SMART Messages

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DATE 20110622, 2011
Module Finance
Subject Hot Topic! Fiscal Year End Update for Week of June 22nd through June 29th
Important Dates for this week (June 22nd – June 29th)

22-Jun Process payroll off-cycle 'B' for Monday June 27, 2011 pay date.
22-Jun Budget check and Post payroll journals for the Friday, June 24th on-cycle pay date (last fiscal year 2011 on-cycle) and for the Friday, June 24th off-cycle pay date.
22-Jun Last P-Card transaction file (6/21 posted date) for FY 2011 loaded in the nightly batch. Files received from the bank after 6/22 will be held and loaded for FY 2012 beginning on 7/5.
23-Jun Final FY 2011 P-Card transactions expected to be available for reconciliation in SMART.
24-Jun Budget check and Post payroll journals for the Monday, June 27th off-cycle pay date.
27-Jun Last payroll off-cycle 'C' for fiscal year 2011. Review any outstanding checks and process paycheck reversals prior to June 27, 2011. Any checks issued in this off-cycle will be dated June 30, 2011 and charged to fiscal year 2011. Any supplemental or paycheck reversal/adjustment transactions entered after this date will be charged to fiscal year 2012.
29-Jun Budget check and Post payroll journals for the Thursday, June 30th off-cycle pay date.

Module Reminders

Travel and Expenses
Below is a summary of clean-up efforts going on in the Travel and Expense Module:
• Expense Reports in a status of “DEN” (Denied) that are still affecting Commitment Control – We have identified a group of Expense Reports that are currently in a denied status that are still affecting the commitment control balances. To fix this issue we will:
1. Set the status of these reports to PND (Pending),
2. Mark all lines on the expense report as “non-reimbursable”,
3. submit the Expense Report
4. Budget check the Expense Report
These Expense reports will all be $0 transactions. This procedure will reverse all accounting impact and mark the expense report as PD (Paid).
• Expense Reports that have been denied and deleted that are still affecting Commitment Control – We have identified a group of expense reports that have been denied and deleted from the system that are still affecting the commitment control balances. The SMART team will be creating GL Journal Entries to correct this issue.
• Travel Authorizations that have been deleted that are still affecting Commitment Control – We have identified a group of Travel Authorizations that have been deleted that are still affecting commitment control balances. The SMART team will be creating GL Journal Entries to correct this issue.
• Travel Authorizations that have not properly liquidated – We are still conducting clean-up efforts concerning the proper liquidation of Travel Authorizations. We hope to have this completed by the end of the week.
• Update to the 2011 Fiscal Year End Closing Calendar: Please disregard the following calendar entry:

8-Jul Last day to enter FY 2011 Travel Authorizations and request the budget date be changed to 6/30/2011 via the Help Desk.

Travel Authorizations must be entered in SMART prior to the travel date(s).
Add the following item to the fiscal year end calendar:

12-Jul Last day to enter FY 2011 Expense Reports and request the budget date be changed to 6/30/2011 via the Help Desk.

General Ledger
• GL encumbrances: Please review all of your agency’s GL encumbrances and liquidate any balances you no longer need. A new job aid has been posted to help with this process. (Liquidate GL Encumbrance Balances)
• GL Encumbrance Request Form and Process: The GL Encumbrance Request Form is located on Accounts and Reports website at the following link: http://www2.da.ks.gov/ar/pm/Forms/GL_F016.xlsx.

1. Complete request form and attach it to a Help Desk Ticket by 5:00 p.m. on 7/6/2011.
2. Must provide a description of the obligation and the reason the vendor is not known or the Purchase Requisition/Order process is not practical for encumbering funds.
3. Requests will be routed to the Division of the Budget (DoB) for Approval.
4. Upon DoB approval, the GL Journals will be created by A&R staff.
5. Agencies will be notified via the Help Desk of the Journal ID(s) or DoB’s denial.

Asset Management
• Processing FY11 Assets: Continue to process any FY11 asset transactions and/or corrections. These must be complete by July 13th. Please see the Hot Topic! email from June 6th for extra instruction.

Purchasing
• P-Card Transactions: The last P-Card transactions for FY 2011 will be loaded the evening of June 22nd. All P-Card transactions that need to be paid with FY 2011 funds must be reconciled by close of business on Monday, July 4th or have a Purchase Order created for each merchant.
o If multiple P-Cards are used for a single merchant, you will need a PO for each merchant / P-Card combination.
o Requisitions must be entered and saved no later than end of business on July 8th.
• Sourcing Workbench: Continue to check the sourcing workbench on a daily basis and work any errors found there ( “Sourcing Workbench Errors” job aid).
• Outstanding Encumbrances: Continue to review and resolve discrepancies for any outstanding encumbrances including prior year encumbrances.
o Navigation: Purchasing > Purchase Orders > Reports > Req and PO Budgetary Activity OR KS Req-PO Budgetary Activity
1. Business Unit: Your Business Unit
2. Budget Date From: To include prior year encumbrances, enter a date that will encompass the agencies earliest PO / Req budget date.
3. To: 06/30/2011
4. Remaining Amount: <>; 0.000
5. Business Unit GL: You agencies Business Unit
6. ChartField Sort Options: add the Chartfields that you want to be included in the report results. [From ChartField Value & To ChartField Value: Use these to further narrow your report results or leave them blank to include all values for the specified chartfield value.]
• Open Purchase Orders: Continue looking for Open POs to determine whether they should be approved. The PO must be approved before the encumbrance is generated. This is also true if a change order has been created on a Purchase Order, the change order must be approved before the encumbrance is impacted. Cancel any POs that should not be approved.
o Navigation: Purchasing > Purchase Orders > Add/Update POs > Find an Existing Value > PO Status Search Criteria is Open
o Navigation: Purchasing > Purchase Orders > Reconcile POs > Reconciliation Workbench > Filter Option under Status is Open
• Monthly PO Close: The monthly PO Close batch process ran on June 4, 2011. This monthly process will not be ran during the month of July (“Manual PO Close Process” job aid).
• SMART Access: Keep in mind that agencies will not have access to SMART on July 14th or July 15th. During these two days, central will be cleaning up the system. For purchasing this means that requisition lines for FY2011 on the sourcing workbench will be resolved and the subsequent requisition / requisition line(s) will be canceled, any open Requisitions for FY2011 and any open FY2011 Purchase Orders will be canceled.

SMART Team

 

 

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