Kansas Department of Administration

18-A-008 Closing of Fiscal Year 2018 and Opening of Fiscal Year 2019 in SMART (April 19, 2018)

Informational Circular No. 18-A-008
Supersedes Informational Circular No: 17-A-011
Effective Date: Immediately
Approval: Nancy T. Ruoff (Original Signature on File)

 

Name Department Phone Number Email
Nancy Haufler SMART - Statewide Accounting (785) 296-5368 nancy.haufler@ks.go
Amanda Entress SHARP - Statewide Payroll (785) 296-3887 amanda.entress@ks.gov
Lucinda Anstaett Office of the State Treasurer (785) 296-4151 lucinda@treasurer.ks.gov
Summary: Schedule of accounting events relevant to the closing of Fiscal Year 2018 and the opening of Fiscal Year 2019
K.S.A. 75-3002 establishes the state fiscal year as commencing on the first day of July in each year and closing on the thirtieth day of June of the succeeding year.  In order for fiscal year 2018 activity to be completed by June 30th, the cutoff date for most agency processing will be Wednesday, June 27, 2018 at 6:00 PM

SMART will be closed to agencies from Thursday, June 28, 2018 through Saturday, June 30, 2018 so the SMART Team can review and finalize all outstanding FY 2018 business.  SMART will also be closed the morning of Friday, July 6, 2018 to run the fiscal year 2018 closing processes and verify the fiscal year end journals were completed correctly.

The workload for both agencies and the SMART Team increases greatly during the fiscal year end closing period. In order to facilitate successful year end processing, reminders and guidelines for agencies are included below.

It is necessary for agency accounting staff to be available during the day Thursday, June 28, 2018 and Friday, June 29, 2018 in case assistance is needed as the SMART Team is preparing the system for closing.

General Items

All FY 2018 transactions must be successfully edited, budget checked, matched, agency approved, dispatched, and submitted into workflow for central approval, as appropriate, by 6:00 PM on Wednesday, June 27, 2018. After this time, SMART will be closed to all agency users, and the SMART clean-up process will begin on Thursday, June 28, 2018.

State agencies should be reviewing financial data and processing any necessary corrections before the end of the fiscal year. Please consult the month end checklists available on the SMART website, Smart Website, to assist with this review.  There are additional queries listed in the REFERENCES section at the end of this document that may also be helpful. The SMART Team is actively working to assist agencies in preparation for fiscal year end. ManageEngine Service Desk tickets will be sent to agencies as outstanding or incomplete transactions are found. The transactions identified by the SMART Team will likely be just a subset of the outstanding, incomplete or incorrect transactions agencies will identify between now and the end of the fiscal year.  

General Ledger Encumbrances (non-supplier specific encumbrances) will be used to encumber fiscal year 2018 budget in limited circumstances. The GL-F016 GL Encumbrance Request Form is located on the Department of Administration website at the following link:  Document Center

Complete the GL-F016 GL Encumbrance Request Form and attach it (as an Excel file, not PDF) to a ManageEngine Service Desk ticket by 5:00 PM on Friday, June 22, 2018. Provide a description of the obligation and the reason the supplier is not known or the Purchase Requisition/Order process is not practical for encumbering budget. Requests will be routed to the Division of the Budget (DoB) for approval. The description of the obligation on the GL Encumbrance form (GL-F016) must match the description of the transactions processed in the future which use the encumbered funds.

GL Encumbrance Journals may be keyed by the Office of the Chief Financial Officer staff into SMART prior to receiving DoB approval to give each agency the opportunity to review the document and its effects in SMART prior to close.  Agencies will be notified via ManageEngine Service Desk ticket of the Journal ID(s). In the event DoB denies the GL encumbrance, the affected agency will be notified via ManageEngine Service Desk ticket and the document will be deleted from SMART.

Budget Period 2018 expense, encumbrance, and revenue data from SMART Commitment Control Ledger groups (CC_IBARS_E, CC_IBARS_R) will be electronically submitted to the Division of the Budget by Wednesday, August 1, 2018 for loading into the IBARS system.

