NCFS Newsletter

October 2025

The full version of the NCFS Newsletter can be found at the bottom of this page. 
 

Click a link below to be taken directly to that topic:

• NCFS Highlight - Data Maintenance Team
• Dynamic Insertion Assessment
• NCFS Agency Touchpoints
• NCFS Escheat Sessions
• Cash Management Reporting Changes
• New QRG: CM-48 Clear Zero Dollar Payments
• NCFS Daily Processing Schedule & Job Runs
• Budget Inquiry Session
• Agency Inter-Company (IC) Contacts
• Add IC Attachment for the Receiving Agency
• NCFS Change Control Board (CCB) Requests
• IT Initiatives
• NCFS System Status
• A Message from Taylor Brumbeloe
   

NCFS Highlight - Data Maintenance Team

The NCFS Data Maintenance team is comprised of six team members. They manage Supplier and Electronic Payment setup and maintenance in the NCFS application. The Data Maintenance team is also responsible for the expense delegation process and changes to employee and manager relationships.

Additionally, they coordinate the NCFS application refresh and manual testing processes.  The Data Maintenance team responds to various other requests and tickets, including general AP issues and annual payment audits.

Image Jessica Wilkins - Manager		Image Ashlee Williams	Image Tearrah Wilkins
Image Adarsh Pant		Image Dana Wheeler	Image Mary Matiukas

 

Dynamic Insertion Assessment

NCFS was designed using dynamic insertion functionality in order to facilitate recording transactions in the three ledgers (Cash, Accrual and Modified Accrual).  There are a significant number of transactions that are posted to the General Ledger from the subledgers (Accounts Payable, Accounts Receivable, Inventory and Fixed Assets) that are created by the dynamic insertion process.  If account combinations had to be created manually (without dynamic insertion), all account combinations related to the subledger accounting would have to be added.  For example, when a fixed asset is purchased, in addition to the expenditure account, there is the fixed asset account, the depreciation account, the depreciation reserve account and fixed asset and accounts payable clearing accounts that are used in the primary and secondary ledgers.  There are similar entries created when inventory items are purchased or consumed and in accounts payable and accounts receivable accounting.  Without dynamic insertion, agency users would need to ensure that all appropriate account combinations are validated for all subledger transactions each time a new chart of account segment is added or the entries would not post to the General Ledger and users would have to resolve the errors before the entries would post.

In addition, there are 28 interfaces including the IBIS allotment and the IGO interface from AP to Intercompany which are used by all agencies that rely on dynamic insertion to create account combinations to post transactions to the General Ledger.  Of those 28 interfaces, 14 create offsetting entries that would not be created without dynamic insertion and could cause the interface to fail if dynamic insertion was disabled.  Errors would need to be corrected and files interfaced again, which would cause delays in payment processing.

Agencies must ensure that employees who are given security access to enter transactions into NCFS or requisitions in e-procurement understand the importance of assigning accurate accounting codes and that effective business processes to facilitate and monitor this practice are established.

Disabling dynamic insertion would not guarantee the “correct” account combination was entered, only that a “valid” account combination was entered.  There are hundreds of thousands of “valid” account combinations but only one “correct” account combination per transaction.

For these reasons, it is not in the best interest of our NCFS users to disable dynamic insertion.

To request a one-on-one conversation with the NCFS team in reference to dynamic insertion, a request can be submitted to the OSC Contact Center at ncfs@ncosc.gov. The NCFS team is also glad to help facilitate conversations between agencies for knowledge sharing on best practices.
 

NCFS Agency Touchpoints

The Fall Agency and Interface group touchpoints are underway! We are halfway there through our sessions and look forward to hearing how your understanding and processes have improved in NCFS as we enter our 3rd year! Are there areas we can continue to support you and your agency? Please let us know – your feedback is invaluable. 
 

NCFS Escheat Sessions

The NCFS team conducted two escheat sessions in September. The sessions covered a new Oracle delivered escheatment processes and the Escheatment Detail Report (RPT-AP-052). The presentation, recording and QRG-46 ‘Escheating Payments in NCFS’ can be found on the OSC website.
 

