa d Bd gt gt gt gt gt gt gt gt Totals PPO2PR H 00 44 compiled 11 05 07 Updated by at Start Next Account Py Sch Special Pg Forud Update Return Over Keys Window Window Options Pay Line Payroll to Menu Figure 7 77 Payroll Pay Line PR Screen with EOM10D Pay Schedule Third Step Produce the deferred payrolls the same as you would produce any ordinary payroll With a deferred payroll produced in this manner both the posting of the various expense accounts and the dispersal of the cash occur in Y1 7 88 Copyright QSS 2011 05 2011 Summer Pay Payroll Classic Deferred Pay Tables of Various Summer Payroll Setups The following seven tables present various possible scenarios for setting up summer payrolls At the end is a blank worksheet on which you can plan your setup Example 1 Regular Summer Deferred 05 2011 Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Cash labor CR X Employer paid non health and welfare benefits DR X Employer paid health and welfare benefits DR X Cash all benefits CR X Requirements for using Example 1 Define pay
108. Identifying and Analyzing Open Purchase Orders POR110 4 9 Step 2 Assigning Payment Action Codes 4 17 Step 3 Rolling Y1 Purchase Orders to Y2 Purchase Orders POR510 4 27 Step 4 Rolling Y1 Purchase Orders to Y2 Payables POR520 4 30 Step 5 Closing Out and Liquidating Open Purchase Orders PCL920 4 33 Entering Estimated Payables EP 4 37 Posting Payables Payments CL 4 48 Running Payables Reports 4 58 Open Payables Report PCL300 4 58 Payables History Report 1 400 4 62 Payables Financial Report PCL500 4 65 Payables Reconciliation Report PCL510 4 68 Changing Sales Tax Rate Differentials 4 73 Copying PO Requisitions from Prior Year 4 80 Dealing with Cross Year AP Warrant Cancellation 4 88 05 2011 Copyright QSS 2011 4 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Setting Up The Batch Environment BCUPDT Overview The instructions for QCC and the traditional software are different Both QCC and traditional software allow you do standard and revolving batches But there is a third option that is available only in QCC It allows date controlled batches where you can specify a due date for each payment and use that date as the basis for selecting when to release individual payments for processing Each fiscal year the batch environment must be defined for each district Many times it is set up on a county level The two choices are standard batching and revolving batc
109. InstaPrint 7 Ctrl F11 Print the transaction that you are viewing on the default a Windows printer for your PC Options Approval F4 Open the Approval Maintenance FIO2AT window so Maintenance gl that you can approve selected transactions Options Process u F2 After making a selection such as a district or fiscal year 2 select this command to make the subtab display the selected data Options Clear F6 On the Budget Control Rec BOUPDT subtab clear the Approval Date budget approval date so you can approve the budget a second time Use this command only in rare circumstances There are serious consequences from approving the budget more than once during a fiscal year Options Move Down Ctrl F3 On the Acct Summ Rules subtab move an account EB summarization rule up one row in the grid Options Move Up gH Ctrl F4 On the Acct Summ Rules subtab move an account summarization rule down one row in the grid Options Delete X Ctrl F8 Delete an unapproved budget transfer cash transfer or cash deposit This command is active only when the window is in Inspect mode Options Print Screen F11 Print a copy of the window on the default Windows Copyright O QSS 2011 printer for your PC 05 2011 Keyboard Shortcuts for QCC Traditional Screens Table 3 8 Command summary for the Chart of Accounts window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Change a CTRL F9 When a tab or subtab is in Inspect mode a
110. Job History Records JHO900 Erma File Options HAAS m Report Tite Load Data from Positions Active during Fiscal Year Load Type Fut Data Load Print Job History Detail SSN Masking 0 X SSN 8 Pay Group E Control group Yr 2008 Dist 82 Site 1 GS W 4 19 2011 5 54 38 PM Figure 12 1 Report Selections tab for the Request Benefits Management Roll Over BM0800 window 1 2 2 Copyright O QSS 2011 05 2011 Sample Report Opening the Report Launch Window Sample Heport 65 QSS UNIFIED SCHOOL DISTRICT DATA LOAD REPORT FOR FISCAL YEAR 01 JH0910 H 01 00 01 11 07 PAGE Sample for Documentation Report Title Sample for Documentation Load from fiscal year 01 Load type R Re Create Load Print detail report Y SSN mask 65 QSS UNIFIED SCHOOL DISTRICT DATA LOAD REPORT FOR FISCAL YEAR 01 J159 JH0910 H 01 00 01 11 07 PAGE Sample for Documentation Position Date Start Date End Placement 000 00 0000 OPEN POSITION 900001 YARD BUS SUPERVISORS 00 00 0000 00 00 000 00 0000 BUTLER RHETT 441001 ASST PRINCIPAL 01 01 1960 12 01 1969 05 1234 03 000 00 0000 BUTLER RHETT 462014 PRINCIPAL 12 02 1969 06 0011 02 000 00 0000 CAPULET JULIET 475011 TEACHER MAIN HIGH SCHOOL 01 01 1956 04 0011 02 000 00 0000 CAULFIELD HOLDEN 475044 TEACHER MIDDLE SCHOOL 01 01 1988 04 0011 02 000 00 0000 CHRISTIE AGATHA 564007 CAMPUS SUPERVISOR 01 01 1972 05 0014 03 000 00 0000 COPPERFIELD DAVID 528761 CUSTODIAN I NIGHT 01
111. Leave blank for all Selected Model leave blank for all p YY O ORT A x Select Select Return Option Option to Menu Figure 8 35 Schedule Matrix Report Request Screen 05 2011 Copyright QSS 2011 8 29 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Authorized Position Employee Assignment Rollover Window Purpose Use the Authorized Position Employee Assignment Rollover window to create authorized positions for the new fiscal year and link employees to those positions based on positions and assignments from a previous year Your selection criteria can be defined broadly or limited to selected Job Codes and Categories Salary Schedules Bargaining Units or Work Locations The Position Rollover Report lists the positions rolled and step advancements CAUTION You must define Work Calendars before rolling authorized positions and employee assignments or the roll will fail Also be sure Pay Schedules are in place as described in Chapter 7 Before running PP0800 read Optional Work Calendar Mapping Mapping Work Calendars is useful when you have created custom calendars in order to deal with employee position assignment changes during a fiscal year and you want the employee s position assignment to return to the generic work calendar for similar positions during the ensuing fiscal year use Checking Database Capacities
112. MI E HE NB blank for all Option to Perform J 1 Create Report Only 2 Create Report And Update PERSUB H 00 05 compiled 12 03 97 16 Stream file PER68S0ST Start Help Obtain Save Start Launch Return Over Preset Preset Over to Menu Figure 8 66 Update Employee Experience 8 66 Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files Text Files Used for Reports Updating Dates in Personnel Text Files Several forms and reports in the Personnel System have underlying text files that supply boilerplate text for the forms or reports If any of these text files contain hard coded dates you need to change the dates in the underlying text files to reflect the new year You can change the dates in the text files using EDIT 3000 or QEdit TEXT FILES IN PERSONNEL PAGE Text Files Used for Reports 8 67 Form Files Used for PER700 Series of Notices and Forms 8 70 Text File Used for Personnel Action Forms 8 80 Text Files Used for Reports Certain portions of two employee reports take some standard information from text files The Employee Assignment Report PPR500 uses a text file called CTRSIGdd DATA The Employee Contract Report PPR550 uses a text file called CONTRSIG DATA Samples of these two reports are presented on the following pages If you have any data that needs to be changed on an annual basis in the underlying text files change them 05 2011 Copyright QSS 2011 8 67 QSS OASIS Fiscal Ye
113. MONTHLY participates in properly Tor ded ius HED R SUI automatic Control group 8ub deferred Ret rate Member ID deferred Pending ret tion deductions SMF status __ Ar iate deductions Vol ded sched 4 User def 1 Select Print Hext Select Update Return Employee Screen Window Employee Data to Menu Figure 7 82 W4 Screen enrolling employees in automatic deferred deductions 7 1 1 0 Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions To enroll an employee in automatic deferred deductions fill in the DPO and Pay schedule fields as described below The DPO field controls whether the employee participates in automatic deferred deductions o Set this flag to D for employees who are participating in automatic deferred deductions The Enhanced Payroll System automatically calculates how much net pay to withhold during each month of the 10 or 11 month contract year and how much to refund on each summer payroll o Setthe flag to N for employees who are not participating If you leave the DPO field blank the screen assigns a flag of N after you press ENTER There are additional flags for forcing an early refund of net pay The Pay schedule field is the employee s default Pay Schedule o Foremployees who participate in automatic deferred deductions this schedule must be set up for reimbursing net pay o Foremployees who do not participate this schedule cannot have a
114. Out and Liquidating Open Purchase Orders PCL920 Traditional Screens Traditional Screens For the traditional software the launch screen for the PO Discencumbrance Report POR920 is Close Open Purchase Orders PXCXFR For details see Chapter 10 of the QSS OASIS Accounts Payable Purchasing Manual District 07 Close Open Purchase Orders Qss OASIS Posting date Invoice date Invoice desc Select Purchase Orders dated PCLXFR H 01 01 compiled 07 10 06 13 54 08 Start Help Get Start Continue Return Over Preset Over to menu Figure 4 32 Close Open Purchase Orders Screen 1 of 2 The fields for selecting accounts and ranges display after you fill in the screen then press ENTER and Continue 05 2011 Copyright QSS 2011 4 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable District 07 Close Open Purchase Orders Qss OASIS Date paid 0630 1 Invoice date O630F1 Invoice desc EOY MASS CLOSE Purchase Orders dated 0701 1 O630F1 Update mode N Y N Field Sort Selection Items Fd Bdr Sch Rese Y Goal Func Objt Type 00 7707 777 7777 7 7 77 7 777 7 777 7 7 7 FD Fund TY Type BR BdgtRespons 7 7 7 2 7 SI Site School 7 RS Resource YY Project Year PG Program Goal FN Function OB Object Field Range Start Save Previous Launch Return Over Preset Screen Report
115. PERS RLR HAW HAN H W n m m1 o w v w o 5 ADMN H W HAW Figure 8 25 Benefits tab for Salary Schedules Salary Schedule Report The HR Code Maintenance 2 window allows you to launch the Salary Schedule Matrix PP0300 after you have selected the Salary Schedule STD or Salary Schedule ENH master file 8 23 05 2011 Copyright QSS 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Z HR Code Maintenance 2 07 QSS UNIF File View Options Help 0 Figure 8 26 Create Report Ctrl R command for salary schedules After you select the a Create Report Ctrl R icon a window opens for launching the Salary Schedule Matrix PP0300 After filling in the dialog box do either of the following Select the Send Report F2 icon to create the report Select the 3 Cancel Close F12 icon to close the dialog box without creating a report AP Repent tor Selory Schenoles mm Options ix Report Title SAMPLE FOR DOCUMENTATION Fiscal Year 20Y2 v 15 Schedules z Leave Blank for All Model Leave Blank for All 20Y 2Dist 07 Site 1 GS W 4 26 2011 10 41 43 PM Figure 8 27 Dialog box for launching the Salary Schedule Matrix PP0300 The resulting report looks like this
116. Payroll Job Menu E Master Files Utilities sc Professional Development ruby web Lodi Only Position Control Job Menu Substitute Teacher Tracking Preview Employee Self Service T ge Stores e Fixed Assets Last Run 04 28 2010 14 12 0 Yr 2010 0151 82 Site 1 4 28 2010 18 16 Figure 8 41 Selecting the HR Report Job Window from the Tree view HR Report Job Selector 82 QSS DEMO DISTRICT 82 055104515 MBR File Options Help Reports ci Setting Field Select Dist Employee Selectio Custom Show Report Show Jobs Category Figure 8 43 Selecting jobs ID Name Description Category Access Update Employee Experience PERS90ST Reset Job Code gt Job Category Relationship 503 PER9945T Update PER PAY Data From Employee s Prime Positior 5005 Request Repair of Orphaned Positions DED950ST Reset Deduction Accumulators PLOSOOST Copy Paylines b 507 9005 Re Calculate Employee Projections Figure 8 44 Selecting a job 05 2011 Copyright QSS 2011 8 4 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Job PCTSOOST Re Calculate Employee Projections Fiscal Year Include terminated employees Report Title mrt Sort Employee gt Salary Schedules Pay Schedules
117. Pre existing District 07 records Pre existing Records Deleted 622 Detail records sorted Records added to D BUDGET dataset Records added to D ACCOUNT dataset Process now complete 3 66 Copyright O QSS 2011 05 2011 Beginning Balances via Budget Development Transfer Development Beginning Balances to Financial Transfer Development Beginning Balances to Financial System BDEO12 Window Purpose The Transfer Beginning Balances from Development to GL BDEO12 window allows you to create the beginning general ledger balances for Y2 from a budget model in Budget Development System This process uses a special budget model that contains only the ending balances from Y1 BEDOI2 rolls forward these ending balances to the Financial System as the beginning general ledger balances for Y2 You can transfer all accounts in a budget model or just some accounts and choose whether to overlay the transferred accounts in the general ledger or clear all beginning balances before the transfer IMPORTANT BDEO12 is the last step for rolling forward general ledger balances from Y1 to Y2 Make sure you complete all of the preparatory steps before using BDE012 to create beginning balances for Y2 To use BDEO12 to roll forward general ledger balances 1 Create a new budget model to be used solely for holding ending balances from Y1 2 After closing the books for Y1 use the Copy GL Ending Balances to Budget Development BDE008 window to copy the en
118. QCC programs To open the QCC version in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below QSSControlCenter 12 QSS DEMONSTRATION DISTRICT Q File View Go Help window Print Manager Job Menu Utilities gt 55 0 ani xi Student Fixed Assets Human Resources d HR Report Job Selector System Admin gt X Personnel Downloader Finance b HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM A gss oasis f af x l QsstontrolCenter 12 QSS DEMONSTRATION DISTRICT File View Go Help Window E Print Manager Job Menu Utilities E Student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader IBL HR Query HR Code Maintenance Absence Tracking mj Requires PP5 a Employee Maintenance Preview Requires NET 2 0 Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM Figure 7 21 Select HR Code Maintenance Y 2 7 26 Copyright QSS 2011 05 2011 Creating New Payroll Bonus BC Codes PP0010 05 2011 QCC Version of BC Codes Then select Bonus Codes BC under the Payroll folder as shown in the HR Code Maintenance window below BHR Code Maintenance d 7 P H B f Absence Track
119. QSS 2011 05 2011 Update Employee Experience PER680 Sample Report Update Employee Experience Update Employee Experience Report Title Hire Date Cutoff 04 28 2011 From Month 101 To Month 112 Select Report Codes Option to Perform Create Report Only Y Figure 8 65 Custom Selection Screen tab for PER680 Sample Report Update Employee Experience 65 QSS Unified School District EXPERIENCE UPDATE VERIFICATION LIST J290 PER682 H 00 01 09 06 00 PAGE 9 John Smith Ext 306 1680 FROM MONTH 02 MONTH 03 HIRE DATE CUTOFF 03 31 00 SOC SEC NO HIRE DATE YRS EXP NEW CAMPBELL JOSEPH HHH HH HHH 02 05 75 CARROLL LEWIS HHH HH HHH 03 26 79 CERVANTES MIGUEL HHH HH HHH 03 03 69 CHAN CHARLIE HHH HH RHEE 02 04 80 CHANDLER RAYMOND HHH HH RHEE 02 01 85 CHOMSKY NOAM HHH HH HEHHE 03 15 77 CLEMONS SAMUEL HHH HH HEHHE 02 16 70 COUSTEAU JACQUES HHH HH HHH 02 08 89 05 2011 Traditional Screen The traditional launch screen for Update Employee Experience PER680 has the same selections as the QCC version For details see Chapter 12 of the QSS OASIS Personnel Manual Copyright O QSS 2011 8 65 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel District 07 Update Employee Experience 0885 06818 Report Title Hire Date Cutoff MFE MMDDYYYY format From Month To Month Select Report Codes
120. QSS Unified School District Fd Bdr Sch Resc Y Goal Func Objt Type 011402046350060001 00043001 762 gt Working Approved Revised Pseudo Code Rollover Flag Description State Code Back Account Help Start Exit Option Lookup Over Figure 3 58 Account Selection Screen for Working Budget Update BGUPDT Figure 3 59 illustrates the screen for maintaining working budget with Working Bud get Update BGUPDT that displays after you type an account and press lt ENTER gt 05 2011 Copyright QSS 2011 3 5 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Working Budget Update QSS OASIS District 07 QSS Unified School District Fd Bdr Sch Resc Y Goal Func Objt Type 01 140 204 6350 0 6000 1 000 4300 1762 Working 6 267 00 Approved 6 267 00 Revised 6 267 00 Pseudo Code Rollover Flag Description State Code Back to Help Print Start Update Exit Option Screen Over Figure 3 59 Budget Maintenance Screen for Working Budget Update BGUPDT After making any needed changes to the budget or account description press ENTER and Update 3 52 Copyright O QSS 2011 05 2011 General Ledger Control Accounts 9000 Series Traditional Screens General Ledger Control Accounts 9000 Series Fiscal year beginning balances need to be set up for many of the General Ledger Control Accounts 9000 series in California This can
121. Rolling Development Budget to Working Budget of Financial System BDEO06 Traditional Screens District 07 Transfer Development Budget to Financial System Qss OASIS Press F2 for expanded help Source FY Source Model Target FY J Action 1 4 List of actions to be applied to the accounts selected on the next screen Zero budget amounts Working Revised Approved for all accounts in target before adding budget development amounts to target Clear all Add missing accounts to target and change existing account s amounts Working to match budget development amounts Merge Delete fill revenue and expenditure accounts from target before adding budget development amounts to target Delete Subsid Delete 11 revenue expenditure and general ledger accounts from target before adding budget development amounts to target Delete all Hove account detail Y Yes No Transfer accounts if amount is zero Y Yes No BDE006 H 00 09 compiled 06 23 00 10 15 48 Getsec YYYYYY Start Help Start Continue Return Over Over to Main Figure 3 51 Transfer Development Budget to Financial System BDE006 Press ENTER and Continue to select accounts Transfer Development Budget to Financial System 088 06818 r Field Sort Selection Items Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl 10 9 9 9 9 9 FD FUND RS RESOURCE LC LOCAL PJ PROJECT YEAR OB OBJECT GR LOCAL GRANT GO G
122. Schedule Model lection Percentage y4 1 0 1 00 1 0300 P x gt mee Figure 8 23 Options for Copy Rule C Assigning Default Benefits for Salary Schedules For both Standard and Enhanced Position Control each Salary Schedule has a Benefits tab that you can use for assigning the default benefits to model 00 the production model Each Salary Schedule can also have projection models 01 through 99 but you cannot assign default benefits to them The Benefits tab displays the employer paid benefits from the Benefit Projection Rate BPR master file described for a district and year In the Select column select the check box for the employer paid benefits that go with each Salary Schedule 8 22 Copyright QSS 2011 05 2011 Salary Schedules Salary Schedule Report File View District Year Go Messages Window Help EHE Print Manager Job Menu Utilities EE France ey Fixed Assets Stores EHE W2 1099 za e Human Resources Payroll M Employee Maintenance Absence Tracking EH HR Reporting and Downloading d Master Files Utilities HR Code Maintenance be HR Code Maintenance 2 4 HR Utilities i A Figure 8 24 Seladiiig the HR Code Maintenance 2 window Schedule Calculation Factors Payroll Interface Rules Bonuses Steps and Ranges Benefits PERS FICA MEDICARE SUI WCOMP
123. TFRS since date column A positive number in the TFRS since date column decreases the Current Working budget and a negative number in the TFRS since date column increases the working budget Subtracting a negative number is the same thing as adding For example the following pair of equations have the same result Current Revised The current revised budget Change 05 2011 The difference between the Working date New Revised and Current Revised budgets A positive number is a debit to the budgetary account and a negative number is a credit For expense accounts a positive number means an increase in appropriates and a negative number means a decrease in appropriations For revenue accounts a positive number means a decrease in budget and a negative number means an increase in budget Copyright O QSS 2011 3 79 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Traditional Screen The following figure illustrates the traditional version of Transfer Working Budget to Revised Approved BGRQST For detailed instructions see Chapter 6 of the QSS OASIS Core Financial Manual District 65 Transfer Working Budget to Revised Approved ass OASIS District 65 Transfer type A Approval Date Update N Report only Y Report and Update Budget transfer cutoff date Leave blank to include all Date of Approval Latest revision H 00 00 compiled 02 21 98 2
124. TOTAL AMOUNT 2 300 00 0 00 000004 000004 000002 00 Acme Office Supply 06 30 2009 06 30 2001 Partial Payment 01 0000 0 4300 00 0000 0000 000 000 000 N 06 30 2009 P 500 00 0 00 06 30 2001 Relieved 01 0000 0 4300 00 0000 0000 000 000 000 N 06 30 2009 06 30 0002 R 100 00 0 00 TOTAL AMOUNT 600 00 0 00 000005 000005 000007 00 Utility Company by the Bay 06 30 2009 06 30 2001 Final Payment 01 0000 0 4500 00 0000 0000 000 000 000 N 06 30 2009 F 3 456 00 0 00 TOTAL AMOUNT 3 456 00 TOTAL FOR 06 30 2009 7 307 45 20 GRAND TOTAL 7 807 45 20 Traditional Screens In the traditional software Payables Payments PCLO20 allows you to post payables and launch the PCL200 report For details see Chapter 11 of the QSS OASIS Core Financial Manual The opening screen of the program displays the available options after you type an H in the Options field and press ENTER 05 2011 Copyright QSS 2011 4 55 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable District 07 Payable Payments Q55 0ASIS H 00 00 Option for help J Valid options are Inspect payments Payable payments Request transaction report Exit program he EP PAYMENT dataset can hold 38 more entries Have DP enlarge the dataset Back to j Vendor Help Back to Exit Option Lookup Option to Menu Figure 4 57 Payables Payments Available Options Displayed The following screen illustrates th
125. To Menu Figure 4 33 Close Open Purchase Orders Screen 2 of 2 4 36 Copyright QSS 2011 05 2011 Entering Estimated Payables EP Overview 05 2011 Entering Estimated Payables EP Overview This section discusses how to process end of year payables that are not associated with open purchase orders and that will not be paid in the current fiscal year For example at the end of the year you may have expense obligations such as utilities accrued vacation or employee benefits that will not be paid until the next fiscal year These payables need to be set up as liabilities at the end of the current fiscal year so the expenditures are posted to the current year but you do not make payments against them until the following fiscal year This process is referred to in accounting as the accrual of liabilities The three main tasks described in this section are shown below It is imperative that you are logged onto the proper fiscal year for the task you are performing as shown in the table below TASK Y1 Y2 Add Delete Inspect Payables X Make Payments on Payables X Request Payables Reports X General Ledger Control Accounts The Payables Current Liabilities System is used to reflect expenditures that were incurred and recorded in Y1 but will not be paid until Y2 Liabilities are set up in Y1 and posted in Y2 when they are paid Two general ledger control accounts are used e Accounts Payable Setup 9509 in
126. Updating Dates in Personnel Text Files 8 67 Chapter 9 Tasks Related to Retirement OVERVIEW A Mo LEE d OMA 9 1 Opening the HR California Retirement Window 9 2 Rolling Over Year End Employee Control Data RCA740 9 3 Initialize Employee Accumulators Window _ 9 5 05 2011 Copyright QSS 2011 Contents 3 QSS OASIS Fiscal Year Transition Training Notes Table of Contents Chapter 10 Tasks Related to Absence Tracking calo METTI 10 1 Processing LedVe FE EN a wees Heed EP PE PEUET RSS bis 10 1 Step by Step Treatment of Absence 10 3 Flowchart for Absence Tracking 10 6 Absence Tracking Reset and Balance Forward Process and Report ABT920 Window 10 7 Absence Tracking Accrual Process and Report ABT400 Window 10 14 Chapter 11 Tasks Related to Benefits Management COIVervIeW WAR cee ed AES EON Beek RV RES qam V ates 11 1 Request Benefits Management Roll Over BM0800 Window 11 2 Mass Benefit Plan Add Change Delete 11 6 Request Benefit Recalculation BM0850 Window 11 13 Chapter 12 Tasks Related to Job History OvervieW add a4
127. Window Go E Print Manager Job Menu Utilities 7 student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader Query HR Code Maintenance Absence Tracking re Requires PPS Employee Maintenance Preview Requires NET 2 0 rai El Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM H H L EH v 2 Figure 7 28 Select HR Code Maintenance 7 36 Copyright QSS 2011 05 2011 Creating New Position Control Bonus PB Codes PP0010 QCC Version of PB Codes Then select Position Control Bonus Codes PB under the Payroll folder as shown in the HR Code Maintenance window below Bur Code Maintenance 12 QSS DEMONSTRATION DISTRICT s 8 eles i3 I H Absence Tracking Personnel Payroll District Authorized Positions New District Authorized Positions DAPN Salary Schedules 55 New Salary Schedules SSN Nx Work Calendars WC HE Master File Links ae Benefits Management Retirement Figure 7 29 Position Control Bonus Codes Master File 05 2011 Copyright SS 2011 7 37 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Then select the ADD icon oF to open the Add Position Cntl Bonus Codes window shown below Since the traditional version and QCC version both use the same database the field definitions are the same
128. Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 0000 0000 8681 0000 500 00 500 00 01 000 000 0000 0 0000 0000 8681 0000 500 00 500 00 Invoice 1 000 00 1 000 00 Customer 5 21 089 00 21 089 00 Department 21 089 00 21 089 00 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accrual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report _Invoice Amount Received Amount Accrual Balance District Total 22 089 00 0 00 22 089 00 5 50 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 Report Sample 4 Open Invoice Accrual Report With Updated Records 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accrual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report Department 0001 Administration Department Inv No Inv Date E R No Rcv No Receipt Number Rcpt Date Customer 000239 06 30 2000 000246 000106 000104 San Mateo Construction Inc Goal Invoice Amount Received Amount 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 Invoice Total 500 00 0 00 000241 06 30 2000 000247 000107 000102 06 30 2000 000104 San Mateo Construction Inc Page 250 00 250 00 500 00 Sch Resc Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance Ed Bdr 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 01 000 000 0000 0 0000 0000 8681 0000 250 00 0 00 In
129. Year People working at a county office may need to inspect or maintain transactions for different districts or years If your user security allows you can change districts and years from the QSS ControlCenter window To change a district and year 1 Close the nvoicing Billing Management window 2 Make the QSS ControlCenter window the active window 3 On the menu bar point to File then click Settings 4 Inthe Settings dialog box select the district year and site to use from the appropriate lists If a list has a white background you can select any of the items in the list You cannot change the selection in a list with a shaded background For more information about the Settings dialog box see the QSS ControlCenter Guide 5 Click the OK button to close the Settings dialog box 6 From the QSS ControlCenter window open the nvoicing Billing Management win dow It uses the district site and year that you selected in the Settings dialog box 05 2010 Copyright QSS 2010 5 55 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Odometer Maintenance If your system is set up to automatically number Customer IDs Invoice Numbers and or Receipt Numbers use this window to set the starting number Normally this option is only available to System Administrators Inv Blg Mgmt Master File iN Tools Help AJR History Ctrl B Main Ctrl M Customer Search F3 Show Sta
130. activity against receivables Main Selection Tab eS NOTE Log into Y2 to produce this report For example suppose prior year receivables were created at the end of the 2002 2003 fiscal year Y1 When you run this report log into the 2003 2004 fiscal year Y2 The report lists receivables created during Y1 and itemizes all year to date receipts during Y2 Receivables History Report ARSSUBO2 65 CPI 1099 DEMO DISTRICT assyoasis File Options He 9309027 O Main Selection Receivables History Report District 65 055 UNIFIED SCHOOL DISTRICT 5 for Documentation Receivables From to Used Mapped Accounts Usersec Yr 2001 Dist 65 Site 1 3 31 2011 16 57 Figure 5 32 Main Selection tab for the Receivables History Report ARSSUBO2 window 5 30 Copyright QSS 2010 05 2010 Running the Receivables History Report ARS400 Report Sample Report Sample 07 QSS UNIFIED SCHOOL DISTRICT Receivables History J2079 ACCOU 10 02 01 PAGE 11 SAMPLE FOR DOCUMENTATION FROM 000000 TO 999999 Number Date Desc Fd Bdr Sch Resc Y Goal Func Objt Type Estimated Received Recon amt Object Ref Yr 010101 06 30 2001 COPIES EL GRANADA 01 240 500 0000 0 0000 7550 8689 0269 59 99 97 1 07 15 2001 PAYMENT IN FULL 59 99 98 TOTALS 59 99 59 99 BALANCE 0 00 010102 06 30 2001 MOZART REIMBURSE DUE 01 210 500 0000 0 8600 0000 8689 0861 125 00 97 1 07 15 2001 PAYMENT IN FULL 125 00 98 TOTALS 12
131. amounts for both employee and employer after a roll over By comparing it with the previous recalculation report you can see that the amounts for each employee have changed because of the roll over 05 2010 Copyright QSS 2010 1 1 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management 65 QSS Unified School District Benefit Management Recalculation Report 7950 BM0855 H 00 02 01 09 01 PAGE 1 AFTER ROLL OVER Sort by Employee Name Employee Eligible Election Sect Pri Cob FTE Alloc Employee Employer Name SSN Status Date Date 125 mary ra Rule ation Percent Percent OOP ALLEY 000 00 0000 PE 12 01 1999 01 01 2001 Y Y N BNL 0 5000 100 00 100 00 Package EM EMPLOYEE BASIC Level El EMPLOYEE ONE Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E1 EMPLOYEE ONE 198 57 L 198 57 1 397 14 Totals 198 57 198 57 397 14 PAN PETER 000 00 0000 AD 06 01 1994 01 01 2001 Y Y Y BNL 1 0000 100 00 100 00 Package KAISER CERTIFICATED COMPLETE Level 1 EMPLOYEE ONE Empe Amt Empr Amt Totals Plan 51 KAISER CERTIFICATED 1 EMPLOYEE ONE 0 00 L 347 58 L 347 58 DDCT DELTA DENTAL CERTIFICATED 1 EMPLOYEE ONE 12 00 L 48 00 L 60 00 JHL JOHN HANCOCK MUTUAL LIFE A39 EMPLOYEE TO AGE 39 0 00 L 1 00 L 1 00 VIST MSIA VISION FUND CERTIFICATED E1 EMPLOYEE ONE 3 00 L 12 00 L 15 00 Totals 15 00 407 58 422 58 0 00 1 00 1 00 PIG PORKY 000 00 0000 CE 10 01 1976 01 01 2001 X X Y PP L
132. and after the update The before columns list the current deductions on the PD Screen The after columns are what will be on the PD Screen after you run PDR100 in update mode Review this report to verify that the before and after amounts are correct If they are not you can make any needed changes to the Deduction Tables with changed rates then run PDR100 in report only mode again You can run PDR100 in report only mode as many times as you want without making any changes to the live employee records 3 Run PDR100 in update mode to update the PD Screen Once you are certain that all of the changes to deductions are correct run PDR100 in update mode This time the report is a list of all of the changes to the PD Screen made during the mass update 4 When you run PDR100 in update mode it updates the Deduction Table Master File For each pair of Deduction Tables used in the update the following happens o The current Deduction Table blank Usage Type or Usage Code is deleted from the Deduction Table Master File o The changed Deduction Table C Usage Type or Usage Code becomes the current Deduction Table Its Usage Type or Usage Code status is changed from C to blank WARNING Be sure you are ready to update When you run PDR100 in update mode it changes the PD Screens and Deduction Table Master File for an entire district Once these changes are done they are very difficult to undo Copyright O QSS 2011 05 201
133. be done through one of two programs Beg Balance Upd BBUPDT tab Budget Development System All components of the account line must be valid before entering the beginning balances or you will get an error message when you try to enter the data These amounts are set up in the new fiscal year It is possible that you will not know what these balances should be until September after the prior year s books have been closed You should already have the names and abbreviations for these control accounts set up in your chart of accounts so they have meaningful descriptions on the general ledger In California the following basic General Ledger Control Accounts often need beginning balances Many districts also have other General Ledger Accounts which will require beginning balances such as Prepaid Expenditures and Deferred Revenue California OBJECT Account General Ledger Control Account Account Field Type Pre SACS SACS Cash in County Treasury 9110 9110 Asset Cash in Banks 9120 9120 Asset Revolving Cash 9130 9130 Asset Accounts Receivable 9160 9200 Asset Due From Other Funds 9170 9310 Asset Stores Inventory 9210 9320 Asset Accounts Payable P 9510 9500 Liability Due To Other Funds 9520 9610 Liability Deferred Revenue 9650 Liability Unappropriated Fund Balance 9790 9790 Fund Balance Beginning Balance Fund n a 9791 Fund Balance a If you use Accounts Receivable ARS or Client Serv
134. be received until after the ARS500 close of the fiscal year Amounts may be known or may be estimates only You must be logged onto 3 Post receivable receipts ARS020 You must be logged onto Y2 4 Runreports For these reports you must be logged onto Y2 ARS300 ARS400 ARS510 The following is a chart of steps 2 4 the program used to accomplish the task and the necessary fiscal year logon Fiscal Year Logon for Treatment of Receivables TASK PROGRAM Y1 Y2 Add delete inspect receivables ARSO010 X Request established receivables report ARS500 X Post cash to receivables ARS020 X Request all other receivables reports ARS300 X ARS400 ARS510 Receivables may be autonumbered Refer to Setting Up Autonumbering for the New Year GOUPDT in the Technical Notes for instructions on setting up autonumbering The odometer used will be for Y1 For those districts operating under the California FMAC guidelines where the difference amount is posted depends upon whether or not the FMAC option record has been set up in the database If so any difference will be posted at the time of final receipt to the originating account line but in Y2 If the option record has not been set up the difference will post to Unappropriated Fund Balance If you want the amount to post to an account different than the original account make a journal entry to the proper account If the original account is not valid fo
135. benefits e g DR X 95xx Employer paid health and welfare benefits e g 95xx DR X Cash all accrued benefits CR X Requirements for using Example 7 Log into Y2 Set up pay schedule as non deferred Set up labor distribution lines charging the object established for current liability NOTE You must manually set up current liability in Y1 05 2011 Copyright QSS 2011 7 95 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Summer Payroll Worksheet Item Account Charged Year Charged Y1 Y2 Period end date Date paid Labor DR Cash labor CR Current liability payment DR Employer paid non health and welfare benefits DR Employer paid health and welfare benefits DR Current liability setup labor CR Current liability setup non health and welfare benefits CR Current liability setup health and welfare benefits CR Use the preceding worksheet for your site s needs 7 96 Copyright QSS 2011 05 2011 Summer Pay Payroll Manual Deferred Deductions Manual Deferred Deductions Purpose Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB allows you to create the pay lines for disbursing the accumulated deductions for summer pay This program calculates the total amount of money set aside for each employee in up to 5 voluntary deductions in the 85xx range then creates a pay line for disbursing the
136. build this page Minutes 000 Seconds 00 91 Version WL0001 0 02 04 comp 10 03 02 15 06 P 151 T 084902 Figure 13 2 Accountclass View Group List AVGRPLST Selecting a Group ID to Add Change or Delete To select a group ID to change Ifthe group ID showing in the ID Name drop down list is the same one you want to change click Continue to access the second screen and make the changes If you want to change a different group ID click the group name in the Group field column to access the second screen and make the changes 1 3 4 Copyright QSS 2011 05 2011 Setting Up Accountclass Viewing Groups Accountclass View Group List AVGRPLST To add a new group ID 1 In the ID Name drop down list select a number with no name beside it 2 Click Continue to access the second screen and add a new group profile To delete a group ID 1 Click to select the group ID to delete from the Group field column 2 On the second screen delete all the information about that group including name description and all permissions 3 Click Update to delete the group ID Fields on This Screen ID Name ID Group Description Model Account mask Field ranges Buttons on This Screen Reset 05 2011 Select an ID and name from the drop down list for which to create or modify settings The settings for this ID can be mod ified on the second screen The ID number of the defined group is displayed
137. buttons EE PO Rollover Report Update POR510 Year 09 Dist 07 055 DEMONSTRATION DISTRICT QSS OASIS DER Main Selection Accounts Report Title SAMPLE FOR DOCUMENTATION Select Payments Entered By User Leave blank for all users Update N Produce report only Fiscal Year Update Increment FY Field During Update Roll accounts as they are Note This question is only relevant to sites that have FY field in the account string Important Notice When this job islaunched in Update mode each R transaction will be rolled into a purchase order in the newyear and can potentially update volumes of data Yr 2009 Dist 07 Site 1 6 16 2009 15 01 Figure 4 27 Main Selection tab for the PO Rollover Report Update POR510 window 4 28 Copyright QSS 2011 05 2011 Step 3 Rolling Y1 Purchase Orders to Y2 Purchase Orders POR510 Traditional Screen Report Sample 04 QUINTESSENTIAL SCH DIST PO Rollover Report J74 POR510 G 00 02 04 07 PAGE 1 SAMPLE REPORT FOR EOY MANUAL Prelist Vendor Name PO Num Line num FN SF SI PROG SPRG OBJT SO TYPE Amount Message 9 AMERICAN GUIDANCE SERVICE 00 00 4000 1000 4500 00 0000 8 CA STATE DEPARTMENT OF ED 01 00 1000 0000 4310 00 0000 2 OFFICE CLUB 01 00 1000 0000 4310 00 0000 total Traditional Screen For the traditional software the launch screen for the PO Rollover Report POR510 is Request PO Rollover Report Opiate For details see Chapter 10
138. by reference number Accounts Type account masks and field ranges for selecting the accounts to report Main Selection Tab Figure 4 70 illustrates the Payables Reconciliation Report PCL510 window Payables Reconciliation Report PCL510 Year 97 Dist 07 QSS DEMONSTRATION DISTRICT 055 0455 MER Main Selection Sorts Accounts From Payable Number 100 To Payable Number 1000 Report Title SAMPLE FOR DOCUMENTATION Date Paid From END Yr 1997 Dist 07 Site 1 GS W 3 25 2011 20 24 59 Figure 4 70 Main Selection tab for the Payables Reconciliation Report PCL510 window 05 2011 Copyright QSS 2011 4 69 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Sample Payables Reconciliation Report 4 70 Copyright QSS 2011 05 2011 Running Payables Reports 07 QSS SAMPLE 970053 970185 07 QSS SAMPLE 970261 970027 07 QSS SAMPLE 970129 970249 970251 970252 970253 05 2011 UNIFIED REPORT Vendor 001051 001453 UNIFIED REPORT Vendor 001286 005558 UNIFIED REPORT Vendor 007541 007541 007541 004126 008687 Payables Reconciliation Report PCL510 The following is a sample is sorted by account FUND GOAL and OBJECT SCHOOL DISTRICT TYPE 1 Fund 01 GENERAL FUND Name MCI PACIFIC BELL TOTAL Object TOTAL Goal SCHOOL DISTRICT TYPE 1 Fund
139. changes were made o Press ALT S 7 QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT DBR File View District Year Go Messages Window Help E Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules o _ Finance Job Menu Figure 3 34 Selecting the Budget Maintenance window from the tree view 05 2011 Copyright QSS 2011 3 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Creating a Budget Control Status Report BO0O100 NOTE QSS strongly recommends that you select T Maintain accounts via transfers Budget transfers provide an audit trail of all changes made to the approved budget You can create transaction reports of budget transfers and budget transfers show up on financial reports that list the full details of transactions Figure 3 35 illustrates the report launch screen that displays after you click the lt gt Report Ctrl F11 icon Budget Operation Records 07 QSS DEMONSTRATION DISTRICT oss osis c J x File Help Presets Submit Job District 07 Demonstration District Beginning Balance Update Report 055 0 515 Year 07 Fiscal Year Report Type Report title Figure 3 35 Launch screen for the Budget Control Status Report BO0100 The resul
140. create EP transactions in either of the following ways Adding them directly on the AP Batch Maintenance window with the Set Up Pay ables EP transaction Rolling unpaid POs to liabilities at the end of Y1 with the PO to Liabilities Report Update POR520 window 05 2011 Copyright QSS 2011 4 53 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Run this report in Y2 For example the objective is to get a report of Set Up Payables EP transactions that were set up in FY 09 Y1 and will be paid with the Current Liabilities CL transaction in FY 10 Y2 on the Accounts Payable window You can run the report in Y2 in either of the following ways 1 Log in to QCC with a user name that is set up for Y2 2 If your user security allows change the fiscal year to Y2 on the QSSControlCenter window before opening the Job Menu window To open the Settings dialog box select File and Settings from the menu bar If the Year box has a white background you can select the fiscal year for which to run the report Click the OK button to close the dialog box Launching the Report These instructions focus on the specific instructions for launching the Payables Payments Transactions PCL200 report from the Payables Payments PCL200 window There are two operations in launching a report Opening the report window Filling in the report window and launching the report Main Selection Ta
141. criteria Options Report p Ctrl R Open a Job Menu window that lists only the reports for the pum transactions on this window For a complete list of financial reports select the Financial Reports Processes command from the QCC menu Options Select For EP and CL transactions select the fiscal year to use for Fiscal Year on setting up transactions and posting payments For all other Alt D transactions this command is disabled because they are always in the current fiscal year Options Select none Alt T Highlight the transaction type in the tree view You can press the Invoice Type UP ARROW and DOWN ARROW keys to select another transaction type The Search F3 panel and Search Results clear whenever you select a new transaction type Options Select none Alt S Move the cursor to the first box in the Search F3 panel You Search Panel can fill in new search criteria and search for transactions Options Select none Alt R Move the cursor to the first row of the grid in the Search Results Search Results area Options Print g F11 Print a copy of the Accounts Payable window window to the Screen b default Windows printer for your PC Options Grid Shift F11 Open Grid Output window for exporting of the Search Results Output grid to Excel Word PDF or a delimited text file 05 2011 Copyright O QSS 2011 4 41 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Accounts Pa
142. described below and then click Process Special Option to copy the selected View Entry Groups Process Special Option Page expires in 739 Seconds Figure 13 9 Process Special Option Screen From DI To DI From Year To Year Process Special Option Option Screen Log Off Help Type the 2 digit number of the district from which you are copying View Entry Groups Type the 2 digit number of the district to which you are copying View Entry Groups From DI and To DI cannot be used for a range of districts Each field refers to a single district Type the 2 digit number for the fiscal year from which you are copying such as 04 for 2003 2004 Type the 2 digit number for the fiscal year to which you are copying such as 05 for 2004 2005 Click Process Special Option to copy the selected View Entry Groups When the copy is complete you will be returned to the WEBTools User Options Screen Click Option Screen to return to the User Options Screen without completing the copy process Click Log Off to return to the Login Screen without completing the copy process Click Help to view the online help file for the screen Copyright QSS 2011 13 21 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools 1 3 22 Copyright QSS 2011 05 2011
143. down list for which to create or modify settings The settings for this ID can be mod ified on the second screen ID The ID number of the defined group is displayed Group The name of the group is displayed Click the group name to access the second screen and modify the group s settings Description The description of the group is displayed Model The model numbers accessible to this group are displayed Account mask The account masks for any accounts that the group is allowed to access are displayed If any account masks are excluded from the group s access the tag Exclude is appended to the mask Field ranges Any field ranges that the group is allowed to access are dis played If any field ranges are excluded from the group s access thetag Exclude is appended to the range 05 2011 Copyright QSS 2011 1 3 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools Buttons on This Screen Reset Click Reset to restore the screen to the way it was when you first selected it Any changes you have made to the screen are undone Continue Click Continue to go to the second screen Option Screen Click Option Screen to return to the User Options screen Log Off Click Log Off to return to the Login screen Help Click Help to view the online help file for the screen Navigation to Next Screen Click Continue or a group name to access the second screen Accoun
144. during the teacher s contract year The net pay and gross pay are the same amount For refunding net pay there are no deductions for income taxes retirement OASDI or other statutory deductions Also there are no Voluntary Deductions The Voluntary Deduction for refunding net pay has a negative dollar amount equal to the net pay A positive deduction amount means that money being deducted from the employee s pay A negative amount means that money deducted during the contract year is being refunded to the employee Maintain Deferred Pay DEDUPD Overview Maintain Deferred Pay DEDUPD helps you to administer summer pay through automatic deferred deductions After you select an employee this program allows you to display the itemized deductions and refunds for automatic deferred deductions By default you can look up transactions for your districts during the current fiscal year If your security profile allows you can also do the following Make adjustments to the amount of net pay withheld or refunded This action has no effect on the general ledger You need to make any needed adjustments to expenses or liabilities Change the district and year for which to look up or maintain automatic deferred deductions 05 2011 Copyright O QSS 2011 7 1 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Main Screen Figure 7 83 illustrates the main screen for Maintain Deferred Pay
145. employ a simple point and click technique to use You manipulate the software by pointing your mouse cursor at the desired screen location and clicking the left or right button on your mouse This documentation uses three different terms for the kinds of mouse clicks you can make click double click and right click Click means one click on the left mouse button Double click means two clicks on the left mouse button Right click means one click on the right mouse button You can point and click on any input field in any Windows dialog box to move the cursor to that field Alternatively you can press the Tab key to move the cursor forward from one input field to the next and press acl Tab and Shift simultaneously to move the cursor backwards Copyright O QSS 2011 1 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 1 Introduction 1 1 2 Copyright O QSS 2011 05 2011 Chapter 2 Tasks for the Fiscal Year Transition NOTE This document represents the current fiscal year as Y1 3 and the next fiscal year as Y2 For this reason many screen shots display v1 and Y2 although in reality actual numeric year input is required IF WARNING The system operator must check the capacity of a number of datasets before many of the end of year procedures can be carried out See the Technical Notes chapter for details This manual provides instructions for transitional procedures that are car
146. for each month the deduction or refund during each end of month payroll Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions You should also allow extra space for manual adjustment records created with Maintain Deferred Pay DEDUPD How to Run DED900 This example illustrates how to close out FY 06 and roll forward to FY 07 To run this program you must have a logon ID that allow you to gain access to the MPE prompt such as MGR QSSUSER When following these instructions type the commands in underlined Courier New type WARNING Be sure you are ready to roll when you run this program The roll process starts when you type a Y at the Correct Y N prompt RUN DED900 PPSCH PACT Press lt RETURN gt to continue DED900 H 00 00 compiled 03 19 03 10 46 Fiscal year to roll 06 Type the fiscal year that is ending 06 such as 06 for the 2005 2006 year Will roll deferred pay records from Fiscal Year 06 to Fiscal Year 07 Correct Y N Type N to cancel or Y to roll the Y records The terminal is locked up Y while the roll is in process Deferred pay records written 1 094 MPE displays the operating system prompt after the process is done 05 2011 Copyright O QSS 2011 7 1 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Dealing with Cross Year Warrant Cancellation If in the new fiscal year a payroll warrant must be cancelled that was is
147. horizontal width that displays all of the columns 42 Account Receivable Invoice Receipts Results File Options 8 Customers Customer Name Invoice Number Invoice Date Reference Number 07 055 DEMONSTRATION DISTRICT Invoice Amount Receipt Number Receipt Date Receipt Amount Recon Amount Check Number 055 0455 Deposits Invoice Balance Acme Novelties Inc 040012 040086 06 30 2004 123456 625 00 625 00 Acme Novelties Inc 040012 040086 06 30 2004 123456 625 00 040171 06130 2004 0 00 625 00 0 00 Acme Novelties Inc 040026 06 30 2004 8888 11 206 00 11 206 00 Acme Novelties Inc 040026 06 30 2004 8888 11 206 00 040126 1 000 00 0 00 10 206 00 Acme Novelties Inc 040026 06 30 2004 8888 11 206 00 040127 10 206 00 0 00 0 00 Acme Novelties Inc 040086 040012 06 30 2004 123456 625 00 625 00 Acme Novelties Inc 040131 040164 06 30 2004 460 50 767676 460 50 Acme Novelties Inc 040131 040164 06 30 2004 460 50 040220 460 50 0 00 31 79 05 2010 Acme Novelties Inc 040147 040170 06 30 2004 431 79 Figure 5 42 Invoice Receipt Results grid with all columns revealed Copyright O QSS 2010 5 41 QSS OASIS Fiscal Year Tr
148. invalid combination of fields Copyright QSS 2011 05 2011 Manually Entering Each Account Through Account Maintenance ACUPDT Traditional Screens Soft checking With this option each new account is checked against the field relationship tables The screen issues a warning when an account contains an invalid combination of field values such as a combination of fund and object field values that is not in the relationship table However you can override the error and update the account Hard checking With this option each new account is checked against the field relationship tables Every account must pass all field relationship tests You cannot add an account that contains an invalid combination of field values such as the wrong revenue object for a resource or an invalid combination of function and object codes Before your district can use soft or hard checking your system administrator must download the field relationship tables for SACS and set up the ACUPDT user secu rity to enable checking against those tables For details see the discussion of ACUPDT in Chapter 2 of Modules Tasks and User Security for QCC Traditional Screens Options Screen Figure 3 39 illustrates the Account Maintenance Screen This screen is displayed after you select Account Maintenance ACUPDT from the Menu System This is the option screen which allows you to change open or close financial accounts For detailed instructions see Chapter
149. job stream Text box A box which may or may not contain text You can either accept the exist ing text or replace it with text that you type za AJR A R History Year 00 07 QSS UNIFIED SCHOOL DISTRICT QSS OASIS From Inv Date To Inv Date Customer Customer Name AIR Balance 07 01 1998 06 30 2000 Report Title Figure 1 7 Text Boxes Type To use the computer keyboard to key in characters or numbers that appear on the computer screen Validated account An open account that can be used for tracking financial activity Copyright QSS 2011 05 2011 Documentation Conventions Significance of Typography 05 2011 Documentation Conventions NOTE This document represents the current fiscal year as Y1 and the next fiscal year as Y2 For this reason many screen shots display v1 and v2 although in reality actual numeric year input is required Significance of Typography This heading identifies the typographic conventions for the following areas Emphasized Points Page Width and Two Column Text Field Names Keys to Press Function Keys and Key Names Screen Display and Sample Reports Information to Be Typed 99 9 9 9 Emphasized Points This manual uses two ways to emphasize points Emphasized phrases are in bold italic emphasized phrase Notes cautions and warnings are in small table format like the following NOTE A note is a point to notice CAUTION A caution is stronger guarding aga
150. make sure that the D PAY PAYMENT and D PAY ACCOUNT datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Copyright O QSS 2011 Chapter 7 Tasks Related to Payroll System Rolling Selected Pay Lines to New Year PLO900 Avoiding the Use of Mapping MAPO003 Avoiding the Use of Mapping MAP003 During the rollover process described in this section ensure that no other users are concurrently using the mapping maintenance program Launch Screen District 65 Roll Selected Pay Lines to Neu Year 055 0 515 Report title Run E 1 Update Rpt 2 Rpt Only Report Type 1 Source Target 2 Target From Year To Year Non Terninated Emp Only Y N Active Inactive Paylines A I B Make Inactive Active Y N Position Number Selection P N B Zero the Pos Number Y N Y N Exclude AIl Pay Lines with SP EP Y N Blank the SP EP Bal of Cont Pay Line Selection C N B Bargaining Unit Pay Code Retirement System Pay Location Control Group Pay Type 1 Pay Schedule 1 Sta Ded Profile 1 SP EP ABABABABAAD Bios Rate type m Rates From Units Treatment H 2 F Units From H 00 12 compiled 02 22 00 Page 1 15 Stream PLOSOOST Start Help Retrieve Save Start Launch Return Over Preset Preset Over Job to Me
151. maximum of 20 pay schedules Each pay schedule listed in a Pay Name may include a maximum of 10 pay codes Copyright QSS 2011 05 2011 Creating New Payroll Names PAYNAM Selecting an Option Selecting an Option District 07 Define Payroll Name 88 DA8IS Option for help M Valid options are Add a payroll name definition Change a payroll name definition Delete a payroll name definition Inspect a payroll name definition Request report of payroll name definitions Exit program arn OoOO O ee ee re Start Help Start Return Over Over to Menu Figure 7 55 Option Screen for Define Payroll Name PAYNAM 05 2011 Copyright QSS 2011 7 6 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Adding Changing or Inspecting a Payroll Name Choosing Payroll Name to Add Change or Inspect Figure 7 56 illustrates the screen to choose a Payroll Name to add change or inspect Fill in the screen as described below District 07 Define Payroll Name 85 DA8IS Option H for help Fiscal Payroll name 5 Start Start Return Over Over to Menu Figure 7 56 Choose Payroll Name to Add Change or Inspect 7 62 Copyright QSS 2011 05 2011 Creating New Payroll Names PAYNAM Adding Changing or Inspecting a Payroll Name Adding Changing or Inspecting a Payroll Name District 90 Define Payroll Name QSS 0A
152. messages error mes sages or warning messages appear when the software is performing a process or responding to your request Various dialog boxes may also display message lines Da0 10 A 01 00 compiled 10 21 99 08 34 Verification Complete present Report security found use FK s to update Figure 1 5 Message Lines P files Reports coming from LSPOOL Option button This type of button is distinctive in that you can select only one at a time Unlike check boxes which may all be checked an option button indicates an either or selection You can select only one at a time Change Log on Year EG C Year 01 Figure 1 6 Option Buttons 05 2011 Copyright QSS 2011 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 1 Introduction 1 6 Pseudocode name for an account which is used as a substitute for the correspond ing account number on screens that prompt for individual accounts Roll To copy but with the built in ability to make changes in the process of copying so that the copy is not identical to the original Select To pick from an explicitly defined set of choices For example some dialog boxes require a user to select fields from a set list of fields Contrast with choose Stream File script of commands the computer uses to produce output such as a report It runs in the background so you can continue to do other work on the computer Also called batch file or
153. or Credit column depending upon which is appropriate Asset accounts usually have debit amounts Examples are Cash Revolving Cash Accounts Receivable Due From Other Funds Stores Inventory 9 9 9 Liability accounts normally have credit amounts Examples are Accounts Payable Deferred Revenue Due To Other Funds The Unappropriated Fund Balance may have either a debit or a credit amount depending upon the district s financial position NOTE If you change amounts in these general ledger control accounts the new amount immediately replaces the previous amount There is no audit trail Purpose of Program Beginning Balance Update BBUPDT allows you to set up and review the beginning balances for general ledger accounts Use this program at the start of the year to define the beginning balances for accounts like cash revolving cash accounts receiv able stores accounts payable due to other funds deferred revenues and unappropri ated fund balance There are two options for Beginning Balance Update BBUPDT Copyright QSS 2011 05 2011 Manually Entering Accounts Through Beginning Balance Update BBUPDT Checking Database Capacities Update Beginning Balances This option allows you to display general ledger accounts and define their beginning balances Request Entry Report This option launches the Beginning Balance Entry Report BB0100 This report lists the beginning balances for a district NOT
154. over view of how to use the window 05 2011 Copyright QSS 2011 3 3 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 3 32 Title bar 07 QSS DEMONSTRATION DISTRICT 055104515 MBR Menu bar File Options Help Toolbar A S m 8 Message bar Account area District 07 Fiscal Year 07 Fd BdrSch Resc Y Goal Func Objt Type orate RENE Status Pseudo Code Rollover Flag Description State Code Status bar acuPpr voovvvvwi 4 22 2007 20 52 Figure 3 38 Parts of the Account Maintenance window SACS Field Relationship Checking The California Department of Education CDE has published tables that define the valid combinations of the following fields for its Standardized Account Code Struc ture SACS Fund and Function Fund and Goal Fund and Object Fund and Resource Function and Object Resource and Object 9 9 9 9 For districts that are using the California SACS account structure the QSS OASIS Financial System can check each account that you create against these field relation ship tables Your system administrator has set up one of the following options No checking By default there is no account field checking when you add an account You can enter any combination of account field values without regard for whether they meet the SACS requirements There is no warning when an account contains an
155. plan 009 Compute the deduction amount based on the Deduction Table for the current rate 108 64 Compare the employee s PD Screen against the amount from the current Deductieuon Table o If the PD Screen matches the current Deduction Table the update process uses the changed C Deduction Table to update the PD Screen When you add a deduction to the PD Screen the screen computes the deduc tion amounts for you If the PD Screen contains the same deduction amount as that from the current Deduction Table the system assumes that the PD Screen has a system computed deduction that you want to be updated It replaces the amounts from the current Deduction Table with those from the changed C Deduction Table Copyright QSS 2011 05 2011 Re compute Deduction Amounts from the New Rate Table PDR100 Purpose o Ifthe deduction amount on the PD Screen differs from the system calculated amount the update skips the employee s PD Screen If the PD Screen differs from the system computed amount the system assumes that you have deliberately made a manual override and do not want the employee s PD Screen to be updated automatically 4 After you run PDR100 in update mode the current rate table is deleted and replaced with the changed table o The Deduction Table with a rate of 108 64 is deleted from the Deduction Table Master File o The table with a rate of 125 68 becomes the current rate table Its Usage Type is changed from C t
156. report for future reference 05 2011 Copyright QSS 2011 10 5 QSS OASIS Fiscal Year Transition Training Notes Flowchart for Absence Tracking Procedures The following flowchart offers a visual guide to the steps outlined in the previous section Fiscal Year Process for Absence Tracking Start A Y Y Run M for ABT400 une Print accrual details Y Y ABT400 Print Accrual Process epa Discard history details for and check leave prior year accruals Y Y Yes Correct leave x balances for Y1 ABT920 Summarize leave No totals Y v ABT920 ABT400 Calculate lave balances as end of Y1 Accrue leave totals for Y2 Print and lt save update report Y Accurate Yes Y ABT920 Run reset process in update mode Print and save update report A Figure 10 2 Flowchart for Absence Tracking 10 6 Copyright O QSS 2011 Chapter 10 Tasks Related to Absence Tracking 05 2011 Absence Tracking Reset and Balance Forward Process and Report ABT920 Window Overview Absence Tracking Reset and Balance Forward Process and Heport ABT920 Window Overview The Absence Tracking Reset and Balance Forward Process and Report ABT920 window launches the following separate independent processes The Reset Process resets leave category totals for employees usually at the end of a fiscal year The Reset Process also has the option of just printing a report to pre view the effects of re
157. schedule s indicating which months are deferred Log into See example on preceding pages Copyright QSS 2011 7 89 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Example 2 Summer Deferred Payroll Treated as a Liability Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Current liability setup labor e g 9509 CR X Cash labor CR X Current liability payment labor e g 9510 DR X Employer paid non health and welfare benefits DR X Employer paid health and welfare benefits DR X Current liability setup all accrued benefits e g 9509 CR X Cash benefits CR X Current liability benefits DR X a This scenario may apply to cases like payment of substitute teachers which is irregular and unforeseen Requirements for using Example 2 Define pay schedule s indicating which months are deferred Log into Date paid must be in Y2 7 90 Copyright QSS 2011 05 2011 Summer Pay Payroll Example 3 Summer Deferred Payroll Treated as a Liability EXCEPT Employer Paid Health and Welfare Paid in Y2 Classic Deferred Pay Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Current liability setup labor e g 9509 CR X Employer paid non health and welfare benefits DR X Current liability em
158. strings Manually enter each account through the Account Maintenance window This may be an ongoing process done at any time of year but especially after the new year s budget is approved Transfer the budget from Budget Development to the next year s working budget with BDEO06 This is a batch job and is the most commonly selected method Manually enter each account through Update Working Budget BGUPDT subtab on the Budget Maintenance window This is usually done in the spring so a district can produce purchase orders for the next year s supplies that will be charged to the next year s budget This can also be done at any time until the next year s budget is approved The last two methods are reserved for the beginning balances of 9xxx objects general ledger accounts only Manually enter accounts through the Beg Balance Upd BBUPDT tab on the Chart of Accounts window Roll Beginning Balances through Budget Development with BDE008 See Begin ning Balances via Budget Development on page 3 63 for more information Copyright O QSS 2011 Overview 3 29 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 3 30 Creating Validated Accounts The two most common ways to create validated accounts are by validating individual accounts or by batch copying from Budget Development Validating Individual Accounts The Account Maintenance window allows you to open or validate i
159. summer pay 1 Classic Deferred Pay In classic deferred pay 10 month teachers are assigned to a Pay Schedule with 12 pay periods They receive one twelfth of their annual contract pay during each pay period In June the district runs three payrolls for teachers on classic deferred pay The non deferred payroll for June for the current pay period The deferred payroll for July The deferred payroll for August These three payrolls have a date paid that falls within June so that all payroll transactions post to General Ledger in the same fiscal year as the teachers contracts The district keeps the payroll warrants and APD stubs for July and August in a safe place then distributes those payrolls to teachers according to the schedule for summer pay 2 Manual Deferred Deductions Manual deferred deductions uses Voluntary Deductions to withhold summer pay during the 10 month contract year then refund those withholdings during the summer This method uses a special Voluntary Deduction in the 85xx range to serve as a bank for holding the summer pay During the 10 month contract period one sixth of the net pay is deducted and put in the bank During July and August the district runs a special payroll to refund the banked net pay This method requires that you define a special Pay Schedule Teachers receive one tenth of their contract pay during each month in September through June with one sixth of net pay deducted for summer pay P
160. the PD Screen because each line uses a different Vol Ded Frequency or Deduction Schedule 7 1 1 2 Copyright O QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions 05 2011 DPO Flags for Early Refunds Purpose The DPO flag on the W4 Screen allows you to select which employees are participants in summer pay through automatic deferred deductions The two most common flags are N not participating and D participating When the flag is D the system automatically calculates how much net pay to deduct or reimburse on each payroll However you can force the system to reimburse net pay on the next regular or supplemental payroll with the following flags XP XR XS XA RP RR RS and RX Explanation of DPO Flags for Early Refunds The DPO flags for early reimbursement have two characters The first character indicates whether an employee is participating in summer pay through automatic deferred deductions The second character identifies the payroll on which to refund the net pay that has been deducted First Character Employee Participation X or D The first character of the DPO flag for reimbursement is an X or a D CODE MEANING FOR FIRST CHARACTER OF DPO FLAG X For employees who are not participating in automatic deferred deductions a DPO flag of N the first character of the DPO flag is X The DPO flag changes back to an N after the Enhanced Payroll System has refunded the employee s net pay R Fo
161. the pay schedule includes payroll numbers 15 and 16 Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB creates two pay lines for each employee each of which is used to disburse one half of the money set aside for summer pay If there is only one payroll number there is only one pay line per employee that includes all accumulated summer pay Each district has a separate set of pay schedules for each year Therefore a site must set up this schedule for every year for each district that processes summer deferred pay from voluntary deductions 05 2011 Copyright QSS 2011 7 97 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System A Pay Name that is used only for running summer deferred pay from voluntary deductions When setting up this Pay Name type a V in the User defined field to indicate that this Pay Name is for summer deferred pay originating from 85xx voluntary deductions A Statutory Deduction Profile that contains only the two following statutory deductions NRF non reportable FIT and NRS non reportable SIT This profile is required to build the pay lines for the payrolls during July and August A Vol Ded Frequency Code or a Deduction Schedule for Vol Deds taken on the special payrolls run during payroll numbers 15 and 16 A Pay Type code that is used only for producing summer deferred pay from voluntary deductions when you run Update Payroll with Summer Deferred Vol
162. the system When accounts payable warrants are run unpaid transactions in standard batches are not automatically processed for payment At the start of each fiscal year do these procedures again 1 Setup the batch environment 2 Set up odometer control records if you are autonumbering 3p Checking Database Capacities Before setting the environment BCUPDT make sure that the BATCH dataset in the GLDSYS database has adequate room In most cases doing so requires that you get help from data processing or your system administrator gt Setting Estimated Payables Odometer GOUPDT Before running these programs set the Estimated Payables odometer In most cases doing so requires that you get help from data processing or your system administrator These instructions focus on the following areas Setting Up the Batching Environment Using Date Controlled X Batches Selecting an Option Accounts Payable Batch Environment Setting Up the Batching Environment These instructions tell how to set up the batching environment for one of the following choices Allowing only standard batches 1 to 8999 Allowing both revolving batch 0 and the standard batches 05 2011 Copyright QSS 2011 4 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Batching for Traditional Software QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT MBX File View District Year
163. this statement to Human Resources within the period allowed by law will indicate my intent not to return to the District for the upcoming school year CONTRACT SALARY CONFIRMATION Signature of Employee Human Res Use Only RECEIVED Date By F The imported fields are circled in the sample printed form above Copyright QSS 2011 Form Files Used for PER700 Series of Notices and Forms 8 79 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Text File Used for Personnel Action Forms Defining the PAF Title and Heading Printed Personnel Action Forms have customized titles and headings To define the title and heading for your site you define a file called PAFDATA PUB QSSUSER This is an 80 byte text file that you can create with the editor program of your choice e g EDIT 3000 or QEdit If this text file co ntains any hard coded dates you need to change the dates to the new year The three line file format is shown below The symbol indicates a blank space PAF Title PAF Heading For Line 2 you may have to enter additional spaces beginning at Column 11 to center the PAF Title on the page In the example below 20 additional spaces were added 0 1 2 3 4 5 6 123456789012345678901234567890123456789012345678901234567890 COMMENT 1 Personnel Action Form 2 Action s Regard
164. to be paid If no employees are selected double check the date paid 3 The employee s Pay Code must match those in the Pay Name For each Pay Schedule the Pay Name has a list of up to 10 Pay Codes To be eligible for payroll processing a Pay Line must belong to an employee who is assigned to one of those Pay Codes Pay Name for Earning Year Teachers earn their pay during the N payrolls during the contract year FY 05 in this example Set up a Pay Name for FY 05 that uses the Pay Schedule for automatic deferred pay At each end of month payroll teachers earn one tenth of their annual contract amount One sixth of that net pay is deducted for summer pay via the Def Pay Voluntary Deduction attached to the Pay Schedule Pay Name for Refund Year During the refund year FY 06 in this example teachers receive a refund of net pay that was earned the previous year FY 05 in this example To make the refund work properly you must set up the second screen of the Pay Name for the refund year so that it uses the same Pay Schedule that was used to deduct the summer pay during the earnings year The first screen is for paying money earned during payrolls during FY 06 non deferred payrolls The second screen is for refunding net pay that was deducted during FY 05 Copyright O QSS 2011 7 1 0 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System First Screen Pay Schedules for Non Deferred Payroll