The dates provided in this document that relate to fiscal year closing and opening activities may be revised, as necessary, by the Office of the Chief Financial Officer.  Revisions to SMART processing dates will be sent via email to all users subscribed to the SMART Infolist listserv (subscribe at Subscribe here).  After issuance, SMART Announcements are also posted on the SMART Website at Smartweb announcements

Any revisions to payroll processing dates will be issued as a SHARP message to subscribers of the SHARP infolist listserv (subscribe at Subscribe here).  

Accounts Payable

The final day agencies can enter a voucher in accounts payable for FY 2018 business will be Wednesday, June 27, 2018.  Here is additional information that will help you with accounts payable:

Please refer to PM 14,002 (Policy Manual) to help determine the appropriate processing period for each type of account code activity.

Interfacing agencies must have their final INF02 (Inbound Voucher) for FY 2018 business submitted by 5:00 PM on Tuesday, June 26, 2018.

For agencies that upload and submit vouchers via INF50 (Voucher Spreadsheet Upload), the final INF50 uploads for FY 2018 business must be submitted by 1:00 PM on Wednesday, June 27, 2018.

In order for accounts payable transactions to complete for FY 2018, all vouchers must be entered, matched, budget checked and approved by 6:00 PM on Wednesday, June 27, 2018. The last hourly batch will run at 4:00 PM. Any transaction still in process after 4:00 PM must be manually budget checked, matched, and then approved to be postable or posted by 6:00 PM.

Any FY 2018 accounts payable transaction that cannot be entered in SMART by the cutoff date must be encumbered by using a purchase order.

Any voucher that has not been successfully edited, matched, budget checked and approved by 6:00 PM on Wednesday, June 27, 2018 will be deleted by the SMART Team.

Interfacing agencies may submit their INF02 files for FY 2019 business in advance with an accounting date on or after July 1, 2018. The files received and processed prior to July 1st will be in voucher build error until FY 2019 is opened. At that time, vouchers will be built and will be eligible for pay cycle once they are matched, budget checked, and approved.

Any INF02 submitted after Tuesday, June 26, 2018 must have an accounting date of 07/01/2018 or greater and will process for FY 2019. Any vouchers built on or after 07/01/2018 with an accounting date prior to 07/01/2018 will be in recycle status due to FY 2018 being closed. Agencies will be asked to delete these vouchers and will need to submit a corrected INF02.

Travel Authorizations 

K.S.A. 75-3208 requires approval for all out of state travel. One method of approval is the use of a Travel Authorization. Pursuant to PM 10,300 Statewide Encumbrance Policy, Travel Authorizations are required for all out of state travel, and international travel events, and any travel or expense reimbursement that will not be entered by the fiscal year end cutoff date. Travel Authorizations must be entered and fully approved prior to the dates of travel.

A reminder to help ensure the Travel Authorization (TA) will properly liquidate the encumbrance when pulled into an Expense Report (ER) and that the Expense Report (ER) will pass budget check, the funding on the TA shall match the funding on the ER:

  • Number of TA lines > or = Number of ER lines
  • TA fund/budget unit = ER fund/budget unit
  • TA fund/budget unit amount > or = ER fund/budget unit amount

All in state and out of state travel occurring in FY 2018 must be reimbursed using FY 2018 funds. If an expense report will not be submitted and fully approved by 6:00 PM on Wednesday, June 27, 2018, a Travel Authorization must be entered and fully approved by 6:00 PM on Wednesday, June 27, 2018. Travel Authorizations must be entered and fully approved prior to the dates of travel.

Any travel authorization that has not been fully approved by 6:00 PM on Wednesday, June 27, 2018 will be deleted or cancelled by the SMART Team and will not be available for use.

If you need to encumber money for Prepaid expenses that will not be paid by close of FY 2018, you will need to create a purchase order for the prepaid items.

Travel Authorizations for FY 2019 shall not be entered until FY 2019 is open to agencies.

Expense Reports

Expense Reports chargeable to FY 2018 must be submitted and fully approved in SMART by 6:00 PM on Wednesday, June 27, 2018.  Per PM 10,300 Statewide Encumbrance Policy, for any travel or expense reimbursement chargeable to FY 2018 that cannot be submitted and fully approved in SMART by the 6:00 PM Wednesday, June 27, 2018 deadline, the agency must process a Travel Authorization.

