State of Kansas Interactive Internet Interfunds (SOKI3+)
How Do I?
[Contents and Index]
[Access and Security]
[Agencies and Groups]
[Contacts and Communication]
[Documents] [Users]
DOCUMENTS
[Approve/release]
[Supporting Document]
[Change/delete a document]
[Initialization ]
[JV Types]
[Print a voucher]
[Search a Selective Group] [Sort waiting documents]
[View Documents]
Approve/Release a Document or Notify the Approver/Releaser that a Document is Ready for His/Her Review
While in the document (Use the following path if not already in the document: My
Documents, Waiting Interfund Transfers or Waiting Journal Vouchers. Click the
View link by the document to access it.), click on the appropriate link: Approve the
expenditures, Approve the receipt, Release the expenditure, Release the receipt, Notify
an Approver/Releaser, Approve the document, or Release the document. The approving
functions (Approve the expenditures/receipt) are optional internal control features; a
document must be released for it to be available to the reciprocating group or Accounts
and Reports. Release automatically approves.
The supporting document message can be turned on/off when initializing the interfund
on the Manual Interfund Initiation page, or afterwards inside the document by
modifying the document header information or printing a supporting document cover sheet.
To turn on/off the message when initializing the interfund, use the
following path: My Documents, Initialize a Manual Interfund. When
initializing the interfund on the Manual Interfund Initiation page, clicking
on/off the radio button in the field that asks "Documents on the Way?" as
appropriate.
To activate or change the supporting document status message after the
interfund has been created, while in the document (if not already in the document,
use the following path: My Documents, Waiting Interfund Transfers. Click
the View link by the document to access it.), click the Modify document header
information link. On the Interfund Header Modification page, click the
appropriate radio button (On the way, None coming, or I do not know) on the
Supporting Documentation line, then click Modify the header information.
The supporting documentation on the way message can also be turned on by printing a
supporting document cover sheet. Please see Print Interfund Supporting Document Cover Sheet for procedures.
The reciprocating group/agency can turn off the message after receiving the attachments
by clicking the Click here when it arrives link below the message on the document.
While in the interfund (if not already in the document, use the following path:
My Documents, Waiting Interfund Transfers. Click the View link by the document
to access it.), click on the View a standard cover sheet for this document link
at the bottom of the page.
Click the Continue with VIEW of STANDARD COVER SHEET link on the Please Be
Aware warning.
On the Interfund Standard Cover Sheet page, click Print on the tool bar. This
will not only provide you with a page to print to send with the documentation, but also
change the status of the document to "supporting documentation on the way".
Either the expenditure or receipt side can change their side of the interfund until
its release by the Accounts and Reports' Audit Services Team. Prior to release by the
Accounts and Reports' Audit Services Team, interfunds can be deleted by the receipt side
at any time while the expenditure side can only delete interfunds prior to receipt side
reciprocation. A JV can be changed or deleted until it is released to Accounts and Reports,
or released to be uploaded to STARS if the document does not require central approval.
Add Funding or Detail Lines: while in the document (If not already in
the document, use the following path: My Documents, Waiting Interfund
Transfers or Waiting Journal Vouchers. Click the View link by
the document to access it.), click the appropriate link: Add more expenditure funding
lines, Add more Receipt funding lines, Enter JV funding lines, or Add detail
lines.
On the Enter Expenditure Lines, Enter Receipt Lines, or Enter Detail
Lines page, enter the funding/detail lines and click Add the funding lines
or Add the detail lines.
Add/Change/Delete Comments: The comments shown below the
document line on the Waiting Documents or Waiting Journal Vouchers list can be turned
on/off using the Turn voucher comments ON/Off link at the top of the Waiting
Documents (for interfunds) or Waiting Journal Vouchers page. The actual
comment field is located inside the document.
To edit the comments, while in the document (If not already in the document, use the
following path: My Documents, Waiting Interfund Transfers or
Waiting Journal Vouchers. Click the View link by the document to access
it.), type your comments in the Expend Comments or Receipt Comments
field above the funding lines for interfunds, or the comments field at the bottom of the
JV Viewing page for journal vouchers.
Change/Delete a Funding or Detail Line: While in the document (If
not already in the document, use the following path: My Documents, Waiting
Interfund Transfers or Waiting Journal Vouchers. Click
the View link by the document to access it.), click the dollar amount
(underlined) of the line to be changed/deleted.
