INACTIVATING BUSINESS UNITS CHECKLIST

The manual check offsteps below have now been incorporated in to R551122 Business Unit Check before Inactivation Report which is found in General Accounting – Agencies > Inquiries and Reports > Accounting Reports > BU Check before Inactivation

Version NIS0001 – Business Unit Check Before Inactivation, line one enter your business unit(s) as the literal value.

Version NIS0002 – Inactivate Account by Grant, enter your grant number(s) as the literal in description 04.

Run Report, resolve any issues before requesting inactivation of the business units.

Request inactivation of the business units and notify your payroll personnel to complete your process.

The manual steps which were incorportated into the report are given below.

Items to check before inactivating a Business Unit (BU):

· Check for unposted batches

Post or delete unposted transactions for a business unit before inactivating. One way to check this is using the Account Ledger by Object Account inquiry. In the General Accounting role, use the path General Accounting > Inquiries & Reports > Accounting Inquiries > Account Ledger Inquiries to find this screen. Select the Unposted radio button in the header. Scroll to the left and put the business unit number you want to check on the QBE line above the Business Unit column, then click on Find to view unposted transactions for the business unit.

· See if the BU is used as an Interest Business Unit

In the General Accounting role, use the path General Accounting > Organizational Structure > Chart of Accounts and select Chart of Accounts Inquiry to see if a BU is used as an interest BU. Enter 111100 in the QBE line above Object Account and the business unit number you want to check in the QBE line above Account Cat 21, then click Find. Any fund that appears on the screen is currently being used as an interest business unit. Before the next OIP interest distribution, complete an Investment Authorization Form and send to State Accounting or send an email to state_accounting@das.ne.gov with “Investment Authorization” in the subject line, as indicated on our Agency Contact page, that contains the information on the investment authorization form, so that interest is properly credited to the fund.

· See if the BU is a Fixed Asset Responsible Business Unit

In the Fixed Assets role, use the path Fixed Assets > Fixed Assets – Statewide > Add Fixed Asset and select Asset Master Information to see if a BU is used as a responsible business unit. Enter the business unit you want to check in the QBE line above Responsible Business Unit, then click Find. Any assets that appear on the screen will need to be transferred to a new responsible business unit and a new depreciation business unit. Follow the work instructions on the NIS Training Manual site under Fixed Assets for Transferring an Asset Intra-Agency to change the responsible and depreciation business units. We recommend that you establish fixed asset business units as described in the Account Structure Manual on the NIS website.

· Check for open purchase orders

In the Procurement role, use the path Purchasing – Agencies > Inquiries & Reports > Purchasing Reports and select the Open PO Detail by Branch/Plant report (R43632). For data selection, change Order Type to “is not equal to” blank, and enter the business unit number in the Business Unit line. Close any open purchase orders that appear on the report.

· Notify payroll personnel that the BU is being inactivated

Check for current unposted payroll transactions using the method above, then make sure that you notify your agency’s payroll department that a business unit is being inactivated so they may make changes so that future payrolls are not created with this business unit.

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