165. to set up estimated payables The R report option allows you to create a Payables Transactions Report PCL100 For details see Chapter 11 of the QSS OASIS Accounts Payable Purchasing Manual Type an in the Option field and press ENTER to display the available options Figure 4 43 District 07 Update Payables 055 0ASIS H 00 00 Option H for help I Valid options are Add payables Delete an unpaid payable Inspect a payable Request transaction report Change account and or amount Exit progran Figure 4 43 Update Payables Available Options Displayed The following sample illustrates the screen for adding changing and inspecting transactions 4 46 Copyright QSS 2011 05 2011 Entering Estimated Payables EP District 07 Payable number Date PO number Vendor number Vendor nane address ACHE NOVELTY CD 9999 52HD AVENUE Update Payables Traditional Screens 055 0ASI5 970313 063071 000001 002702 Remit Hame ddress ACHE NOVELTY CD P 0 BOX 700 SAN FRANCISCO CA 85222 Amount Status 100 00 Ln Fd Bdr Sch Resc Goal Func Objt Type 1 1 22 0 500 0000 0 0000 0000 4300 0000 M HARNING account will be overdraun Data will be accepted Back to i pen Help Next Back to Update Exit Option Account Keys Option Progran Figure 4 44 Update Payables Add Change or Inspect Screen The following sample illustrates the screen for laun
166. you use the standard Payroll System skip this step Define BC codes for bonus pay such as annual bonuses for an advanced degree or differential pay for working the night shift The Payroll System uses the rules in this master file to compute the bonus amount to be paid during each pay period A district must define a new set of bonuses for each fiscal year If you are using the Enhanced Position Control System and you use PL0402 to load paylines to the Payline PR Screen of PP0002 Position Control Bonus PB Codes will be mapped to BC codes on the PR Screen When you define a PB code as explained in the next section you need to name the BC code s to which it will be mapped Therefore you should define BC codes before defining PB codes Overview The Bonus Codes Master File allows you to define a variety of bonuses for employees and the rules for calculating the bonus amount to be paid during each pay period during a fiscal year Here are some examples of the kinds of bonuses you can define Masters s degree Shift differentials hourly daily or percentage bonus Longevity Mentor teachers You can make the bonus amount any of the following Annual dollar amount Fixed dollar amount per pay period Hourly or daily bonus amount Percentage of base pay After you assign a Bonus Code to an employee the Payroll System automatically calculates the amount of the bonus for each pay period throughout a fiscal yea
167. 0 Report Source PL0402 Mode REPORT Report Selection Criteria FY 05 Control Date 07 01 2005 Load Option 1 Account Select Date 07 01 2005 Keep Accounts Pay Schedules Schedules Special Contract Types Balance of Contract Types Pay Types Add l Bonus Percent Bonus Per Diem Bonus Longevity Bonus Degree Bonus Other Bonus Soc Sec No s CHANGE FIELDS LEGEND AC Account CO Ann Contract PU P U Split Type PS Pay Schedule RB Ret Base RC Ret Codes RT Rate UF User Field UT Units 8 60 Copyright O QSS 2011 05 2011 Load Payline Data from Position Control ENH PL0402 Detail Page Sample Payroll Load Copy Report 0992 07 QSS UNIFIED SCHOOL DISTRICT PAYROLL LOAD COPY REPORT J239 PL0990 H 00 03 08 09 05 PAGE 9 Report Source PL0402 Mode REPORT WASHINGTON 000 00 0000 Ong ith c ETSI ee FY POSN DO RATE UNITS RTS EX GROSS TYPE ST DED SP RET BASE AC P C WSC 03 04 523290 66 61 1 00 L 66 61 NML FSM 8 54 00 4 1 PY SCH S START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10 1 0 0 00 04 06 04 PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 0 00 01 0000 0 2920 00 1110 1000 062 000 000 0 00 306 41 0 00 ka TOTALS 0 00 306 41 NEW FY PON DO RATE UNITS RTS EX GROSS TYPE ST DED SP RET BASE AC P C WSC CHG CO PU RB RC 05 523290 66 61 1 00 LP 66 61 NML FSM 66 61 00 1 1 PY SCH S S
168. 0 01 0000 0 1110 00 3300 1000 700 000 000 000 00 0000 ANTHONY MARK Total Deduction 1 208 64 1 00 604 32 L VOLS VOLPAY 15 15 100 01 0000 0 1110 00 3300 1000 700 000 000 1 00 604 32 L VOLS VOLPAY 16 16 100 01 0000 0 1110 00 3300 1000 700 000 000 000 00 0000 ANTOINETTE MARIE Total Deduction 1 200 00 1 00 600 00 L VOLS VOLPAY 15 15 100 01 0000 0 1110 00 3300 1000 700 000 000 1 00 600 00 L VOLS VOLPAY 16 16 100 01 0000 0 1110 00 3300 1000 700 000 000 In this sample report there are two pay lines for each employee one for each of the two Payroll Numbers on the SPVD Pay Schedule used to produce the pay lines Each pay line is used to disburse one half of the total deductions for the 85xx voluntary deductions Automatic Deferred Deductions Automatic deferred deductions uses Voluntary Deductions as a bank for deducting and refunding net pay A Pay Schedule for this method uses the following Voluntary Deductions A deferred pay deduction for deducting net pay during the contract period when teachers earn their pay A payback deduction for refunding the net pay during the summer Unlike with classic deferred pay there is no need to adjust the base pay or retirement base on the PR Screen For teachers who work from September through June their normal monthly Pay Line is one tenth of the annual contract The system uses the Pay Schedule to calculate how much net pay to deduct for each pay period For 10 month teachers it deducts o
169. 0 00 06 30 2004 Novelties Inc 040147 040170 06 30 2004 31 79 0 00 431 79 40 00 06 30 2004 Acme Novelties Inc 040148 040169 06 30 2004 1 08 1 00 0 08 0 00 06 30 2004 Acme Novelties Inc 040149 050069 06 30 2004 2 16 2 16 2 16 0 00 06 30 2004 Novelties Inc 040164 040131 06 30 2004 460 50 0 00 0 00 460 50 Acme Novelties Inc 040169 040148 06 30 2004 10 02 0 00 0 00 10 02 Acme Novelties Inc 040170 040147 06 30 2004 31 79 0 00 0 00 431 79 5 40 Figure 5 40 A R History grid with all columns revealed Copyright O QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 Sample Invoice Receipt Results Grid Displaying the Grid Accounts Receivable History Dialog Box P gt Account Receivable Invoice Receipts Results 07 QSS DEMONST DER File Options Aes Customer amp Customer Name Acme Novelties Inc Acme Novelties Inc Arme Novelties Invoice Number 040012 040086 06 30 2004 Invoice Date Acme Novelties Inc 040012 040086 06 30 2004 Acme Novelties Inc 040026 06 30 2004 n nit4zin4ntzninaranr2nn4 Figure 5 41 Invoice Receipt Results grid as it first displays Columns in the Grid Figure 5 42 illustrates the Invoice Receipt Results grid expanded to a
170. 0 00 360 00 0 00 0 00 0 00 Service year Y1 After 0 00 48 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 07 01 88 FTE 1 0000 0 7500 0 7500 0 7500 0 7500 1 0000 1 0000 1 0000 12 QSS DEMONSTRATION DISTRICT RESET AND BALANCE FORWARD PROCESS 7456 920 H 00 01 05 17 3 SAMPLE FOR DOCUMENTATION Leave group TE Hours VAC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS 000 00 0000 JEAN JACQUES ROUSSEAU Before 0 00 108 50 18 00 30 00 360 00 0 00 0 00 0 00 Service year Y1 After 0 00 108 50 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 09 01 78 FTE 1 0000 0 7500 0 7500 0 7500 0 7500 1 0000 1 0000 1 0000 000 00 0000 GEORGE WESTINGHOUSE Before 0 00 95 67 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 95 67 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 03 22 87 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 TE Totals VAC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS Before 0 00 764 17 257 50 396 00 5 040 00 0 00 0 00 0 00 After 0 00 764 17 0 00 0 00 0 00 0 00 0 00 0 00 Copyright O QSS 2011 10 11 QSS OASIS Fiscal Year Transition Training Notes Totals Only Chapter 10 Tasks Related to Absence Tracking 07 QSS UNIFIED SCHOOL DISTRICT RESET AND BALANCE FORWARD PROCESS J6733 ABT920 H 00 00 04 28 03 PAGE BE Leave group 01 Hours VACATION SICK LV PERSONAL WK COMP EXT SICK OTHER EXC SLL 01 Totals VACATION SICK LV PERSONAL WK COMP EXT SICK OTHER EXC SLL Before 38 693 25 5 776 81 3 012 73 9 581 15 2 122 10 1
171. 0 00 DU 0 00 SUB END USER ANN CONTRACT 0 00 00 Fd Bdr Sch Resc Y Goal Func Objt Type 06 650 120 6500 0 5160 1000 1100 9050 06 600 110 6500 0 5110 1000 1100 9050 06 840 500 2500 0 3110 1000 1100 9050 06 810 445 2420 0 3500 1000 1100 9050 80 00 START TOTALS UNITS RTS EX GROSS TYPE 0 00 DU 0 00 SUB END USER ANN CONTRACT 0 00 00 Fd Bdr Sch Resc Y Goal Func Objt Type 06 650 120 6500 0 5160 1000 1100 9050 06 600 110 6500 0 5110 1000 1100 9050 06 840 500 2500 0 3110 1000 1100 9050 06 810 445 2420 0 3500 1000 1100 9050 80 00 START TOTALS UNITS RTS 0 00 HU END USER EX GROSS TYPE 0 00 SUB ANN CONTRACT 0 00 START Copyright O QSS 2011 SRC COPY AUDIT INFO c 01 19 00 97 EX GROSS FTD PAID ST DED SP EP TFR RET BASE WSC 45 00 54 8 0 SRC COPY AUDIT INFO c 11 15 96 CBO7 PL0990 H 00 03 01 19 PAGE EX GROSS FTD PAID ST DED SP EP TFR RET BASE WSC 45 00 54 8 0 SRC COPY AUDIT INFO c 01 19 00 97 EX GROSS FTD PAID ST DED SP EP TFR RET BASE AC P C WSC 80 00 54 8 0 SRC COPY AUDIT INFO c 11 15 96 CBO7 EX GROSS FTD PAID 0 00 2 520 00 0 00 320 00 80 00 40 00 ST DED TFR RET BASE WSC 80 00 54 8 0 SRC COPY AUDIT INFO 01 19 00 97 EX GROSS FTD PAID 0 00 0 00 0 00 0 00 0 00 ST DED SP EP TF RET BASE WSC 8 61 00 4 9 SRC COPY AUDIT INFO c 11 15 96 CBO7
172. 0 employees have 40 deductions the second update increases all of their premiums to 50 When in doubt change the higher old or current amounts first 05 2011 Copyright O QSS 2011 7 1 2 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Updating Voluntary Deductions DEDCSB NOTE This chapter includes another method for mass updates to Voluntary Deductions for sites using Enhanced Payroll It is called PDR100 Re compute Deduction Amounts from the New Rate Table PDR100 offers several advantages over DEDCSB The PDR100 process uses the Deduction Tables Master File to have the system compute employee and employer paid deduction amounts on the PD Screen then update those amounts when you change the Deduction Tables Purpose Submit Deduction Mass Change DEDCSB launches a batch update of Voluntary Deductions The Voluntary Deductions Mass Change DEDCHG report prints each time you fill in this screen and launch it The report sorts employees by SSN For each SSN the Voluntary Deductions are sorted by their deduction number The report lists the old and new amounts for each employee s deduction There are two kinds of mass updates Replace and Set The Replace option replaces one dollar amount with another For example you can use this option to increase the employee deducted amount for a health care deduction from 40 to 50 This batch update applies only to employees whose dedu
173. 00 040006 01 10 2004 812 04 812 04 0 00 0 00 04 04 2004 3 85 Invoice Date Total 812 04 0 00 0 00 040005 02 10 2004 3 276 00 3 276 00 0 00 0 00 03 15 2004 1 34 Invoice Date Total 3 276 00 3 276 00 0 00 0 00 040004 03 10 2004 1 330 00 1 330 00 0 00 0 00 04 22 2004 1 43 Invoice Date Total 1 330 00 1 230 00 0 00 0 00 040003 04 10 2004 212 50 212 50 0 00 0 00 05 09 2004 1 29 Invoice Date Total 212 50 212 50 0 00 040002 05 10 2004 328 13 100 00 0 00 228 13 1 51 Invoice Date Total 328 13 100 00 0 00 228 13 040001 06 10 2004 6 000 00 0 00 0 00 6 000 00 1 20 Invoice Date Total 6 000 00 0 00 0 00 f 6 000 00 07 QSS DEMONSTRATION DISTRICT AR History Report J6910 AR0150 L 00 00 07 06 04 PAGE 2 Sample for Documentation Final of Days Invoice No Inv Date Invoice Amt Received Amt Recon Amt Invoice Bal Rcv Date Rcpts Open Um UTR District Total 14 958 67 8 721 54 0 00 6 237 13 05 2010 Copyright QSS 2010 5 39 QSS OASIS Fiscal Year Transition Training Notes Sample A R History Grid Displaying the Grid Figure 5 39 illustrates the grid that displays after you select the Display History Chapter 5 Tasks Related to Accounts Receivable 42 Invoicing Billing Management A R History 07 QSS DEMONSTRAT EBR File Options ae 8 Cust Customer Name Invoice Number Invoice Date Reference Numt Acme Novelties Inc 000109 Acme Novelties Inc 000109 Acme Novelties
174. 000 000 000 Back Issue BI Desc Go To Line Harning Msg Select Select Hext Next Program Option Keys Line BI Desc eB Supe 113 05 Account control Chapter 6 Tasks Related to Stores System 08S8 0ASIS Fiscal Year 1 Approval Status Site DIST OFF Unit Iss Stk nHnd After 2008 ARUSH x um ROUND 6 2924 PR T 12x18 HOL GRN PKG P SRNA CARD PC Collapse by account Page Page Update Return Backuardi Forward To Menu Figure 6 6 Stores Issues Screen ISUPDT 6 10 Copyright QSS 2011 05 2011 Running Fiscal Year Maintenance Program STRYRE Introduction Running Fiscal Year Maintenance Program STRYHE Introduction The Fiscal Year Maintenance program STRYRE is opened from the Stores Ware house Menu Screen Figure 6 7 This program is security based Not all users might have this option District 65 Stores Harehouse Menu 88 06815 Warehouse 00 Fiscal Year Y1 Use the function keys to select your option 2 H 00 00 compiled 06 19 98 Stores Stores Stores Return Orders Receipts j 4 Figure 6 7 Stores Warehouse Menu Screen Fiscal Year Maintenance STRYRE is used to roll over fiscal year based master files and set up stock balances for a new fiscal year Maintenance is performed on a ware house by warehouse basis For each warehouse you manage STRYRE twice during the fiscal year transition process
175. 000 to 1 100 You can use PAY910 to locate all Pay Lines with the Bonus Code of MA then update them with a batch update Mass Recalculate Pay Position PAY910 works in two ways report and update mode In report mode the report lists the Pay Lines that match your selection criteria and the bonus codes and amounts This mode allows you to preview the results of the mass update before actually updating the Pay Lines on the PR Screen In update mode the mass update changes the Pay Lines The report is a list of the changes that were made to the Pay Lines Each time you run the Mass Recalculate Pay Position PAY910 there is a second report called the Mass Recalculate Pay Position Errors Report PAY912 This report lists all of the Pay Lines with a variety of errors such as an hourly Pay Line that has a daily or monthly Salary Schedule You can use this report to correct errors before you run PAY910 in update mode The error report accompanies every PAY910 even if there are no errors When the PAY912 report reads NO ERRORS all of your Pay Lines have passed the edit checks for PAY910 See 7 85 for a list of all the error messages 7 82 Copyright QSS 2011 05 2011 Mass Recalculate Pay Position PAY910 Launch Screen Launch Screen District 90 Mass Recalculate Pay Position 055 08515 Fiscal Year H Report Title Sort Option 1 Employee 2 Schedule Enployee Report Update J R U Update Terminated Emp
176. 0000 0 0000 0000 9340 0000 Debit Credit 19000 Pseudo Code Rollover Flag Description State Code Back to Help Print Start Update Exit Option Screen Over Figure 3 69 Entering Beginning Balance with Beginning Balance Update BBUPDT After filling in the Debit or Credit amount press lt ENTER gt and lt Update gt to save the changes 3 62 Copyright QSS 2011 05 2011 Beginning Balances via Budget Development Overview 05 2011 Beginning Balances via Budget Development Overview At the start of each year a district should specify the beginning balances for accounts associated with general ledger control objects such as Cash Accounts Receivable and Stores These beginning balances are required for each group of balance sheet accounts For districts that use California SACS the balance sheet accounts are each Fund Resource Project Year combination associated with the general ledger control objects Before a district can define beginning balances it must create a set of general ledger accounts that contain only the object and the balance sheet fields other field values must be zeros There are three ways to create these accounts Define them with Account Maintenance ACUPDT Create the accounts with Update Beginning Balances BBUPDT This is the traditional way Copy them from one fiscal year to the next through the QSS OASIS Budget Development System This is the preferred way Ro
177. 0123 Home Depot 500 00 1 26 2008 000113 Acme Products Inc 51 80 1 26 2008 000113 Acme Products Inc 79 98 Search Results grid 1 30 2008 000128 Legal Services Ltd 850 00 for displaying 10 090017 2 2 2003 000123 Home Depot 132 05 11 2 4 2003 000123 Home Depot 80 59 2 5 2003 000118 Johnson Smith amp Jones 72 93 13 090021 2 5 2003 000113 Acme Products Inc 161 62 Message bar Yr 2009 Dist 07 Site 1 4 21 2009 15 04 Figure 4 46 Parts of the Accounts Payable window Overview The Accounts Payable Payables Payments CL window allows you to make payments against estimated payments EP transactions from the previous year For example you are logged in to FY 2010 When you use the Accounts Payable Payables Payments CL window you are making payments against estimated payables created during FY 2009 with the Accounts Payable Estimated Payables EP window YOU MUST BE LOGGED ON TO Y2IN ORDER TO MAKE PAYMENTS ON Y1 PAYABLES Check with your system manager before you perform any new fiscal year functions to make sure the new fiscal year has been defined in the database use Checking Database Capacities Before entering any payables payments PCL020 make sure that the EP PAYMENT dataset in the GLDSYS database has adequate room In most cases doing so requires that you get help from data processing or your system administrator Posting Payables Pay
178. 1 13 Federal Income TTO1 C 170 OASDI Medicare TT03 C a Workers Compensation 05 State Tax California TTOB C 1 1 1993 PERS rates for 93 12 11 1993 1 1 1834 PERS Rates for 93 94 2 18 1994 7 1 1988 Rate for Fiscal 98 99 12 3 1998 1 SUI California 0 nd 15 California 08 13 STRS California TTO9 C California Retirement Setup TT10 C a California State Disability Insurance TT11 C Position Control a Master File Links Benefits Management Retirement 2009D 26 Site 1 4 27 2009 9 45 30 Figure 7 46 Select PERS California TT08 C This will open the PERS California TT08 window shown in the following illustration Copyright O QSS 2011 7 53 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Since the traditional version and QCC version both use the same database the field definitions are the same PERS California TTO8 26 055 Testing District QSS OASIS m 31 File Options i x 814 Inspect E Payroll Rate Maintenance PERS California 12 records 7 21 1995 95 96 PERS RATE Effective Date Description 7 21 1995 95 96 PERS RATE M PERS Rates and Control Values Monthly Reporting Cycle PERS employee rate 7 0000 2 6 3730 PERS employer rate Survivor benefit
179. 1 Re compute Deduction Amounts from the New Rate Table PDR100 Purpose Example of Update Process This example illustrates how to use Deduction Tables in plan mode to update the pre mium for dental insurance from 108 64 to 125 68 for Voluntary Deduction 2518 plan 009 If you were doing this in Bargaining Unit mode it would be for something like this Voluntary Deduction 2518 Bargaining Unit 24 1 Leave the current Deduction Table alone for the plan or the Bargaining Unit The current table is the baseline for identifying employees who have dental insur ance at the current rate If you change the current table the update process will not work At many sites screen security is set up so that you cannot change a table with a blank usage code District Update Per Pay Master Files 85 06515 Master file DR Deduction Table Option for help Deduction DEN SCHOOL DISTRICTS DENTAL Ben Plan TE Usage Type Copy From B Ben Plan Bl Usage Type B Total Amt Amt Prorate Billing Basis Use EMPE EMPR fAmts Deduction Rate Table Data High Use Actual FTE eS 8 Select Print Previous Update Return Option Screen Screen To Menu Figure 7 92 Deduction Table with current rate In the Deduction Table Master File the current table has a blank Usage Type for plan mode or Usage Code for Bargaining Unit mode This table contains the current rate of 108 64 2 Create a De
180. 1 0000 100 00 100 00 Package BT BLUE CROSS CERTIFICATED COMPLT Level El EMPLOYEE ONE Empe Amt Empr Amt Totals Plan BCCT BLUE CROSS CERTIFICATED El EMPLOYEE ONE 0 00 L 381 20 L 381 20 DDCT DELTA DENTAL CERTIFICATED E1 EMPLOYEE ONE 12 00 L 48 00 L 60 00 CML CONNECTICUT MUTUAL LIFE 49 49 1 80 1 1 00 1 2 80 VIST MSIA VISION FUND CERTIFICATED E1 EMPLOYEE ONE 3 00 L 12 00 L 15 00 Totals 15 00 441 20 456 20 1 80 1 00 2 80 PIGGY MISS 000 00 0000 cL 06 01 1989 01 01 2001 Y Y Y AP L 1 0000 100 00 100 00 Package BL BLUE CROSS CLASSIFIED COMPLETE Level EMPLOYEE ONLY Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E EMPLOYEE ONLY 0 00 L 181 57 L 181 57 DDCL DELTA DENTAL CLASSIFIED E EMPLOYEE ONLY 7 86 L 31 46 1 39 32 CML CONNECTICUT MUTUAL LIFE A39 EMPLOYEE TO AGE 39 0 30 L 0 90 L 1 20 VISL MSIA VISION FUND CLASSIFIED E EMPLOYEE ONLY 3 00 L 12 00 L 15 00 Totals 10 86 225 03 235 89 0 30 0 90 1 20 POPPINS MARY 000 00 0000 cL 10 01 1997 01 01 2001 Y Y N AP L 0 6875 100 00 100 00 Package EM EMPLOYEE BASIC Level E EMPLOYEE ONLY Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E2 EMPLOYEE 2 OR MORE 182 95 1 402 48 1 585 43 Totals 182 95 402 48 585 43 POTTER HARRY 000 00 00000 03 01 1988 01 01 2001 X Y Y AP L 1 0000 100 00 100 00 Package 5T KAISER CERTIFICATED BASIC Level E EMPLOYEE ONLY Empe Amt Empr Amt Totals Plan KS1 KAISER CERTIFICATED E EMPLOYEE ONLY 0 00 L 170 32
181. 1 04 Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions 05 2011 Here are a few important points about this sample Pay Schedule Payrolls 1 and 2 have a Def deferred flag of B benefits This flag causes 10 month teachers to be included on benefit only payrolls which are special payrolls for people who have no earnings but do receive employer paid benefits This special payroll calculates the cost of employer paid benefits and posts those expenses to the General Ledger In this example the benefit only payrolls are for July and August of FY 05 Teachers who earned their pay during September through June of FY 04 have no earnings during August and September of FY 05 However the B payrolls allow you to provide those teachers with employer paid benefits during the summer of FY 05 Benefit only payrolls are run independently of normal payrolls There is a separate prelist report and update process See the QSS OASIS Payroll Manual for details Payrolls 3 through 12 have a deferred flag of N non deferred These are the pay periods for the 10 month contract during which teachers earn their pay During these months the Enhanced Payroll System deducts part of the earned net pay with the Voluntary Deduction for Def Pay Payrolls 13 and 14 have a deferred flag of R refund During these summer months the Enhanced Payroll System uses the Voluntary Deduction for Payback to refund the net pay that was dedu
182. 1 14 Start Help Launch Return Over Job to menu Figure 3 78 Transfer Working Budget to Revised Approved Screen 3 80 Copyright QSS 2011 05 2011 Creating New Budget Thresholds BWUPDT Purpose 05 2011 Creating New Budget Thresholds BWUPDT Budget Thresholds BWUPDT District ps5 Effective Through 09 01 22007 Object From Object To Pcnt Lev 1 Pcnt Lev 2 Pcnt Lev 3 Figure 3 79 Budget Control Rec BOUPDT subtab on the Settings tab Purpose At the change of the fiscal year is a good time to reconsider the appropriate percentage levels used in Budget Early Warning Thresholds BWUPDT While this program can be modified at any time of the year this may be something you want to review at this time The Budget Thresholds BWUPDT subtab allows you to define budget thresholds for use with the Budget Report BDX110 launched from the Budget Activity Report Writer BDXSUB window These thresholds can be county wide or district specific If you define budget thresholds the report flags areas in the budget that exceed the threshold Thresholds are defined for ranges of objects and accounting periods For example you are running a report for the first quarter of the fiscal year The threshold for 9 30 fy has three warning levels such as 25 35 and 50 The year to date percentage column in the Budget Report BDX110 flags the budget for objects with year to date expenditures that exceed the thres
183. 1 2000 01 01 2001 Traditional Screen Figure 11 2 illustrates the traditional screen for Benefits Management Roll Over Program BM0800 For more information see Chapter 5 of the QSS OASIS Benefits Management Manual 1 1 4 Copyright QSS 2010 05 2010 Request Benefits Management Roll Over BM0800 Window Traditional Screen District 65 Benefits Management Roll Over Program 088 0ASIS Roll Over Parameters Report Title Sort 1 Barg unit Employee name Run Mode 1 Update Report 2 Report only Update Mode 1 Roll Over Inactivate only Exit Date Update Levels Based On Age Selection Parameters Section 125 M Flag All Plans Posted Include Updated Age Levels Only Cobra D zia all employee plans must be posted Bargain Unit Report Code Benefit Status Package Level M EN EM 12 JR BMO800 01 03 compiled 06 01 06 16 05 Start Help Read Save Refresh Launch Return Over Preset Preset Screen Job to Menu Figure 11 2 Roll Over Program Screen 05 2010 Copyright QSS 2010 1 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management Mass Benefit Plan Add Change Delete There are three programs that allow you to add change or delete plans from Packages on a mass basis Request Benefits Management Mass Plan Add BM0830 Window Request Benefits Management Mass Plan Change BM0810 Window Request Benefits Management
184. 11 Copyright O QSS 2011 7 1 23 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Launch Screen for Submit Deduction Mass Change DEDCSB District 78 Submit Deduction Mass Change 0899 0881 7 124 District Report Hame Run Option Voluntary deduction Plan Select Only Employees In Pay Codes Skip I H Skip 1 9 Frequency Emp loyee Employer Minimum Maximum Balance Limit Subjectivity Deduction Schedule OCEAN CITY USD SAMPLE FOR DOCUMENTATION Update and Report BEE EEEE Y Yes No Y Yes H Old Neu 12 00 15 00 65 00 75 00 m Selection no 01 D Start Help Previnus Hext Launch Return Over Entry Entry Job to Menu Figure 7 87 Submit Deduction Mass Change DEDCSB Copyright QSS 2011 05 2011 Updating Voluntary Deductions DEDCSB Sample Vol Ded Mass Change Report Sample Vol Ded Mass Change Heport Sample Page Zero The header page or page zero summarizes the selections made on the Submit Deduction Mass Change DEDCSB screen In this example there are three selections 78 OCEAN CITY USD VOLUNTARY DEDUCTIONS MASS CHANGE J13054 DEDCHG H 00 04 02 12 04 PAGE SAMPLE FOR DOCUMENTATION Report Only No Update will be done VDED PLAN OP EMPL AMT Selection 1 4912 OLD 00 OLD NEW 00 NEW m Select only with pay codes Skip Freq Sele
185. 12 Name CALIFORNIA DEPARTMENT OF TOTAL Object STATE OF CALIFORNIA E D D TOTAL Object TOTAL Goal SCHOOL DISTRICT TYPE 1 Fund CPUG Name QUINTESSENTIAL SCHOOL SYSTEM QUINTESSENTIAL SCHOOL SYSTEM QUINTESSENTIAL SCHOOL SYSTEM MAIN COUNTY OFFICE TOTAL Object THEIRTOWN UNIFIED TOTAL Object TOTAL Goal TOTAL Fund TOTAL DISTRICT Payables number from Payables number from CHILD DEVELOPMENT Payables number from ECONCILIATION REPORT 000000 to 999999 27303 Date from Goal Fd Bdr Sch Resc Y Goal Func Objt Type Liquidated 01 500 400 9018 8 7110 8220 5500 1920 199 27 0 00 01 500 400 9018 8 7110 8220 5500 1920 265 75 0 00 ECONCILIATION REPORT 000000 to 999999 27303 Date from Goal Fd Bdr Sch Resc Y Goal Func Objt Type Liquidated 12 700 700 6055 0 0000 0000 8590 0000 4 284 00 0 00 4 284 00 0 00 12 700 700 0000 0 0000 0000 9515 0000 14 64 0 00 ECONCILIATION REPORT 000000 to 999999 27303 Date from Goal Fd Bdr Sch Resc Y Goal Func Objt Type Liquidated 63 250 500 0000 0 0000 6040 5800 0237 5 980 00 0 00 63 250 500 0000 0 0000 6020 5800 0000 640 00 0 00 63 250 500 0000 0 0000 6040 5800 0000 149 00 0 00 63 250 500 0000 0 0000 6010 5800 0000 3 40 0 00 6 772 40 0 00 63 250 500 0000 0 0000 6050 8699 0257 195 00 0 00 195 00 6 967 40 6 967 40 885 627 41 Copyright O QSS 2011 01 07P 04 17 to 4 i
186. 129 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Re compute Deduction Amounts from the New Rate Table PDR100 NOTE This section is for sites using the Enhanced Payroll System PDR100 is an alternative method for making mass updates to Voluntary Deductions that can be used instead of Submit Deduction Mass Change DEDCSB NOTE To follow these instructions you need to understand how Deduction Tables work This Fiscal Year Transition Manual does not attempt to explain the topic of Deduction Tables See the section titled Master File DR Deduction Tables under Update Per Pay Master Files in the QSS OASIS Enhanced Payroll Manual for a detailed discussion of Deduction Tables Purpose The instructions for updating rate tables with Re compute Deduction Amounts from the New Rate Table PDR100 focus on the following areas Deduction Tables and Re compute Deduction Amounts from the New Rate Table PDR100 Steps in Procedure Example of Update Process Deduction Tables and He compute Deduction Amounts from the New Hate Table PDR100 7 130 Re compute Deduction Amounts from the New Rate Table PDR100 allows you to make mass updates to the Voluntary Deduction amounts based on changes to Deduc tion Tables These tables are an optional master file that allow you to define the max imum employer paid amount for plan codes in plan mode or for Bargaining Units in bargaining unit mode
187. 2 acme Products Inc Discount 2 00 X Fd Bdr Sch Resc Y Goal Func Objt Type 01 000 000 0000 0 0000 0000 4310 0000 01 000 500 0000 0 0000 0000 4300 0000 01 000 200 0000 0 0000 0000 4300 0000 Status Date Invoice Description Liquidate Original Amount Status 226 94 226 94 F 280 00 280 00 P 356 65 356 65 P Discount Payment Flag Discount Net 1 14 2009 Make a partial payment 100 00 100 00 N 100 00 5 1 2008 Payment 2 5 1 2008 Payment 3 5 1 2008 Payment 84 Yr 2009 Dist 07 Site 1 5 1 2009 11 56 47 Figure 4 14 Dialog box for adding changing deleting and inspecting PO payments 4 20 Copyright O QSS 2011 05 2011 Step 2 Assigning Payment Action Codes PO Payments PO To inspect payments for an account 1 You can use VCR icons to display the payments for a different account line Display payments for the first account Display payments for the last account Display payments for the previous account Display payments for the next account If you have added or changed payments press the ha Save and Stay F9 icon to save your changes before clicking one of the VCR buttons 2 In the list of accounts for the PO double click an account to display all of the pay ments already made for the account Amount Status 270 17 270 17 Fd Bdr Sch Resc Y Goal Func Objt Type Original 01 000 000 0000 0 0000 0000 4300 0000 Figure 4 15 List
188. 2 Inspect Option for Set Up Receivables for Next Year ARSO10 5 1 8 Copyright QSS 2010 05 2010 GLAR Accounts Receivable No Invoicing Window Traditional Screens Report Screen Figure 5 23 illustrates the screen that is displayed after you select the report option This screen allows you to produce a Receivables Transaction Report ARS100 This report is a proof list of estimated receivables that you have created with Set Up Receivables for Next Year ARSO10 District 65 Setup Receivables for next year QSS 0ASIS Option for help J Report title Date Fron Receivable Fron Reference From Vendor Fron PO Fron Sort by Date receivable number Receivable number Reference number Vendor number PO number Start Previous Exit ver Screen to Hain Figure 5 23 Report Option for Set Up Receivables for Next Year ARSO10 Post Cash Against Receivables from the Prior Year ARS020 Option Screen Figure 5 24 illustrates the screen that is displayed after you select Post Cash Against Receivables from the Prior Year 5020 from the Menu System Select an option as described below 05 2010 Copyright QSS 2010 5 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 5 20 District 07 Post Cash against Receivables from the prior year 1885 08815 Option for help F ARS020 00 09 compiled 12 14 99 10 30 Option St
189. 20 actuals models or up to 20 budget models You can also select whether to clear the target budget model before transferring or merging the transferred accounts and amounts with the target budget model Accounts tab Select the accounts to include on a report or process by account masks and 3 38 field ranges This tab is the same for every report Copyright QSS 2011 05 2011 Transfer Selected Budgets to Budget Development BDE005 Main Selection Tab Main Selection Tab Figure 3 46 illustrates the Main Selection tab for the Transfer Selected Budgets to Budget Development BDEOOS5 window Transfer Selected Budgets to Budget Development BDEOO5 07 QSS DEMONSTRATION DISTRICT ssvoasis c 8 0 File Options JOO 9 Main Selection Accounts Transfer Selected Budgets to Budget Development District 07 055 UNIFIED SCHOOL DISTRICT SouceFY 08 d 0 TagetFY 1 rT Move account details Transfer accounts if amt is zero Set dollars in target model to zero If acct exists in target model N No erase FTE 0 set to zero in target Rounding rule N No rounding GLDSYS Accounts D Open Source Model Default Usersec Y Yr 2008 Dist 07 Site 1 4 9 2008 22 19 Figure 3 46 Main Selection tab for the Transfer Selected Budgets to Budget Development BDEO05 window Sample Copy from Budget dev or Gidsys to
190. 2011 05 2011 Transfer Selected Budgets to Budget Development BDE005 Traditional Screens 65 Y1 District 055 0 515 Budget Development Choose a function key Help Report Budget Budget Conp Bdg Return Screen Actuals Actions Report to Henu Percent Help Next Resynch TFR to Return Adjust Keys Models j Dev Actl to Menu Figure 3 47 Budget Development Main Screen BDE000 Press lt Next Keys gt then press lt TFR to Bud Dev gt Figure 3 48 illustrates the screen that displays after you press the lt TFR to Bud Dev gt function key District 07 Transfer Selected Budgets to Development Budget Qss 0aSIS Press F2 for expanded help m D Deve lopment W GL Working R GL Revised A GL Approved X Dev Actuals H H 7 H H f H H 7 H H Target FY Target Mog el Select accounts f Move account details Transfer accounts if amount is zero Source Source FY Source Hodei ptions n 8 Y N Y N Set dollars in target model to zero Y N If account FTE 0 1 2 3 BDE005 Start Over H 00 Help 15 compiled 11 03 04 exists in target model FTE set to zero in targe Preserve FTE in target Erase target FTE Copy Preserve FTE in target Rounding rule N GLDSYS Accounts 13 A Erase S Erase selected N No erase FTE of new accounts will be zero TE values from source to target FTE of new accounts added from source
191. 2011 Copyright QSS 2011 7 4 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 07 QSS DEMONSTRATION DISTRICT 1754 PX0100 H 00 00 10 29 PAGE 1 SAMPLE FOR DOCUMENTATION Numeric Sort Payroll Voluntary Deductions Abbreviation FOUNDATION HELATH PLAN REGAL DELTA DENTAL PLAN CALIFORNIA VISION PLAN NATIONAL BANKERS LIFE ASSUR RELIABLE LIFE INSURANCE COLONIAL LIFE amp ACCI INS PROVIDENCE LIFE INS CO NATIONAL LIFE OF KANSAS NATIONAL TRUST AND LIFE FARMERS DISABILITY CONTINENTAL CASUALTY ACC LIFE WASHINGTON NATIONAL LIFE INSUR PROVIDENCE INCOME PROTECTION AMERICAN FIDELITY ASSURANCE CO CALIFORNIA CASUALTY KAISER FOUNDATION HEALTH PLAN STATE AND FEDERAL CREDIT UNION FSP HEALTH PLAN TAKE CARE CHILDRENS HOSPITAL CHARITY FUND MEDICAL MANAGEMENT CORP UNITED OF OMAHOA LIFE INC UNITED ATLANTIC LIFE USAA LIFE INSURANCE CO TWENTIETH CENTURY INVESTORS UNITED OLYMPIC LIFE INSURANCE WESTERN NATIONAL LIFE INS CO WESTERN LIFE INSURANCE CO VARIABLE ANNUITY LIFE INS CO PACIFIC COAST LIFE AND CASUALTY VANGUARD FIDUCIARY TRUST CO WASHINGTON NATIONAL INS CO Copyright O QSS 2011 FNDATION REGAL DENTAL VISION NAT LIF REL LIFE CL LF AC PROV LIF NAT KAN NAT TRU FARM DIS CONT CAS WASH NAT PROV IP AM FIDEL CAL CAS KAISER CREDUN FSP TAKECARE CHILD CHARITY MEDMAN UNITED UNATL USAA LIF TWEN CEN UNI OLYM W NATL WEST LIF VAR AL PC LIFE VANG FID WN NATL
192. 24 00 40 00 480 00 0 00 0 00 0 00 Longevity base date 03 22 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 6 67 8 00 0 00 0 00 0 00 0 00 0 00 0 00 AD Totals VAC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS Before 119 36 116 00 162 00 270 00 3 240 00 0 00 0 00 0 00 After 179 04 178 00 162 00 270 00 3 240 00 0 00 0 00 0 00 05 2011 Traditional Software For the traditional software Request Absence Accrual Report ABTO0OO allows you to launch the Accrual Process ABT400 The boxes on the traditional screen are the same as for the QCC version though the layout of the screen is different For details see Chapter 6 of the QSS OASIS Absence Tracking Manual Copyright O QSS 2011 10 17 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking District 07 Request Absence Accrual Report ass oasis Control date Start date EMIIFAEEE End date Include terminated employees 0 Ry I eave For month Roll code Include I i gt Leave groups Exclude E All A For month Schedule code Reporting Options Report only Detail T Update and report D Leave group Alpha Report title THES S Eu dH mm M Start Print Help Select Save Launch Return Over Screen Preset Preset Accrual to Menu Figure 10 7 Request absence Accrual Report ABTOOO Totals only Detail an
193. 251 000111 000106 Joe s Construction Co Y Goal Func Objt Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 1000 2700 6100 0030 305 00 305 00 Invoice Total 305 00 305 00 000242 06 30 2000 000252 000112 000106 Joe s Construction Co Resc Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 0000 0000 8681 0000 500 00 500 00 01 000 000 0000 0 0000 0000 8681 0000 500 00 500 00 Invoice Total 1 000 00 1 000 00 Customer Total 21 089 00 21 089 00 Department Total 21 089 00 21 089 00 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accrual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report _Invoice Amount Received Amount Accrual Balance District Total 22 089 00 0 00 22 089 00 5 52 Copyright QSS 2010 05 2010 Changing Sales Tax Rate Differentials Tax Jurisdiction Master File Changing Sales Tax Rate Differentials If the sales tax rate for your tax jurisdiction changes there are four areas in the QSS software that will reflect that change Warehouse Parameter Master File SSUPDT in the Stores System Use tax rate differentials in the Vendor Master File VEUPDT in the Accounts Payable System Purchase Order PXENCM program option record Tax Jurisdiction Master File in the Invoicing Billing Management IBM System as described in the following subheading Note that the timing of any sales tax changes likely will not be at the change of t
194. 2P2P2P 2222 22202 BR BdgtRespons 2 2 222 222 2272 222222222 2 229 9 22202 SI Site School 9 00902 2 222222222299 99999 RS Resource 9 90992 2222222222229 22202 YY Project Year 97 7 9 2 9 2229 2229 2229 2222 PG Program Goal FN Function OB Object Field Range Field Range Field Range a NS ECC CY Start Previous Launch Return Over Screen Report To Menu Figure 4 69 Request Payables Financial Report Screen Screen 2 of 2 To launch the report select account masks and field ranges then press lt ENTER gt and lt Launch Report gt Payables Reconciliation Report PCL510 YOU MUST BE LOGGED ON TO 1 TO RUN THIS REPORT EVEN THOUGH THE PAYMENTS WERE MADE IN Y2 Purpose The Payables Payments Transactions PCL200 report lists the Set Up Payables EP transactions for Y1 that are defined on the Accounts Payable window This report lists the following amounts for each liability the set up amount paid amount liquidated amount balance and amount by which the payments is over or under the set up amount 4 68 Copyright QSS 2011 05 2011 Running Payables Reports Payables Reconciliation Report PCL510 Table 4 20 Tabs for the Payables Reconciliation Report PCL510 window TAB PURPOSE Main Selection Select the range of payable numbers to report and report type Sort Break Select the account fields for sorting the report If you do not specify a sort order the report sorts
195. 350 2 472 00 79 00 2 393 00 010315 6 30 2001 3 010017 00 1 Excess C 01 220 500 0050 0 5100 0000 8710 1835 9 456 00 13 463 00 4 007 00 010316 6 30 2001 Inv 4 010023 00 1 Excess C 01 220 500 0050 0 5001 0000 8710 0493 46 495 00 45 359 00 1 136 00 010317 6 30 2001 4 010023 00 1 Excess C 01 220 500 0050 0 5200 0000 8710 0350 13 377 00 350 00 13 027 00 010318 6 30 2001 Invi4 010023 00 1 Excess C 01 220 500 0050 0 5100 0000 8710 1835 70 924 00 90 205 00 19 281 00 010319 6 30 2001 5 010022 00 1 Excess C 01 220 500 0050 0 5001 0000 8710 0493 28 490 00 27 797 00 693 00 010320 6 30 2001 Inv 5 010022 00 1 Excess C 01 220 500 0050 0 5200 0000 8710 0350 2 181 00 59 00 2 122 00 010321 6 30 2001 5 010022 00 1 Excess C 01 220 500 0050 0 5100 0000 8710 1835 10 402 00 16 156 00 5 754 00 010322 6 30 2001 Inv 6 010020 00 1 Excess C 01 220 500 0050 0 5001 0000 8710 0493 187 769 00 187 769 00 010323 6 30 2001 Inv 6 010020 00 1 Excess C 01 220 500 0050 0 5200 0000 8710 0350 51 182 00 51 182 00 010324 6 30 2001 Inv 6 010020 00 1 Excess C 01 220 500 0050 0 5100 0000 8710 1835 156 032 00 156 032 00 010325 6 30 2001 Insurance Pymnt 01 860 302 2500 0 3110 1000 5600 0000 1 282 27 1 282 27 010326 6 30 2001 Refund on Overpymnt 01 270 110 0000 0 0000 8220 5500 1920 10 19 10 19 The OVER UNDER column is the difference between the estimated and actual receipts for a closed receivable one which has had a final payment posted The BALANCE column indicat
196. 360 00 0 00 0 00 0 00 Service year Y1 After 15 00 18 00 18 00 30 00 360 00 0 00 0 00 0 00 Longevity base date 09 30 93 FTE 0 7500 0 7500 0 7500 0 7500 0 7500 1 0000 1 0000 1 0000 Accrual 5 00 6 00 0 00 0 00 0 00 0 00 0 00 0 00 000 000 0000 MAX PLANCK Before 13 34 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 20 01 24 00 24 00 40 00 480 00 0 00 0 00 0 00 Longevity base date 10 30 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 6 67 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 MAUD POWELL Before 13 34 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 20 01 24 00 24 00 40 00 480 00 0 00 0 00 0 00 Longevity base date 04 03 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 6 67 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 GIAOCCHINO ROSINI Before 16 00 8 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y2 After 24 00 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Longevity base date 09 15 88 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 8 00 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 GEORGE SANTAYANA Before 13 34 16 00 0 00 0 00 0 00 0 00 0 00 0 00 Service year Y1 After 20 01 24 00 0 00 0 00 0 00 0 00 0 00 0 00 Leave base date 07 01 92 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 6 67 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 JONATHAN SWIFT Before 13 34 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year 1 After 20 01 24 00
197. 4 Defining Fiscal Year Control Master File FCUPDT 6 5 Running Fiscal Year Maintenance Program STRYRE 6 11 Running Back Issue Resolution BIUPDT 6 13 Resynchronizing Stores Counters RC1100 6 17 Setting Stores Odometers ke NER dey Meee toes et er ds 6 20 Changing Sales Tax Rate Differentials _ 6 21 Chapter 7 Tasks Related to Payroll System OVELVIGUP exu AI E MA AM 7 1 Creating New Pay Schedules PPOOTO 7 2 Contents 2 Copyright QSS 2011 05 2011 QSS OASIS Fiscal Year Transition Training Notes Table of Contents Creating New Deduction Schedules PP0010 7 11 Creating New Payroll Bonus BC Codes 7 19 Creating New Position Control Bonus PB Codes 010 7 29 Linking Pay Schedules and Deduction Schedules to Districts PXLINK 7 39 Reviewing and Updating California Retirement Setup TXR010 7 45 Reviewing and Updating PERS TXROIO 7 50 Reviewing and Updating STRS TXROIO 7 55 Creating New Payroll Names PDAYNAM eee eee eee 7 60 Rolling Selected Pay Lines to New Year P
198. 4 00 416 75 430 75 1 80 1 00 2 80 PIGGY MISS 000 00 0000 CL 06 01 1989 06 01 1989 Y Y Y AP L 1 0000 100 00 100 00 Package BL BLUE CROSS CLASSIFIED COMPLETE Level E EMPLOYEE ONLY Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E EMPLOYEE ONLY 0 00 L 163 25 L 163 25 DDCL DELTA DENTAL CLASSIFIED E EMPLOYEE ONLY 7 86 L 31 46 L 39 32 TE CONNECTICUT MUTUAL BLE 099 SS 1 1 4 VISL MSIA VISION FUND CLASSIFIED C pyright OURS SH QNLY 2 00 L 10 00 L 12 089201 0 Totals 9 86 204 71 214 57 0 30 0 90 1 20 Request Benefit Recalculation BM0850 Window Purpose The previous report revealed some errors as shown in the following error report The error report is generated automatically at the same time as the recalculation report and has the same job number It shows what needs to be changed before the actual recalculation should be done 65 QSS Unified School District Benefit Management Recalculation Errors J933 BM0855 H 00 02 01 09 01 PAGE 1 FOR ANN Employee Name SSN Error SKYWALKER LUKE 000 00 0000 Cannot calculate FTE No positions on file for request year SMART MAXWELL 000 00 0000 Cannot calculate FTE No prime position on file for requested year and date SOLO HAN 000 00 0000 Cannot calculate FTE No prime position on file for requested year and date Sample Recalculation Report After a Roll Over The following report illustrates the new premium
199. 40 500 0000 0 0000 7530 4300 0563 315 32 100 00 215 32 9209 010017 WHARTON SCH INS 14 01067 01 280 500 0000 0 0000 7340 5800 1275 2 516 00 0 00 2 516 00 9209 010018 EL SUD COE 14 01070 01 240 500 0000 0 0000 7570 5800 1878 11 40 0 00 11 40 9209 010019 LOS ALIMOS SD 01052009402 01 210 500 0000 0 8600 0000 8689 1917 45 00 0 00 45 00 9209 010020 EL GRANADA DEL SUD SD 63 250 500 0000 0 0000 6040 8699 1770 187 50 0 00 187 50 9209 010021 PINE VALLEY HIGH SCHOOL 01 240 500 0000 0 0000 7570 5800 1878 11 40 0 00 11 40 9209 010022 NORTH VALLEY USD 01 012 500 9018 0 5050 2160 5800 0263 3 265 85 0 00 3 265 85 9209 5 28 Copyright QSS 2010 05 2010 Running the Open Receivables Report ARS300 Traditional Screen 05 2010 Traditional Screen The following figure illustrates the traditional screen for launching the Open Receivables Report ARS300 District 07 Request Open Receivables Report QSS 0ASIS Report title E Receivable From to Sort by J 1 Receivable number Reference number ARSSUB H 00 03 compiled 06 06 00 0001 Stream ARS3008ST Start Help Start Launch Exit Over Over Report Figure 5 31 Launch Screen for Open Receivables Report ARS300 Copyright QSS 2010 5 29 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Running the Receivables History Report ARS400 Purpose The Receivables History Report ARS400 provides a complete history of
200. 5 00 125 00 BALANCE 0 00 010103 06 30 2001 CONSULTING EXPENSES REIMB 01 240 500 0000 0 0000 7570 5800 1878 8 00 97 TOTALS 8 00 BALANCE 8 00 010104 06 30 2001 EL FARO SD 2 97031 01 100 500 0001 0 8600 2150 8699 1870 40 00 97 1 07 15 2001 PARTIAL PAYMENT 20 00 98 2 07 30 2001 REVISED FINAL PAYMENT 15 00 5 00 8699 98 TOTALS 40 00 35 00 5 00 BALANCE 0 00 010105 06 30 2001 EL FARO SD 2 97010 01 210 500 0000 0 8600 0000 8689 1515 137 50 97 1 07 15 2001 PAYMENT IN FULL 137 50 98 TOTALS 137 50 137 50 BALANCE 0 00 010106 06 30 2001 EL NINO USD 202 01 140 500 0002 0 8600 0000 8699 0023 500 00 97 1 07 15 2001 PARTIAL PAYMENT 250 00 98 2 08 15 2001 REVISED FINAL PAYMENT 300 00 50 00 8699 98 TOTALS 500 00 550 00 50 00 BALANCE 0 00 010107 06 30 2001 EL NINO USD 3 97018 01 270 500 0000 0 5001 3600 8676 0480 210 80 97 1 07 15 2001 PAYMENT IN FULL 210 80 98 TOTALS 210 80 210 80 BALANCE 0 00 010108 06 30 2001 EL NINO USD 3 97021 01 270 500 0000 0 5001 3600 8676 0480 316 20 97 1 07 15 2001 PAYMENT 1 100 00 98 2 08 15 2001 FINAL PAYMENT 216 15 0 05 8676 98 TOTALS 316 20 316 15 0 05 BALANCE 0 00 Traditional Screen Figure 5 33 illustrates the launch screen for the Receivables History Report ARS400 for the traditional version 05 2010 Copyright QSS 2010 5 3 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 5 32 District 07 Request Rec
201. 5 DEMONSTRATION DISTRICT 0955 0455 EAR File Options uo 9090602597 Accounts Note Sort settings configured on this tab are only used with Primary Sort selection 1 Account Sort Sequence r 1997 Dist 07 Site 1 10 22 2008 22 23 Figure 4 5 Sort tab for the Purchase Order Payment Transactions PORSUB window Figure 4 6 illustrates the Edit Sorts and Rollups dialog box for defining the sort rollup and page break options for a report For reports you can define a Sort Sequence that includes up to 9 account fields The Rollup Level and Page Break boxes display for the reports that allow you to select those options Table 4 10 Toolbar icons for the Edit Sorts and Rollups dialog box ICON DESCRIPTION KEYBOARD ACTION Print Screen F11 Print a graphic image of the dialog box on the default Windows printer for your PC Return F2 Close the dialog box and update the sort and break options on the Sorts Rollups tab Cancel F12 Close the dialog box without updating the sort and break options on the Sorts Rollups tab Reset SHIFT F 1 Blank out all of the options in the dialog box x w 05 2011 Copyright QSS 2011 4 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Edit Report Sorts and Rollups goxo Sequence Rollup Level PageBreak FD Fund X RS Resource I m BAT Sb 6 1
202. 5 of the QSS OASIS Accounts Payable Manual NOTE Figure 3 39 illustrates the standard function keys for this screen If a function key is not displayed on your screen your security profile does not allow access to that function 05 2011 Copyright QSS 2011 3 33 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Account Maintenance QSS OASIS Year Y2 Choose a function key FIO02AC H 00 01 compiled 03 26 98 20 05 GS YO00YYYY OPTIONS Change Open Close Reports Return Info Account Account To Menu Figure 3 39 Account Maintenance Screen ACUPDT Open Accounts Option Screen District 07 Open Account Option 088 0ASIS Year 2 District Fd Sch Resc Y Goal Func Objt oO 01 500 400 0000 0 0000 0000 5800 0000 Fs X Options Back Continue Return Up To Menu Figure 3 40 Open Account Option Screen 1 of 2 3 34 Copyright QSS 2011 05 2011 Manually Entering Each Account Through Account Maintenance ACUPDT Traditional Screens District 07 Open Account Option 0S5 0ASIS Year Y2 District Fd Bdr Sch Resc Y Goal Func Objt Type oO 01 500 400 0000 0 0000 0000 5800 0000 Pseudo code Rollover flag Description State Code This account is not on file This account is not on filo Options Back Continue Return Up To Menu Figure 3 41 Open Account Option Screen 2 of 2 Change Info Option Screen District 07 Change Info Opt
203. 600 4300 0620 676 00 5 837 E 161 01 270 500 7270 0 5001 3600 4300 1510 4 396 00 3 5 197 801 01 270 500 7270 0 5001 3600 4300 1890 1 420 00 T 1 459 39 01 270 500 7270 0 5001 3600 5710 1965 4 664 00 4 707 2 181 01 270 500 7270 0 5001 3600 5710 2120 974 00 2 387 974 1 413 01 270 500 7270 0 5001 7205 7320 0840 138 788 00 x 135 487 138 788 3 301 01 270 500 7270 0 5001 8210 7325 1205 43 506 71 44 264 20 956 23 308 01 270 500 7270 0 5001 8220 7325 1205 43 493 66 44 251 20 950 23 301 01 270 500 7270 0 5001 8230 7325 1205 43 493 63 44 251 20 950 23 301 01 270 500 7270 0 5001 8700 7310 1724 109 188 00 a 109 188 54 594 54 594 Adjustments to GL accounts Estimated income 9810 16 576 00 Estimated expense 9820 142 717 00 Fund balance 9790 126 141 00 The report groups accounts by balance sheets groups fund resource and project year for California SACS At the conclusion of each balance sheet group the report pro vides a summary of the adjustments to the following budgetary control accounts Estimated income 9810 summarizes the net change to budgets for revenue accounts positive number is a net increase and negative number is a net decrease Estimated expense 9820 summarizes the net change to appropriations for expense accounts positive number is a net decrease and a negative number is a net increase Fund balance 9790 represents the net effect of 9810 and 9820 A negative numb
204. 8 Tasks Related to Position Control and Personnel Optional Work Calendar Mapping Table 8 5 Summary of commands for the code selection dialog box COMMAND MENU ICON KEYBOARD PURPOSE Cancel Close File x F12 Close the dialog box without pasting the selected codes into the launch window Return Options Ctrl R Close the dialog box and paste the selected codes into the e launch window Clear Options Dp Shift F1 Remove all of the selected codes from the list on the right side of the dialog box Sort By Alpha Options 4 Sort the list of available codes by their description rather AX than their code value Print Screen Options F11 Print a copy of the dialog box on the default Windows g printer for your PC 8 34 Mapping work calendars is useful when you have created custom calendars in order to deal with employee position assignment changes during a fiscal year and you want the employee s position assignment to return to the generic work calendar for similar positions during the ensuing fiscal year To use this feature before you run PP0800 to roll positions and assignments to the new year you set up the PPO800 DATA QSSUSER control file where is set to your two digit district number to map the custom calendar back to the generic calendar for the new fiscal year For example if you want an employee assigned to custom work calendar 1001 to revert to generic work calendar 1000 when the rollover process is exec
205. 85 Vendor Records 01 600 110 6500 0 5110 1000 4300 3760 970105 005885 Vendor Records 01 600 110 6500 0 5110 1000 4300 0000 970106 005885 Vendor Records 01 800 500 4230 0 4760 2490 4300 0000 Traditional Screens This heading illustrates the traditional screens for launching the Established Liability Financial Report PCL500 For details see Chapter 11 of the QSS OASIS Accounts Payable Purchasing Manual District 07 Request Payables Financial Report 055 0 515 Report title Select Accounts Y N Print liability payroll and benefits Y N If Y es enter payroll dates to extract EE gt o O NN 5 5 sort Sequence E NM PPPS Choose from FD Fund BR BdgtRespons SI Site School RS Resource YY Project Year PG Program Goal FN Function OB Object TY Type PCLSUB H 00 09 compiled 05 20 09 08 55 24 0004 Stream file PCLSO0ST Start Help Start Launch Return Over Over Report to menu Figure 4 68 Request Payables Financial Report Screen Screen 1 of 2 05 2011 Copyright QSS 2011 4 67 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Fill in this screen then press ENTER and Launch Report to go to the second screen District 07 Request Payables Financial Report ass OASIS Report title ae are Include liability payrolls If yes then 1 Sort Break Sequence Field Sort Selection Items FD Fund TY Type 22 22 2 22 2 2222 2 2222
206. 920 Year 09 Dist 07 QSS DEMONSTRATION DISTRICT QSS OASIS File Options ti Main Selection Accounts Posting Date 06 30 2008 v Invoice Date 06 30 2003 v Invoice Description Select Purchase Orders Dated _ _ M v Update N Yr 2009 Dist 07 Site 1 6 16 2009 14 37 Figure 4 31 Main Selection tab for the Close Out Open Purchase Orders PCL920 window Report Sample 07 QSS DEMONSTRATION DISTRICT PO Disencumberance Report PCL920 H 01 00 03 27 09 PAGE EOY MASS CLOSE Prelist Vendor Name Fd Bdr Sch Resc Y Goal Func Objt Type Amount PO Date Acme Products Inc 01 000 000 0000 0 0000 0000 4300 6666 11 11 2007 Aggressive Accounting 01 800 500 4230 0 4760 2490 5710 0256 5 03 09 2008 Aggressive Accounting 01 600 110 6500 0 5110 1000 4300 1892 03 09 2008 John Dough Enterprises 01 000 000 0000 0 0000 0000 4310 1234 91 06 30 2008 John Dough Enterprises 01 000 000 0000 0 0000 0000 4300 6666 91 06 30 2008 John Dough Enterprises 01 010 500 0000 0 8600 7150 5300 0215 75 07 01 2007 John Dough Enterprises 01 010 500 0000 0 0000 7150 5300 0215 87 80 07 01 2007 John Dough Enterprises 01 010 500 0000 0 0000 7150 5800 1140 442 00 07 01 2007 John Dough Enterprises 01 010 500 0000 0 8600 7150 5800 1140 441 00 07 01 2007 John Dough Enterprises 01 010 500 0000 0 0000 7150 5800 1140 459 00 07 01 2007 Total 7 916 623 45 4 34 Copyright QSS 2011 05 2011 Step 5 Closing
207. ASIS Benefits Management Manual District 65 Benefits Management Recalculation Program 088708815 Becalculation Parameters Report Title Sort 1 Barg unit 2 Employee name Run Mode 1 Update Report 2 Report only Update Locked FTE s for year Update Locked Employee Amounts Update Locked Employer fmounts Start Date Selection Parameters Bargain Unit Benefit Status Package Level Plan Level Section 125 Primary Jj ae eee Start Help Read Save Refresh Launch Return Over Preset Preset Screen Job to Menu Figure 11 12 Recalculation Program Screen 05 2010 Copyright QSS 2010 1 1 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management 1 1 20 Copyright QSS 2010 05 2010 Chapter 12 Tasks Related to Job History Overview This chapter deals with only one step in the fiscal year transition process that of cre ating job history records Creating Job History Records JH0900 Purpose of Program The Create Job History Records JH0900 window launches a batch process that loads job history records for your district Each time this job is run you select the fis cal year for which to create job history records The batch program reads through all position assignment records for that year then uses them to create job history records that are displayed on the Job History JH form of the Employee Maintenance win dow and prin
208. BCTDG TABLE DEGREE BASED Level Amount Bonus Amount Bonus code 100 00 300 00 400 00 PBTM MONTH BASED TABLE BCTM BCTM MONTH BASED TABLE Month Percent Bonus Percent Percent Bonus code 12 1 0000 2 0000 3 0000 48 4 0000 5 0000 PBTY TABLE YEARS TBL YRS BCTY BCTY TABLE YEARS FROM PC Percent Bonus Percent Percent Bonus code 1 0000 2 0000 3 0000 BCTM MO TBL 4 0000 5 0000 6 0000 7 0000 8 0000 9 0000 10 0000 11 0000 12 0000 13 0000 14 0000 15 0000 16 0000 17 0000 18 0000 05 2011 Copyright QSS 2011 7 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System QCC Version of PB Codes There is also a QCC version of PB Codes See the QSS ControlCenter Guide for details about using QCC To open the QCC version in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below QSSControlCenter 12 QSS DEMONSTRATION DISTRICT Q File View Go Help Window 55 0 x Print Manager Job Menu Utilities gt Student Fixed Assets Human Resources d HRReport Job Selector System Admin gt Personnel Downloader Finance gt HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM A gss oasis Ts QSSControlCenter 12 QSS DEMONSTRATION DISTRICT File View Go Help
209. BDE008 The following figure illustrates the screen that displays after you select Budget Development BDEO000 from the Menu System District 65 Budget Devel opment ass OASIS Year Yi Choose a function key BDEOOO H 00 13 compiled 07 27 00 14 43 12 Opt YL4AYYYYYY YYY Report Budget Budget Comp Bdg Return Screen Actuals Actions Report to Menu Percent Help f j Resynch TFR to TFR to TFR to Return Adjust A Models Bud Dev Gen Ledg Dev fictl to Menu Acct Fld Help Next Benefit TFR Enan FR Beg Return HapHaint Keys Haps Bals2DevpBals 261 to Menu Figure 3 72 Budget Development Main Screen BDE000 To access the launch screen for this new program press lt Next Keys gt twice to move to the third level of function keys on the main Budget Development screen Press lt TFR End Bals2Dev gt Copyright QSS 2011 05 2011 Beginning Balances via Budget Development Traditional Screens District 07 Copy Ending balances to Budget Devel opment Q55 06SIS Clear model Include unapproved transactions Rounding rule N o round D nearest dollar Select accounts U p to next dollar T runcate Target year Hodel Source From date To date BDE008 H 00 00 compiled 05 15 00 34 09 Start Help Launch Return Over Continue to Main Figure 3 73 Launch Screen for Copy Ending Balances to Budget Development The account and field range boxes displays after you type Y in Select Accounts and pres
210. Beginning Balances O55 0A81S Option H for help F BBUPDT H 00 02 compiled 02 24 98 23 12 Option 00 Start Back Exit Over Up To Menu Figure 3 67 Option Screen for Update Beginning Balances BBUPDT 3 60 Copyright QSS 2011 05 2011 Manually Entering Accounts Through Beginning Balance Update BBUPDT Traditional Screen Edit Report Sorts and Rollups BOX Sort Sequence Rollup Level Page Break FD Fund RS Resource X 11 E Bu Eb I I Figure 3 66 Edit Sorts and Rollups dialog box Figure 3 68 illustrates the screen that is displayed after you select the U Option update 05 2011 Copyright QSS 2011 3 6 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Beginning Balance Update 88 0655IS5 District 07 O88 Unified School District Fd Bdr Sch Hesc Y Goal Func Ubjt Type 01220500000000000000093400000 gt Debit Credit Pseudo Code Rollover Flag Description State Code e ae ene ree Back 10 Account E Ed Option Lookup EC Figure 3 68 Select Account for Update Beginning Balances BBUPDT Figure 3 69 illustrates the screen for entering the beginning balance after you type an account and press ENTER District 07 Beginning Balance Update 098708818 District 07 08565 Unified School District Fd Sch Resc Y Goal Func Objt Type 01 000 000
211. By 1 Payable Number Exclude Open Payables That Have a 0 Remaining Balance Yy Yr 2009 Dist 07 Site 1 6 16 2009 14 43 Figure 4 61 Main Selection tab for the Open Payables PCL300 window 05 2011 Copyright QSS 2011 4 59 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Sample Open Payables Report The following is a sample Open Payables Report The Setup amount column shows the original amount of the payable DEMONSTRATION DISTRICT Open Payables J1696 PCL300 H 00 00 09 23 98 PAGE FROM 000000 TO 999999 Vendor Fd Bdr Sch Resc Y Goal Func Objt Type Setup amount Liquidated Balance 970006 008128 01 220 500 0000 0 0000 0000 9514 0000 000000 970007 008154 WHOPPING CRANE FOUNDATION 01 220 500 0000 0 0000 0000 9514 0000 000000 970008 002436 KINSEY FOUNDATION 01 220 500 0000 0 0000 0000 9514 0000 000000 970009 002082 VISION SERVICE INC 01 220 500 0000 0 0000 0000 9514 0000 H 000000 970010 008888 01 220 500 0000 0 0000 0000 9514 0000 gt 5 000000 970011 008154 SF FOUNDATION 01 220 500 0000 0 0000 0000 9514 0000 s 000000 970012 002436 FILMORE MILLARD 01 220 500 0000 0 0000 0000 9514 0000 000000 970013 002082 01 220 500 0000 0 0000 0000 9514 0000 4 000000 970014 008128 GENERAL OFFICE SUPPLY 01 220 500 0000 0 0000 0000 9514 0000 s B 000000 Totals 14 970 56 Traditional Screens This heading p
212. CREATE mode was used positions and assignments were rolled and step advancements were made Traditional Screens 65 QSS UNIFIED SCHOOL DISTRICT SOURCE FISCAL YEAR POSITION ROLLOVER REPORT 20Y1 AUTHORIZED POSITIONS ROLLED JOB CAT JOB CODE LOC EMPLOYEE SS J374 TARGET FISCAL YEAR TO TARGET YEAR START DATE END DATE H 00 00 06 11 Y1 PAGE 73 COMMENTS POSITION NUMBER NAME 964001 TEACHER HOURLY 964002 TEACHER HOURLY 966001 CLASSIFIED EXTRA HIRE 966726 TEACHER STIPEND 967315 TEACHER HOURLY SB1882 967316 TEACHER SUBSTITUTE 971405 AIDE SUBSTITUTE 971430 TEACHER HOURLY 971900 BOARD RECOGNITION 990003 CERTIFICATED EARLY RETIREE CON 999000 CERTIFICATED EARLY RETIREE CON 4000 4000 5300 4300 4300 4500 5000 4000 9000 6000 6000 910200 910200 530020 900130 900130 900131 550031 900140 700020 440010 440010 0064 0064 0066 0010 0076 0076 0010 0010 0007 0099 0099 000 00 0000 000 00 0000 000 00 0000 000 00 0000 000 00 0000 000 00 0000 000 00 0000 000 00 0000 08 01 95 09 01 94 09 01 94 09 01 94 09 01 94 09 01 94 09 01 94 07 01 1991 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 PP0805 20 2 POSITION PLACEMENT 98 0002 01 01 VI 13 01 I 03 01 V 13 01 IV 13 01 II 07 01 VI 13 00 00 Position rolled
213. California in Y 1 Accounts Payable Payment 9510 in California in Y2 The following illustration shows how the general ledger is affected Payables Set Up in Y1 Accounts Payable Setup Expenditure Income 9509 Account DR CR DR CR X X Cash Account 9110 Payables Posting in Y2 Accounts Payable Payment 9510 DR CR Copyright O QSS 2011 DR CR 4 37 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Payables Set Up in Y1 X X Posting Difference Amounts When the amount paid in Y2 is different from the amount set up in the way the difference is posted depends on whether you are operating under California FMAC guidelines or the guidelines from another state FMAC Sites For sites operating under the California FMAC guidelines the difference amount will be posted at the time of final payment to the originating account but in the new year Y2 If the original account has not been created for Y2 it will be created by the system at the time the difference amount is posted Use tax will be posted to the original account as it is paid on both partial and final payments If you want to post the difference amount to an account other than the original account you will need to make a journal entry to move the difference to the proper account The QSS OASIS Core Financial Manual describes journal entries See the
214. Chapter 7 Tasks Related to Payroll System QCC Version of Pay Schedules There is also a QCC version of Pay Schedules See the QSS ControlCenter Guide for details about using QCC To open the QCC version in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below QSSControlCenter 12 QSS DEMONSTRATION DISTRICT Q File View Go Help window Print Manager Job Menu Utilities gt 55 0 ani xi Student Fixed Assets Human Resources d HR Report Job Selector System Admin gt X Personnel Downloader Finance b HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM A gss oasis f af x l QsstontrolCenter 12 QSS DEMONSTRATION DISTRICT File View Go Help Window E Print Manager Job Menu Utilities E Student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader IBL HR Query HR Code Maintenance Absence Tracking mj Requires PP5 a Employee Maintenance Preview Requires NET 2 0 Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM Figure 7 6 Select HR Code Maintenance Y 2 7 8 Copyright QSS 2011 05 2011 Creating New Pay Schedules PP0010 05 2011 QCC Version of Pay Schedules Then s
215. D HEALTH AIDE DIFFERENTIAL HAD HAD IEP IEP NON ADJUSTED SCHEDULE IEP IEP LDPSY LEAD PSYCHOLOGIST LD PSY LD PSY LDPSY2 LEAD PSYCHOLOGIST SPLIT 2 100 LDPSY 2 LDPSY 2 LNURSE LEAD NURSE LNURSE LNURSE LONG10 LONGEVITY 10YR OTBS AIDES OSS LONG10 LONG10 LONG15 LONGEVITY 15YR OTBS AIDES OSS LONG15 LONG15 LONG19 LONGEVITY 19YR OTBS AIDES OSS LONG19 LONG19 MT MA MT MASTERS DEGREE MT MA MT MA MT PHD MASTERS amp PHD MT PHD MT PHD MTSC14 SVC COMP AFTER 14 YEARS COE MTSC 14 MTSC 14 MTSC18 SVC COMP AFTER 18 YEARS COE MTSC 18 MTSC 18 MTSC8 SVC COMP AFTER 8 YEARS COE MTSC8 MTSC8 NASP NASP CERT HIRED BEFORE 7 1 94 NASP NASP ND 10 NIGHT DIFFERENTIAL 10 ND 10 ND 10 ND 9 NIGHT DIFFERENTIAL 9 ND 9 ND 9 OPMA10 OT PT MASTERS DEGREE 10MO OPMA 10 10 OPMA12 OT PT MASTERS DEGREE 12MO OPMA 12 OPMA 12 0250 0500 0250 1 000 00 520 00 800 00 1 500 00 2 000 00 2 000 00 3 500 00 0100 1000 1 000 00 3 000 00 1 500 00 3 000 00 85 00 110 00 130 00 2 000 00 3 500 00 0375 0500 0250 1 000 00 1000 0900 120 00 100 00 MT MT MT MT UU u uUuuu uuUocouUuuUuuuUuUuUuUuuuuuUuUuuUuuuUuvuu uu ZZKKZKKKZZZZZZKKKKKZZZZZZZKKKZ bDb bD ppPPPPPPPEHED BPPPPPPPpPPPpPEHEPP PP PIE 05 2011 Copyright QSS 2011 7 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System QCC Version of BC Codes There is also a QCC version of BC Codes See the QSS ControlCenter Guide for details about using
216. DEMO DISTRICT 82 wee RES Change Accrual Rules Codes By Leave Group Codes 2R CLASSIFIED v Hours Day 8 00 Accrual is in Hours Service Years Codes Y7 Service Years 13 13 Copy From Service Years Bucket Name Page 1 Page 2 RolCode ResetRue ResetVal J AS ONDJFMAMJ Work Calendar o sick aN fe ooo FRPP 02 VACATION AN PERSONAL NECESSITY jan x Ev joo EEE 04 EXTRA PERSONAL NECE AN v sv 000 FRPP PPP PPP f Bap 05 INDUSTRIAL ACCIDENT AN ev ooo TT 06 BEREAVEMENT ev oo vp Ru FEEERERERERERERE IT PAP EREREEREEREBEN IULTO DIFFERENTIAL ez Rx PRP PPP DIC opne e HET EREEEREEREBEE BEIC Audit Information ID 78 Date 08 15 2001 Time 09 04 42 AM Yr 2008 Dist82 Site 1GS W 4 14 2011 1 44 PM x 2 Figure 10 7 version of Accrual Rules Master File with Two Different Reset Rules District 65 Maintain Accrual Rules Qss O0ASIS Leave group 40 Service years 99 Copy from Hours per day 6 00 Name CERTIFICATED Accrual is in DAYS Bucket Accr Carry Max Cale FTE Prob Reset Reset Roll nane rate over accr
217. Day RAW 193 Non work Day NW 173 Special Non work Day SN 0 Fiscal Year jos Code value 0211 dst 0O m Half Day 0 g Paid Holiday PH 0 Customize Hide Codes Using Calendar 211 Days Hrs Day 8 00 Mo Yr 11 25 Payroll Days Mork 193 88 Holiday 8 08 Total 193 88 Contract Dates 09 04 2007 to Calendar Dates 09 04 2007 to 05 30 2008 Merge Holidays July October 07 November February 08 I March June 08 July 07 n y September 07 October 07 Paid Paid Paid 19 00 Paid 23 00 Se pg SUN T WT S MT W Audit Information ID RDAV Date 01 30 2007 Time 03 26 27 PM r 2008 Dist82 Site i GS W 4 21 2011 9 45 PM 4 Figure 8 6 Work Calendar with non work days for July and August Traditional Screens For the traditional software Work Calendar Maintenance PP0035 allows you to maintain Work Calendars This heading provides some screen samples For detailed instructions see Chapter 6 of the QSS OASIS Position Control Manual To see all available options on this screen type H in the Option field and press ENTER A menu of valid options and their codes is displayed in the lower half of the screen see Figure 8 7 8 1 0 Copyright QSS 2011 05 2011 Work Calendars Traditional Screens District 65 Work Calendar Maintenance 055 0 515 Year Y1 Option for Help J Vali
218. E G L District Online Account Balancing Override password Twin Maintain Account String Definition J Start Update Exit Over Figure 3 12 District selection 05 2011 Copyright O QSS 2011 3 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Account String Definition GSS 0ASIS District 07 QSS UNIFIED SCHOOL DISTRICT v2 Field ID Start Size Name C D M FY SIG LINK 01 02 Fund 03 03 BdgtRespons 06 03 Site School 09 04 Resource 13 01 Project vear 14 04 Program Goal 18 04 Function 22 04 Object 26 04 Type ID in i ID D Delimiters Move pom Exit District 07 Field Specification Maintenance QSS OASIS District 07 QSS UNIFIED SCHOOL DISTRICT Y2 Field Number Usage Defined name Size Bal Fund Sub Fund Project Resource Project Year Program Goal Sub Program Function Activity Function Object Object Sub Object School Site School Location Site User Type Fiscal Vear Go To Previous Continue Exit Option Figure 3 14 Field Specifications Maintenance 3 1 0 Copyright QSS 2011 05 2011 Updating District Account Code Structure GLMT02 Traditional Screens District 07 Account Presets ass OASIS District 07 955 UNIFIED SCHOOL DISTRICT 9f 1 2 3 4 1234567890123456789012345678901234567890123456 Account Title S
219. E If you are using the QSS OASIS Budget Development System you can automate the process of setting up the beginning balances for the year TFR Development Beginning Balances to Financial System 00012 allows you to update the beginning balances in the general ledger to match a budget model in the Budget Development System You can launch this process from the third level of function keys in Budget Development BDE000 use Checking Database Capacities Before entering accounts make sure that the AC MASTER and ACCOUNT datasets in the GLDSYS database have adequate room Also check the PPEUDO CODE dataset if you will be entering pseudo codes In most cases doing so requires that you get help from data processing or your system administrator Purpose The Beg Balance Upd BBUPDT tab allows you to define and review the beginning balances for general ledger accounts Use this program at the start of the year to define the beginning balances for accounts like cash revolving cash accounts receiv able stores accounts payable due to other funds deferred revenues and unappropri ated fund balance You can also get a report of beginning balances from the Job Menu window The Beginning Balances Report BBO100 can list the beginning balances sorted by any combination of balance sheet fields NOTE If you are using the QSS OASIS Budget Development System you can automate the process of setting up the beginning balances for the year The Tran
220. E START DATE END DATE PAID 09 01 1999 09 30 1999 09 30 1999 10 01 1999 10 31 1999 10 29 1999 11 01 1999 11 30 1999 11 30 1999 12 01 1999 12 31 1999 12 30 1999 01 01 2000 01 31 2000 01 31 2000 02 01 2000 02 29 2000 02 29 2000 03 01 2000 03 31 2000 03 31 2000 04 01 2000 04 30 2000 04 28 2000 05 01 2000 05 31 2000 05 31 2000 06 01 2000 06 30 2000 06 30 2000 2 EOM10B 10 MONTH SUMMER BENEFITS R EGULAR 10 01 PAYROLL DEFER DATE START DATE END DATE PAID PAYROLL DEFER DATE START DATE END DATE PAID 07 01 1999 07 31 1999 07 30 1999 08 01 1999 08 31 1999 08 31 1999 09 01 1999 09 30 1999 10 04 1999 10 01 1999 10 31 1999 10 29 1999 11 01 1999 11 30 1999 11 30 1999 12 01 1999 12 31 1999 12 30 1999 01 01 2000 01 31 2000 01 31 2000 02 01 2000 02 29 2000 02 29 2000 03 01 2000 03 31 2000 03 31 2000 04 01 2000 04 30 2000 04 28 2000 05 01 2000 05 31 2000 05 31 2000 06 01 2000 06 30 2000 06 30 2000 R EGULAR 05 05 1999 PAYROLL DEFER DATE START DATE END DATE PAID 09 01 1999 09 30 1999 09 30 1999 10 01 1999 10 31 1999 10 29 1999 11 01 1999 11 30 1999 11 30 1999 12 01 1999 12 31 1999 12 30 1999 01 01 2000 01 31 2000 01 31 2000 02 01 2000 02 29 2000 02 29 2000 03 01 2000 03 31 2000 03 31 2000 04 01 2000 04 30 2000 04 28 2000 05 01 2000 05 31 2000 05 31 2000 06 01 2000 06 30 2000 06 30 2000 06 01 2000 06 30 2000 06 26 2000 06 01 2000 06 30 2000 06 28 2000 05 2011 Copyright QSS 2011 7 7 QSS OASIS Fiscal Year Transition Training Notes
221. FTE code value rule value code SICK LV GERENS 5 Jas OND J BEREAVHT S O0 N D PRSNLNEC J A S 0 N D INDUSTRI Gm S 0 N D FAM LV BENT a S N D CN CN IN CN CN usu pe m Select Print Page Page Update Return Option Screen Backuard Forward to Menu Figure 10 1 Traditional Accrual Rules Master File with Two Different Reset Rules 5 If your district wants to discard detail for prior fiscal year s on the system run the Absence Tracking Reset and Balance Forward Process and Report ABT920 win dow along with the option to summarize the totals each employee has for each 1 0 4 Copyright QSS 2011 05 2011 Step by Step Treatment of Absence Tracking bucket This program can be run at the same time you run the Reset program or at any other time WARNING Run the in Report Only mode first check the report after the information is ver ified as correct only then run it in Update mode 6 Run the Absence Tracking Accrual Process and Report ABT400 window while logged into Y2 to accrue leave totals for each employee s buckets If your district accrues leave totals both annually sick leave personal necessity etc and monthly vacation this program must be run twice in July once using the annual rollover code and once using the monthly rollover code TIP Print and save a hard copy of the Update
222. Financial District Maintain Budget Operations Control Record Qss O0ASIS Year Y Status jj D To maintain accounts via detail and updates T To maintain accounts via transfers Approved BRI user ID Revised User ID Revision number 00 Copied from Budget Dev User ID Counter 00 Actuals copied to Budget Dev ee Start Start Update Return over over to menu Figure 3 37 Add Change or Inspect Screen for Maintain Budget Operations Control Record BOUPDT 3 28 Copyright QSS 2011 05 2011 Validating Account Strings 05 2011 Validating Account Strings Overview Each district must have a separate set of validated accounts for each fiscal year before any transactions can be posted A valid or validated account is an open account that can be used for tracking financial activity Each account is linked to a fiscal year and is valid only for that year All transaction programs check the AC MASTER dataset to see if the account number exists in the fiscal year before posting the entry You can validate accounts through ACUPDT Budget Development or via the function keys within either the GL Application window or Budget Transfers BDO2BT subtab on the Budget Maintenance window There are five was to validate accounts in the financial system The following five methods are not mutually exclusive You can use one or more of them Ways to Validate Account Strings There are five ways to validate account
223. Fiscal Year Ml Load Type F full data load R re create M merge Print Job History Detail J SSN Mask M 0 none 1 9 mask L R ExtRef THI Pay Group HROST H 00 07 compiled 01 13 11 Pg 1 1 3 JHOQOOST Pm Control Group Start Help Read Hrite Previous Launch Return Over Preset Preset Page To Menu les Figure 12 2 Create Job History Records JH0900 screen 1 2 4 Copyright QSS 2011 05 2011 05 2011 Chapter 13 Tasks Helated to WEB Tools Overview The WEBTools Accountclass Viewing Groups and Accountclass Entry Groups are defined by fiscal year In previous years there was no process for copying these definitions from one year to another and both groups had to be re established each fiscal year However in October of 2003 a feature was introduced which allows you to easily copy the groups from one year to another as described in the section beginning on page 13 19 This chapter explains how the groups are initially established and how they are copied to another year For more details about WEBTools refer to OSS OASIS WEBTools Administrator s Manual and the QSS OASIS WEBTools User s Manual This chapter covers the following TASK PAGE Setting Up Accountclass Viewing Groups 13 2 Module Navigation 13 2 Purpose 13 3 Accountclass View Group List AVGRPLST 13 4 Accountclass View Group Update AVGRPSHW 13 6 Setting Up Account
224. Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management Request Benefits Management Roll Over BM0800 Window Purpose The Request Benefits Management Roll Over BM0800 window allows you to globally transfer the employee benefit information on the Benefits Management form of the Employee Maintenance window from one plan year calendar fiscal or other to the next The advantages to using this program are that it saves you from having to re type all the employees benefit information every year and it preserves the previous year s information for your records The Benefits Management Roll Over Report 0805 lists the results of this operation The process works in two stages First it takes the current active benefits record and attaches an exit date for current amounts Then it creates a new record from the next day onward You can use the first stage without the second stage by selecting Inactivate only as the update mode Alternatively you can use both stages of the Roll Over Program by selecting Roll Over as the update mode The Inactivate only update mode does the first half of the roll over by ending the current benefits record with an exit date but it does not then create a new record for the next time period This mode can be used to end participation in the district s benefit program for those employees who have been identified by their Benefit Status code as being terminated It can also be
225. GE Alloc Employee Employer ation Percent Percent 100 00 Empr Amt 20 00 100 00 Totals 100 00 Empr Amt L 100 00 Totals 100 00 Empr Amt 100 00 Totals Figure 11 8 illustrates the traditional version of Benefits Management Mass Plan Delete Program BM0820 For details see Chapter 5 of the QSS OASIS Benefits Management Manual District 57 Bargain Unit Benefit Status Package Start Help Read Save Over Preset Preset Benefits Management Mass Plan Delete Program Plan Delete Parameters SAMPLE FOR DOCUMENTATION 1 Barg unit Report Title Sort Run Mode a i I f E 2 Employee name 1 Update Report 2 Report only Plans to Delete mW Selection Parameters Refresh Launch Return Screen Job to Menu U88 0A58IS Figure 11 8 Mass Benefit Plan Delete Option 11 12 Copyright QSS 2010 05 2010 Request Benefit Recalculation BM0850 Window Purpose 05 2010 Request Benefit Recalculation BM0850 Window Purpose The Request Benefit Recalculation BM0850 window allows you to launch the Benefit Management Recalculation Report BM0855 This process globally recalculates the employee and employer amounts displayed on the Benefits Management BM form of the Employee Maintenance window for the current active record based on the employee s FTE in effect on the start date When changes are made this program will automatically recalculate the benefits for
226. HHNN 22 00 DECEMBER AUN NE Seul NN NN NNHH N N 21 00 JANUARY HOH o ONONOL 020 soNON 04094 NN 23 00 FEBRUARY o E NEN S wes NNH NNH NN 20 00 MARCH SG NGA NN NN 6 Tu NON ess N 22 00 APRIL Nico NSN NE LS as NON NN 21 00 MAY gd NON DS ust NON V opus NGN v NNH 23 00 JUNE NUN SS uses NN 52 NN NUNG LL fg N 21 00 CONTRACT DATES 07 03 2006 06 29 2007 HOURS DAY 8 00 PAID DAYS 260 00 CALENDAR DATES 07 03 2006 06 29 2007 MONTHS YEAR 12 00 WORK DAYS 246 00 PAYROLL DAYS 0 00 HOLIDAY DAYS 14 00 SYMBOL LEGEND REGULAR PAID WORK DAY FULL REGULAR PAID WORK DAY HALF NON WORK DAY PAID HOLIDAY SPECIAL NON WORK DAY NOT PAID og n wg on Creating a Work Calendar for Less than 12 Months To create a Work Calendar for a contract less than 12 months long set up each day outside of the contract dates with NW for Non work Day Simply typing the shorter term in the Contact dates field will not automatically change the regular workday codes to non work day codes There should be no workdays or holidays before the contract start date Only NW days should precede the start of the contract date 05 2011 Copyright QSS 2011 8 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Calendar Codes r Legend Regular Work
227. Human Resources HR Code Maintenance 2 Copyright O QSS 2011 QCC Version of Retirement Setup 7 47 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Select California Retirement Setup TT10 C from the Tax Tables subfolder in the Payroll folder as shown in the HR Code Maintenance window below A HR Code Maintenance 2 26 055 Testing District QSS OASIS File View Options i 181491838 j Absence Tracking Personnel DI Name Code Payroll Pay Codes PC C 5 2003 8 Payroll Name PYN C From To Pay Schedules amp Pay Types Code Range 8 Retirement Systems RS C Retirement Edits California Retirement Setup County Master File 1 item Payroll Profiles PP Statutory Deduction Deduction Schedule DS C Deduction Rate Table Bonus Codes BC gt Payroll Edit Rules PE 8 Deduction Rule Codes SMF Status Codes SM S Pending Retirement Status Codes PN Vol ded Frequency Codes 3 e Voluntary Deductions VD C Benefit Control BCT C Benefit Object Maps OMAP amp Benefit HAW Maps WMAP Benefit Group Maps GMAP E Tax Tables 3 Federal Income Tax TT01 C 9 OASDI Medicare TTO3 C 7 Workers Compensation 05 A State Tax California TTOB C SUI California TTO7 C 3 PERS California TT08 C
228. ID 50 00 03 210 500 0000 0 8600 7710 2400 2806 308 07 0 00 50 00 03 240 500 0000 0 0000 7570 2400 2806 0 00 100 00 TOTALS 0 00 First Detail Line The first detail line on the Payroll Load Copy Report PL0990 looks like this FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC 01 Y2 000000 616 14 1 00 L 616 14 RET TPUYF 2 255 00 05 1 5 Second Detail Line The second detail line for Payroll Load Copy Report PL0990 looks like this 05 2011 Copyright O QSS 2011 7 17 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System PY SCH S START END USER ANN CONTRACT SRC COPY AUDIT INFO M12 1 0 0 00 c 01 19 00 97 Financial Accounts The display of financial accounts looks like this in Payroll Load Copy Report PL0990 PERCENT Fd Bdr Sch Resc Y Goal Func Objt Type SBFAT EX GROSS FTD PAID 1 50 00 03 210 500 0000 0 8600 7710 2400 2806 308 07 0 00 2 50 00 03 240 500 0000 0 0000 7570 2400 2806 0 00 100 00 TOTALS 00 QCC Version of PLO900 The version of PL0900 is available from the HR Report Job Selector window The brief view of the QCC version focuses ont he following areas Opening the HR Report Job Selector Window Selecting the PL0900 Process Opening the HR Report Job Selector Window These instructions tell how to open the HR Report Job Selector window from QCC From the Go menu select Go Human Resources P
229. IE 000 00 0000 SLRY 260 00 1 0000 50 0020 05 12 67 PRYOR RICHARD 000 00 0000 SLRY 186 00 1 0000 40 V 20 59 868 00 SEINFELD JERRY 000 00 0000 SLRY 186 00 1 0000 40 IV 04 42 038 00 SMOTHERS DICK 000 00 0000 SLRY 186 00 1 0000 40 II 05 40 241 00 SMOTHERS TOMMY 000 00 0000 LONG 260 00 1 0000 03 01 1982 5 464 50 5 464 50 SLRY 260 00 1 0000 30 0003 06 3 643 00 VAN DYKE DICK 000 00 0000 SLRY 186 00 0 7000 40 V 15 38 817 10 Traditional Screens For the traditional software your system administrator installs the version of the Calculate Salary Update Employee Position appropriate to the version of Payroll and Position Control that your site is using For more details see the QSS OASIS Position Control Manual or QSS OASIS Advanced Position Control Manual 8 46 Copyright QSS 2011 05 2011 Calculate Salary Update Employee Positions PAF300 PAF302 and PAF305 Traditional Screens File Options Were ocr Running PAF300 in Standard Payroll and Standard Position Control Modes This job will Calculate Salary and Update Employee Position Assignments d emp position for Standard Position Control PO Run Type 1 Global Salary Change v Long Step Advance From To Effective Date M Update Position Records 7 Generate Report V Salary Schedule 88 Bargaining unit Pay Schedule vr 2005 Dist 82 Site 1 GS W 4 27 2011 8 06 30 PM Figure 8 48 Main Sele
230. IFIED MASS BENEFIT PLAN DELETE REPORT J3933 BM0825 H 00 00 06 15 05 PAGE SAMPLE FOR DOCUMENTATION Sort by Employee Name Deleted Employee Employer Employee Package Plan Level Amount 000 00 0000 03 LIFEONLY 07 01 2001 ANTHONY SUSAN B 000 00 0000 03 LIFEONLY 07 01 2001 ANTOINETTE MARIE 000 00 0000 03 LIFEONLY 07 01 2001 A Recalculation Report BM0850 run after the update of the Mass Plan Delete shows the removal of the XTRA plan from Package 03 05 2010 Copyright QSS 2010 1 1 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management The Request Benefit Recalculation BM0850 window is discussed beginning on page 11 2 57 SMARTVILLE UNIFIED finalizing delete Employee 000 00 0000 S1 LIFE INSURANCE ONLY PROVIDENT LIFE amp ACCIDENT Package 03 Plan LIFE ANTHONY SUSAN B Package 03 Plan LIFE 000 00 0000 13 LIFE INSURANCE ONLY PROVIDENT LIFE amp ACCIDENT ANTOINETTE MARIE Package 03 Plan LIFE 000 00 0000 11 LIFE INSURANCE ONLY PROVIDENT LIFE amp ACCIDENT Traditional Screen Benefit Management Recalculation Report J3935 Sort by Employee Name Eligible Election Mary ra 11 01 2000 07 01 2001 00 N Level EE EMPLOYEE ONLY EE EMPLOYEE ONLY 06 01 2000 07 01 2001 00 N Level EMPLOYEE ONLY EE EMPLOYEE ONLY 06 01 2000 07 01 2001 00 N Level EE EMPLOYEE ONLY EE EMPLOYEE ONLY BM0855 Barg Sect Pri Cob FTE H 00 07 06 15 05 PA
231. IRE DATE 02 01 82 ASSIGNMENT POSITION 110700 TEACHER ROP 110016 START END PLACEMENT P HRS DAYS MOS D W PD YEARLY MONTHLY 09 01 00 O1 III 12 Y 0 00 185 00 10 00 5 0 00 42 976 00 3 681 33 25 00 0 2500 7911 888 41 1912 6666 00 0000 25 00 0 2500 7911 999 42 1912 6667 00 0000 25 00 0 2500 7911 777 43 1912 6668 00 0000 25 00 0 2500 7911 666 44 1912 6669 00 0000 TOTAL FTE 1 0000 TOTAL MONTHLY 3 681 33 neue ADDITIONALPROJECTION BREAKOUT PROJECTED ANNUAL 42 976 00 ADDITIONAL 1 200 00 BONUS 0 00 TOTAL ADDITIONAL 1 200 00 PER DIEM 0 00 DEGREE 0 00 TOTAL PROJECTED 44 176 00 LONGEVITY 0 00 OTHER 0 00 Copyright QSS 2011 Chapter 8 Tasks Related to Position Control and Personnel 05 2011 Updating Dates in Personnel Text Files 05 2011 Employee Contract Report PPR550 Text Files Used for Reports Date Your County ffice of Education NAME DUDLEY DORIGHT ADDRESS 100 ANYSREET ANYCITY CA 12345 HOME TELEPHONE 123 4567 SOCIAL SECURITY NUMBER 000 00 0000 HIRE DATE 07 22 00 PRINT DATE 07 12 00 POSITION 011338 SENIOR PROGRAMMER ANALYST LOCATION 0423 COMPSERV PRIME Y START DATE 08 01 88 STATUS PERMANENT 11 MONTH END DATE ASSIGNMENT 000543 SENIOR PROGRAMMER ANALYST PLACEMENT 21 0050 06 ANNUAL SALARY 73 833 26 DEGREE 0 00 ADDITIONAL 0 00 DAYS WORKED 260 00 PER DIEM 0 00 LONGEVITY 1 500 00 DAILY RATE 289 74 BONUS 0 00 OTHER 0 00 TOTAL CONTRACT 75 333 26 ACCOUNT
232. Inc 000109 Acme Novelties Inc 040012 040086 06 30 2004 040026 06 30 2004 040086 040012 06 30 2004 40131 040164 06 30 2004 123456 123456 000109 Acme Novelties Inc 000109 Acme Novelties Inc 000109 Acme Novelties Inc 000109 Acme Novelties Inc 040147 040170 06 30 2004 040148040169 06 30 2004 040149 050069 06 30 2004 040164 040131 06 30 2004 000109 Acme Novelties Inc 000109 Acme Novelties Inc 040169 040148 06 30 2004 040170 040147 06 30 2004 Figure 5 39 A R History grid as it first displays button The grid displays only the first 5 columns There are 7 additional columns that you can view them by using the horizontal scroll bar or making the window wider 42 Invoicing Billing Management A R History File Options Customer Name Invoice Number Invoice Date Reference Number 07 055 DEMONSTRATION DISTRICT Invoice Amount Receipt Amount Recon Amount Invoice Balance Receipt Date 05 0515 MER of Rcpts Days Acme Novelties Inc 040012 040086 06 30 2004 123456 625 00 0 00 625 00 0 00 06 30 2004 Acme Novelties Inc 040026 06 30 2004 11 206 00 11 206 00 0 00 0 00 06 30 2004 Acme Novelties Inc 040086 040012 06 30 2004 625 00 0 00 0 00 625 00 Acme Novelties Inc 040131 040164 06 30 2004 460 50 0 00 460 50
233. J Before 7 177 15 6 627 72 0 00 0 00 549 43 0 00 0 00 0 00 After 7 354 69 6 791 67 0 00 0 00 563 02 0 00 0 00 0 00 000 00 0000 BURNS GEORGE 542507 INST AIDE SIP PL VALLEY 07 01 99 EOM11 0 3750 73 0012 12 73 0012 13 100100 TOTAL PRJ BASE PRJ ADD PRJ PCT PRJ PD PRJ LONG PRJ DEG PRJ OTH PRJ Before 6 765 32 6 247 41 0 00 0 00 517 91 0 00 0 00 0 00 After 7 007 54 6 471 09 0 00 0 00 536 45 0 00 0 00 0 00 Traditional Screen For the traditional software your system administrator installs PCT900 for sites with Standard Position Control or PCT902 for sites with Enhanced Position Control The launch screen for both are the same For more details see the OSS OASIS Position Control Manual or QSS OASIS Enhanced Position Control Manual 05 2011 Copyright QSS 2011 8 43 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 44 District 85 Calculate Projection Amounts Update Employee Position Qss OASIS Fiscal year Include terminated employees I Report title Report sort Jj Enployee Position Schedule enployee Schedule position Optional Selection Criteria Salary Schedules Pay schedules PPRQST H 00 12 compiled 02 22 00 Page 1 of 1 Option 24 Stream PCT9005T Start Help Retrieve Save Start Launch Return Over Preset Preset Over Job to Menu Figure 8 47 Calculate Projection Amounts Update Employee Position Screen PCT900 Copyright QSS 2011 05
234. Jan May R Positn Ctrl Rolling Authorized Positions and Employee Assignments to New Year PP0800 Jan May R Positn Ctrl Updating Projection Amounts on Position Screen PCT900 Jan July R Positn Ctrl Updating Salary Amounts on Position Screen PAF300 and PAF305 Jan July R Positn Ctrl Validating Account Strings Jan June R Core Financial Manually Entering Each Account Through Account Maintenance ACUPDT Jan June Core Financial Transferring Budgets to Budget Development BDE005 Jan June R Budget Devel Rolling Development Budget to Working Budget of Financial System BDE006 Jan June R Budget Devel Manually Entering Each Account Through Working Budget Update BGUPDT Jan June 1 1 Creating New Pay Schedules PP0010 Feb June R Payroll Creating New Deduction Schedules PP0010 Feb June R Payroll Linking Pay Schedules and Deduction Schedules to Districts PXLINK Feb June R Payroll Setting Up Autonumbering for the New Year GOUPDT Apr May R Utilities Reviewing Program Options Using Query Apr June R MPE iX Maintaining Program Options with Utility Maintenance GOUPDT Apr June Utilities Setting Up The Batch Environment BCUPDT Apr June R Accts Payable Defining Fiscal Year Control Master File FCUPDT Apr June R Stores Running Fiscal Year Maintenance Program STRYRE Apr June R Stores Creating New Budget Thresholds BWUPDT May June Core Financial Creating New Payroll Names PAYNAM May June R Payroll Running Back Issue
235. L 170 32 DDCT DELTA DENTAL CERTIFICATED E EMPLOYEE ONLY 6 00 L 24 00 L 30 00 Totals 6 00 194 32 200 32 RABBIT PETER 000 00 0000 cL 05 01 2000 01 01 2001 Y Y Y L 1 0000 100 00 100 00 Package 8L BLUE CROSS CLASSIFIED PLUS Level 2 EMPLOYEE 2 OR MORE Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E2 EMPLOYEE 2 OR MORE 0 00 L 585 43 L 585 43 DDCL DELTA DENTAL CLASSIFIED E2 EMPLOYEE 2 OR MORE 26 55 L 106 21 1 132 76 CML CONNECTICUT MUTUAL LIFE A49 EMPLOYEE TO AGE 49 1 80 L 1 00 L 2 80 VISL MSIA VISION FUND CLASSIFIED E2 EMPLOYEE 2 OR MORE 3 00 L 12 00 L 15 00 AFDS AMERICAN FIDELITY DISABILITY E EMPLOYEE ONLY 0 00 L 107 00 L 107 00 Totals 29 55 810 64 840 19 1 80 1 00 2 80 RABBIT ROGER 000 00 0000 cL 10 01 1977 01 01 2001 Y Y Y L 0 7813 100 00 100 00 Package BL BLUE CROSS CLASSIFIED COMPLETE Level El EMPLOYEE ONE Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E1 EMPLOYEE ONE 86 85 L 310 29 L 397 14 DDCL DELTA DENTAL CLASSIFIED E1 EMPLOYEE ONE 15 35 L 61 42 L 76 77 CML CONNECTICUT MUTUAL LIFE A59 EMPLOYEE TO AGE 59 5 70 L 2 00 L 7 708 VISL MSIA VISION FUND CLASSIFIED 1 EMPLOYEE ONE 3 00 L 12 00 L 15 00 Totals 105 20 383 71 488 91 5 70 2 00 7 70 SIMPSON BART 000 00 0000 BM 03 01 1995 01 01 2001 Y Y Y BNL 1 0000 100 00 100 00 1 1 1 6 Copyright QSS 2010 05 2010 Request Benefit Recalculation BM0850 Window Purpose Sample Recalculation Report After a Mass FTE Change N
236. LO900 7 69 Mass Recalculate Pay Position 910 7 82 Summer Pay a6 Feo oe cu to LA ci an LOL A pua dito s t 7 86 Summer Pay Payroll 2i acie o ua PLA 7 87 Dealing with Cross Year Warrant Cancellation 7 120 Updating Voluntary Deductions DEDCSB __ 7 122 Re compute Deduction Amounts from the New Rate Table PDR100 7 130 Resetting Transaction Type Vol deds on the PR 7 140 Chapter 8 Tasks Related to Position Control and Personnel Vel VIEW anh WEY ose Xie EU de MEARE E qoe eae EA d ae Re 8 1 Work Calendars i053 devel e eT que tine rene hia tetas OE E qo 8 3 Benefit Denniiollss Sarii S rro ex ACE ROS d P qu Rd qoe lY dd a ROMER 8 13 Salary Schedules eee ee Fue Re ERRARE EE 8 18 Authorized Position Employee Assignment Rollover Window 8 30 Recalculate Employee Position Projection Values 900 8 40 Calculate Salary Update Employee Positions PAF300 PAF302 and PAF305 8 45 Load Payline Data from Position Control STD PL0400 8 48 Load Payline Data from Position Control ENH PL0402 8 56 Update Employee Experience PER680 ccc cece nn 8 63
237. Launching the Process These instructions tell how to transfer ending balances to the general ledger with the Copy GL Ending Balances to Budget Development BDEOOS window There are two operations in launching a process Opening the process window Filling in the process window and launching the process 3 64 Copyright QSS 2011 05 2011 Beginning Balances via Budget Development Copy GL Ending Balances to Budget Development Main Selection Tab Table 3 4 Tabs for the Copy GL Ending Balances to Budget Development BDE008 window TAB PURPOSE Main Selection tab Select the date range in the general ledger to use as the basis for computing ending balances and the budget model that will hold those balances Accounts tab Select the accounts to include on a report or process by account masks and field ranges This tab is the same for every report or process For this process select the 9xxx objects Figure 3 70 illustrates the Main Selection tab for the Copy GL Ending Balances to Budget Development 008 window Copy Ending Balances to Budget Development BDEOO8 07 055 DEMONSTRATION DISTRICT Qss oasis DBR File Options 90060597 9 Main Selection Accounts Copy Ending Balances to Budget Development v QSS UNIFIED SCHOOL DISTRICT Target Year 08 Model 00 Production Model x Source from date 07 01 2007 To date 06 30 2008 Clear model v Include unapproved t
238. MPLE FOR DOCUMENTATION Employee CAESAR AUGUSTUS Package 03 Plan LIFE XTRA CAESAR JULIUS Package 03 Plan LIFE XTRA CAESAR SID Package 03 Plan LIFE XTRA Eligible Election Status Date 07 01 2001 00 N EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY 000 00 0000 S1 11 01 2000 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE 07 01 2001 00 N EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY 000 00 0000 13 06 01 2000 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE 07 01 2001 00 N EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY 000 00 0000 11 06 01 2000 LIFE INSURANCE ONLY Level EE PROVIDENT LIFE amp ACCIDENT EE XTRA PLAN CODE FOR DEMONSTRATN EE Traditional Program Figure 11 6 illustrates the traditional version of Benefits Management Mass Plan Change Program BM08110 For details see Chapter 5 of the QSS OASIS Benefits Management Manual 11 10 Benefit Management Recalculation Report Sort by Employee Name Barg Sect Pri Cob FTE Unit 125 73922 BM0855 H 00 07 06 15 05 PAGE Alloc Employee Employer mary ra ation Percent Percent 100 00 Empr Amt 20 00 L 100 00 Totals 20 00 Totals 100 00 Totals 20 00 100 00 Empr Amt 20 00 L N BN L Totals 100 00 Empr Amt 0 00 L 100 00 Totals 20 00 N BN L Totals District 57 Plan Change Parameters Report Title Sort Run
239. Maintenance TXRO10 This screen maintains the PERS rates The California Retirement Setup Screen described in Reviewing and Updating California Retirement Setup TXRO10 on page 7 45 controls which rates to use for payroll and retirement processing NOTE In addition to this screen there are two other places where you must fill in retirement rate information After setting up a new rate be sure to also use the California Retirement Setup function to change the effective rate date for payroll processing and retirement reporting Be sure to also set rates within the QSS OASIS California Retirement System mainte nance programs Refer to the QSS OASIS Retirement System for instructions District 07 Payroll Tax Rate Maintenance O88 0asIs California PERS Use the function keys to select your option SSS Se ee 5 Start fidd Change Delete Previous Inspect List Return Over Rate Rate Rate Screen Rate Rates to Menu Figure 7 41 California PERS Screen of Payroll Tax Rate Maintenance TXR010 District 65 Payroll Tax Rate Maintenance 0855 06818 California PERS B Add Heu Rate al New effective date From existing effective date Figure 7 42 Select PERS Rates to Add 7 50 Copyright QSS 2011 05 2011 Reviewing and Updating PERS TXR010 QCC Version of Maintain California PERS Rates District 65 Payroll Tax Rate Maintenance 1188 06515 California PERS Change Rate Effective date Figure 7 43 S
240. Mass Plan Delete BM0820 Window When the need arises run these programs after the Request Benefits Management Roll Over 0800 window has been run but prior to the running of the Request Benefit Recalculation BM0850 window After doing the Roll Over Program make the necessary changes to the affected Packages Then run the Mass Benefit Plan Add Change and or Delete programs first in report only mode and then in update report mode Finally run the Recalculation Program to post the modifications to the various employee Benefit Management BM screens Request Benefits Management Mass Plan Add BM0830 Window Purpose The Request Benefits Management Mass Plan Add 0830 window is a part of a series of processes for a mass update of deductions on the Benefits Management BM form of the Employee Maintenance window This window allows you to do a mass add of plans to benefit packages on the Benefits Management BM form The Mass Benefit Plan Add Report BM08395 lists the results of this update Copyright QSS 2010 05 2010 Mass Benefit Plan Add Change Delete HE Request Benefits Management Mass Plan Add BMOB30 File Options dico gr Report Title SAMPLE FOR DOCUMENTATION Sort by Bargaining Unit Run Mode Report Only v Plans to Add Have Add z Select Plan Have Select Plan Add Bargaining Unit Benefit Status Package Code Request Benefits Management Mass Plan Add BM0830 Yr 2010 Dist
241. Mode 1 Barg unit Plans to Change Selection Parameters Bargain Unit Benefit Status Package Start Help Bead Save Over Preset Preset Benefits Management Mass Plan Change Program SAMPLE FOR DOCUMENTATION 1 Update Report 2 Report only From To From To apr Refresh Launch Return Screen Job to Menu 088 0 815 2 Employee name From To Figure 11 6 Mass Benefit Plan Change Option Copyright QSS 2010 05 2010 Mass Benefit Plan Add Change Delete Request Benefits Management Mass Plan Delete BM0820 Request Benefits Management Mass Plan Delete BM0820 Window Purpose The Request Benefits Management Mass Plan Delete BM0820 window is a part of a series of processes for a mass update of deductions on the Benefits Management BM form of the Employee Maintenance window This window allows you to do a mass deletion of Plan Codes from the Demographic MA form The Mass Benefit Plan Delete Report BM0825 lists the results of this mass deletion A Request Benefits Management Mass Plan Delete BM0820 File Options gr Report Title SAMPLE FOR DOCUMENTATION Sort by Bargaining Unt Run Mode Repot Ony Plans to Delete Bargaining Unit Benefit Status Package Code Yr 2010 Dist 65 Site 75 1 31 2010 16 38 Figure 11 7 Report Selections tab for the Request Benefits Management Mass Plan Delete BM0820 window 57 SMARTVILLE UN
242. No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules e Finance Job Menu a Journals Transfers DC JE TF TV Manual Payroll Encumbering Payroll Transfers Preview Available 30 x VLD Payment Processing AP Purchasing aa Lookups Settings Master Files Account Maintenance Chart of Accounts Beginning Balances Clearing Rules Control Objects District Definitions Options Odometers Control Dates SACS Tables Fund xRef T E Fixed Assets Stores Figure 3 18 Selecting the Chart of Accounts window from the tree view Transfer Desc Field 1 Fund z Enter year of existing description 07 Enter year to receive description 11 ADULT EDUCATION ADULT EDUCATION 7 Name Abbr ADULT Reference Type General Ledger x Figure 3 19 Transfer Desc subtab for the Chart of Accounts window Transferring Descriptions The Transfer Desc subtab allows you to copy an account field description for your district from one fiscal year to the next In the Control field on the Field Maintenance subtab each account field is either Dis trict controlled County controlled or Mapped 3 14 Copyright QSS 2011 Chapter 3 Tasks Related to Core Financial 05 2011 Rolling Year Specific Account Field Descriptions FDUPDT Global Desc X
243. OAL FN FUNCTION SC SCHOOL Launch Return Job to Menu Figure 3 52 Transfer Development Budget to Financial System Select Accounts Screen BDE006 Press ENTER and Launch Job to display the confirmation screen 05 2011 Copyright QSS 2011 3 47 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 65 Transfer Development Budget to Financial System 0885 06818 Source FY 01 Source Model 00 Target FY 02 fiction 1 Move detail Transfer if 0 Y EEEE EEEE E EEE E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E WARN ING This will change the financial system budget Eoo I I AAAI I I I 1 IIIA 1 1 2 3 2k 2k 2k 2k kk Transfer Developement budget to the financial system budget M Y es N o Figure 3 53 Transfer Development Budget to Financial System Confirmation Screen BDE006 To launch the job type Y and press lt ENTER gt 3 48 Copyright QSS 2011 05 2011 Manually Entering Each Account Through Working Budget Update BGUPDT Purpose Manually Entering Each Account Through Working Budget Update BGUPDT Update Working Budget BGUPDT District 07 Fiscal Year 07 Fd Bdr Sch Resc Y Goal Func Objt Type Account Number Se Working 5 444 00 Approved 0 00 Revised 0 00 Pseudo Code SUPP4300 Rollover Flag 2 Description G
244. ON records update 0 00 How To Read the Detail Lines The report includes one detail line for each Voluntary Deduction updated from the Deduction Tables The line looks like this 05 2011 Copyright O QSS 2011 7 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Ded Use Empe Amt Empe Amt Empr Amt Empr Amt Di Empolyee Code FTE Actual Low High Before After Before After 32 000 00 0000 JOHNSON LADY BIRD 6556 0 000 Report headings for Re compute Deduction Amounts from the New Rate Table PDR100 REPORT HEADING EXPLANATION DI The district number for the employee EMPLOYEE Employee SSN and name Employees are listed in alphabetical order by last name DED CODE The Voluntary Deduction number from the employee s PD Screen FTE The employee s FTE from the PR Screen The FTE is used when the Pay Line is based on the salary amount from a salary schedule placement An FTE of 0 000 means that the employee s pay is typed directly into a Pay Line instead of being computed based on a salary schedule placement USE ACTUAL This column is blank for Deduction Tables that are not pro rated for FTE A Y means that the employee s benefits are pro rated by FTE The Deduction Table identifies the employer paid amount for an employee who works 1 000 FTE For employee s who work less than 1 000 FTE the full time benefit amount is multiplied by the FTE LOW These columns
245. OR110 Run the Open PO Report then analyze each open account line to decide whether you want to pay it roll it set it up as a liability or close it Copyright O QSS 2011 05 2011 Closing Out All Outstanding Purchase Orders STEP ACTION PROGRAM USED Assign payment action codes to open account lines using the PO Payments program The codes you are most likely to use are Final Payment Partial Payment Roll to Y2 as PO Roll to Y2 as Payable I For F and P codes transactions will be processed on the next AP production run For R and L codes you must execute steps 3 and 4 below to complete the transactions POPYMT Roll Y1 POs to Y2 POs using the PO Rollover program This rolls the account lines you marked as R in the previous step POR510 Roll Y1 POs to Y2 Payables using the PO to Liabilities program This rolls the account lines you marked as L in the previous step and sets them up as payables POR520 Close out and liquidate all remaining open purchase orders using the Close Open POs program When you are satisfied that all payments and rollovers are completed you must execute this step to close all Y1 POs Any open account lines will be closed and liquidated WARNING There is no undo command The POs cannot be reopened Each step is described in the following sections The flowchart on the next page illustrates the same process
246. PANY 01 00 00 1000 1000 4510 00 0000 F19996 1 F 07 01 18697 04 08 00 BALANCE 000030 GENERAL OFFICE SUPPLY 01 00 00 1000 0000 4310 00 0000 F19995 BALANCE 000009 AMERICAN GUIDANCE SERVICE 01 00 00 4000 1000 4500 00 0000 000010 BALANCE 000008 CA STATE DEPARTMENT OF ED 01 00 00 1000 0000 4310 00 0000 A 000009 BALANCE TOTAL BALANCE Traditional Screens This heading provides illustrations of the traditional launch screens for the Payables History PCL400 report 4 64 District 07 Request Payables History Report GSS OASIS From payables number To payables number QU Report title rE Select Accounts J Y N Detail Sort by JJ 1 Payables number 2 Vendor name sort Break Sequence M IM E E E REE REE REE Choose from these FD Fund BR BdgtRespons SI Site School sort items RS Resource YY Project Year PG Program Goal FN Function OB Object TY Type Start Help Start Launch Return Over Over Report to menu Figure 4 65 First launch screen for Payables History PCL400 report Copyright QSS 2011 05 2011 Running Payables Reports Payables Financial Report PCL500 05 2011 Fill in the first screen then press lt ENTER gt and Launch Report to display the second screen if you are selecting accounts District 07 Request Payables History Report QSS OASIS Report title Sort Break Sequence r Field Sort Selection Items 2 Name
247. PERGSST Update PER PAY Data From Employee s Prime Postior PER No ABTSOOST Request Repair of Orphaned Postions DEDSSOST Reset Deduction Accumulators peo fpuosoost Copy Payines ow ves Figure 8 59 Selecting a job Yes Yes Update and Report Y Year Control Date E z Load Option Load All Select accts active on EF Keep Accounts Select pay schedule ser I IJ TJI N T I T T T T T TT TITTTTTo LT TT T I T IT I T I T Special cont types m m Balance of contract Select specific employees Ic x is Figure 8 60 Custom Selection Screen tab for 0402 05 2011 Copyright QSS 2011 8 59 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Sample Payroll Load Copy Report PLO992 This report sample includes two types of pages page zero and a detail page Page Zero This header page summarizes the selections you typed on the launch screen Detail Page The detail page illustrates the format of the report It illustrates how the report lists the OLD Pay Line from the PR Screen and its differences with the NEW Pay Line which is based on the employees position assignment from the EA Screen Page Zero 07 QSS UNIFIED SCHOOL DISTRICT PAYROLL LOAD COPY REPORT J239 PL0992 H 00 03 08 09 00 PAGE
248. PGMR u a a a el Start Previous Update Exit Over Screen to Main Figure 5 20 Add or Change Option for Set Up Receivables for Next Year ARS010 2 of 2 Delete Screen Figure 5 21 illustrates a completed screen for deleting a prior year receivable with no payments posted against it You cannot delete a receivable after payments have been posted against it Copyright QSS 2010 5 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable District 07 Setup Receivables for next year 885 06818 Option for help Receivable number Date Reference Description Se Is this the correct receivable jj E Start Previnus Exit Over Screen to Main Figure 5 21 Delete Option for Set Up Receivables for Next Year ARSO10 Inspect Screen Figure 5 22 illustrates the completed screen for the inspect option The screen allows you to look at any prior year receivable regardless of whether it has receipts posted against it The inspect screen is the only option that allows you to look at a receivable after receipts have been posted against it District 07 Setup Receivables for next year QSS OASIS Option H for help Receivable number Date Reference Description Amount GL O0B 453 00 Date Used 04 09 2010 Operator ID DEAM Press the lt ENTER gt key to continue _ Over Screen to Main Start Previous ues Exit Figure 5 2
249. Pay Master Files 88 0A5818 Master file PB Position Cnt Bonus Codes Option for help f A Type Prorate i Payroll Load Load Type MEM Default Payroll Bonus Code Level fmt Pct Bonus Code Level Amt Pct Bonus Code Select Be Previous pus Return 2 4 8 D b File Screen Screen to Menu Figure 7 27 Second Position Control Bonus Code Screen 7 34 Copyright QSS 2011 05 2011 Creating New Position Control Bonus PB Codes PP0010 Position Control Bonus Codes Master File Sample Report Position Control Bonus Codes Master File Sample Report PP1MPB 65 QSS DEMONSTRATION DISTRICT Position Control Bonus Codes Report 77035 PP1MPB H 00 01 03 01 05 PAGE Sample for Documentation Pro Payroll Load Type D P Rule rate FTE Load PBDEG DEGREE FROM SAL SCHED BCDEG BCDEG DEGREE FROM SS PBDEG PBF FIXED AMOUNT Y Y BCF BCF FIXED AMOUNT Level Percent Bonus code Percent Bonus code Percent Bonus code 1 0000 FIXED PBLONG PBLONG LONGEVITY SS LONG SS BCLONG LONGEVITY FROM THE SAL SCH PBM MANUAL AMOUNT BCM MANUAL AMOUNT PBPD PER DIEM PERDIEM PD BCPD BCPD PER DIEM Level Amount Bonus code Level Amount Bonus code 1 00 PBPDM PER DIEM MANUAL BCPDM DIEM MANUAL FROM PC PBTDG TABLE DRIVEN DEGREE TBL DEG BCTDG TABLE DEGREE BASED Level Amount Bonus code Amount Bonus code 1 000 00 3 000 00 4 000 00 PBTGY TABLE DEGREE BASED TBL DEG
250. Profile Code Links FLO5 FY cod IN TUR audit D LE Deduction Schedule Code Links FLOS M E E Benefits Management Retirement Figure 7 34 Select Schedule Code Links Then select the ADD icon to open the Add Code Links windows shown below Add Pay Schedule Code Links 12 QSS DEMONSTRATION DISTRICT 055 0 615 imixl Options Hxaxiuaguagg For District 12 Year o3 M PAY SCHEDULE Number Options dud ud sg For District fi 2 Year M DED SCHEDULE Number Figure 7 35 Add Pay Schedule or Deduction Schedule Code Links 7 44 Copyright QSS 2011 05 2011 Reviewing and Updating California Retirement Setup TXRO10 Traditional Software Reviewing and Updating California Retirement Setup TXRO10 Traditional Software Function Keys for Selecting Retirement Setup Figure 7 36 illustrates the California Retirement Setup Screen of Payroll Tax Rate Maintenance TXRO10 There is only one active setup screen It controls the retirement rate tables used for payroll processing and retirement reporting NOTE The effective date controls which rate table is used for payroll and retirement reporting You might for example have a new rate in effect for processing payroll while using another rate for reporting a retirement period subject to the prior or older rate Such rate differences between payroll and retirement reporting seldom last more than
251. Quintessential School Systems QSS OASIS Fiscal Year Transition Training Notes Quintessential School Systems QSS 2011 All Rights Reserved 867 American Street San Carlos CA 94070 Voice 650 372 0200 Fax 650 372 3386 www qss com Published May 2003 Revised May 2011 Copyright Notice Copyright O Quintessential School Systems 2011 This document contains proprietary information which is protected by copyright All rights are reserved No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language or computer language in any form or by any means electronic mechanical optical chemical manual or otherwise without the prior written approval of Quintessential School Systems QSS The information contained in this document is subject to change without notice QUINTESSENTIAL SCHOOL SYSTEMS MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE Quintessential School Systems shall not be liable for errors contained herein or resulting from the use of this material QSS OASIS STUDENT 3000 and SCHOOL 3000 are registered trademarks of Quintessential School Systems The samples of reports windows and dialog boxes in this document are provided to illustrate the operation of the software at a typical site names and
252. R CHESTER B 12 0006 01 EOMREG 1 0000 Base Pay 2 539 16 Base Ret 2 539 16 000 00 0000 ARTHUR RITUS 18 4501 05 EOMREG 1 0000 Base Pay 2 869 83 Base Ret 2 869 83 Bonus Codes ND 10 Bonus Pay 286 98 Bonus Ret 286 98 000 00 0000 ASIMOV ISAAC 00 EOMREG 14 82 1 941 60 1 00 1 941 60 2 588 81 0 7500 Base Pay 1 840 38 Base Ret 2 453 84 Class Linkage Bonus Bonus Pay 55 21 Bonus Ret 73 62 Bonus Codes ASL Bonus Pay 46 01 Bonus Ret 61 35 7 84 Copyright QSS 2011 05 2011 Mass Recalculate Pay Position PAY910 Sample Mass Recalculate Pay Position Errors Report Sample Mass Recalculate Pay Position Errors Report PAY912 Every time you create a Mass Recalculate Pay Position PAY910 there is also an error report The report identifies Pay Lines with inconsistencies and missing codes 05 2011 Copyright QSS 2011 7 85 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System About Summer Pay 90 S C COUNTY OFFICE OF EDUCATION MASS RECALCULATE PAY POSITION ERRORS REPORT J6171 PAY912 H 00 00 08 19 04 PAGE l SAMPLE FOR DOCUMENTATION EMPLOYEE SEQ POSITION ERROR MESSAGE 000 00 0000 ANDERSON ANDY 03 343943 Invalid Bonus Code 000 00 0000 JOHNSON JOHN 02 944343 Invalid Work Calendar 000 00 0000 PETERS PETER P 01 788492 Invalid Salary Schedule 000 00 0000 HARRISON HARRY 01 889343 Salary Schedule is not a Daily Scheule 7 86 There are three options for dealing with
253. RT Report Source Mode UNITS RTS 0 00 HU START END USER Sample Payroll Load Copy Report PLO990 PL0900 Report EX GROSS TYPE 0 00 SUB ANN CONTRACT 0 00 Fd Bdr Sch Resc Y Goal Func Objt Type 03 200 500 0000 0 0000 0000 8000 0325 TOTALS UNITS RTS 0 00 HU START END USER EX GROSS TYPE 0 00 SUB ANN CONTRACT J2533 PL0990 ST DED SP EP TF ST DED SP EP TF H 00 03 01 19 PAGE RET BASE WSC 8 82 00 4 9 SRC COPY AUDIT INFO c 06 27 96 CB07 EX GROSS FTD PAID RET BASE AC P C WSC 8 82 00 4 9 07 QSS DEMONSTRATION DISTRICT SAMPLE FOR DOCUMENTATION 05 2011 0 FY POSN Y1 000000 PY SCH S BF E12 1 FY POSN Y2 000000 PY SCH S BF FY POSN Y1 000000 PY SCH S BF E12 1 UNITS 0 00 0 00 FY POSN Y2 000000 PY SCH S BF E12 1 UNITS 0 00 0 00 FY POSN Y1 000000 PY SCH S BF E12 1 0 0 00 Fd Bdr Sch Resc Y Goal Func Objt Type 03 200 500 0000 0 0000 0000 8000 0325 TOTALS UNITS RTS 0 00 DU END USER EX GROSS TYPE 0 00 SUB ANN CONTRACT 0 00 00 45 00 START PAYROLL LOAD COPY REPORT PL0900 Report Report Source Mode Fd Bdr Sch Resc Y Goal Func Objt Type 12 700 700 6055 0 8500 1000 1100 9050 TOTALS UNITS RTS EX GROSS TYPE 0 00 DU 0 00 SUB END USER ANN CONTRACT 0 00 00 Fd Bdr Sch Resc Y Goal Func Objt Type 12 700 700 6055 0 8500 1000 1100 9050 45 00 START TOTALS UNITS RTS EX GROSS TYPE
254. Resolution BIUPDT May June R Stores Rolling Selected Pay Lines to New Year PL0900 May June R Payroll Summer Pay Payroll Processing June R Payroll Summer Pay for Enhanced Payroll Processing June R Payroll Summer Pay for Enhanced Payroll Roll Balances Forward DED900 June July R Payroll 2 2 Copyright O QSS 2011 05 2011 05 2011 Fiscal Year Transition Tasks Posting Payables Payments CL after July 1 Accts Payable Copying PO Requisitions from Prior Year after July 1 Accts Payable Posting Cash Against Receivables from the Prior Year ARS020 after July 1 Accts Recvbl Task Timeline Status System Loading Payroll Data from Standard Position Control PL0400 May July Payroll Loading Payroll Data from Enhanced Position Control PL0402 May July Payroll Updating Dates in Personnel Text Files May July Personnel Resynchronizing Stores Counters RC1100 June July Stores Reviewing and Updating California Retirement Setup 10 June July Payroll Reviewing and Updating PERS 10 June July Payroll Reviewing and Updating STRS TXR010 June July Payroll Rolling Over Year End Employee Control Data RCA740 June July R Retirement Initialize Employee Accumulators Window June July R Retirement Rolling Working Budget to Approved Revised BGRQST June July R Core Financial Adjusting Dates in Job Streams Ju
255. S 70 00 0 7000 01 0 86 2466 0644 6120 212 210 30 00 0 3000 01 0 86 2466 0644 6120 212 210 TOTAL FTE 1 0000 SICK LEAVE INFORMATION CUMULATIVE DAYS USED BALANCE ALLOWED UNUSED PREVIOUS TOTAL LAST YEAR DUE THIS YEAR SICK LEAVE 0 00 0 00 45 00 96 00 45 00 Date Signature Administrator Check one Accept Do Not Accept Employment eof F Y 20Y1 20Y2 Signature Please sign this form and return to the Personnel Office within ten days The above report shows one circled date that needs to be changed annually Copyright O QSS 2011 8 69 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Form Files Used for PER700 Series of Notices and Forms The PER700 series of programs allows you to create special forms and notices You must define form files for five of these programs Form files allow you to enter customized wording for your forms and notices Some of these form files contain customized dates or other information that must be reviewed and or updated annually See Chapter 13 Special Forms and Notices in the QSS OASIS Personnel Manual for a detailed description of all of the PER700 series The five programs that require customized form files are TB Expiration Notices PER710 Prints notices that inform employees of an upcoming tuberculosis expiration date Credential Expiration Notices PER720 Prints notices that inform employees of an upcoming cre
256. S 2011 7 43 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Select Pay Schedule Code Links FL04 or Deduction Schedule Code Links FL06 from the Master File Links folder as shown in the HR Code Maintenance window below 12 Q5S DEMONSTRATION DISTRICT 55 04515 M E Code Maintenance File view Options Help MIEL AP AE SI dsl Inspect Absence Tracking 5 Personnel FY Name Code Payroll fiz 2003 Position Control Code Range From Code Range 7 Master File Links 2 13 Pay Code Links FLO1 Voluntary Deduction Code Links FLO2 Vol Ded Frequency Code Links FLO3 Jay Schadiile Code Links Fl Pay Schedule Code Links District Master File DA Deduction Schedule Code Links FLO5 FY tode Name Audit Date Audit ID Benefits Management Retirement CA 12 QSS DEMONSTRATION DISTRICT Code Maintenance File View Options Help P ld i cg P2 e iE a i Inspect H Absence Tracking 5 5 Personnel ame e 8 63 Payroll 2 2003 zi E Position Control Code Range From Code Range To 5 05 Master File Links S Pay Code Links FLO1 Voluntary Deduction Code Links FL02 Vol Ded Frequency Code Links FLO3 87 Pay Schedule Code Links FLO4 Deduction Schedule Code Links District Master File A Stat Ded
257. S 2 8 File Options 4 8 Bia ira Change DI FE Copy Rule 2 YA A Copy all salary schedules in the requested fiscal year List Salary Schedules From Year B Copy salary schedules for requested bargaining units 4 Schedules in 201 S Copy specified salary schedules gt Increase only when All Years 10 Bargaining Units in District 82 0 00 From Year To Year vr 2005 Dist 82 Site 1 GS W 4 25 2011 4 41 54 PM Figure 8 19 Copy Salary Schedules dialog box for Standard and Enhanced Position Controlsss Selecting a Copy Rule FY Copy Rule 2 9 A Copy all salary schedules in the requested fiscal year List Salary Schedules From Year B Copy salary schedules for requested bargaining units 4 Schedules in 20Y1 S Copy specified salary schedules Figure 8 20 Copy rules for Salary Schedules Options for Copy Rule A All Salary Schedules Increase only when copy All Years es From Year To Year 0 00 20Y1 20Y2 Figure 8 21 Options for Copy Rule A 05 2011 Copyright QSS 2011 8 21 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Options for Copy Rule B Bargaining Unit Selection Figure 8 22 Options for Copy Rule B Options for Copy Rule S Salary Schedule Selection From From From To To Proiectio By Dollar or Year Schedule Model Year
258. SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO E12 0 00 00 c 01 19 00 97 Fd Bdr Sch Resc Y Goal Func Objt Type EX GROSS FTD PAID 12 700 700 6055 0 8500 1000 1100 9050 0 00 TOTALS FY POSN UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC Y2 000000 80 00 0 00 DU 0 00 SUB TFR k kk 80 00 54 8 0 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO E12 1 0 00 00 c 01 19 00 97 UNITS Fd Bdr Sch Resc Y Goal Func Objt Type EX GROSS FTD PAID 00 06 650 120 6500 0 5160 1000 1100 9050 00 0 00 00 06 600 110 6500 0 5110 1000 1100 9050 00 0 00 06 840 500 2500 0 3110 1000 1100 9050 3 0 00 06 810 445 2420 0 3500 1000 1100 9050 0 00 TOTALS FY POSN UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC Y2 000000 0 00 HU 0 00 SUB TF k kk 8 61 00 4 9 PY SCH S BF END USER ANN CONTRACT SRC COPY AUDIT INFO E12 0 0 00 c 01 19 00 Y097 Fd Bdr Sch Resc Y Goal Func Objt Type EX GROSS FTD PAID 06 600 110 6500 0 5020 1000 2100 9050 TOTALS FY POSN UNITS RTS EX GROSS TYPE RET BASE AC P C WSC Y2 000000 1 00 L 36 26 RET 11 50 05 4 5 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO M12 1 0 0 00 01 19 00 97 FY POSN D RATE UNITS RTS EX GROSS TYPE RET BASE WSC Y2 000000 616 14 1 00 L 616 14 RET 2 255 00 05 1 5 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO M12 1 0 0 00 c 01 19 00 97 PERCENT Fd Bdr Sch Resc Y Goal Func Objt Type EX GROSS FTD PA
259. SIS Option H for help Fiscal year Payroll name Cancel direct deposit APD Ignore W4 special tax rules User defined field Print leave Database capacity checking rule set Description Pay codes EUM 12M0S DS REG EUM 12M0S DS SUP 10 05 OFF JUN JUL DS REG 10M0S OFF JUL AUG DS REG 11M0S OFF JUN DS REG EOM 11M0S OFF JUL DS REG EUM 11M0S OFF AUG DS REG EOM 10M0S REPAY JUN DS REG EUM 10M0S REPAY JUL DS REG 11M0S REPAY JUN DS REG Page 1 of 2 Sree eS ee ee ee Start Set Def Previous Next Update Return Over Py Sch Page Page Data to Menu Figure 7 57 Add Change or Inspect a Payroll Name with Define Payroll Name PAYNAM Define Pay Schedules for Automatic Deferred Deductions Figure 7 58 illustrates the screen that displays after you press the lt Set Def Py Sch gt key This screen allows you to define the Pay Schedules for refunding net pay with automatic deferred deductions District 90 Define Payroll Name 088 0 818 Option for help Fiscal year Payroll name ear Py Sch Description Pay Codes Y 03 SELUK EUM 11M0S REPAY JUL DS REG 02 12 SELU 11M08 REPAY AUG DS REG 02 12 Page 1 of 4 ee Start Prev Previous Next Update Return Over Screen Page Page Data to Menu Figure 7 58 Select Pay Schedules for Automatic Deferred Deductions 05 2011 Copyright QSS 2011 7 63 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related t
260. SIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Report Sample The following is the resulting vendor report showing vendors having use tax as reflected in the Use tax 1 and Use tax 2 fields on the Change Vendor Master File screen VEUPDT as shown in Figure 4 83 DEMONSTRATION DISTRICT J3478 X VE0210 H 02 02 08 04 08 PAGE Format 7 VENDOR USE TAX RATE INFORMATION 1 RATE OBJECT 2 RATE OBJECT Aaron s Art Mart Aaron s Music Store Aaron s Nursery Aaron s Stationery Acme Art Supplies Acme Beauty Supplies Acme Cooking Utensils Acme Drawing Supplies Acme Furniture Acme Garden Supplies Acme Home Restoration Acme Industrial Equipment Acme Janitorial Acme Landscaping Acme Moving Supplies Acme Pool Supplies coooooooooo oco lt 22 2 2 lt 2 lt lt lt 2 Traditional Screens For the traditional software open Update Vendor Master File VEUPDT from the Menu System For details see Chapter 4 of the QSS OASIS Accounts Payable Purchasing Manual 4 76 Copyright QSS 2011 05 2011 Changing Sales Tax Rate Differentials Vendor Use Tax Rate Information Report District 07 Update Vendor Master File Qss OASIS Option for help L VEUPDT 01 05 compiled 11 15 00 Option 1099 1234 67 DE EI TI I e Figure 4 80 Update Vendor Master File VEUPDT with R Option For the Option type R and press ENTER to launch the report Di
261. SR ER 1 Figure 4 6 Edit Sorts and Rollups dialog box Accounts Tab Figure 4 7 illustrates the Account tab for the Purchase Order Payment Transactions PORSUB window This tab allows you to define up to 10 account masks for select ing the accounts to include on the report By default this tab selects all accounts You can define up to 10 account masks to select accounts Sample Open Purchase Orders Report The first page shows the selection criteria The last page shows grand totals 4 1 2 Copyright O QSS 2011 05 2011 Step 1 Identifying and Analyzing Open Purchase Orders POR110 Sample Open Purchase Orders Report Purchase Order Payment Transactions PORSUB 07 QSS DEMONSTRATION DISTRICT Qss oasis MBR File Options Main Selection Sort Fd Bdr Sch Rese Y Goal Func Objt Type 22 222 222 2222 2 2222 2222 2222 22 gt 22 222 222 2222 2 2222 2222 2222 9 v 22 222 222 2222 2 2222 2222 2222 92 v 22 222 222 2222 2 2222 2222 2222 922 22 222 222 2222 2 2222 2222 2222 222 22 222 222 2222 2 2222 2222 2222 2 22 222 222 2222 2 2222 2222 2222 92 2 22 222 222 2222 2 2222 2222 2222 92 2 22 222 222 2222 2 2222 2222 2222 922 2 22 222 222 2222 2 2222 2222 2222 9 2 Yr 1997 Dist 07 Site 1 10 22 2008 22 27 Figure 4 7 Accounts tab for the Purchase Order Payment Transactions PORSUB window 05 2011 Copyright QSS 2011 4 1 3 QSS OASIS Fiscal Yea
262. Search F3 icon to start the search Search F3 Payable Range to Date Entered Range to EZ Vendor tt Range to Date PaidRange to fea v Description Audit ID Figure 4 48 Search F3 panel for Estimated Payable CL transactions Search Results Double Click a cell or Control Enter to view details Payable tt Description PO Vendor Vendor Name Date Entered Date Paid b1 Books ordered by not received 001934 000113 00 Acme Products Inc 06 30 2008 2 000002 Hours used but not paid for 000934 000128 00 Legal Services Ltd 06 30 2008 3 000003 Supplies received at EOY 000432 000129 00 Home Depot 06 30 2008 Figure 4 49 Search Results panel for Payables Payments CL transactions left side 05 2011 Copyright QSS 2011 4 49 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Table 4 16 Summary of commands for the Accounts Payable window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Retrieve After filling in the Search F3 panel initiate the search for Data transactions that match the selection criteria you have supplied After the search completes the Search Results grid displays the matching transactions Options Add dp Ctrl F6 Open a blank add dialog box for creating a new transaction for the type selected in the tree view Options Add From EP Ctrl Shift F6 Open
263. Sequence r Field Sort Selection Items Fd Sch Resc Y Goal Func Objt Type 2 9 9 92 9229 22 9 2 9 FD Fund TY Type BR BdgtRespons SI Site School RS Resource Y Project Year PG Program Goal 2 4 2 2227 FN Function 72 277 OB Object Field Field Start Previous Launch Return Over Screen Report To Menu Figure 4 72 Second launch screen for the Payables Reconciliation Report PCL510 After selecting accounts press ENTER and Launch Report to create the report 4 72 Copyright O QSS 2011 05 2011 Changing Sales Tax Rate Differentials Vendor Use Tax Rate Information Report Changing Sales Tax Rate Differentials If the sales tax rate for your tax jurisdiction changes only then do you need to change the use tax rate differentials in the Vendor Maintenance window In some states school districts are required to pay the full amount of local sales tax even if the vendor does not collect this tax at the time of the sale The difference between the tax due and the tax collected by the vendor is referred to as use tax When use tax must be added to an invoice the tax accrues in a liability account until payment is due to the local taxing agency For example a school buys from an out of state vendor The vendor does not collect any sales tax However the local sales tax for the school is 7 Therefore the scho
264. Status Codes PN He SHE Vol ded Frequency Codes VF C 7 1 1898 TEST for Fiscal Year 1998 99 1 28 2003 Voluntary Deductions VD C 7 1 2000 testing B 07012000 3 2 2008 pace Benefit Control BCT C 9 Benefit Object Maps Benefit Group Maps GMAP Ey Tax Tables m Federal Income Tax TTOT C DASDI Medicare 03 m Workers Compensation m State Tax California 813 SUI California TTO7 C amp PERS Califomia TT08 C gt STRS California TTO9 C a California Retirement Setup 10 C California State Disability Insurance TT11 C Position Control 5 Master File Links Benefits Management 23 Retirement CA Yr 2009 Dist 26 Site 1 4 27 2009 11 03 49 Figure 7 53 Select STRS California 9 This will open the STRS California TTO9 window shown in the following illustration Copyright QSS 2011 05 2011 Reviewing and Updating STRS TXRO010 QCC Version of Maintain California STRS Rates Since the traditional version and QCC version both use the same database the field definitions are the same STRS California TT09 26 QSS Testing District 055 04515 zol xl File Options dox 814 Inspect Payroll Tax Rate Maintenance STRS California B records Effective Date Description 7 1 1994 STARAS Employee Employer Ra
265. Stub Name D P Flag Bonus Amount Use FTE in Bonus Calculation Retirement Load Flag 8 separate X separate same base Bonus Rate Type Annual Lump Hourly Daily Units Manually Enter Amount Locked from Position Control Retirement PC Retirement CC RFU Flag 08 RFU Flag 10 Select Previous Update Return File Screen to Menu Figure 7 20 Second Payroll Bonus Code Screen Sample Bonus Code Values Report 65 QSS UNIFIED SCHOOL DISTRICT Update Per Pay Master Files J355 PP1BCF H 00 02 02 02 04 PAGE SAMPLE FOR DOCUMENTATION YEAR 03 D P FTE P R RT MAN PC RFU Flags Amt Pct Report title SAMPLE FOR DOCUMENTATION Sort option Sorted by Code 7 24 Copyright QSS 2011 05 2011 Creating New Payroll Bonus BC Codes PP0010 Sample Bonus Code Values Report 65 QSS UNIFIED SCHOOL DISTRICT Update Per Pay Master Files J355 PP1BCF H 00 02 02 02 04 PAGE SAMPLE FOR DOCUMENTATION YEAR 03 D P FTE P R RT MAN PC RFU Flags Amt Pct BONUS OVERRIDE BONUS OVERRIDE AMERICAN SIGN LANGUAGE ASL BI BIL BILINGUAL BILITERATE BI BIL BI BIL BIL BILINGUAL BIL BIL CCP220 PERMIT 9 HRS 220DYS CCP220 CCP220 CLT 10 CNTR LD TEACHER ENDS 6 30 03 CLT 10 CLT 10 COUNS COUNSELOR COUNS COUNS CTA MA MASTERS DEGREE CTA MA CTA MA CTAPHD MASTERS amp PHD CTA PHD CTA PHD EX MA EXECUTIVE MASTERS DEGREE EX MA EX MA EX PHD EXECUTIVE MASTERS amp PHD EX PHD EX PHD FLEXWK FLEX WORK HRS DIFF ED SVC SPEC FLEXWK FLEXWK HA
266. T OLD LIM AMT The maximum dollar amount for a percentage deduction before The maximum dollar amount for a percentage deduction after The declining balance amount before the mass update The declining balance amount after the mass update The limit amount before the mass update NEW LIM AMT The limit amount after the mass update S The subjectivity flag before the mass update N S The subjectivity flag after the mass update O FR The Vol Ded Frequency Code or Deduction Schedule before the mass update N FR The Vol Ded Frequency Code or Deduction Schedule after the mass update QCC Version of DEDCSB The QCC version of DEDCSB has two different launch windows Submit Deduction Mass Change Logon District DEDCSB Submit Deduction Mass Change Select District DEDCSB The Job Menu window for payroll allows you to launch this process You can open it from either the Go menu or the tree view For Go menu point to the Go menu and Human Resources Payroll then select Payroll Job Menu Copyright O QSS 2011 7 1 27 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT 055 04515 EBR File View Change Year Ke Messages Window Help Print Manager Job Menu Utilities System Admin Finance w2 1099 Human Resources Payroll Employee Maintenance Stores Absence Tracking Fixed Assets CA Retireme
267. TART END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10 1 0 448 35 00 L 08 09 04 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 100 00 01 0000 0 2920 00 1110 1000 062 000 000 66 61 0 00 100 00 ka TOTALS 66 61 0 00 WILSON WOODROW omw FY RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC 01 04 415304 2 874 25 1 00 LP 2 874 25 NML FSTM 2 874 25 57 3 1 PY SCH S START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 04 05 04 KELY PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 15 0 00 01 6500 0 1110 00 5001 1110 700 000 000 0 00 22 994 00 0 008 ka TOTALS 0 00 22 994 00 NEW FY O RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC CHG 05 415304 2 874 25 1 00 LP 2 874 25 NML FSTM 2 874 25 57 3 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 08 09 05 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 100 00 01 6500 0 1110 00 5001 1110 700 000 000 2 874 25 0 00 100 00 TOTALS 2 874 25 0 00 For update and report mode the OLD Pay Line represents the content of the PR Screen before the update and the NEW Pay Line represents the PR Screen after the update For report only mode the NEW Pay Line represents the changes that would be made to the OLD Pay Line if you ran Load Payline Data from Position Control PL0400 in update and r
268. TB RESULTS ARE FILED IN HUMAN RESOURCES AS PER DISTRICT POLICY Following are places where you may obtain a TB skin test or x ray if required PLEASE NOTE Mantoux skin tests are now required for all staff Tine skin tests will no longer be accepted per County of Riverside Health Department UNIFIED FAMILY CENTER 100 Main Street Rm 201 San Mateo 650 345 3456 Skin Test Only Call For Appointment AREAWIDE NEIGHBORHOOD HEALTH CENTER 4040 Alabama Avenue Seaside 650 987 654300 X Ray Or Skin Test Call For Information And Appointment The cost of the TB test must be paid by the new employees adult education hourly employees substitute employees noon supervisors and home teachers Regular employees may obtain a voucher from Human Resources in order to pay for testing at any of the centers listed above The voucher must be presented to the center at the time of testing otherwise you must pay for services rendered An x ray will be taken only when a person has had a significant reaction to a Skin test We will accept the negative results of a TB test from your doctor IN WRITTEN FORM ON OFFICIAL STATIONERY OR PRESCRIPTION FORM WE WILL NOT ACCEPT READ YOUR OWN SKIN TEST FORMS The skin test must be a read by a physician or nurse to be valid If you prefer to use your own doctor the District will reimburse regular employees an amount not to exceed 15 00 for a skin test or 35 65 for a required x ray Reimbursement forms may be ob
269. TH 1099 Tax ID UT S8N opt Comment Category i Start Addt 1 Vendor Comments Over Address Commodty Screen St Zip Contact XXXXXXXXX Type Acct Phone H see Tse tax 1 mse tax 2 endor Master File 088 0 8 8 020038 ACME VIRTUAL COMPANY CITY ACME VIRTUAL COMPANY RECEIVABLES DIVISION 200 MAIN ST Fax EE SMITH Terms ea m Pct jx 1 250 1 750 9508 eCommerc Optional Update Return Screen Info Data To Menu Figure 4 83 Change Vendor Master File VEUPDT for Traditional Software 4 78 Copyright O QSS 2011 05 2011 Changing Sales Tax Rate Differentials Use Tax Rates for Vendors Vendor Maintenance Eile Options Help Odo Contact Information Optional Information Add l Addresses Commodities Comments District 65 020028 Name OFFICE DEPOT Remit Name OFFICE DEPOT Address BOX 1234 Remit Address INVOICING DEPOT PO BOX 4321 City YOUR CITY State CA Zip 12345 City YOUR CITY State CA Zip 12345 Phone 1 Fax Contact 1099 Y Yes Preset Tax ID 850033330 55 Use Preset N No 1 012500 x 9508 Use Tax 2 01 7500 958 Acct Number e Rating MET Type Category 8 mmm ea z k ha r aa Es Terms eS Shipping I Comments
270. Technical Notes in the QSS OASIS Accounts Payable Manual for instructions Ur on setting up FMAC options Non FMAC Clients If you are not operating under California FMAC guidelines any difference between what was set up and what was paid will be posted to Unappropriated Fund Balance 9710 This will be a credit if more is paid than anticipated or a debit if less is paid than anticipated If you want to post the difference amount to a different account you will need to make a journal entry to move the difference to the proper account The QSS OASIS Core Financial Manual describes journal entries Step by Step Treatment of Payables Briefly these are the steps involved in the setting up and posting of payables PROGRAM STEP ACTION USED 1 Set up control accounts if they have not already been set up GLINIT This is usually done in GLINIT when a client is first installed Note for example that the Accounts Payable Setup Control Object 9509 is different from the Accounts Payable Control Object 9510 9500 The QCC Core Financial Manual describes this process in detail 4 38 Copyright QSS 2011 05 2011 Entering Estimated Payables EP Estimated Payables a This will not be finalized until after the year end audit Estimated Payables Title bar Menu bar and toolbar Tree view for selecting payment Search F3 panel for selecting transactions Search Results grid for displaying
271. Update BBUPDT 3 54 Beginning Balances via Budget Development 3 63 Rolling Working Budget to Approved Revised 3 74 Creating New Budget Thresholds BWUPDT 3 81 Rolling Account Summary Rules ACSO10 3 85 Rolling Indirect Cost Rules GLICS0 3 88 Keyboard Shortcuts for QCC RR EUR ERR EY 3 90 Chapter 4 Tasks Related to Accounts Payable Overview usns oA dew Peano eee eee eee ud x RR REX eed 4 1 Setting Up The Batch Environment BCUPDT _ 4 2 Closing Out All Outstanding Purchase Orders 4 6 Step 1 Identifying and Analyzing Open Purchase Orders POR110 4 9 Step 2 Assigning Payment Action Codes 4 17 Step 3 Rolling Purchase Orders to Y2 Purchase Orders PORS10 4 27 05 2011 Copyright QSS 2011 Contents 1 QSS OASIS Fiscal Year Transition Training Notes Table of Contents Step 4 Rolling Y1 Purchase Orders to Y2 Payables 520 4 30 Step 5 Closing Out and Liquidating Open Purchase Orders PCL920 4 33 Entering Estimated Payables EP 4 37 Posting Payables Payments CL 4 48 Running Payabl
272. When it is time to issue summer pay use Update Payroll with Summer Deferred Vol Ded Amounts PAYOSB to create the pay lines needed for the special payroll run to disburse the deductions for the 85xx voluntary deductions Run Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB in Report Only mode The Summer Deferred Payroll Load Audit Report PAY904 allows you to verify the pay lines for summer deferred pay before updating When you are ready to create pay lines Run Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB in Update mode This process creates the pay lines for summer pay o Make any needed changes to the pay lines on the Payroll Pay Line PR Screen Set up any voluntary deductions to be taken from summer deferred pay using the Vol Ded Frequency code or Deduction Schedule for taking deductions on payroll numbers 15 and 16 Run a special payroll to disburse summer deferred pay Use the Pay Name that was defined exclusively for summer deferred pay from voluntary deductions The only pay schedule on this payroll run should be the special pay schedule for summer pay from voluntary deductions If you are issuing two warrants for summer pay you must do two special payroll runs Launch Screen District 65 Update Payroll with Summer Deferred Vol Ded Amounts Qss O0ASIS Report Title Update Option E Update payroll Report only Vol Ded History Dates From To
273. Y COMP DOCKS 000 00 0000 JAMES BOND Before 200 00 80 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y2 After 120 00 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 10 30 85 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 0000 JACQUE CLOUSEAU Before 120 00 80 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y4 After 120 00 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 10 15 79 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 0000 NANCY DREW Before 50 00 60 00 18 00 30 00 360 00 0 00 0 00 0 00 Service year 1 After 50 00 60 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 09 30 93 FTE 0 7500 0 7500 0 7500 0 7500 0 7500 1 0000 1 0000 0000 000 00 0000 THEO KOJAK Before 66 70 80 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 66 70 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 10 30 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 00005 PHILLIP MARLOWE Before 66 70 80 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 66 70 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 04 03 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 0000 SAM SPADE Before 80 00 72 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y2 After 80 00 72 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 09 15 88 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 0000 VIRGIL TIBBS Before 66 70 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Service
274. Y Goal Func Obit Type p Receipt En Amount Fd Bdr Sch Resc Balance Figure 5 47 Receipt Types in Accounts Receivable Window The first heading refers to the account class line Fd Bdr Sch Rese Y Goal Func Objt Split Split Line Fd Bor Sch Rese Y Goal Func Obit Type Receipt Amount Recon Amount Fd Bdr Sch Resc Balance HT Check Description 01 000 000 0000 0 1000 2 700 5100 00 30 01 000 000 0000 0 0000 0000 91 62 75 000 The second heading refers to the receipt entry line Line Fd Bdr Sch Rese Y Goal Func Objt Type Fd Bdr Sch Rese Y Goal Func Objt Split Split E n Description deis Recon Amount Fd Bdr Sch De Balance Amount Figure 5 48 Account Line amp Receipt Entry Line Valid Receipt Type codes are Code Meaning Explanation Close this account line No more receipts can be applied to this line F Final Receipt Use this when the account line has been paid in full 5 46 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 05 2010 Code Meaning Sample Year End Processing Reports Explanation Close Close this account line No more receipts can be applied to this line This is similar to F but is used when an account line has NOT been completely paid but no more payments are expected For example you can use this code to cancel an invoice that will not be paid Partial Receipt This is
275. a new fiscal year in the Fiscal Year Control Master File FCUPDT This makes it possible to have two fiscal years open at the same time and the Stores transactions to be posted to the appropriate fiscal year 2 Run Fiscal Year Maintenance STRYRE to roll the Warehouse Parameters SSUPDT Stock SKUPDT Stock Site KSUPDT and Warehouse Site WSUPDT master file records to the new fiscal year To do this for all of them Type Y in the Generate new FY records field Type 1 in the Process Stock Balances field Both Yl and Y2 are open at this point and transactions will be posted to the year to which issues are made When filling an issue the system looks at the balances for stock items from any open fiscal year NOTE Be sure to save the STDLIST produced by this step The information it contains would be helpful in troubleshooting any problems occurring with the rollover 3 Identify outstanding orders placed by the warehouse in Y1 Run the Order Status Report SO1200 to find them 4 Resolve all outstanding orders You must manually delete them and re enter them individually in Y2 by using the D option on the Stores Order Maintenance Screen SOUPDT NOTE Orders and issues in Y1 cannot be rolled to Y2 5 Be sure that all issues and back issues are on a pick list and all pick lists are filled Use the Pick List Processing PLUPDT program to do this as described in the QSS OASIS Stores Manual 6 Resolve all back iss
276. a partial payment More payments will be received Roll to New Year Roll the balance of this account line to the new fiscal year Normally this is used for a pre invoice situation For example a customer wants to rent space from you during the next fiscal year but they want to be invoiced this fiscal year In this case the current year invoice will not be paid until the next year Balance Adjustment Change the Balance Due on an invoice after it has been printed This is used to correct the Balance Due when it is incorrect When B is used and you enter a positive amount in the Receipt Amount field the amount is deducted from the Invoice Balance and added to the Reconciliation Amount If you enter a negative amount using the minus sign the amount is added to the Invoice Balance and deducted from the Reconciliation Amount Sample Year End Processing Reports Reports will vary depending on which action you perform and whether you update records Copyright O QSS 2010 5 47 QSS OASIS Fiscal Year Transition Training Notes Report Sample 1 Invoice Rollover Report Without Updated Records 07 QSS UNIFIED SCHOOL DISTRICT Current Year Invoice Rollover Report ACTRCV H 01 11 04 05 2001 Sample Roll Report Department 0056 Information Services Inv Inv Date NY Inv Receipt Number Rcpt Date Customer 000244 06 30 2000 000104 06 30 2000 000106 Joe s Construction Co Ed Bdr Sch Resc Y Goal Func Obit Type
277. able in the current fiscal How to Use Payment Inspect Payables 000001 Date 06 30 2008 Description Books ordered by not received 001934 Fd Bdr Sch Resc Y Goal Func Objt Type Established Status Account 01 000 000 0000 0 0000 0000 4310 0000 vv 45 55 P Vendor No Address 000113 0 Vendor name address Remit name address Acme Products Inc Acme Products Inc 100 Main Sq Accounting Department Unit 100 500 Main Street Your City C 12345 Your City 12345 EP last updated 1 9 2009 at 18 42 46 by DEAM Status Date Invoice Desc Liq Payment Balance Paid Wart Batch Hold ut 1 7 6 2008 Payment 1 23 00 23 00 22 55 00000000 0001 00 N oom ee ea Figure 4 51 EP Payment dialog box The EP Payment dialog box allows you to inspect payments add payments and delete the last unpaid line Inspecting Payments The EP Payment dialog box displays the header information and any payments already posted against estimated payables for pay vouchers and travel claims from the previous fiscal year Adding Payments You can add payment lines to an EP transaction that has a status of blank no payments or P partial payments As you add each payment line it is added to the bottom of the grid Copyright QSS 2011 4 51 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable
278. about financial account If your user security allows you can also open and close accounts Options Delete X CTRL F8 Delete the selected record in a grid or the data displayed Option in the current form This command is available only when a tab or subtab is in Change mode Options Print Screen F11 Print a copy of the window on the default Windows 9 printer for your PC 05 2011 Copyright QSS 2011 3 9 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Table 3 9 Command summary for the General Ledger Maintenance window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Copy CTRL F7 This command is not available for the General Ledger Maintenance window Options Change CTRL F9 When a tab or subtab is in Inspect mode activate Change mode so that you can add change or delete records Options Add CTRL F6 Add a new record This command is available only when a tab or subtab is in Change mode Options Inspect CTRL F5 When a tab or subtab is in Change mode return to Inspect mode so that you can no longer add or change any data Options Save F9 Save the data that you have added or changed on the current tab or subtab If you attempt to exit a tab without saving the system prompts you to save or abandon your changes Options Report CTRL F11 While the Account Structure GLMTO2 tab is active you ca
279. aches Typically a district or county resets these totals at the beginning of a fiscal year However they should wait until after making the retirement tapes for the prior fiscal year For example it is July of 2011 The reset should not take place until after reporting retirement for June of 2012 Once the prior fiscal year s retirement has been reported it is time to reset the accumulators for the current fiscal year Also STRS may require monthly maintenance Some STRS accumulators for certain account codes require resetting every month The launch screen can specify that only those account codes for STRS be reset These two reset processes are completely independent The window allows selecting only one process or both processes Thus a district can reset STRS and PERS accumulators at one pass then come back later and remove detail data for substitutes Copyright O QSS 2011 Purpose QSS OASIS Fiscal Year Transition Training Notes Chapter 9 Tasks Related to Retirement Initialize Employee Accumulators Window Figure 9 5 illustrates the nitialize Employee Accumulators window aJ Initialize Employee Accumulators 82 QSS DEMO DISTRICT 82 QSS OASIS File Options Hears ect Initialize Accumulators Initialize Substitute Data Optional Selection Criteria Blank for all District __ all districts Retirement System Retirement Account Codes From Date Paid v To F R v Employees
280. actions to invoices in next year Select invoices entered by user Update N Report only from un accrued invoices Y Update remaining open current year invoices as accrual invoices and produce report Reprint report from previously accrued invoices Process Year End Figure 5 46 Year End Processing Dialog Box with Accrual Option Copyright QSS 2010 Year End Processing 5 45 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Receipt Types This is the Receipt Entry tab of the nvoicing Billing Management window where you enter receipts for each account class on the invoice If you are rolling transactions to invoices in the next year you must mark them R in the Receipt Type field Year 04 07 055 UNIFIED SCHOOL DISTRICT QSS OASIS Accounts Receivable File Tools Help Invoice Entry gt Invoice Print Aging Statements Receipts Rpt App Dep Ltr Sales Tax Invoice Number Invoice Date Receipt No Receipt Date Reference No Terms Invoice Amount E Balance 040020 06 30 2004 040118 7 1234 0 Customer ID Customer Name Tas ID Tax Authority Tax Rate S 77500 000106 Joe s Construction Co SM 5 lateo _ UU uem Bescon Tat Tyee te Une Tol Tie Tt EEE 150 00 Hour N 0 00 1 500 00 Raa Edit Receipt Approve Consulting Fd Bdr Sch Resc Y Goal Func Objt Split Split Lg Sch Rese
281. addresses are fictitious The actual windows dialog boxes and reports at your site may vary from the samples in this documentation Table of Contents Chapter 1 Introduction About Lois Mamial pu ace bem qos ib aote ede P VE SUN A folios 1 1 WVocdbuldrye e see Mendes me RUE ieee 1 3 Documentation Conventions 1 7 User Interface PP A ees E iS 1 11 Chapter 2 Tasks for the Fiscal Year Transition Chapter 3 Tasks Related to Core Financial OVEIVIEW aan sug Aq eto eene ue dca ba M Uc hier em 3 1 Updating District Account Code Structure GLMTO2 __ 3 2 Rolling Year Specific Account Field Descriptions FDUPDT 3 12 Defining Clearing Rules GLMT03 seeeeee eens 3 20 Setting Up Budget Control Record BOUPDT 3 24 Validating ACCOUDL Strings 3 045 ae or Dare e Eo see as des 3 29 Manually Entering Each Account Through Account Maintenance ACUPDT 3 31 Transfer Selected Budgets to Budget Development BDE005 3 38 Rolling Development Budget to Working Budget of Financial System BDE006 3 42 Manually Entering Each Account Through Working Budget Update BGUPDT 3 49 General Ledger Control Accounts 9000 3 53 Manually Entering Accounts Through Beginning Balance
282. ade to the OLD pay line if you ran Load Payline Data from Position Control PL0400 in update and report mode The CHG line identifies what is different in the NEW pay line In the first example on this page the different items are the CO annual contract amount PU percentage unit split RB retirement base and RC retirement coding In the second example there are no changes in the NEW line See Page Zero of the report for a legend that explains the abbreviations in the CHG line 8 54 Copyright O QSS 2011 05 2011 Load Payline Data from Position Control STD PLO400 Traditional Screen FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC Y2 415304 2 874 25 1 00 LP 2 874 25 NML FSTM 2 874 25 57 3 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 08 09 00 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl EX GROSS FTD PAID 1 100 00 01 6500 0 1110 00 5001 1110 700 000 000 2 874 25 0 00 100 00 TOTALS 2 874 25 0 00 FY POSN D RATE UNITS RTS EX GROSS ST DED SP EP RET BASE AC P C WSC Y2 415304 2 874 25 1 00 LP 2 874 25 NML FSTM Wd 2 874 25 57 3 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10S 1 0 34 491 00 00 L 08 09 00 MS PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 100 00 01 6500 0 1110 00 5001 1110 700 000 000 2 874 25 0 00 100 00 TOTALS 2 874 25 0 00 Trad