On the Funding Line Modification or Modify Interfund Detail Line
page, make changes then click Modify the line as above or Delete this line
from voucher as appropriate.
Change Header Information - Voucher Number, Document Date, or Supporting
Document Indicator: While in the document (If not already in the document, use
the following path: My Documents, Waiting Interfund Transfers or
Waiting Journal Vouchers. Click the View link by the document to
access it.), click the Modify document header information link.
On the Interfund Header Modification page, make the changes, then click
Modify the header information.
Delete All Funding Lines: while in the document (If not already in
the document, use the following path: My Documents, Waiting Interfund
Transfers or Waiting Journal Vouchers. Click the View
link by the document to access it.), click the Delete all expenditure funding lines,
Delete all receipt funding lines, or Delete all funding lines link.
On the Delete all Expenditure Funding, Delete all Receipt Funding, or Delete
all JV Funding page, at the bottom of the page, click Continue
with the FUNDING DELETION for interfunds or Continue with the Deletion of All
Funding Lines for journal vouchers.
Delete an Entire Interfund or JV: While in the document (If not
already in the document, use the following path: My Documents, Waiting Interfund
Transfers or Waiting Journal Vouchers. Click the View
link by the document to access it.), click the Delete the Entire Interfund link
under Interfund Level Options for interfunds or click the Delete the
document link under Document Level Options for JV's.
On the Delete an entire interfund or the Delete the entire journal voucher
page, click Continue the DELETION of this Document at the bottom of the page.
Initialize an Order: To place an order to a state agency/group
through SOKI3+, the agency/group accepting the order
must not have their accepting on-line orders indicator turned Off. For procedures
to turn on/off the indicator, please refer to Turn On-Line Ordering On/Off in
the Agencies and Groups section.
To initialize an on-line order, use the following path: Documents, Initialize
an Order. On the Initiate an Order page, select the "for" and
"to" groups from the list boxes, then click the Start the Order. The
system will take you to the appropriate form. Complete the form and click Send the
general order form.
Please note the on-line ordering function is not ties to the interfund function or STARS,
therefore it will be necessary to initialize an interfund separately to pay for the order.
Initialize an Interfund Manually or by a Simple Upload: Use the
following path: My Documents, Initialize a Manual Interfund.
On the Manual Interfund Initiation page, complete the interfund initiation
selection criteria (give interfund description and number, select type of document
and reciprocating group, etc.). Click Start the Interfund.
On the Successful Document Initiation page, click Link to your document
for entry.
On the Interfund Viewing page, the interfund funding lines can be entered either
manually or by a simple upload. Click Add expenditure funding lines, Add
receipt funding lines, or Add detail lines to begin entering the interfund
manually.
On the Enter Expenditure Funding Lines, Enter Receipt Funding Lines,
or Enter Detail Lines page, enter the funding/detail lines and click Add the
funding lines or Add the detail lines.
To begin a simple upload of funding lines, click Browse to select the file
containing the funding lines, then click Test the File Before Uploading or
Upload the File. It's a good idea to first check the file's accuracy by using Test
the File Before Uploading.
Initialize a Journal Voucher Manually or by a Simple Upload: Use the
following path: My Documents, Initialize a Manual Journal Voucher.
On the Manual Journal Voucher Initiation page, complete the journal voucher
initiation selection criteria (give JV description and number, select type of document
- refer to JV Types for type descriptions, and agency, etc.). Click Start the J.V.
On the Successful Document Initiation page, click Link to your document
for entry.
On the Journal Voucher Viewing page, the funding lines can be entered either
manually or by a simple upload. Click Add more funding lines to enter the journal
voucher manually.
On the Enter JV Funding Lines page, enter the funding/detail lines and click
Add the funding lines.
To begin a simple upload of funding lines, click Browse to select the file
containing the funding lines, then click Test the File Before Uploading or
Upload the File. It's a good idea to first check the file's accuracy by using Test
the File Before Uploading.
Initialize Interfunds by Upload: One or multiple documents can be
uploaded using the following path: My Documents, Initialize IFV by Upload.
Initialize J.V. by Upload: One or multiple documents can be uploaded
using the following path: My Documents, Initialize J.V. by Upload.
The Initiation Formats are available through the Initiation
Format link under the Initialize IFV by Upload menu item in the Document
Main Page, through the Consult on-line help link at the bottom of each page,
or by clicking Help in the header and footer of each page.
