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IO Financial Systems and Reporting
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Email:	antonet.muller@nwu.ac.za

MEMO

To:	FMC

From:	Antonet Müller & Hanlie Venter

Date	1 June 2014

Re:	KFS Month-End

To all concerned

Within the KFS environment, the month-end is not certain processes taking place in a certain order as within Oracle.

The month-end in KFS will follow the same steps as in Oracle but with less “formality” because the modules do not have formal closing down procedures for month-end as in Oracle. Normal day to day transactions will continue. The Accounting Period will be closed after the month-end was completed.

Month-end process / control

Please note:

The Accounting Period cannot be specified for KFS E-docs (Except for the RJV (Journal Voucher E-doc) and the Collector (for uploads)). In order to backdate the RJV is the only E-doc to be used for month-end purposes.

In order to post a transaction in a specific Accounting Period, you need to ensure that it reached FINAL status in that Accounting Period. It needs to be before or on the last day of the Accounting Period so that the batch processes (Nightly, Scrubber and Poster) can post these transactions to GL. A transaction will be pending until the batch processes were executed.

The Journal Voucher (RJV E-doc) depends on the batch processes to post the transactions to GL. Until the batch processes were executed the RJV’s transactions will be visible as pending transactions.

Oracle	KFS
Action	Responsible person(s)	Action	Responsible person(s)
Last day of current month:	Last day of current month:
1	Open next period on the last day of a month	FAV: Antonet Müller FAV: Hanlie Venter	1	Open next period on the last day of a month	FAV: Antonet Müller FAV: Hanlie Venter
2	Send e-mail to month-end group when to finish (5 working days)	FAV: Antonet Müller	2	Send e-mail to month-end group when to finish (5-6 working days)	FAV: Antonet Müller
Day 1 – 5:	Day 1 – 5:
3	Payables (AP)	Frikkie Venter	3	Payables (AP)	Frikkie Venter
4	Purchasing	Riaan Prinsloo	4	Purchasing	Riaan Prinsloo
5	Inventory	Johanna Venter	5	Inventory	Johanna Venter
6	Receivables	Cornelia Pruis Leana Wagner	6	Receivables	Cornelia Pruis Leana Wagner
7	Assets	Frik van Eeden Helein Cato Lizette Williams	7	Assets	Frik van Eeden Helein Cato Lizette Williams
8	Bank Reconciliation	Frikkie Venter	8	Bank Reconciliation	Frikkie Venter
Oracle	KFS
Action	Responsible person(s)	Action	Responsible person(s)
9	IT files: NWU Phone	Ria van Deventer Paul Buys FAV: Carl Minné	9	IT files: NWU Phone (via Collector)	Ria van Deventer Paul Buys FAV: Carl Minné
10	IT files: NWU IT	Ria van Deventer Paul Buys FAV: Carl Minné	10	IT files: NWU IT (via Collector)	Ria van Deventer Paul Buys FAV: Carl Minné
11	Payroll	Petro v Rooyen FAV: Carl Minné	11	Payroll (via Collector)	Petro v Rooyen FAV: Carl Minné
12	Student fees (STF) - Potch, VTC & Mafikeng	Corlia de Beer FAV: Carl Minné	12	Student fees (STF) - Potch, VTC & Mafikeng (via Collector)	Corlia de Beer FAV: Carl Minné
13	Internal Interest - Manual	Mari van Bosch FAV: Tanja Badenhorst	13	Internal Interest – Manual	Mari van Bosch FAV: Tanja Badenhorst
14	Internal Interest - Batch Job	Mari van Bosch FAV: Tanja Badenhorst	14	Internal Interest – Batch Job (via Collector)	Mari van Bosch FAV: Tanja Badenhorst
15	Money Market Journals	Wessel Janse van Rensburg FAV: Tanja Badenhorst	15	Money Market Journals	Wessel Janse van Rensburg FAV: Tanja Badenhorst
16	Cachetpark Journals	Michelle Kroon FAV: Tanja Badenhorst	16	Cachetpark Journals	Michelle Kroon FAV: Tanja Badenhorst
17	Journals	IO	17	Journals ***	IO
18	Journals	Potchefstroom	18	Journals ***	Potchefstroom
19	Journals	Mafikeng	19	Journals ***	Mafikeng
20	Journals	Vaal Triangle	20	Journals ***	Vaal Triangle
21	Budget Journals	IDU	21	Budget Adjustment	IDU

Oracle	KFS
Action	Responsible person(s)	Action	Responsible person(s)
End of Day 5 of month-end:	End of Day 5 of month-end:
22	Check for any unposted journals & follow up	FAV: Antonet Müller	22	Check for any unposted journals (backdated to specific month) & follow up / finalize	FAV: Antonet Müller
23	Check for pending transactions or errors & fix	FAV: Antonet Müller	23	Check for any errors & fix	FAV: Antonet Müller
Day 6 of month-end:	24	IDU allowed to do Budget Adjustments till 16:00	IDU
24	Close period if everything were posted.	FAV: Antonet Müller	25	FAV process Budget Adjustments (status FINAL)	FAV
25	Notify users via e-mail	FAV: Antonet Müller FAV: Danie Walker	26	Normal processing cycle: Nightly, Scrubber & Poster	FAV
Day 6 of month-end:
27	Final check if everything were successfully posted	FAV
28	Close period if everything were posted.	FAV: Antonet Müller
29	Notify users via e-mail	FAV: Antonet Müller FAV: Danie Walker

Journals ***

The Campus Reviewer of each Campus is responsible to ensure that the RJV document is not misused. Only transactions not suitable for the other E-docs may be posted via a RJV document.

The correct type of transaction needs to be posted on the correct E-doc according to the KFS definition for each E-doc and the business rules assigned to it.

For more information you are welcome to contact Antonet Müller (antonet.muller@nwu.ac.za) or Hanlie Venter (hanlie.venter@nwu.ac.za) via email.

KFS Project Team

Original details: Antonet Müller(10951768) C:\!!Skyf D\KFS\memos\KFS GL Memo 7 - KFS Month End
1 June 2014

File reference: COA & GL Memo 7