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State of Louisiana
DIVISION OF ADMINISTRATION
Office of Statewide Reporting and Accounting Policy
M. J. "Mike" Foster, Jr.
Governor
Mark C. Drennen
Commisioner of Administration
December 8, 1998

MEMORANDUM SA 99-16
 
TO:  Fiscal Officers  
  Purchasing Officers  
  Contract Officers  
  All State Agencies  
 
FROM:  F. Howard Karlton, CPA  
  Director  
 
SUBJECT:  Chart of Accounts Regeneration  

The Office of Statewide Information Systems (OSIS) will be running the batch program NYTI (New Year Table Index) on the night of January 6, 1999 as part of the December monthly close job stream. This program will regenerate the Chart of Accounts table entries for fiscal year 1999-2000 in AFS using fiscal year 1998-1999 Chart of Accounts table entries as of January 6, 1999. Fiscal year 1999 records on the Organization (ORGN) and Louisiana Organization (LORG) tables which are inactive when NYTI is run will not be regenerated in fiscal year. Agencies are advised to review their structure and affect any known additions, changes or deletions/inactivations before January to ensure that their structure will be regenerated as desired.

After January 6, 1999, if there are any additions, changes, deletions/inactivations that need to be made to an agency's structure for fiscal year 1999, changes will also need to be made to fiscal year 2000 if the agency wants the addition, change, or inactivation to affect both years. The system will not automatically update both fiscal years for any structure changes after January 6 , 1999. During the period of January 7, 1999 until August 14, 1999 requests for additions, changes and deletions/inactivations to table entries maintained by the Office of Statewide Reporting and Accounting Policy (OSRAP) and the State Treasurer's Office (STO) will require that the requesting agency specify each fiscal year affected by the request. OSRAP will require two Organization Request Forms for additions, changes and/or inactivations to organization codes which affect both fiscal years after January 6, 1999. OSRAP will no longer delete organizations, instead we will inactivate them. This will prevent financial activity from posting against the organization and the regeneration of the organization. The following tables will be updated by NYTI:

        1. AGC2 (Agency), AGCL (Agency Class), AGCT (Agency Category), AGGP (Agency Group), AGTP (Agency Type) - These are OSRAP maintained tables and list valid agency codes and their related hierarchical structure. Agencies will not be allowed to initiate accounting transactions (pre-encumbrance, encumbrance, etc.) in ISIS using fiscal year 2000 until the AGC2 table is regenerated.

        2. APRD (Accounting Period) - This table is maintained by OSIS and lists valid accounting periods and their status for each fiscal year.

        3. BAC2 (Balance Sheet Account), BCLS (Balance Sheet Class), BCAT (Balance Sheet Category), BRGP (Balance Sheet Group) - These are OSRAP maintained tables and list valid balance sheet account codes and their related hierarchical structure.

        4. BANK (Bank Account) - This table is maintained by the State Treasurer's Office and lists the valid bank codes for all bank accounts maintained by AFS.

        5. FAG2 (Fund Agency) - This table is maintained by OSRAP and lists the valid fund/agency combinations within an agency.

        6. FUN2 (Fund), FCLS (Fund Class), FDGP (Fund Group), FTYP (Fund Type), CFND (Louisiana Cash Account Fund) - These tables are maintained by the State Treasurer's Office and list fund codes and their related hierarchal structure.

        7. LORG (Louisiana Organization), RPTG (Reporting Category) - These tables are agency maintained tables. If an agency adds, changes, or deletes an entry on these tables in FY 99 and wants the change to also be reflected in FY 00 after January 6, they will have to update these tables by making an entry to both fiscal years.

        8. OBJ2 (Object), OCLS (Object Class), OCAT (Object Category), OGRP (Object Group), OTYP (Object Type) - These tables are maintained by OSRAP and list valid object codes and their related hierarchical structure. Entries must exist on the OBJT table before the code may be used on an accounting distribution or document.

        9. RSR2 (Revenue Source), RCLS (Revenue Class), RCAT (Revenue Category), RGRP (Revenue Group) - These tables are maintained by OSRAP and list valid revenue source codes and their related hierarchical structure. Entries must exist on the RSRC table before the code may be used on an accounting distribution or document.

      Requisitions for FY 00 cannot be set to status code 135 or 150 until January 7, 1999.

      If you have any questions about the information contained in this memorandum, please contact the OSRAP Help Desk at (504)342-1097. Please distribute copies of this memorandum to affected individuals at your agency.

      FHK:fk

      c: Mr. Gary Hall, CPA
      Ms. Denise Lea
      Ms. Connie Carlton
      Ms. Susan Smith

       

      POST OFFICE BOX 94095  STATE CAPITOL ANNEX BATON ROUGE, LA 70804-9095
      (504) 342-0708 FAX (504) 342-1053
      AN EQUAL OPPORTUNITY EMPLOYER

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