SMART Messages

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DATE July 7, 2012
Module Finance
Subject Fiscal Year End Update for the Week of July 6th through July 13th

Please see the attached document that was not included with the initial communication. We apologize for any confusion.

Important Dates for July 6th – July 13th:

6-Jul

Submit FY 2012 GL Encumbrance Request Forms by 5:00 p.m.

6-Jul

Last day to enter FY 2012 Purchase Requisitions and request the budget date be changed to 6/30/2012 via the Service Desk.

9-Jul

PCard Voucher build process ran.

9-Jul

Last day to reconcile and approve FY 2012 PCard transactions. An encumbrance must be created using the requisition to PO process for any PCard transaction payments needing to use FY 2012 funds but have not been reconciled by end of day. The PO must be approved and dispatched by end of day July 11, 2012.

10-Jul

PCard Voucher build process ran. This is an additional run for PCard voucher build and will be the last process to include FY 2012 PCard transactions that do not have a PO encumbrance tied to it.

10-Jul

*Start loading PCard transactions through the nightly batch process. PCard transactions that have been held from 6/22 through 7/9 will start to be loaded.

10-Jul

Final FY2012 interface files must be placed on the mainframe by 5:00 p.m. to be processed in nightly batch.

11-Jul

Last day for FY 2012 online processing.
• Requisitions must have built to a PO and all PO transactions must be successfully budget checked, approved, and dispatched.
• BI transactions must be finalized and moved into AR. AR transactions must be successfully budget checked, posted and approved.
• AP transactions must be edited (error-free), budget checked, matched, in postable or posted status, and all agency approvals complete.
• EX transactions must be edited, budget checked, and all agency approvals complete.
• GL Journals must be successfully edited, budget checked, agency approved and submitted into workflow for central approval.

11-Jul

Last day for FY 2012 Asset processing. All capital assets (including CIP) must be entered. Any adjustments, transfers, and retirements must be complete. All outstanding Interface Id's must be loaded. Any unloaded Interface Id's for FY2012 remaining after July 11 will be deleted.

11-Jul

Final processing of FY 2012 transactions expected. Concurrent Processing ends at 6:00 p.m. All FY 2012 interfunds, vouchers, and deposits that are not fully processed as of the close of business will be deleted beginning on July 12th.

11-Jul

GL encumbrances approved by the Division of the Budget are loaded into SMART.

12-Jul

SMART AR Deposit jobs will run at 10:00 a.m., noon, and 2:00 p.m. to load these transactions for State Treasurer's approval. Credit Card receipts run at 8:00 a.m.

12-Jul

SMART not available to agency users. SMART open to central 24/7 users only for final FY 2012 clean up.

12-Jul

Paycycles will be run as usual beginning at 3:00 p.m.

12-Jul

Agencies may place FY 2013 interface files on the mainframe by 5:00 p.m. for processing in the nightly batch.

12-Jul

Nightly batch will run as usual.

13-Jul

SMART AR Deposit jobs will run at 10:00 a.m., noon, and 2:00 p.m. to load these transactions for State Treasurer's approval. Credit Card receipts run at 8:00 a.m.

13-Jul

SMART not available to agency users. SMART open to central 24/7 users only for final FY 2012 clean up.

13-Jul

Run monthly batch processes and reports.

13-Jul

Paycycles will be run as usual beginning at 3:00 p.m.

13-Jul

Agencies may place FY 2013 interface files on the mainframe by 5:00 p.m. to be processed.

13-Jul

Nightly batch will run as usual.

SMART System Availability Reminders

  • July 6: The system is available from 7am to 6pm.
  • July 7 – 8: The system is available from 1 pm to 6pm. Service Desk and production support is not available.
  • July 9 – 11: The system is available from 7 am to 6pm.
  • July 1215: The system is not available to agency users due to FY12 year-end processing.
  • July 16: The system re-opens. All SMART modules, except for Project Costing, are closed for FY 2012.

Module Reminders

Accounts Receivable

ADDITIONAL INSTRUCTIONS FOR DEPOSITS ON JULY 12 – 13, 2012

“Per KSA 75-4215 Paragraph (a) All monies collected by any state agency shall be remitted daily to the state treasurer unless otherwise authorized by the board to remit less frequently and in order to allow agencies to continue to deposit funds collected during the time SMART is down on July 12 – 13, 2012, please utilize the Temporary Deposit Form created by the State Treasurer’s Office which is attached to this document.

If you have checks or cash that should be deposited on these two dates, please bring this completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office. On Monday morning, July 16 (when SMART is again open for business), you will need to enter the appropriate Deposit, and complete the agency approval.

Using the Temporary Deposit Form is preferable to holding checks and cash at your agency, and allows you to meet the KSA 75-4215 requirement to deposit funds collected each day.

Any questions about this process should be addressed to Brenda Linder, 785 296-4144, or e-mail brenda@treasurer.ks.gov.”

