SCOE IT - Escape Team
Danielle Boettner, Angie Duplicki, Tracy Lehmann, Kimberly Lingle - Business Systems Support Analysts
SCOE IT/Business Calendar of Events
Next Fiscal Year Workshop (Hybrid)
May 18, 2023 - 9:00am-12:00pm
SCOE Business Services and SCOE IT is hosting the annual Next Fiscal Year Workshop at SCOE in TLC Building or virtual option. This is for CBOs and Fiscal users who are working on the Adopted Budget for FY24. No need to register. Keep an eye out for an email from Sarah Lampenfeld for the Zoom link and documentation.
Year End Close Workshop (Hybrid)
June 1, 2023 - 9:00am-12:00pm
SCOE Business Services and SCOE IT is hosting the annual Year End Close Workshop at SCOE in TLC Building or virtual option. This is for CBOs and Fiscal users who will be working on completing the tasks (in a step by step manner) of closing the books for the 2022-23 fiscal year. A clean close of the books will get each LEA ready to prepare the Unaudited Actuals and have a successful audit. No need to register. Keep an eye out for an email from Sarah Lampenfeld for the Zoom link and documentation.
Frontline/Escape Learning Opportunities
Just-In-Time Webinar - Year End Closing Purchasing
May 18, 2023 9:00 - 10:00 am * Free Click here to register
The Purchasing Year End Closing Just in Time focuses on the preparation and procedures necessary for requisition year-end processing, setting up liabilities and receivable, and year-end processing setup.
This is a great prerequisite for SCOE IT’s Escape - Accounts Payable and Account Receivable Accruals Year End Setup Workshops on June 14, 2023.
CASBO Learning Opportunities
If a Sonoma County school district employee attends an eligible workshop their district will be reimbursed for the cost of registration. Districts will pay for the registration upfront and then be reimbursed after proof of attendance has been provided to SCOE. One person per district (unless approved by Greg Medici or Sarah Lampenfeld).
Standardized Account Code Structure Basic - May 11, 2023
Standardized Account Code Structure Advance - May 12, 2023
Prepay Requisition Payments
As the district starts to work on Next Fiscal Year, sometimes there is a need to pay an invoice now for next fiscal year. This often happens for conferences. Prepayments can be made via Direct Payments, or AP Payments. The important thing to note is that for AP payments, the requisition must be created in the next fiscal year 2023-24. The software will create the appropriate journal entries in both fiscal years for you whether you use Direct Payments or AP Payments.
Note: If the Next Fiscal Year does not populate, check the “Next FY” start dates in the Org record.
Example: Conference Deposit for Conference on 7/15/23 paid via Direct Payment
Go to Finance - AP - Enter Direct Payments
- Fiscal Year: 2024
- Enter payment data
- Submit for Approval
When the check is printed, several journals are created. After the County prints checks you can retrieve the check number to review the journal entries.
Go to Finance - Fiscal - Journal Entries
- Enter Check Number
- Blank out Fiscal Year
- Snapshot JE
System generated DR to 9330 (Prepay)/CR 9110 in Base/Current FY2023, and DR Expense Acct/CR 9330 in Next Fiscal Year
Escape HR/Payroll Reports
How is your District reconciling benefits? How is the District collecting the summer portion for 10 and 11 month positions? The Benefit03 Benefit Provider is a great report to use to verify the fiscal year is correct for deductions and contributions.
Go to HR/Payroll - Reports - Benefits - Benefits03 Benefit Provider Reconciliation
Verify Summer Bucket for employees on 10 or 11-Pay. Need to know if the district is set up to pay for prior July, or future June. If the summer bucket does not equal the premium amount, then annualization is not set up for the district and a manual adjustment will need to be entered to balance the summer bucket using the Deduction and Contribution linked to the Benefit Provider record. Send an email to firstname.lastname@example.org to get annualization set up.
Example: District advances July 2022 benefits (hint, it is the same as August premium amount in this example) and collects premiums in subsequent months. Annualization is set up in Escape.