Cash Management Reporting Changes

As of October 1st, the ‘NC Daily Cash Transaction Detail Report (RPT-CM-012)’ was removed from the Cash Management report folder and is now an OSC-only report. 

It is recommended to update your report “Favorites” with the new report – ‘NC Daily Cash Transaction Detail Report by Accounting Period (RPT-CM-49)’.  
 

New QRG: CM-48 Clear Zero Dollar Payments

AP zero-dollar payments should be reconciled manually every month as part of the bank reconciliation process. This task has been added to the Month End Process checklist located on the NCFS Resources page. It is important to clear all zero-dollar payments before starting the escheat process so that your agency doesn’t escheat a zero-dollar payment. The NCFS Cash Management team has created QRG CM-48 to assist agencies in clearing manual AP Zero-Dollar payments. It is suggested to perform this clearing task monthly.
 

NCFS Daily Processing Schedule & Job Runs

For a detailed processing schedule in reference to Interfaces into NCFS, Deposits, Transfers, and Disbursements, visit the OSC Website for the complete schedule.
 

Budget Inquiry Session

The NCFS team will be hosting a Budget Inquiry information session on Tuesday, October 28th at 2:00 p.m. We will review how budget transactions interfaced from IBIS can be viewed in NCFS. We will also provide an overview of the Budget vs Actual 701 reports available in NCFS and show budget staff how to use the ‘Review Budget Entries’ screen to reconcile budget amounts from these reports.  The session will also include a question and answer portion for users to ask questions about General Ledger and Budget functions in NCFS.  Further registration information will be forthcoming.
 

Agency Inter-Company (IC) Contacts

To change or update the IC Contacts on the OSC website, a ticket should be submitted to ncfs@ncosc.gov. A member of the NCFS Cash Management team will notify the requestor when the update has been made. 
 

Add IC Attachment for the Receiving Agency

After the Receiver has added the account coding and selected “Save/Close” on the batch, the Receiver then can click on the bell icon and when the Inbound Batch Approval screen appears, the Receiver clicks “Approve” and then a box appears for the Receiver to either drag or load any attachments and click submit. Once this is completed, the Receiver can go back and “Submit” the batch.

NCFS Change Control Board (CCB) Requests

The NCFS Change Request form is intended for system enhancements or change requests that do not currently exist in NCFS.  Examples include new reporting or new interface functionality. Requests submitted via this form are subject to an internal OSC review process before approval of the request is granted.  A member of the NCFS team will be in touch with the next steps once the review process has been completed.

If you need to include any attachments with your request, email them to NCFS.CCB.Support@ncosc.gov.

IT Initiatives

 Are you exploring ways to improve, replace or expand your current systems or processes? NCFS could be part of your solution! Include the NCFS team in your initial conversations so we can help determine if NCFS or existing Oracle functionality might meet your needs.
 

NCFS System Status

The NCFS System Status page is updated for scheduled outages and any system issues that may affect processing. Remember to check here first for any system availability or performance issues.
 

A Message from Taylor Brumbeloe

As we near the end of 2025, the NCFS team would like to thank you all for your continued support and partnership. This year has brought both challenges and achievements, and we are grateful for your collaboration and commitment to excellence that has helped move many of our shared initiatives ahead. We look forward to building on this momentum in the year ahead and working together to continue creating positive changes for our State entities and those we serve.

On behalf of the entire NCFS team, I’d like to wish you and your families a healthy and happy holiday season!

 

Upcoming Holiday Schedule

Veterans Day - November 11, 2025

Thanksgiving - November 27 and 28, 2025

Christmas - December 24, 25 and 26, 2025

 
Resources

• NCFS Year-End Resources
• NCFS Newsletters
• NCFS Reference Links
• NCFS Resources
• Month End Certification
• NCFS Change Request Form
• NCFS System Training

Contact Us

ncfs@ncosc.gov
919-707-0795 or 866-292-4314
Monday – Friday 8:00 AM to 5:00 PM