CA/GA Integration Tiffanie Bryant Kelly McLendon
Prior Considerations before beginning CA/GA Integration How well has your CA Control File been ma...
Prior Considerations before beginning CA/GA Integration How well has your CA Control File been maintained?
Check your Accounting Distributions. Do you have ancillary services? What Accounts and Itemids do you use for non-electric revenue? Do you use department, project, task?
Prior Considerations GA Control File What will your default values be for the GA Control File?
DATABASE LINKS (Control Options Tab)
Detailed Audit of Billing Control File Tax Tables
Detailed Audit of Billing Control File Districts Tab
Districts Tab Alternate View
Districts Tab Helpful Parameters for Balancing Cash
Separate District/ITEM ID for service districts
Defines Bank account G/L where deposits are taken Can use same District number to go to same G/L, but a separate ITEM ID to distinguish unique deposit amounts
Separate District/ITEM ID for Credit Cards Used by Internet Parm 2 digit (01) System auto assigns this value to those records Can use same District number to go to same G/L, but a separate ITEM ID to distinguish unique deposit amounts
Districts Tab Helpful Parameters for Balancing Cash Separate District/ITEM ID for E-Checks Used by Internet Parm 2(21) New parm to allow a unique G/L and/or ITEM ID for EChecks to identify deposit amounts separately from Credit Card deposits. System auto assigns this value to those records
Separate District/ITEM ID for Bank Drafts This program requires you to enter a district when it is run. This allows you to identify these deposit amounts by G/L and/or ITEM ID
Districts Tab Helpful Parameters for Balancing Cash Separate Cash Register Check Transactions Two-Digit Parameter (48) has been enhanced to provide an option to associate cash register check transactions with a single bank account. This will allow utilities to separate the bank account uses for check deposits from the bank account used for their cash deposits.
RPS Credit Card District Option If you set Internet Parameter (37) equal to a 1 the system will use the GL Number that is assigned to the district number that is set in Internet Parm 2(1).
Miscellaneous Tab
Returned Checks will now have a separate ITEM ID so they will create a unique entry
Detailed Audit of Billing Control File Contracts Tab
Journal Entries for Contracts Bill Type 0 (Loan contracts) Two Sets of Journal Entries occur: 1) When you first setup a contract: Debit is made to Principle Acct=141.00 (Notes Receivable Acct) Credit is made to Principle RAcct=451.00 (Miscellaneous Revenue Acct) 2) As the Amount is billed each month: Debit is made to Accounts Receivable Acct=142.00 Credit is made to Principle Acct=141.00 If you are charging interest on the contract: Credit is made to the interest acct=419.00
Journal Entries for Contracts Bill Type 3 (Contract Minimum) 141.00 – Principal Account 232.25 – Principal Racct (Deferred Revenue) Initial Setup Debit Credit 141.00 100.00 232.25 100.00 Billing 142.10 10.00 440.10 (Based on Revenue Class) 10.00 232.25 10.00 141.00 (This is a reversal of the initial setup.)
10.00
Non-Utility Tabs Enter ALL types of non-utility payments that your utility accepts.
Enter the Description that your cashier’s will see on their cash register screen. Enter the associated Account, ITEM ID (Dept, Project, & Task).
Notice that the first three are hard coded by SEDC. You must also select Active in order for these items to show within the Cash Register.
Will work, once the databases are linked regardless if you have set the integration parameter.
Non-Utility Screen
Cash Register-Non Utility Items
Cash Register-Contribution in Aid
Cash Register-Other Accounts Receivable
Cash Register-Other Accounts Receivable
Cash Register-Vehicle
Cash Register-Non Utility Items
CONFIGURE You will need to log into your hp9000 and enter the command: run pub/cagacfig Two options exist, one to show you a check list and one to show you your setup results. If there are edits: Run again if needed. This program SETS THE PARAMETER FOR CA to GA Integration. (551=1)
Parameter 551 in billing Control File will be set to a 1
Schedule Summarization Job Execute the CA to GA Summarization Batch Program(SUMB) Schedule it to run after midnight and after Billprog has ran. It will summarize the entries from the day before. Job will create all of the summary records that Accounting will use to post entries within a batch. Job will schedule itself to run automatically
CA TO GA SUMMARIZATION (SUMB) INTEGRATION SUMMARIZATION ENTER SELECTION – 1 = ONE TIME 2 = DAILY 2 DO YOU WANT TO POST ENTRIES TO ACCOUNTING? Y/N N SCHEDULING RECURRING PROGRAM RUN TIMES SEND LISTING TO (LP) NUMBER OF COPIES (1) ENTER HOUR - 1-12 02 ENTER MINUTE 0-59 00 ENTER AM OR PM AM ARE THE ABOVE ANSWERS CORRECT? Y/N/E Y PROGRAM SCHEDULED FOR FUTURE TIME 05/27/10 END CA TO GA INTEGRATION SUMMARIZATION 03:45 PM END OF PROGRAM - Press Cancel to return to Programs and Reports.
JE TRANSFER MENU Go into GASYSTEM and Select General Ledger, then go to JE Transfer. You may select all entries, just cash entries, or just revenue entries. Other AR payments have already updated the General Ledger and are shown here for information purposes only. (Other AR, updates immediately)
JE TRANSFER MENU Total Debit and Credit amounts should always match Detailed Entry screen is now available to show how the entries were created from Billing. You can edit Non-Utility Payments from the JE Transfer Screen.
JE TRANSFER MENU
JE TRANSFER MENU Detailed view is available for all summarized entries.
JE TRANSFER MENU Entries can also be exported into Excel
Summarization Reports Summarization Reports will be generated for each type of entry….. ADJDETL BILLHISTDETL CASHDETL CONTDETL
NANSERVADJDETL and NANSERVBILLDETL
Tips for CA/GA Integration Detailed entries can now be viewed in the Voucher Analysis Report.
CA Parameter 455 when set to a 1 will start writing with the Item ID that is associated with the R-Acct not the Acct for Cash Entries.
Tips for Balancing CA/GA Integration The Accounting Distribution on the following batch programs will help balance Accounting entries to the JE Transfer Menu. Cash/Payments-Cash Listing (CSHB) Cash/Payments-Payments from Inquiry-BPP,IVR,RPS-(CCCB)