283. al This heading illustrates the following Individual Field Description Transfers Global Field Description Transfer Individual Field Description Transfers The following series of screens illustrates the process of maintaining individual field values with Update Chart of Accounts FDUPDT District 65 Update Chart of Accounts Qss OASIS Field to update for help D Select the to update from this list FUND RESOURCE PROJECT YEAR OBJECT LOCAL GRANT GOAL FUNCTION SCHOOL RESPONSBLTY LOCAL Po Tow 4 1 2 3 4 5 8 9 0 1 20 ee FS SP SEE Pe ee een Start Go to Help Global Back Field Exit Over Option Transfer Up Mapping To Menu Figure 3 23 Option Screen in Update Chart of Accounts FDUPDT with List of Fields Type a field number and press lt ENTER gt 3 D 1 6 Copyright QSS 2011 05 2011 Rolling Year Specific Account Field Descriptions FDUPDT Traditional Version District 65 Update Chart of Accounts Qss OASIS Field 02 Name RESOURCE Option H for help J Valid options are A Add a record t Change a record D Delete a record I R 5 Inspect a record Request master file report s E 2 L er 11 L Upa Transfer Descriptions betueen years a ANC E CR CNN NE 3 Start to Help Global Back Field Exit Over Option Transfer Up Mapping To Menu Figure 3 24 Update Chart of Accounts Screen with T ran
284. al Year Maintenance Screen District 65 Fiscal Year Processing 055 0AS8I8 Harehouse 00 Fiscal Year Y1 Harehouse f Generate new FY records Parameter Hhouse site Stock and Stock site records Process records From FY To FY E Process Stock Balances Initialize balances to Zero in To FY From year and To year should be open 2 Carry forward From FY balances into To FY From year should be closed To year open Initialize Last Ordered Received Vendor Information jj Y H JC KNEE Select Help Start Launch Return Program Over Job To Menu Figure 6 8 Fiscal Year Maintenance Screen 6 1 2 Copyright QSS 2011 05 2011 Running Back Issue Resolution BIUPDT Overview 05 2011 Running Back Issue Resolution BIUPDT Overview Back issues are an optional feature of the Stores System When you do not have enough of a stock item to fill an issue requisition the shortfall can be posted to the issue by the system when additional items are received This section discusses issues requisitions and approvals from the viewpoint of ware house personnel The term issues is used in this section to refer to the request for stock items Figure 8 1 illustrates the Stores Issues Menu Screen District 85 Stores Issue Menu 055 065IS Warehouse 00 Fiscal Year Y1 Use the function keys to select your option STDROS H 00 00 compiled 12 13 01 Stores Back Approve PickList Stores Repo
285. al each other the budget update process makes any necessary adjustments to Unappropriated Fund Balance Adjustments to the fund balance may be needed if the Budget Transfer Mainte nance BD0002 window is set up with the option for entering budget transfers that do not balance This option allows you to enter budget transfers that increase or decrease estimated expenses without a corresponding adjustment to estimated rev enues Similarly this option allows you to enter transfers that increase or decrease estimated revenues without a corresponding adjustment to estimated expenses When an unbalanced transfer does this Result in Unappropriated Fund Balance Increases budgeted expenses Decrease Decreases budgeted expenses Increase Increases budgeted revenue Increase Decreases budgeted revenues Decrease Launching the Report These instructions tell how to approve or revise the budget with the Transfer Working Budget to Revised Approved BGRQST window There are two operations in launching a process Opening the process window Filling in the process window and launching the process Main Selection Tab Figure 3 77 illustrates the Main Selection tab for the Transfer Working Budget to Revised Approved BGRQST window Fill in the boxes on this tab as described below See page 5 for general instructions on typing in text boxes selecting options from drop down lists selecting dates checking boxes and selecting option buttons
286. alary schedules can have up to 200 range advances Range names may be either a four digit number from 0001 through 9999 or a four character name using any combination of letters and numbers Regardless of the direction of advancement the Salary Schedule Maintenance Report always prints in the same format with ranges running down the pages and steps running across Almost all sites use step advances instead of range advances When to Define Salary Schedules Before you can define salary schedules you must have the District and Location Master Files up to date and you must define your Work Calendar WC master file for Y2 Salary schedules need to be redefined for each fiscal year Copyright QSS 2011 05 2011 Salary Schedules Checking Database Capacities Checking Database Capacities Before creating new salary schedules make sure that the D SCHEDULE and D SCHED MATRIX datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your system administrator LN Opening the HR Code Maintenance 2 Window Use the HR Code Maintenance 2 window to define salary schedules for Y2 File View District Year Go Messages Window Help EHE Print Manager Job Menu Utilities EE Finance E Fixed Assets Stores we 1099 EH Human Resources Payroll b Sg Employee Maintenance Absence Tracking CA Retirement H HR Reporting and Downl
287. ample ACCOUNT XX XXX XXX XXXX X XXXX XXXX Normal Account Preset 0000 Request Screen Acct Preset 2227 account length 29 Formatted account length 37 Go To Previous Continue Exit Option Figure 3 15 Account Presets Copying District Records If there are no changes in the account string you can copy it from one year to the next For details see Chapter 2 of the QSS OASIS Core Financial Manual District 07 Copy District record to other District FY ass OASIS Source District FY 055 UNIFIED SCHOOL DISTRICT DI Name GL Dist AcctBal Override Source 07 97 055 UNIFIED SCHOOL DISTRICT 07 PS OVERRIDE Target M District 07 07 ERLAG Go To Update Exit Option Dists Figure 3 16 Copy District Record to Other District FY 05 2011 Copyright QSS 2011 3 1 1 QSS OASIS Fiscal Year Transition Training Notes 3 12 Rolling Year Specific Account Field Descriptions FDUPDT Field Maint FDUPDT Field Maintenace Global Desc Xfer Dist Field Mapping Field ID Size Type FY Sig Control Link Bal Object Numeric No Yes County No 9 Type Numeric Yes District No v Value Name Abbr Ref Type 3400 HEALTH AND WELFARE BENEFITS H amp W BEN 3401 HEALTH amp WELFARE CERTIFICATE H amp WCERT 3402 HEALTH amp WELFARE CLASSIFIED H amp WCLASS 3500 STATE UNEMPLOYMENT INSURANC SUI STATE UNEMPLOYMENT INS
288. an add dialog box that contains a copy of the transaction that you have selected in the grid You can modify the copy as needed before saving it Options Increase a Shift F6 For Revolving Cash only increase the balance in the revolving RC Balance cash checking account This icon does not display on the tool bar for other transactions Options Delete X Ctrl F8 Delete the transaction that you have selected in the grid The only transactions that you can delete are those that are not paid have no holds and belong to a batch that you have access to Options Clear 3 Ctrl F 1 Clear the selection criteria in the Search F3 panel Thus you Selection 7 can start with a blank slate and define a new set of search criteria Options Report p Ctrl R Open a Job Menu window that lists only the reports for the pum transactions on this window For a complete list of financial reports select the Financial Reports Processes command from the QCC menu Options Select 2n For EP and CL transactions select the fiscal year to use for Fiscal Year setting up transactions and posting payments For all other Alt D transactions this command is disabled because they are always in the current fiscal year Options Select none Alt T Highlight the transaction type in the tree view You can press the Invoice Type UP ARROW and DOWN ARROW keys to select another transaction type The Search F3 panel and Search Results clear whenever you select a new tra
289. ance BereltName Bete Type Bere Antz LintAmart PT Pinject Rees ans Figure 8 12 Add New Edit area for the BPR master file Traditional Screens In the traditional software Benefit Definition Maintenance PP0050 allows you to define benefits for salary projections This chapter provides a brief illustration of the traditional software For details see Chapter 7 of the QSS OASIS Position Control Manual District 65 Benefit Definition Maintenance Q5S 0ASIS Option for help J Valid options are Add Benefit Definitions Change a Benefit Definition Delete a Benefit Definition Inspect a Benefit Definition Request Benefit Definition report Exit progran Oa 7 M nil Start Help Start Return Over Over to Menu Figure 8 13 Benefit Definition Maintenance Screen with Help Option Type A in the Options field then press ENTER to display the first screen for adding benefits for Y2 8 1 6 Copyright QSS 2011 05 2011 Benefit Definitions Traditional Screens District 65 Benefit Definition Haintenance 055 0 515 Option for help t Year E c M M o E A C Back to Back to Return Option Option to Menu Figure 8 14 Benefit Definition Maintenance Partial Screen After typing the 2 digit year for Y2 press ENTER to display the screen for defining benefits District 65 Benefit Definition Maintenance a
290. and Z Payment Types The E and Z payment types create two new lines of transactions The only difference between the two is when they take effect Status Date Invoice Description 1 1 14 2009 Make a partial payment Liquidate Payment 100 00 100 00 Discount Flag N 2 00 Discount Net Balance 100 00 170 17 Figure 4 19 Payment history before applying E transaction Before applying an E payment transaction the PO has one partial payment for 100 00 and an unliquidated balance of 170 17 The E payment transaction closes out the existing encumbrance and re encumbers the account for 500 4 22 Copyright QSS 2011 05 2011 Step 2 Assigning Payment Action Codes PO Payments PO EE Add PO Payment File Options i16 Balance 170 17 Status Encumbrance change immec Invoice date Invoice Description Add E trans for 500 Batch number 0001 Sample Batch One Liquidate 500 00 Payment 0 00 Use Tax v 1099 Discount 7 Discount 2 00 Address No 00 Acne Products Inc ES 100 Main St Unit 100 Your City 12345 Yr 2009 Dist 07 Site 1 1 14 2009 14 06 19 Figure 4 20 E transaction applied to the PO After adding this E transaction to the PO the payment history looks like this Discount Flag 1 G 1 14 2009 Make a partial payment 100 00 N 100 00 2 1 14 2009
291. ansition Training Notes Chapter 5 Tasks Related to Accounts Receivable Treatment of Accounts Heceivable at Change of Fiscal Year In the Accounts Receivable window under the Invoice Entry tab are three choices for disposition of ARs at the end of the old fiscal year Figure 5 43 Current via Revenue Current via Reserve Accrual Add Invoice CustomerID Customer Name Address Current via Revenue Accrual C Curent via Reserve Tax ID Rate Line Item Description Ot Unit Cost Type Tx Line Tax Line Total b 1 Line Fd Sch Rese Y Goal Func Objt Fd Bdr Sch Rese Y Goal Func Objt Type Pct Split Split 1 Figure 5 43 Disposition Choices in Accounts Receivable Window These fields determine how invoices and receipts are posted to your Financial System as shown in the following examples Current via Revenue 5 42 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 Treatment of Accounts Receivable at Change of Fis 05 2010 Invoice Entry Receipt Entry Income AR Post AR Post Cash 8xxx 9210 9210 9110 To Note The object codes shown in these illustrations are examples only Your site may use different object codes Current via Reserve Invoice Entry Receipt Entry AR Post AR Reserve AR Post Cash 9210 9220 9210 9110 Dr Cr Cr Dr AR Reserve Income 9220 8xxx Dr C
292. ar Transition Training Notes 8 68 Employee Assignment Report PPR500 Example One OCEAN COUNTY SCHOOL SERVICE FD 00 01 JANE DOE EFFECTIVE DATE 07 14 2000 100 MAIN STREET YOUR TOWN CA94015 WORK LOCATION 0091 DIST OFF PAY LOCATION 0903 BUS OFF SAMPLE FOR DOCUMENTATION W4 PAY SCHED 12M PRINT DATE 07 14 00 kk k RR SOCIAL SECURITY NUMBER 000 00 0000 BU 03 MGT EMPLOYEE TYPE FULL TIME MANAGEMENT HIRE DATE 10 11 1990 ASSIGNMENT POSITION 222002 DIR OF BUSINESS SVS 000555 START END PLACEMENT P HRS DAYS MOS D W PD YEARLY MONTHLY 07 03 00 03 0135 06 Y 8 00 260 00 12 00 5 0 00 75 489 00 6 290 75 100 00 1 0000 01 091 4004 2320 0000 0 7200 0000 30 TOTAL FTE 1 0000 TOTAL MONTHLY 6 290 75 Seco ADDITIONAL PROJECTION BREAKOUT PROJECTED ANNUAL 75 489 00 ADDITIONAL 0 00 BONUS 0 00 TOTAL ADDITIONAL 0 00 PER DIEM 0 00 DEGREE 0 00 TOTAL PROJECTED 75 489 00 LONGEVITY 0 00 OTHER 0 00 Example Two OCEAN COUNTY SCHOOL SERVICE FD 00 01 LEONARD BERNSTEIN EFFECTIVEDATE 06 30 00 55 HARRISON ST NOVATO CA 94947 WORKLOCATION 0030 COUNTYWI PAYLOCATION 0001 OCOE John Smith xt 643 1619 W4 PAYSCHED EOM10S PRINT DATE 06 21 00 ck ck ck Ck Ck Ck Ck ck KK ck kk KK ck kk KK KR kk ck RK k KK kk KK SOCIAL SECURITY NUMBER 000 00 0000 BU 01 MCEA EMPLOYEE TYPE CERTIFICATED ROP H
293. are blank for benefits that are not pro rated by HIGH FTE For employees who work less than 1 000 FTE some Deduction Tables use ranges that determine benefits for employees who work less than full time For example employees who work 0 750 through 0 999 FTE may receive 0 7500 FTE of the employer paid benefit for full time employees AMT BEFORE Employee paid Voluntary Deduction amount before the update EMPE AMT AFTER Employee paid Voluntary Deduction amount after the update EMPR AMT Employer paid Voluntary Deduction amount before the update BEFORE EMPR AMT AFTER Employer paid Voluntary Deduction amount after the update How to Read the Report Totals The last page of the report concludes with totals for the number of Voluntary Deduc tions read matched and updated 7 1 38 Copyright 055 2011 05 2011 Re compute Deduction Amounts from the New Rate Table PDR100 Sample Report PAY DEDUCTION records read 5996 00 PAY DEDUCTION records qualified 607 00 PAY DEDUCTION records update 0 00 Totals for the Re compute Deduction Amounts from the New Rate Table PDR100 report TOTAL LINE EXPLANATION PAY DEDUCTION For the district that you have selected the total number of records read Voluntary Deductions on the PR Screens for all employees Each Voluntary Deduction takes up one record in the Pay Deduction dataset of the Personnel Payroll database PDR100 reads through all Voluntary Deductions for t
294. are separate applications on the QCC tree as shown below QSS ControlCenter 65 QSS UNIFIED SCHOOL DISTRICT assyoasis EBR File View Change Year Go pi Print Manager Job Menu Utilities E System Admin ES E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Chou Dons Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Figure 5 1 Two Separate Accounts Receivable Your district may use only one method or may use both TASK PAGE Using Accounts Receivable Without Invoicing GLAR 5 2 Setting Up Receivables for Next Year ARSO10 5 9 Running the Established Receivables Financial Report ARS500 5 23 Posting Cash Against Receivables from the Prior Year ARS020 5 11 Running the Open Receivables Report ARS300 5 27 Running the Receivables History Report ARS400 5 30 Running the Receivables Reconciliation Report ARS510 5 33 Roll Forward Accruals Using Invoicing Billing Management 5 37 AR01 Changing Sales Tax Rate Differentials 5 53 Additional Information 5 54 Copyright QSS 2010 5 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Using Accounts Heceivable Without Invoicing GLAR use Checking Database Capacities Before setting up receivables ARSO10 make sure that the AR EXPECTED dataset in the GLDSYS database has adequate room In most cases doing so require
295. art sum Start Exit Over Over to Main Figure 5 24 Option Screen for Post Cash Against Receivables from the Prior Year ARS020 Add Screen Figure 5 25 illustrates the completed screen for posting cash in Y2 against receivables created during Y1 District 07 Post Cash against Receivables from the prior year OSs 0ASIS Receivable number Date Reference Vendor Number PO Number Description Fd Bdr Sch Rsc Y Goal Func Typ Amount Recv 0B 01 000 000 0000 0 0000 0000 5100 0000 453 00 Receipts to date Remaining Description Date Type Receipt Recon Amt 0 P i M Deposit number Previous m Exit Screen to Main Figure 5 25 Add Option for Post Cash Against Receivables from the Prior Year ARS020 Copyright QSS 2010 05 2010 GLAR Accounts Receivable No Invoicing Window Traditional Screens Inspect Screen Figure 5 26 illustrates the completed screen for inspecting a prior year receivable This option allows you to look up both open and closed receivables The screen displays a summary of all receipts posted against the receivable However it does not tell you whether there are multiple payments nor does it tell you whether a final payment has been posted For more detailed information produce a Receivables History Report ARS400 District 07 Post Cash against Receivables from the prior year QSS 0ASIS Option H for help Receivable number Date Referenc
296. ase on your PC hard drive However when another user working on another PC adds or changes a Customer Master File record the database on your PC is not updated The system is designed this way to speed up processing Therefore you may want to synchronize the Customer Master File during a session in order to download any new or changed Customer records from the HP e3000 This is called synchronizing the Customer Master File Synchronizing from the Tools Pull down Menu From any Accounts Receivable Screen click on the Tools pull down menu then click Synchronize as shown in Figure 5 50 il Invoicing Billing Management File Tools Help Apply Credit Memo Shift F1 Inve Receipt Reversal Shift F2 NM Synchronize Cuscenrerre am Shift F3 Figure 5 50 Select Synchronize from the Tools Pull down Menu 5 54 Copyright QSS 2010 05 2010 Additional Information Changing Logon Fiscal Year A message similar to the one below will be displayed im Customer File Synchronization i n x Click Synchronize to update the Customer Master File on your PC from the Server s Customer Master File Click Close to quit Customer File Synchronization F Close Figure 5 51 Customer File Synchronization Dialog Box Click Synchronize to download any new Customer Master File records from the server to your PC Click Close to continue without synchronizing Changing Logon Fiscal
297. assigned to Pay Location 12 or 15 o The following example illustrates how to select by excluding employees Bargaining Unit 1 Pay Code 1 This screen selects employees who are not members of Bargaining Units 1 and 2 o The following example illustrates how to mix Include and Exclude Bargaining Unit 1 Pay Code 1 This example illustrates how to select employees assigned to Pay Code 1 who are not members of Bargaining Unit 2 7 72 Copyright QSS 2011 05 2011 Rolling Selected Pay Lines to New Year 1 0900 Launch Screen Do not include and exclude in the same field line In other words do not type both I and X on the Bargaining Unit line or on the Pay Code line Including and Excluding SP and EP Figure 7 66 illustrates the optional selections for starting and ending pay periods Figure 7 66 Include and Exclude for SP and EP SP EP O Leave blank or type payroll numbers in the first two boxes to select pay lines with specific start and end pay periods Leave blank to include pay lines with any Starting Period SP or Ending Period EP on the Payroll Pay Line PR Screen of Employee Maintenance To select pay lines by SP and type up to 5 selections Rate type Rates From To Units Treatment H Z F Units From To Figure 7 67 Select Units and Rate Types Function Keys for Roll Selected Pay Lines to New Year PLO900 Start Help Retrieve Save Start Launch Return Over Preset Prese
298. ation Report J933 BM0855 H 00 02 12 21 00 PAGE 1 BEFORE ROLL OVER Sort by Employee Name Employee Eligible Election Sect Pri Cob FTE Alloc Employee Employer Name SSN Status Date Date 125 mary ra Rule ation Percent Percent OOP ALLEY 000 00 0000 PE 12 01 1999 12 01 1999 X Y N BNL 0 5000 100 00 100 00 Package EM EMPLOYEE BASIC Level 1 EMPLOYEE ONE Empe Amt Empr Amt Totals Plan BCCL BLUE CROSS CLASSIFIED E1 EMPLOYEE ONE 187 40 L 187 41 L 374 81 Totals 187 40 187 41 PAN PETER 000 00 0000 AD 06 01 1994 06 01 1994 Y Y X BNL 1 0000 100 00 100 00 Package KAISER CERTIFICATED COMPLETE Level El EMPLOYEE ONE Empe Amt Empr Amt Totals Plan 51 KAISER CERTIFICATED E1 EMPLOYEE ONE 0 00 L 325 07 1 325 07 DDCT DELTA DENTAL CERTIFICATED E1 EMPLOYEE ONE 12 00 L 48 00 L 60 00 JHL JOHN HANCOCK MUTUAL LIFE A39 EMPLOYEE TO AGE 39 0 00 L 1 00 L 1 00 VIST MSIA VISION FUND CERTIFICATED El EMPLOYEE ONE 2 00 L 10 00 L 12 00 Totals 14 00 383 07 397 07 0 00 1 00 1 00 PIG PORKY 000 00 0000 CE 10 01 1976 10 01 1976 Y Y Y L 1 0000 100 00 100 00 Package BT BLUE CROSS CERTIFICATED COMPLT Level El EMPLOYEE ONE Empe Amt Empr Amt Totals Plan BCCT BLUE CROSS CERTIFICATED E1 EMPLOYEE ONE 0 00 L 358 75 L 358 75 DDCT DELTA DENTAL CERTIFICATED El EMPLOYEE ONE 12 00 L 48 00 L 60 00 CML CONNECTICUT MUTUAL LIFE A49 EMPLOYEE TO AGE 49 1 80 L 1 00 L 2 80 VIST MSIA VISION FUND CERTIFICATED E1 EMPLOYEE ONE 2 00 L 10 00 L 12 00 Totals 1
299. ayroll and HR Report Job Selector From the Tree view Go Human Resources Payroll HR Reporting and Down loading and HR Report Job Selector 7 78 Copyright QSS 2011 05 2011 Rolling Selected Pay Lines to New Year PL0900 05 2011 QSS ControlCenter 82 QSS DEMO DISTRICT 82 QSS lt File View Change Year Go Messages Window Help e System Admin Finance 7 HR Reporting and Downloading Ca HR Report Job Selector Personnel Downloader HR Query Absence Tracking Job Menu Benefits Management Job Menu Payroll Job Menu Position Control Job Menu E Master Files Utilities ac Professional Development ruby web Lodi Only ip Substitute Teacher Tracking Preview sc Employee Self Service ge Stores ES e Fixed Assets Last Run 04 28 2010 14 12 0 Yr 2010 Dist 82 Site 4 28 2010 18 16 QCC Version of PLO900 Figure 8 69 Selecting the HR Report Job Window from the Tree view Copyright O QSS 2011 7 79 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Selecting the PLO900 Process These instructions tell how to launch the PL0900 process from the HR Report Job Selector window HR Report Job Selector 82 QSS DEMO DISTRICT 82 File Options Help amp lt Reports L I Custom Selection Screen C Show Reports Show Jabs Category E Name Description Category Ac
300. ayrolls 15 and 16 are special purpose pay periods for the summer payrolls Update Payroll with Summer Deferred Vol Ded Amounts PAY9SB allows you to create the Pay Lines for summer pay This method requires you to make manual calculations and may not be practical for large districts 3 Automatic Deferred Deductions This method accomplishes the same thing as Manual Deferred Deductions but with much more automation Copyright QSS 2011 05 2011 Summer Pay Payroll Overview Summer Pay Payroll Overview Three types of payrolls fall under the category of summer payrolls deferred payrolls liability payrolls and summer deferred voluntary deductions Deferred payrolls are processed for employees who work ten or eleven months but elect to receive their pay over twelve months Liability payrolls cover labor and or employer paid benefits which are charged to a different year than cash These are set up as liabilities Summer deferred voluntary deductions use the 85xx objects as a savings account to issue summer deferred payments to vendors from voluntary deductions Classic Deferred Pay First Step To set up deferred payrolls you must first define a pay schedule for the deferred payrolls The second screen is to define the deferred pay schedules The example shows an end of month 10 month deferred schedule EOM 10D District 65 Maintain Pay Schedule 0 55 0 515 Y Y2 Schedule CEOM10D gt gt ETE aga
301. b Figure 4 56 illustrates the Payables Payments PCL200 window EB Payables Payments 1 200 Year 09 Dist 07 QSS DEMONSTRATION DISTRICT QSS OASIS File Options Report Title SAMPLE FOR DOCUMENTATION Date Entered Range IM fod Payable Number Range Sort By 1 Date Entered EP Number Batch Status A All batches FromBatch To Batch Yr 2009 Dist 07 Site 1 6 16 2009 14 54 Figure 4 56 Main Selection tab for the Payables Payments PCL200 window 4 54 Copyright QSS 2011 05 2011 Posting Payables Payments CL Traditional Screens Report Sample 65 QSS UNIFIED SCHOOL DISTRICT PAYABLES PAYMENT TRANSACTIONS J132 PCL200 H 02 01 01 31 03 PAGE SAMPLE REPORT Date 00 00 0000 99 99 9999 PO 000000 999999 EP NO PO NO REQ NO VE NO ADDR VENDOR NAME TAX ID NO DATE DATE PAID STATUS INV DATE INV DESC Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl UT UT OBJ RATE DISC RT 1099 ENTERED PAID STATUS PAYMENT USE TAX AMT DISC AMT NET PAYMENT 000001 000001 000007 00 Utility Company by the Bay 06 30 2009 06 30 2001 Final Payment 01 0000 0 4300 00 0000 0000 000 000 000 N 06 30 2009 F 951 45 0 00 TOTAL AMOUNT 951 45 0 00 000002 000002 000008 00 XYZ Waste Disposal 06 30 2009 06 30 0002 06 30 2001 Relieved 01 0000 0 4500 00 0000 0000 000 000 000 N N 06 30 2009 06 30 0002 R 300 00 0 00 06 30 2001 Final Payment 01 0000 0 4500 00 0000 0000 000 000 000 N N 06 30 2009 F 2 000 00 0 00
302. b allows you to copy all account string definitions from one fiscal year to another This subtab is useful for setting up a new fiscal year It provides a convenient way for a county office to copy all account strings from the year ending June 30 to the new year beginning on July 1 Copyright QSS 2011 05 2011 Updating District Account Code Structure GLMT02 District Report Window District Report Window The instructions for this window focus on the following areas Launching the Report Sample General Ledger District Report GLDIST Launching the Report District Report 24 QSS DEMONSTRATION DISTRICT 0955 0515 c File Help GLDIST 1 Presets Submit Job District 24 ss Demonstration District District Report 055 0 515 Year 07 Report title Sample for Documentation District 24 Figure 3 11 District Report window for launching the General Ledger District Report GLDIST Sample General Ledger District Report GLDIST The General Ledger District Report GLDIST prints one page for each district and year that you select Each page lists the account string definition for a district and year 05 2011 Copyright QSS 2011 3 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial QSS DEMONSTRATION DISTRICT GENERAL LEDGER DISTRICT REPORT J9923 GLDIST H 00 00 01 02 07 PAGE 51 District 57 SMARTVILLE UNIFIED SAMPLE DIST FY 00 G L District 57 Onli
303. bama Avenue Seaside 650 987 654300 X Ray Or Skin Test Call For Information And Appointment The cost of the TB test must be paid by the new employees adult education hourly employees substitute employees noon supervisors and home teachers Regular employees may obtain a voucher from Human Resources in order to pay for testing at any of the centers listed above The voucher must be presented to the center at the time of testing otherwise you must pay for services rendered An x ray will be taken only when a person has had a significant reaction to a Skin test We will accept the negative results of a TB test from your doctor IN WRITTEN FORM ON OFFICIAL STATIONERY OR PRESCRIPTION FORM WE WILL NOT ACCEPT READ YOUR OWN SKIN TEST FORMS The skin test must be a read by a physician or nurse to be valid If you prefer to use your own doctor the District will reimburse regular employees an amount not to exceed 15 00 for a skin test or 35 65 for a required x ray Reimbursement forms may be obtained from HUMAN RESOURCES A receipt must be attached to the form The imported fields are circled in the sample printed form above The Print Date Employee Name and Work Location are automatically imported into the heading The TB Expiration Date is imported into the text where the p D field was inserted in the form file 8 72 Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files 05 2011 Form Fil
304. be made in either Working Budget Update BGUPDT or Budget Development then that budget should be rolled to the general ledger again Although this is the next step after the procedure of validating account strings for the new year it may be performed before Manually Entering Accounts Through Beginning Balance Update BBUPDT on page 3 54 use Checking Database Capacities Before rolling the budget BGRQST make sure that the CONTROL dataset in the GLDSYS database has adequate room for the rollover In most cases doing so requires that you get help from data processing or your system administrator Four entries are created for every balance sheet Fund Resource Project year combination you have Purpose of Report The Transfer Working Budget to Revised Approved BGRQST window allows you to transfer the working budget to the approved and revised budgets This process updates every account for which the budget has changed since the last roll to the revised budget You cannot select accounts The Budget Approval Revision Report BG0900 provides a listing of the changes made to the budget since the last time the budget was rolled to revised The district s budget control record determines which budget is updated approved or revised Approved Budget The working budget is approved the first time a district uses the Transfer Working Budget to Revised Approved BGRQST window during a fiscal year The approved budget is a snapsh
305. ccordance with adopted District policy and upon evaluation and verification by Human Resources I understand that failure to return this statement to Human Resources within the period allowed by law Education Section 44842 will indicate my intent not to return to the District for the 2000 01 school year and that I have declined employment with the District and that my services as an employee of the District may be terminated as of June 30 2000 I further understand that signing is Notice of Intent to Accept Re employment is official and binding Signature of Employee Date Human Res Use Only RECEIVED Date By This program imports the Employee Name from the PER PAY database into the text of the form file On line 6 above NiHHHHHHHHHHEHHHHHHHHHHHHHHHHHHHHHREN corresponds to Employee Name The dates that must be changed on an annual basis are circled in the above sample form file 8 76 Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files Form Files Used for PER700 Series of Notices and Forms The output from the sample Intent To Accept Re employment form file looks like this QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES 11 14 2000 PUBLIC JOHN Q CENTRAL CAMPUS INTENT TO ACCEPT RE EMPLOYMENT PUBLIC JOHN hereby signify my intention to serve as a certificated employee in the QSS Unified School District during the 2000 01 school year at Class 0029 20 of the
306. ce Tracking Reset and Balance Forward Process and Report ABT920 Window Traditional Software District 07 Reset Process Set Up Screen QSS OASIS Reset thru porum Control date Incl term employees H Reset code reset leave buckets with an M in their reset rule reset leave buckets with an E in their reset rule reset leave buckets with a in their reset rule Ho Yes Create balance forward transactions N Y Delete absence transactions prior to 742744 Leave groups to process Include n Exclude All Reporting options Report Report Only Detail J Totals Only U Update and Report D Detail and Totals Sort On L Leave Group 1 Report title ABTO20 H 00 00 compiled 06 14 05 09 22 Start Print Help Select Save Launch Return Over Screen Preset Preset Report to Menu Figure 10 5 Reset Process Set Up Screen ABT020 05 2011 Copyright QSS 2011 1 0 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking Absence Tracking Accrual Process and Report ABT400 Window Purpose of Process Absence Tracking Accrual Process and Report ABT400 window launches the Accrual Process ABT400 report You can run this process for a single Leave Group or for an Accrual Schedule that includes multiple Leave Groups You can run this pro cess in the following ways Report only mode to create an Accr
307. certificated salary schedule Change in salary classification will be made in accordance with adopted District policy and upon evaluation and verification by Human Resources I understand that failure to return this statement to Human Resources within the period allowed by law Education Section 44842 will indicate my intent not to return to the District for the 2000 01 school year and that I have declined employment with the District and that my services as an employee of the District may be terminated as of dune 30 2000 I further understand that signing this Notice of Intent to Accept Re employment is official and binding Signature of Employee Human Res Use Only RECEIVED Date By UL The imported fields are circled in the sample printed form above 05 2011 Copyright QSS 2011 8 77 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Sample Contact Salary Confirmation Letter PER750 Form File The following is a sample Contact Salary Confirmation Letter form file created with EDIT 3000 CONTRACT SALARY CONFIRMATION LETTER QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES CONTRACT SALARY CONFIRMATION This is to confirm that QSS UNIFIED SCHOOL DISTRICT agrees to employ the above mentioned person for compensation at the follow rates Base Monthly Salary STHHHHHHHES Annualized Total Salary Includes all Additional and Bonus Pay
308. cess PER6805T Update Employee Experience PER PER9905T Reset Job Code gt Job Category Relationship PER PERS94ST Update PER PAY Data From Employee s Prime Positior PER ABTSOOST Request Repair of Orphaned Positions ABT DED9SOST Reset Deduction Accumulators DED PLOSO0ST Copy Paylines PAY PCT900ST Re Calculate Employee Projections PAY PCT920ST Update D EMP POSITION with Bonus Recalculations PAY PLO4025T Load Payline Data from Position Control PAY ABT994ST Update Employee Leave Pay Rate ABT PERBIOST Batch Employee Termination PER PER804ST Reset Calendar Relationships PER 10057 Payroll Timesheet Import PAY PCT9025T Re Calculate Employee Projections EH PosCtl Yr 2010 Dist 82 Site 1 4 28 2010 21 27 Figure 8 70 HR Report Job Selector window To launch PL0900 1 Click the Show Jobs check box HR Report Job Selector 82 QSS DEMO DISTRICT 82 assoasis MBR File Options Help 2 xag Reports 5 E E E Show Report Show Jobs Category EE Figure 8 71 Selecting jobs 2 In the Reports tab click the row for PLO900ST Process 506 Description Update Employee Experience PER990ST Reset Job Code gt Job Category Relationship PER9945T Update PER PAY Data From Employee s Prime Positior PER ABTSOOST Request Repair of Orphaned Positions peas penesosr on Re Calrilate Froninvee Projections
309. ching the Payables Transactions PCL100 report District 07 O55 0ASIS H 00 00 Update Payables Option H for help i Report title Reference PO number range Payable number range NN Sort by Ref PO number Pay t Ref PD number Ven name Payable number Vendor name Back to Help Option Figure 4 45 Update Payables Report Request Screen Back to Launch Exit Option Report 05 2011 Copyright QSS 2011 4 47 QSS OASIS Fiscal Year Transition Training Notes Posting Payables Payments CL Title bar Ki Accounts Payable PO Payments PO 07 QSS DEMONSTRATION DISTRICT 055 04 File Options Help Menu bar and toolbar 9 3 Accounts Payable PO Payments PO Pay Vouchers uick Search Travel Claims Tree VIEN for Mee d Purchase Order tt 0 selecting payment Revolving Cash RC lal Set Up Payables EP Payables Payments CL Liabilities LB Gi Transaction Maintenance d c Results Double Lick a cell or ControlEnter to view details Move Hold Payments 1099 Maintenance AA PO Number DateEntered ender Vendor Name Amount Remote Req Date Pi 11 13 2008 000113 Acme Products Inc 1 245 76 1 2 11 13 2008 000113 Acme Products Inc 314921 11 14 2008 000013 Andrew Jackson 103 03 Search F3 panel for 11 17 2008 000113 Acme Products Inc 81 30 selecting transactions 1 24 2008 000127 Office Depot 500 00 1 24 2009 00
310. choices are Y Yes submit my request N No don t submit my request and exit this program Return to screen 1 to check your settings Return to screen H2 to check your settings Exit this program without submitting a rollover request tac LE S Start Previous Return Over Screen to Menu Figure 8 40 Authorized Position Employee Assignment Rollover Confirmation Screen lt 5 gt Confirm whether you want to roll over the position and optional assignments then press ENTER to launch the process Copyright O QSS 2011 8 39 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 40 Recalculate Employee Position Projection Values PCT900 Purpose Recalculate Employee Position Projection Values PCT900 updates employee salary projection amounts Do this update at the beginning of a new fiscal year after you have rolled position assignments and adjusted salary schedules The PCT900 report shows the starting and advance salary amounts for the selected records NOTE PCT900 updates projection amounts only not current salary amou nts Salary amounts are updated with PAF300 or PAF302 The HR Report Job Selector window allows you to launch these processes Choose one of the following PCT900 for Standard Position Control PCT902 for Enhanced Position Control Both update processes create th
311. cities 05 2011 Before loading payroll pay line data from Enhanced Position Control PL0402 make sure that the D PAY PAYMENT D PAY ACCOUNT and D PAY POSITION datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Copyright O QSS 2011 8 57 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Steps for Launching the Process HR Report Job Selector 82 055 DEMO DISTRICT 82 05510455 MOR File Options Help amp x Reports c bal Settings Field S on Disticts Employee Selection Custom Selection Sereen Sct C Show Reports Show Jobs Category v Name Description Category Access PER680ST Update Employee Experience PER No PERS90ST Reset Job Code gt Job Category Relationship PER No PERS94ST Update PER PAY Data From Employee s Prime Positior PER No ABTSOOST Request Repair of Orphaned Positions ABT No DEDISOST Reset Deduction Accumulators DED No PLOSDOST Copy Paylines Re Calculate Employee Projections PCT920ST Update D EMP POSITION with Bonus Recalculations PLO4025T Load Payline Data from Position Control ABT9945T Update Employee Leave Pay Rate PER8105T Batch Employee Termination PER8045T Reset Calendar Relationships 10057 Payroll Timesheet Import PCT9025T Re Calculate Employee Projections EH PosCtl
312. class Entry Groups 13 11 Module Navigation 13 11 Purpose 13 11 Accountclass Entry Group List AEGRPLST 13 12 Accountclass Entry Group Update AEGRPSHW 13 14 Copying View Entry Groups to Another Year 13 19 Steps for Copying Groups 13 19 Copyright O QSS 2011 13 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools Setting Up Accountclass Viewing Groups A set of two screens makes up the Accountclass View Group module of QSS OASIS WEBTools Module Navigation To access this pair of screens click Acct class View Group Setup on the User Options screen qum View Group Setup Accountclass View Group List AVGRPLST Continue or Group Group name Accountclass View Group Update AVGRPSHW Figure 13 1 Accountclass View Group Setup Navigation Chart 1 3 2 Copyright QSS 2011 05 2011 Setting Up Accountclass Viewing Groups Purpose Purpose This pair of screens allows you to set or modify permissions for groups of users who will be able only to view various accounts in the Budget Development module but not to make entries to them Individual users can then be assigned to one or more of these groups on the User Update screen USERSHOW See the Financial chapter in the WEBTools User Manual for details The first screen Accountclass View Group List AVGRPLST displays the mod els account codes and field range permissions of the various defined groups
313. columns to their normal order Default Column Width resizes the columns to fit their data Search Results Double Click a cell or Control Enter to view details Payable tt Description PO Vendor Vendor Name Date Entered Date Paid 1 000001 Books ordered by not received 001934 000113 00 Acme Products Inc 06 30 2008 2 000002 Hours used but not paid for 000934 00 Legal Services Ltd 06 30 2008 3 000003 Supplies received at EOY 000432 000129 00 Home Depot 06 30 2008 Figure 4 37 Search Results panel for Estimated Payable EP transactions left side 4 42 Copyright O QSS 2011 05 2011 Entering Estimated Payables EP Acct Class Estimated Payables Paid Amount Audit ID Audit Date Audit Time 01 000 000 0000 0 0000 0000 4310 0000 01 000 000 0000 0 0000 0000 4310 0000 01 000 000 0000 0 0000 0000 4310 0000 250 00 01 03 2003 18 42 46 0 00 DEAM 01 03 2003 01 03 2008 1845 54 Figure 4 38 Search Results panel for Estimated Payable EP transactions right side Setup Payables Dialog Box Header information for the transaction Status summary Change mode and InpspectMode only Set up account for liability for Y2 Setup Payables Payables tt Description PO Change 000002 Date 06 30 2008 Hours used but not paid for 000834 Vendor No Address 9 000128 Vendor name address Header Information
314. counts Receivable No Invoicing 07 QSS DEMONSTRATION DISTRICT Qss oasis ABR File Options Receivable Accrual Current Year Receivable Number _ Date 06 30 2007 Reference Description Fd BdrSch Resc Y Goal Func Objt Type Amount 0 00 Rev Object 8210 ACCOUNTS RECEIVABLE Vendor PO Number Audit Date 0 00 Audit Time 00 00 Audit ID ARSO10 Y1 YYNYX Yr 07 Dist 07 Site 0001 8 29 2007 5 47 PM Figure 5 8 GLAR Accounts Receivable No Invoicing dialog box for adding changing and deleting receivables 5 1 0 Copyright QSS 2010 05 2010 GLAR Accounts Receivabl e No Invoicing Window Post Receipts AR RR ARS020 21 Tab Y2 Table 5 22 Commands for adding changing and inspecting receivables in the GLAR Accounts Receivable No Invoicing dialog box MENU COMMAND ICON KEYBOARD DESCRIPTION Options Save and Close Window e When adding or changing save the changes to the receivable then close the dialog box Options Save and F9 When adding or changing save the changes to the Stay r receivable and keep the dialog box open so you can add or change additional receivables File Exit F12 Close the dialog box without updating the current detail line Options Print Jg F11 Print a graphic image of the dialog box on the Screen E default Windows printer for your PC Op
315. ct PAGE 28 7110 NOT ON FILE Ref Over Under 01 1 07 04 17 4 0000 0000 Ref Balance Over Under 01 1 07P 04 17 to i PAGE 0000 GOAL 0000 Ref Over Under 640 00 195 00 6 967 40 6 967 40 885 577 41 4 71 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Traditional Screens This heading illustrates the traditional screens for the Payables Reconciliation Report PCL510 For details see Chapter 11 of the QSS OASIS Core Financial Manual The version below differs slightly from that in Chapter 11 District 07 Request Payables Reconcilation Report GSS OASIS From payables number To payables number ERE Report title Select Accounts M Y N Date paid fron MEE to Sort Break sequence ME EN EN EN NN ND D D D E E Choose from these FD sort items RS FN Fund Resource Function BdgtRespons SI Project Year PG Object TV Site School Program Goal Type Launch Return Report to menu Figure 4 71 First launch screen for the Payables Reconciliation Report PCL510 Fill out the first screen then press ENTER and Launch Report to select accounts with account masks and field ranges District 07 Request Payables Reconcilation Report QSS OASIS Payables number To TREES Paid from gt Report title E 0 Sort Break
316. ct the Undo button to undo the changes to the calendar Select the Cancel Close button to close the dialog box without saving your changes 6 In the toolbar click any of the following commands Click the Save F9 icon to save the changes to the calendar Click the 3 Cancel Close F12 icon to close the dialog box Click the ici Undo Changes Shift F1 icon to clear all changes made since you opened the dialog box Click a VCR button to go to a different month Display the first item in the search list 3 Display the last item in the search list Display the previous item in the search list Display the next item in the search list Click the g Print Screen F11 icon to print a copy of the dialog box on the default Windows printer for your PC 8 8 Copyright O QSS 2011 05 2011 Work Calendars Creating a Work Calendar for Less than 12 Months Report Sample 82 QSS DEMO DISTRICT 82 J8239 PP0350 H 00 04 07 09 09 PAGE SAMPLE FOR DOCUMENTATION WORK CALENDAR REPORT CALENDAR 0000 Default YEAR 2006 2007 1111111111222222222233 MONTH 12345678901234567890123456789 01 Paid JULY NN H NON NON NN 21 00 AUGUST SR NN Lou NON on NONO NN Set 23 00 SEPTEMBER CINONOHO Ck QUNGON o 44 NUN 0 o4 N 21 00 OCTOBER N39 Nes NON aa NUN Gute NON oos NN 22 00 NOVEMBER eem n NN oso Nose ues NN
317. cted during the N pay periods Payrolls 13 and 14 have dates that are after the end of FY 05 This is the correct way to set up the Pay Schedule Money that is deducted during FY 05 will be refunded during FY 06 The next step describes how to set up a Pay Name that uses this Pay Schedule for summer pay during July and August of FY 06 The Enhanced Payroll System uses the number of N non deferred and R refund pay periods to compute how much net pay to deduct during the 10 or 11 month contract year The N or R flag is in the Def deferred column of the Pay Schedule The amount to deduct on the N payrolls comes from the following formula R payrolls thly deduction net pay x meer of R payrolls _ Vs IP number of R payrolls number of payrolls In this example a teacher earns the total annual salary during a 10 month contract period The total net pay is 48 000 for the year which is earned at a rate of 4 800 per month If this annual amount is distributed over 12 months the net pay is 4 000 per month Copyright O QSS 2011 7 1 05 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7 106 To even out the cash flow over 12 months the Enhanced Payroll System computes an adjustment factor for how much net pay to deduct from each N payroll In this example the formula works out like this number of R payrolls ME CENE M vs number of R payrolls number
318. ction 5503 OLD 00 R OLD E OLD NEW 00 NEW T NEW Select only with pay codes g Skip Freq Selection 3 7005 R OLD 50 00 OLD E r OLD 00 NEW 59 00 NEW a lt NEW 00 Select only those with pay codes Skip Freq 1 9 Sample Report Page 78 OCEAN CITY USD VOLUNTARY DEDUCTIONS MASS CHANGE J13054 DEDCHG H 00 04 02 12 04 PAGE SAMPLE FOR QSS Report Only No Update will be done VDED OLD NEW OLD NEW OLD NEW OLD NEW OLD NEW OLD NEW ONO N CODE FQ EMPL AMT EMPL AMT EMPR AMT EMPR AMT MIN AMT MIN AMT MAX AMT MAX AMT BAL AMT BAL AMT LIM AMT LIM AMT S S FR FR SSN 000000000 5503 12 SSN 000000000 4912 12 SSN 000000000 4912 27 SSN 000000000 4912 12 SSN 000000000 4912 12 SSN 000000000 4912 27 05 2011 Copyright O QSS 2011 7 1 25 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Update or Report Options The page headings indicate whether Submit Deduction Mass Change DEDCSB Owas run in Report Only or Report and Update mode For Report Only mode the top of each page includes the following message Report only no update will be done For Update and Report mode the top of each page includes the following message CAUTION Your database WILL be updated Explanation of Report Headings The report headings look like this VDED OLD NEW OLD NEW OLD NEW OLD NEW OLD NEW OLD CODE FQ EMPL AMT EMPL AMT EMPR AMT EMPR AMT MIN AMT MIN AMT MAX AMT MAX AMT
319. ction for health care is 40 at of the time you launch the batch update After the update completes that deduction amount is increased to 50 The Set option updates all employees to a specified amount For example you can use the set option to make the employee paid share of Voluntary Deduction 3301 to be 78 93 for everyone The Set option locates all employees with that Voluntary Deduction number then changes the employee paid share to that amount Examples of Replacing Amounts with Mass Changes Two examples illustrate how to use the Replace option of Submit Deduction Mass Change DEDCSB In the first example all employees have the same deduction amount In the second example employees have two different deduction amounts and therefore require two different updates Example 1 One Deduction Amount 7 122 Dental Insurance Inc Voluntary Deduction 2220 raises its monthly premium from 15 to 20 A district can use Submit Deduction Mass Change DEDCSB to update this amount for all employees On the launch screen type an Old or current amount of 15 for deduction 2220 Then type a New amount of 20 Copyright QSS 2011 05 2011 Updating Voluntary Deductions DEDCSB Examples of Replacing Amounts with Mass Changes This batch update job finds all employees with a 15 Pay Deduction for deduction 2220 Then it changes that amount to 20 for all of those employees Example 2 Two Different Deduction Amounts This example is m
320. ction tab for the Calculate Salary Updte Employee Positions PAy300 window District 65 Calculate Salary Update Employee Position Qss O0ASIS Run Type B Blobal Salary Change 2 Long Step fidvance 3 Both 1 and 2 Effective Date Update Position Records No Generate Report No Option selection rules Salary Schedules Bargaining Units Job Codes Pay schedule If the Run Type 2 or 3 enter the Date Range desired Fron Date EE To Date EE PPRQST H 00 12 compiled 02 22 00 Page 1 of 1 Option 7 Stream PAF300ST Start Help Retrieve Save Launch Return Over Preset Preset Job to Menu Figure 8 49 Calculate Salary Update Employee Position Screen 05 2011 Copyright QSS 2011 8 47 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 48 Load Payline Data from Position Control STD PLO400 There two Load Payline Data from Position Control programs e PL0400 is used by the standard Position Control System and standard Payroll System It also uses the PO Screen of PP0002 This section you are reading is for PL0400 e PL0402 is used by the Enhanced Position Control System and the Enhanced Payroll System It also uses the EA Screen instead of the PO Screen of PP0002 The PL0402 program is described in the following section NOTE Use PL0400 or PL0402 only if your district is using the Position Control System to drive the Payroll Syst
321. ctions Accounts Type account masks and field ranges for selecting the accounts to report Copyright QSS 2011 4 65 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Main Selection Tab Figure 4 67 illustrates the Payables Financial Report PCL500 window EE Open Payables 1 300 Year 09 Dist 07 QSS DEMONSTRATION DISTRICT QSS OASIS TEE Main Selection Sort Break Account From Payable Number To Payable Number Report Title SAMPLE FOR DOCUMENTATION SelectAccounts Y Sort By 1 Payable Number Exclude Open Payables That Have a 0 Remaining Balance Yr 2009 Dist 07 Site 1 6 16 2009 14 46 Figure 4 67 Main Selection tab for the Payables Financial Report PCL500 window Report Sample 07 QSS DEMONSTRATION DISTRICT ESTABLISHED LIABILITY FINANCIAL REPORT J3825 PCL500 H 00 07 04 08 10 PAGE SAMPLE FOR DOCUMENTATION Account classifications selected Field ranges selected Fd Bdr Sch Resc Y Goal Func Objt Type BR Report Type Print Liab Bene Payr N Report prepared THU APR 8 2010 6 32 PM 4 66 Copyright QSS 2011 05 2011 Running Payables Reports Payables Financial Report PCL500 07 QSS DEMONSTRATION DISTRICT ESTABLISHED LIABILITY FINANCIAL REPORT J3825 PCL500 H 00 07 04 08 10 PAGE SAMPLE FOR DOCUMENTATION Fund GENERAL FUND Fd Bdr Sch Resc Y Goal Func Objt Type 970090 000175 Vend
322. ctions List of Payments Status Date Invoice Desc Liq Payment Balance Paid Wart Batch Hold 1 7 8 2009 Pay in full 54 66 52 79 0 00 0001 Figure 4 53 List of payments in EP Payment dialog box left side Vendor u trate Disc Discount Discount addr Ut u amount Z 1099 flag EE Net Wr status 00 N N 0 0 00 52 79 Figure 4 54 List of payments in EP Payment dialog box right side 4 52 Copyright QSS 2011 05 2011 Posting Payables Payments CL Launching the Payables Payments Transactions PCL200 Dialog Box for Payments Figure 4 55 illustrates the dialog box that opens after you click the zF Add Ctrl F6 icon File Options Balance 250 00 Status Invoice date Invoice Description Batch number Liquidate Payment Use Tax 1099 Recon object 9790 Discount Discount 0 00 Address No Yr 2009 Dist 07 Site 1 1 9 2009 22 25 49 Figure 4 55 Dialog box for posting payments against receivables Launching the Payables Payments Transactions PCL200 Purpose The Payables Payments Transactions PCL200 report lists the Set Up Payables EP transactions for Y1 that are defined on the Accounts Payable window This report lists transactions that are still open as Current Liabilities CL transactions for Y2 This report is a transaction report for payments posted against liabilities during Y2 on the Accounts Payable window You can
323. ctivate Option Change mode so that you can add change or delete records Options Add Option dp CTRL F6 Add a new record Options Inspect T CTRL F5 When a tab or subtab is in Change mode return to f Inspect mode so that you can no longer add or change any data Options Save F9 Save the data that you have added or changed on the E current tab or subtab If you attempt to exit a tab without saving the system prompts you to save or abandon your changes Options Grid Output HE SHIFT F11 Copy the contents of the grid in the current tab or subtab to the Grid Output window From there you can output the contents of the grid to a delimited text file a Word document a PDF file or an Excel spreadsheet Options Report p CTRL F11 Open a Beginning Balances BBUPDT window that y allows you to launch the Beginning Balance Entry Report BB0010 for a fiscal year Options Process 2 After making a selection such as a district or fiscal year 2 select this command to make the tab subtab display the selected data Options Search On the Beg Balance BBUPDT tab search for all accounts that match the account mask in the account selection box After the search completes the tab dis plays all matching accounts along with their total debits total credits and balance Options Account if F7 Open an Account Maintenance window that allows you Maintenance to display information
324. d Payline Data from Position Control STD PL0400 Report Sample Page Zero Detail Page 07 QSS UNIFIED SCHOOL DISTRICT PAYROLL LOAD COPY REPORT J239 PL0990 H 00 03 08 09 PAGE 0 Report Source PL0400 Mode REPORT Report Selection Criteria FY Y2 Control Date 07 01 20Y2 Load Option 1 Account Select Date 07 01 20Y2 Keep Accounts Pay Schedules Schedules Special Contract Types Balance of Contract Types Pay Types Add l Bonus Percent Bonus Per Diem Bonus Longevity Bonus Degree Bonus Other Bonus Soc Sec No s CHANGE FIELDS LEGEND AC Account s PU P U Split Type RB Ret Base RT Rate UT Units Ann Contract Pay Schedule Ret Codes User Field 05 2011 Copyright QSS 2011 8 53 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 07 QSS UNIFIED SCHOOL DISTRICT PAYROLL LOAD COPY REPORT J239 PL0990 H 00 03 08 09 PAGE 9 Report Source PL0400 Mode REPORT WASHINGTON GEORGE 000 00 0000 OLD FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP EP RET BASE AC P C WSC 03 Y1 523290 66 61 1 00 L 66 61 NML FSM k kk 8 54 00 4 1 PY SCH S BF START END USER ANN CONTRACT SRC COPY AUDIT INFO EOM10 1 0 0 00 04 06 00 MCHW PERCENT Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl SBFAT EX GROSS FTD PAID 1 0 00 01 0000 0 2920 00 1110 1000 062 000 000 0 00 306 41 0 00 TOTALS 0 00 306 41 NEW FY POSN D RATE UNITS RTS EX GROSS TYPE ST DED SP
325. d deductions See the QSS OASIS Payroll Manual for more information about Pay Schedules and instructions for defining them District 90 Maintain Pay Schedule QSS 0ASIS FY 05 Schedule E10REM gt SS Me eS Se J MONTHLY Use cycle for tax JJ Class J R egular S upp Benefit only payrolls for Paid Days Hours Heeks Local Use July and August of the current year earn their pay during the 10 N payrolls 05 31 2005 a AERE the net pay is banked 10 Def Pay 7901 DEFP WH Payback 951 DEFP REF during each The dates for month pay periods Select Print Set Def Next Page Page Update Return 1 12 Option Screen Pay Deds Window Backuard Foruard Data to Menu the current fiscal year Banked The dates for District 90 Maintain Pay Schedule O55 0ASIS a eriods pay FY 05 Pay Schedule is reimbursed 13 and 14 are during the R Cycle MONTHLY Use cycle for tax JJ Class R egular S upp in the next payrolls Pr Def Start Paid Hours Weeks Local Use fiscal year 08 01 2005 WEEE 08 29 2005 Page 2 2 1 15 Def Pay 7801 DEFP HH Payback 7951 DEFP REF ew Select Print Set Def Hext Page Page Update Return Option Screen Pay Deds Window Backward Forward Data to Menu Figure 7 79 Pay Schedule for automatic deferred deductions 7
326. d enclosed in angle brack ets for example Update Data The names of text boxes list boxes combo boxes check boxes and fields on QSS OASIS screens are in bold type including those found in instructions like If you type a user defined name in the Name field leave the Type field blank Menu items and the names of dialog boxes and group boxes are capitalized as for titles but are not in bold type Field names listed in the left column of two column text have one of the following notations R O or D CODE MEANING Required All required fields must be filled in before you can update a screen Optional You can leave optional fields blank and still apply changes This would include check boxes such as Summary Only D Display The field displays information that is already on file You cannot directly change information in a display field Keys to Press Function Keys and Key Names Besides listing field names the left column also lists the keys to press Key names are in angle brackets as in the following examples ENTER Update Data and Start Over 1 8 Copyright QSS 2011 05 2011 Documentation Conventions Keys to Press Function Keys and Key Names This heading discusses two categories of keys to press After filling in a screen these keys tell the computer that you have finished filling in a group of fields ENTER and RETURN Labeled Function Keys ENTER a
327. d half of the net pay in each teacher s bank via the Payback Voluntary Deduction for the Pay Schedule If you specify a date paid of August 29 2005 the Enhanced Payroll System refunds the remaining half of the banked net pay Step 5 Set Up W4 Screen Purpose The W4 Screen allows you to enroll employees in summer pay via automatic deferred deductions It also allows you to select the Pay Schedule used for withholding and refunding net pay To enroll employees modify their W4 Screens as described in this step NOTE If the PAYCTL security matrix is not set up properly the W4 Screen will not allow you to enroll employees in summer pay via automatic deferred deductions Copyright QSS 2011 7 1 09 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Setting Up the W4 Screen Use the W4 Screen to enroll employees in summer pay via automatic deferred deductions District 21 EL PINO SOLO UNIFIED DISTRICT 088 0 515 Employee Maintenance Mode Change 88H iit BETSY ROSS 8c W4 Control data 4 Informatior Status Exemptions Tax CC EX Special Tax Rules Additional 05 Federal State County Next screen City The default Pay Local x DPO flag ontrol Informatior etermines schedule for a Pay check sort CLARKHS whether an participant must Alt check sort Def Pay Bal be set up CERTIF Ret Ret code employee XP Pay schedule SUMMER PAY REIMBURSEMENT Cy
328. d have room for a min imum of 1 050 records to hold the transactions for both the AD and TE Leave Groups However the dataset s capacity should have free space for two or three times the space needed for the leave accrual transactions This is because the D ABSENCE LOG also requires space for recording all other employee leave transactions Every time an employee takes sick time vacation or any other leave that transaction uses up one record in D ABSENCE LOG Launching the Process These instructions focus on the specific information for launching the Accrual Pro cess ABT400 report report from the Absence Tracking Accrual Process and Report ABT400 window 05 2011 Copyright QSS 2011 1 0 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking Sample Accrual Process ABT400 Report Absence Tracking Accrual Process and Report ABT400 DAR Reporting Options Report Title Report Report Only X Detail T Totals only Sorton fL Leave group Show accrual Yes Control Center Control date 08 24 2009 Startdate 08 24 2003 Enddate 08 24 2003 Js O Include terminated employees Process accrual by Leave Group O Accrual Schedule The By Leave By Leave Group Group area is For month July Roll code available when you select the Include O Exclude OAI Leave Group check box Leave Groups gt The By Accrual Schedule area is available For
329. d options are fidd neu uork calendar entry Change uork calendar Delete uork calendar Inspect uork calendar Hork Calendar Report This Help Message Exit program A t D I R H E SSS ee c cU Ec HCQOINECAT NC Nc UH aec Start Print Help Start Return Over Screen Over to Menu Figure 8 7 Work Calendar Maintenance Screen with Help Option The following figure illustrates the first screen for adding changing and inspecting Work Calendars District 65 Add Work Calendar ass OASIS Year Yi Year Calendar Using Calendar Em SESS SS ne Start Start Return Over Over to Menu Figure 8 8 Maintaining Work Calendars 1 of 2 After you select a Work Calendar and press lt ENTER gt the screen displays the Work Calendar 05 2011 Copyright QSS 2011 8 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel District 65 Mork Calendar Haintenance 55 0 515 2 fidd Hode Calendar 0001 E E ER Codes SHTHTFS SHTHTFS SHTHTFS SHTHTFS SHTHTFS SHTHTFS HPaid Regular work day full Half day Non work day Paid holiday Special non uork day Contract dates S Di Total Calendar dates 07 03 20Y2 06 29 20Y2 Ho Yr Hork Holiday a a NN es en a ees or eee Start Print Merge Start Update Return Over Screen Holidays Over Data to Menu Figure 8 9 Maintaining Work Calendars 2 of 2
330. d totals Sort L 1 0 1 8 Copyright QSS 2011 05 2011 Chapter 11 Tasks Related to Benefits Management Overview Although employee benefits are rolled from one benefit plan year to the next rather than from one fiscal year to the next this chapter covers the processes involved in that transference as part of a general shifting of years TASK PAGE Request Benefits Management Roll Over BM0800 Window 11 2 Mass Benefit Plan Add Change Delete 11 6 Request Benefit Recalculation BM0850 Window 11 13 Use the Roll Over Program BM0800 transfer employee benefit information from one plan year to the next with a minimum of data entry Perform the roll over then use the recalculation program to recalculate employees premium amounts Use Add Change or Delete Plans BM0830 BM0810 amp BM0820 To add change or delete plans from Packages on a mass basis Use the Recalculation Program BM0850 Torecalculate premium amounts based on employee FTE at any time during the year Recalculation should also be done after each year s roll over use Checking Database Capacities 05 2010 Before performing employee benefit rollovers BM0800 make sure that the datasets especially D EMP BENEFITS and A DI SSN PKG LVL in the BENMGT database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Copyright QSS 2910 1 1 1 QSS OASIS
331. data not existing in the target year will be rolled into the target year Figure 8 38 Authorized Position Employee Assignment Rollover Screen One After filling in this screen press ENTER to continue to the optional selection criteria on the second screen District 65 Authorized Position Employee Assignment Rol lover QSSZ0ASIS Report title SSN Mask 0 1 9 L R ExtRef To subset the positions considered for rollover enter the values to be included in any or all of the following categories If no values are entered in a category ALL values for that category will be included Job category Job code Salary schedule Bargaining unit Location Figure 8 39 Authorized Position Employee Assignment Rollover Screen Two Fill in any desired optional selections then press ENTER to continue to the third and final screen 8 38 Copyright QSS 2011 05 2011 Authorized Position Employee Assignment Rollover Window Traditional Screens 05 2011 District 65 Authorized Position Employee Assignment Rollover ass O0ASIS You have requested to roll positions from the year to the year using the option of CREATE This option will have the following affect on the data currently stored in your position control system Everything in the target year uill be deleted first Then data uill be copied from the source to the target year Are you really sure you want to submit this rollover request j7 Your
332. date the records Print the report only Sample Report Page 32 LOS OLIVOS USD Re compute amp Update Employee Deduction Amts Report J13187 PDR100 H 00 02 08 25 04 PAGE SAMPLE FOR DOCUMENTATION Ded Use Empe Amt Empe Amt Empr Amt Empr Amt Di Empolyee Actual Low i Before After Before After 000 00 0000 ADAMS ABIGAIL 000 00 0000 ADAMS LOUISA 000 00 0000 BUSH BARBARA 000 00 0000 CARTER ROSALYNN 000 00 0000 CLEVELAND FRANCES F 000 00 0000 CLINTON HILLARY R 000 00 0000 COOLIDGE GRACE G 000 00 0000 EISENHOWER MAMIE D 000 00 0000 FILLMORE ABIGAIL 000 00 0000 FORD BETTY 000 00 0000 GARFIELD LUCRETIA R 000 00 0000 GRANT JULIA D 000 00 0000 HARDING FLORENCE K 000 00 0000 HARRISON ANNA 000 00 0000 HARRISON CAROLINE L 000 00 0000 HARRISON MARY L 000 00 0000 HAYES LUCY W 000 00 0000 HOOVER LOUISE H 000 00 0000 JACKSON RACHEL 000 00 0000 JOHNSON ELIZA M 000 00 0000 JOHNSON LADY BIRD 000 00 0000 LINCOLN MARY T 000 00 0000 MADISON DOLLY 000 00 0000 NIXON PAT 000 00 0000 ONASSIS JACQUELINE K 000 00 0000 ROOSEVELT EDITH K 000 00 0000 ROOSEVELT ELEANOR 000 00 0000 TRUMAN BESS W 000 00 0000 VAN BUREN HANNAH 000 00 0000 WASHINGTON MARTHA 000 00 0000 WILSON EDITH B PAY DEDUCTION records read 5996 00 PAY DEDUCTION records qualified 607 00 PAY DEDUCTI
333. dential expiration date Degrees And Units Notification PER730 Prints notices that inform employees of the Degrees and Units on file for them in the Personnel System Employees can verify the Degrees and Units reported on the form and notify the Personnel Department if there are any discrepancies Intent To Accept Re employment Forms PER740 Prints re employment confirmation forms for selected employees Employees can sign and return the forms to the Personnel Department so the District can deter mine its staffing requirements This form contains dates that must be updated annually Contract Salary Confirmation Letters PER750 Prints contract salary confirmation letters for selected employees Creating Form Files form files must reside in the DATA Group They are basic ASCII files created with the editor of your choice such as EDIT 3000 or QEdit 8 70 Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files Form Files Used for PER700 Series of Notices and Forms Sample TB Expiration Notice PER710 Form File The following is a sample TB Expiration Notice form file created with EDIT 3000 TB EXPIRATION NOTICES QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES YOUR TB REPORT WILL EXPIRE D D It is your responsibility to file a TB report before this date IF YOU HAVE NOT FILED A NEGATIVE TB REPORT ON OR BEFORE THAT DATE YOU MAY NOT WORK BEYOND THAT DATE NOR WILL YOUR PAY WARRANT BE ISSUED UNTIL NEGATIVE
334. des Cw C f 05 21 1999 A Credential Subject Codes CB C E Credential Level Codes CV C aee Degree Types DT 07 11 2003 Employee Types 1 05 21 1999 3 Ethnic Codes ET C 05 21 1999 Experience Types EX feu Freeze Placement Reasons FP E 05 21 1999 Handicap 1 05 21 1999 2 Hospital Codes HO 11 Sy SSS SS Status bar vrz008 Dist 12 Sitezi 4 28 2008 13 21 _ Figure 8 17 HR Code Maintenance window Selecting the Salary Schedule Master Files These instructions tell how to select the salary schedule master file for your site from the HR Code Maintenance 2 window c Absence Tracking Benefits Management 25 Master File Links Payroll County E Payroll District E Personnel County 5 Personnel rom Benefit E Rates BPR District Authorized Positions ENH DAPN District Authorized Positions STD DAP Position Control Bonus Codes PB Salary Schedules ENH SSN Salary Schedules STD SS Work Calendars WC 238 Retirement CA H Tax Tables County H Tax Tables District Figure 8 18 Tree view for selecting Salary Schedule master files 8 20 Copyright QSS 2011 05 2011 Salary Schedules Copying Salary Schedules Copying Salary Schedules Overview r 43 Copy Salary Schedules 82 TESTING DISTRICT 82 QSS OASI
335. ding balances for Y1 into the bud get model created in the previous step The only accounts that get transferred are balance sheet accounts in the general ledger range 3 Use the Projection Summary Report BUDSB3 window to review the ending bal ances in the budget model 4 If needed use the Budget Development window to adjust the ending balances in the budget model 5 Once the ending balances for Y1 are correct use the Transfer Beginning Balances from Development to GL BDE012 window Transfer the ending balances for Y1 in the budget model to the beginning balances for Y2 in the Financial System WARNING BDE012 allows you to zero out or delete all general ledger accounts for the target year in the Financial System before the transfer begins Before choosing either of these options be sure you have selected the correct budget model and target year for the Financial System Launching the Process These instructions tell how to create beginning balances with the Transfer Beginning Balances from Development to GL BDEO12 window 05 2011 Copyright QSS 2011 3 67 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Main Selection Tab Table 3 5 Tabs for the Transfer Beginning Balances from Development to GL BDE012 window TAB PURPOSE Main Selection tab Select the budget model to roll into the general ledger and the options for replacing any existing budgets Accounts tab Se
336. district to decide what does and does not work for the district s unique situation Audience for This Manual Most of the manual is for a general audience The overview of personnel and instruc tions for using programs are written for personnel staff members This manual assumes that these readers already understand what kind of information is needed to maintain their personnel records These chapters do assume some familiarity with using computers either through pre vious experience or training from QSS Specifically this manual assumes the follow ing knowledge How to log on to the HP e3000 Copyright O QSS 2011 1 1 QSS OASIS Fiscal Year Transition Training Notes 1 2 How to select menus and programs with the QSS OASIS Menu System How to print and retrieve reports according to the internal procedures for your site How to navigate through a screen with the TAB key arrow keys space bar and other such keys How to read and interpret self evident messages such as this No records found for given criteria These instructions also assume that your site has a system administrator as a resource person The screen menus and print procedures are different at every site The system administrator can customize both according to local operational needs Therefore your system administrator is the person to ask about where to find a particular pro gram on your Menu System screens Copyright O QSS 2011 C
337. ds step 3 above so that all transactions for Y2 will be included Copyright O QSS 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System Flowchart for Stores Procedures The following flowchart offers a visual guide to the steps outlined in the previous section Fiscal Year Process for Stores FCUPDT Define new fiscal year to have 2 fiscal years open STRYRE Roll master file records to Y2 initialize stock balances to zero Save the STDLIST produced 501200 Find outstanding orders for Y1 SOUPDT Resolve outstanding orders PLUPDT Put all issues on pick lists fill all pick lists BIUPDT Resolve all unfilled back issues SAUPDT SK1205 Physically inventory warehouse adjust stock items Ensure all transactions are resolved before continuing FCUPDT Close old fiscal year STRYRE Carry forward stock balances Save the STDLIST produced RC1100 Resynchronize amp repost stock counters Flowchart for Stores Procedures 6 4 Copyright QSS 2011 05 2011 Defining Fiscal Year Control Master File FCUPDT Adding Changing or Inspecting a Record Defining Fiscal Year Control Master File FCUPDT The Fiscal Year Control Master File defines whether the warehouse is open or closed for Stores business and the date ranges for which various Stores transactions are allowed You manage this file twice during the fiscal year transition proces
338. ds at once are discussed in this chapter These processes accrue leave and reset leave balances This chapter discusses the following processes that accrue leave and reset leave balance for entire leave groups Absence Tracking Reset and Balance Forward Process and Report ABT920 window This process does two things Resets leave balances for employees in selected leave groups Typically bal ances are reset at the end of one fiscal year to create the next fiscal year s start ing leave balances NOTE The best time to reset is after the last accrual for the old fiscal year and before the first accrual for the new fiscal year Creates a new balance forward transaction for each leave category Normally the old detailed absence log transactions are deleted However the 05 2011 Copyright QSS 2011 1 0 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking ABT920 security parameters allow you to setup your district so that old transac tions are retained Even though both processes are launched from the same screen they are two com pletely independent processes Both are optional You can do one without the other or do both with completely different effective dates Absence Tracking Accrual Process and Report ABT400 window This window launches the Accrual Process ABT400 It accrues leave for a month by selecting Leave Group codes or Accrual Schedule codes The request screen
339. duction Table with the new rate for the plan or Bargaining Unit In the Deduction Table Master File use the add option to create a new table with a Usage Type of C for change This new table identifies the new rate for dental insurance 05 2011 Copyright QSS 2011 7 1 33 QSS OASIS Fiscal Year Transition Training Notes 7 134 Chapter 7 Tasks Related to Payroll System District 90 Update Per Pay Master Files 088 0A518 Master file DR Deduction Table Option H for help E Deduction DEN SCHOOL DISTRICTS DENTAL Ben Plan Usage Copy From EN Ben Plan MlM usage Type Jj Total fmt E m EMPR Amt Prorate i is Billing Bas Use EMPE EMPR Amts Deduction Rate Table Data Lou High Use Actual FTE 0000 1 0000 0000 Eir ea a a Select Print Previous Update Return Option Screen Screen To Menu Figure 7 93 Deduction Table for changed rate The Deduction Table for the new rate has a C for change in the Usage Type for plan mode or Usage Code for Bargaining Unit mode This table has the new rate of 125 68 When you run the PDR100 it compares the deduction amount from the current Deduction Table against actual deductions on the PD Screen Each employee has a PD Screen that contains the employee s Voluntary Deduc tions For these sample Deduction Tables PDR100 does the following Locate every PD Screen that has Voluntary Deduction 2518 with
340. dules PP0010 Adding Changing or Inspecting Deduction Schedules 05 2011 District 07 Update Per Pay Master Files 08908518 Master file DS Deduction Schedule Option for help E Valid options are add a record change a record delete a record inspect a record request master file report select another file to update exit program Select Select Return File File to Menu Figure 7 10 Option Screen for Master File DS Deduction Schedules Adding Changing or Inspecting Deduction Schedules Selecting a Schedule Figure 7 11 illustrates the screen that is displayed after you select the add change or inspect option District 07 Update Per Pay Master Files 088 0 8 8 Master file DS Deduction Schedule Option for help Fiscal Year j Deduction Schedule Usati b M S Rd EST LUCR ee Select Previnus Return File Screen to Menu Figure 7 11 Selecting a Deduction Schedule Copyright QSS 2011 7 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Maintaining a Schedule Figure 7 12 illustrates the screen for maintaining a deduction schedule This screen allows you to select the pay periods on which to take deductions throughout a fiscal year District 07 Maintain Deduction Schedule 055 0A5IS Fiscal Year Y2 Deduction Schedule 12 12 MONTH EMPLOYEES Classification R egular S upplemental B oth Employee Factor Enp
341. duo 900602557 Main Selection Sot Accounts Report Type Primary Sort Detail Order PO Detail Order Include Current Liabilities PO Number PO Date Vendor Number Vendor Name Code Range Selection Category 1 gt Vendor 9 PO 07 QSS DEMONSTRATION DISTRICT Purchase Order Report Writer 1SAMLE FOR DOCUMENTATION 1 Open Purchase Orders x 1 Account Sort Sequence x 1 Purchase Order Number 1 Purchase Order Number 7 a Individual Code Selection Category Vendor Type PO Chapter 4 Tasks Related to Accounts Payable osszoass EBR 1997 Dist 07 Site 1 10 22 2008 22 14 Figure 4 4 Main Selection tab for the Purchase Order Payment Transactions PORSUB window Sort Tab Figure 4 5 illustrates the Sort tab for the Purchase Order Payment Transactions PORSUB window This tab allows you to select the account fields for sorting the financial accounts within each primary sort group By default the report sorts accounts by fund If you have chosen another sort order the tab bar reads Sort with an asterisk to indicate you have chosen different account fields for sorting 4 10 Copyright QSS 2011 05 2011 Step 1 Identifying and Analyzing Open Purchase Orders POR110 Edit Sorts and Rollups Dialog Box Edit Sorts and Rollups Dialog Box Purchase Order Payment Transactions PORSUB 07 05