Any expense report that has not been fully approved by 6:00 PM on Wednesday, June 27, 2018 will be deleted or closed by the SMART Team and will not be available for processing.

Per K.S.A. 75-3201 and as stated in PM 3,903 --Employee Travel Expense Reimbursement Handbook, employees who travel are to submit paperwork for their expenses at least once a month. 

If agency employees have expense reports for travel occurring in FY 2018, and there is no approved travel authorization or GL encumbrance in SMART, the use of the Prior Fiscal Year Claims Process as described in PM 11,966 is required. The Policy Manual can be found at the following link:  Policy Manual

Imprest Funds

Expenditures paid from imprest funds dated on or before June 30, 2018 must be recorded in SMART prior to the deadline for payment voucher submission. For imprest fund expenditures not expected to be recorded in SMART by the fiscal year end cutoff for payment vouchers, a purchase order (PO) or general ledger encumbrance (GL encumbrance) must be created as appropriate using the correct budget period and funding. Prior to July 15, 2018, the agency must replenish the imprest fund and record expenditures to the appropriate suppliers (using the PO or GL encumbrance). The expenditure fiscal year determination contained in PM 14,002 also applies to imprest funds. Refer to PM 10,802 for additional information regarding imprest funds. PM 10,802 can be found at the following link: Policy Manual

Petty Cash Funds

Petty cash procedures are the same as those set forth in the Imprest Funds section above. The expenditure fiscal year determination contained in PM 14,002 also applies to petty cash funds. Refer to PM 10,752 for additional information regarding petty cash funds. PM 10,752 can be found at the following link: Policy Manual

Purchasing

To encumber monies for FY 2018, requisitions must be sourced to purchase orders (POs) and the purchase orders must be approved, budget checked and dispatched by 6:00 PM on Wednesday, June 27, 2018.

If an Agency needs to process a requisition using FY 2019 funds prior to July 1, 2018 the agency should take the following steps:

  • Starting Tuesday, May 1, 2018 enter the requisition and select the ‘Save for Later’ option.
  • Starting Friday, June 1, 2018 submit a ManageEngine Service Desk ticket requesting the budget date on the requisition be changed to a FY 2019 date.
  • Once the budget date has been changed, select the ‘Save & submit’ button on the requisition.

The requisition will source to a PO; however, the PO will not pass budget check until the FY 2019 appropriations budget has been loaded into SMART.

Purchase orders entered after 6:00 PM on Wednesday, June 27, 2018 will NOT be back dated to a 2018 Fiscal Year budget date.

Refer to Procurement Informational Circular 18-01, Schedule for Submission of Purchase Requisitions to Close Fiscal Year 2018 and begin Fiscal Year 2019 for additional purchasing deadlines. Link to Procurement Informational Circulars:  Informational Messages and Circulars

Procurement Cards

Agencies are encouraged to reconcile P-Card transactions on a daily basis, especially during the month of June.  Final FY 2018 P-Card transactions will be available for reconciliation on Thursday, June 21, 2018.  P-Card transactions must be verified and approved by 6:00 PM on Tuesday, June 26, 2018 to be eligible for P-Card voucher build on Wednesday, June 27, 2018. No P-Card reconciliation for FY 2018 transactions shall take place after 6:00 PM on Tuesday, June 26, 2018.

The P-Card voucher build process will run each day beginning Thursday, June 21, 2018. The final P-Card voucher build process for FY 2018 will run the morning of Wednesday, June 27, 2018.  In order for P-Card vouchers to complete for FY 2018, they must be successfully budget checked and approved by 6:00 PM on WednesdayJune 27, 2018.  The last hourly batch will run at 4:00 PM. Any P-Card voucher still in process after 4:00 PM must be manually budget checked and then approved to be postable or posted by 6:00 PM.

Any P-Card voucher that has not been successfully edited, budget checked and approved by 6:00 PM on Wednesday, June 27, 2018 will be deleted by the SMART Team.

Asset Management

All FY 2018 asset transactions must be entered by 6:00 PM on Wednesday, June 27, 2018. This includes additions, adjustments, transfers, and retirements, as well as updating costs for CIP assets.

Note that for new assets being entered in SMART, the Transaction Date is the date the asset was placed in service.

