Accounting Job Aids

This list of Job Aids is intended to assist agency fiscal office staff with common transactions and is not intended to be an all-inclusive resource list.

State Asset Management

• Policies
  • Policy 32 - Maintaining Control Over Items That Are Not Capitalized
  • Policy 33 - Accounting for Capital Assets
• State of Tennessee Capital Asset Guide
• Forms
  • Policy 32 Inventory Report
  • Interdepartmental Capital Asset Ownership Transfer
  • Computer Software
  • Copyrights, Patents, or Trademarks
  • Donated Capital Assets Reporting
  • Real Property Capitalization
  • Retirement Request (PDF) - Retirement Request (Excel)
  • Interdepartmental Sensitive Non-Capital Asset Ownership Transfer
  • Policy 32 Annual Certification Form

1099/1042 Reporting 

• 1099 and 1042 Reporting Guide
• 1099/1042 Training Slides
• Agency Certification Form
• 1099/1042 Presentation (recording)

Accounts Payable - Reference Guides on Payments, Vouchers, Terms, and Workflow

• AP Voucher FileNet Deletion
• Service Date Requirements
• Claim for Refund Form
• Quick Reference for Inquiring on Payments
• How to Locate Payment Details for a Specific Payment
• How to Obtain Details on Autodrafts for Utilities
• Quick Reference to Determine Why a Voucher Has Not Been Paid
• Quick Reference to Maintain Regular Vouchers
• Vouchers - Pre-Edit Error and Recycle Status Information
• How to Obtain Pay Terms
• Where is an AP Voucher in the Approval Workflow?
• How to Correct an AP Voucher on an AP Journal
• Guidance on Invoice Receipt Date field
• Invoice Reciept Date Guidance

Closing Calendars

• Monthly Closing Timeline
• Year End Operational Closing Calendar

2022 Year End Training Sessions (recordings)

• Accrued Liabilities and Accounts Payable
• Closing Process
• PO Closing
• SEFA/SDM
• Annual Closing Task List
• YE  Grant Projects

Commonly Used Edison Queries and Expenditure Accounts

• Commonly Used Edison Expenditure Accounts
• Edison Financial Queries Cheat Sheet

Accounts Receivable-Unpost Deposit

• Unpost Deposit Instructions

Edison Accounts Receivable Write off Procedures

• Edison Accounts Receivable Write off Procedures
• Accounts Receivable Write off Procedures Maintenance Worksheet

General Ledger Journal Reference Information 

• 2022 Year End Accrual Training  (recording)
• 2022 Accrued Liability Instructions
• Component Unit Template
• Exhibit I Blank Detailed Schedule of AL for FY 2022
• Exhibit II Accrued Liability Checklist for FY 2022
• Exhibit III Interfund Receivables/Payables - Table for FY 2022
• 2022 Accounts Receivable Instructions
• Exhibit I Other Schedule of AR - 2022
• Exhibit II Accounts Receivable Crosswalk - 2022
• Journal Entry Guidelines
• General Ledger Journal Entry Checklist
• Source AG Journal Instructions
• Reference to Debits, Credits, and Normal Balances
• Source Codes
• General Ledger Townhall Recording - November 2022

Grants Accounting

The Edison Grants Accounting Manual can be referenced by logging into Edison and clicking the Training tab. From there, scroll down to the Grants section and click, "Edison Grants Accounting Manual."

• Analysis Types in Edison for Grants
• Billing and AR Module Grant Steps
• Common Grants Billing Questions
• Year End Grants Accounting
• Inventory of Compliance Requirements (ICR) Tool
• Allowable vs. Unallowable Costs (AUC) Tool
• Trouble Shooting Guide for Reconciling AR Account 12000001
• 2022 SEFA Instructions
• 2022 SEFA Shell
• 2022 SIS Shell
• 2022 SEFA Checklist
• 2022 SEFA Validation Form
• 2022 SEFA Reconciliation
• 2022 SIS Reconciliation

Speedcharts and Chartfields 

• Chartfield User Manual
• CF REQ Training (recording)
• Chartfield Request Manual
• DEPTID Add with payroll checklist
  
• DEPTID Add without payroll checklist
• DEPTID Update with payroll checklist
• DEPTID Update without payroll checklist
• DEPTID Inactivation with payroll checklist
• DEPTID Inactivation without payroll checklist

Trial Balance Generation and Review

• Trial Balance Generation and Review

Supplier Maintenance

_{Announcements:}     

• June 20, 2022 Supplier Update Form Revisions
  
• August 30, 2021 Supplier Update Form Revisions and Agency Training Workshops Announcement
• August 3, 2020 Registering New Suppliers, Requesting Updates to Existing Suppliers, and Emergency Request Procedures

_Forms: 

• Current IRS W-9
• Supplier Maintenance Supplier Update Form (For State Agency Use Only)
  
• Supplier Direct Deposit Authorization
• Tennessee Treasury Local Government Investment Pool (LGIP) Direct Deposit Authorization Form
• Email Deposit Notification Form (EDNF)

 

_{Emergency Request Procedures:}

• Supplier Maintenance Emergency Request Procedures 
  

_{Instructions:}

• Supplier Maintenance Request Guide
• Agency Guide for IRS Form W-9 and Edison 1099 Locations
• Supplier Helpful Hints
• Internal Supplier Registration Getting Started Instructions
• Internal Supplier Registration Agency Submitter Manual
• Internal Supplier Registration Agency Approver Manual
• Internal Supplier Registration Dos and Don'ts
• Internal Supplier Registration Workflow
• Supplier Maintenance General IRS W-9 Requirements
• Supplier Maintenance IRS W-9 Summary Instructional Table
• Supplier Maintenance Remittance Address Documentation Requirements
• Supplier Maintenance Address Standards
• Supplier Maintenance Edison Locations for 1099 Reporting
• Supplier Maintenance FAQs
• Supplier Portal Creating a New User Account 

 

Agency Training Workshops (ATW):

ATW # 1 Topic: Supplier Update Form

• Presentation Recording
• Presentation Slides
• Supplier Update Form Helpful Hints

ATW # 2 Topic: IRS Form W-9

• Presentation Recording
• Presentation Slides

ATW # 3 Topic: Supplier Maintenance Tips & Tricks

• Presentation Recording
• Presentation Slides

ATW # 4 Topic: Statewide Accounting Supplier Maintenance & Accounts Payable Common Inquiries, Useful Queries, and Other Tidbits

• Presentation Recording
• Presentation Slides