In addition to the Temporary Deposit Form, agencies can also use the following processes to add deposits to SMART:

Using the INF44 Inbound Deposit Interface

Agencies may also continue to use the INF44 Interface to submit deposits. These can continue to be placed on the mainframe for processing at 10, noon, and 2 p.m. (as well as nightly batch) for these two days. If you have processed an INF44, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, deposit id (if known), and deposit total so that they can approve the transaction in SMART.

Using the INF43 Spreadsheet Deposit Upload

If you use the INF43 spreadsheet to upload deposits, you will be able to continue to do so during the time the system is closed to agency users. Since agency users cannot sign in to SMART to actually submit the file, please follow the procedure below to have any INF43 spreadsheets submitted to SMART:

Complete your INF43 spreadsheet but DO NOT complete the “Generate XML” step of the process.

Log a help desk ticket as follows, and attach the completed INF43 spreadsheet to the ticket:

Subject: INF43 SPREADSHEET UPLOAD NEEDED

Priority: Emergency

Category: Accounts Receivable

Subcategory: Other

Group: AR Analysts

Also, please provide contact information (name, phone, e-mail) in the body of the ticket if it is other than the person who is logging the ticket. When the file has been successfully loaded in SMART the ticket will be closed to indicate this action has occurred.

We ask that you observe deadlines as follows: Help ticket logged by 9:30 a.m. for the 10 a.m. hourly batch, 11:30 a.m. for the noon hourly batch, and 1:30 p.m. for the 2 p.m. hourly batch.

If you have processed either an INF43, please e-mail the State Treasurer’s Cash Management Group at cash@treasurer.ks.gov to notify them of the Business Unit, deposit id (if known), and deposit total so that they can approve the transaction in SMART.

Interfunds

Please remember that accounting dates on both the voucher and deposit MUST fall within the same fiscal year.

Purchasing

  • Requisition: Requisitions must be entered and saved no later than end of business on Friday, July 6, 2012. Agencies entering requisitions must also submit a SMART Service Desk ticket requesting that the budget date be changed to 6/30/2012. July 6, 2012 is the last day to submit budget date change requests.
  • P-Card Transactions: By end of day Monday, July 9, 2012 must have all FY 2012 P-Card transactions approved with valid budget and chartfield status’ or have a Purchase Order created for each merchant. [If multiple P-Cards are used for a single merchant, you will need a PO for each merchant / P-Card combination.]
  • Open / Pending Requisitions: Open and Pending requisitions need to be reviewed and either moved forward, Canceled or Closed. Requisitions must be approved and sourced to a PO and the subsequent PO must be Approved, Budget Checked and Dispatched by end of day on Wednesday, July 11, 2012.
    • Requisitions with a header status of Approved: When the PO is closed, the Requisition Status is reverted from either "PO Dispatched" or "Received" to "Approved".The requisition line status willreflect the status prior to the PO being closed. If the line status is something other than "Approved", the Requisition header status will change from "Approved" to "Complete" once the requisition is closed either manually or through the monthly requisition close process.
  • Sourcing Workbench: Continue to check the sourcing workbench on a daily basis and work any errors found there.
  • Open Purchase Orders: POs must be Approved, Budget Checked and Dispatched by end of day on Wednesday, July 11, 2012. POs must be approved before the encumbrance is generated. Cancel any POs that should not be approved.
  • PO Change Orders: PO change orders must be be Approved, Budget Checked and Dispatched by end of day on Wednesday, July 11, 2012. PO Change Orders must be approved before the encumbrance is impacted.
  • Negative PO Lines: Negative PO lines create unauthorized budget in the SMART system. If a negative PO line is entered creating unauthorized budget, a requisition can be submitted using the unauthorized budget, the requisition can successfully source to a Purchase Order and the Purchase Order can be successfully budget checked; however, no cash exists because the created budget was not authorized. Agencies should not enter negative PO lines. If the agency is unable to identify an appropriate method for dealing with a specific situation, please submit a SMART Service Desk ticket and the SMART team will assist with identifying an alternate solution.
  • Outstanding Encumbrances: Continue to review and resolve discrepancies for any outstanding encumbrances including prior year encumbrances.
  • Monthly PO Close: The monthly PO Close batch process ran on June 3, 2012. This monthly process will not be ran during the month of July, manually close POs to release encumbrances.

Travel & Expense

During concurrent processing, the following Travel and Expense processes will be ran on a modified schedule:

  • Hourly Budget Checking
  • Nightly Budget Checking
  • Nightly Post Liabilities
  • Nightly Post Payments

The SMART team will run the Expense Report budget check process every day at approximately 1:00 PM. Expense reports submitted after 12:00 noon each day will not be budget checked and/or processed until the next business day.

The post liabilities and post payment process will be run on an adhoc basis.

***This does not affect any Accounts Payable Voucher processing*****

Thank you,

SMART Team

 

 

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