Please see Informational Circular 18-A-007 Capital Asset Reporting for details outlining the requirements for proper recording of capital assets.

SMART queries are available to assist agencies in reviewing and reconciling capital assets:

  • Capital Asset Inventory List query – KS_AM_ASSET_CAPITAL_INV_LIST – query provides a complete agency inventory of capital assets recorded in the SMART AM module (use data filters to select CAFR book).
  • Capital Outlay Purchase query – KS_AM_VCHRS_WITH_54XXXX_ACCT – query provides a list of vouchers using the capital outlay account codes for the specified dates. 

For agencies utilizing asset integration, all outstanding Interface IDs for FY 2018 must be processed by 6:00 PM on Wednesday, June 27, 2018. If an asset is acquired by your agency at the end of the fiscal year and the voucher will not be posted by Thursday, June 21, 2018, please enter the asset(s) manually via Express Add. Any remaining FY 2018 Interface IDs after Wednesday, June 27, 2018 will be deleted by the SMART Team. 

Additional job aids can be found at: Additional job aids

Project Costing

All billing worksheets where revenue should be recognized in FY 2018 should be approved or written-off and any related deposits completed by 6:00 PM on Wednesday, June 27, 2018.

It is recommended that all billing worksheets created prior to April 1, 2018 be reviewed and processed by Friday, May 25, 2018.  The KS_PC_BILLING_WORKSHEET query in the HELPFUL QUERIES section of this circular is designed to help identify unprocessed billing worksheets by accounting date.

Accounts Receivable

Fiscal year 2018 deposits must be entered as follows:

Deposits should be entered, agency approved, and budget checked prior to 6:00 PM on Wednesday, June 27, 2018.

Thursday, June 28, 2018 through Friday, June 29, 2018 online entry into SMART will be closed to agencies.

Deposits received Thursday, June 28 and Friday, June 29 shall be processed as follows:

  • Credit Card Receipts - Credit card receipts will load into SMART as scheduled at 8:00 AM each day Thursday, June 28, 2018 and Friday, June 29, 2018. See below for instruction on Deposit Adjustments for Credit Card Clearing Funds.

  • INF43 and INF44 - For agencies that upload and submit deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) -- continue to upload and submit FY 2018 deposits via INF43 and INF44 until 11:00 AM on Friday, June 29, 2018. SMART AR Deposit jobs will run according to the regular hourly schedule.If you process an INF43 or 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 they can approve the transaction in SMART.  STO will perform their normal approval and release at 3:00 PM Thursday, June 28, 2018. STO will perform the final FY 2018 approval and release at 1:00 PM Friday, June 29, 2018.

  • “Deposits in transit” - “Deposits in transit” are specifically defined as Deposits made with the State Treasurer on Thursday, June 28, 2018 or Friday, June 29, 2018 using the Temporary Deposit Form. For agencies that do not use the INF43 or INF44 processes and need to make a deposit while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds. Using the Temporary Deposit Form is preferable to holding checks and cash at your agency and allows you to meet the requirement to deposit funds collected each day. Please bring the completed form, along with the cash and checks (calculator tape attached) to the State Treasurer’s Office.

Deposits made with the State Treasurer using the Temporary Deposit Form (Deposits in transit) must be entered and approved in SMART during the time June 2018 Accounts Receivable is reopened on Monday, July 2, 2018 through Tuesday, July 3, 2018 at 3:00 PM.  Deposits in transit shall be entered using an accounting date of June 30, 2018.

The accounting date of 6/30/2018 must be entered on the Totals tab in addition to being entered on the Payments tab for each deposit line. “Deposits in transit” should be recorded using a revenue account code (4XXXXX).  A “deposit in transit” cannot debit expenditures.

Please be aware that deposits with an accounting date of June 30, 2018 and processed in July 2018 will impact the General Ledger for FY 2019.

Deposits with a June 30, 2018 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 3, 2018, will be deleted by the SMART Team.

Deposit Adjustments for Credit Card Clearing Funds:

Deposit adjustments are required for credit card deposits to recognize the revenue and move the monies out of the credit card clearing funds and into the appropriate funds.