342. e Vendor Number PO Humber 5 Description Fd Sch Y Goal Func Typ 0 1 000 000 0000 0 0000 0000 5100 0000 53 00 Receipts to date Remaining Press the lt ENTER gt key to continue SCreen Previous Figure 5 26 Inspect Option for Post Cash Against Receivables from the Prior Year ARS020 Report Screen Figure 5 23 illustrates the report option screen It allows you to launch a Receivables Receipts Report ARS200 This report is a proof list of receipts recorded with Set Up Receivables for Next Year ARSO10 See page 5 44 for a sample report 05 2010 Copyright QSS 2010 5 21 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 5 22 District 07 Post Cash against Receivables from the prior year QSS O0ASIS Option for help Report title aie wate Date From To Receivable From To Reference From To Deposit From To Vendor From To PO From To Sort by J 1 Date receivable number 2 Receivable number 3 Reference number 4 Fund Object Receivable number 5 Deposit number 6 Vendor number PO number Start Previous over Screen Exit to Main Figure 5 27 Report Option for Post Cash Against Receivables from the Prior Year ARS020 Copyright QSS 2010 05 2010 Running the Established Receivables Financial Report ARS500 Purpose Running the Established Receivabl
343. e Less than calendar Yes Less than calendar N A Yes No end date end date Equal to calendar No Blank or any date No No No end date Equal to calendar No Blank or any date Yes No No end date Equal to calendar Yes Blank No Yes Yes end date Equal to calendar Yes Less than calendar No Yes No end date end date Equal to calendar Yes Equal to calendar No Yes No end date end date a The entire field reads Roll position assignment data if the end date is the same as the last date of work calendar 8 32 Copyright O QSS 2011 05 2011 Authorized Position Employee Assignment Rollover Window Code Selection Dialog Box Code Selection Dialog Box Purpose The code selection dialog box opens after you click the button in a report launch window This dialog box allows you to select the codes to use for selecting records for a report or a batch update process Description of Dialog Box Title bar ETATS STU EIE Toolbar O x Plas 3 Menu bar List of codes that you can select Code selection area AM CENT AFDSBLTY s RM DIRE List of selected BC CLASS Remove codes BAS LIFE BENADJMT TOTALCAP CON LIFE DENT CLS DENT CRT Buttons for adding DENTAL and removing zen codes from the selected list Status bar 2010 Dist 65 Site 0075 1 31 2010 4 59 PM Figure 8 37 Code selection dialog box 05 2011 Copyright QSS 2011 8 33 QSS OASIS Fiscal Year Transition Training Notes Chapter
344. e Financial 3 6 Purpose The Field Spec subtab allows you to define the usage that corresponds to each field in the account string At the very least you must define the account fields that corre spond to the fund and object usage You can define additional usages for other account fields Columns in the Subtab Usage Local Field Size Bal Figure 3 8 Columns for the Field Spec subtab Copy Dist Records Subtab Copy Dist Records From Fiscal Year 1 2 From District 24 El Pino Grande USD ES GL Dist 24 Acct Bal PS Override Fiscal Year Dist Name GL Dist Acct Bal Override 08 24 El Pino Grande USD 24 PS SoftPost Figure 3 9 Copy Dist Records subtab for the Field Master GLMT01 tab The Copy Dist Records subtab allows you to copy the account string from one dis trict to another or from one fiscal year to another This subtab is useful for a county office that needs to set up account strings for multiple districts Once you create an account string for one district you can copy it to other districts with this subtab NOTE When you are setting up a new year use the Copy All Districts subtab to do a mass copy of all account strings from the year ending June 30 to the new year starting on July 1 Copy All Dist Subtab Copy All Dist Source Fiscal Year v1 Option Preserve records in target FY Y Figure 3 10 Copy All Dist subtab for the Field Master GLMT01 tab The Copy All Dist subta
345. e P Payables paymentsO option District 07 Payable Payments QSS OASIS Payable ven Addr s Ie Desc Discount Fd Bdr Sch Resc Y Goal Func Objt Type Established Status information 01 120 500 9010 0 8100 5000 4300 0000 103 56 Ln S Date Invoice Desc Lig Balance Payment Paid Warr Batch H 1 Bi USED GUCIE BEE TA CAR ME 0 00 UT N 1099 D N Payments NA already posted NND Action Invoice date desc oo esse Fx Place for Batch number Liquidate posting new Payment Recon object payments Addr No Use tax 1099 Disc War Stat Backward Forward Program Back to Toggle Help Pa Page Page ES Option Use Disc Figure 4 58 Payable Payments Payment Data Screen The following screen illustrates the I Inspect payments option This screen lists payments already posted 4 56 Copyright QSS 2011 05 2011 Posting Payables Payments CL Traditional Screens 05 2011 District 07 Payable Payments QSS OASIS Payable PO 000000 Ven Addr 009883 00 Desc MEE 0 000 Fd Bdr Sch Resc V Goal Func Objt Type Established Status 01 210 500 0000 0 8600 7710 5200 0363 33 32 F Ln S Date Invoice Desc Lig Balance Payment U Tax Paid Warrt Batch H A 0 00 UT N 1099 N D N
346. e Process Report Sample 65 QSS UNIFIED SCHOOL DISTRICT SALARY UPGRADE VERIFICATION LISTING J346 PAF300 H 00 05 03 18 02 PAGE 17 NAME SSN JOB CODE PA D Y FTE DUE DATE OLD PLACEMENT AMOUNT PLACEMENT AMOUNT ALLEN WOODY 000 00 0000 STEP 260 00 1 0000 08 01 1987 50 0026 12 15 42 50 0026 13 15 78 BALL LUCILLE 000 00 0000 SLRY 186 00 0 8000 40 V 08 39 650 40 BENNY JACK 000 00 0000 SLRY 186 00 1 0000 40 V 19 58 395 00 BERLE MILTON 000 00 0000 SLRY 186 00 1 0000 40 II 03 37 295 00 BURNETT CAROL 000 00 0000 SLRY 186 00 1 0000 40 II 03 37 295 00 BURNS GEORGE 000 00 0000 SLRY 218 00 1 0000 12 0005 08 90 481 00 CARNY ART 000 00 0000 SLRY 186 00 1 0000 40 V 06 46 618 00 CARLIN GEORGE 000 00 0000 SLRY 186 00 1 0000 40 V 15 55 453 00 CARREY JIM 000 00 0000 SLRY 186 00 1 0000 40 IV 05 43 512 00 CARSON JOHNNY 000 00 0000 SLRY 186 00 1 0000 40 III 07 44 819 00 COSBY BILL 000 00 0000 SLRY 186 00 1 0000 40 IV 05 43 512 00 DANGERFIELD RODNEY 000 00 0000 SLRY 186 00 1 0000 40 V 05 45 148 00 GLEASON JACKIE 000 00 0000 SLRY 186 00 1 0000 40 V 19 58 395 00 GRIFFITH ANDY 000 00 0000 SLRY 191 00 0 4063 73 0011 05 10 19 KNOTTS DON 000 00 0000 SLRY 186 00 1 0000 40 I 01 32 714 00 LENO JAY 000 00 0000 SLRY 186 00 1 0000 40 IV 11 50 871 00 LETTERMAN DAVID 000 00 0000 SLRY 209 00 1 0000 50 0024 25 16 43 MARTIN STEVE 000 00 0000 SLRY 195 00 0 7500 50 0016 07 11 76 STEP 195 00 0 7500 10 01 1993 50 0016 06 11 48 50 0016 07 11 76 MURPHY EDD
347. e earch Results Double Click a cell or Control Enter to view details Move Hold Payments 1039 Maintenance PO Number Date Entered weno Vendor Name Amount Remote Req Date Pi 090002 11 13 2008 000113 Products Inc 1 245 76 12 090003 11 13 2008 000013 Acme Products Inc 149 21 090004 11 14 2008 000013 Andrew Jackson 103 03 Search F3 panel for 090006 11 17 2008 000013 Acme Products Inc 81 30 selecti ng transactions 090010 1 24 2009 000127 Office Depot 500 00 090011 1 24 2009 000128 Home Depot 500 00 090012 1 26 2009 000113 Acme Products Inc 51 80 090013 1 26 2008 000113 Acme Products Inc 73 98 Search Results g rid 090016 1 30 2009 1000128 Legal Services Ltd 850 00 090017 2 2 2008 000129 Home Depot 313205 for displayi ng 090018 2 4 2009 000129 Home Depot 80 59 090018 2 5 2008 000118 Johnson Smith amp Jones 72 93 090021 2 5 2008 000113 Acme Products Inc 161 62 Message bar Yr 2009 Dist 07 Site 1 4 21 2009 15 04 Figure 4 10 Parts of the Accounts Payable window The Accounts Payable window allows you to assign payment actions to POs that are open at the end of You can choose to pay them in Y 1 or carry them forward as liabilities in Y2 Checking Database Capacities Before entering any rollover transactions POPYMT make sure that the PO PAYMENT dataset in the GLDSYS database has adequate room In most cases doing so requires that you get help from data processing or your
348. e employee s PO screen to be set to the work calendar days in the target year MV 100 define the warning level at 9 days any variance more than 9 days will generate a warning on the position roll report PP0805 WV 009 when rolling into year 98 convert work calendar 2400 to 2499 Positions and employee assignment records in the source year that have a work calendar of 2400 will get a work calendar of 2499 in year 98 CC 98 2400 2499 when rolling into year 98 convert work calendar 1100 1199 to 1200 Position and employee assignment records in the source year that have a work calendar of 1100 1199 will get a work 1 of 1200 in year 98 CR 98 1100 1199 1200 If you need to use the PPO800 DATA QSSUSER control file and do not currently have a copy of it on your system contact your QSS Account Manager for assistance Copyright O QSS 2011 8 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Sample Heport Positions Rolled In this sample report the CREATE mode was used positions were rolled but assignments were not This is apparent from the absence of any employee SSNs dates or placements attached to the positions 65 QSS UNIFIED SCHOOL DISTRICT POSITION ROLLOVER REPORT J344 PP0805 H 00 00 05 18 Y1 PAGE 72 SOURCE FISCAL YEAR 20Y1 TARGET FISCAL YEAR 20Y2 AUTHORIZED POSITIONS ROLLED TO TARGET YEAR POSITION JOB JOB EMPLOYEE START
349. e information on the Pay Line PR screen Uses PAF300 to update Salary Schedule information on the Pay Line PR screen Uses PAF300 to update salary amounts on the Employee Position PO screen Uses PAF305 to update salary amounts on the Employee Assignment EA screen Uses PCT900 to update salary projection amounts on the Employee Position PO screen Uses PCT902 to update salary projection amounts on the Employee Assignment EA screen Copyright O QSS 2011 Chapter 8 Tasks Related to Position Control and Personnel 05 2011 Work Calendars Purpose Work Calendars Purpose The Work Calendar Maintenance PP0035 program defines the work schedule for different groups and classes of employees The Work Calendars created in this program are used when calculating and projecting salaries Accurate calendars are especially important for hourly and daily workers as well as for salaried employees whose assignments do not span an entire fiscal year Work Calendars must be established for each fiscal year You must create calendars in Work Calendar Maintenance PP0035 before doing any of the following Creating Salary Schedules Rolling positions and assignments to the next year Running projection reports for the next year TIP Create the default 0000 work calendar as a template for the new fiscal year before creating other work calendars Work Calendar 0000 Each fiscal year you must create Work
350. e instructions refer to the function key label rather than the number because QSS OASIS makes extensive use of the ability to display only the function keys that work for a particular screen and to display different names for the same function key number 05 2011 Copyright QSS 2011 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 1 Introduction Updating most screens requires pressing ENTER then Update Data or the F7 key After you press ENTER the program verifies what you have typed into the fields Pressing Update Data posts the information on the screen to the computer s database However some screens update after you press ENTER See the instructions for each screen for more details Screen Display and Sample Heports Information displayed on the screen is represented in this manual as a typewritten like monospaced font Courier New type Information to be Typed Information that you type is represented in this manual as a typewritten like monospaced font Courier New underlined type The following example illustrates this convention Type a JCW such as DISTNO or SITENO 1 1 0 Copyright QSS 2011 05 2011 User Interface Things You Already Know 05 2011 User Interface The QSS OASIS Financial Companion PC System uses a graphical user interface often referred to as GUI pronounced goo we Things You Already Know GUI applications run on Windows operating systems and
351. e issue District 65 Warehouse Parameter Specifications 055 0 515 Marehouse 00 Fiscal Year 2 Warehouse Fiscal Year Zi Default purchase taxZ 8 2500 Add warehouse surcharge to AUP Warehouse surcharge 4 7 0000 Warehouse restocking fee EDT D for Dollar P for Percentage Level 2 approval required Level 3 approval required Restricted level J Level 1 approval required Edi t stock Classifications Is Stores integrated with the G L i E Edit e Hgremouse Locations Days alloued to extend issues Date control for issues contral ED Use current date J Use date control 26 S gi 26 D S a E Select Account Select Update Return Program Screen Option Data To Menu Figure 6 5 Warehouse Parameter Master File SSUPDT Using Date Control for Issues The date examples used in Figure 6 5 and Figure 6 6 are for the 26th of the month Any date near the end of the month could be used Some sites prefer to set earlier cut off dates some prefer the last day of each month 05 2011 Copyright QSS 2011 6 9 QSS OASIS Fiscal Year Transition Training Notes District B5 Warehouse 00 WH FY Fd Resc Y Objt Gr Goal Fact Sth Rsp Lcl 01 0000 0 4300 00 0000 0000 000 000 000 n Stocku Oty i Cost Add Stores Issues Issuett Sita Date ssue Description 01100280001 806264 1RJohn Doe Bldg 2 Room 102 01 0000 0 a 00 0000 0000 ane 000 000 01 0000 0 4300 00 0000 0000
352. e same Recalculate Employee Position Projection Values PCT900 Launching the Process a HR Report Job Selector 82 QSS DEMO DISTRICT 82 oss oasis MOR File Options Help Reports I l F Di E l Custom Selection Screen E Show Reports ShowJobs Category p Description Category Access Update Employee Experience PER No Reset Job Code gt Job Category Relationship PER No Update PER PAY Data From Employee s Prime Positior PER Request Repair of Orphaned Positions ABT Reset Deduction Accumulators DED Copy Paylines Re Calculate Employee Projections Update D EMP POSITION with Bonus Recalculations Load Payline Data from Position Control Update Employee Leave Pay Rate Batch Employee Termination Reset Calendar Relationships Payroll Timesheet Import Re Calculate Employee Projections EH Posctl Yr 2010 Dist 82 Site 1 4 28 2010 19 59 Figure 8 42 HR Report Job Selector window Copyright QSS 2011 05 2011 Recalculate Employee Position Projection Values PCT900 Launching the Process QSS ControlCenter 82 QSS DEMO DISTRICT 82 QSS lt File View Change Year Go Messages Window Help ge System Admin Eg Finance 7 HR Reporting and Downloading a HR Report Job Selector Personnel Downloader HR Query e s Absence Tracking Job Menu Benefits Management Job Menu
353. ear into a budget model for the new fiscal year by using the Copy GL Ending Balances to Budget Development BDEOOS window 3 Roll the budget model into the new fiscal year by using the Transfer Beginning Balances from Development to GL BDEO12 window to establish your beginning balances 4 Use the Beginning Balance Report BB0100 and the General Ledger Recap Report GLD115 to check and verify your work Both reports are documented in the QCC Core Financial Manual 5 Use the Beginning Balances BBUPDT window to make any needed changes to the data in the financial system Copy GL Ending Balances to Budget Development BDEOO08 Window Purpose of Process The Copy Ending Balances to Budget Development BDEO08 window allows you to copy the year end balances for balance sheet accounts in the general ledger to a bud get model in the Budget Development System This action is part of the process of closing out and opening Y2 After your site has closed the books for use this process to copy the ending balance for the balance sheet accounts to a budget model After you have done this you can create the starting balances for Y2 with the Trans fer Beginning Balances from Development to GL BDEO12 window IMPORTANT Before launching this process be sure that your system administrator has set up the CTBDE800 control file This file filters out accounts that are not needed for the beginning balances For details see page 14 136
354. ear to Fiscal Year Copy from fiscal year Copy to fiscal year J Start Copy Return Over Rules to Menu Figure 3 92 Copy Rules from Y1 to Y2 GLIC50 Type the appropriate years for Y1 and Y2 then press ENTER followed by Copy Rules 05 2011 Copyright QSS 2011 3 89 QSS OASIS Fiscal Year Transition Training Notes Keyboard Shortcuts for QCC 3 90 Chapter 3 Tasks Related to Core Financial Table 3 7 Command summary for the Budget Maintenance window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Copy Ctrl F7 Create a new transaction by copying from an existing one then making changes to the copy Options Change d Ctrl F9 When a subtab is in Inspect mode activate Change mode so that can change unapproved transactions Options Add dP Ctrl F6 Add a new transaction This command is available only when a subtab is in Inspect mode Options Inspect Ctrl F5 When a subtab is in Change mode return to Inspect f mode so that you can no longer add or change any data Options Save F9 Save the data that you have added or changed on the current subtab If you attempt to exit a tab without saving the system prompts you to save or abandon your changes Options Search Search for budget transfers Options Report Shift F11 Open a report window so that you can create a y transaction report for the active subtab Options
355. ee or Menu Bar as shown below QSS ControlCenter07 Q55 DEMONSTRATION DISTRICTOSS OASIS File View Go Messages Help Window Go E Print Manager Job Menu Utilities ge System Admin E Finance B A 21099 270955 ControlCenter 07 055 DEMONSTRATION DISTRICT SS OA nl x H E File View Go Messages Help Window Phan Resouress Print Manager Job Menu Utilities gt Employee Maintenance Beta Preview System Admin Finance Absence Tracking waj1099 gt CA Retirement Preview Human R d Employee Maintenance Beta Preview Stores gt Absence Tracking EH HR Reporting and Downloading Fixed Assets gt CA Retirement Preview Master Files Utilities HR Report Job Selector Personnel Downloader HR Code Maintenance HR Query bipkeriance Absence Tracking Job Menu Benefits Management Job Menu C HR Payroll Job Menu Position Control Job Menu HR Code Maintenance Substitute Teacher Tracking In progress HR Code Maintenance 2 Beta HR Utilities Stores E Professional Development ruby web Lodi Only E Fixed Assets Substitute Teacher Tracking In progress b Professional Development ruby web Lodi Only Last Run 04 07 2009 08 22 30 Yr 2009 Dist 07 Site 1 Last Run 04 07 2009 08 22 30 r 2009 Dist 07 Site 1 4 7 2009 9 00 AM Figure 7 38 Select
356. eeded an invoice for their records initially but the revenue and the cause for it were not to take place until the next fiscal year e g a reservation for property rental which would occur in the next year At the end of the year after accounts and structure for the next fiscal year have been set they then set this invoice to R oll to the next year That completely reverses the entries in the current fiscal year and sets up the new entries in the next fiscal year recognizing the revenue in the correct fiscal year NOTE Make sure the odometer is set up before beginning this process 5 44 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 05 2010 AGA Tools Help AJR History Ctrl 4 Master Files Ctrl M T Customer Search F3 Show Status Ctrl S Exit Ctrl F4 Figure 5 44 Select Year End Processing from the File Pull down Menu PT End Processing r Year End Rollover Accrual Report Title Set up remaining open invoices as accruals Select receipts entered by user Update N Report only from un rolled invoices Y Update R transactions create new invoices in the next fiscal year and produce report Reprint report from previously rolled invoices Process Year End Figure 5 45 Year End Processing Dialog Box with Roll Option A Year End Processing 5 r Year End Rollover amp ccrual Report Title Roll R trans
357. efore a warning message is printed on the PP0805 report This is used to identify cases where the employee s number of days worked is different from the work calendar by a value that indicates an error probably exists in the data is the number of days with leading zeros as in 010 There should be only one WV command in the file The last WV command encountered will be the one acted upon CC aa bbbb cccc Define a conversion rule for the work calendar This allows you to change the work calendar from one year to the next easily without having to manually change all the records i aa the target year you are rolling to bbbb the calendar stored in the source data cccc the new calendar number to use when rolling the data There be up to 1000 i CC and CR commands in the file see CR command CR aa bbbb cccc dddd Define a conversion rule for the work calendar This allows you to change a range of work calendar codes from one year to the next without having to manually change all the records aa the target year you are rolling to bbbb the beginnging calendar stored in the source data cccc the ending calendar stored in the source data dddd the new calendar number to use when rolling the data There can be up to 1000 CR and CC commands in the file see CC command What follows is an example for you to use for reference define the maximum variance as 100 days any variance more than 100 days will cause th
358. eivable Number Setup Receivables AR XR amp RS010 11 Accrual AR to be Received in FY 2008 Curent Year XR via v Reserve V Revenue Fd Bdr Sch Resc Y Goal Func Objt Type Account paciente ac an Pin 003 mem ran oem nran em e Date ai v 12 Rev Object Reference Der Audit Date LN LEES escription fee Audit ID Established Receivables FY 2007 Total Type Number Date Reference Fd Bdr Sch Resc Y Goal Func Objt Type Description s 41 370011 4 21 2007 01 210 500 0000 0 8600 0000 8689 1917 1837061708343 42 AR 370012 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 121 43 AR 970013 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 130 44 AR 970014 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 138 45 AR 970015 4 21 2007 01 240 500 0000 0 0000 7550 8689 0269 14 97060 Bama 405 Figure 5 5 Setup Receivables AR XR ARS010 11 tab Accrual and Current Year Receivables The Setup Receivables AR XR ARSO10 11 tab allows you to set up the following types of receivables Accrual receivables cross fiscal year boundaries The receivables are set up at the end of one fiscal year and the cash receipts are posted during the following fiscal year This chapter focuses on how to set up such receivables as part of the fiscal year transition Current year expected receivables are those for which you expect to recei
359. eivables History Report OSS 0ASIS Report title simu UR Receivable From to SEREEN ARSSUB H 00 03 compiled 06 06 00 0002 Stream ARS4008ST Start Help Start Launch Exit ver Over Report Figure 5 33 Launch Screen for Receivables History Report ARS400 Copyright QSS 2010 05 2010 Running the Receivables Reconciliation Report ARS510 Purpose Running the Receivables Reconciliation Report ARS510 Purpose The Receivables Reconciliation Report ARS510 summarizes year to date receipts for prior year receivables By default the report lists all receivables in receivable number order However you can select the range of receivable numbers to report and the account fields by which to sort the report Launching the Heport fw NOTE Log into Y2 to produce this report For example suppose prior year receivables were created at the end of the 2002 2003 fiscal year Y1 When you run this report log into the 2003 2004 fiscal year Y2 The report lists the setup amounts for Y1 and summa rizes year to date receipts during Y2 Table 5 24 Tabs for the Receivables Reconciliation Report ARSSUB03 window TAB PURPOSE Main Selection tab Select the range of receivables to report by date and receivable number Sorts Rollups tab Select the account fields for sorting the report and for rolling up summarizing financial activity 05 2010 Copyright QSS 2010 5 33 QSS OASIS Fiscal Year Transition Training N
360. elated to Payroll System Option Screen for Master File BC Bonus Code Value Figure 7 18 illustrates the screen for choosing an option for the Bonus Code Value Master File This is one of many master files that you can maintain with Update Per Pay Master Files PP0010 District 07 Update Per Pay Master Files 88 0681IS Master file BC Bonus Code Values Option for help Valid options are add a record change a record delete a record inspect a record request master file report select another file to update exit program Select Select Return File File to Menu Figure 7 18 Option Screen for Master File BC Bonus Codes 1 22 Copyright O QSS 2011 05 2011 Creating New Payroll Bonus BC Codes PP0010 Add Change or Inspect Bonus Code Values Add Change or Inspect Bonus Code Values District 07 Update Per Pay Master Files 88 048IS Master file BC Bonus Code Values Option for help Year Code value Select Previous Return File Screen to Menu Figure 7 19 First Payroll Bonus Code Screen 05 2011 Copyright QSS 2011 7 23 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Payroll Bonus Code Value Second Screen Figure 7 20 illustrates the second screen for Payroll Bonus Codes District 07 Update Per Pay Master Files 088 0 8 18 Master file Bonus Code Values Option for help Year Code value Name fibbr
361. elect PERS Rates to Change or Inspect District 65 Payroll Tax Rate Maintenance 85 0658IS California PERS Change Rate Effective date 01 01 2001 Description PERS Rates and Control Values Montly Reporting Cycle PERS employee rate 01 PERS employer rate Survivor benefit payment 2 00 UASDI Modification Chart See the PERS Manual for this Chart Earnings less than gt Earnings X 1 Rate Earnings equal or more than 0 01 gt Earnings Minus Rate Revenue Limit Calculations Revenue limit rate Revenue limit reduction rate EMIF m Start Previous Update Return Over Screen Data to Menu Figure 7 44 California PERS Rates for Payroll Tax Rate Maintenance TXR010 QCC Version of Maintain California PERS Rates There is also a QCC version of Maintain California PERS Rates See the OSS ControlCenter Guide for details about using QCC To open the QCC version select Human Resources Master Files Utilities HR Code Maintenance 2 from the Tree or Menu Bar as shown below 05 2011 Copyright QSS 2011 7 5 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7955 ControlCenter07 055 15 1 1055 04519009 4 File View Messages Help Window Go E Print Manager Job Menu Utilities Eg System Admin E Finance
362. elect Pay Schedules under the Payroll folder as shown in the HR Code Maintenance window below HR Code Maintenance 12 QSS DEMONSTRATION DISTRICT An sg Ot 0 9120109 Absence Tracking Personnel Payroll Pay Codes PC C Payroll Name PYN C ule Types 5 Retirement Systems RS C Retirement Edits RE C Payroll Profiles PP Statutory Deduction Deduction Schedule DS C Deduction Rate Table DR Bonus Codes BC Payroll Edit Rules Deduction Rule Codes SMF Status Codes SM 3 Pending Retirement Status Codes Vol ded Frequency Codes VF C Voluntary Deductions D C Benefit Control BCT C Benefit Object Maps Benefit HAW Maps Benefit Group Maps y Tax Tables Position Control B f Master File Links ae Benefits Management H Retirement Figure 7 7 Pay Schedules Master File Copyright QSS 2011 7 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Then select ADD CHANGE or INSPECT to open the Pay Schedule window shown below Since the traditional version and QCC version both use the same database the field definitions are the same Change Pay schedule 07 QSS DEMONSTRATION DISTRICT Options HX xvoxuuuu Pay Schedules Codes s MTIXV Cycle Monthly Fiscal Yea
363. em If your district is not using the Position Control System to drive the Payroll System follow the instructions for Rolling Selected Pay Lines to New Year PL0900 Purpose of Program Load Payline Data from Position Control PL0400 allows you to create or update pay lines from position assignments on the Position Assignment PO Screen of Employee Maintenance Thus a site that has fully implemented the Position Control System can automate the process of creating and maintaining many of its pay lines At the start of a fiscal year you can use this process to create pay lines for every employee who has a position assignment on the PO Screen Throughout the year you can use this process to update pay lines with changes that have been made to position assignments on or after a specified date The rollover process compares an employee s position assignments on the PO Screen with the pay lines for a fiscal year If there is no pay line for a position assignment the process creates a pay line If a pay line already exists for a position the update process compares the Position Assignment PO and Payroll Pay Line PR Screens then updates the PR Screen so that it matches the PO Screen Load Payline Data from Position Control PL0400 operates in two modes Report Only and Update and Report In Report Only mode the process produces a Payroll Load Copy Report PL0990 that lists OLD and NEW pay lines The OLD pay line represents the curren
364. em directly on the AP Batch Maintenance window with the Set Up Pay ables EP transactions Rolling unpaid POs to liabilities at the end of Y1 with the PO to Liabilities Report Update POR520 window Run this report in Y1 For example the objective is to get a report of Set UP Payables EP transactions that were set up in FY 09 Y1 and will be paid with the Current Liabilities CL transaction in FY 10 Y2 on the Accounts Payable window You can run the report in Y1 in either of the following ways 1 Log in to QCC with a user name that is set up for Y1 2 If your user security allows change the fiscal year to Y1 on the QSSControlCenter window before opening the Job Menu window To open the Settings dialog box select File and Settings from the menu bar If the Year box has a white background you can select the fiscal year for which to run the report Click the OK button to close the dialog box Launching the Report These instructions focus on the specific instructions for launching the Payables Tranactions PCL100 report from the Estimated Payables Transactions PCL100 window There are two operations in launching a report Opening the report window Copyright QSS 2011 05 2011 Entering Estimated Payables EP Filling in the report window and launching the report Main Selection Tab Figure 4 42 illustrates the Estimated Payables Transactions PCL100 window Estimated Payables Transactions 1
365. employer paid benefit amounts for part time employees based on their FTE No automation You can set up benefit plans to calculate the employee and employer paid cost of various levels of coverages such as medical premiums for employee only employee and spouse and employee spouse and dependents No automation You can set up Deduction Tables for each Bargaining Unit that reflect the employer and employee paid portions of health insurance and other benefits The update allows you to process a The update includes all changed maximum of 10 Voluntary Deductions at Deduction Tables in the Deduction Tables time Master File 05 2011 Copyright O QSS 2011 7 1 3 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Steps in Procedure 7 132 These instructions tell how to use Re compute Deduction Amounts from the New Rate Table PDR100 to do a mass update of Voluntary Deductions on all of the PD Screens for a district 1 Create new Deduction Tables with the changed rates For each plan or Bargaining Unit that you want to update there is a pair of Deduc tion Tables The current table contains the present rates and rules The changed table contains the new rates and rules 2 Run Re compute Deduction Amounts from the New Rate Table PDR100 in report only mode For each plan or Bargaining Unit that you are updating the report lists employee and employer paid deduction amounts before
366. en adding new parameters do not press Update Data on this screen You should 1 Complete this screen press ENTER then press Account Screen 2 Complete the Account Screen press ENTER then press Update Data Default purchase Adjust when necessary the district s sales tax rate using up to R 4 decimal places For more details on this program see Chapter 5 of the QSS OASIS Stores Manual 6 22 Copyright QSS 2011 05 2011 05 2011 Chapter 7 Tasks Related to Payroll System Overview This chapter covers the following procedures TASK PAGE Creating New Pay Schedules PP0010 7 2 Creating New Deduction Schedules PP0010 7 11 Creating New Payroll Bonus BC Codes PP0010 7 19 Creating New Position Control Bonus PB Codes PP0010 7 29 Linking Pay Schedules and Deduction Schedules to Districts PXLINK 7 39 Reviewing and Updating California Retirement Setup TXR010 7 45 Reviewing and Updating PERS TXR010 7 50 Reviewing and Updating STRS TXRO010 7 55 Creating New Payroll Names PAYNAM 7 60 Rolling Selected Pay Lines to New Year PL0900 7 69 Mass Recalculate Pay Position PAY910 7 82 About Summer Pay 7 86 Summer Pay Payroll 7 87 Summer Pay for Enhanced Payroll 7 157 Dealing with Cross Year Warrant Cancellation 7 120 Updating Voluntary Deductions DEDCSB 7 122 Re compute Deduction Amounts from the New Rate Table PDR100 7 130 Resetting Transaction Type C Vol deds on the PR Screen 7 140
367. eneral Supplies Fund 01 State Code Figure 3 54 Update Working Budget BGUPDT subtab after being selected as active subtab Purpose This program allows you to validate an account and enter the working budget for that account in one step You must be logged into the fiscal year which you are maintaining TIP To make it easier and faster to enter the accounts organize the source document so that you need change only one field in the account string use Checking Database Capacities Before you begin entering accounts with Working Budget Update BGUPDT make sure that the AC MASTER and ACCOUNT datasets in the GLDSYS database have adequate room Check also the PSEUDO CODE dataset if you will be entering pseudo codes In most cases doing so requires that you get help from data processing or your system administrator Selecting a District and Year The District and Fiscal Year boxes identify the working budget that you are main taining Your user security determines whether you can maintain the budget for your logon district or year or whether you can select another district or year 05 2011 Copyright QSS 2011 3 49 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT EBR File View District Year Go Messages Window Help AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development
368. eport mode The CHG line identifies what is different in the NEW Pay Line In the first example on this page the different items are the CO annual contract amount PU percentage unit split RB retirement base and RC retirement coding In the second example there are no changes in the NEW line See Page Zero of the report for a legend that explains the abbreviations in the CHG line 05 2011 Copyright QSS 2011 8 61 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Traditional Screen For the traditional software the launch screen is Load Payroll Data from Position Control PL0402 For details see Chapter 13 of the QSS OASIS Enhanced Position Control Manual District 90 Load Payline Data from Position Control SS 0RSIS Report Title SRHPLE FOR DOCUMENTATION Update Option Update and Repar Report Only year E Control date 4 lasa e Load change Select accts active on 4 Yes No Select pay schedule NENNEN NENNEN NS GN NS ES ee Select C RN NN E Special cont types Balance of contract em mum EN OBBER H 00 04 compi 56 Stream PLO402ST Start Help Read Return Over Preset to Menu Figure 8 61 Launch Screen for Load Payroll Data from Position Control 0402 8 62 Copyright QSS 2011 05 2011 Update Employee Experience PER680 Purpose Update Employee Experie
369. er 8 of the QCC Core Financial Manual Procedure for Prior Year Receivables F1 and F2 Prior year receivables allows a district to set up estimated receivables at the end of F1 fiscal year 1 then record the monies collected in F2 fiscal year 2 For example it is the end of 2001 2002 fiscal year F1 A district has receivables at the end of the 2001 2002 year that will not be collected until the 2002 2003 fiscal year F2 Prior year receivables allow you to create estimated receivables at the end of F1 then record cash receipts when they are collected in F2 Setting Up and Collecting Receivables To set up and collect prior year receivables 1 Set up receivable F1 The Setup Receivables AR XR ARSO10 11 tab allows you to set up accrual type receivables for income earned during that will not be collected until the next year F2 2 Record cash receipts F2 The Post Receipts AR RR ARS020 21 tab allows you to record cash receipts in F2 for receivables created during F1 Each receiv able can have an unlimited number of partial payments and one final payment When you post the final payment the receivable is closed 3 Produce reports F1 and F2 There are four reports for prior year receivables Open Receivables Report ARS300 Receivables History Report ARS400 Established Receivables Financial Report ARS500 Receivables Reconciliation Report ARS510 Copyright QSS 2010 Overview QSS OASIS Fisca
370. er Accounts Receivable C S AR your ending balance in Accounts Receivable Setup from the prior year is the amount of your beginning balance for Accounts Receivable b Ifyou use Payables Current Liabilities PCL the ending balance in Accounts Payable Setup in the prior year is your beginning balance for Accounts Payable c When you roll your budget from working to approved two records are posted as offsets to Estimated Income Revenue and Bud get Appropriations The net of these two records is the Unappropriated Fund Balance You may want to adjust this amount Each time you roll from working to revised any change between Budget Appropriations and Estimated Income Revenue will update Unappropriated Fund Balance 05 2011 Copyright QSS 2011 3 53 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 3 54 Manually Entering Accounts Through Beginning Balance Update BBUPDT Introduction Beginning balances should be set up for each control object each resource and each year in each combination of balance sheet accounts you have fund resource project year sometimes called skeleton accounts other fields in the account line are zero Beginning balances are not appropriate for Function Site Goal etc Although you may have entered values for those fields the general ledger will not reflect them You must be logged into the year you are maintaining Enter the amount in either the Debit
371. er from 1 through 7999 See the QSS OASIS Payroll Manual for detailed instructions Step 2 Enable Automatic Deferred Payrolls Purpose By default the Enhanced Payroll System has the option for automatic deferred deductions turned off or disabled To use this method of summer pay your system administrator must turn on or enable this feature Enabling Automatic Deferred Payrolls The security matrix PAYCTL determines whether your district uses automatic deferred deductions To enable this option set the third flag of PAYCTL to R reimburse REMINDER Define PAYCTL as a global security setting The decision to use automatic deferred deductions is an all or nothing decision This option is either available to all districts or it is not available to any district 05 2011 Copyright QSS 2011 7 1 03 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Step 3 Set Up Pay Schedules Purpose This step describes how to set up one or more Pay Schedules for employees who participate in automatic deferred deductions These schedules must be set up correctly so that the system is able to calculate the amount of net pay to deduct during the 10 or 11 month contract when employees earn their pay and the amount to refund during the one or two months of summer pay Sample Pay Schedule The following discussion focuses on the parts of Pay Schedules that are essential for summer pay through automatic deferre
372. er represents the amount by which appropriations exceed revenues and a positive number represents the amount by which revenues exceed appropriations 3 78 Copyright QSS 2011 05 2011 Rolling Working Budget to Approved Revised BGRQST Sample Budget Approval Revision Report BG0900 Columns on the Report Each detail line includes a expense or revenue account and 5 columns of data about it This heading explains each of those columns Table 3 6 Report headings for Budget Approval Revision Report BG0900 REPORT HEADING EXPLANATION account An expense account or a revenue account Current The current working budget Working TFRS since date The total for budget transfers made on or before the Budget Transfer Cutoff Date on the launch window The transfers change the balance of the budgetary account associated with each revenue or expense account For expense accounts a positive number is a reduction in appro priations debit to the budgetary account and a negative number is an increase to appropriations credit to the budgetary account For revenue accounts a positive number is an increase in bud geted revenues debit to the budgetary account and a negative number is a decrease to budgeted revenues credit to the budget ary account Working date New revised The working budget as of the Budget Transfer Cutoff Date on the launch window This column is the Current Working column minus the
373. erence Account Rev Object Receipt Type Amount Over Und Amount Over Und Object Deposit Number Post Receipts AR RR ARS020 21 Tab Y2 07 QSS DEMONSTRATION DISTRICT Nar Help Date Description Vendor Fd Sch Resc Y Goal Func Objt Type PO Number zi Amount Receipts to date Remaining Partial O Final 06 30 1997 Date Description Yr 97 Dist 07 Site 0001 8 24 2007 4 51 PM Figure 5 11 GLAR Receipt Detail dialog box for posting a new receipt E GLAR Receipt Detail Receivable Type Receivable Number 200 Reference Account Rev Object Post Receipt Line No Receipt Type Amount Over Und Amount QSS DEMONSTRATION DISTRICT Date Description Vendor Fd Bdr Sch Resc Y Goal Func Objt Type PO Number Amount 5 764 00 Receipts to date Remaining J Partial Final Date 06 30 1997 Description 4 Over Und Object Deposit Number 4 Audit Date 8 22 2007 Audit Time 23 13 Audit ID MS Yr 97 Dist 07 Site 0001 8 29 2007 6 03 PM Figure 5 12 GLAR Receipt Detail dialog box for changing partial receipts 5 13 Copyright QSS 2010 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable GLAR Receipt Detail 07 QSS DEMONSTRATION DISTRICT Inspect Receivable Type S
374. es Financial Report ARS500 Purpose The Established Receivables Financial Report ARS500 is a listing of receivables set up with Set Up Receivables for Next Year ARSO10 for the traditional software and the GLAR Accounts Receivable No Invoicing window for QCC By default the report lists all receivables by receivable number order However you can select the range of receivable numbers to report and the account fields by which to sort the report wd NOTE Log into Y1 to produce this report For example suppose prior year receivables were created at the end of the 2002 2003 fiscal year Y1 The actual cash receipts will not come in until the 2003 2004 fiscal year Y2 To produce this report log into the fiscal year during which the receivables were created with Setup Receivables for Next Year ARSO10 Launching the Report These instructions tell how to launch the Established Receivables Financial Report Table 5 23 Tabs for the Receivables Financial Report ARSSUB04 window TAB PURPOSE Main Selection tab Select the receivables to report by number or date Sorts Rollups Select the account fields for sorting the report and the account fields for roll ing up or summarizing Main Selection Tab 5 23 05 2010 Copyright QSS 2010 QSS OASIS Fiscal Year Transition Training Notes Receivables Financial Report ARSSUBO4 65 CPI 1099 DEMO DISTRICT File Options Hduo3e9065 6 Main Selection Sorts Rollups
375. es Reports ren e RE wae eae ERA ANIMS Paetus 4 58 Changing Sales Tax Rate Differentials 4 73 Copying PO Requisitions from Prior Year 4 80 Dealing with Cross Year AP Warrant Cancellation 4 88 Chapter 5 Tasks Related to Accounts Receivable a qe 5 1 Using Accounts Receivable Without Invoicing GLAR 5 2 prop Cal Receivables tage osa s Sa ex LE LA DM Ma i 5 5 GLAR Accounts Receivable No Invoicing Window 5 6 Running the Established Receivables Financial Report ARS500 5 23 Running the Open Receivables Report ARS300 5 27 Running the Receivables History Report ARS400 5 30 Running the Receivables Reconciliation Report ARS510 5 33 Roll Forward Accruals Using Invoicing Billing Management ARO1 5 37 Changing Sales Tax Rate Differentials _ _ 5 53 Additional Information alex ESRB RR EEUU 5 54 Chapter 6 Tasks Related to Stores System PLI d ub cd 6 1 Step by Step Treatment of Stores 6 2 Flowchart for Stores Procedures 6
376. es Used for PER700 Series of Notices and Forms Sample Credential Expiration Notice PER720 Form File The following is a sample Credential Expiration Notice form file created with EDIT 3000 0 10Ub 9i PR Ho 12 NMHHHHHHH Ul Hd W CREDENTIAL EXPIRATION NOTIFICATIONS QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES Our records show that your CHH HHHHTHEHFTHTHEHEHTHEHEHHEHC credential expires DIiHHHHHBHHED It is strongly suggested that you renew expiring credentials at least six months preferably a year prior to the expiration date This will allow ample time for the application to be processed through the California Commission on Teacher Credentialing and to be sent back to you Credentials may be renewed providing all details applicable for renewal are accomplished prior to the expiration date Please check the renewal requirements on your credential and see that they are met Applications for renewals may be requested through the Human Resources Office Please refer to the attached sheet for the credential renewal procedure If you have any questions please contact Jane Doe at 765 4321 A K or John Smith at 234 5678 L Z in the Human Resources Office This program imports two data fields from the PER PAY database into the text of the form file Credential Name and Credential Expiration Date On line 4 and 5 above CHHHHHHHEHHHHHHHHHHHHHHHHHHHRIC D D correspond to Credent
377. es the amount still to be collected on an open receivables one which has not had a final payment posted 05 2010 Copyright QSS 2010 5 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 5 36 Traditional Screen Figure 5 35 illustrates the traditional version of the launch screen for Receivables Reconciliation Report ARS510 for the traditional software For details see Chapter 9 of the QSS OASIS Core Financial Manual District 07 Request Receivables Reconciliation Report QSS O0ASIS Report title RUP te Receivable From UH to Receivable Date MEME to ay Sort Break Sequence AK EN NN NN D ED D D D D E E C DR IR WH Choose from these FD Fund Responsblty SC School sort items RE Resource ProjectYear GO Goal FN Function Object TY Type ARSSUB H 00 03 compiled 06 06 00 Z70003 Stream ARS51 0ST Start Help Start Launch Exit ver ver Report Figure 5 35 Launch Screen for Receivables Reconciliation Report ARS510 Copyright QSS 2010 05 2010 Roll Forward Accruals Using Invoicing Billing Management ARO1 Roll Forward Accruals Using Invoicing Billing Management ARO01 This Invoicing Billing Management is separate and distinct from the previously discussed Accounts Receivable Without Invoicing ARS010 However you may use both methods use Checking Database Capacities Before using Invoicing Billing Management AR0000 make
378. et Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu Journals Transfers DC TF TV Manual Payroll Encumbering Payroll Transfers Preview Available 30 VLD Payment Processing B E AP Purchasing a Accounts Payable AP Batch Maintenance Purchasing Master Files Purchase Orders Requisitions 7 4 Receiving PO Preview Available 30 x gt Requisition Routing Master Files T Lookups Figure 4 73 Selecting the Vendor Maintenance window from the tree view QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT EBR File View District Year Go Messages Window Help E Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development 3 Budget Transfers Settings Summary Rules Ind Cost Rules c Finance Job Menu Journals Transfers DC JE TF TV Manual Payroll Encumbering Figure 4 75 Selecting the Job Menu window from the tree view 4 74 Copyright QSS 2011 05 2011 Changing Sales Tax Rate Differentials Vendor Use Tax Rate Information Report Request Vendor Listing VENDOR 07 QSS DEMONSTRATION DISTRICT ass oAsis EBR File Options Hm Main Selection Request Vendor Listing District 07 QSS UNIFIED SCHOOL DISTRICT ample for Documentatior Report Format 1 Active Vendors gt Vendor to Vendor
379. et Development System to copy them into the new fiscal year or by creating them with the Account Maintenance window The Clearing Rules GLMTO3 tab allows a district to define accounting rules for posting liabilities for accounts payable and payroll to the general ledger These rules allow a variety of ways for processing these expenses clearing accounts liability objects or due to due from objects The clearing accounts can be in a variety of places the same fund as the expense a different fund in the same district or a special County Schools Services Fund CSSF district a special clearing district that allows a county to consolidate Accounts Payable and Payroll expenses from all districts into a single set of clearing accounts for payment A district must define these clearing rules every year This requirement exists because the district definition on the Account Structure GLMTO02 tab is for a specific district and year Likewise the clearing rules on the Clearing Rules GLMTO3 tab are also for a specific district and year However you do not need to rebuild each year s clear ing rules from scratch as you can copy clearing rules from year to year then make any modifications needed for the new year Prerequisites Before you can create clearing rules for a district and year the following items must already be in place District Account Definition The Account Structure GLMTO2 tab allows you to create the district record f
380. et model Be sure the window is filled out the way you want before selecting the Launch Job command Launching the Process These instructions tell how to transfer a budget model to the general ledger with the Transfer Development Budget to Financial System BDEOO06 window There are two operations in launching a process Opening the process window Filling in the process window and launching the process 05 2011 Copyright QSS 2011 3 43 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Main Selection Tab Table 3 2 Tabs for the Transfer Selected Budgets to Budget Development BDE005 TAB PURPOSE Main Selection tab Select the budget model to roll into the general ledger and the options for replacing any existing budgets Accounts tab Select the accounts to include on a report or process by account masks and field ranges This tab is the same for every report Figure 3 49 illustrates the Main Selection tab for the Transfer Development Budget to Financial System BDEO006 window Transfer Development Budget to Financial System BDEO06 07 QSS DEMONSTRATION DISTRICT QsS OAsIs EBR File Options JOO Main Selection Accounts Transfer Development Budget to Financial System District 07 055 UNIFIED SCHOOL DISTRICT Source FY 08 f Source Target FY 09 Action Clear All Zero budget amounts Working
381. every employee who has the specified benefit s You do not have to manually change the data for each employee However the recalculation process by itself will not preserve an audit trail of records before the recalculation The Request Benefit Recalculation BM0850 window is a part of a series of processes for a mass update of deductions on the Benefits Management BM form of the Employee Maintenance window Copyright O QSS 2010 1 1 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management Recalculation Error Report Request Benefit Recalculation BM0B50 File Options HPA Report Selections Report Title Sort by Bargaining Unit Fun Mode Report Only Update Locked FTE s v Locked Salary Position Control Year Update Locked Amounts Employee V Employer Stat Date 11 24 2008 9 Bargaining Unit Report Code Package Level Code Select Package Code Select Package Level Code e Plan Code Level y y Select Plan Code Select Plan Level Code Plan Range Vendor Numbers All Plans Posted v Section 125 Primary Ed M Flag D Flag 2010 Dist 65 Site 75 1 31 2010 16 38 _ Figure 11 9 Report Selections tab for the Request Benefit Recalculation BM0850 window 65 QSS Unified School District Benefit Management Recalcul
382. f July for the next fiscal year Copyright O QSS 2011 7 1 0 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Automatic Deferred Deductions Overview 7 102 Automatic deferred deductions is one of the options for summer pay This process evens out the cash flow for employees who earn their annual contract pay during a 10 or 11 month contract period The Enhanced Payroll System deducts a portion of the net pay during each month of the contract period then refunds the net pay during the summer For example teachers earn their annual pay during a 10 month contract from September through June They are on a monthly Pay Schedule on which the date paid is the last work day of each month They receive summer pay during July and August During each month of the contract period teachers earn one tenth of their total annual pay The system deducts a percentage of the teacher s net pay and puts it in a bank for summer pay The system computes the percentage to deduct based on the Pay Schedule for the employee s normal salary For 10 month employees the system deducts one sixth of the net pay For 11 month employees the system deducts one twelfth of the net pay During the summer the system refunds the net pay The amount to refund depends on the number of months for teachers receive summer pay For example teachers with two months of summer pay get half their net pay refunded in July and
383. fer Subtab If you are logging in as a district you can transfer descriptions only for District fields If you are logged in as the county you can transfer the description for all account fields District County and Mapped Account Description Boxes The following figure focuses on the part of the Transfer Desc subtab that displays the definition of the source account field You can change any of this information for the copy of the account field that you are creating Name CERTIFICATED PUPIL SUPP SALARY Name Abbr PUP SUPP Reference General Ledger Type Figure 3 20 Account description boxes for the Transfer Desc subtab Global Desc Xfer Subtab i Global Desc Xfer Transfer Field No Field Name FY Controlled Source Year Target Year b o pe A _ ho eme e ProjectYear No 07 08 p em fo fo plies gt rowan dm te Figure 3 21 Global Desc Xfr subtab for the Field Maintenance FDUPDT tab Columns in the Subtab Transfer Field No Field Name FY Controlled Source Year Target Year Yes 1 Fund No 07 08 Figure 3 22 Columns in the Global Desc Xfr subtab Traditional Version The traditional program is Update Chart of Accounts FDUPDT For detailed instructions see Chapter 5 of the QSS OASIS Core Financial Manual 05 2011 Copyright QSS 2011 3 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financi
384. file Field Spec Copy Dist Records Copy All Dist Name El Pino Grande USD G L District 24 Online Account Balancing PS Soft Post Override Password ae Twin District I DG Status 1 DG Status 2 DG Status 3 Figure 3 3 District Masterfile subtab subtab for the General Ledger Maintenance window Do not leave this field blank You must choose one of the following options for the software to work correctly CODE RESULTING BALANCE POSTING PS Post Soft When an online transaction goes over bud get the screen issues a warning but allows the trans action The message line displays the budget for the account and the amount by which the budget is exceeded PH Post Hard An override password is required to enter a transaction that exceeds the budget for an account For example a clerk is entering a purchase order that goes over budget for an account The transaction can not be completed unless you type the Override Pass word defined on this screen P Post Online transactions are posted against the online balances for accounts However the screens in the Accounts Payable System do not display any errors or warnings when a transaction goes over bud get N No Post This option is rarely used You cannot post check or view online account balances Override Password FOR POST HARD ONLY If you choose the post hard option this password is required to enter an online transac tion that goes
385. first and check the resulting report carefully to make sure everything is the way you want it If it s not make changes and run the program again in Report only run mode After you get everything just right only then should you run the program in Update Report run mode The following report shows employees whose benefits have terminated Notice that there is no new election date after the exit date for their benefits packages BENEFIT MANAGEMENT ROLL OVER REPORT J156 BM0805 H 00 00 05 08 01 PAGE 1 TERMINATING BENEFITS Sort by Employee Name Employee Old Elect i New Elect MOUSE MICKEY 000 00 0000 KL KSCL CMP 03 01 1995 06 01 2001 PIGGY MISS 000 00 0000 8L BC CLAS E2 EMP MO 01 01 1984 06 01 2001 NONE RABBIT PETER 000 00 0000 6T BC CT BA E EMP ONLY 08 01 1987 06 01 2001 NONE 05 2010 Copyright QSS 2010 1 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management The following report illustrates the new election date for the plan year Reading each 65 QSS Unified School District BENEFIT MANAGEMENT ROLL OVER REPORT J947 BMO805 00 00 01 09 01 1 2000 2001 ROLL OVER Sort by Employee Name Employee Old Elect Exit New Elect Name SSN Package Level Date Date Date BOOP BETTY 000 00 0000 EM EMPBASIC El EMP 1 12 01 1999 12 31 2000 01 01 2001 BUEHLER FERRIS 000 00 0000 KT KAISCERT El EMP 1 06 01 1994 12 31 2000 01 01 2001 BUMSTEAD BLONDIE 000 00 0000 BT BC CERT El EMP
386. fits Mgmt year Recalculating Employee Benefit Amounts BM0850 End of plan R Benefits Mgmt year Changing Sales Tax Rate Differentials End of Accts Paybl calendar year Accts Recvbl Stores Utilities Copying WEBTools Viewing and Entry Groups to Next Year June July R WEBTools Copyright O QSS 2011 05 2011 Chapter 3 Tasks Related to Core Financial Overview The first part of preparing for a new fiscal year is setting up that year on your system This involves setting up your account structure GLMTO2 for the new year and moving validated accont strings forward The budget control record should also be set for the new year before work can begin on developing the budget for the new year This chapter covers the following procedures involved in the fiscal year transition with their alternate options main procedures are in bold type options are indented TASK PAGE Updating District Account Code Structure GLMT02 3 2 Rolling Year Specific Account Field Descriptions FDUPDT 3 12 Transfer Desc Subtab 3 14 Global Desc Xfer Subtab 3 15 Defining Clearing Rules GLMTO3 3 20 Setting Up Budget Control Record BOUPDT 3 24 Validating Account Strings 3 29 Manually Entering Each Account Through Account Maintenance ACUPDT 3 31 Transfer Selected Budgets to Budget Development BDE005 3 38 Rolling Development Budget to Working Budget of Financial System 006 3 42 Manually Entering Each Account Through Working Bud
387. from Position Control STD Report Title T Update Option Update and Report z Year Control Date S Load ption floadal Select accts active on Ez Keep Accounts 7 Select pay schedule zem cmi zi Select by sched T T T T CT CT TTT Se EE Special cont types I ira Balance of contract E Ex m Bonus pay Payroll Pay type Codes Additional Percentage m Per Diem E Longevity Degree Other e Select specific employees e Figure 8 54 Custom Selection Screen tab for PL0400 Report Sample This report sample includes two types of pages page zero and a detail page Page Zero This header page summarizes the selections you typed on the launch screen 05 2011 Copyright QSS 2011 8 5 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Detail Page The detail page illustrates the format of the report It illustrates how the report lists the OLD pay line from the PR Screen and its differences with the NEW pay line which is based on the employees position assignment from the PO Screen 8 52 Copyright QSS 2011 05 2011 Loa
388. get Update BGUPDT 3 49 Manually Entering Accounts Through Beginning Balance Update BBUPDT 3 54 Beginning Balances via Budget Development 3 63 Rolling Working Budget to Approved Revised BGRQST 3 74 Creating New Budget Thresholds BWUPDT 3 81 Rolling Account Summary Rules 5010 3 85 Rolling Indirect Cost Rules GLIC50 3 88 These are optional tasks for those who use Budget Thresholds Account Summarization and or Indirect Cost Rules 05 2011 Copyright QSS 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Updating District Account Code Structure GLMTO2 Account Structure GLMTO2 pisiict 24 5 District Masterfile Field Spec Copy Dist Records Copy All Dist Name EI Pino Grande USD G L District 24 Online Account Balancing PS SoftPost Override Password a Twin District mu DG Status 1 DG Status 2 DG Status 3 Figure 3 1 Account Structure GLMT02 tab after being selected as the active tab Annual Maintenance Each district must have an account structure or account string definition for every year during which it uses the QSS OASIS Financial System or Budget Development System The Account Structure GLMTO2 tab on the General Ledger Maintenance window allows you to define each district s account structure Purpose The Account Structure GLMTO2 tab allows you to define the accoun
389. h as a longevity table or degree type table These multiple PB Code values can all be mapped to one default BC Code or to many different BC Codes specified on the PB Code Screen You must define BC Codes as described in the previous section before you define PB Codes When to Use the Position Control Bonus Codes Master File Use PB Codes when you assign bonuses to employees on the EA Screen of Employee Maintenance PP0002 This master file is district controlled Therefore each district maintains its own set of codes for this master file Codes are year based and must be re defined every year 7 30 Copyright QSS 2011 05 2011 Creating New Position Control Bonus PB Codes PP0010 Getting to the Position Control Bonus Codes PB Master Getting to the Position Control Bonus Codes PB Master File This master file is accessed within Update Per Pay Master Files PP0010 from a menu item reading something like Update Personnel Payroll Master Files District 07 Update Per Pay Chart of Codes 0858 06818 File to update for help 8 N Start Help Start Return Over Over to Menu Figure 7 24 Update Per Pay Chart of Codes Screen 05 2011 Copyright QSS 2011 7 3 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Option Screen for PB Position Control Bonus Codes Figure 7 25 illustrates the screen for choosing an option for the Position Control Bonus Codes Master File T
390. h the Purchase Order tab of the Purchase Orders Requisitions window or with Requisition Entry for P O s PXENCD 2 You have a PO that will be on going in Y2 and you want to continue to use POCO10 in Y2 You should roll PO with PORS10 and then copy the requisi tion information from Y1 to Y2 3 You do not use change orders but you want the line item details of various PO s to be available in the new year You should roll the PO with POR510 and then use copy the requisition detail to set up the selected POs in Y2 There are several things to remember Copy requisition information after all other end of year processing for Purchase Orders has been completed The PO to be copied must exist in both Y1 and Y2 Therefore it must have been flagged for rolling forward to next year as a PO when you ran Roll Y1 POs to Y2 POs PORS10 The requisition information must exist in Y1 only If the Y2 PO contains any requisition information the copy will not be allowed You can copy only one PO at a time After you have copied the requisition information from the prior year to the Y2 PO you can use change orders or requisitions to change the requisition information in Y2 Copyright O QSS 2011 Chapter 4 Tasks Related to Accounts Payable Copying PO Requisitions from Prior Year Copy Requisition Dialog Box 7 QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT E SX File View District Year Go Messages Window
391. hapter 1 Introduction 05 2011 Vocabulary List of Terms Vocabulary List of Terms The following defines a number of terms as they are used in this manual Choose To pick from a large indefinite list that cannot be defined precisely in the documentation For example c ioose the detail lines that you want to print Contrast with select Delta consistent percentage of increase between one salary schedule step and the next step or between one range and the next range Dialog box A box that pops up in response to some action taken by you that then requires input from you the user The input may be as simple as clicking OK to con firm an instruction as demonstrated in Figure 1 1 or it may involve several selections that you must make before you click the final approval button as shown in Figure 1 2 Confirm Directory Choice Write Output Files to C PROGRAM FILESXQSS PCWw 1 Yes No Figure 1 1 Simple Dialog Box Year End Processing r Year End Rollover Accrual Report Title Set up Remaining Open Invoices as Accruals Select Receipts entered by user Update E N Produce Report only Y Update R transactions and create New Invoices in the next Fiscal Year and produce report Process Year End Figure 1 2 Complex Dialog Box 05 2011 Copyright QSS 2011 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 1 Introduction 1 4 Field
392. he Enhanced Payroll System It also uses the EA Screen instead of the PO Screen of PP0002 This section you are reading describes PL0402 NOTE Use PL0400 or PL0402 only if your district is using the Position Control System to drive the Payroll System If your district is not using the Position Control System to drive the Payroll System follow the instructions for Rolling Selected Pay Lines to New Year PLO900 Purpose Load Payroll Data from Position Control PL0402 allows you to create or update Pay Lines from position assignments on the EA Screen Thus a site that has fully implemented the Position Control System can automate the process of creating and maintaining many of its Pay Lines At the start of a fiscal year you can use this process to create Pay Lines for every employee who has a position assignment on the EA Screen Throughout the year you can use this process to update Pay Lines with changes that have been made to position assignments on or after a specified date The rollover process compares an employee s position assignments on the EA Screen with the Pay Lines for a fiscal year If there is no Pay Line for a position assignment the process creates a Pay Line If a Pay Line already exists for a position the update process compares the EA and PR Screens then updates the PR Screen so that it matches the EA Screen Load Payroll Data from Position Control PL0402 operates in two modes report only and update and report
393. he Global Description Transfer screen 3 1 8 Copyright QSS 2011 05 2011 Rolling Year Specific Account Field Descriptions FDUPDT Traditional Version District 65 Blobal Description Transfer Qss OASIS Field Fiscal Year Source Target Transfer Control led Year Year m LE LOCAL GRANT 1 a ni GOAL SCHOOL RESPONSBLTY LOCAL N N Y FUNCTION N N N N IOCEVEMCREMCK NE Start To Explain Back Field Start Exit Over Option Up Mapping Transfer To Menu Figure 3 28 Global Description Transfer Screen in Update Chart of Accounts FDUPDT 05 2011 Copyright QSS 2011 3 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Defining Clearing Rules GLMTOGS Copying and Reviewing Clearing Rules Every district has a set of clearing rules for processing liabilities for accounts payable payroll and benefit expenses Each set of rules is linked to a specific district and fis cal year A district can copy these rules from one year to another then make any needed adjustments If you want to make any changes to these rules do so before you begin to post actual accounts payable payroll or benefit transactions to the general ledger Before a district can set up clearing rules it must create a set of skeleton accounts that contain only the balance sheet fields All other field values must be zeros You can establish these accounts by using the Budg
394. he entire district to identify the ones that match the Deduction Tables that you have changed PAY DEDUCTION The number of Voluntary Deductions that match the current records qualified amounts for the Deduction Tables that you are changing PAY DEDUCTION The number of Voluntary Deductions updated to the new amounts records update based on the changed Deduction Tables For report only mode this counter is always zero For update mode the counter indicates the number of Voluntary Deductions updated for the selected district 05 2011 Copyright QSS 2011 7 1 39 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Resetting Transaction Type C Vol deds on the PR Screen If an employee uses type C Percentage of NML Gross in the Transaction field on the PR Screen of Employee Maintenance PP0002 the Balance field must be reset at the start of each year Payline PR Screen of Employee Maintenance PP0002 For the traditional software the relevant Transaction and Balance fields are located in the Pay Deduction Window on the PR Screen District 65 UHIFIED SCHOOL DISTRICT uag DAB IS Employee Haintenance Hode Change FORD Payroll pay line mna Yr Dr L Bai Pay Linge 2 40 2 Posit D Rate BE li uu EP HIE ER NN Ln Prent Fd Rese Y Gr Goal Fnct Gch Mum Leci BET Ex amp rn5a FTO Paid
395. he fiscal year but usually at the change of the calendar year Tax Jurisdiction Master File The Tax Jurisdiction Master File information area appears when you click on the Tax Jurisdiction tab in the nv Blg Mgmt Master Files Maintenance window Inv Blg Mgmt Master File Maintenance Year 97 07 055 DEMONSTRATION DISTRICT OASI ioj xi File Tools Help Jurisdiction 3 Customer Type Customer Department Reports Tax Jurisdiction Code 5M X Tax Jurisdiction Name San Mateo Couny Tax Rate 9 2500 h Update Tax Jurisdiction Delete Tax Jurisdiction Figure 5 49 Tax Jurisdiction Master File 05 2010 Copyright QSS 2010 5 53 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Additional Information Synchronizing the Customer Master File Whenever you start to print the Customer List or Customer Labels the Accounts Receivable System prompts you with the question Do you wish to synchronize the Customer Master File However you can synchronize the Customer Master File at any time by following the instructions below Why Synchronize When you first log on to the Accounts Receivable System all Customer Master File records in the HP e3000 database are downloaded to the database on your PC hard drive Then when you add or change a Customer Master File record and click Update that record is added to both the HP e3000 database and the datab
396. he pay codes and pay schedules to be processed on a payroll DEDUCTION SCHEDULES if the district is using these use Checking Database Capacities Before adding pay schedules 0010 make sure that the M PAY SCHEDULE dataset in the PERPAY database has adequate room In most cases doing so requires that you get help from data processing or your system administrator Getting to the Pay Schedules Master File This master file is accessed within Update Per Pay Master Files PP0010 from a menu item reading something like Update Personnel Payroll Master Files Copyright QSS 2011 05 2011 Creating New Pay Schedules PP0010 Getting to the Pay Schedules Master File District Update Per Pay Chart of Codes 055 0 515 File to update for heip PP0010 H 00 04 compiled 10 18 01 Start Help Start Return Over Over to Menu Figure 7 1 Update Per Pay Chart of Codes Screen 05 2011 Copyright QSS 2011 7 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Option Screen for Master File PS Pay Schedules Figure 7 2 illustrates the screen for choosing an option for the Pay Schedules Master File District 07 Update Per Pay Master Files 055 08515 Master file PS Pay schedule Option H for help f Valid options are add a record dTTITE d delete a record inspect a record request master file report select another file to update exit program
397. he working budget that updates the approved or revised budget For both report only mode and report and update mode the report lists the following information for each account Financial account Current working budget Current revised budget Change the dollar amount of budget increase or decrease as a result of the update The report groups the financial accounts by balance sheet field For example the bal ance sheet fields for a district are fund resource and project year The report groups the budget accounts by fund resource project year combinations Within this group ing accounts are sorted in numerical order The report begins a new page for each fund resource project year combination The report summarizes the effect of the budget changes on the general ledger for each group of balance sheet fields The budgetary changes effect three general ledger objects Estimated Income increase or decrease in budgeted revenues Estimated Expense An increase or decrease in budgeted expenses Copyright O QSS 2011 3 75 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Unappropriated Fund Balance This object represents the difference between the assets and liabilities at the start of a year It can also include budgetary elements from the excess of estimated revenue over estimated expenses appropriations or vice versa If Estimated Income and Estimated Expense do not equ
398. hen you run PL0402 to load Position Control bonuses to Payroll PB Code values are mapped to BC Codes Also PB Codes may involve complex calculations and or have multiple values The EA Screen can complete these complex computations before PB Code values are moved to the PR Screen BC Codes are always simple one to one codes One code has one value or one amount entered manually The PR Screen cannot make computations as complex as those made by the EA Screen Therefore some BC Codes cannot be changed on the PR Screen They must be locked into the PB Code values calculated on the EA Screen A BC Code is locked by setting its Locked to Position Control flag to Y Yes The only way to change a locked BC Code value on the PR Screen is to run PL0402 again 7 20 Copyright QSS 2011 05 2011 Creating New Payroll Bonus BC Codes PP0010 Getting to the Payroll Bonus Codes BC Master File Getting to the Payroll Bonus Codes BC Master File This master file is accessed within Update Per Pay Master Files PP0010 from a menu item reading something like Update Personnel Payroll Master Files District 07 Update Per Pay Chart of Codes 088 06818 File to update H for help e P o Aw x Start Help Start Return Over Over to Menu Figure 7 17 Update Per Pay Chart of Codes Screen 05 2011 Copyright QSS 2011 7 21 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks R
399. hey are not created by the Load Payline Data from Position Control PL0400 process However there is a second rollover program that allows you to roll these manually created pay lines from year to year Roll Selected Pay Lines to New Year PL0900 allows you to copy pay lines on the PR Screen from a source fiscal year to a target fiscal year You can use this process to roll forward pay lines that are not loaded from Position Control NOTE The program options for the Payroll Computation Program PAY002 allows your system administrator to select one of two different ways for PLO400 to work Use the same accounts as Position Control PL0400 does not create a duplicate set of accounts instead it uses the accounts from the employee s PO Screen for each pay line with a position number other than 00000 This option assumes that you are making all changes to employees positions through the Position Control System Create a duplicate set of accounts for the PR Screen PL0400 copies accounts from the PR Screen then creates a separate set of accounts for the PR Screen You can maintain these accounts for the PR Screen independently of those on the PO Screen use Checking Database Capacities Before loading payroll pay line data from Position Control PL0400 make sure that the D PAY PAY MENT and D PAY ACCOUNT datasets in the PERPAY database have adequate room In most cases doing so requires that you get help from data processing or your sy
