COUNTY OF RIVERSIDE OFFICE OF THE AUDITORCONTROLLER Accounts

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COUNTY OF RIVERSIDE OFFICE OF THE AUDITOR-CONTROLLER Accounts Payable (AP) Accrual Reggie Arhin April

COUNTY OF RIVERSIDE OFFICE OF THE AUDITOR-CONTROLLER Accounts Payable (AP) Accrual Reggie Arhin April 21, 2005 1

ACCOUNTS PAYABLE (AP) ACCRUAL OVERVIEW l l l Purpose of AP Accrual How the

ACCOUNTS PAYABLE (AP) ACCRUAL OVERVIEW l l l Purpose of AP Accrual How the process worked in the past Why we are changing the process How the new process will work Questions 1 2

ACCOUNTS PAYABLE (AP) ACCRUAL Purpose of AP Accrual l Expenditure Recognition l Title Transfer/Service

ACCOUNTS PAYABLE (AP) ACCRUAL Purpose of AP Accrual l Expenditure Recognition l Title Transfer/Service Provided 2 3

ACCOUNTS PAYABLE (AP) ACCRUAL How the process worked in previous years System Accruals during

ACCOUNTS PAYABLE (AP) ACCRUAL How the process worked in previous years System Accruals during extended period 12 l Schedule H l Supporting documentation l 3 4

ACCOUNTS PAYABLE (AP) ACCRUAL Why are we changing the process? Assure compliance with GAAP

ACCOUNTS PAYABLE (AP) ACCRUAL Why are we changing the process? Assure compliance with GAAP l Adjust our process to comply with prior year audit findings – System accruals not properly executed – 30% of Vouchers entered in wrong fiscal year – Issues with Schedule H (incomplete, not submitted, or duplicated) l Earlier FYE close (July 31) l Last day to enter vouchers is July 20 l 4 5

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work Departments to process invoices

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work Departments to process invoices as usual – Treat July as if it were a regular month in the fiscal year when entering your voucher. – Input the right invoice date as just presented by Robert Valenson. l ACO will run accrual and reversing entries based on system invoice date. l – Each journal line will be populated in the “Journal Line Description” field with the Business Unit and Voucher ID. Example: ACARC_00014531 5 6

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work (continued) l ACO will

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work (continued) l ACO will notify Department Representatives about accrual details (via email). – Email provides Journal ID for both accrual and accrual reversal journals. – To receive email, please review contact list (in your handouts) and submit additions to: ACOYear. [email protected] riverside. ca. us – Type AP ACCRUAL on the email subject line 6 7

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work (continued) Public Query allows

ACCOUNTS PAYABLE (AP) ACCRUAL How the new process will work (continued) Public Query allows departments to view accrual details l Query Name: RVGL_AP_ACCRUAL_JOURNALS l Run query: – 1 st prompt: Enter journal ID emailed to you by ACO. – 2 nd prompt: Enter Business Unit + %. Use capital letters for business unit. Example: ACARC% l 7 8

ACCOUNTS PAYABLE (AP) ACCRUAL Benefits To Departments l No Schedule H. l No stamping

ACCOUNTS PAYABLE (AP) ACCRUAL Benefits To Departments l No Schedule H. l No stamping or separation of documents for “Old Year” or “New Year”. l You can treat July like any other month of the year. l Saves time! 8 9

ACCOUNTS PAYABLE (AP) ACCRUAL Questions l Email address for further communication: ACOYear. End@co. riverside.

ACCOUNTS PAYABLE (AP) ACCRUAL Questions l Email address for further communication: ACOYear. [email protected] riverside. ca. us Please type AP ACCRUAL on the email subject line. 9 10