All deposits received prior to June 27, 2018 that require deposit adjustments, such as those deposits into clearing funds for credit card receipts, must have deposit adjustments entered in SMART by 6:00 PM on Wednesday, June 27, 2018.

The credit card deposits will load into SMART as scheduled at 8:00 AM on Thursday, June 28, 2018 and Friday, June 29, 2018 when agencies do not have access to SMART.

On Monday, July 2, 2018 and Tuesday, July 3, 2018 the SMART Accounts Receivable module will be reopened to agency users to complete June 2018 (FY 2018) transactions. Use the instructions below for any remaining prior year deposit adjustments that need to be completed.  FY 2018 deposit adjustments that have not been agency approved by 3:00 PM on Tuesday, July 3, 2018 will be deleted by the SMART Team.

  1. Follow SMART job aid “Credit Card/E-Check Deposits – Revenue Only” on how to locate credit card deposits and how to complete the deposit adjustments.
  2. On the deposit adjustment Totals tab, the Accounting Date must be 6/30/2018.
  3. On the deposit adjustment Payments tab, the Accounting Date on each transaction line must be 6/30/2018
  4. The SMART Accounts Payable module for FY 2018 will be closed by July 1, 2018, prohibiting the use of expenditure account codes in the deposit adjustment transactions.
    • To account for credit card fees agencies should do the following:
      • One deposit adjustment to recognize all revenue in the appropriate fund for fiscal year 2018.
        • If the original deposit adjustment is net of credit card fees that were charged to the agency, then the deposit adjustment must be grossed up to recognize all revenue.  (Example: $95.00 on original deposit + $5.00 credit card fee not recorded on deposit = $100.00 recognized as revenue on deposit adjustment.)
      • A second deposit adjustment processed in FY 2019 Accounts Receivable module to recognize any credit card fee expenses.
    • For limited agencies who reduce their expenditures for charges that are passed on to other agencies:
      • Instead of reducing expenditures, the agency must recognize the revenue by using a revenue account code such as 462110 – Recovery of Current Fiscal Year Expenditures.

Please be aware that deposit adjustments with an accounting date of June 30, 2018 and processed in July 2018 will impact the SMART General Ledger for FY 2019. This may cause reconciling items for agencies between the Accounts Receivable module and the General Ledger module.

Deposit adjustments with a June 30, 2018 accounting date that have not been agency approved by 3:00 PM on Tuesday, July 3, 2018, will be deleted by the SMART Team.

Interfunds

The accounting dates on both the interfund voucher and the interfund deposit must fall within the same fiscal year.

Both sides of the interfund must be successfully edited, matched and approved by 6:00 PM on Wednesday, June 27, 2018.   Budget checking for interfunds occurs during nightly batch.

ALL remaining FY 2018 interfund deposits and interfund vouchers that have not been successfully edited, matched and approved by 6:00 PM on Wednesday, June 27, 2018 will be deleted by the SMART Team.

Agencies with interfunds remaining due to budget check exceptions will be contacted by the SMART Team on Thursday, June 28, 2018 in an effort to resolve the budget check exceptions. Any interfunds remaining due to an inability to resolve budget check exceptions by 6:00 PM on Thursday, June 28, 2018 will be deleted.

Interfunds for FY 2019 shall not be entered until FY 2019 is open to agencies.

GL Journals

To affect fiscal year 2018, all GL Journals must be successfully edited, budget checked, agency approved, and submitted into workflow for central approval by 6:00 PM on Wednesday, June 27, 2018.

Interfacing agencies must have their final INF06 (Inbound GL Journal) for FY 2018 business submitted by 5:00 PM on Tuesday, June 26, 2017.

GL Spreadsheet Journals can be uploaded manually until 3:00 PM on Wednesday, June 27, 2018.  The journals must be edited, budget checked, approved and submitted for central approval by 6:00 PM on Wednesday, June 27, 2018.

Any online, spreadsheet, or interface FY 2018 GL Journals with an accounting date of 6/30/2018 or before, that do not have agency approvals by 6:00 PM on Wednesday, June 27, 2018, will be considered an abandoned transaction and will be deleted by the SMART Team.