400. hing The environment definition is done through County Batch maintenance You must be logged into the year you are maintaining NOTE You cannot enter any accounts payable transactions into the system before you set up the batch environment Your system manager can set up the batch environment in one of two ways Allow for revolving batches and standard batches Allow for only standard batches Revolving Batches and Standard Batches Using standard batches allows better control of AP payments For a standard batch to be paid it must be closed and released for audit Once audited it is released for payment If you are using revolving batches batch number 0000 is always the control record for the batching environment the default revolving batch Revolving batch number 0000 is available in addition to standard batches 1 8999 Any unpaid transactions in batch 0000 are paid automatically on the next accounts payable warrant run No audit or release for payment is required When your system is set up for revolving batches you can still access any standard batches between 0001 and 8999 that have been set up in the system Only authorized County Users can access the 9000 to 9999 batches 4 2 Copyright QSS 2011 05 2011 Setting Up The Batch Environment BCUPDT Overview Standard Batches Only In this type of environment revolving batches are not allowed Each payment must be associated with a specific standard batch defined in
401. his is one of many master files that you can maintain with Update Per Pay Master Files PP0010 District 07 Update Per Pay Master Files 088 06818 Master file PB Position Cnt Bonus Codes Option for help Valid options are add a record change a record delete a record inspect a record request master file report select another file to update exit program PP1058 H 00 02 compiled 03 09 05 Select Select Return File File to Menu Figure 7 25 Option Screen for Master File PB Bonus Codes 7 32 Copyright 055 2011 05 2011 Creating New Position Control Bonus PB Codes PP0010 Change or Inspect Position Control Bonus Codes Change or Inspect Position Control Bonus Codes Position Control Bonus Code Value Screen One Figure 7 26 illustrates the screen that displays after you select the Add Change or Inspect option for the Position Control Bonus Codes Master File District 07 Update Per Pay Master Files 88 0681IS Master file PB Position Cnt Bonus Codes Option for help f Year Code value Select Previous Return File Screen to Menu Figure 7 26 First Position Control Bonus Code Screen 05 2011 Copyright QSS 2011 7 33 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Position Control Bonus Code Value Second Screen Figure 7 27 illustrates the second screen for Payroll Bonus Codes District 07 Update Per
402. holds The report prints one asterisk for exceeding the first threshold two asterisks for exceeding the second threshold and three for exceeding the third You can even specify that the Budget Report BDX110 list only accounts that exceed the budget thresh olds The report automatically selects the closest budget threshold For example a district defines end of month thresholds for 7 31 fy 8 30 fy 9 30 fy 10 31 fy 11 30 fy and so on until 6 30 fy The Budget Report BDX110 uses one of the following thresholds the threshold for the same date as the report or the closest threshold after the report date EXAMPLE 1 The district runs a report on 9 30 fy The report uses the budget thresholds for the 9 30 fy EXAMPLE 2 The district runs a report for 10 15 fy There are no thresholds for that date The report uses the nearest available thresholds in the future those for 10 31 fy There are two kinds of thresholds global and district Copyright O QSS 2011 3 8 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 00 is the global district The thresholds for the global district apply to every district that does not have its own thresholds Districts 01 through 99 can define their own thresholds For example District 72 defines a complete set of budget thresholds Whenever it runs the Budget Report BDX110 the report uses District 72 s thresholds However Di
403. ia PERS Rates shown in the HR Code Maintenance window below A HR Code Maintenance 2 File Options Help 26 QSS Testing District in n 1812 L Absence Tracking Personnel 3 Payroll amp Pay Codes PC C Payroll Name PYN C Pay Schedules PS C 7 Pay Types PT C Retirement Systems RS C Retirement Edits amp Payroll Profiles Statutory Deduction Deduction Schedule DS C 8 Deduction Rate Table DR 8 Bonus Codes BC Payroll Edit Rules PE Deduction Rule Codes PR SMF Status Codes SM ED EB Ey i Voluntary Deductions VD C 871 Benefit Control BCT C Benefit Object Maps 8 Benefit H w Maps Benefit Group Maps c Tax Tables 8 Pending Retirement Status Codes PN Vol ded Frequency Codes VF C D FY s mos v 055 0 515 m From Code Range PERS California County Master File 12 items Eff Date 1995 1 15 1996 95 96 PERS RATE Code a To Audit Date 7 1 1336 96 97 PERS RATE 5 23 1396 1 1 1987 96 97 PERS RATE CHANGE 2 12 1997 7 1 1987 37 38 PERS RATE 5 1 1997 7 1 1884 PERS Employer Rate 5 13 1994 14141995 PERS RATE EFF 1 1 95 12 16 1994 7 1 1999 PERS RATES FOR 1933 2000 10 14 1999 1 1 2001 PERS RATES FOR 2001 2002 10 25 200
404. ial Expiration Date are imported into the text where the CiHHHHHHHHBHEHHHBHHHHHHHHHHHHHHEIC D HHHHHD fields were inserted in the form file If an employee has more than one credential expiring a separate form will be printed for each one Copyright QSS 2011 05 2011 Updating Dates in Personnel Text Files Form Files Used for PER700 Series of Notices and Forms 05 2011 Sample Degrees and Units Notification PER730 Form File The following is a sample Degrees and Units Notification form file created with EDIT 3000 DEGREE AND UNITS REPORT QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES Our files show that the following degrees and units have been recorded in Human Resources The units Shown to the right of the degree are the units taken after the date of that degree The amount to the right of TOTAL is the total number of recorded units that were taken after the date of your Bachelor s degree Please examine your records If they do not correspond with what we have recorded call Human Resources at 650 3720 1 2 3 4 5 6 7 8 9 PRR NHO The output from the sample Degrees and Units Notification form file looks like this QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES 11 14 2000 PUBLIC JOHN Q CENTRAL CAMPUS Our files show that the following degrees and units have been recorded in Human Resources The units shown to the right of the degree are the units taken after the date of that degree The amou
405. ial Name and Credential Expiration Date respectively Copyright O QSS 2011 8 73 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 74 The output from the sample Credential Expiration Notice form file looks like this QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES 2 14 2000 D PUBLIC JOHN Q CENTRAL CAMPUS Our records show that your CROSSCULTURAL LANG amp DEVELOP credential expires 10 10 2000 It is strongly suggested that you renew expiring credentials at least six months preferably a year prior to the expiration date This will allow ample time for the application to be processed through the California Commission on Teacher Credentialing and to be sent back to you Credentials may be renewed providing all details applicable for renewal are accomplished prior to the expiration date Please check the renewal requirements on your credential and see that they are met Applications for renewals may be requested through the Human Resources Office Please refer to the attached sheet for the credential renewal procedure If you have any questions please contact Jane Doe at 765 4321 A K or John Smith at 234 5678 L Z in the Human Resources Office The imported fields are circled in the sample printed form above The Print Date Employee Name and Work Location are automatically imported into the heading The Credential Name and Credent
406. ict spe cific exceptions For example District 08 requires special processing for some transactions First copy the clearing rules from District 00 to District 08 Second make any needed modifica tions for the special needs of District 08 Copy Del Clearing Rules Subtab Copy Del Clearing Rules Copy APY Clearing Rules 07 From District 07 QSS UNIFIED SCHOOL DISTRICT x To Fiscal Year 07 To District 07 QSS UNIFIED SCHOOL DISTRICT Figure 3 30 Copy Del Clearing Rules subtab for the Maintain APY BEN PAY Clearing Rules GLMT03 The Copy Del Clearing Rules subtab allows you to copy the accounts payable clear ing rule from one year to another and to delete the clearing rule for the a year To copy the clearing rules run the copy process for all 3 sets of rules Traditional Version Figure 3 31 illustrates the option screen for the traditional software after you select Maintain APY BEN PAY Clearing Rules GLMTO03 from the Menu System The options for year end processing are highlighted For more details see Chapter 5 of the QSS OASIS Core Financial Manual 05 2011 Copyright QSS 2011 3 2 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT lt File View District Year Go Messages Window Help E Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR I
407. ile Options POOR Main Selection Sot Beginning Balances _y 055 UNIFIED SCHOOL DISTRICT Report Title Usersec Y110 YO Yr 2007 Dist 07 Site 1 6 27 2007 19 35 Figure 3 64 Main Selection tab for the Beginning Balances BBUPDT window Sort Tab Figure 3 65 illustrates the Sort tab for the Beginning Balances BBUPDT window You can sort the report on any account field Sort Sequence and Rollups Edit Sorts and Rollups Dialog Box Figure 3 66 illustrates the Edit Sorts and Rollups dialog box for defining the sort rollup and page break options for a report For reports you define a Sort Sequence that includes up to 9 account fields The Rollup Level and Page Break boxes display for the reports that allow you to select those options Traditional Screen This heading provides samples of the traditional screens for Update Beginning Balances BBUPDT For more details see Chapter 5 of the QSS OASIS Core Financial Manual Figure 3 67 illustrates the option screen for Beginning Balance Update BBUPDT 05 2011 Copyright QSS 2011 3 59 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Beginning Balances BBUPDT 07 QSS DEMONSTRATION DISTRICT ass oasis File Options POOR Main Selection Sort Usersec Y110 YO Yr 2007 Dist 07 Site 1 7 2 2007 16 57 Figure 3 65 Sort for the Beginning Balances BBUPDT window District O
408. ilities Report Update PORS20 window TAB PU RPOSE Main Selection Select an optional user for whom to roll POs to liabilities and whether to tun the process in update mode Accounts Type account masks and field ranges for selecting the accounts to report and update Main Selection Tab Figure 4 29 illustrates the PO to Liabilities Report Update POR520 window PO to Liabilities Report Update POR520 Year 09 Dist 07 05 DEMONSTRATION DISTRICT QSS OASIS DER Main Selection Accounts Report Title SAMPLE FOR DOCUMENTATION Select Payments Entered By User Leave blank for all users Update N Produce report only Fiscal Year Update Increment FY Field During Update N Roll accounts as they ate _ This question is only relevant to sites that have FY field the account string Important Notice When this job islaunched in Update mode each 1 transaction will be rolled into a payable in the new year and canpotentially update volumes of Yr 2009 Dist 07 Site 1 6 16 2009 15 09 Figure 4 29 Main Selection tab for the PO to Liabilities Report Update POR520 window Report Sample 07 QSS DEMONSTRATION DISTRICT PO to Liabilities Report J7237 JPOR520 H 01 00 06 11 09 PAGE Sample for Documentation Prelist Vendor Name PO Num Line EP Num Fd Bdr Sch Resc Y Goal Func Objt Type Amount Message 113 Acme Products Inc 01 000 200 0000 0 0000 0000 4310 0000 113 Acme Produc
409. ing Personnel Payroll Pay Codes PC C Payroll Name PY N C Pay Schedules PS C Pay Types PT C Retirement Systems RS C Retirement Edits RE C Payroll Profiles Statutory Deduction B Tax Tables ae Position Control H Master File Links E Benefits Management H Retirement CA Figure 7 15 Pay Deductions Master File 05 2011 Copyright QSS 2011 7 17 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Then select the ADD icon or to open the Add Pay Deduction window shown below Since the traditional version and QCC version both use the same database the field definitions are the same Add Deduction Schedule 12 QSS DEMONSTRATION DISTRICT Options Exaxiuuduuig y Fiscal Year E Regular Deduction Schedule Code E Supplemental Deduction Schedule Name Both Employer Factor Disable Employee Factor Disable Local Use TITTITTTTTTTTIS Number of Payrolls r 2003 Dist 12 Site 1 4725 2007 9 54 Figure 7 16 Add Deduction Schedules 7 1 8 Copyright QSS 2011 05 2011 Creating New Payroll Bonus BC Codes PP0010 Overview 05 2011 Creating New Payroll Bonus BC Codes PP0010 Is Payroll Bonus Codes are only used for the Enhanced Payroll System If
410. ing 0000 A Submitted by Ludwig Beethoven Terms Net 30 Commodity Site 0001 LINCOLN SCHOOL 0001 M LinkLabel Buyer ADD Program Misc Date Misc Room Shipping 7 1 Delete Selected Row Ln Fd Sch Rsc Y Goal Func Obj Typ 1 01 000 000 0000 0 0000 0000 4310 0000 Percent 2 01 000 000 0000 0 0000 0000 4310 0001 Budget Balance 40 00 6 173 68 2 00 Address 00 Addtional Shipping Bes Message End Message Vendor Acme Products Inc 100 Main St Unit 100 Your City Here 12345 Your City 12345 Yr 1998 Dist 07 Site 1 GS W 4 12 2011 7 26 52 PM Figure 4 87 Dialog box for editing requisition information This dialog box is the same as the one used for creating requisitions Traditional Screens Opening from the Menu System Logon to Y2 and run POCOPY to display the PO Selection Screen Figure 4 88 4 82 Copyright O QSS 2011 05 2011 Copying PO Requisitions from Prior Year District 07 Copy PO Requisition from Prior Year Year 988 Purchase Order Number POCOPY 00 01 compiled 08 17 04 08 01 Search POs 088 0 818 Figure 4 88 PO Selection Screen POCOPY PO Copy Screen District 07 Copy Requisition from Prior Year Q88 064818 Requisition 001783 PO 001752 Stores Ord Year 98 Warehouse Date Confirming order Description Vnd Add Submitted by Tax Site
411. ing Personnel Payroll 43 Pay Codes PC C Payroll Name PYN C Pay Schedules PS C Pay Types PT C Retirement Systems RS C Retirement Edits RE C Payroll Profiles PP Statutory Deduction Deduction Schedule DS C Deduction Rate Table Payroll Edit Rule amp Deduction Rule Codes PR SMF Status Codes 5M Pending Retirement Status Codes PN Vol ded Frequency Codes VF C Voluntary Deductions VD C Benefit Control BCT C Benefit Object Maps OMAP Benefit HAW Maps Benefit Group Maps GMAP Tax Tables Position Control E Master File Links Hj Benefits Management E Retirement Figure 7 22 Payroll Bonus Codes Master File 12 QSS DEMONSTRATION DISTRICT r4 Copyright QSS 2011 7 27 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Then select the ADD icon to open the Add Bonus Code Values window shown below Since the traditional version and QCC version both use the same database the field definitions are the same Add Bonus Code Values 12 QSS DEMONSTRATION DISTRICT 55 0515 jxalxiuaddig Add aS From Year 3 Code Value Abbi Stub Name CO D P Flag poa z Bonus Amount Use FTE in Bonus Calculation Pay Ret Flag Bonus Rate T ype Annual 7 Manually Enter Amount 7 Loaded from Position Control Re
412. inq 2000 2001 pistrict Employment The PAF Title and PAF Header in the example above would appear on the top portion of the PAF as shown below Circles added for clarity they will not appear on the PAF QUINTESSENTIAL SCHOOL DISTRICT _ Personnes Action Form D TO John Smith PRINT DATE 02 25 2001 100 Main Street EFFECTIVE DATE 03 01 2001 San Mateo CA 94404 WORK LOCATION BUS OFF RE Action 5 Regarding 2000 2001 District Employment 8 80 Copyright O QSS 2011 05 2011 Chapter 9 Tasks Related to Retirement Overview This chapter covers the following procedures involved in the fiscal year transition TASK PAGE Rolling Over Year End Employee Control Data RCA740 9 3 Initialize Employee Accumulators Window 9 5 Use the Year End Retirement Control Data Rollover RCA740 window To copy the information on the Control Screen of Employee Retirement Main tenance 002 from one fiscal year to another Use the Initialize Employee Accumulators window To reset accumulators for two screens in Employee Retirement Maintenance RCA002 STRS and PERS accumulators on the Accum Totals Screen gt Hours or days worked for substitute teachers on the Substitutes Screen Typically a district or county resets these accumulators at the beginning of each fiscal year 05 2011 Copyright QSS 2011 9 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 9 Tasks Related to Re
413. inst a small problem WARNING A warning is strongest guarding against a large problem Page Width and Two Column Text This manual is divided into two kinds of text Page Width Text for introductions overviews explanations and procedures Two Column Text for instructions on how to fill in the fields on a screen A chapter may consist of alternating sections of page width and two column text Copyright O QSS 2011 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 1 Introduction Page Width Text for Explanations Introductions overviews explanations and procedures are in text that goes from the right to the left margin This format of text normally starts chapters provides overviews or gives background information Some entire chapters are in page width text For example overview chapters usually are entirely in page width text Chapters that give instructions for filling in fields use two column text for that purpose as described in the next heading Two Column Text for Screen Descriptions Descriptions of how to fill in fields are in two columns Left Column Names of fields to fill in and buttons to click Right Column Explanation of what to do Field Names Buttons and Boxes The names of onscreen buttons are capitalized as for titles and enclosed in square brackets for example Select Data File button The names of function keys as dis played in Reflection screens are capitalized as for titles an
414. int all outstanding back issues set to N No 65 QSS UNIFIED SCHOOL DISTRICT WAREHOUSE NUMBER 00 Issues From date Issues From no BACK ISSUE RESOLUTION STATUS REPORT SAMPLE REPORT 00 00 0000 To date 00 00 0000 To no Line no Stock items blank for all Sites Sort by Report option Report type 65 QSS UNIFIED SCHOOL DISTRICT WAREHOUSE NUMBER 00 ISSUE LN BI DATE SITE STOCK DESC All sites Issue number order Report only Process only back issues that have stock on hand BACK ISSUE RESOLUTION STATUS REPORT SAMPLE REPORT REM QTY FILL QTY UNIT PRICE Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl 010005 06 30 2001 0036 402310 01 0000 0 4300 00 1110 1000 060 036 000 010027 06 30 2001 0042 400210 01 0000 0 4300 00 1110 1000 061 042 000 010035 06 30 2001 0023 402193 01 0000 0 4300 00 1110 1000 062 023 000 010036 06 30 2001 0066 400210 01 0000 0 4300 00 1110 1000 323 066 000 010056 06 30 2001 0028 402193 01 7260 0 4300 00 1110 1000 058 028 000 010058 06 30 2001 0026 400210 01 0000 0 4300 00 1110 1000 057 026 000 010062 06 30 2001 0022 800380 01 0000 0 4300 00 1110 1000 055 022 000 65 QSS UNIFIED SCHOOL DISTRICT BACK ISSUE RESOLUTION STATUS REPORT WAREHOUSE NUMBER 00 SAMPLE ISSUES STATUS STATUS STATUS STATUS STATUS STATUS STATUS 6 16 DATE SITE STOCK DESC REM QTY FILL QTY UNIT PRICE Back Issue has been posted successfully Back Issue partially filled not enough s
415. ion OSS O0ASIS Year 2 District Fd Bdr Sch Resc Y Goal Func Objt Type 07 01500400901877 1100000580000002 De 1 Options Back Return Up To Menu Figure 3 42 Change Info Option Screen 1 of 2 05 2011 Copyright QSS 2011 3 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 07 Change Info Option OSS OASTS Year Y2 District Fd Bdr Sch Resc Y Goal Func Objt Type 0 01 500 400 9018 7 7110 0000 5800 0000 Pseudo code Rollover flag Description State Code Options Back Return Up To Menu Figure 3 43 Change Info Option Screen 2 of 2 Close Account Option Screen District 07 Close Account Option QSS O0ASIS Year Y2 District Fd Bdr Sch Resc Y Goal Func Objt Type 07 0350040000007 7110000058000000 gt a a a Options Back Return Up To Menu Figure 3 44 Close Account Option Screen 1 of 2 3 36 Copyright QSS 2011 05 2011 Manually Entering Each Account Through Account Maintenance ACUPDT 05 2011 District Year 07 Y2 District 0r Close Account Option QSS OASIS Fd Bdr Sch Resc Y Goal Func Objt Type 03500400000077110000058000000 gt Really Close this account Jj Figure 3 45 Close Account Option Screen 2 of 2 Copyright O QSS 2011 Traditional Screens 3 37 QSS OASIS F
416. ion Training Notes Chapter 7 Tasks Related to Payroll System QCC Version of PAYNAM There is also a QCC version of Creating New Payroll Paynames See the QSS ControlCenter Guide for details about using To open the QCC version in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below sal xl E QSSControlCenter 12 QSS DEMONSTRATION DISTRICT 055 File View Go Help Window Print Manager Job Menu Utilities gt Student Fixed Assets Human Resources d HRReport Job Selector System Admin gt Personnel Downloader Finance gt HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM QSSControlCenter 12 QSS DEMONSTRATION DISTRICI 055 05515 File View Go Help Window Go E Print Manager Job Menu Utilities 7 student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader Query HR Code Maintenance Absence Tracking re Requires PPS Employee Maintenance Preview Requires NET 2 0 rai El Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM H H L EH v 2 Figure 3 60 Select HR Code Maintenance 7 66 Copyright QSS 2011 05 2011 Creating New Payroll Names PAYNAM
417. iscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Transfer Selected Budgets to Budget Development BDEOO5 Purpose of Process The Transfer Selected Budgets to Budget Development BDEO005 window launches a batch process that allows you to copy any of the following into a budget model Working revised or approved budget in the Financial System Actual revenues and expenses from the Financial System Up to 20 budget models Up to 20 actuals models There is one additional source for budget data The Import Accounts tab allows you to import budget accounts and amounts from an Excel file or delimited text file Your site can configure this process to honor or ignore the Rollover Flag for an account When your site creates accounts on the Account Maintenance window each account has a Rollover Flag that controls whether to roll the account forward from one fiscal year to the next The BDE500 user security controls whether the Budget Development System honors this flag Launching the Process There are two operations in launching a process Opening the process window Filling in the process window and launching the process Table 3 1 Tabs for the Transfer Selected Budgets to Budget Development BDE005 window TAB PURPOSE Main Selection tab Select the source from which to copy accounts and amounts into the target budget model The source can be a budget in the general ledger up to
418. ities If the list is inaccurate you can make any needed adjustments and run the process in report only mode again Once you have verified the list of accounts to roll forward run the report in update mode Save the PO to Liabilities Report POR520 as a record of the PO transac tions rolled forward to Y2 Dataset Capacities for HP e3000 Server If your site is using the HP e3000 as a server check to make sure that the GLDSYS general ledger database has enough room to hold the estimated payables that the process creates The EST PAYABLES dataset needs to have enough free space to create one record for each payable that is rolled forward to Y2 Accounts Payable Odometer If you have not done so already set up the estimated payables EP odometer for Y1 This odometer must be present for the batch update to assign reference numbers to the transactions that you are rolling forward For detailed instructions see the description of the Program Options tab in Chapter 7 of the QCC Core Financial Manual If the odometer is not defined the report displays the following message ERROR getting odometer Launching the Report These instructions focus on the specific instructions for launching the PO to Liabilities Report POR520 from the PO to Liabilities Report Update POR520 window 4 30 Copyright QSS 2011 05 2011 Step 4 Rolling Y1 Purchase Orders to Y2 Payables POR520 Traditional Screen Table 4 13 Tabs for the PO to Liab
419. itional Screen For the traditional software the launch screen is Load Payline Data from Position Control PL0400 For details see Chapter 10 of the QSS OASIS Position Control Manual District 65 Load Payline Data from Position Control 055 0 515 Report Title 8171198128497 Update ption 1 Update and Report Report Only Year f Control date Load option Load all 2 Load change Select accts active on Keep accts i Yes N No Select pay schedule NENNEN NEED ND ND NND ee Select RN NN D RR E Special cont types Balance of contract Additional Longevity val Payroll Pay type Codes Percentage Per dien Degree Other Select specific employees PPROST H 00 12 compiled 02 22 00 Page 1 of 1 Option 6 Stream PLO4005T Start Help Retrieve Save Start Launch Return Over Preset Preset Over Job to Menu Figure 8 55 Launch Screen for Load Payline Data from Position Control PLO400 05 2011 Copyright QSS 2011 8 55 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 56 Load Payline Data from Position Control ENH PLO402 There are two Load Payline Data from Position Control programs e PL0400 is used by the standard Position Control System and standard Payroll System It also uses the PO Screen of PP0002 The previous section describes PL0400 e PL0402 is used by the Enhanced Position Control System and t
420. l F6 Add a new transaction This command is available only when a subtab is in Inspect mode Options Inspect Ctrl F5 When subtab is in Change mode return to f Inspect mode so that you can no longer add or change any data Options Search m Search for receivables that match the criteria in the Filter area Options Clear gt Ctrl F Clear the selections in the Filter area and reset Selection the Receivable Type selection to the default defined with the Settings command on the File menu Options Grid E Ctrl Shift F 11 Open a Grid Output window that allows you to Output export the detail lines to Word Excel a delimited file or a PDF file Options Report Shift F11 As of August 2007 this command is not implemented Options Delete XxX Ctrl F8 Delete an unapproved budget transfer cash transfer or cash deposit This command is active only when the window is in Inspect mode Options Print F11 Print a copy of the window on the default Windows Screen Copyright O QSS 2010 printer for your PC 05 2010 GLAR Accounts Receivable No Invoicing Window Setup Receivables AR XR ARSO10 11 Tab Y1 Setup Receivables AR XR ARS010 11 Tab Y1 The Filters area allows you to select receivables to display The grid displays the receivables that match the filter From this grid you can select a receivable to change inspect or delete Filter Receivable Type v Rec
421. l Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable GLAR Accounts Receivable No Invoicing Window Overview of Window GLAR Dialog Box Title bar 22 GLAR Accounts Receivable No Invoicing 07 055 DEMONSTRATION DISTRICT ass MER File Options Menu bar Toolbar M essage bar 336 of 336 qualified Inspect Tab bar Setup Receivables AR XR ARS010 11 Post Receipts AR RR ARS020 21 Filter Receivable Type v Accrual AR to be Received in FY 2008 Current Year KRA Via V Reserve Revenue Fd Bdr Sch Rese Y Goal Func Objt Type Receivable Number Account Date PE Rev Object Reference r P 3 247 Description rn Amou Audit ID Established Receivables FY 2007 Number Date Reference Fd Bdr Sch Resc Y Goal Func Objt Type Description 370011 4 21 2007 01 210 500 0000 0 8600 0000 8689 1917 197061708343 370012 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 121 970013 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 130 370014 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 138 970015 4 21 2007 01 240 500 0000 0 0000 7550 8689 0269 14 97060 nome mr Ane Status bar vr 97 Dist 07 Site 0001 8 14 2007 7 19 PM Figure 5 2 GLAR Accounts Receivable No Invoicing window The GLAR dialog box allows you to define the tab that displays when you open the window and set defaults for the tabs 5 6 Copy
422. le Type Receivable Number Reference EE GLAR Receivable Summary and History 07 QSS DEMONSTRATION DISTRICT Fd Bdr Sch Rese Y Goal Func Objt Type Account Rey Object 9209 Audit Date 10 1 1996 Audit Time 00 00 Audit ID Date P F 5 5 1997 P 6 30 1997 P 6 30 1997 P 6 30 1997 P 6 30 1997 P 6 30 1997 P Description CK 06 848837 ST OF CALIF 1 Amount Recvd 4 655 00 1 00 2 00 3 49 6 00 5 00 Date Inspect Description Vendor PO Number El Amount Receipts to date Remaining 0 U Amount Objt 0 00 0000 0 00 0000 0 00 0000 0 00 0000 0 00 0000 0 00 0000 Deposit No Audit Date 5 2 1997 2 27 2007 2 27 2007 8 22 2007 2 27 2007 2 27 2007 AudtlD 4 Yr 97 Dist 07 Site 0001 8 24 2007 3 58 PM Figure 5 10 Selecting a receipt to maintain or delete Amount 100 00 Copyright O QSS 2010 05 2010 Summary information for the receivable that is identical to that in the GLAR Receivables Summary and History dialog box Post Receipt area for adding a new cash receipt Summary information for the receivable that is identical to that in the GLAR Receivables Summary and History dialog box Post Receipt area for changing partial receipts GLAR Accounts Receivable No Invoicing Window EB GLAR Receipt Detail File Options Receivable Receivable Number Ref
423. lect the accounts to include on a report or process by account masks and field ranges This tab is the same for every report Figure 3 71 illustrates the Main Selection tab for the Transfer Beginning Balances from Development to GL BDE012 window Transfer Beginning Balances from Development to GL BDEO12 07 055 DEMONSTRATION DISTRICT Qssvoasis 8 0 File Options Hm JOO 9 Main Selection Accounts Transfer Beginning Balances from Development to GL v 055 UNIFIED SCHOOL DISTRICT Source FY 08 Source Model 00 Production Model Target FY 09 Action s Zero Selected GL account amounts in target before transfer Zero All GL account amounts in target before transfer Delete selected GL accounts in target before transfer Delete All GL accounts in target before transfer Transfer accounts if amount is zero Usersec Y YYYY Yr 2008 Dist 07 Site 1 5 21 2008 7 50 Figure 3 71 Main Selection tab for the Transfer Beginning Balances from Development to GL BDE012 window Sample Copy from Bud dev Beg Bal to GL Results BDE670 3 68 Copyright O QSS 2011 05 2011 Beginning Balances via Budget Development Traditional Screens 07 QSS DEMONSTRATION DISTRICT COPY from Bud dev Beg Bal TO GL Results J798 BDE670 H 00 00 10 31 07 PAGE 0 The following are the parameters for the copy BDE670 was run with From GL development year 08 From GL development model 22 To fiscal year
424. les FY to FY Subtab 7 QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT EBR File View District Year Go Messages Window Help F e Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu 2 Figure 3 89 Selecting the Budget Maintenance window from the tree view Copy Rules FY to FY Enter fiscal year to copy from fr Figure 3 90 Copy Rules FY to FY subtab for the Indirect Cost GLIC5O tab The Copy Rules FY to FY subtab allows you to copy all of the indirect cost rules from one fiscal year to another Each fiscal year has its own set of indirect cost rules and this subtab provides a convenient way to roll a set of rules forward to a new fiscal year Traditional Screens Select Maintain Indirect Cost Rules GLIC50 from the Menu System 3 88 Copyright O QSS 2011 05 2011 Rolling Indirect Cost Rules GLIC50 Traditional Screens District 07 Maintain Indirect Cost Rules 088 0481IS Year 00 Enter indirect cost rule id MEN Rule Rule Sel Rule Copy Define Criteria Criteria Rule Figure 3 91 Maintain Indirect Cost Rules GLIC50 Press lt Copy FY Rules gt to open the Copy Rules From Fiscal Year to Fiscal Year screen District 07 Maintain Indirect Cost Rules 0885 06818 Year 00 Copy Rules from Fiscal Y
425. lling beginning balances through Budget Development to the General Ledger with BDEO00 allows you to automate the process of turning ending balances from one year into beginning balances for the next year This procedure allows you to set up beginning balances for a new fiscal year and it automatically creates the skeleton accounts of Fund Resource Project Year and Object Launched from the main Budget Development driver module BDEO00 this includes the ability to Load ending balances for assets and liabilities for the closing fiscal year into a budget model with Copy Ending Balances to Budget Development Automatically adjust that budget model to reclassify balances for example moving the balance from 9209 into 9210 and calculating the beginning fund balance as the result of assets minus liabilities and finally Load that budget model into the next fiscal year as beginning balances via fer Development Budget to Financial System Here is the step by step process Copyright O QSS 2011 3 63 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 1 Work with your System Administrator to set up the CTBDE800 DATA control file This control file defines the object ranges to be excluded the objects to be reas signed and the objects to be combined 2 When the district s books are closed and all transactions have been approved roll ending balances from the closed fiscal y
426. lobal settings Fiscal year 3 District Use 00 for Global settings Figure 3 32 Copy APY PAY Clearing Rules 05 2011 Copyright QSS 2011 3 23 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Setting Up Budget Control Record BOUPDT O Settings Budget Control Rec BOUPDT District 07 Fiscal Year Y2 Status T Maintain accounts via transfers Approved User ID mm Revised EX User ID i Revision number o Copied from Budget Dev aa User ID Counter Actuals copied to Budget Dev lt Figure 3 33 Budget Control Rec BOUPDT subtab for the Settings tab Introduction The budget control record keeps track of when the working budget is rolled to approved and revised and which user rolled the budget It will not allow the working budget to be rolled to approved more than once It also will not allow you to do budget transfers prior to rolling the budget to approved if the control record is set to transfers If the control record is set to detail you cannot maintain the budget with transfers Each year you must decide whether you want to maintain the working budget through Update Working Budget allows details or via the Transfer program Make this decision for each district Each district must have a budget control record defined with the Budget Control Rec BOUPDT subtab for every fiscal year in which it uses the QSS OASIS Budgeting System
427. loyees J Y N Salary Schedules E E il a uu LLL OBBER H 00 04 compiled 11 26 02 Page 1 of 1 Option 46 Stream PAY910ST Start Help Read Return Over Preset to Menu Figure 7 75 Launch screen for Mass Recalculate Pay Position PAY910 05 2011 Copyright QSS 2011 7 83 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Sample Mass Recalculate Pay Position PAY910 Report Sample Page Zero Header Page 67 OAK VALLEY USD MASS RECALCULATE PAY POSITION J6171 PAY910 H 00 00 08 19 04 PAGE SAMPLE FOR DOCUMENTATION Selection Parameters Fiscal Year 03 Sort Option Schedule employee Report Update R U R Update terminated employees No Salary Schedule Bonus Codes Sample Report Page 67 OAK VALLEY USD MASS RECALCULATE PAY POSITION PAY910 H 00 00 08 19 04 PAGE SAMPLE FOR DOCUMENTATION HOURLY EMPLOYEE PLACEMENT PAY SCHED EXT GROSS RET BASE 000 00 0000 ANTHONY ANDY A 14 0005 02 E10R07 Base Pay 7 176 50 Base Ret 7 176 50 Bonus Codes T1 185 SCH 64 CTA MA TST 10 Bonus Pay 65 00 100 00 150 00 625 00 Bonus Ret 65 00 100 00 150 00 625 00 000 00 0000 ANTHONY SUSAN B 12 0005 05 E10B07 Base Pay 2 173 44 Base Ret 2 173 44 Bonus Codes LONG15 BIL Bonus Pay 110 00 54 34 Bonus Ret 110 00 54 34 000 00 0000 ARTHUR CHESTER A 00 EOMREG 1 0000 Base Pay 4 162 58 Base Ret 4 162 58 Bonus Codes CCP220 Bonus Pay 83 33 Bonus Ret 83 33 000 00 0000 ARTHU
428. loyer Factor Local Use Page 1 of 1 Humber of Payrolls SSS ee es Select Print Select Validate Page Page Update Return File Screen Option Payraolls Backward Forward Data to Menu Figure 7 12 Maintaining a Deduction Schedule Report Request Screen for Deduction Schedules Fill in the fields as explained below 7 1 4 Copyright QSS 2011 05 2011 Creating New Deduction Schedules PP0010 Sample Deduction Schedules Report District 07 Update Per Pay Haster Files QSSZDASIS Master file DS Deduction Schedule Option for help Report title BLEU Sort option 1 by code 2 by name UNA CMM NEUE M KNEE GENES Select Previous Return File Screen to Henu Figure 7 13 Report Request Screen for Deduction Schedules Sample Deduction Schedules Report 07 QSS DEMONSTRATION DISTRICT Deduction Schedule J4600 PP0135 H 00 00 03 20 PAGE SAMPLE FOR DOCUMENTATION FISCAL YEAR DEDUCTION SCHEDULE CLASSIFICATION DATE CHGD OPER ID R REGULAR 03 20 PAYROLL FL EMPE FACTOR FISCAL YEAR DEDUCTION SCHEDULE CLASSIFICATION DATE CHGD OPER ID R REGULAR 03 20 PAYROLL FL EMPE FACTOR 05 2011 Copyright QSS 2011 7 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System QCC Version of Deduction Schedules There is also a QCC version of Deduction Schedules See the QSS ControlCenter Guide for details about using QCC To open the QCC versio
429. maining for each individual account line for open POs In prelist mode the report allows you to get a listing of open POs and review them before running the process in update mode In update mode the report is a listing of the POs that have been closed and liquidated WARNING Before running the process in update mode be sure that you really are ready to close out all POs for Y1 Once this process is done all open POs are closed and liquidated There is no undo Launching the Report These instructions focus on the specific instructions for launching the PO Disencumbrance Report PCL920 from the Close Out Open Purchase Orders PCL920 window There are two operations in launching a report Opening the report window Filling in the report window and launching the report Table 4 14 Tabs for the Close Out Open Purchase Orders PCL920 window TAB PURPOSE Main Selection Select the posting date and description for closing out POs Accounts Select the accounts for which to close POs for the fiscal year Figure 4 31 illustrates the Close Out Open Purchase Orders PCL920 window See page A 5 for general instructions on typing in text boxes selecting options from drop down lists selecting dates checking boxes and selecting option buttons 05 2011 Copyright QSS 2011 4 33 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable EB Close Out Open Purchase Orders 1
430. ments 4 48 These instructions tell how to post payables payments CL transactions against estimated payables EP transactions from the previous year Copyright O QSS 2011 Chapter 4 Tasks Related to Accounts Payable 05 2011 Posting Payables Payments CL Accounts Payable Payables Payments CL Window On the toolbar make sure that the correct fiscal year is selected CL transactions are payments against EP liabilities from the previous fiscal year For example you select fiscal year 2010 The grid displays EP transactions liabilities for pay vouchers and travel claims from FY 2009 Select the fiscal year after the set up year For Accounts Payable Set Up Payables EP File Options Window example payments made I dp X g aad a aot dn FY 2010 are posted Figure 4 47 Year selection for EP and CL transactions Accounts Payable Payables Payments CL Window Search F3 Panel The Search F3 panel allows you to select the payables payments that display in the Search Results grid Leave the Search F3 panel blank to select all payables payments for the district and year in the lower right corner of the window Fill in one or more boxes to select the payables payments to display If you fill in more than one selection a payables payment must match all of the selections to display in the grid After you have filled in the selection criteria click the lt j
431. month Schedule code when you select the Accrual Schedule check box Figure 10 6 Absence Tracking Accrual Process and Report ABT400 window 12 QSS DEMONSTRATION DISTRICT ACCRUAL PROCESS 7360 ABT400 H 00 00 05 12 99 PAGE 0 ACCRUE LEAVE FOR SEPTEMBER FOR MONTH 03 ACCRUAL SCHEDULE CONTROL DATE 09 01 09 INCLUDE TERMINATED EMPLOYEES N TRANSACTION START DATE 09 01 09 END DATE 09 30 09 ROLL CODE MO LEAVE GROUPS AD TE REPORT Report Only DETAIL Details and Totals SORT ON Leave group 1 0 1 6 Copyright QSS 2011 05 2011 Absence Tracking Accrual Process and Report ABT400 Window Traditional Software 12 QSS DEMONSTRATION DISTRICT ACCRUAL PROCESS 7360 400 H 00 00 05 12 99 1 ACCRUE LEAVE FOR SEPTEMBER Leave group AD Hours VAC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS 000 00 0000 JOHN HEYWOOD Before 16 00 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y2 After 24 00 24 00 24 00 40 00 480 00 0 00 0 00 0 00 Hire date 10 30 85 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 8 00 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 JENNY LIND Before 24 00 16 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y4 After 36 00 24 00 24 00 40 00 480 00 0 00 0 00 0 00 Longevity base date 10 15 79 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 Accrual 8 00 8 00 0 00 0 00 0 00 0 00 0 00 0 00 000 00 0000 MARCHESE G MARCONI Before 10 00 12 00 18 00 30 00
432. mployees with a 15 Pay Deduction for deduction 2220 Then it changes that amount to 20 for all of those employees Example 2 Two Different Deduction Amounts 7 120 This example is more complicated Health Insurance Inc is voluntary deduction 1130 The premium goes up by 10 a month A total of 600 employees have this deduction 300 pay 30 per month and another 300 pay 40 To cover the cost increase the district increases the employee amount by 10 The district runs Submit Deduction Mass Change DEDCSB twice to update all 600 employees In this case the district does not use two selection screens in one update Instead it runs the update program twice First increase the 40 deductions to 50 The Old or current amount is 40 and the New amount is 50 The 300 employees who were paying 40 now pay 50 Wait for this batch update job to finish before launching the second job Copyright QSS 2011 05 2011 Dealing with Cross Year Warrant Cancellation Examples of Replacing Amounts with Mass Changes Second increase the 30 deductions to 40 The Old amount is 30 and the New amount is 40 The 300 employees who were paying 30 now pay 40 This order is important If the mass changes were reversed everyone would end up paying 50 To change the example the first mass change increases 30 premiums to 40 Now all 600 employees have 40 deductions The second mass change increases 40 deductions to 50 Since all 60
433. n Choice gt The PO you selected will be displayed on the PO Copy Screen Figure 4 89 4 84 Copyright QSS 2011 05 2011 Copying PO Requisitions from Prior Year Traditional Screens District 07 Purchase Order Search Results 88 04818 Matches Found 0028 8 POH Date Prt Vendor Site Description Amount ixl 001750 001750 06 30 97 000014 HADLEY AUTO TRANSPORT 0 01 W 001751 001782 06 30 97 000300 R HENNIG SALES 5 00 001752 001783 06 30 97 000300 HENNIG SALES 80 001805 001836 06 30 97 000014 HADLEY AUTO TRANSPORT 00 0001 ADMINISTRATION BUILDING 001845 001876 06 30 97 000300 HENNIG SALES 20 06 26 97 7040 INFORMATION amp TECHNOLOGY SERV 001848 001888 06 30 97 000014 HADLEY AUTO TRANSPORT 75 001852 001900 06 30 97 000014 HADLEY AUTO TRANSPORT 00 001858 001891 06 30 97 000014 HADLEY AUTO TRANSPORT 001862 001895 06 30 97 000002 RODRIGUEZ JEANNE Cannot select more than 1 item s Start f2 f3 f4 Previous Next Return Return Over Page Page Choice Figure 4 91 Search Results Screen POCOPY Vendor Lookup Screens for PO Search Search Text Allow Deletes Category Type Y N RH B Single wildcard character Multiple wildcard character Preface your search text with one of the following special characters to apply your search against the listed field Address line 1 Phone number Comment line TIN GETVND H 00 17 compiled 12 12 03 Start Select Retu
434. n in QSS ControlCenter select HR Code Maintenance from the Menu Bar or Human Resources Tree as shown below QSSControlCenter 12 QSS DEMONSTRATION DISTRICT Q File View Go Help window Print Manager Job Menu Utilities gt 55 0 ani xi Student Fixed Assets Human Resources d HR Report Job Selector System Admin gt X Personnel Downloader Finance b HR Query HR Code Maintenance Absence Tracking Beta Require Employee Maintenance Preview Position Control Job Menu Last Run 04 20 2007 13 19 Yr 2003 Dist 12 Site 1 4 25 2007 7 45 AM A gss oasis f af x l QsstontrolCenter 12 QSS DEMONSTRATION DISTRICT File View Go Help Window E Print Manager Job Menu Utilities E Student E Fixed Assets E Human Resources 2 HR Report Job Selector ESR Personnel Downloader IBL HR Query HR Code Maintenance Absence Tracking mj Requires PP5 a Employee Maintenance Preview Requires NET 2 0 Last Run 04 20 2007 13 19 01 Yr 2003 Dist 12 Site 1 4 25 2007 8 10 AM Figure 7 14 Select HR Code Maintenance Y 2 7 1 6 Copyright QSS 2011 05 2011 Creating New Deduction Schedules PP0010 QCC Version of Deduction Schedules Then select Deduction Schedules under the Payroll folder as shown in the HR Code Maintenance window below a HR Code Maintenance 12 QSS DEMONSTRATION DISTRICT nit 00 ligt 1 jy Absence Track
435. n select this command to launch a General Ledger District Report GLDIST that displays the account defi nition for a district Options Grid Output SHIFT F11 Copy the contents of the grid in the current tab or subtab to the Grid Output window From there you can output the contents of the grid to a delimited text file a Word document a PDF file or an Excel spreadsheet Options Process 2 F2 After making a selection such as a district or fiscal year select this command to make the tab or subtab display the selected data Options Move Field Down SHIFT CTRL F4 On the Account String subtab move an account field down one row in the list of account fields Options Move Field Up SHIFT CTRL F5 On the Account String subtab move an account field up one row in the list of account fields X E al Options Delete CTRL F8 Delete the selected record in a grid or the data displayed in the current form This command is available only when a tab or subtab is in Change mode Options Print Screen F11 Print a copy of the window on the default Windows printer for your PC Copyright O QSS 2011 05 2011 Chapter 4 Tasks Helated to Accounts Payable Overview This chapter covers the following procedures with their steps and options main procedures are in bold type TASK PAGE Setting Up The Batch Environment BCUPDT 4 2 Closing Out All Outstanding Purchase Orders 4 6 Step 1
436. n the Deductions form of the Employee Maintenance window Benefit Projected Rates BPR Master File The Employee Maintenance window allows you to maintain the Benefit Projection Rates BPR master file These instructions provide a quick reference Adding or Changing the Master File for Y2 The Benefit Projected Rate BPR master file has only one record for each fiscal year For each record there is a grid that contains up to 64 benefits that you can attach to Salary Schedules For each district add the master file for Y2 You can now define benefits on the grid After adding the master file for Y2 do either of the following to return to it Inspect the master file You cannot change any benefits on the grid Change the master file You can add change or delete individual benefits on the grid 05 2011 Copyright QSS 2011 8 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 14 Change Benefit Projected Rates 07 QSS DEMONSTRATION DISTRICT ass o4sis MAR Options Year 05 New E dit Accept Line 5 Eum m Reference Benefit Name Base Type Base mt Limit Amount PT Project Amt Name sui Percent 1 1000 0 00 gt 000 05 50 Ln Benefit Name Type Base Amt Limit Amt PT Projection Amt 9 Reference Reference Name bes pes _ 3 08507
437. name of the selected group is displayed If you are defining a new group type in the name that you want for the group If you are viewing an existing group the description of the selected group is displayed If you are defining a new group type in the description that you want for the group Type up to 20 model numbers to which the group will be allowed access Type in any specific account codes that you want to include or exclude from this group s access You can enter any combi nation of numbers and wildcards but you must fill in this field completely for the filter to work Wildcards include all digits Click to place a checkmark if you want to exclude this account code from the group s access Leave blank to include this account code in the group s access Select an account field from the drop down list Type the lowest number of the range you want to include in or exclude from the group s access Type the highest number of the range you want to include in or exclude from the group s access Click to place a checkmark if you want to exclude this field range from the group s access Leave blank to include this field range in the group s access Copyright QSS 2011 05 2011 Setting Up Accountclass Viewing Groups 05 2011 Buttons on This Screen Reset Update Option Screen Log Off Help Accountclass View Group Update AVGRPSHW Click Reset to restore the screen to the way it
438. nce PER680 Purpose This is an optional step If you keep track of the years of experience an employee has within your district run PER680 one time each year to increment experience years by one Update Employee Experience PER680 increments by one year the Years Experience in District box on the Service Yrs Units form for the Employee Maintenance window and in the SK Screen of Employee Maintenance PP0002 The Years Experience in District box is not used by the system for any computations It is an information only field which some districts keep up to date No other fields on the SK Screen are updated Steps for Launching the Process 1 Log on to QCC 2 From QCC open the HR Report Job Selector window From the Go menu select Go Human Resources Payroll and HR Report Job Selector From the Tree view Go Human Resources Payroll HR Reporting and Downloading and HR Report Job Selector HR Report Job Selector 82 QSS DEMO DISTRICT 82 osszxoass MOR File Options Help Gaang Reports l I E Custom Selection Screen E C ShowRepots Show Jobs Category ID Description Category Access 501 Update Employee Experience PER 502 Reset Job Code gt Job Category Relationship PER 503 Update PER PAY Data From Employee s Prime Positior PER 504 Request Repair of Orphaned Positions ABT 505 Reset Deduction Accumulators DED 506 Copy Paylines PAY Re Calculate Employee P
439. nce for FY2 is the same as the balance at the end of FY1 The timing of this process is critical The timing must be the following After the last payroll for FY1 If teachers work from September through June it is essential to wait until after the last payroll in June If roll balances forward before the end of June the balance carried forward will not include net pay deducted during June Before the first payroll for FY2 If you run a summer deferred pay before rolling balances forward teachers will receive zero refunds This situation exists because balances are kept by fiscal year The rollover process creates the beginning balances for FY2 WARNING This process rolls forward balances for all districts Make sure that all districts have done their last payroll for FY1 before rolling balances forward Checking Dataset Capacities Before rolling forward verify that the Personnel Payroll database PERPAY has enough room for the rollover transactions that will be added in the coming year The name of the dataset is D EMP DEF PAY You can use Query DBXUSE Adager or your favorite database utility to check the current capacity If needed enlarge the dataset capacity The formula for the space requirement is this space required number of participants x 14 number of adjustment records A typical participant in automatic deferred deductions will have 14 records for the year Two records for the rollover process One record
440. nd lt RETURN gt Keys The ENTER and RETURN keys serve two distinct purposes lt ENTER gt Key Press ENTER after filling in a formatted screen Pressing ENTER signifies that you have finished filling in a screen That key tells the computer to read the screen and process what you have typed in the fields The location of the ENTER key is different on terminals and personal computers On Hewlett Packard 2392A terminals one ENTER key is at the lower left cor ner of the keyboard and the other is next to the 9 key on the numeric keypad On personal computer type keyboards the ENTER key is the lt gt key or the ENTER key to the right of the numeric keypad It is not the ENTER or J key to the right of the letters lt J gt K L lt gt lt RETURN gt Key Press RETURN only when logging on and when explicitly told to do so in the instructions On both Hewlett Packard 2392A terminals and personal computer type keyboards the lt RETURN gt key is to the right of the alphabetic keys lt J gt lt K gt lt L gt lt gt lt gt On personal computer keyboards it is often labeled the ENTER key or just the key Labeled Function Keys The left column lists labeled function keys Their names are in angle brackets such as Return to Menu or Update Data These names refer to the labels above function keys 1 through 8 or F1 through F8 Th
441. ndars dialog box While you are adding or changing a work calendar you can change the designations for each day in the calendar To change days on a calendar 1 In the Legend area click the colored box for a type of day Copyright QSS 2011 05 2011 Work Calendars Work Calendars WC Master File Legend O Regular Work Day Aw 13 alf Day Hw 0 on work Day NW 17 Paid Holiday 1 5 Special Non work D ay SN 0 L Release Selection The box indicates the selection that you have clicked and the Current Selection changes to the color of the day you have selected Current Selection Figure 8 3 Legend area after clicking Paid Holiday PH To clear the selection click Release Selection 2 Drag the mouse pointer over the day that you want to change in the calendar The box follows the arrow as it points to a date on the calendar Figure 8 4 Mouse pointer hovered over August 23 05 2011 Copyright QSS 2011 8 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 3 Click the day that you want to change After you click a box in the calendar it changes to the code you have selected Figure 8 5 Calendar after clicking August 23 4 Repeat Steps 1 through 3 to assign codes to additional days on the calendar 5 Do any of the following Select the Save button to save your changes to the calendar Sele
442. ndividual accounts This online program allows you to vali date one account at a time This option is useful for creating new accounts during the fiscal year Batch Copy from Budget Development If your district uses the QSS OASIS Budget Development System it can use a batch process BDE006 to create most of the validated accounts in the new fiscal year Budget Development allows a dis trict to experiment with a variety of budget models then select one model as the starting point for the new fiscal year Near the end of the budget development cycle a district rolls or copies a budget model from the Budget Development System into the working budget of the general ledger This action creates a set of validated accounts in the new fiscal year For more information see the discussion of budgeting in the QCC Core Financial Manual and the QCC Budget Development Manual TIP Budget Development can be a shortcut for validating accounts in a new year Even if your district does not use the QSS OASIS Budget Development System to prepare the budget you can use that system to create a set of validated accounts For example suppose it is the start of FY 03 July 2002 to June 2003 You can follow these steps to quickly create a set of validated accounts Transfer financial accounts from the general ledger budget for FY 02 into a budget model in the Budget Development System Transfer the budget model into the general ledger working budget fo
443. ne Account Balancing PS Overide password Account String Definition Field ID Start Size Name C D M FY SIG Link Bal 1 FUND 1 2 Fund D N Y Y 2 RESC 3 4 Resource D N Y Y 3 YEAR 7 1 Year D N Y Y 4 OBJT 8 4 Object D N Y N GOAL 12 4 Goal D N Y N 6 FUNC 16 4 Function D N Y N 7 SCHL 20 3 School D N Y N 8 BDGR 23 3 Responsblty D N Y N Delimiters Field Specification Maintenance Field Number Usage Defined name Size Bal 1 Fund Fund 2 Y 2 Project Resource Resource 4 Y 3 Project Year Year 1 Y 5 Program Goal Goal 4 N 6 Function Activity Function 4 N 4 Object Object 4 N 7 School School 3 N Account Title Fd Resc Y Objt Goal Func Sch Bdg Sample Account XX XXXX X XXXX XXXX XXXX XXX XXX Normal Account Preset gt Request Screen Acct Preset gt Raw account length 25 Formatted account length 32 3 8 Copyright O QSS 2011 05 2011 Updating District Account Code Structure GLMT02 Traditional Screens Traditional Screens The traditional screens are very similar to those in QCC This heading illustrates the screens for the following Defining the District Masterfile Copying District Records Defining the District Masterfile The following screens illustrate how to define the account string for a district with the traditional software For more details see Chapter 2 of the QSS OASIS Core Financial Manual District 07 Update District Masterfile QSS OASIS District 07 FY v2 Name NEMPE
444. ne July R Utilities Manually Entering Accounts Through Beginning Balance Update BBUPDT June indef Core Financial Beginning Balances via Budget Development June Sept Budget Devel Running Reset And Balance Forward Process ABT020 ABT920 July R Abs Tracking Running Absence Accrual ABT000 Using Annual Rollover Code July R Abs Tracking Creating Job History Records JH0900 July R Job History Manual Deferred Deductions July Aug R Payroll Updating Voluntary Deductions DEDCSB for Standard Payroll July Sept Payroll Updating Voluntary Deductions DEDCSB July Sept Payroll Mass Recalculate Pay Position PAY910 July Payroll Updating Employee Experience PER680 July O Personnel Closing Out All Outstanding Purchase Orders May June R Accts Payable Entering Estimated Payables EP June R Accts Payable Roll Forward Accruals Using Invoicing Billing Management AR01 June R Accts Recvbl Setting Up Receivables for Next Year ARSO10 June R Accts Recvbl Roll Account Summary Rules ACSO10 June R Core Financial Roll Indirect Cost Rules GLICSO0 June R Core Financial R R R R Rolling Employee Benefits to New Plan Year BM0800 End of plan year Benefits Mgmt Copyright O QSS 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 2 Tasks for the Fiscal Year Transition Fiscal Year Transition Tasks Task Timeline Status System Mass Benefit Plan Add Change Delete End of plan Bene
445. ne sixth For 11 month teachers it deducts one twelfth 7 1 00 Copyright 055 2011 05 2011 Summer Pay Payroll Manual Deferred Deductions 05 2011 Automatic deferred deductions uses a Pay Schedule that crosses fiscal year bound aries For example ten month teachers earn their salaries during September through June of FY1 but the pay periods for summer are in July and August of FY2 To refund net pay you must set up a Pay Name for FY2 that uses the automatic deferred deductions Pay Schedule from FY1 The W4 Screen is the means for enrolling employees in automatic deferred deduc tions Once an employee is enrolled the system automatically calculates how much net pay to deduct and refund each month based on the employee s Pay Schedule However you can force the system to make an early refund of summer pay at any time during the year Maintain Deferred Pay DEDUPD is an on line program that allows you to look up and maintain summer pay The standard security option allows you to look up the bal ance of net pay withheld and display an itemized list of transactions for a fiscal year With special security settings you can also adjust the amounts of net pay deducted and refunded Automatic deferred deductions have a year end process DED900 allows you to roll the balance of banked net pay forward from one fiscal year to the next Run this pro cess after the last payroll for June of one fiscal year but before the first payroll o
446. ng Outstanding Back Issues Use the Page Backward gt and Page Forward keys to scroll through the line items Enter the Cancel Quantity for the amount you want to cancel for each line item and press ENTER Then press Update to save the cancellation before scrolling to the next line item WARNING You must press Update before scrolling to the next line item or your entries will not be posted District 65 Cancel Outstanding Back Issues 08S 0aSIs Harehouse Fiscal Year Yi Issue Description Approval Status Issue number 010027 SUPPLIES FOR FALL 2000 1 H Date 070100 Site Description 2 H Site 0042 PLEASANT VALLEY 3 H Line Stock Iss ty IssuePrice Cost Unit Iss Status 4 400210 1 4 5821 4 58 EA EXP Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl Stock Description 01 0000 0 4300 00 1110 1000 061 042 000 BOOK CLASS RECORD 6 7 HK Back Issue 15 BI Rev 3 Canc 0 Cred 0 Het Issue Oty Price Cost Cancel EE Remaining Back Issues Stock on hand BI Status Page Total Pages Select Select Inspect On line Page Page Update Return Program Option Stock Tracking Backward Forward To Menu Figure 6 11 Cancel Outstanding Back Issues Screen 05 2011 Copyright QSS 2011 6 1 5 QSS OASIS Fiscal Year Transition Training Notes Sample Back Issue Resolution Status Report 1200 Below is a sample Back Issue Resolution Status Report using Report mode only with Pr
447. ns Help Grid Search View Payroll Pre List Reports Miscellaneous Payroll Jobs Reports Reprint Payroll Reports Reprint Non Pay Benefit Reports M hange Dedu ogon DI DE B Mass Change Deductions Select DI DEDCSB Deduction Number Mass Change Logon DI DEDCSD Deduction Number Mass Change Select DI DEDCSD Request Retro Payroll Analysis Report PRT 200 E Request Retro Payroll Analysis Report PR T 300 E Payroll History Reports Processes E Salary Notification Jobs Reports VLD Processing E Manual Payroll Encumbering E Quarterly Processing R8 E Yr 2010 Dist 07 Site 1 4 9 2010 17 26 Figure 7 90 Payroll Job Menu Window for Selecting DEDCSB E Submit Deduction Mass Change Logon District DEDCSB Report Title SAMPLE FOR DOCUMENTATION Run Option 1 Report Only Selection Number 1 Voluntary Deduction 10150 BlueCross TJPAC 125 Plan Code Employees in Pay Codes Skipl H Employee Employer Minimum Maximum Balance Limit Subjectivity Deduction Schedule Skip 1 9 Frequency Option Old R Replace Selection Number la Lal Lad La ied fal bad fa e Me QCC Version of DEDCSB Yr 2010 Dist 07 Site 1 4 9 2010 16 52 04 Figure 7 91 Submit Deduction Mass Change Logon District DEDCSB Window 05 2011 Copyright O QSS 2011 7
448. nsaction type Options Select none Alt S Move the cursor to the first box in the Search F3 panel You Search Panel can fill in new search criteria and search for transactions Options Select none Alt R Move the cursor to the first row of the grid in the Search Results Search Results area Options Print g F11 Print a copy of the Accounts Payable window window to the Screen i default Windows printer for your PC Options Grid Shift F11 Open a Grid Output window for exporting of the Search Results Output grid to Excel Word PDF or a delimited text file 4 50 Copyright QSS 2011 05 2011 Posting Payables Payments CL EP Payment Dialog Box 05 2011 Acct Class Audit ID Audit Time Paid Amount Audit Date 01 000 000 0000 0 0000 0000 4310 0000 45 55 0 00 DEAM 01 09 2008 18 42 46 01 000 000 0000 0 0000 0000 4310 0000 250 00 0 00 DEAM 01 03 2008 18 44 24 01 000 000 0000 0 0000 0000 4310 0000 0 00 DEAM 01 09 2009 18 45 54 Figure 4 50 Search Results panel for Payables Payments CL transactions right side EP Payment Dialog Box The EP Payment dialog box opens after you select a payable from the grid on the Search Results grid for payables payments CL transactions Header information from the set up of the transaction from Set Up Payables Status summary List of payments already posted against the estimated pay
449. nt HR Report Job Selector Personnel Downloader HR Query Absence Tracking Job Menu Benefits Management Job Menu Position Control Job Menu HR Code Maintenance HR Code Maintenance 2 HR Utilities Professional Development ruby web Lodi Only Substitute Teacher Tracking Preview Employee Self Service Last Run 04 08 2010 00 43 20 r 2010 Dist 07 Site 1 4 9 2010 17 16 Figure 7 88 Select DEDCSB from the Go Menu For the tree view select Go Human Resources Payroll and Payroll Job Menu QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT gss oasis EER File View Change Year Go Messages Window Help gt E Go E Print Manager Job Menu Utilities E System Admin T E Finance E w2j1099 E Human Resources Payroll Yy Employee Maintenance Absence Tracking CA Retirement HR Reporting and Downloading 2 HR Report Job Selector Personnel Downloader Query Absence Tracking Job Menu Benefits Management Job Menu i Position Control Joo Menu p Master Files Utilities Figure 7 89 Select DEDCSB from the Tree View To select DEDCSB from the Payroll Job Menu window click Miscellaneous Payroll Jobs Reports then either Mass Change Deduction Logon DI DEDCSB or Mass Change Deduction Select DI DEDCSB 7 1 28 Copyright O QSS 2011 05 2011 Updating Voluntary Deductions DEDCSB Job Menu 07 QSS DEMONSTRATION DISTRICT 055 0 515 EBX File View Optio
450. nt Number n 8 Debit Credit Rollover Flag Description State Code BBUPDT Y110 YO Yr 2007 Dist 07 Site 1 4 12 2007 18 20 Figure 3 63 Chart of Accounts dialog box for adding or changing accounts Beginning Balance Entry Report BB0100 Launching the Report These instructions tell how to launch the Beginning Balances Report BB0100 with the Beginning Balances BBUPDT window There are two operations in launching a process Opening the process window Filling in the process window and launching the process 05 2011 Copyright QSS 2011 3 5 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Table 3 3 Tabs for the Beginning Balances BBUPDT window TAB PURPOSE Main Selection tab Select the district date range options for accounts to report and which of the 6 report formats to use This tab is different for every report Sort tab Select the account fields for sorting the report page breaks and rollups Also select whether to report restricted unrestricted or both kinds of accounts This tab varies from report to report Main Selection Tab Figure 3 64 illustrates the Main Selection tab for the Budget Activity Report Writer BDXSUB window 3 58 Copyright O QSS 2011 05 2011 Manually Entering Accounts Through Beginning Balance Update BBUPDT Sort Sequence and Rollups Beginning Balances BBUPDT 07 055 DEMONSTRATION DISTRICT 055 04515 EBR F
451. nt to the right of TOTAL is the total number of recorded units that were taken after the date of your Bachelor s degree Please examine your records If they do not correspond with what we have recorded call Human Resources at 650 3720 MA 41 00 TOTAL 41 00 The imported fields are circled in the sample printed form above e The Print Date Employee Name and Work Location are automatically imported into the heading The Degree Types BA and MA on the sample and Units are from the Education and Units fields on the employee s Skills SK Screen in PP0002 Copyright O QSS 2011 8 75 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Sample Intent To Accept Re employment PER740 Form File The following is a sample Intent To Accept Re employment form file created with EDIT 3000 wo 0 NM NM ON ON ND B B amp INTENT TO ACCEPT RE EMPLOYMENT QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES INTENT TO ACCEPT RE EMPLOYMENT I hereby signify my intention to serve as a certificated employee in the QSS Unified School District during th 2000 01 school year at Class 5 5 of the certificated salary schedule Change in salary classification will be made in a
452. ntry Groups Accountclass Entry Group Update AEGRPSHW Buttons on This Screen Reset Click Reset to restore the screen to the way it was when you first accessed it Any changes you have made to the screen are undone Update Click Update to save your changes Option Screen Click Option Screen to return to the User Options screen without saving any changes Log Off Click Log Off to return to the Login screen without saving any changes Help Click Help to view the online help file for the screen 05 2011 Copyright O QSS 2011 1 3 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools 1 3 1 8 Copyright QSS 2011 05 2011 Copying View Entry Groups to Another Year Steps for Copying Groups Copying View Entry Groups to Another Year This new feature introduced in October of 2003 allows you to easily copy Viewing and Entry Groups from one year to the next Follow the steps below Steps for Copying Groups Follow the steps below to copy Viewing and Entry Groups from one year to another 1 From the WEBTools User Options Screen select WEBTools Setup as shown in Figure 13 7 Time Year DES 10 44 53 AM San Mateo High School 12 0001 M WEBTo als Setup Parent Connection Setup Parent User Maintenance WEBTools Screen Setup District Setup Figure 13 7 WEBTools User Options Screen The Web Setup Screen displays as shown in Figure 13
453. nu Figure 7 63 Launch Screen for Roll Selected Pay Lines to New Year PL0900 Selecting Year and Pay Lines District 65 Roll Selected Pay Lines to New Year QsS O0ASIS Report title u Run Mode 1 Update Rpt 2 Rpt Only Report Type 1 Source Target 2 Target From Year To Year Non Terminated Emp Only Y N Active Inactive Paylines A I B Inactive Active Y N Position Number Selection P N B Zero the Pos Number Y N Exclude All Pay Lines with SP EP Y N Blank the SP EP Y N Bal of Cont Pay Line Selection C N B Figure 7 64 Select Year and Pay Lines 05 2011 Copyright QSS 2011 7 7 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Including and Excluding Employees Bargaining Unit Pay Code Retirement System Pay Location Control Group Pay Type Pay Schedule Sta Ded Profile Figure 7 65 Include and Exclude Employees of these selections are optional The same rules apply to all selections in Figure 7 65 Leave blank to select all To select employees type a code followed by I for Include or X for Exclude o The following example illustrates how to select by including employees Bargaining Unit Pay Code Retirement System Pay Location For an employee to be selected both statements must be true e The employee is a member of Bargaining Unit 1 or 2 and e The employee is
454. nvoicing and Billing Management RI RP Budget Development 3 Budget Transfers Settings Summary Rules Ind Cost Rules Z Finance Job Menu B Journals Transfers DC JE TF TV Manual Payroll Encumbering e Payroll Transfers Preview Available 30 x VLD Payment Processing AP Purchasing E Lookups E Settings Master Files 2 Account Maintenance 7 4 Chart of Accounts Beginning Balances Clearing Rules Control Ob Options Odometers Control Dates SACS Tables Fund xRef E Fixed Assets Stores aa cts District Definitions Figure 3 29 Selecting the General Ledger Maintenance window from the tree view District 65 Maintain APY BEN PAY Clearing Rules ass OASIS Option for Help W Fiscal year District Use 00 for Global settings Copy Fiscal year From District Use 00 for Global settings Valid options are KERUN tg APY PAY clearing Rules APY ZPAV Clearing Rul es 15 help message Exit program ET ITI E Figure 3 31 Option Screen GLMT03 3 22 Copyright QSS 2011 05 2011 Defining Clearing Rules GLMT03 Traditional Version Figure 3 32 illustrates the screen for copying Accounts Payable and Payroll clearing definitions from one district and fiscal year to another The screen for copying benefit clearing rules works the same way District 65 Maintain APY BEN PAY Clearing Rules 055 0 515 Option for Help ET Fiscal year District Use 00 for G
455. ny pay periods set up for reimbursing net pay Step 6 Assign Pay Lines to Pay Schedule for Automatic Deferred Deductions The PR Screen allows you to set up the Pay Lines for each employee Make sure that the Pay Lines for the employee s annual contract pay is attached to the correct Pay Schedule for automatic deferred deductions The Enhanced Payroll System uses this Pay Schedule to calculate how much net pay to withhold during the 10 or 11 month contract period and how much to refund on each summer payroll 05 2011 Copyright O QSS 2011 7 1 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Step 7 Set Up Voluntary Deductions for Health Benefits Purpose If a Voluntary Deduction has both an employee and employer paid amount you may need to set up two deduction records on the PD Screen For the employee paid amount the annual cost must be taken over the 10 or 11 month contract period during which the employee earns the pay For the employer paid amount the annual cost is taken over 12 months Example of Health Deduction Here is an example of how this idea works The cost of health insurance is 500 per month or 6 000 per year The employer pays 350 a month or 4 200 per year The employee pays the balance of 150 per month or 1 800 per year The health insurance provider bills the district monthly To collect the full cost of the deduction the PD Screen has two separate deduc
456. o New Year PL0900 always produces a Payroll Load Copy Report PL0990 regardless of whether you do the rollover in Report Only or Update Report mode The report comes in one of two formats Source Target or Target Only Source Target For each pay line in the rollover the report lists both the source or OLD pay line from the From Year and target or NEW pay line for the To Year Target Only The report lists only the NEW pay lines for the To Year Both report formats begin with a cover page or Page 0 that lists the selection criteria on the launch screen The listing of pay lines begins on Page 1 Employees are listed in alphabetical order For each employee the report lists all pay lines included in the rollover NOTE Rolling pay lines from a source old to target new year does not automatically validate all accounts in the target year To check for invalid accounts in the target year you can run Request Payroll Pre List Reports PAYSUB and select the Payroll Labor Distribution PAY270 report This report prints an asterisk next to accounts that are not validated and lists all invalid accounts at the end of the report WARNING Once you have copied pay lines to another year the source pay lines are stamped as rolled and cannot be rolled again If you must re roll pay lines contact your QSS account manager use Checking Database Capacities 7 70 Before rolling pay lines to the new year PL0900
457. o Payroll System Requesting a Payroll Name Report District 07 Define Payroll 1085 06518 Option H for help J Report title Bu SS Fiscal Year ul H A Start Start Return Over Over to Menu Figure 7 59 Launch Screen for PAYNAM Report PN0100 7 64 Copyright QSS 2011 05 2011 Creating New Payroll Names PAYNAM Sample PAYNAM Report PNO100 Sample PAYNAM Report PNO100 07 QSS DEMONSTRATION DISTRICT PAYNAM Listing J1474 PNO100 H 00 00 12 07 PAGE Fiscal Year Y2 Pay Name AUGDEF Cancel Spc Tax N N Schedule Description Pay Codes 2105 JANDEF 10 PAY SUM 01 02 E10SX EOM 10 PAY SUMMER DEFS 01 02 MID 10 PAY SUMMER Pay Name Cancel Spc Tax Userl Y N Schedule Description C12 CLUP 12 PAY ciix CLUP 11 PAY NO SUMMER c10x CLUP 10 PAY NO SUMMER c10sx CLUP 10 PAY SUMMER C11SX CLUP AUG PREPAID JULDEF ONLY C11YRA CLUP 11 WORK 12 PAY YR TRACK A C11YRB CLUP 11 WORK 12 PAY YR TRACK B C11YRD CLUP 11 WORK 12 PAY YR TRACK D C11SX2 PAY JULDEF ONLY Pay Name Spc Tax Userl Schedule Description E11YRD 11 WORK 12 PAY YR TRACK D 212 JANDEF 12 PAY 211 JANDEF 11 PAY 2118 JANDEF 11 PAY SUMMER 210 JANDEF 10 PAY NO SUMMER 2105 JANDEF 10 PAY SUM 21152 JANDEF 11 PAY SUM JUL ONLY Z11YRB 11 WORK 12 PAY TRACK B Z11YRD 11 WORK 12 PAY TRACK D 118 2 PAY JULDEF 05 2011 Copyright QSS 2011 7 65 QSS OASIS Fiscal Year Transit
