SCOE IT - Escape Team

Danielle Boettner, Angie Duplicki, Tracy Lehmann, Kimberly Lingle - Business Systems Support Analysts

SCOE IT/Business Calendar of Events

Escape - Accounts Payable Accruals Year End Setup Workshop (Hybrid)
June 14, 2023 - 9:00am-10:30am Click here to register

SCOE IT is hosting the annual Escape - Accounts Payable Accruals Year End Setup Workshop at SCOE in Redwood C or virtual option. This is for Escape AP Users to review Fiscal Year End processes and understand the difference between Release, Carryover, and Accrual of current year records.

Escape - Accounts Receivable Accruals Year End Setup Workshop (Hybrid)
June 14, 2023 - 11:00am-12:30pm Click here to register

SCOE IT is hosting the annual Escape - Accounts Receivable Accruals Year End Setup Workshop at SCOE in Redwood C or virtual option. This is for Escape AR Users to review Fiscal Year End processes and understand the difference between Release, Carryover, and Accrual of current year records.

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Frontline/Escape Learning Opportunities

Just-In-Time Webinar - Understanding System Basics
June 15, 2023 - 9:00am-10:00 am * Free Click here to register

Explore the basics of ERP CA software including the look of the software, and how to use the Search, List, Forms and Report features.

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Escape Finance

Preparing for Year End Close

As we get closer to the end of the fiscal year, districts should be reviewing requisitions that do not have a status of Complete, Canceled or Denied. All requisitions must be either closed or processed through the year end Closing Activity. More detailed information on the Year End Closing Activity in Escape will be covered at the AP and AR Accruals Year End Setup Workshops on June 14, 2023 (see registration link above).

Review outstanding Vendor Requisitions prior to using the Year End Closing activity.

Go to Finance – Requisition – Vendor Requisitions

Escape HR/Payroll Reports

Pay35 - Purging Employee Files Report

Now is the time to clean up records in Escape and hard copy HR/Payroll files. The Pay35 is a great report to assist with which employee management records need to be ended, and hard copy files archived. The report searches pay detail records for information about when the employee was last paid and still has an open pay cycle in the software.

Go to HR/Payroll - Reports - Payroll - Pay35b

Example: Pull a list of employees who have not been paid since the end of last fiscal year 6/30/22, but still have an open pay cycle record. Use the hard copy report for physical file archiving.

• Ending last paid date: 6/30/2022 {EFY-365}
• Pay Cycle Active On Date: 4/28/2023 {TDY}

Use the hard copy report for physical file archiving.

• Clean up records in the software

Go to HR/Payroll Employee Management

• From the List Tab open each record
  
  • Employment Tab
    
    • Section 6: Update Employee Status to Terminated if not already done so
    • Section 9: Enter Termination Date based on last day of the month of the Last Paid Date field in Section 6

• All other Tabs enter an end date in all records