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General Information
Department staff should be aware of the following general information related to the FY2015 year-end:
1. Payroll expenditures/expenses will be charged to appropriate fiscal periods in PeopleSoft.
(September 19-30/PP21/FY15)(October 1-2/PP21/FY16).
2. Encumbrances should be reviewed before the end of the year for validity.
A. If the remaining balance is not valid,action should be taken to delete the encumbrance by closing
the PO.
B. All open/active projects must have a cost estimate for goods/services received through the fiscal
year end that have not been paid or invoiced.
C. Please contact Financial Systems Administration(FSA)for assistance regarding Encumbrances.
3. When processing invoice payment for goods or services received, the receiving date must be
entered in BSO. The original packing/receiving slips must be attached to all invoices and
marked with appropriate fiscal year based on the date goods were received. If goods and
services were received in September 2015, enter the date the goods were received in the effective
date. If the goods or services were received prior to September 1, 2015, enter 09/01/2015 as the
effective date. An alert will be sent if the effective date is greater than the received date unless the
effective date is 09/01/2015. Always enter the actual date goods or services were received in the
Received date.
4. THE LAST DAY OF THE FISCAL YEAR, SEPTEMBER 30, 2015, (GENERAL LEDGER
EFFECTIVE DATE) IS DEDICATED FOR AUDIT ADJUSTMENT ACTIVITY ONLY AND
SHOULD NOT BE USED BY DEPARTMENTS FOR ANY PURPOSE. Any transaction enacted
on September 30,2015,should use September 29,2015, as the effective date of the transaction.
5. All invoices for FY2016 will be processed AFTER the books are closed on October 09 and
should not be sent to Accounts Payable before October 10.
6. Invoices paid in FY2015 for goods or services to be delivered after September 30 will be
recorded as prepayments and charged as FY2016 expenditures/expenses. Indication of
prepayment for FY2016 should be marked on the invoices. Scanned invoice copies will be
provided to Accounting by Accounts Payable.
7. Every invoice that is sent to Accounting in October should be marked with 11FY_2015" or
"FY2016"on it(not just the ones received after the month closes for FY2015).
If there are any questions concerning any of the above,please contact Tony Rousseau at 817-392-8338.
cc: City Manager David Cooke
Financial Management Services
Chief Financial Officer
THE CITY OF FORT WORTH*1000 THROCKMORTON STREET*FORT WORTH,TEXAS 76102
(817)392-8500*FAX(817)392-8502
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