458. o blank o Because the PD Screens have been updated 125 68 has become the current amount The table in Figure 7 93 will show up the next time you go to the Deduction Table Master File and look up Voluntary Deduction 2518 plan 009 05 2011 Copyright QSS 2011 7 1 35 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Launch Screen Figure 7 94 illustrates the launch screen for from Re compute Deduction Amounts from the New Rate Table PDR100 Fill in the screen as described below District 90 Re compute Deduction Amounts From The Heu Rate Table QSS OASIS Report title District number to use H Update the records J Update the records and print the report Print the report only y OBBER 00 04 compiled 11 26 02 1 of 1 Option 4 Stream PDR100ST Start Help Retrieve Save Launch Return Over Preset Preset Job to Menu Figure 7 94 Launch screen for Re compute Deduction Amounts from the New Rate Table PDR100 7 1 36 Copyright 055 2011 05 2011 Re compute Deduction Amounts from the New Rate Table PDR100 Sample Report Sample Heport Sample Header Page The header page or page zero lists the district selected and whether the process was run in report only or update mode 32 LOS OLIVOS USD Re compute amp Update Employee Deduction Amts Report J13187 PDR100 H 00 02 08 25 04 PAGE SAMPLE FOR DOCUMENTATION District number to use Up
459. oactive pay Because such Pay Lines are usually created manually with the PR Screen they are not part of an employee s position assignment Therefore they are not created by the Load Payroll Data from Position Control PL0402 process You can automate the process of creating retroactive Pay Lines as described in Chapter 15 of the QSS OASIS Enhanced Payroll Manual However there is a second rollover program that allows you to roll these manually created Pay Lines from year to year Roll Selected Pay Lines to New Year PL0900 allows you to copy Pay Lines on the PR Screen from a source fiscal year to a target fiscal year You can use this process to roll forward Pay Lines that are not loaded from Position Control NOTE The program options for PAYOO2 allows your system administrator to select one of two different ways for PLO402 to work Use the same accounts as Enhanced Position Control PL0402 does not create a dupli cate set of accounts instead it uses the accounts from the employee s EA Screen for each Pay Line with a position number other than 00000 This option assumes that you are making all changes to employees positions through the Position Control System Create a duplicate set of accounts for the PR Screen PL0402 copies accounts from the PR Screen then creates a separate set of accounts for the PR Screen You can main tain these accounts for the PR Screen independently of those on the EA Screen use Checking Database Capa
460. oading Master Files Utilities jn HR Code Maintenance HR Code Maintenance 2 HR Utilities Figure 8 16 Selecting the HR Code Maintenance 2 window 05 2011 Copyright QSS 2011 8 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel HR Code Maintenance 2 Window Title bar BHR Code Maintenance 12 OSS DEMONSTRATION DISTRICT 05108515 EBR Menu bar File View Options Help Toolbar OT RP SR E Message bar El Gj Absence Tracking Name ET Absence Reasons AR ave Groups LG nz pos E py cci PEDE Code Range From Code Flange To Filter Absence FTE codes AF ee fe Sa E Absence Tracking Accruals Roll Codes R0 Accrual Rules AC Accrual Schedules AS Absence Indices District Master File Absence Interface Rules IR imt fa District DP C 05 21 1999 E Locations LOC 05 21 1999 Location Org Level Fields LO mS Bargaining Units BU 05 21 1999 Tree view Certificate Levels CL C 05 21 1999 Certificate Types CT C Y 05 21 1999 il omment Types Contract Types 05 21 1999 ge Control Groups CB 05 21 1999 E Country state codes CS C 05 21 1999 Gri rid Ej Credentials F Credentials CR C 05 21 1999 Credential Authorizations 05 21 1999 Credential Renewal Co
461. ocess and Report ABT920 window Copyright QSS 2011 05 2011 10 8 Absence Tracking Reset and Balance Forward Process and Report ABT920 Window 05 2011 List of available Leave Groups for your district Buttons for adding and removing Leave Groups from the selected list El Add Leave Groups File Options gt 1M CE MGT 1R CE REG 2M CL MGMT 2R CL REG 9A CL REG T CL REG 2C CONF D1 DCEMGT D2DCL MY LG1 9 CL MGMT 2M MGT 1M e 11 13 2009 2 32 PM Figure 10 4 Add Leave Groups dialog box Copyright QSS 2011 Understanding the Report Up to 20 Leave Groups selected for the process and report 10 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking Sample Reports Cover Page 12 QSS DEMONSTRATION DISTRICT RESET AND BALANCE FORWARD PROCESS 2456 ABT920 H 00 01 05 17 PAGE 0 SAMPLE FOR DOCUMENTATION RESET THRU 07 01 Y2 CONTROL DATE 07 01 Y2 INCLUDE TERMINATED EMPLOYEES N RESET CODE B RESET MONTHS AND EMPLOYEES CREATE BALANCE FORWARD TRANSACTIONS N DELETE ABSENCE TRANSACTIONS PRIOR TO 00 00 00 LEAVE GROUPS AD TE REPORT Report Only DETAIL Details and Totals SORT ON Leave group Details and Totals 12 QSS DEMONSTRATION DISTRICT RESET AND BALANCE FORWARD PROCESS 3456 ABT920 H 00 01 05 17 PAGE 1 SAMPLE FOR DOCUMENTATION Leave group AD Hours VAC SICK PERSONAL BEREAVE IND ACC JUR
462. of N payrolls 2 10 12 9 1096007 Thus the amount to deduct from each month s net pay is 800 monthly deduction 4800 x 0 166667 800 As a result the teacher receives 4 000 in net pay during each month in the 10 month contract period 4 800 in earned net pay less the 800 deduction for summer pay At the end of the 10 month contract the teacher s bank contains 8 000 for summer pay The Enhanced Payroll System uses the number of R payrolls to determine how much net pay to disburse for each summer payroll The net pay disbursed during each R payroll is the total net pay in the bank divided by the number of R payrolls in the Pay Schedule In this example there are two R payrolls therefore teachers gets half of the banked summer pay in July and the other half in August Since the teacher s bank contains 8 000 the net pay for July and August is 4 000 per month If a county runs a separate payroll to reimburse banked deductions set up a dummy Pay Schedule for doing so Give it dates paid the same as the deferred payroll dates The pay schedule should have a N in the Def column and should NOT be linked to districts running other payrolls Thus districts cannot accidentally use the dummy Pay Schedule The Pay Schedule on the Pay Name for the refund payrolls should have at least one Pay Code that isn t used and might not even be in the master file Step 4 Set Up Pay Names Purpose Pay Names allow you to select which employee
463. of accounts for a PO 3 The list of payments displays any payments already made against the PO Discount FI lag Discount Net Status Date Invoice Description Liquidate Payment b1 First payment 33 00 N 33 00 PEMP 1 22 2008 Second payment 33 00 44 00 N 2 00 44 00 Figure 4 16 List of payments against a PO left side Hold Flag Uso Utrate UAmount 1099 DatePaid Warrant Batch 193 94 N 0 000 000 N 00000000 1 Balance Wr Status 16094 N 0000 000 N 00000000 1 Figure 4 17 List of payments against a PO right side Add PO Payment and Change PO Payment Dialog Boxes Adding and Changing Payments These instructions tell how to add or change payments against the account that you have selected for a PO 05 2011 Copyright QSS 2011 4 2 1 QSS OASIS Fiscal Year Transition Training Notes Add PO Payment Balance Status Invoice date Invoice Description Batch number Liquidate Payment Use Tax 1083 Discount Address No P Partial payment 05 01 08 Payment 5 Chapter 4 Tasks Related to Accounts Payable 0003 Sample Batch 0003 11 21 v v Discount 2 00 Remit Payments Acme Products Inc Accounting Department 500 Main Street Your City C 12345 r 2009 Dist 07 Site 1 5 1 2009 11 45 34 Figure 4 18 Dialog box for adding payments or changing an unpaid payment Example of E
464. of the QSS OASIS Accounts Payable Purchasing Manual District OF Request PO Rollover Report Update 055 0 515 Year Y1 Report title as Select payments entered by user MEM Leave blank for all users Update T N Produce report only V Update R payments with date paid create PURCHASE ORDERS in next FY and produce report Increment field during update H Roll accounts as they are Y Change FY field values 87 to 98 NOTE This question is only relevant to sites that have a FV field in the account string PF SUB H 00 00 compiled 09 11 37 ption U1 User 7097 Start Help Launch Return Over Report to menu Figure 4 28 Request PO Rollover Report Update Screen 05 2011 Copyright QSS 2011 4 29 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Step 4 Rolling Y1 Purchase Orders to Y2 Payables POR520 Purpose Report Only and Update Modes The PO to Liabilities Report Update POR520 window allows you to launch a batch process for rolling PO account lines flagged as L Roll to liability to CL transactions that show up on the Accounts Payable window as Payables Payments CL transactions for Y2 The process creates a PO to Liabilities Report POR520 QSS recommends that you run this process in report only mode first Review the PO to Liabilities Report POR520 to verify the list of accounts that you have flagged for rolling forward as liabil
465. oftware The Set Up Batch Environment Screen of Update Batch Control Figure 4 2 will be displayed after you type S on the option screen Figure 4 1 and press ENTER NOTE The S option is available only to those individuals with the proper security settings District 07 Update Batch Control Q55 0ASIS Option for help District Set district batch environment 8 5 Standard batches R Allow revolving batches E Back to Start Return Option Over to Menu Figure 4 2 Update Batch Control Set Up Batch Environment Screen Accounts Payable Batch Environment If the Accounts Payable batch environment is not set for the new fiscal year new transactions go to Batch 0000 zero by default To resolve this snafu either Enable revolving batching the process the batch then enable standard batching or Enable revolving batching then use APTMNT to move all transactions from Batch 0 to a non zero batch then enable standard batching 05 2011 Copyright QSS 2011 4 5 QSS OASIS Fiscal Year Transition Training Notes Closing Out All Outstanding Purchase Orders At the end of each fiscal year you will have purchase orders POs that have not been completely filled You must decide what to do with these open purchase orders before you can close out the year Each account line on the purchase order is treated separately You have four options for resolving an open account line Chapter 4 Tasks Related to
466. ol owes the state 7 use tax In another case the same school buys goods from a vendor in a county with 6 596 sales tax For this purchase the use tax is 0 596 which is the difference between the 7 local sales tax and the 6 5 sales tax that the vendor collects Therefore although the PXENCM program option record sets the default tax rate for what the district pays you must calculate the use tax rate differential which is the difference between what each vendor charges and what you owe in your county Since this is set by each individual vendor you need to check the use tax on each individual vendor Vendor Use Tax Rate Information Report Launching from QCC There are two ways to launch this report Launching from the QCC Vendor Maintenance Window Launching from the QCC Job Menu Window File Options Help M oF d 2 b X E 3 E Figure 4 74 Command for launching vendor reports Launching from the QCC Job Menu Window Request Vendor Listing VENDOR Window Figure 4 76 illustrates the Main Selection tab for the Request Vendor Listing VENDOR window 05 2011 Copyright QSS 2011 4 73 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT lt File View District Year Go Messages Window Help 57 Print Manager Job Menu Utilities AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budg
467. on from List Fiscal Year Key Fiscal Year Code Value Key Numeric Code 4 digits Using Calendar Optional Selection from List Name Required Text 30 characters Hrs Day Required Numerals 0 00 to 24 00 Mo Yr Required Numerals 0 00 to 12 00 Payroll Days Optional Numerals 0 00 to 365 00 July December yy Display Graphic display of calendar January June yy Contract Days Required Selection from List Calendar Days Display Start and end of fiscal year 8 4 Copyright QSS 2011 05 2011 Work Calendars Work Calendars WC Master File Jl Change Work Calendars 82 QSS DEMO DISTRICT 82 assvoasis 2715 Options L F 2 a HuxaxuJ g Calendar Codes 07 0221 r Legend Regular Work Day RW 221 Non work Day NW 144 Special Non work Day SN 0 Fiscal Year El e SIS NWIT O pi i SN 0 Using Calendar Paid Holiday PH 0 Customize Hide Codes Name 221 Day Schedule 06 07 Bgt Pre il 11 75 Payroll Days Work 221 66 Holiday 6 66 Total 221 88 Contract Dates 07 03 2006 06 29 2007 Calendar Dates 07 03 2006 te 06 29 2007 Merge Holidays July October 06 November February 07 March June 07 July 06 August 06 September 06 October 06 Paid 14 00 Paid 14 00 Paid 20 00 Paid 22 00 5 WoT SA TWT FES Audit Information ID RDAV Date 01 09 2007 Time
468. one month District 07 Payroll Tax Rate Maintenance 088 0 818 Retirement Setup Use the function keys to select your option Dc ae Start Add Change Delete Previous Inspect List Return Over Rate Rate Rate Screen Rate Rates to Menu Figure 7 36 California Retirement Setup Screen of Payroll Tax Rate Maintenance TXRO10 05 2011 Copyright QSS 2011 7 45 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Adding Changing or Inspecting California Retirement Setup District 07 Payroll Tax Rate Maintenance 85 06818 Retirement Setup Add table Description PERS Rate Setup Effective date of payroll benefits Effective date of final PERS report STRS Rate Setup Effective date of rates payroll benefits Effective date of rates final STRS report LXXX SS LLL ELS Start Previous Update Return Over Screen Data to Menu Figure 7 37 Add Change or Delete Retirement Setup with Payroll Tax Rate Maintenance TXR010 7 46 Copyright QSS 2011 05 2011 Reviewing and Updating California Retirement Setup TXRO10 05 2011 QCC Version of Retirement Setup There is also a QCC version of Retirement Setup See the QSS ControlCenter Guide for details about using QCC To open the QCC version select Human Resources Master Files Utilities HR Code Maintenance 2 from the Tr
469. or Fashions 01 825 442 2420 0 3510 1000 4300 0000 970091 000175 Vendor Fashions 12 700 700 6147 0 8500 0000 4300 0854 970091 000175 Vendor Fashions 12 700 704 6147 0 5001 0000 4300 0854 970091 000175 Vendor Fashions 12 700 707 6147 0 8500 0000 4300 0854 970091 000175 Vendor Fashions 12 700 710 6147 0 8500 0000 4300 0854 970092 000175 Vendor Fashions 01 650 140 6500 0 5250 3150 4300 1894 970093 000175 Vendor Fashions 01 220 500 0000 0 0000 7300 4300 0000 970094 000175 Vendor Fashions 01 800 500 4230 0 4760 2490 4300 0000 970095 000175 Vendor Fashions 01 280 500 0000 0 0000 7450 5800 0401 970373 000271 Vendor Fashions 01 000 000 0000 0 0000 0000 4310 0000 970380 000271 Vendor Fashions 01 000 000 0000 0 0000 0000 4310 0000 970096 005885 Vendor Records 12 700 700 6055 0 8500 1000 4300 0000 970096 005885 Vendor Records 12 700 704 6055 0 5001 1000 4300 0000 970096 005885 Vendor Records 12 700 707 6055 0 8500 1000 4300 0000 970096 005885 Vendor Records 12 700 710 6055 0 8500 1000 4300 0000 970097 005885 Vendor Records 01 600 110 6500 0 5110 1000 4300 0000 970098 005885 Vendor Records 01 840 500 2500 0 3110 1000 4300 0000 970099 005885 Vendor Records 01 600 110 6500 0 5160 1000 4300 2784 970100 005885 Vendor Records 01 650 120 6500 0 5160 1000 4300 2642 970101 005885 Vendor Records 01 600 110 6500 0 5110 1000 4300 1892 970102 005885 Vendor Records 01 650 120 6500 0 5160 2110 4300 3770 970103 005885 Vendor Records 01 600 110 6500 0 5130 1000 4300 4761 970104 0058
470. or Name lt Range gt ndividual Code cFTrFFFFFFFFTE PORSUB H 00 07 compiled 10 31 06 14 06 Start Help Retrieve Continue Return Over Preset to menu Figure 4 8 Purchase Order Report Writer Launch Screen One The Second Report Writer Screen Figure 4 9 is displayed after you complete the First Report Writer Screen and press Continue District 0 Purchase Order Report Writer 055 0 515 Sort sequence NE EE E EE EEN Choose from these FD Fund Responsbl ty 5 school sort items RE Resource Project Year GO Goal FN Funct ion Object TY Type Fd Bdr Sch Resc V Goal Func Objt T MV 1 2 gt 3 gt 4 gt 5 gt B gt F gt 8 gt 9 gt 0 gt A o Start Start Launch Return Over Over Report to menu Figure 4 9 Report Writer Screen Launch Screen Two 4 1 6 Copyright QSS 2011 05 2011 Step 2 Assigning Payment Action Codes Purpose Step 2 Assigning Payment Action Codes Title bar Ki Accounts Payable PO Payments PO 07 QSS DEMONSTRATION DISTRICT 0510855 MOR File Options Help Menu bar and toolbar P Accounts Payable Pay Vouchers Buick Search i Travel Claims TC Tree view for ICI Purchase Order Requisiion tt i Revolving Cash RC l Advanced Search selecting payment Hester ed EET Payables Payments CL Liabilities LB ee
471. or each district and year This record defines the structure of the financial account that your district uses Chart of Accounts The Field Maintenance FDUPDT tab on the Chart of Accounts window allows you to define the field values or lists of funds objects and other account fields from which to choose when creating an account string The chart of accounts must include the field values for the funds resources project year and objects for the clearing accounts on the Clearing Rules GLMTO3 tab 3 20 Copyright QSS 2011 05 2011 Defining Clearing Rules GLMT03 Order for Setting Up Clearing Rules Validated Accounts Each clearing account must be a valid account created with the Account Maintenance window These clearing accounts are skeleton accounts that include only the fields that post to the general at the balance sheet level The Account Structure GLMTO02 tab specifies which fields post to the general ledger and which are used only for tracking revenues and expenses in the subsidiary led gers Order for Setting Up Clearing Rules When setting up clearing rules for a year do so in the following order Always create the global clearing rules for District 00 first These rules apply to all districts that do not have a set of district specific clearing rules Create district specific rules for districts that require exceptions Copy the clearing rules from District 00 to an individual district then make any needed distr
472. or three times the number of records the accrual process creates Each absence log transaction takes up one record in the D ABSENCE LOG dataset of the PERPAY DBPERPAY database Make sure that the capacity of that dataset is sufficient to hold the estimated number of accrual transactions If the dataset fills up during the middle of the batch update cleaning up the records is difficult and messy Copyright QSS 2011 05 2011 Absence Tracking Accrual Process and Report ABT400 Window Launching the Process How many records will the accrual process create It creates one absence log for each individual leave transaction In the Accrual Rules AC master file you specify the months during which leave accrues For example the Administrative AD Leave Group accrues vacation and sick leave every month Therefore there are two absence transactions per administrative employee However Teachers TE Leave Group accrue only sick leave during the monthly accrual Thus teachers have one absence log per monthly accrual This information provides the basis for estimating the number of records needed in the D ABSENCE LOG dataset First let s assume that there are 150 people in the AD Leave Group 150 employees x 2 absence logs per employee 300 absence transactions Second there are 750 employees in the TE leave group 750 employees x 1 absence log per employee 750 absence transactions The above calculations indicate that D ABSENCE LOG shoul
473. ords read GL records read Budget records zeroed GL records read Budget records deleted GL records deleted Budget detail records deleted GL detail records deleted 0 End ZERO Budget GL accounts and detail section BDE600 Start extract section BDE600 Budget records read 11 Budget records found 11 Budget records extracted 3 End extract section BDE600 Start update section 610 GL detail records added GL records updated GL records Added GL records remaining End update section BDE610 Process complete 05 2011 Copyright QSS 2011 3 45 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Traditional Screens For the traditional software you can launch Transfer Development Budget to Financial System BDE006 from Budget Development BDEO000 The process is very similar to that for the QCC version For details see Chapter 4 of the QSS OASIS Budget Development Manual District 65 Budget Development 055 0 515 Year Yi Choose a function key Report Help E Next odel Budget Budget Comp Bdg Return Screen Keys yControl Actuals Actions Report to Henu Percent Help Next Resynch TFR to to NS to Return fidjust Keys Hodels Bud DeuX Gen LedgyDev fictl to Menu nit Figure 3 50 Budget Development Main Screen BDEOO0 Press Next Keys then press TFR to Gen Ledg gt 3 46 Copyright QSS 2011 05 2011
474. ore complicated Health Insurance Inc is Voluntary Deduction 1130 The premium goes up by 10 a month A total of 600 employees have this deduction 300 employees have an employee paid amount of 30 per month 300 employees have an employee paid amount of 40 per month To cover the cost increase the district decides to increase everyone s employee paid amount by 10 The district runs Submit Deduction Mass Change DEDCSB twice to update all 600 employees In this case you need to run the program twice to make sure that the employee paid share is updated correctly First increase the 40 deductions to 50 The Old or current amount is 40 and the New amount is 50 The 300 employees who were paying 40 now pay 50 Wait for this batch update job to finish before launching the second job Second increase the 30 deductions to 40 The Old amount is 30 and the New amount is 40 The 300 employees who were paying 30 now pay 40 This order is important If the mass changes were reversed everyone would end up paying 50 To change the example the first mass change increases 30 premiums to 40 Now all 600 employees have 40 deductions The second mass change increases 40 deductions to 50 Since all 600 employees have 40 deductions the second update increases all of their premiums to 50 Thus the employees who were paying 30 are now paying 50 When in doubt change the higher old or current amounts first 05 20
475. ort FC 1100 07 QSS UNIFIED SCHOOL DISTRICT Sample Report WAREHOUSE NUMBER 01 FISCAL YEAR DATE OPEN DATE CLOSED TRANSACTION TYPE AD BI BO CA CR IS so SR SK Adjustments Back Issues Back Orders Cancel Issues Credits Issues Stores Orders Stores Receipts New Stock Items J337 06 01 2000 06 30 2001 START DATE 06 01 2000 07 01 2000 07 01 2000 07 01 2000 07 01 2000 07 01 2000 07 01 2000 07 01 2000 07 01 2000 Copyright O QSS 2011 H 00 00 STORES FISCAL YEAR CONTROL FILE FISCAL YEAR STATUS END DATE 06 30 2001 06 30 2001 06 30 2001 06 30 2001 06 30 2001 06 30 2001 06 30 2001 06 30 2001 06 30 2001 07 05 PAGE FISCAL YEAR Y2 OPEN 05 2011 Defining Fiscal Year Control Master File FCUPDT Troubleshooting Overriding Dates Troubleshooting Overriding Dates Occasionally a district may want to post an issue to Y1 after the new fiscal year Y2 has arrived and the old year has not yet been closed out WARNING The solution proposed here will not work if stock balances have already been rolled to Y2 1 the Warehouse Parameter Master File Specifications screen select option 2 Use date control in the Date control for issues field 2 Type an ending date for each month in the monthly fields to the right 3 Log into the fiscal year for which you want to enter the issue 4 the Stores Issues screen ISUPDT add th
476. ose by or name 1 2 VOL DEDS D 4 M PAY SCHEDULE fmm 6 M DED SCHEDULE NECEM CACERES 1 Start Help Start Return Over Over to Menu Figure 7 31 Link Payroll Master Code Values PXLINK Screen with Options Adding or Deleting a Link Figure 7 32 illustrates the screen for adding or deleting a link Link Payroll Master Code Values PXLINK adds or deletes the links between codes and a district The program does not add or delete codes from their master files 7 40 Copyright QSS 2011 05 2011 Linking Pay Schedules and Deduction Schedules to Districts PXLINK Requesting Link Report District 07 Link Payroll Master Code Values 055 0 515 File Option for help A For district Year M PAY SCHEDULE Number a Sa eS D MM MSc Se St Start Start Return Over Over to Menu Figure 7 32 Linking Pay Schedules with Link Payroll Master Code Values PXLINK Requesting Link Report Figure 7 34 illustrates the Report Screen of Link Payroll Master Code Values PXLINK The report prints for the master file selected on the Main Screen Fill in the screen as described below Sample Link Report This sample report lists the Voluntary Deductions linked to District 07 The reports for the other linked master files use a similar format The sample report shows the number name and abbreviation of each voluntary deduction that is linked to the district specified in the title 05
477. ot of the working budget on the date the budget was adopted at the start of a fiscal year This approval takes place only once at which time the working budget updates both the revised and approved budgets The budget control record records the date the budget was approved and prevents the budget from being approved a second time 3 74 Copyright QSS 2011 05 2011 Rolling Working Budget to Approved Revised BGRQST Purpose of Report 05 2011 Revised Budget The revised budget is a snapshot of the working budget as of the most recent board approval You can update the revised budget as many times as you want during the year Every time you update the budget amounts in the work ing budget replace the previous revised budget The budget control record keeps track of the most recent date when the working budget was rolled to the revised budget The Budget Approval Revision Report BG0900 works in two ways report only mode and report and update mode Report Only Mode The page headings read Prelist This option allows you to preview the changes to the budget without updating The report lists each line of the working budget that differs from the revised or approved budget and the amount of change that will take place when you roll the working budget to revised or approved Report and Update Mode The page headings read Update This option rolls the working budget to the revised or approved budget The report lists each line of t
478. otes Main Selection Tab Open Receivables Report ARSSUBOT 65 CPI 1099 DEMO DISTRICT File Options duo 90060557 O Main Selection Receivables Report District 65 055 UNIFIED SCHOOL DISTRICT Heber di From to Sot By e Receivable Number Reference Number Used Mapped Accounts 7 oss osis MAR Yr 2001 Dist 65 Site 1 3 31 2011 15 40 Figure 5 34 Main Selection tab for the Receivables Reconciliation Report ARSSUBOS window Report Sample 5 34 Copyright O QSS 2010 Chapter 5 Tasks Related to Accounts Receivable 05 2010 Running the Receivables Reconciliation Report ARS510 Report Sample 07 QSS UNIFIED SCHOOL DISTRICT RECEIVABLES RECONCILIATION REPORT J1057 ARS510 H 00 04 10 23 01 PAGE 19 SAMPLE FOR DOCUMENTATION FROM 000000 TO 999999 Date from 00 00 0000 to 99 99 9999 NUMBER DATE Fd Rsp Sch Resc Y Goal Func Objt Type ESTABLISHED RECEIVED OVER UNDER BALANCE REF 010310 6 30 2001 Invi2 010024 00 1 Excess C 01 220 500 0050 0 5001 0000 8710 0493 57 486 00 57 486 00 010311 6 30 2001 Inv 2 010024 00 1 Excess C 01 220 500 0050 0 5200 0000 8710 0350 51 037 00 51 037 00 010312 6 30 2001 Invi2 010024 00 1 Excess C 01 220 500 0050 0 5100 0000 8710 1835 62 412 00 62 412 00 010313 6 30 2001 3 010017 00 1 Excess C 01 220 500 0050 0 5001 0000 8710 0493 32 609 00 32 115 00 494 00 010314 6 30 2001 3 01007 00 1 Excess C 01 220 500 0050 0 5200 0000 8710 0
479. otice how the following imaginary district does a recalculation for a group of employees whose FTE has changed They all have a benefit status code as shown on the Benefits Management BM Screen that applies to that group only so it is easier to do a group recalculation than to do it for one employee at a time on the Payroll Pay Line PR Screen First the district wants to see the figures as they are before the recalculation Since a Recalculation Report shows the after picture either real or what if the district uses a different report to show the actual state of affairs before the recalculation Here a Benefit Information Listing Report of active records done before the recalculation shows the following BENEFIT INFORMATION LISTING J125 BM0200 H 00 01 05 03 01 PAGE 1 OLD FTE Sort by Employee name Employee Eligible Election Exit Sect Pri Cob FTE Alloc Employee Employer Name SSN Status Date Date Date 125 mary ra Rule FTE ation Percent Percent KENT CLARK 000 00 0000 PT 11 01 1991 11 01 1991 Y Y N AP 0 4000 100 00 100 00 Package 5T KAISER CERTIFICATED BASIC Level E EMPLOYEE ONLY Empe amt Empr amt Totals Plan KS1 KAISER CERTIFICATED E EMPLOYEE ONLY 115 18 L 38 39 L 153 57 DDCT DELTA DENTAL CERTIFICATED E EMPLOYEE ONLY 6 00 L 24 00 L 30 00 Totals 121 18 62 39 183 57 LANE LOIS 000 00 0000 PT 09 01 1996 09 01 1996 Y Y 0 2500 100 00 100 00 Package BT BLUE CROSS CERTIFICATED COMPLT Level 1 EMPLOYEE PLUS ONE Empe amt Empr am
480. over budget The password can include any combination of letters and numbers letters must be upper case 3 4 Copyright QSS 2011 05 2011 Updating District Account Code Structure GLMT02 District Masterfile Account String and Field Spec Subtabs Account String Subtab Account String Object County County v Account Presets Account Tite Fd Rese P Objt Goal Func Seh Sample Account xx xxxx x xxxx xxxx xxxx xxx 7 Account Entry Preset pm ee Request Screen Acct Preset P Unformatted account length 22 Figure 3 4 Account String subtab for the General Ledger Maintenance window Purpose The Account String subtab allows you to select the account fields to include in a district s account Field Field ID Start Size Name Delimiter ControlLevel FY Sig Link Bal string Figure 3 5 Columns in the Account String subtab Account Presets Area Account Presets Account Title Resc P Objt Goal Func Sch Sample Account kx xxxx x xxxx xxxx xxxx xxx Account Entry Preset gt Request Screen Acct Preset NENNEN Unformatted account length 22 Figure 3 6 Account Presets area for the Account String subtab Field Spec Subtab Field Spec gt Figure 3 7 Field Spec subtab for the General Ledger Maintenance window 05 2011 Copyright QSS 2011 3 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Cor
481. payment 2 00 0 501 Modification Chart See the PERS Manual for this Chart Earnings less than 400 00 gt Earnings X Earnings equal or more than 400 00 gt Earnings Minus X Rate m Revenue Limit Calculations Revenue limit rate Revenue limit reduction rate 6 0410 Yr 2009 Dist 26 Site 1 4 21 2009 8 34 06 AM Figure 7 47 PERS California TT08 Window 7 b4 Copyright QSS 2011 05 2011 Reviewing and Updating STRS TXRO010 Traditional Software Reviewing and Updating STRS TXRO10 Traditional Software Figure 7 48 illustrates the California STRS Screen of Payroll Tax Rate Maintenance TXRO10 Refer to the current edition of the STRS County Procedures Manual for the rates to use on this screen The California Retirement Setup Screen described in Reviewing and Updating California Retirement Setup TXRO10 on page 7 45 controls which rates to use for payroll and retirement processing NOTE There are two other places for setting up retirement rates Use the California Retirement Setup Function to change the effective rate date for payroll processing and retirement reporting Set rates within the QSS OASIS California Retirement System maintenance programs Refer to the OSS OASIS Retirement System Manual for instructions District 07 Payroll Tax Rate Maintenance 088708818 California STRS Use the function keys select your option EE Star
482. ployer paid non health and wel CR X fare benefits e g 9509 Cash CR X Current liability payment e g 9510 DR X Employer paid health and welfare benefits DR X Cash health and welfare benefits CR X 05 2011 Requirements for using Example 3 Define pay schedule s indicating which months are deferred Log into Change the run mask on the line following the RUN PAY310 line in the payroll update job stream to eliminate the posting of health and welfare benefits Use the HP Editor to change the Y in the fourth position of the mask to N After running payroll post the employer paid health and welfare benefits to Y2 Log into Y2 o Edit the PAYUPDST JCL file as follows 1 Change the file equation of the payroll history file from the deferred payroll to TOPAY310A and TOPAY310B Copyright O QSS 2011 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7 92 gt IFILE TOPY310A PAmmddyy HISTORY where mmddyy month day year of the payroll save file and gt FILE TOPY310B PBmmddyy HISTORY where mmddyy month day year of the payroll save file Change the run mask on the line following the RUN PAY310 line in the payroll update job stream to post only health and welfare benefits Change all positions except the fourth to N change the fourth to Y thus gt IRUN PAY310 PPSCH PACT NNNYNNNNNNNN Change SETJCW commands to run onl
483. r PO Number Date Entered Ys Vendor Name Amount Remote Req 1 11 13 2008 000113 Acme Products Inc 1 080 70 2 090003 11 13 2008 000113 Acme Products Inc 100 55 3 1090004 11 14 2008 000013 Andrew Jackson 54 00 4 090005 1417 2008 000113 Acme Products Inc 48 85 5 090006 11 17 2008 000113 Acme Products Inc 188 33 Figure 4 12 Search Results panel for PO Payments PO transactions left side 4 1 8 Copyright QSS 2011 05 2011 Step 2 Assigning Payment Action Codes PO Payments PO Table 4 11 Summary of commands for the Accounts Payable window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Retrieve After filling in the Search F3 panel initiate the search for Data transactions that match the selection criteria you have supplied After the search completes the Search Results grid displays the matching transactions Options Add Ctrl F6 Open a blank add dialog box for creating a new transaction for the type selected in the tree view Options Add From EP Ctrl Shift F6 Open an add dialog box that contains a copy of the transaction that you have selected in the grid You can modify the copy as needed before saving it Options Increase a Shift F6 For Revolving Cash only increase the balance in the revolving RC Balance cash checking account This icon does not display on the toolbar for other transactions Options Delete X Ctrl F8 Delete the
484. r 97 Use Cycle for Tax Pay Schedules Code n Dus Class Regula Supplemental Pay Schedules Name 11 PAY NO SUMMER W V D Edit Entry Payroll 04 Deferred No Start 1996 Ej End 10 31 1 9 Paid 1 5 1996 Days 23 00 Hours 184 00 Weeks Local Use Payroll Deferred Start End Paid Days Hours Weeks 02 No 8 1 1996 8 31 1996 9 13 1996 hs mnes fogons fionsnss 1 fions rensnses 1 IET y nhang 1 31 1997 2 14 1997 23 00 184 00 C gt o fno 165 00 10 14 1 1997 4 30 1997 5 15 1997 22 00 176 00 P 4 gt Payrolls 11 No 21 896 12 31 1996 1151997 22 00 176 00 Audit Information ID DAOS Date 04 07 2006 Time 10 35 49 4M r 1997 Dist 07 Site 1 4 2 2009 8 40 7 Figure 7 8 Pay Schedules Window The CHANGE selection is shown in this example To change a record select it in the Payroll column and enter changes in the Edit Entry fields 7 1 0 Copyright QSS 2011 05 2011 Creating New Deduction Schedules PP0010 05 2011 Creating New Deduction Schedules PP0010 Voluntary Deduction Frequencies and Deduction Schedules Overview There are two ways to control the payroll numbers on which voluntary deductions are taken Vol Ded Frequencies and Deduction Schedules Each district uses one or the other but not bo
485. r Accrual Current Year Next Year Invoice Entry Receipt Entry Income AR Setup AR Post Cash 8xxx 9209 9210 9110 qo GE Copyright O QSS 2010 5 43 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Year End Processing Overview Use the Year End Processing dialog box Figure 5 45 and Figure 5 46 to roll year end balances from one year to the next and to set up as accruals any open invoices that remain at the end of the fiscal year The choices for year end treatment of receivables are Closing out the AR gt This might be done when future payment is really not expected The receiv able is written off as a loss This is done on the Receipts screen and it com pletely reverses the initial invoice entry Rolling the AR to a receivable Select the Set up Remaining Open Invoices as Accruals radio button Figure 5 46 gt This is a common course of action It closes the invoice in the current fiscal year and sets up anew Accrual invoice in the current fiscal year That means the subsidiary account is earned and the offset is to the receivable object The ending balance of the receivable object becomes the beginning balance of AR in the next fiscal year Rolling the AR to next year o Select the Roll R Transactions to Invoices in Next Year radio button Fig ure 5 45 gt This special action might be taken in response to a situation where a district n
486. r Each Bonus Code is tied to a specific fiscal year so you must create a new set of Bonus Codes for each year There is a batch update process for Bonus Codes Mass Recalculate Pay Position PAY910 allows you to update the dollar amounts for all Pay Lines with a specific Bonus Code For example MA is the Bonus Code for a master s degree The amount Copyright O QSS 2011 7 1 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System of the bonus increases from 1 000 per year in FY 06 to 1 100 in FY 07 You can use the batch update process to locate all Pay Lines with that Bonus code then recalculate and update the bonus amount for each employee with that Bonus Code PAY910 should only be used if you do not drive Payroll from Position Control If you drive Payroll from Position Control when you run PL0402 Load Payroll Data From Position Control you create or update Pay Lines on the PR Screen from position assignments on the EA Screen The PB Bonus Code amounts on the EA Screen are loaded to BC Bonus Codes on the Pay Line PR Screen in Payroll Us Relationship Between PB Codes and BC Codes This topic could be the subject of a full day training session so it is not possible to explain it thoroughly here A brief explanation follows PB Codes are used for bonuses on the EA Screen Enhanced Position Control BC Codes are used for bonuses on the PR Screen Enhanced Payroll W
487. r End Retirement Control Data Rollover RCA740 window make sure that the RETSYS database has adequate room for the rollover In most cases doing so requires that you get help from data processing or your system administrator The process creates one additional record in the D RCA CONTROL and A DI SSN YR datasets for each employee record rolled into the new fiscal year The rollover also creates one record in the D RCA PRL CODES dataset for each ret edit in the Acceptable Payroll Codes window of the Control Information Screen Each employee can have up to 20 ret edits and hence that many additional records are needed in the D RCA PRL CODES dataset Year End Retirement Control Data Rollover RCA740 Window Figure 9 1 illustrates the launch screen for Employee Control Year End Rollover RCA740 Traditional Screen For the traditional software the launch screen for this process is Employee Control Year End Rollover RCA740 The boxes are the same as for the QCC version For details see Chapter 12 of the QSS OASIS Retirement Manual 05 2011 Copyright QSS 2011 9 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 9 Tasks Related to Retirement E ail Year End Retirement Control Data Rollover RCA740 Year 08 Dist o File Options HRIBA Old Fiscal Year New Fiscal Year Employee Selection Criteria District 82 all districts Retirement System Rules for Dollar Amount Retirement Base
488. r FY 03 This action creates a set of validated accounts See the QCC Budget Development Manual for more information Copyright QSS 2011 05 2011 Manually Entering Each Account Through Account Maintenance ACUPDT Checking Database Capacities Manually Entering Each Account Through Account Maintenance ACUPDT This method will allow you to validate each account but no budget amounts are set up You must be logged into the fiscal year for which you are validating accounts These instructions focus on the following areas use Checking Database Capacities Before performing a manual entry of accounts through Validate Accounts ACUPDT make sure that the AC MASTER and ACCOUNT datasets in the GLDSYS database have adequate room Check also the PSEUDO CODE dataset if you will be entering pseudo codes In most cases doing so requires that you get help from data processing or your system administrator Prerequisites for Using This Program Before you can use this program the following preparation is required Define the account structure for the current fiscal year Create the chart of accounts See Rolling Year Specific Account Field Descriptions FDUPDT on page 3 12 for more information about Update Chart of Accounts FDUPDT Overview of the Account Maintenance Window Figure 3 38 illustrates the Account Maintenance window that displays after you open it from QCC or from the GL Account Lookup window This heading provides an
489. r Transition Training Notes Chapter 4 Tasks Related to Accounts Payable 65 QSS UNIFIED SCHOOL DISTRICT OPEN PURCHASE ORDERS J156 POR110 H 00 13 03 17 10 PAGE Account Strings Selected Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl 10 Eo dA 5 A Account Breaks on None specified Select PO S from To Select PO dates from To Select vendors from To Select vendor names from To Primary sort Account break values Detail line order by Purchase order number PO detail order by Purchase order number Include Current Liabilities N 4 1 4 Copyright O QSS 2011 05 2011 Step 1 Identifying and Analyzing Open Purchase Orders POR110 Traditional Screens 65 QSS UNIFIED SCHOOL DISTRICT OPEN PURCHASE ORDERS J156 POR110 H 00 13 03 17 10 PAGE NUMBER VENDOR NAME DESCRIPTION Line Fd Resc Y Objt Gr Goal Fnct Sch Rsp Lcl ENCUMBERED STAT LIQUIDATED BALANCE ENTERED 000301 000007 Utility Company by the Bay Monthly Payment 1 01 0000 0 4300 00 0000 0000 000 000 000 3 337 333 99 3 337 333 99 07 01 2000 2 01 0000 0 4500 00 0000 0000 000 000 000 3 336 333 00 3 336 333 00 3 02 0000 0 4300 00 0000 0000 000 000 000 3 336 333 00 3 336 333 00 TOTAL AMOUNT 10 009 999 99 0 00 10 009 999 99 040201 000001 Bay Area Food Services Office Supplies 1 01 0000 0 4300 00 0000 0000 000 000 000 990 00 990 00 07 01 2000 040204 000001 Bay Area Food Services 1 01 0000 0 4300 00 0000 0000 000 000 000 990 00 990 00 07 01 2000 222222 000001 Bay Area Food Se
490. r Y2 you will have to validate it before you can do the journal See the Technical Notes in the QSS OASIS Core Financial Manual for instructions on setting up the FMAC options 05 2010 Copyright QSS 2010 5 3 QSS OASIS Fiscal Year Transition Training Notes 5 4 Flowchart for Accounts Receivable Procedures The following flowchart offers a visual guide to the steps outlined in the previous section Fiscal Year Process for Accounts Receivable ARS010 Set up estimated receivables Logged onto Y1 ARS500 Identify amounts to be received in Y2 Logged onto Y1 ARS020 Post receivable receipts Logged onto Y2 ARS300 ARS400 ARS510 Run reports Logged onto Y2 Yes Flowchart for Accounts Receivable Procedures Copyright O QSS 2010 Chapter 5 Tasks Related to Accounts Receivable 05 2010 Prior Year Receivables 05 2010 Prior Year Receivables Overview The GLAR Accounts Receivable No Invoicing window allows you to set up and post to two different kinds of receivables Current year receivables type XR are those for which you expect to collect cash receipts in the same fiscal year as the one in which the receivable was created Accrual receivables type AR cross fiscal year boundaries The cash receipts are posted in the fiscal year after the receivables are set up This document deals exclusively with the prior year receivables For a discussion of current year receivables see Chapt
491. r employees who are participating in automatic deferred deductions a DPO flag of D the first character of the refund flag is R The DPO flag changes back to a D after the Enhanced Payroll System has refunded the employee s net pay Copyright O QSS 2011 7 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Second Character Payroll for Refunding P R S or A The second character of the DPO flag identifies the payroll on which to refund the net pay CODE MEANING FOR SECOND CHARACTER OF DPO FLAG R Regular payroll Refund the total amount of net pay on the next regular payroll on which the employee is scheduled to be paid In other words the employee must have a Pay Line that is used on the regular payroll The refund does not include any deductions for the current regular payroll For example you set up a DPO of RR for the February regular payroll The refund does not include any net pay deducted for February It includes only the net pay deducted through January To make the refund include net pay deducted for February do the following Leave the DPO flag as D for the regular payroll for February After the February payroll change the DPO flag to RS The next supplemental payroll includes all net pay deducted through the regu lar payroll for February Supplemental payroll Refund the total amount of net pay on the next supplemental payroll on which the emplo
492. ransactions Rounding Rule N No round Default Usersec Y Yr 2008 Dist 07 Site 1 4 9 2008 22 08 Figure 3 70 Main Selection tab for the Copy GL Ending Balances to Budget Development BDE008 window 05 2011 Copyright QSS 2011 3 65 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Sample Copy Ending balances GLDSYS to Budget Development BDE800 07 QSS DEMONSTRATION DISTRICT Copy Ending balances GLDSYS to Budget Development J16092 BDE800 H 00 03 10 12 07 PAGE Confirmation Account classifications selected Fd Bdr Sch Resc Y Goal Func Objt Type 07 QSS DEMONSTRATION DISTRICT Copy Ending balances GLDSYS to Budget Development J16092 BDE800 H 00 03 10 12 07 PAGE CONTROL EDIT LISTING Template CTBDE800 DATA QSSUSER updated MON OCT 4 2004 2 34 PM XX 9800 9999 RR 9510 9509 XX 9791 SS 9791 9110 9499 9500 9699 Comments contained in the control file Cols 1 2 Action XX Objects to be excluded object RR Objects to be reassigned target object source object s SS Objects to be summarized target object source object s Cols 7 68 Object code s The first Object is the target object for Reassignment and summarization operations Example RR 9510 9509 Reassigns 9509 to 9510 Example SS 9791 9110 9499 9500 9699 Sums 9110 thru 9499 with 9500 thru 9699 to derive 97 Example XX 9800 9999 Excludes 9800 thru 9999 Model being cleared Delete
493. rchase Order Payment Transactions PORSUB window allows you to launch a variety of reports for purchase orders The Open Purchase Orders POR110 report is a summary report that lists the encumbrances payment status liquidated amount and outstanding balance for open POs Print this report to identify purchase orders that are open at the end of Y1 You can use this information to decided what to do with them in Y1 or Y2 The Purchase Order History POR120 report is a detailed report that lists the encumbered amount for each account in a PO payments made against the account and the balance of the encumbrance The Purchase Order Encumbering Transactions POR 130 report lists the amount encumbered for each account line in a PO The Open Purchase Order History POR 140 report lists encumbrances payments dates entered and date paid for open POs Launching the Report These instructions tell how to launch purchase order reports with the Purchase Order Payment Transactions PORSUB window There are two operations in launching a process Opening the process window Filling in the process window and launching the process Main Selection Tab Figure 4 4 illustrates the Main Selection tab for the Purchase Order Payment Transactions PORSUB window 05 2011 Copyright O QSS 2011 Purpose of Report QSS OASIS Fiscal Year Transition Training Notes Purchase Order Payment Transactions PORSUB File Options
494. rd to Y2 Dataset Capacities for HP e3000 Server If your site is using the HP e3000 as a server check to make sure that the GLDSYS general ledger database has enough room to hold the POs that the process creates The PURCHASE ORDER and PO PAYMENT datasets need to have enough space for the new POs created in Y2 Duplicate PO Numbers The PO Rollover Report Update POR510 window creates POs in Y2 that have the same number as the source POs in If Y2 contains a PO number that duplicates one that is being rolled from Y1 the report prints the following message ERROR PO number already used Launching the Report There are two operations in launching a report Opening the report window Filling in the report window and launching the report 05 2011 Copyright O QSS 2011 4 27 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Table 4 12 Tabs for the PO Rollover Report Update PORS10 window TAB PURPOSE SEE PAGE Main Selection Select the users for which to roll POs forward and whether to 4 28 run the process in update or report only mode Accounts Type account masks and field ranges for selecting the POs to B 30 update Main Selection Tab Figure 4 27 illustrates the PO Rollover Report Update POR510 window See page 5 for general instructions on typing in text boxes selecting options from drop down lists selecting dates checking boxes and selecting option
495. reated Figure 4 35 Year selection for EP and CL transactions Copyright QSS 2011 05 2011 Entering Estimated Payables EP Estimated Payables Table 4 15 Summary of commands for the Accounts Payable window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Retrieve After filling in the Search F3 panel initiate the search for Data transactions that match the selection criteria you have supplied After the search completes the Search Results grid displays the matching transactions Options Add Ctrl F6 Open a blank add dialog box for creating a new transaction for oras the type selected in the tree view Options Add From EP Ctrl Shift F6 Open an add dialog box that contains a copy of the transaction that you have selected in the grid You can modify the copy as needed before saving it Options Increase a Shift F6 For Revolving Cash only increase the balance in the revolving RC Balance cash checking account This icon does not display on the tool bar for other transactions Options Delete X Ctrl F8 Delete the transaction that you have selected in the grid The only transactions that you can delete are those that are not paid have no holds and belong to a batch that you have access to Options Clear 3 Ctrl F 1 Clear the selection criteria in the Search F3 panel Thus you Selection can start with a blank slate and define new set of search
496. ried out before during and after the change from one fiscal year to another The descriptions and explanations of tasks are grouped into chapters according to the various software systems offered by QSS This may or may not be in the same order in which a district will decide to perform those tasks Fiscal Year Transition Tasks Task Timeline Status System Checking Dataset Capacities Adager continually R Maintaining Security Settings MEN020 continually R Utilities Updating District Account Code Structure GLMTO2 Dec Feb R Core Financial Rolling Year Specific Account Field Descriptions FDUPDT Dec Feb R Core Financial Defining Clearing Rules GLMTO3 Dec June R Core Financial 05 2011 Copyright O QSS 2011 2 1 Fiscal Year Transition Tasks QSS OASIS Fiscal Year Transition Training Notes Chapter 2 Tasks for the Fiscal Year Transition Task Timeline Status System Setting Up Budget Control Record BOUPDT Dec Feb R Core Financial Updating User Logons for the New Year MEN020 Jan June R Utilities Creating New Payroll Bonus BC Codes PP0010 June July R Payroll Creating New Position Control Bonus PB Codes PP0010 June July R Positn Ctrl Creating New Work Calendars PP0035 Jan May R Positn Ctrl Creating New Benefit Definitions PP0050 Jan May R Positn Ctrl Creating New Salary Schedules PP0030
497. right QSS 2010 05 2010 GLAR Accounts Receivable No Invoicing Window Overview of Window E GLAR 07 QSS DEMONSTRATION DISTRICT 055 04515 EER Fie Options Default Start Tab Setup Receivables AR XR ARSO10 11 Post Receipts AR RR ARS020 21 Setup Receivables ARZXR amp RS010 11 Post Receipts AR RR amp R5020 21 Filter Maintenance Filter Accural AR Accrual AR Accural AR Expected Expected XR Expected Via Reserve Via Revenue v Via Reserve Via Revenue v Via Revenue v Yr 97 Dist 07 Site 0001 8 15 2007 8 18 AM Figure 5 3 GLAR dialog box for the GLAR Accounts Receivable No Invoicing window Options Add Ctrl F6 Inspect Ctrl F5 Search F3 Clear Selection Ctrl F Grid Output Ctrl Shift F 11 Report Shift F 11 Delete Ctrl F Print Screen F11 Figure 5 4 Options menu and toolbar commands for the GLAR Accounts Receivable No Invoicing window 05 2010 Copyright QSS 2010 5 7 QSS OASIS Fiscal Year Transition Training Notes 5 8 Chapter 5 Tasks Related to Accounts Receivable Table 5 21 Menu bar and toolbar commands for the GLAR Accounts Receivable No Invoicing window MENU COMMAND ICON KEYBOARD DESCRIPTION Options Change Ctrl F9 When a subtab is in Inspect mode activate si Change mode so that you can change unapproved transactions Options Add dB Ctr
498. rn Over By Comm Figure 4 92 Vendor Lookup Screen GETVND 05 2011 Copyright QSS 2011 4 85 QSS OASIS Fiscal Year Transition Training Notes 4 86 Selection by Commodity Codes Range From H 00 16 ERE 05 12 02 Start Select Over By Name Chapter 4 Tasks Related to Accounts Payable oe or OFFICE SUP CATERING LANDSCAPING CONSUL TING remm Start fG T Return Over Figure 4 93 Vendor Commodity Code Lookup Screen Vendor Selection Screen The Vendor Selection Screen Figure 4 94 lists the vendors that match your search criteria Ln Vendor Name Number Address Acme Office Supply oooo02 Specialties Hiley Coyote 650 345 6890 876 Laurel Avenue San Carlos CA 94402 Bay frea Food Services 000001 Joe Smith 408 123 4567 Pay before 10th of month 693 Mission Street San Francisco CA 94101 FUSCHIA FROG GARDENING 000057 Tax ID 555667777 ANJANELLE 530 892 1111 SUMMERS ONLY 1009 POPPY STREET CHICO CA 95928 ohn Doe Consulting Services 000006 Tax ID 111447777 John Doe John Doe 415 752 4477 Financial consultant 100 Market Street Francisco CA 94105 Utility Company by the Bay 000007 Utility Company by the Jerry Broun 415 345 7890 100 Embarcadero Center Suite 201 San Francisco CA 84100 1122 B War TO BE DETERMINED 999999 Sel ect a vendor by line or use lt F1 gt F5 Start Vendor Shou Over Select Addr
499. rojections PAY Update D EMP POSITION with Bonus Recalculations PAY Load Payline Data from Position Control PAY Update Employee Leave Pay Rate ABT Batch Employee Termination PER Reset Calendar Relationships PER Payroll Timesheet Import PAY Re Calculate Employee Projections EH PosCtl Yr 2010 Dist 82 Site 1 4 28 2010 19 59 Figure 8 63 HR Report Job Selector window 05 2011 Copyright QSS 2011 8 63 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel QSS ControlCenter 82 QSS DEMO DISTRICT 82 QSS EBR File View Change Year Go Messages Window Help HR Query e s Absence Tracking Job Menu Benefits Management Job Menu Payroll Job Menu Position Control Job Menu T E Master Files Utilities sc Professional Development ruby web Lodi Only Substitute Teacher Tracking Preview Employee Self Service ge Stores e Fixed Assets Last Run 04 28 2010 14 12 0 Yr 2010 Dist 82 Site 4 28 2010 18 16 Figure 8 62 Selecting the HR Report Job Window from the Tree view HR Report Job Selector 82 QSS DEMO DISTRICT 82 oss osis DBR E ile Options Help amp A 8 cba Setings Selection Pistiets 1 ion Selecion Screen Schedule Jb Show Report Show Jobs Category Figure 8 64 Selecting jobs 8 64 Copyright
500. rovides illustrations of the traditional launch screens for the Open Payables PCL300 report 4 60 Copyright QSS 2011 05 2011 Running Payables Reports Open Payables Report PCL300 District Request Open Payables Report QSS OASIS From payables number To payables number Report title Siue eje alee we te Select Accounts j Y N Sort by 1 Payables number 2 Vendor name Exclude open Payables that have a 0 remaining balance J sort Break Sequence PRR RRR EERE eee Choose from these FD Fund BR sort items RS Resource vv FN Function OB BdgtRespons SI Site School Project Year PG Program Goal Object TY Type Launch Return Report to menu Figure 4 62 First launch screen for Open Payables Report PCL300 Fill in the first screen then press lt ENTER gt and lt Launch Report gt to display the second screen if you are selecting accounts District 07 Request Open Payables Report 055 0 515 Payables number From Report title E C Sort by 1 Number 2 Name Exclude open Payables that have a 0 remaining balance Sort Break Sequence r Field Sort Selection Items Fd Sch Resc Y Goal Func Objt Type 7 9 2 292 9 292 PPP FD Fund TY Type PP PPP PPP OPP P Pa PPP P 22 29 2 PPP BR BdgtRespons SI Site School RS Resource vY Project Year PG Program Goal FN Function 22 27 OB Object 22 27 22
501. rts Return Issues Issues Process Credits To Menu Figure 8 1 Stores Issues Menu This menu is function key driven Copyright QSS 2011 6 1 3 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System District 65 Stores Back Issue Resolution Q5S 0ASIS Warehouse 00 Fiscal Year Y1 Option Jj Auto Post Back Issues On line Select Back Issues Cancel Outstanding Back Issues BIUPDT H 00 03 comp 02 09 99 Opt YN121212232 Select Select Help Return Program Option To Menu Figure 6 9 Option Screen for Stores Back Issue Resolution Canceling Outstanding Back Issues Use this option to cancel all or part of a back issue line item Figure 6 10 illustrates the screen for selecting back issues District 65 Back Issue Resolution 055 0A818S Harehouse OO Fiscal Year Yi WH From issue date To issue date From issue To issue Issue line Stock selection blank for all Gite Selection Include Exc lude All Gurt Selection 1 Date order Site date arder 2 Issue number order Site issue number order ERI E i Select Select Continue Return Program Option To Menu Figure 6 10 Cancel Back Issue Selection Screen Figure 6 11 shows the screen used to cancel a back issue line item The back issues selected on the previous screen are displayed one line item at a time 6 1 4 Copyright QSS 2011 05 2011 Running Back Issue Resolution BIUPDT Canceli
502. rvices ANOTHER SAMPLE 1 01 0000 0 4300 00 0000 0000 000 000 000 77 810 00 77 810 00 07 01 2000 333333 000001 Bay Area Food Services ANOTHER SAMPLE 1 01 0000 0 4300 00 0000 0000 000 000 000 77 810 00 77 810 00 07 01 2000 444444 000001 Bay Area Food Services 1 01 0000 0 4300 00 0000 0000 000 000 000 990 00 990 00 07 01 2000 555555 000001 Bay Area Food Services 1 01 0000 0 4300 00 0000 0000 000 000 000 99 00 99 00 07 01 2000 20 189 610 82 1 005 865 39 19 183 745 43 20 189 610 82 1 005 865 39 19 183 745 43 GRAND TOTALS 20 189 610 82 1 005 865 39 19 183 745 43 Traditional Screens Open the Purchase Order Report Writer PORSUB from the Menu System Type 1 in the Report type field to select the Open Purchase Orders POR110 report For detailed instructions see Chapter 7 of the QSS OASIS Accounts Payable Purchasing Manual 05 2011 Copyright QSS 2011 4 1 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable District 07 Purchase Order Report Writer QSS OASIS Report Title Report Type 1 0 POs 2 History 3 Enc trans 4 History open POs only 5 History open POs only including POs w zero total Primary Sort J 1 Acct sort seq 2 Vnd type 3 Vnd type 4 PO type Detail Order J 1 PO 4 2 Date 3 Vendor name 4 Vendor remit name PO detail Order 1 P0 2 PO type PO Current Liabs j Y Include N Do not include PO Number PO Date Vendor Number Vend
503. s Your first step in the fiscal year transition process is to add a new fiscal year After you have performed other tasks you return to this file to close the old fiscal year Y1 District 65 Maintain Fiscal Year Control Master 055 065IS Warehouse 00 Fiscal Year Yi Option H for help B Valid options are fidd a fiscal year control record Change a fiscal year control record Delete a fiscal year control record Inspect a fiscal year control record Request fiscal year control report Exit program a Select Help Select Return Program Option To Menu Figure 6 1 Fiscal Year Control Master File FCUPDT Option Screen Adding Changing or Inspecting a Record Figure 6 2 illustrates the first screen that is displayed when you select the Add Change or Inspect option from the Fiscal Year Control Master File Option Screen Figure 6 1 05 2011 Copyright QSS 2011 6 5 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System District 65 Maintain Fiscal Year Control Master QSS 06SIS Marehouse 00 Fiscal Year 1 Option H for help 8 Warehouse M Fiscal Year j IEEE Saag SSS ee Select Select Return Progran Option To Menu Figure 6 2 Fiscal Year Control Master File FCUPDT 1st Add Change or Inspect Screen District 65 Fiscal Year Control ass OASIS Warehouse 00 Fiscal Year Y1 Harehouse Fiscal year Fiscal year status 1 Date open BE Date closed
504. s budget model from the Budget Development System to the working budget of the Financial System You can transfer all of a budget model or only selected accounts You can also select whether to erase the working budget before transferring or overlay the budget model on existing Financial System accounts There are a couple of important notes about this process Before using BDEO006 make a back up copy of the Financial System budget in the Budget Development System To do so use the Transfer Selected Budgets to Bud get Development BDEO005 window to copy the budget from the Financial System to a budget model 3 42 Copyright QSS 2011 05 2011 Rolling Development Budget to Working Budget of Financial System BDEO06 Launching the Process You cannot use BDE006 after the working budget has been approved The process updates the budget approval date in the budget control record However you can continue to use a budget model as a basis for updating the working budget The Create Budget Transfers Proof Report BTXSUB window launches a process that compares the working budget against a budget model then creates the budget transfers needed to synchronize the working budget with the budget model For instructions see Chapter 9 of the QCC Core Financial Manual WARNING The BDE006 window allows you to erase all revenue and expense accounts in the Financial System Before using this window back up the Financial System budget to a budg
505. s The following figure illustrates the first screen for Pay Names District 90 Define Payroll Hame ass 0ASIS Option H for help Fiscal year Payroll name Cancel direct deposit APD Ignore H4 special tax rules User defined field Database capacity checking rule set Description Pay codes EUM 12 5 DS REG EUM 12M05 DS SUP EUM 10M0S OFF JUN JUL DS REG 10 05 OFF JUL AUG DS REG EUM 11MD8 OFF JUN DS REG EUM 11M0S OFF JUL DS REG EUM 11MD8 OFF AUG DS REG EUM 10M0S REPAY JUN DS REG EUM 10M0S REPAY JUL DS REG EUM 11M0S REPAY JUN DS REG Page 1 of 2 i Ne a te UO Start Set Def Previous Next Update Return Over Py Sch Page Page Data to Henu Figure 7 80 Pay Name for automatic deferred deductions 1 of 2 This first screen lists the Pay Schedules to use for the current year FY 06 These schedules are for standard non deferred payrolls All of the Pay Schedules in the Py Sch field are attached to the year in the Fiscal year field on the top of the screen For refunding net pay from the previous year there is a second screen to fill in Press Set Def Py Sch gt field to complete this second screen NOTE Define this second screen only for Pay Schedules used for summer pay via automatic deferred deductions Leave this screen blank for all other Pay Names Second Screen Summer Pay for Previous Year The following figure illustrates the screen that displays after you press Set Def P
506. s even if the payments were made in Y2 Open Payables Report PCL300 YOU MUST BE LOGGED ON TO TO RUN THIS REPORT EVEN THOUGH THE PAYMENTS WERE MADE IN Y2 Purpose The Open Payables PCL300 report lists the Set Up Payables EP transactions for Y that are defined on the Accounts Payable window This report lists transactions that are still open as Current Liabilities CL transactions for Y2 Open payables are those that have not had a final payment posted or have been closed Run this report in Y1 For example the objective is to get a report of Set UP Payables EP transactions that were set up in FY 09 Y1 and will be paid with the Current Liabilities CL transaction in FY 10 Y2 on the Accounts Payable window Table 4 17 Tabs for the Open Payables PCL300 window TAB PURPOSE Main Selection Select the payables to include in the report Sort Break Select the account fields for sorting the report If you do not specify a sort order the report sorts by reference number Accounts Type account masks and field ranges for selecting the accounts to report Copyright QSS 2011 05 2011 Running Payables Reports Open Payables Report PCL300 EB Open Payables PCL300 Year 09 Dist 07 QSS DEMONSTRATION DISTRICT QSS OASIS DER Main Selection Sort Break Account From Payable Number To Payable Number Report Title FOR DOCUMENTATION Select Accounts Yo Sot
507. s lt ENTER gt District 07 Copy Ending balances to Budget Development 055 0 515 Target year Model M Source From date To date Clear model Include unapproved transactions j Rounding rule N o round D nearest dollar Select accounts jj U p to next dollar T runcate Field Sort Selection Items Fd Bdr Sch Resc Y Goal Func Objt Type FD Fund TY Type BR Responsblty SC School RE Resource PY ProjectYear GO Goal FN Function OB Object a a a A a a a a a Fi Fi i Fi T PEE Ac he Start Launch Return Over Job to Menu Figure 3 74 Copy Ending Balances to Budget Development Launching BDE012 The following figure illustrates the screen that displays after you select Budget Development BDE000 from the Menu System 05 2011 Copyright QSS 2011 3 7 1 QSS OASIS Fiscal Year Transition Training Notes 3 72 District 65 Budget Devel opment ass OASIS Year Choose a function key BDEOOO H 00 13 compiled 07 27 00 14 43 12 Opt YL4AYYYYYY YYY Report Help Budget Budget Comp Bdg Return Screen Actuals Actions Report to Menu Percent Help f j Resynch TFR to TFR to TFR to Return Adjust A Models Bud Dev Gen Ledg Dev fictl to Menu Acct Fld Help Next Benefit TFR Eng TFR Beg Return HapHaint Keys Maps Bals2De Bals 2611 to Menu Figure 3 75 Budget Development Main Screen BDE000 To access the launch screen for this new program press lt Next Ke
508. s are paid when you run a payroll This step illustrates how to deduct summer pay and reimburse it How Pay Names Work Each Pay Name includes the following information Pay Schedules and Pay Codes The Pay Schedules specify which Pay Lines are processed on a payroll Each Pay Line is assigned to a Pay Schedule The payroll includes only the Pay Lines that are attached to the Pay Schedules that you specify Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions 05 2011 For each Pay Schedule you can specify up to 10 Pay Codes Each employee is assigned to a Pay Code that identifies groups of employees such as certificated classified or substitutes For example the line for Pay Schedule EOMIO can specify that the only employees to be paid are those who belong to Pay Codes 01 03 07 or 12 When you produce a payroll you must specify a date paid and a Pay Name The Enhanced Payroll System uses the date paid and the Pay Name to select Pay Lines To be included in a payroll a Pay Line must pass all of the following tests 1 The Pay Line must be attached to one of the Pay Schedules in the Pay Name 2 For each Pay Line the date paid that you specify must match the Pay Schedule Each Pay Line is attached to a Pay Schedule Your selection date must match one of the dates paid for that Pay Schedule NOTE Specifying an incorrect date paid is one of the most common causes for having no employees selected
509. s that you get help from data processing or your system administrator Ug Setting the Accounts Receivable Odometer GOUPDT Before running these programs set the Accounts Receivable odometer In most cases doing so requires that you get help from data processing or your system administrator Accounts Receivable ARSO 10 The Accounts Receivable System is used to reflect revenue which is generated in one fiscal year but will not be received until the next Two general ledger control accounts are used Accounts Receivable Setup 9209 in California and Accounts Receivable 9210 in California Receivables are set up in the originating fiscal year Y 1 and posted in the new fiscal year Y2 after the monies are received The following shows how the general ledger is affected Receivables Set Up Fiscal Year 1 Accounts Receivable Set Income Expenditure Up Account 9209 Account DR CR DR CR X X Receivables Posting Fiscal Year 2 Cash Account 9110 Accounts Receivable Account 9210 DR CR DR CR X X 5 2 Copyright QSS 2010 05 2010 Using Accounts Receivable Without Invoicing GLAR Step by Step Treatment of Receivables Step by Step Treatment of Receivables Briefly these are the steps involved in the setting up and posting of receivables STEP ACTION PROGRAM USED 1 Set up estimated receivables ARS010 You must be logged onto 2 Identify what income is due but will not
510. s with the Field Maintenance FDUPDT tab individual field definitions and mass copy Copyright O QSS 2011 Chapter 3 Tasks Related to Core Financial Rolling Year Specific Account Field Descriptions FDUPDT Checking Database Capacities Individual Field Definitions The Transfer Desc subtab allows you to copy an individual field value such as a specific fund or function code from one year to the next Mass Copy The Global Desc subtab allows you to copy all field definitions for an account field from one year to another For example this screen allows a district to copy all values for the responsibility or object field from FY 08 to FY 09 Once the copy is completed you can add or change individual field values as needed in FY 09 with the Field Maintenance subtab use Checking Database Capacities Before entering field descriptions FDUPDT check the capacity of the CA FIELD DEF dataset in the GLDSYS database In most cases doing so requires that you get help from data processing or your system administrator 05 2011 Copyright QSS 2011 3 1 3 QSS OASIS Fiscal Year Transition Training Notes Transfer Desc Subtab QSS ControlCenter 07 QSS DEMONSTRATION DISTRIC MBR File View District Year Go Messages Window Help In the top part select the account source year and target year The window displays the code you select You can change any of these boxes for the copy AR AR XR RR
511. setting balances The Balance Forward process creates one balance forward record for each employee s leave balances for each leave category Normally the old detailed absence transaction logs before the specified date are deleted from the system However the ABT920 security parameters allow you to setup your district so that the old transactions are retained Understanding the Report Description of Report The Reset and Balance Forward Process ABT920 prints a report of the leave accrual 05 2011 Copyright QSS 2011 1 0 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 10 Tasks Related to Absence Tracking Absence Tracking Reset and Balance Forward Process and Report ABT920 File Options Hea prt Reporting Options Report Title Detail Totals only Report Report Only Sorton L Leave group X Reset Resetthu 06 30 2009 Control date 07 01 2009 Resetcode M leave buckets with an in their reset rule E reset leave buckets with an in their reset rule reset leave buckets with a B in their reset rule Include terminated employees Transaction Create balance forward transactions 9 No O Yes Delete absence treansactions prior to 07 01 2008 By Leave Group Include O Exclude Leave Groups vr 2009 Dist 07 Site 1 9 9 2009 19 00 02 _ Figure 10 3 Absence Tracking Reset and Balance Forward Pr
512. sfer Development Beginning Balances to Financial System BDE012 window allows you to make the begin ning balances in the General Ledger to match a budget model in the Budget Development System You can launch this process from the Finance Job Menu window Activating the Tab 0 05 2011 Copyright QSS 2011 3 55 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial QSS ControlCenter 07 QSS DEMONSTRATION DISTRIC File View District Year Go Messages Window Help AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu Journals Transfers DC TF TV Manual Payroll Encumbering Payroll Transfers Preview Available 30 x VLD Payment Processing Purchasing E Lookups IJ Settings Master Files Account Maintenance Chart of Accounts Beginning Balances 4 Clearing Rules Control Objects District Definitions Options Odometers Control Dates SACS Tables Fund xRef E Fixed Assets Stores Figure 3 60 Selecting the Chart of Accounts window from the tree view Filling in the Tab Beg Balance Upd BBUPDT Fd Bdr Sch Resc Y Goal Func Objt Type h Fd Sch Resc Y Goal Func Objt Type Status Pseudo Debit Credit Description 1f01 000 000 0000 0 0000 0000 9100 0000 2 01 000 000 0000 0 0000 0000 9110
513. sfer Option To transfer field values type T and press lt ENTER gt District 65 Update Chart of Accounts ass OAsIS Field 02 Name RESOURCE Option H for help Enter year of existing description Enter year to receive description RESOURCE value ESS E c ERR eee Start to Help Global Back Field Exit Over Option Transfer Up Mapping To Menu Figure 3 25 Individual Description Transfer Screen in Update Chart of Accounts FDUPDT Press lt ENTER gt to display information about the selected field values 05 2011 Copyright QSS 2011 3 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial District 65 Update Chart of Accounts 055 0 515 Field 02 Name RESOURCE Option for help Enter year of existing description Enter year to receive description RESOURCE value Nane Abbr Reference Type General Ledger Type EEE Start Go to Help Global Back Field Exit Over Option Transfer Up Mapping To Figure 3 26 Update Chart of Accounts Screen with All Fields Displayed Press lt ENTER gt to save your changes in the target year The source year is unchanged Global Field Description Transfer District 65 Update Chart of Accounts 055 0 515 Field to update H for help B Start Go to Global Back Field rae Over Option Transfer Up Mapping Menu Figure 3 27 Update Chart of Accounts Screen FDUPDT Press lt Global Transfer gt to display t
514. ss OasiIs Option H for help be Year Benefit Limit P Project Reference Vol Ded Amount T Amt Name Name SUI HCOHP STRS PERS FICA MEDICARE H H PERS RLR ONDA hWwnws Vo UT UD URE e ee aE Back to Page Page Update Return Option Backuard Forward Data to Menu Figure 8 15 Benefit Definition Maintenance Full Screen 05 2011 Copyright QSS 2011 8 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel 8 18 Salary Schedules Purpose The HR Code Maintenance 2 window allows you to Copy Salary Schedules from Y1 to Y2 Salary Schedules define how much employees are paid and the amount of their pay increases You can create up to 99 salary schedules for each district and year Salary schedules are divided into pay ranges that are subdivided into steps Each salary schedule can have as many as 200 pay ranges Each range may be sub divided into as many as 30 steps Salary Schedule Advancements Direction of Advance Salary Schedule Maintenance allows you choose whether salaries are advanced by step or by range Step Advances Steps are increments within a range Many clients use step advances to increase employees pay until the top step of a range is reached You can have up to 30 increments steps per range Range Advances If you use a salary schedule with more than 30 steps you may choose to increase salaries using range advances s
515. st AEGRPLST displays the mod els account codes and field range permissions of the various defined groups The second screen Accountclass Entry Group Update AEGRPSHW offers the ability to change models account codes and field range permissions either for the selected ID and name shown at the top of the first screen or for any group name that you click in the Group field of the first screen 05 2011 Copyright O QSS 2011 1 3 1 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools Accountclass Entry Group List AEGRPLST The first of two screens displays the models account codes and field range permis sions of the various defined groups Financial 07 WEBTools Accountclass Entry Group List Select Group ID Name 001 test001 Reset Corin Option Screen Log Off Help ID Group Description Model Account mask Field ranges 001 test001 ftestl11111111111111 01 0203 92 999 999 2999 9 9992 9999 2999 9929 9 9 Exclude 002 AP Accounts Payable 01 02 03 05 66 99 229 2922 2 2299 92929 2929 2229 FN 7150 7150 FD 01 05 9500 9620 003 Fun7150 Function7150 only 01 02030566 92 222 2 9 2 2229 22 2 2 29 EN 7150 7150 004 FoodSrvce Food Service 01 02 03 09 999 22 2222 9 929292 9999 22 2 22 FD 13 13 RE 5310 5310 Click ta access next screen FN 3700 3700 OB 4300 4700 OB 4400 4699 Exclude 005 12 BDESETUP displa