Commitment Control

FY 2019 Budget Journals for agencies who use “Track with Budget” must be entered prior to any FY 2019 pre-encumbrance (if applicable), encumbrance, expenditure, or revenue transactions are entered in SMART.  Otherwise the transactions will fail budget check.

System Availability

Normal hours of availability are shown below.

SMART

Monday through Saturday, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Friday.

Sunday, 1:00 PM through Monday, 6:00 PM.  Not all Sundays are open.  Please refer to the SMART Calendar: Calendar

SMART availability during fiscal year end processing.

Monday, June 18, 2018 through Saturday, June 23, 2018, 7:00 AM to 6:00 PM.  The cutoff for receiving SMART interface files is 5:00 PM Monday through Friday.

Sunday, June 24, 2018 is a maintenance day. The maintenance window begins Saturday evening at 6:00 PM and ends Sunday evening by 6:00 PM. SMART will open at 1:00 PM if maintenance is complete, or immediately following the completion of maintenance if after 1:00 PM.

Sunday, June 24, 2018, 1:00 PM through Monday, June 25, 2018, 6:00 PM.

Tuesday, June 26, 2018, and Wednesday, June 27, 2018, 7:00 AM to 6:00 PM.

SMART Closed Thursday, June 28, 2018 through Saturday, June 30, 2018.

Sunday, July 1, 2018, 1:00 PM through Monday, July 2, 2018, 6:00 PM.

Tuesday, July 3, 2018, 7:00 AM to 6:00 PM. 

Wednesday, July 4, 2018, 7:00 AM to 6:00 PM.  SMART daytime and nighttime batch processes will not run.

Thursday, July 5, 2018, 7:00 AM to 6:00 PM (normal availability and processing).

SMART Closed Friday, July 6, 2018, 7:00 AM to 12:00 PM – an announcement will be sent when SMART is opened to agency users.

Saturday, July 7, 2018, 7:00 AM – SMART resumes normal availability and processing.

Kansas Service Desk

Monday through Friday, 8:00 AM to 5:00 PM.

Saturdays, Sundays, and holidays, not available.

SHARP

Monday through Friday, 7:00 AM to 6:00 PM

Saturday, 1:00 PM to 9:00 PM

Sunday, 1:00 PM to 6:00 PM

 

Accounts Receivable (Deposit) Processing when SMART is closed to users the morning of Friday, July 6, 2018:

SMART will be closed to agency users the morning of Friday, July 6, 2018 to run the fiscal year close processes.  The following process should be followed to make FY 2019 deposits:

The State Treasurer’s Office will have limited access to SMART to allow them to process deposits during the morning hours.

If you are expecting funds to be wired to the State Treasurer on Friday, July 6, 2018, please enter and approve the appropriate deposit in SMART by 6:00 PM on Thursday, July 5, 2018. When the wire transfer arrives at the Treasurer’s Office, they will match the funds to the appropriate deposit transaction, and complete the State Treasurer Approval on the deposit.  This deposit will then be recorded in SMART as usual during the next nightly batch.  

Agencies may continue to upload and submit FY 2019 deposits via INF43 (Excel Deposit Upload) and INF44 (Inbound Deposit) on Friday, July 6, 2018.  SMART AR Deposit jobs will run at 10:00 AM, Noon and 2:00 PM.  If you process an INF43 or 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 they can approve the transaction in SMART.

For agencies that do not use the INF43 or INF44 processes and need to make a deposit during the morning of Friday, July 6, 2018 while SMART is unavailable -- the State Treasurer’s Office has created the Temporary Deposit Form to allow you to continue to deposit funds.

On Friday, July 6, 2018 (when SMART is again open for business), agencies will need to enter and approve the appropriate “temporary” deposit.

Credit Card Receipts will load into SMART as scheduled at 8:00 AM on Friday, July 6, 2018. Agencies will be able to enter the appropriate Deposit Adjustments later in the day on Friday, July 6, 2018.

