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DATE July 8, 2011
Module Finance
Subject ***HOT TOPIC *** PROCESSING INFORMATION FOR YEAR-END CONCURRENT PROCESSING
Please share the following information with staff who may not receive the Sunflower Blasts directly. This applies to everyone who is entering vouchers and interfund transactions in SMART. The careful use of accounting dates is REQUIRED in order to process transactions in the appropriate fiscal year. We appreciate your attention to this information.

Interfund Fiscal Year Date Mismatch between Deposit and Voucher

We are aware that Interfunds have processed in SMART in which the Deposit and Voucher have processed (i.e., both sides are approved) in different fiscal years because the accounting dates were not correctly adjusted.

Please do not attempt to correct these documents with journals, new interfunds, or the methodology shown below to be used for vouchers. The SMART Team will be reviewing this issue and further information will be provided to agencies next week regarding these mismatched interfunds.

Corrections for Vouchers Entered with the wrong Accounting Date

Information is provided below to assist you with the AP journal voucher entries required to be processed by your agency when vouchers have been entered and processed with the wrong accounting date. One scenario describes the entries required when the voucher does not have a PO associated with it, and the other scenario describes the entries required when the voucher was associated with a PO. Please read this carefully. Entries such as those shown below can be avoided by taking care to ensure that your accounting dates and budget dates are in agreement. The link to the materials describing these dates is included again for your convenience and your use during these AP Journal Voucher Entries.

Scenario 1 (Non PO Voucher)
July accounting date was used in error and it should have been June. The voucher has posted to fiscal year 2012 and budget period 2012.

Create two AP Journal Vouchers as follows:

AP Journal Voucher 1 (Reverse fiscal year 2012 impact)
Accounting Date (Header): Same as Original Transaction
*Budget Date (Line): Same as Original Transaction
ChartFields: Same as Original Transaction

Enter two lines for every Distribution Line on the original Voucher:
Dr. (+) Accounts Payable 220100
Cr. (-) Expense 5XXXXX

AP Journal Voucher 2 (Record fiscal year 2011 impact)
Accounting Date (Header): 6/30/2011
*Budget Date (Line): 6/30/2011
ChartFields: Same as Original Transaction

Enter two lines for every Distribution Line on the original Voucher:
Dr. (+) Expense 5XXXXX
Cr. (-) Accounts Payable 220100

Scenario 2 (PO Voucher)
July accounting date was used in error and it should have been June. The voucher has posted to fiscal year 2012. The intended budget period was impacted because the voucher inherited the budget date from the PO.

Create two AP Journal Vouchers as follows:

AP Journal Voucher 1 (Reverse fiscal year 2012 impact)
Accounting Date (Header): Same as Original Transaction
*Budget Date (Line): Same as Original Transaction
ChartFields: Same as Original Transaction

Enter two lines for every Distribution Line on the original Voucher:
Dr. (+) Accounts Payable 220100
Cr. (-) Expense 5XXXXX

AP Journal Voucher 2 (Record fiscal year 2011 impact)
Accounting Date (Header): 6/30/2011
*Budget Date (Line): Same as Original Transaction
ChartFields: Same as Original Transaction

Enter two lines for every Distribution Line on the original Voucher:
Dr. (+) Expense 5XXXXX
Cr. (-) Accounts Payable 220100


* See the Voucher Year End Processing presentation available on A&R's website, http://www.da.ks.gov/ar/forum/astra/mtg2011-05-VoucherYearEndProcessing.ppt, for instructions on changing budget dates.

Unposting FY2011 vouchers

To ensure that you Post, Unpost and Re-Post a FY2011 voucher in the same Fiscal Year and Budget Period you will need to follow the following procedure:

1. Navigate to the Unpost Voucher page Accounts Payable, Vouchers, Add/Update, UnPost Voucher
2. Search for the voucher that you want to unpost.
3. The Accounting Date in the Update Voucher section will populate based upon the Accounting Date listed on the voucher.


4. In the Reversal Accounting Date section select the radio button next to “Use Specific Date”
5. In the Accounting Date field, enter 06/30/2011 when unposting FY2011 vouchers
6. Click the yellow Unpost button.


Thank you

The SMART Team

 

 

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