# Presentation: 502879

## Prior Year Adjustment (PYA) Process in STARS

- Wendy H. Miller
- STARS SuperUser Group Meeting
- March 22, 2007

## PYA process is changing in FY 2007
Oracle standard process will be used to pull out the prior year upward or downward adjustments and generate journal entries
Process will be scheduled to run Sunday night and the journals generated Thursday night for auto-posting on Friday (timeline slightly different during month-end)

- PYA process is changing in FY 2007
- Oracle standard process will be used to pull out the prior year upward or downward adjustments and generate journal entries
- Process will be scheduled to run Sunday night and the journals generated Thursday night for auto-posting on Friday (timeline slightly different during month-end)

## Plan is to pilot the new process with EFASC/OFO in March 2007 and then rollout to field offices
Detailed desk guide and calendar to be provided to responsible field office staff

- Plan is to pilot the new process with EFASC/OFO in March 2007 and then rollout to field offices
- Detailed desk guide and calendar to be provided to responsible field office staff

## Expired fund upward and downward adjustments will now be reported as such
Upward adjustments should now be reported
Upward adjustments to follow the same exclusions as downwards

- Expired fund upward and downward adjustments will now be reported as such
- Upward adjustments should now be reported
- Upward adjustments to follow the same exclusions as downwards

## Choose a designee to review the entries and send name to steven.wilson@hq.doe.gov
Have designee request DOE FV Prior Year Adjustments responsibility via MIS Gateway
Ensure emails identifying transactions as PYA now go to designee
Review Oracle PYA Pool Process every week and determine applicable PO transaction strings
Review journals

- Choose a designee to review the entries and send name to _[steven.wilson@hq.doe.gov](mailto:steven.wilson@hq.doe.gov)_
- Have designee request DOE FV Prior Year Adjustments responsibility via MIS Gateway
- Ensure emails identifying transactions as PYA now go to designee
- Review Oracle PYA Pool Process every week and determine applicable PO transaction strings
- Review journals

## Please contact:
Wendy H. Miller on 301-903-6435 or wendy.h.miller@hq.doe.gov
Kirby Brace on 301-903-4274 or kirby.brace@hq.doe.gov
Steve Wilson on 301-903-2099 or steven.wilson@hq.doe.gov

- Please contact:
- Wendy H. Miller on 301-903-6435 or _[wendy.h.miller@hq.doe.gov](mailto:wendy.h.miller@hq.doe.gov)_
- Kirby Brace on 301-903-4274 or _[kirby.brace@hq.doe.gov](mailto:kirby.brace@hq.doe.gov)_
- Steve Wilson on 301-903-2099 or_ steven.wilson@hq.doe.gov_

## More Information

## Field Office (FO) enters adjustment to obligation through PO module
If to be treated as PYA, email AFF and amount to EFASC 
EFASC makes GL entries to reflect adjustment as PYA & notifies FO
FO then deallocates & sends email to HQ Budget
HQ Budget deallots

- Field Office (FO) enters adjustment to obligation through PO module
- If to be treated as PYA, email AFF and amount to EFASC
- EFASC makes GL entries to reflect adjustment as PYA & notifies FO
- FO then deallocates & sends email to HQ Budget
- HQ Budget deallots

## FO enters adjustment to obligation through PO module
If to be treated as PYA, email AFF, PO#, and amount to FO designee
FO with a FBS (BEARS or FCDS) also must deallocate
PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)

- FO enters adjustment to obligation through PO module
- If to be treated as PYA, email AFF, PO#, and amount to FO designee
- FO with a FBS (BEARS or FCDS) also must deallocate
- PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)

## FO determines which PO transactions should be treated as PYA and flags those as such
Scheduler generates journal (that also deallots) on Thursday night for review on Friday
Auto-post scheduled to run Friday

- FO determines which PO transactions should be treated as PYA and flags those as such
- Scheduler generates journal (that also deallots) on Thursday night for review on Friday
- Auto-post scheduled to run Friday

## FO enters adjustment to obligation through PO module
If to be treated as PYA, email AFF, PO#, and amount to FO designee
No need to deallocate
PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)

- FO enters adjustment to obligation through PO module
- If to be treated as PYA, email AFF, PO#, and amount to FO designee
- No need to deallocate
- PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)

## FO determines which PO transactions should be treated as PYA, flags those as such, and changes the T-code on those lines to PYA Downward Unexpended Unpaid
Scheduler generates journal (that also deallocates and deallots) on Thursday night for review on Friday
Auto-post scheduled to run Friday

- FO determines which PO transactions should be treated as PYA, flags those as such, and changes the T-code on those lines to **PYA Downward Unexpended Unpaid**
- Scheduler generates journal (that also deallocates and deallots) on Thursday night for review on Friday
- Auto-post scheduled to run Friday

## FO enters adjustment to obligation through PO module
All adjustments are treated as current year changes (no PYA transactions at all)

- FO enters adjustment to obligation through PO module
- All adjustments are treated as current year changes (no PYA transactions at all)

## FO enters adjustment to obligation through PO module
Email AFF, PO#, and amount to FO designee
PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)
FO determines which PO transactions should be treated as PYA, and flags those as such

- FO enters adjustment to obligation through PO module
- Email AFF, PO#, and amount to FO designee
- PYA Pool Process that pulls all applicable POs auto-scheduled to run Sunday night (reports available Monday a.m.)
- FO determines which PO transactions should be treated as PYA, and flags those as such

## Scheduler generates journal (no deallocation or deallotment) on Thursday night for review on Friday
Auto-post scheduled to run Friday

- Scheduler generates journal (no deallocation or deallotment) on Thursday night for review on Friday
- Auto-post scheduled to run Friday