516. stem administrator 05 2011 Copyright QSS 2011 8 49 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel Launching the Process HR Report Job Selector 82 055 DEMO DISTRICT 82 05510455 MOR File Options Help 239 Reports Giot Setti Fiel Se 0 ct E c Se on Custom Selection Screen lt C Show Reports Show Jobs Category v Name Description Category Access PER680ST Update Employee Experience PER No PERS90ST Reset Job Code gt Job Category Relationship PER No PERS94ST Update PER PAY Data From Employee s Prime Positior PER No ABTSOOST Request Repair of Orphaned Positions ABT No DEDISOST Reset Deduction Accumulators DED No PLOSDOST Copy Paylines Re Calculate Employee Projections PCT920ST Update D EMP POSITION with Bonus Recalculations PLO4025T Load Payline Data from Position Control ABT9945T Update Employee Leave Pay Rate PER8105T Batch Employee Termination PER8045T Reset Calendar Relationships 10057 Payroll Timesheet Import PCT9025T Re Calculate Employee Projections EH PosCtl Yr 2010 Dist 82 Site 1 4 28 2010 19 59 QSS ControlCenter 82 QSS DEMO DISTRICT 82 QSS EBR File View Change Year Go Messages Window Help IJ Print Manager Job Menu Utilities E System Admin Eg Finance r 257 w2 1099 6 Employee Main
517. strict 65 Request Vendor File Listing 0885 08818 Report title Sut UR RE UL Report format 8 Choose from the follouing Active Vendors short numeric 0200 Active Vendors short alpha Vendors uith use tax rates VE0210 Vendor Supplier cross ref VE0220 Active Vendors VE0100 5 Deleted Vendors fictive Deleted Vendors Changed on after ESSE EWEPECEDUMLSI WE U Start Select Help Start Return Over Preset Over To Menu Figure 4 81 Select the VE0210 Format By specifying Report format 7 you can get a list of all vendors with use tax rules 05 2011 Copyright QSS 2011 4 77 Chapter 4 Tasks Related to Accounts Payable QSS OASIS Fiscal Year Transition Training Notes District 65 Request Vendor File Listing QSS 0ASIS Additional Selections Report format Vendor Vendor name Category Type Category Type Direct Dep eCommerce ID Comm range Commodity Addr type blank all 7 Vendors with use tax rates enter a range and or specific category type codes direct deposit vendors only no direct dep Previous Save Launch Return Screen Preset Report To Menu Figure 4 82 Additional Choices for VE0210 Format Use Tax Rates for Vendors In the following illustrations the place for vendor specific use tax rates is circled District 65 Change V Vendor Name Address City St Zip Remit name Remit address City OHN SMI
518. strict 12 does not define any of its thresholds District 12 s reports always use the global thresholds for District 00 You can mix global and district thresholds For example there are global thresholds for the end of each month of the fiscal year However District 19 defines its own thresholds for 9 30 fy When that district runs a Budget Report BDX110 for 9 15 fy the report uses the district specific thresholds However when District 19 runs the report for 2 18 fy the report uses the global threshold because there is no district threshold defined for that reporting period QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT File View District Year Go Messages Window Help E Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu Figure 3 80 Selecting the Budget Maintenance window from the tree view Traditional Screens Figure 3 81 illustrates the option screen for Budget Early Warning Thresholds BWUPDT For detailed information see Chapter 8 of the QSS OASIS Core Financial Manual 3 82 Copyright QSS 2011 05 2011 Creating New Budget Thresholds BWUPDT Traditional Screens District 07 Budget Early Warning Thresholds SCHOOL 3000 Option a BWUPDT H 00 00 compiled 08 19 97 14 31 Start Pee ES Over Fea ES Menu
519. sued in the prior fiscal year the Payroll System will not reverse the financial postings Instead you should create journal entries and or transfers to reflect the reversals you desire As a result of canceling a payroll warrant the amounts associated with that warrant will be backed out of the calendar to date totals for the affected employee if you are in the same calendar year The warrant cancellation process will also automatically adjust the data used for W2 reporting and quarterly DE 6 reporting Canceling a payroll warrant from the prior year while not reversing the accounting should be able to flag the warrant status as canceled thus resulting in correct W2 reporting There are no security options to prevent your reversing the payroll postings Examples of Replacing Amounts with Mass Changes Two examples illustrate how to use the Replace option of Submit Deduction Mass Change DEDCSB In the first example all employees have the same deduction amount In the second example employees have two different deduction amounts and therefore require two different updates Example 1 One Deduction Amount Dental Insurance Inc voluntary deduction 2220 raises its monthly premium from 15 to 20 A district can use Submit Deduction Mass Change DEDCSB to update this amount for all employees On the launch screen type an Old or current amount of 15 for deduction 2220 Then type a New amount of 20 This batch update job finds all e
520. sure that a number of datasets in the ACTRCV database have adequate room In most cases doing so requires that you get help from data processing or your system administrator Accounts Receivable History Dialog Box 05 2010 The first thing you need in making the fiscal year transition is the Accounts Receivable History Report Invoicing Billing Management Year 97 07 055 DEMONSTRATION DISTRICT oj xj File Tools Help Receipts Rpt App Invoice Print Aging Statements Master Files Ctrl M Customer Search Show Status Ctri s Year End Processing Ctri Reference Number Terms Code Terms z A Current via Revenue a Accrual C Curent vie Heserve Exit Ctrl F4 Dept Department Line Item Description Ok Unit Type Tx Line Line Total 1 Dep Ltr Sales Tax Add Invoice Moni RR IK Tax ID Authority Tax Rate T Fd Bdr Sch Resc Y Goal Func Objt Type Fd Bdr Sch Rese Y Goal Func Objt Type Pct Split Split 1 Figure 5 36 A R AR History Dialog Box Copyright QSS 2010 Checking Database Capacities 5 37 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Use this dialog box to view a listing of invoices and payments for a selected customer or customers 42 InviBlg Mgmt AMR History Year 04
521. system administrator Opening the Accounts Payable Window PO Payments PO Overview The PO Payments PO transaction allows you to make payments against purchase orders created on the Purchase Orders Requisitions window The process is the same for POs with no requisition from the Purchase Orders tab and those with requisitions from the Requisitions tab 05 2011 Copyright QSS 2011 4 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT E File View District Year Go Messages Window Help AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules Finance Job Menu 8 Journals Transfers DC JE TF TV Manual Payroll Encumbering p Payroll Transfers Preview Available 30 x VLD Payment Processing L3 AP Purchasing AP Batch Maintenance Figure 4 11 Selecting the Accounts Payable window from the tree view Search F3 Panel The Search F3 panel allows you to select the POs that display in the Search Results grid Search F3 Quick Search Purchase Order Requisition Search F3 panel for PO Payment PO transactions Search Results After the search completes the Search Results grid displays the POs that match the search criteria in the Search Pane Vendo
522. t Add Heu 3 Change Delete Previnusi Inspect i List Return Over Rate Rate Rate Screen Rate Rates to Menu Figure 7 48 California STRS Screen of Payroll Tax Rate Maintenance TXRO10 District 07 Payroll Tax Rate Maintenance U88 0658IS California TRS Add Neu Rate a Heu effective date IUBE From existing effective date Figure 7 49 Select STRS Rate to Add 05 2011 Copyright QSS 2011 7 55 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System District 07 Payroll Tax Rate Maintenance d88 U0A481IS California STRS Change Rate Effective date Figure 7 50 Select STRS Rates to Change or Inspect District 07 Payroll Tax Rate Maintenance 088708818 California Add Rate Effective date 07 01 1999 From date 07 01 1998 Description ULERY ete eer UL STRS Employee Employer Rates Current STRS employee rate 11011 STRS employer rate RIP STRS reduced workload employer rate STRS Employer Rates Historical Fiscal Employer Employer Fiscal Employer Employer Fiscal Employer Employer Year Ratex RH Ratex Year Ratex RH Ratex Year Rate RH Rate 1 2 3 4 5 6 7 8 8 10 11 12 Start Previnus Update Return Over Screen Data to Menu Figure 7 51 California STRS Rates for Payroll Tax Rate Maintenance TXR010 7 56 Copyright QSS 2011 05 2011 Reviewing and Updating STRS TXRO010 05 2011 QCC Version of Maintain California STRS Rates
523. t Add Option BM0830 11 01 2000 07 01 2001 EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY 06 01 2000 07 01 2001 EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY 06 01 2000 07 01 2001 EMPLOYEE ONLY EMPLOYEE ONLY EMPLOYEE ONLY Chapter 11Tasks Related to Benefits Management Benefit Management Recalculation Report J3922 BM0855 H 00 07 06 15 05 PAGE Sort by Employee Name Barg Sect Pri Cob FTE mary ra ation 00 N Totals 00 N N BN L Totals 00 N N BN L Totals For details see Chapter 5 of the QSS OASIS Benefits Management Manual 11 8 District 57 Plan fidd Parameters Plans Selection Parameters Bargain Unit Benefit Status Package 0830 H 00 00 compiled 06 16 03 20 07 Start Help Read Save Over Preset Preset Benefits Management Mass Plan Add Program Report Title BLU See Sort 1 Barg unit Employee name Run Mode J 1 Update Report 2 only 0ss 0asIs Have B Have Add ave i B NN B Refresh Launch Return Screen Job to Henu Figure 11 4 Mass Benefit Plan Add Option BM0830 Copyright O QSS 2010 Alloc Employee Employer Percent 100 00 Totals 20 00 100 00 Totals 20 00 100 00 Totals 20 00 05 2010 Mass Benefit Plan Add Change Delete Request Benefits Management Mass Plan Change Request Benefits Management Mass Plan Change BMO081 0 Window Purpose The Request Benefits Management Mass Plan Change 0810
524. t Display Numerals dollar amount or percentage Limit Amt Display Dollar Amount PT Display Text Projection Amt Display Numerals dollar amount or percentage Reference Display Text Reference Name Display Text benefit class name for Reference 05 2011 The Add New Edit area allows you to define the employer paid benefits that you can attach to Salary Schedules This heading provides some considerations for setting up benefits the describes each of the boxes that you fill in Some important things to remember when filling in this screen are o Do not replace a benefit on a line with a new benefit For example it would be wrong to replace benefit line 3 STRS with PERS RLS as a benefit Do not delete an existing benefit in the new year definition simply because it is no longer offered Instead change the base amount to 0 00 or 0 00 depending on the benefit type Copyright O QSS 2011 8 15 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel o Add new benefits for Y2 at the end of the list of existing benefits carried for ward from Y1 WARNING If you decide not to follow the first and second previous recommendations then you must review and reset if necessary the benefit settings for each salary schedule rolled over from the old fiscal year and any override settings for benefits at the employee authorized position level Add New Edil R Refer
525. t Over Job to Menu Figure 7 68 Function Keys for Roll Selected Pay Lines to New Year PL0900 05 2011 Copyright QSS 2011 7 73 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Sample Payroll Load Copy Report PLO990 Sample Report for Source and Target Year e 07 QSS DEMONSTRATION DISTRICT PAYROLL LOAD COPY REPORT PL0990 H 00 03 01 19 PAGE SAMPLE FOR DOCUMENTATION Report Source PL0900 Mode Report Report Type Source Target Report Selection Criteria From FY Y1 Active Inactive paylines Make inactive active Position Number selection Zero the position number Exclude all SP EP paylines Blank the SP EP Balance of contract payline selection Non terminated employees only Bargaining Unit Include Exclude Pay Code Include Exclude Retirement System Include Exclude Pay Location Include Exclude Control Group Include Exclude Pay Type Include Exclude Pay Schedule Include Exclude Sta Ded Profile Include Exclude SP EP Include Exclude Blank SP EP Rate Type Rate Begin Rate End Unit Treatment From Units To Units FIELDS LEGEND Active Flag Blank SP EP Zero Position Zero Units 7 74 Copyright QSS 2011 05 2011 Rolling Selected Pay Lines to New Year 0900 07 QSS DEMONSTRATION DISTRICT SAMPLE FOR DOCUMENTATION 000 00 0000 FY POSN Y1 000000 PY SCH S BF 0 FY POSN Y2 000000 PY SCH S BF PAYROLL LOAD COPY REPO
526. t Totals Plan BCCT BLUE CROSS CERTIFICATED 1 EMPLOYEE PLUS ONE 269 06 L 89 69 L 358 75 DDCT DELTA DENTAL CERTIFICATED El EMPLOYEE PLUS ONE 12 00 L 48 00 L 60 00 CML CONNECTICUT MUTUAL LIFE A39 EMPLOYEE TO AGE 39 0 30 L 0 90 L 1 20 Totals 281 06 137 69 418 75 0 30 0 90 1 20 Notice that before the FTE change and recalculation employee Clark Kent pays 115 18 each pay period for medical coverage while the employer pays 38 39 Lois Lane pays 269 06 for medical coverage and the employer pays 89 69 From this report you can also see their FTEs upon which the medical premium portions are based 05 2010 Copyright QSS 2010 1 1 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 11Tasks Related to Benefits Management DER E Request Benefit Recalculation BM0850 File Options log Report Selections Report Title RECALC FTE S FOR PT Sort by Bargaining Unit 2j Run Mode Update Save Change Update Locked FTE s v LockedSalary v Position Control Year o Update Locked Amounts Employee Employer v Stat Date 05 04 2001 Bargaining Unit JL Sf Repo Code Benefit Status Package Level Code Select Package Code Select Package Level Code Plan Code Level V Select Plan Code Select Plan Level Code Plan Range Vendor Numbers All Plans Posted Section 125 v Primar
527. t on the Job History Report JH0100 You will probably run this batch process only once for each historical fiscal year However you may want to run it multiple times for the current fiscal year When making the transition between fiscal years you need to run this program to cre ate a job history for the year that is coming to an end Y1 Then in the next fiscal year the Job History Screen will draw its data from the Position Assignment PO and Main Demographic MA forms of the Employee Maintenance window Each time you launch the Create Job History Records JH0900 window it creates a report that lists the number of history records and a listing of those records if you select job history detail For standard Position Control the report is Data Load Report for Fiscal Year xx JH0900 and Data Load for Fiscal Year yy JH0910 for Enhanced Position Control 05 2011 Copyright O QSS 2011 1 2 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 12 Tasks Related to Job History Checking Database Capacities Before creating job history records JH0900 make sure that the D JOB HIST and M DI YEAR datasets in the PPHIST database have adequate room In most cases doing so requires that you get help from data processing or your system administrator LN Opening the Report Launch Window These instructions focus on the specific instructions for launching the Create Job History Records JH0900 window r a9 Create
528. t pay line on the PR Screen The NEW pay line represents the position assignment record on the PO Screen The report identifies the differences between the NEW and OLD pay lines In Update and Report mode the process produces a Payroll Load Copy Report PL0990 report that lists the updates made to each employee s pay lines The OLD pay line represents the PR Screen before the update and the NEW pay line represents the PR Screen after the update The report identifies what was changed during the update Copyright QSS 2011 05 2011 Load Payline Data from Position Control STD PL0400 Checking Database Capacities Loading pay lines from Position Control may not create all of the pay lines that are needed for a new fiscal year For some employees their pay lines are created manually through the PR Screen These types of pay lines fall into two major categories The first is for employees who do not have a position assignment such as substi tute teachers or temporary employees Because there is no position assignment the pay lines for these employees are not created automatically from the Position Con trol System Instead the pay lines for these employees are created manually on the PR Screen The second is for special purpose pay lines such as supplemental pay overtime or retroactive pay Because such pay lines are usually created manually with the PR Screen they are not part of an employee s position assignment Therefore t
529. t string for each district This definition applies to a specific district and a specific fiscal year In other words each district must have a separate financial account string definition for every fiscal year in which it tracks a budget posts to the general ledger or does bud get development The Copy Dist Records subtab allows you to copy the account string for one dis trict to one or more districts Thus you can set up the account string for one dis trict then copy it to all districts that with an identical or similar account string The Copy Dist subtab allows you to copy all account string definitions from one fiscal year to the next This process is useful for setting up the general ledger for a new fiscal year 3 2 Copyright QSS 2011 05 2011 Updating District Account Code Structure GLMT02 District Masterfile Account String and Field Spec Subtabs District Masterfile Account String and Field Spec Subtabs The District Masterfile subtab Account String subtab and Field Spec subtab allow you to define the account string for a district and year You must define a new set of account string definitions for each fiscal year HINT The only time you need to add is the first time you define the account structure for a district To set up the district s account structure for the next year you can copy it to the new fiscal year then make any needed changes WARNING Once you start posting transactions for a year
530. tained from HUMAN RESOURCES A receipt must be attached to the form wo 0 pHHHHHHHHH 4 t lO FE 19 HK 0 UJ wo i 45 t I9 HO US This program imports the TB Expiration Date from the database into the text of the form file On line 4 above p D corresponds to TB Expiration Date 05 2011 Copyright QSS 2011 8 7 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel The output from the sample TB Expiration Notice form file looks like this QSS UNIFIED SCHOOL DISTRICT HUMAN RESOURCES 11 14 2000 YOUR TB REPORT WILL EXPIRE 09 16 2000 It is your responsibility to file a TB report before this date IF YOU HAVE NOT FILED A NEGATIVE TB REPORT ON OR BEFORE THAT DATE YOU MAY NOT WORK BEYOND THAT DATE NOR WILL YOUR PAY WARRANT BE ISSUED UNTIL NEGATIVE TB RESULTS ARE FILED IN HUMAN RESOURCES AS PER DISTRICT POLICY PUBLIC JOHN Q CENTRAL CAMPUS Following are places where you may obtain a TB skin test or x ray if required PLEASE NOTE Mantoux skin tests are now required for all staff Tine skin tests will no longer be accepted per County of Riverside Health Department UNIFIED FAMILY CENTER 100 Main Street Rm 201 San Mateo 650 345 3456 Skin Test Only Call For Appointment AREAWIDE NEIGHBORHOOD HEALTH CENTER 4040 Ala
531. tclass Entry Group Update AEGRPSHW 13 14 The second of two screens offers the ability to change models account codes and field range permissions for the selected ID and name shown at the top of the screen You can access this screen by clicking Continue on the Accountclass Entry Group List screen AEGRPLST Copyright QSS 2011 05 2011 Setting Up Accountclass Entry Groups 05 2011 Financial 07 0001 WEBTools Acctclass Entry Group Update ID 001 Name Description Accountclass Entry Group Update AEGRPSHW Allowed access to models db db d Tai ET EE ER ERR ER RES ERI EI Fd Bdr Sch Resc Y Goal Func Objt Type oOlolvolololvololvololo E a g r1 DE E ETC DI Reset Update Option Screen Log Off Help If you have questions contact Support 007 at 650 372 0 Copyright 1997 2002 Quintessential School Systems 200 x614 Date 09 06 2002 Time 08 58 07 Page Id 10 Bytes 4516 File aegrpshw Files 511 How much time to build this page Minutes 000 Seconds 00 14 Version WL0001 0 02 04 comp 09 04 02 12 09 P 200 T 085807 Figure 13 6 Accountclass Entry Group Update AEGRPSHW Copyright O QSS 2011 13 15 QSS OASIS Fiscal Year Transition Training Notes Fields on This Screen ID Name Description Allowed access to models Acco
532. tenance TE Absence Tracking CA Retirement Personnel Downloader Be HR Query Absence Tracking Job Menu Benefits Management Job Menu Payroll Job Menu e Position Control Job Menu E Master Files Utilities ac Professional Development ruby web Lodi Only ip Substitute Teacher Tracking Preview e Employee Self Service T Eg Stores E Fixed Assets Last Run 04 28 2010 14 12 0 Yr 2010 Dist 82 Site 4 28 2010 18 16 Figure 8 50 Selecting the HR Report Job Window from the Tree view Figure 8 51 HR Report Job Selector window 8 50 Copyright O QSS 2011 05 2011 Load Payline Data from Position Control STD PL0400 Report Sample HR Report Job Selector 82 055 DEMO DISTRICT 82 055104515 DBR File Options Help Reports Global Settings Field Selection Disticts Employee Selection Custom Selection Screen Schedule Job Show Reporti Show Jobs Category Figure 8 52 Selecting jobs ID Name Description um Access Update Employee Experience bs pesas est ub Coie osbcseprtamede foe je 503 9945 UpdetePER PAYDataFromEmployee PrmePostr PER No 505 55 _ Reset Deduction Accumulators DED sos _ voscost_ copyPayines pwo vs Figure 8 53 Selecting a job Schedule Job Reports Global Settings Field Selection Districts Employee Selection Job PLO400ST Load Payline Data
533. tes Current STRS employee rate STRS employer rate STRS reduced workload employer rate 12 4300 r STRS Employer Rates Historical Fiscal Employer Employer Fiscal Employer Employer Fiscal Employer Employer Year Rate Rw Rate Year Rate Rw Rate Year Rate Rw Rate B J NS J i NM J 3 EI i oy OO Eo Jj F B NS NM Bj f mo S NU JI uw j B Yr 2009 Dist 26 Site 1 4 27 2009 8 35 23 Figure 7 54 STRS California TTO9 Window 05 2011 Copyright QSS 2011 7 59 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7 60 Creating New Payroll Names When to Use Define Payroll Name PAYNAM Payroll Names are required for payroll processing The launch screen for Request Payroll Pre list Reports PAYSUB requires a Payroll Name to print a payroll pre list Also the payroll production job requires a Payroll Name A Payroll Name links two master files defined with Update Per Pay Master Files PP0010 Pay Schedules Schedules of starting dates ending dates and pay dates for each pay period in a fiscal year Pay Codes Codes that group employees into categories like certificated staff classified staff and substitute teachers A Payroll Name identifies which pay codes and pay schedules are to be processed on a payroll Each fiscal year has its own set of Payroll Names and pay schedules NOTE A Pay Name may include a
534. th The instructions for this master file describes both methods so you can decide which one is best for you Once a method is chosen your system administrator sets up the district options for payroll computation to specify which one your district is using Both Vol Ded Frequencies and Deduction Schedules are county controlled in other Words every district uses the same codes Therefore only one set of codes need be defined regardless of how many districts there are However each district can use only the codes that are linked to it Only those with county access can add change or delete codes However those with district access can inspect codes or request a report Voluntary Deduction Frequencies Voluntary deduction frequencies are used by the Payroll System to determine when vol deds voluntary deductions are taken This is the simpler of the two methods It allows you to specify that a deduction be taken on every payroll both regular and supplemental or on specified regular payrolls Since voluntary deduction frequencies are not tied to a specific fiscal year you can define them once and use the same codes for many years Deduction Schedules Deduction schedules allow you more control than voluntary deduction frequencies but they are more difficult to set up As with voluntary deduction frequencies deduction schedules allow you to specify the payroll periods on which to take deductions However you can define deduction sched
535. the other half in August REMINDER For a county office the decision to use automatic deferred deductions applies to all districts for whom you process payroll It is either available at all districts or it is not available to anyone Copyright O QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions Setting Up Automatic Deferred Deductions This heading describes the steps in implementing automatic deferred deductions Step 1 Set Up Voluntary Deductions Step 2 Enable Automatic Deferred Payrolls Step 3 Set Up Pay Schedules Step 4 Set Up Pay Names Step 5 Set Up W4 Screen Step 6 Assign Pay Lines to Pay Schedule for Automatic Deferred Deductions Step 7 Set Up Voluntary Deductions for Health Benefits 99 9 9 9 9 Step 1 Set Up Voluntary Deductions Purpose This step describes how to define the Voluntary Deductions for deducting net pay and refunding net pay Create one Voluntary Deduction that is used only for deducting net pay and another that is used only for refunding net pay Setting Up Voluntary Deductions 1 Define the Voluntary Deduction for deducting net pay during the year This is the Def Pay deduction for the Pay Schedule in the next step 2 Define the Voluntary Deduction for refunding net pay during the summer This is the Payback deduction for the Pay Schedule in the next step Use Update Voluntary Deduction Master File VDUPDT to create these Voluntary Deductions You can give them any numb
536. ting report looks like this 07 QSS DEMONSTRATION DISTRICT BUDGET CONTROL STATUS REPORT J4857 0100 H 00 01 04 19 Y2 1 SANPLE REPORT FOR ALL DISTRICTS FISCAL YEAR Y2 Control Approval Revision Revision BDE gt GL Opr BDE gt GL Actuals District Status Date ID Date ID Counter Working ID Counter Rolled 4 PREFECT QUATRE T 07 01 20Y2 JMzT7 06 30 20Y2 JMT7 6 07 01 20Y2 DY 2 09 19 20 2 6 PREFECT SIX T 07 01 20Y2 JMT7 05 08 20Y2 JMT7 8 07 01 20Y2 KMA6 4 09 18 20 2 7 PREFECT SEPT T 06 30 20Y2 smgr 06 30 20Y2 MGR 8 07 01 20Y2 JD 2 04 01 20Y2 3 26 Copyright QSS 2011 05 2011 Setting Up Budget Control Record BOUPDT Traditional Screens Traditional Screens This heading illustrates the screens for adding a budget control record with the traditional software For more details see Chapter 6 of the QSS OASIS Core Financial Manual Figure 3 36 illustrates the option screen for Maintain Budget Operations Control Record BOUPDT District 07 Maintain Budget Operations Control Record ass OASIS Option Enter H for help Fiscal Year ey Start Start Return over over to menu Figure 3 36 Option Screen for Maintain Budget Operations Control Record BOUPDT Figure 3 37 illustrates the screen for adding a new record after you type an Option of A then press lt ENTER gt 05 2011 Copyright QSS 2011 3 27 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core
537. tion records for the same Voluntary Deduction for health insurance For the employer paid amount the district sets up a Voluntary Deduction for 350 a month This deduction has a Vol Ded Frequency Code or Deduction Schedule so that the deduction is taken on 12 months from July through June pay periods 1 through 12 The Pay Schedule is set up so that employer paid benefits are taken in July through August pay periods 1 and 2 For those months the deferred flag is B for benefit only payrolls For September through June pay periods 3 through 12 the deferred flag is N normal which means that both employee and employer paid deductions are taken For employee paid amount the district sets up a Voluntary Deduction with an employee paid amount of 180 a month or one tenth of the annual employee paid cost The district must deduct this cost over 10 months because teachers earn their pay over 10 months This deduction has a Vol Ded Frequency or Deduction Schedule that takes the employee paid part over September through June pay periods 3 through 12 The Pay Schedule is set up so that employee paid deductions are taken only during September through June pay periods 3 through 12 Employees do not have any earnings during pay periods 1 through 2 and 13 through 14 therefore there is no gross pay from which to take deductions Both deductions use the same Voluntary Deduction number However there must be two different lines on
538. tion Control when you run PL0402 Load Payroll Data From Position Control you create or update Pay Lines on the PR Screen from position assignments on the EA Screen The bonus amounts calculated for the PB Bonus Codes on the EA Screen are mapped to the Pay Line PR Screen in Payroll where they are shown as pay lines for Payroll Bonus Codes Note 0402 is only used if you are using both Enhanced Position Control and Enhanced Payroll which supports bonus codes on the PR PX screen Relationship Between PB Codes and BC Codes This topic could be the subject of a full day training session so it is not possible to explain it thoroughly here A brief explanation follows PB Codes are used for bonuses on the Employee Assignment EA Screen in the Enhanced Position Control System PB Codes may involve complex calculations and or have multiple values BC Codes are used for bonuses on the PR Screen in the Enhanced Payroll System BC Codes are always simple one to one codes One code has one value or one amount entered manually Copyright O QSS 2011 7 29 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System When you run PL0402 to load Position Control bonuses to Payroll PB Code values are mapped to BC Codes on the Payline PR Screen of PP0002 Every PB Code must have at least one corresponding BC code to receive the amounts mapped by PL0402 In some cases a PB Code may have many values suc
539. tion Window on the PR Screen E Deductions 07 QSS UNIFIED SCHOOL DISTRICT QSS OASIS File Options Window i 2 Inspect t Update f close lt g Bo switch to Comments AllPosns Prime Posn Deductions Pay Lines thangeMode J DEAM 04 13 2010 17 22 01 Ln DS Code Plan Employee Employer T RL B S vb Minimum Maximum Balance Limit Date 1000 DUES CONTRIBUTIDNS MEMBERSHIPS 150 000 000 000 75000 750 00 5336 e 3 FOUNDATION HEALTH PLAN 17500 m 1 000 000 000 0 00 5135 3 12 DELTA DENTAL 000 6800 1 000 0 00 0 00 Total Employee Deductions 175 00 Total Employer Deductions 650 00 Yr 2010 Dist 07 Site 1 4 13 2010 17 21 Figure 7 97 Pay Deduction form for QCC 05 2011 Copyright QSS 2011 7 1 4 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System 7 1 42 Copyright O QSS 2011 05 2011 05 2011 Chapter 8 Tasks Related to Position Control and Personnel Overview This chapter covers the following procedures TASK PAGE Work Calendars 8 3 Benefit Definitions 8 13 Salary Schedules 8 18 Authorized Position Employee Assignment Rollover Window 8 30 Recalculate Employee Position Projection Values PCT900 8 40 Calculate Salary Update Employee Positions PAF300 PAF302 and PAF305 8 45 Load Payline Data from Position Control STD PL0400 8 48 Load Payline Data from Position Control ENH PL0402 8 56 Update Emplo
540. tions Prev a F5 When changing or inspecting display the previous Record detail line in the dialog box Options Next F6 When changing or inspecting display the next Record detail line in the dialog box Post Receipts AR RR ARS020 21 Tab Y2 Accrual and Current Year Receivables The Post Receipts AR RR 5020 21 tab allows you to post receipts to the fol lowing types of receivables that were set up on the Setup Receivables AR XR ARSO10 11 tab Searching for and Displaying Receivables Filter Receivable Type v Accrual AR Set up in FY 2007 Current Year XR Years back to include Via Reserve Revenue Fd Bdr Sch Resc Y Goal Func Objt Type Receivable Number Account Bon nmm mmm Date _ _ v EA Rev Object Reference S E L Description d ince Audit ID Figure 5 14 Selection criteria for receivables to display in the grid Date 07 01 2007 07 15 2007 Receivable Number 1000550 05 2010 Copyright QSS 2010 QSS OASIS Fiscal Year Transition Training Notes 5 12 The Filters area allows you to select the receivables for which to post or look up receipts After you press F3 to search the grid displays the receivables that match the selections in the Filters area Filter Receivable Type Receivable Number Date Reference Description Amount
541. tirement Opening the HR California Retirement Window QSS ControlCenter 82 QSS DEMO DISTRICT 82 055 0 E File View District Year Go Messages Window Help B Go Print Manager Job Menu Utilities H I France H Fixed Assets Stores H E w2 1099 Eg Human Resources Payroll 2 S Employee Maintenance Absence Tracking EH HR Reporting and Downloading Figure 9 1 Opening the HR California Retirement window from the tree view u HR California Retirement File Options Window Help pr Search 3 Ae uuWud Retirement Data Information Manage Monthly Contributions Other History Reports Er H MR87 Processing Figure 9 2 End of year processing jobs on the HR California Retirement window 9 2 Copyright QSS 2011 05 2011 Rolling Over Year End Employee Control Data RCA740 Purpose Rolling Over Year End Employee Control Data RCA740 Purpose The Year End Retirement Control Data Rollover RCA740 window copies the information on the Control Information Screen from one fiscal year to the next Employee Retirement Maintenance RCA002 maintains this screen The retirement membership records are linked to the fiscal year By default the rollover copies these records for all employees in the county However the launch screen provides the option of choosing only one district or certain retirement systems use Checking Database Capacities Before using the Yea
542. tirement PC Retirement CC RFU Flag 09 RFU Flag 10 Yr 2003 Dist 12 Site 1 4 25 2007 10 30AM Figure 7 23 Add Bonus Code Values 7 28 Copyright QSS 2011 05 2011 Creating New Position Control Bonus PB Codes PP0010 Introduction 05 2011 Creating New Position Control Bonus PB Codes PP0010 Introduction Position Control Bonus Codes are used to assign bonuses to employees on the Employee Assignment EA Screen of Employee Maintenance PP0002 You can create customized bonus codes suited for your district and assign up to 20 of them to each employee position assignment on the EA Screen Position Control Bonuses can be defined for a Fixed dollar amount or percentage of Base Pay specified on the PB Bonus Codes Screen Dollar amount or percentage that can be manually entered on the EA Screen Longevity bonus based on a Salary Schedule Longevity bonus based on a table defined on the PB Bonus Codes Screen Degree type bonus based on a Salary Schedule Degree type bonus based on a table defined on the PB Bonus Codes Screen Per diem days specified on the PB Bonus Codes Screen Per diem days manually entered on the EA Screen The EA Screen is a major feature of the Enhanced Position Control System which replaces the standard Version H Position Assignment PO Screen The main advantage of the EA Screen is the increased capacity and flexibility for entering bonuses If you drive Payroll from Posi
543. tock ERROR Not enough stock on hand no update WARNING Negative stock on hand ERROR Not enough funds available no update WARNING Not enough funds available ERROR Not enough room in database no update Copyright QSS 2011 Chapter 6 Tasks Related to Stores System BI1200 H 00 01 11 13 01 PAGE FISCAL YEAR BI1200 H 00 01 11 13 01 PAGE FISCAL YEAR PRELIST DESCRIPTION PEN EX FINE HARD PT BLK BOOK CLASS RECORD 6 7 WK PEN HIGHLIGHTER FL ORANG BOOK CLASS RECORD 6 7 WK PEN HIGHLIGHTER FL ORANG BOOK CLASS RECORD 6 7 WK PAPER CONST 9X12 ASSORT BI1200 H 00 01 11 13 01 PAGE FISCAL YEAR 0 PRELIST COST DESCRIPTION 05 2011 Resynchronizing Stores Counters RC1100 Resynchronize Stores Counter Screen Resynchronizing Stores Counters RC1100 Use this program to resynchronize stock counters after you have rolled stock balances from Y1 to Y2 for year end processing The From Date field should contain the date you ran Fiscal Year Maintenance STRYRE the first time to create new master file records so that all transactions for Y2 will be included Resynchronize Stores Counter Screen Figure 6 12 illustrates the Resynchronize Stores Counter Screen District 65 Resynchronize Stores Counters SS 0RSIS Harehouse 00 Fiscal Year Yi Harehouse I Fiscal Year Report Title Stock number From Date To Date Resynchronize counters for 1 Adjustments Cancelled Iss
544. transaction that you have selected in the grid The only transactions that you can delete are those that are not paid have no holds and belong to a batch that you have access to Options Clear 3 Ctrl F 1 Clear the selection criteria in the Search F3 panel Thus you Selection 7 can start with a blank slate and define a new set of search criteria Options Report p Ctrl R Open a Job Menu window that lists only the reports for the pum transactions on this window For a complete list of financial reports select the Financial Reports Processes command from the QCC menu Options Select For EP and CL transactions select the fiscal year to use for Fiscal Year on setting up transactions and posting payments For all other Alt D transactions this command is disabled because they are always in the current fiscal year Options Select none Alt T Highlight the transaction type in the tree view You can press the Invoice Type UP ARROW and DOWN ARROW keys to select another transaction type The Search F3 panel and Search Results clear whenever you select a new transaction type Options Select none Alt S Move the cursor to the first box in the Search F3 panel You Search Panel can fill in new search criteria and search for transactions Options Select none Alt R Move the cursor to the first row of the grid in the Search Results Search Results area Options Print g F11 Print a copy of the Accounts Payable window window to the
545. ts Inc 01 000 000 0000 0 0000 0000 4310 0000 129 Home Depot 01 000 000 0000 0 0000 0000 4300 0000 Report total 05 2011 Copyright QSS 2011 4 3 1 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable In this report sample the EP Num is blank because the report is run in Prelist mode Numbers are assigned when you run the report in Update mode Traditional Screen In the traditional software the launch screen for the PO to Liabilities Report 520 is Request PO to Liabilities Report Update For details see Chapter 10 of the QSS OASIS Accounts Payable Purchasing Manual District 07 Request PO to Liabilities Report Update 055 0 515 Year Yi Report title MEE Select payments entered by user ME Leave blank for all users Update f N Produce report only V Update L payments with date paid create Liabilities and produce report PF YSUB H 00 00 compiled 09 11 97 Option 02 User YOO Launch Return Report to menu Figure 4 30 Request PO to Liabilities Report Update Screen 4 32 Copyright QSS 2011 05 2011 Step 5 Closing Out and Liquidating Open Purchase Orders PCL920 Purpose Step 5 Closing Out and Liquidating Open Purchase Orders PCL920 Purpose The Close Out Open Purchase Orders PCL920 window closes out all POs for Y1 with a remaining balance This process creates a PO Disencumbrance Report PCL920 that list the encumbrances re
546. tus Ctr S Odometer Maintenance Ctril O Exit Ctrl F4 Figure 5 52 Odometer Maintenance on the File Pull down Menu The Odometer Maintenance Window will be displayed Figure 5 53 P gt Odometer Maintenance District Number 07 Fiscal Year 05 Odometer Key RCPT X Odometer Value 050001 Delete Odometer Figure 5 53 Odometer Maintenance Window 5 56 Copyright QSS 2010 05 2010 05 2011 Chapter 6 Tasks Related to stores System Overview This chapter covers the following procedures with their options main procedures are in bold type options are indented TASK PAGE Defining Fiscal Year Control Master File FCUPDT 6 5 Running Fiscal Year Maintenance Program STRYRE 6 11 Running Back Issue Resolution BIUPDT 6 13 Canceling Outstanding Back Issues 6 14 Resynchronizing Stores Counters RC1100 6 17 Setting Stores Odometers 6 20 Changing Sales Tax Rate Differentials 6 21 Copyright QSS 2011 6 1 QSS OASIS Fiscal Year Transition Training Notes Step by Step Treatment of Stores The goal of this procedure is to roll the ending balances to the new fiscal year Two requirements must be met for this to happen The new fiscal year must be opened The old fiscal year must be closed However other things must happen before and after each of these events The follow ing checklist includes both software related and non software related steps Follow these steps in order 1 Define
547. u use the Accounts Payable Current Liabilities CL window to make payments against the estimated payables created on the Accounts Payable Setup Up Payables EP window during Y1 t amp Checking Database Capacities 4 40 Before entering any liability transactions PCLO10 make sure that the EST PAYABLES dataset in the GLDSYS database has adequate room In most cases doing so requires that you get help from data processing or your system administrator Creating and Maintaining Estimated Payables The security profile for your QCC user ID may not allow you to do all of these tasks For example you may be able to inspect and change estimated payables but not add or delete them The menu commands and icons for tasks that you cannot do appear dimmed Selecting the Correct Fiscal Year Estimated payables are liabilities for pay vouchers and travel claims incurred in the current fiscal year Y 1 that will not be paid until the next fiscal year Y2 For example it is the end of FY 2009 and you have some pay vouchers for that year that will not be paid until FY 2010 Select FY 2009 from the list of fiscal years to create liabilities for FY 2009 In FY 2010 you will be using payables payment CL transactions to pay these liabilities Accounts Payable Set Up Payables EP When setting up payables select the fiscal year in File Options Window which pay vouchers and ip di X gt a J H claims were c
548. ual Process ABT400 report that is a proof list of accrual transactions Report and update mode to accrue leave and an Accrual Process ABT400 report that provides a record of the updates Leave accrual is a batch process that posts leave earned during a month The employee s Leave Group and its Accrual Rules govern how much leave an employee earns Those rules also determine the months in which employees accrue leave as well as how to pro rate leave for employees who work less than full time Leave accrual creates an absence log entry every time leave is accrued which can be viewed on the HR Absence Tracking window The Leave Group Master File determines which Absence Reason Codes the Accrual Process ABT400 report uses The process computes leave earned according to the Accrual Rules and uses the designated Absence Reason Code to post the accrual transactions for each leave category in the employee s Leave Group Checking Database Capacities on the HP e3000 Server 10 14 These instructions apply only to the HP e3000 server The IMAGE database has fixed capacities for each dataset For sites using the Linux server the tables in the SQL database expand to hold any additional records needed to record absences Before accruing leave on the HP e3000 verify that the database can hold all the new absence log records In most cases doing so requires that you get help from data processing The database should have enough free space for two
549. ual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report Department 0056 Information Services Inv No Inv Date No Rcv No Receipt Number Rcpt Date Customer 000233 06 25 2000 000106 Joe s Construction Co Ed Sch Resc Y Goal Func Objt Type Invoice Amount 01 000 000 0000 0 1000 2700 6100 0030 1 920 90 01 000 000 0000 0 1000 2700 6100 0030 2 112 99 2 112 01 000 000 0000 0 1000 2700 6100 0030 2 305 08 2 305 01 000 000 0000 0 1000 2700 6100 0030 2 497 17 E 2 497 01 000 000 0000 0 1000 2700 6100 0030 2 689 26 2 689 01 000 000 0000 0 1000 2700 6100 0030 2 881 35 z 2 881 01 000 000 0000 0 1000 2700 6100 0030 4 802 25 4 802 Invoice Total 19 209 00 19 209 000236 06 30 2000 000106 Joe s Construction Co Fd Sch Resc Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 1000 2700 6100 0030 275 00 8 275 00 Invoice Total 275 00 275 00 000237 06 30 2000 000106 Joe s Construction Co Ed Bdr Sch Resc Y Goal Func Objt Type Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 1000 2700 6100 0030 300 00 2 300 00 Invoice Total 300 00 300 00 000238 06 30 2000 000106 Joe s Construction Co Ed Bdr Sch Resc Y Goal Func Objt Iype Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 1000 2700 6100 0030 305 00 i 305 00 Invoice Total 305 00 505 00 000242 06 30 2000 000106 Joe s Construction Co Bdr Sch Resc
550. ues Credits Issues Back Issues Orders Back Orders Receipts Report Option Report Only Update and Report Detail and Totals Totals onl Select Select Help Return Start Save Launch Return Report Preset To Prog Over Preset Job To Figure 6 12 Resynchronize Stores Counters Launch Screen Report type 05 2011 Copyright QSS 2011 6 1 7 QSS OASIS Fiscal Year Transition Training Notes Chapter 6 Tasks Related to Stores System Sample Resynchronize Stores Counters Report 1100 This is the cover page of the Resynchronize Counters Report 65 QSS UNIFIED SCHOOL DISTRICT J161 RC1100 H 00 00 01 14 02 PAGE 0 RESYNCHRONIZE COUNTERS REPORT WAREHOUSE NUMBER 00 07 01 2001 TO 07 14 2001 FISCAL YEAR 02 Stock Number 11 From date 07 01 2000 To date 07 14 2000 Process Adjustments Y Process Cancelled Issues Y Process Credits Y Process Issues Y Process Back Issues Y Process Orders Y Process Back Orders Y Process Receipts Y Report option Report only Report type Details and totals 6 1 8 Copyright QSS 2011 05 2011 Resynchronizing Stores Counters RC1100 Sample Resynchronize Stores Counters Report RC1100 This page shows the details for a stock item 65 QSS UNIFIED SCHOOL DISTRICT J161 RC1100 H 00 00 01 14 02 PAGE RESYNCHRONIZE COUNTERS REPORT WAREHOUSE NUMBER 00 07 01 2001 TO 07 14 2001 FISCAL YEAR STOCK 000002 GRAPHITE PENCILS WITH ERASER
551. ues placed by districts that cannot be filled by running Back Copyright O QSS 2011 Chapter 6 Tasks Related to Stores System 05 2011 Step by Step Treatment of Stores 05 2011 Issues Resolution BIUPDT Do this by selecting option 3 Cancel Outstanding Back Issues on the Stores Back Issue Resolution Screen NOTE Orders and issues in Y1 cannot be rolled to Y2 7 Perform a physical inventory of the warehouse and make any necessary adjust ments to stock items Use the Stores Adjustment Update SAUPDT program and the Stock Physical Inventory Report SK 1205 as described in the QSS OASIS Stores Manual WARNING Do not do the following steps until after you have resolved all transactions for Y1 8 Return to the Fiscal Year Control Master File FCUPDT and type C in the Fiscal year status field to close Y1 9 Return to Fiscal Year Maintenance STRYRE and roll ending balances to the new year To do this Type N in the Generate new FY records field 2 in the Process Stock Balances field NOTE Be sure to save the STDLIST produced by this step The information it contains would be helpful in troubleshooting any problems occurring with the rollover 10 Run the Resynchronize Stores Counter Report RC1100 This report will repost all stock counters The From Date field should contain the initial date in Y2 that is the date you ran Fiscal Year Maintenance the first time to create new master file recor
552. ule Increase Only when copy 11 Window 1 Increase type D Dollar P Percentage Yr Barg uni t Yr Barg unit Fron To Projection Fron To Projection 27i 0 0000 3 mY f Window 2 B H H H i ecooo anm HENCE MEME ee LUNG SO Start Back Update Return Over Up Verify to Menu Figure 8 31 Copy Schedule Model Screen Copy Rule B District 65 Copy Schedul e Hodel 055 0 515 Year Y1 Copy rule A All B Bargaining unit S Schedule Increase Only when copy 11 Increase type D Dollar P Percentage Yr Schedule Yr Schedule From To Projection From Projection Mi M Window 2 S E E 7 Il E E Start Back Update Return Over Up Verify to Menu Figure 8 32 Copy Schedule Model Screen Copy Rule S To copy Salary Schedules press lt ENTER gt and lt Update Verify gt to check whether you have filled in the screen correctly If there are no errors press lt Update Verify gt again to copy the Salary Schedules Assigning Default Benefits to Model 00 From the Option screen for Salary Schedule Maintenance PP0030 or PP0032 type B Maintain default benefit assignments in the Option field and press ENTER 05 2011 Copyright QSS 2011 8 27 QSS OASIS Fiscal Year Transition Training Notes Chapter 8 Tasks Related to Position Control and Personnel District 65 Salary Schedule Benefit Selection 055 0
553. ules that apply to regular payrolls only supplemental payrolls only or both kinds of payrolls The major difference between the two methods is that deduction schedules require annual maintenance Deductions schedules are tied to a particular fiscal year Therefore you must create a separate set of deduction schedules for each fiscal year In contrast voluntary deduction frequencies are not linked to a year so you can define them once then use the same frequencies year after year Copyright O QSS 2011 Voluntary Deduction Frequencies and Deduction Schedules QSS OASIS Fiscal Year Transition Training Notes Chapter 7 Tasks Related to Payroll System Getting to the Deduction Schedules Master File This master file is accessed within Update Per Pay Master Files PP0010 from a menu item reading something like Update Personnel Payroll Master Files District Update Per Pay Chart of Codes 055 0 515 File to update for help I PP0010 H 00 04 compiled 10 18 01 Start Help Start Return Over Over to Menu Figure 7 9 Update Per Pay Chart of Codes Screen Option Screen for Master File DS Deduction Schedules Figure 7 10 illustrates the screen for choosing an option for the Deduction Schedule Master File This master file is accessed within Update Per Pay Master Files PP0010 from a menu item reading something like Update Personnel Payroll Master Files 7 1 2 Copyright QSS 2011 05 2011 Creating New Deduction Sche
554. ummary information for ius doct een the receivable that is _ identical to that in the Hisce Number l Description Reference Vendor GLAR Receivables Fd Bdr Sch Rese Y Goal Func Objt Type PO Number Summary and History ETET ee Amount dialog box Rev Object Receipts to date Remaining Post Receipt Line No Receipt Type Post Receipt area for changing partial receipts Amount 1 00 Over Und Amount 0 00 Description Over Und Object 0000 Labell8 Deposit Number Audit Date 2 27 2007 Audit Time 14 35 Audit ID DAO2 Yr 97 Dist 07 Site 0001 8 29 2007 6 09 PM Figure 5 13 GLAR Receipt Detail dialog box for changing partial receipts GLAR Receivables Summary and History Dialog Box EE GLAR Receivable Summary and History 07 QSS DEMONSTRATION DISTRICT 095510455 MBR File Options dO MIF Inspect Receivable Type Date Receivable Number 960409 Description Fevised 95 6 State P Reference Vendor Fd Bdr Sch Rese Y Goal Func Objt Type PO Number Account L Amount 5 764 00 Rev Object Receipts to date Audit Date 10 1 1996 Audit Time 00 00 Audit ID Remaining Date P F Description Amount Recvd D U Amount D U Objt Deposit No Audit Date Audit ID 1 P CK 06 848837 ST OF CALIF 4 655 00 0000 5 2 1997 nsO 2 6 30 1997 P 1 1 00 0000 2 27 2007 DA02 3 6 30 1997 P 2 00 0000
555. unc Objt Type Field Range Field Range Field Range Over Start f2 f3 4 f5 f6 Save and Return Return Figure 4 96 Accounts Selection Screen POCOPY 05 2011 Copyright QSS 2011 4 87 QSS OASIS Fiscal Year Transition Training Notes Chapter 4 Tasks Related to Accounts Payable Dealing with Cross Year AP Warrant Cancellation When you cancel an AP warrant the system may or may not reverse the financial postings depending on how your system is set up AP warrants are cancelled with the WARAPC Cancel AP Warrants program in the Accounts Payable Purchasing System There are menu options and security parameters that control how the WARAPC handles cross year cancellations Your system administrator can set up the system in the following ways Do not allow cross year AP warrant cancellations Allow cross year AP warrant cancellations but do not reverse financial postings You must manually post a cash deposit or cash transfer to bring the money back into the current year Allow cross year AP warrant cancellations and automatically transfer amounts from the previous year to the current year using the previous year s expenditure accounts 4 88 Copyright QSS 2011 05 2011 05 2010 Chapter 5 Tasks Related to Accounts Receivable Overview There are two separate and distinct methods of end of year processing for Accounts Receivable one with invoicing and the other without invoicing These
556. unt class Exclude Field name From range To range Exclude Chapter 13 Tasks Related to WEBTools The ID number of the group is displayed If you are viewing an existing group the name of the selected group is displayed If you are defining a new group type in the name that you want for the group If you are viewing an existing group the description of the selected group is displayed If you are defining a new group type in the description that you want for the group Type up to 20 budget model numbers to which the group will be allowed access Type in any specific account codes that you want to include or exclude from this group s access You can enter any combi nation of numbers and wildcards but you must fill in this field completely for the filter to work Wildcards include all digits Click to place a checkmark if you want to exclude this account code from the group s access Leave blank to include this account code in the group s access Select an account field from the drop down list Type the lowest number of the range you want to include in or exclude from the group s access Type the highest number of the range you want to include in or exclude from the group s access Click to place a checkmark if you want to exclude this field range from the group s access Leave blank to include this field range in the group s access Copyright QSS 2011 05 2011 Setting Up Accountclass E
557. used for further postings of expenditures or encumbrances For more information See Chapter 3 of the QSS OASIS Core Financial Manual for the QCC version See QSS OASIS Account Summarization Training Notes for the traditional version Copy FY Subtab Copy FY Br Enter fiscal year to copy from Figure 3 86 Copy FY subtab for the Acct Summ Bdgt Blck ACS010 tab The Copy FY subtab copies the account summarization rules on the Acct Summ Rules subtab from one fiscal year to another It does not copy the lockouts and over rides on the Acct Summ Overrides subtab and Maint Account Lockouts subtab 05 2011 Copyright QSS 2011 3 85 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial 7 QSS ControlCenter 07 QSS DEMONSTRATION DISTRICT ABR File View District Year Go Messages Window Help e Print Manager Job Menu Utilities E Finance AR AR XR RR No invoicing AR Invoicing and Billing Management RI RP Budget Development Budget Transfers Settings Summary Rules Ind Cost Rules e Finance Job Menu Figure 3 85 Selecting the Budget Maintenance window from the tree view Traditional Screen For the traditional software select Account Summary and Lockout Maintenance ACS010 from the Menu System District 07 ficcount Summary and Lockout Maintenance 0S8 06818 Year 00 Select Function nnm H 00 03 compiled 07 09 04 13 27 Acct Sum
558. used for packages which are no longer offered by the district A new package assignment would then need to be manually entered on each affected employee s Benefits Management form You can roll over or inactivate either plan years for all employees or you can roll over or inactivate certain bargaining units packages with or without coverage levels or records with the flags Section 125 Primary or COBRA If you want to roll over or inactivate individual employees use an exit date on each employee s Benefits Management form For details see Chapter 4 of the QSS OASIS Benefits Management Manual 1 1 2 Copyright QSS 2010 05 2010 Request Benefits Management Roll Over BM0800 Window Launching the Report Launching the Report File Options Wh OPS Report Selections Report Title SAMPLE FOR DOCUMENTATION Sort by Bargaining Unit X Run Mode Report Only X Update Mode Inactivate Only lt Exit Date 12 31 2009 Update Levels Based on X Bargaining Unit Report Code Benefit Status Package Level Code Select Package Code Select Package Level Code Section 125 xj Primary Cobra X M Flag D Flag All Plans Posted Include Updated Age Levels Only Yr 2010 Dist 65 Site 75 1 31 2010 16 38 Figure 11 1 Report Selections tab for the Request Benefits Management Roll Over BM0800 window Report Samples CAUTION Run this program in Report only run mode
559. uted to create position control records for fiscal year 07 the control file would contain the line CC 07 1001 1000 The mapping control file must be an 80 byte text file named PPO800 DATA QSSUSER where 1s the district number See sample PPO800 DATA QSSUSER control file on the next page Copyright QSS 2011 05 2011 Authorized Position Employee Assignment Rollover Window 05 2011 Optional Work Calendar Mapping The following illustrates a sample PPO800 DATA QSSUSER control file It contains self documentation about how it works PP0800 Control File used to control work calendar mapping in column 1 is used for comments This is a sample PP0800 Control File Edit it to fit your needs and keep as an 80 byte ascii file with the file name PP0800 DATA QSSUSER where is your district number In multi district environments each district has their own PP0800 DATA QSSUSER file There are four record formats supported all start in 1 1 MV Define the maximum variance allowed when adjusting an employees PO screen work days If the variance between the employee s PO screen and the work calendar exceeds this value then the employee s PO screen will be set to the work calendar days is the number of days with leading zeros as in 010 There should be only one MV command in the file The last MV command encountered will be acted upon WV Define the number of days that can be in variance b
560. ve a position assignment and for special purpose pay lines such as those for overtime supplemental pay or retroactive payrolls PL0400 is used for Standard Payroll and Standard Position Control as described PL0402 is used for Enhanced Payroll and Enhanced Position Control as described The rollover has two modes Report Only or Update Report Report Only This option allows you to determine the effect of a run without actually creating new pay lines The program creates a Payroll Load Copy Report PL0990 that lists the pay lines that would be created if the process were done in Update Report mode 05 2011 Copyright QSS 2011 7 69 QSS OASIS Fiscal Year Transition Training Notes Before rolling pay lines run the program in Report Only mode Review the Payroll Load Copy Report PL0990 to verify that the rollover includes only the desired pay lines If needed refine the selections on the launch screen and print another report Repeat this process until the report includes only the desired pay lines Update Report The rollover allows you to create new pay lines in the To Year The Payroll Load Copy Report PL0990 lists the new pay lines created in the rollover Each pay line can be rolled only once After a rollover in Update Report mode the source pay lines in the From Year are flagged as rolled These pay lines cannot be rolled a second time If you need to re roll pay lines contact QSS for help Roll Selected Pay Lines t
561. ve cash during the same fiscal year in which the receivable is set up When cash receipts come in post them with the Post Receipts AR RR ARS020 21 tab Filter Receivable Type v Accrual AR to be Received in FY 2008 Via Reserve Revenue Receivable Number Date Reference Description Amount Current Year XR Ag Fd Bdr Sch Resc Y Goal Func Objt Type Account L p2 222 222 2229 2 2979 2929 9929 9729 EN Rev Object Audit Date 7 Mi Ee Audit ID Figure 5 6 Selection criteria for receivables to display in the grid Date 07 01 2007 a 07 15 2007 05 2010 Copyright QSS 2010 5 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable Receivable Number 900550 Amount 100 00 Established Receivables FY 2007 336 1253 Type Number Date Reference Fd Bdr Sch Resc Y Goal Func Objt Type Description AR 370011 4 21 2007 01 210 500 0000 0 8600 0000 8689 1917 1397061708343 AR 370012 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 121 AR 970013 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 130 AR 370014 4 21 2007 01 240 500 0000 0 0000 7570 8650 0256 96761 138 970015 4 21 2007 01 240 500 0000 0 0000 7550 8689 0269 14 97060 402 aan 04007 Figure 5 7 Columns in the receivables grid GLAR Accounts Receivable No Invoicing Box E GLAR Ac
562. voice Total 500 00 0 00 Customer Total 1 000 00 0 00 Department Total 1 000 00 0 00 05 2010 Copyright QSS 2010 250 00 250 00 500 00 1 000 00 1 000 00 1 Sample Year End Processing Reports 5 51 QSS OASIS Fiscal Year Transition Training Notes Chapter 5 Tasks Related to Accounts Receivable 07 QSS UNIFIED SCHOOL DISTRICT Open Invoice Accrual Report ACTRCV H 01 11 04 05 2001 Sample Accrual Report Department 0056 Information Services Inv Inv Date E R No Rcv No Receipt Number Rcpt Date Customer 000233 06 25 2000 000248 000108 000106 Joe s Construction Co Ed Bdr Sch Resc Y Goal Func Objt Invoice Amount i 01 000 000 0000 0 1000 2700 6100 0030 1 920 n 01 000 000 0000 0 1000 2700 6100 0030 2 112 T 2 112 01 000 000 0000 0 1000 2700 6100 0030 2 505 2 305 01 000 000 0000 0 1000 2700 6100 0030 2 497 2 497 01 000 000 0000 0 1000 2700 6100 0030 2 689 2 689 01 000 000 0000 0 1000 2700 6100 0030 2 881 amp 2 881 01 000 000 0000 0 1000 2700 6100 0030 4 802 4 802 Invoice Total 19 209 gt 19 209 000236 06 30 2000 000249 000109 000106 Joe s Construction Invoice Total 275 00 275 00 000237 06 30 2000 000250 000110 000106 Joe s Construction Co Ed Sch Resc Y Goal Func Objt Invoice Amount Received Amount Accrual Balance 01 000 000 0000 0 1000 2700 6100 0030 300 00 300 00 Invoice Total 300 00 300 00 000238 06 30 2000 000
563. was when you first accessed it Any changes you have made to the screen are undone Click Update to save your changes Click Option Screen to return to the User Options screen without saving any changes Click Log Off to return to the Login screen without saving any changes Click Help to view the online help file for the screen Copyright O QSS 2011 1 3 9 QSS OASIS Fiscal Year Transition Training Notes Chapter 13 Tasks Related to WEBTools 1 3 1 0 Copyright QSS 2011 05 2011 Setting Up Accountclass Entry Groups Module Navigation Setting Up Accountclass Entry Groups A set of two screens makes up the Accountclass Entry Group module of QSS OASIS WEBTools Module Navigation To access this pair of screens click Acct class Entry Group Setup on the User Options screen Accountclass View Group Setup Accountclass View Group List AVGRPLST Continue or Group Group name Accountclass View Group Update AVGRPSHW Figure 13 4 Accountclass Entry Group Setup Navigation Chart Purpose This pair of screens allows you to set or modify permissions for groups of users who will be able to write to or make entries to various accounts in the Budget Develop ment module Individual users can then be assigned to one or more of these groups on the User Update screen USERSHOW See the Financial chapter in the WEBTools User Manual for details The first screen Accountclass Entry Group Li
564. y Sch gt It allows you to select the Pay Schedules for summer pay via automatic deferred deductions 7 1 08 Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions You can specify the fiscal year for each Pay Schedule which allows you to use a schedule from the prior FY 05 2011 District 90 Define Payroll Q887 0A8 I8 Option H for help Fiscal year Payroll name Pay Codes Page 1 of 4 MR RR NOR VR ARR Start Prev Previous Next Update Return Over Screen Page Page Data to Menu Figure 7 81 Pay Name for automatic deferred deductions 2 of 2 Description Py Sch E1 0REM For each deferred Pay Schedule the screen requires that you specify a fiscal year in the Year field Thus you can use Pay Schedules from a prior fiscal year for reimbursing net pay In this example the EOM Pay Name is for FY 06 However the ELOREM Pay Schedule for summer pay is attached to FY 05 If you type 05 in the FY field you can use this Pay Schedule from FY 05 during FY 06 In the ELILOREM Pay Schedule the dates paid for the R refund payrolls are July 31 2005 pay period 13 and August 29 2005 pay period 14 both of which fall within FY 06 Thus you can use the EIOREM Pay Schedule from FY 05 for refunding net pay during FY 06 If you run a payroll with a date paid of July 31 2005 the Enhanced Payroll System uses payroll number 13 to refun
565. y test 01 02 02 299 299 9922 9 9999 99929999 9995 If you have questions contact Harrison Ford 650 372 0200x614 Copyright 1997 2002 Quintessential School Systems Date 10 04 2002 Time 08 56 45 Page Id 8 Bytes 37566 File aegrplst Files 510 How much time to build this page Minutes 000 Seconds 00 86 Version WL0001 0 02 04 comp 10 03 02 15 06 P 115 T 085645 Figure 13 5 Accountclass Entry Group List AEGRPLST Selecting a Group ID to Add Change or Delete To select a group ID to change Ifthe group ID showing in the ID Name drop down list is the same one you want to change click Continue to access the second screen and make the changes 1 3 1 2 Copyright QSS 2011 05 2011 Setting Up Accountclass Entry Groups Accountclass Entry Group List AEGRPLST If you want to change a different group ID click the group name in the Group field to access the second screen and make the changes To add a new group ID 1 In the ID Name drop down list select a number with no name beside it 2 Click Continue to add a new group profile on the Group Update screen To delete a group ID 1 Click to select the group ID to delete from the Group field 2 On the second screen delete all the information about that group including name description and all permissions 3 Click Update to delete the group ID Fields on This Screen ID Name Select an ID and name from the drop
566. y the PAY3xx series by setting all other PAYxxx programs to No or zero for example gt ISETJCW PAY004 ISETJCW PAY347 ISETJCW PAY370 SETJCW PAY440 oleje o Save this file as PAYUPDHW JCL Run PAY310 PAY320 PAY330 and PAY340 to post health and welfare bene fits PAY320 may not be part of the standard update job stream but it should be part of the report job stream named PAYRPTST JCL You can copy it from there to the standard update job stream NOTE Talk to your QSS account manager if you intend to do this type of liability posting Copyright QSS 2011 05 2011 Summer Pay Payroll Classic Deferred Pay Example 4 Summer Deferred Payroll with Labor Charges Charged to Y1 and All Employer Paid Benefits Paid in Y2 Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Cash labor CR X Employer paid non health and welfare benefits DR X Employer paid health and welfare benefits DR X Cash all benefits CR X a If this example applies to your site contact your account manager for detailed instructions Example 5 Summer Deferred Payroll with Labor Charges and Non Health and Welfare Benefits Paid in Y1 amp Employer Paid Health and Welfare Paid in Y2 Item Account Charged Year Charged Y1 Y2 Period end date X Date paid X Labor DR X Cash labor CR X Employer paid non health and welfare benefits DR X
567. yable Set Up Payables EP Window These instructions tell how to use the Accounts Payable window to select and display estimated payables They focus on the following areas The Search F3 panel that allows you to fill in selection criteria The Search Results grid that displays the matching transactions Search F3 Panel The Search F3 panel allows you to select the estimated payables that display in the Search Results grid After you have filled in the selection criteria click the lt j Search F3 icon to start the search Search Payable tt Range me to Date Entered Range Ee a iv Iam Vendor Range to Date Paid Range mum E _ _ ___ ig Description Audit ID Figure 4 36 Search F3 panel for Estimated Payable EP transactions year selection In the toolbar select the set up year from the year selector 2009 E For example you are setting up pay vouchers and travel claims for FY 2009 that will not be paid until FY 2010 Select FY 2009 when setting up the estimated pay ables Search Results After the search completes the Search Results grid displays the estimated payables that match the search criteria in the Search F3 panel You can sort the grid on any column Click once to sort in ascending order Click again to sort in descending order HINT Right click a row to get a shortcut menu for the transaction Default Column Order returns the
568. year Y1 After 66 70 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Leave base date 07 01 92 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 000 00 0000 NERO WOLF Before 66 70 80 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year 1 After 66 70 80 00 0 00 0 00 0 00 0 00 0 00 0 00 Longevity base date 03 22 90 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 0000 AD Totals VAC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS Before 716 80 612 00 162 00 270 00 3 240 00 0 00 00 0 00 After 636 80 612 00 0 00 0 00 0 00 0 00 00 0 00 1 0 1 0 Copyright QSS 2011 05 2011 Absence Tracking Reset and Balance Forward Process and Report ABT920 Window Understanding the Report 12 QSS DEMONSTRATION DISTRICT RESET AND BALANCE FORWARD PROCESS 3456 ABT920 H 00 01 05 17 PAGE 2 SAMPLE FOR DOCUMENTATION Leave group TE Hours AC SICK PERSONAL BEREAVE IND ACC JURY COMP DOCKS 000 00 0000 LOUISA M ALCOTT Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 09 01 83 FTE 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 1 0000 000 00 0000 CORAZON AQUINO Before 0 00 32 00 24 00 20 00 240 00 0 00 0 00 0 00 Service year Y1 After 0 00 32 00 0 00 0 00 0 00 0 00 0 00 0 00 Hire date 08 11 90 FTE 1 0000 0 5000 0 5000 0 5000 0 5000 1 0000 1 0000 1 0000 000 00 0000 FRED ASTAIRE Before 0 00 64 00 24 00 40 00 480 00 0 00 0 00 0 00 Service year Y1 After 0 00 64 00 0 00 0 00 0 00 0 00 0
569. yee Experience PER680 8 63 Updating Dates in Personnel Text Files 8 67 Copyright QSS 2011 8 1 QSS OASIS Fiscal Year Transition Training Notes You may be using the standard version of Position Control or you may be using the enhanced version The following chart presents a comparison of the standard and the enhanced systems Table 8 1 Standard versus Enhanced Position Control Standard Position Control System Enhanced Position Control System Used with Standard Payroll System See QSS OASIS Payroll Manual Used with Enhanced Payroll System See QSS OASIS Enhanced Payroll Manual DOES NOT use Position Control Bonus Codes PB Master File Uses Position Control Bonus Codes PB Master File DOES NOT use Payroll Bonus Codes BC Master File Uses Payroll Bonus Codes BC Master File Uses PO Screen for Employee Position Assignments Uses EA Screen for Employee Position Assignments Uses standard Salary Schedule Maintenance PP0030 Uses enhanced Salary Schedule Maintenance PP0032 Uses standard Authorized Positions Maintenance PP0020 Uses enhanced Authorized Positions Maintenance PP0022 Uses standard Load Payroll Data From Position Control PL0400 Uses enhanced Load Payroll Data From Position Control PL0402 Uses standard Pay Line PR Screen Uses enhanced Pay Line PR Screen See Enhanced Payroll Manual DOES NOT use PAF300 to update Salary Schedul
570. yee is scheduled to be paid In other words the employee must have a Pay Line that is used on the supplemental payroll Pay on next scheduled payroll Refund the total amount of net pay on the next regular or supplemental payroll on which the employee is scheduled to be paid In other words the employee must have a Pay Line that is used on the regular or supplemental payroll 7 114 Always pay Refund the total amount of net pay on the next regular or supplemental payroll that you run regardless of whether the has a Pay Line that is scheduled for the payroll The employee always receives a full refund of net pay on the next payroll For terminated employees change the DPO to XA This flag ensures that the final warrant includes a full refund of any net pay Copyright QSS 2011 05 2011 Summer Pay Payroll Automatic Deferred Deductions Summer Pay on the Payroll Audit Prelist PAY 510 Payroll Audit Prelist PAY 510 is one of the reports that you launch with Request Payroll Pre List Reports PAYSUB This report is a proof list that allows you to identify the employees who will be paid on the next payroll You can use this report to identify and correct inaccuracies before cutting the warrants and APD stubs The report has unique characteristics for refunding net pay There is no Pay Line for the refund For summer pay the teacher has no earnings Instead the summer pay is a refund of money that was deducted from earnings
571. you just entered for the current vendor The following message displays when the system finds a duplicate Duplicate Invoice detected Do you want to add this PO record 2 Invoice unpaid was entered 02 20 09 on PO 090003 FY 09 For 10 00 Figure 4 22 Duplicate invoice message This sample message displayed after saving a payment against PO 090002 It pro vides a warning that the same Invoice Description was already used on PO 090003 Do either of the following Click Yes to save the payment with the duplicate invoice number Click No to return to the Add PO Payment dialog box At this point you can modify the payment and save it again or press F12 to close the payment dialog box without saving the payment By default duplicate invoice checking is turned off For set up instructions see the POPYMT program option in Chapter 2 of the Modules Tasks and User Security for QCC Traditional Screens For the traditional software use Purchase Order Payments POPYMT to set up payment flags at the end of the year For detailed instructions see Chapter 6 of the QSS OASIS Accounts Payable Purchasing Manual 4 24 Copyright O QSS 2011 05 2011 Step 2 Assigning Payment Action Codes Traditional Screens District 07 Purchase Order Payments QSS OASIS Option for help POPYHT H 00 02 compiled 03 24 98 19 30 Option 00 Back to 3 Vendor Help Exit Option Lookup Figure 4 23 Purchase Order Payments Option Screen
572. ys gt twice to move to the third level of function keys on the main Budget Development screen Press lt TFR Beg Bals 2 GL gt Copyright QSS 2011 Chapter 3 Tasks Related to Core Financial 05 2011 Beginning Balances via Budget Development Traditional Screens 05 2011 District 57 TFR Development Beginning Balances to Financial System 55 0ASIS Press F2 for expanded help Source FV u Source Model n Target 8 fict ion 1 4 List of actions to be applied to the accounts selected on the next screen 1 Zero selected general ledger account amounts from target before transfer 2 Zero All general ledger account amounts from target before transfer 3 Delete selected general ledger accounts from target before transfer 3 Delete All general ledger accounts from target before transfer Transfer accounts if amount is zero H V Yes N No 012 H 00 00 compiled 05 16 00 14 42 53 Getsec Y YYYY Start Help Start Cont inue Return Over Over to Main Figure 3 76 Launch Screen for Transfer Development Beginning Balances to General Ledger Copyright QSS 2011 3 73 QSS OASIS Fiscal Year Transition Training Notes Chapter 3 Tasks Related to Core Financial Rolling Working Budget to Approved Revised BGRQST Overview Once the Board has approved the working budget it should be moved to approved and revised Any changes made by the Board prior to rolling to approved revised should

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