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

REFERENCES

FY 2018 Closing and FY 2019 Opening Schedule Day by Day Summary

SMART Training Resources -- Home, click the Training link

Month-End Checklists:  Month End Checklists
            Accounts Receivable Month End Checklist
            Accounts Payable Month End Checklist
            Asset Management Month End Checklist
            GL Month End Checklist
            PO Month End Checklist
            Travel & Expense Month End Checklist

Forms:

Temporary Deposit Form

GL Encumbrance Request Form

HELPFUL QUERIES: 

Navigation: Reporting Tools>Query>Query Viewer

Travel and Expense

KS_EX_UNPROCESSED_TRAVEL_AUTHS – Users will enter a date range based upon the accounting date of the Travel Authorization.  This will typically be the date the Travel Authorization was created.  The query returns all Travel Authorizations that have not fully processed in the system sorted by TA Status, Travel Date From and Travel Auth ID number.  Note** Travel Authorizations with a valid budget status have encumbered budget.

KS_EX_UNPROCESSED_EX_REPORTS – Users will enter a date range based upon when the Expense Report was created.  The query returns all unprocessed Expense Reports sorted by Status and Report ID. 

Accounts Payable

KS_AP_UNPROCESSED_VOUCHERS – Users will enter a date range based upon the accounting date of the vouchers.  This will typically be the date the voucher was created.  The query returns all vouchers that have not fully processed in the system sorted by Voucher ID.

KS_AP_VOUCHERS_NOT_POSTED – Users will enter Business Unit and a date range based on the accounting date of the vouchers. This will typically be the date the voucher was created. The query returns all vouchers that have a valid budget status and therefore have impacted Commitment Control but have not posted to the GL. Provides match, budget check and approval statuses.

KS_AP_UNPROCESSED_INTRFND_VCHR – Users will enter a date range based on the accounting date of the vouchers. The query returns all interfund type vouchers that have not fully processed. This will include interfund type vouchers that are not attached to an interfund.

KS_APAR_PENDING_INTRFNDS -This query will show pending Interfunds, both Initiated and Received by your agency, that are tied to a Voucher or Deposit.

KS_INTRFNDS_APPR_NOT_POSTED - User will enter Business Unit. The query will return results for either side (deposit or voucher) to which your agency is a party, and at least one of the following is true: 1) Voucher is not posted 2) Payment is not posted 3) Deposit is not posted. This query should give you an indication of transaction exceptions that may need further review. Depending on when you run the query, you may have interfunds that were approved in the current day’s activity that have not yet posted in the nightly batch. If the deposit or voucher approval date reflects the current or previous day’s date, you can likely ignore it.  We recommend running it first thing in the morning before new approvals are registered to avoid extraneous results. We recommend running this query at least monthly and more frequently as fiscal year end close approaches.

Asset Management

KS_AM_VCHRS_WITH_54XXXX_ACCT - This query displays a list of all vouchers within a specified date range with 54XXXX account codes. You should use the Asset Inventory List report in conjunction with this query to make sure all capital assets have been added to SMART.

Project Costing

KS_PC_BILLING_WORKSHEET – This query shows a list of all unprocessed billing worksheets that can be either billed or written off to help get Federal Funds into a positive cash position by year-end.

General Ledger

KS_GL_JOURNALS_BUDGET_ERROR – This query displays any GL Journals in Budget Check error.

KS_GL_JOURNALS_ERRORS – This query will show GL Journals in Edit error and cannot be posted.

Purchasing

KS_PO_NEGATIVE_PO_LINES - This query was designed to identify those POs that have a negative PO line.  Negative PO lines create unauthorized budget.  Agencies must cancel or close any negative PO lines currently in SMART by 6:00 PM on Wednesday, June 27, 2018.

Job Aid: KS_PO_NEGATIVE_PO_LINES

KS_PO_PCRD_VCHR_DELETED - This query was designed to identify those P-Card vouchers/lines that have been deleted.  Agencies should not delete P-Card vouchers/lines.  The deletion of a P-Card voucher/line does not update the P-Card transaction; consequently, the P-Card transaction retains a voucher ID and voucher line number that no longer exists in SMART.  This gives the appearance that the P-Card transaction has not been paid.

Job Aid:  KS_PO_PCRD_VCHR_DELETED

KS_PO_REQS_OPEN_PNDNG – This query was designed to identify those requisition lines that need to have some action taken by 6:00 PM on Wednesday, June 27, 2018

Job Aid:   KS_PO_REQS_OPEN_PNDNG


Printable version of 18-A-008

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