The J.V. Type Code List in Help shows each JV type, the agencies authorized to use
each type, and the transaction codes that can be used. The funding entry requirements
will vary depending on the JV type selected. The J.V. Trans Code Table List shows the
field requirements (required, not allowed, or optional) for each transaction code used
on journal vouchers in SOKI3+3+. A user may not be able
to use a JV type even if the user's agency is granted that authority, as the authorities
for each JV type can be further restricted by user internally by the agency. The
available JV types appear on the user's screen varies depending on the user's access.
The JV types are separated into two categories: 1) types that agencies initiate and
process; 2) types that are initiated and processed centrally by the Division of Accounts
and Reports.
Agency Initiated and Processed JVs:
The JV numbering format
is JTAGYXXX. "J" is the JV number prefix. The second character (T) indicates
the JV transaction type where 1 = payroll related adjustments, 2 = adjustments for
specific expenditure or receipt vouchers, 3 = appropriations/master lease related
transactions, C = credit card transactions, and R = receipt distributions. "AGY"
is the initiating agency number. "XXX" is the agency or system assigned JV
number.
Cash Adjust - PY Contingent Encumbrances
(Receipt/Expenditure Account Cash Transfers) - These transactions are those required to
move cash within the same fund/index code to a different budget fiscal year to provide
the cash needed to process payments against contingent encumbrances. Transactions can move
cash either from the current fiscal year back to a prior fiscal year or from a prior to
the current fiscal year. These will be designated at the top of each document in
SOKI3+ as RECEXPADJ. The agency will
assign (or allow the system to assign) the last three digits of the document number in
the format J3AGYXXX, with AGY defined as the agency number. If the document is error
free, and has been approved and released by the agency by 3:00 p.m., the document will be
uploaded to STARS that night. Central approval will NOT be required for this transaction
type prior to the STARS upload. These transactions will be batched by
SOKI3+ at the central level. The Appropriations/Master Lease
Purchase Team is responsible for addressing any procedural questions related to this
document type.
Certified Trnsfer (Certified Transfers) - These
transactions are transfers authorized by statute and certified by the preparing agency
in writing to the Central Accounting Services Appropriations/Master Lease Purchase Team.
These will be designated at the top of each document in SOKI3+
as CERTTRSFR. The agency will assign (or allow the system to assign)
the last three digits of the document number in the format J3AGYXXX, with AGY defined as
the agency number. Central approval will be required prior to uploading
the transaction to STARS, and the transactions will continue to be batched by
SOKI3+ at the central level. Central approval and release will
be granted only after receipt of the standard transfer certification correspondence from
the agency. It will be helpful for agencies to note the JV number assigned by the agency
on the transfer certification letter correspondence. The Appropriations/Master Lease
Purchase Team is responsible for approving and releasing this document type. Examples
of Certified transfers: 1) K.S.A. 75-4614 for central motor pool depreciation reserve
transfer, 2) K.S.A. 75-1004(b) for printing depreciation reserve transfer, 3) Chapter
130, Section 31(m), 2000 Session for KDHE sponsored project overhead transfer, and 4)
Chapter 130, Section 40(c), 2000 Session for Historical Society visitor donation
match.
Correct Payment/Receipt Prefix V & S (Payment
and Receipt Voucher Corrections) - These transactions are those currently processed
by the Audit Services Team to change funding, subobject codes, etc. on payment and
receipt documents which have processed in STARS. These will be designated at the top
of each document in SOKI3+ as PMT-REC. The agency will
assign (or allow the system to assign) the last three digits of the document number
in the format J2AGYXXX, with AGY defined as the agency number. Central approval
will be required prior to uploading the transaction to STARS, and the
transactions will continue to be batched by SOKI3+ at the
central level. Central approval and release will be granted after a member of the Audit
Services Team has reviewed the requested correction. The Audit Services Team is responsible
for approving and releasing this document type.
Credit Card (Credit Card transactions) - These
transactions are those required to (1) move credit card receipts from the Credit Card
Clearing Fund to the proper budgetary fund(s) within the agency, or (2) move funds to the
Credit Card Clearing Fund so that sufficient funds are available for payment of the credit
card processing fees. These will be designated at the top of each document in
SOKI3+ as CREDIT. The agency will assign (or
allow the system to assign) the last three digits of the document number in the format
JCAGYXXX, with AGY defined as the agency number. If the document is error free, and has
been approved and released by the agency by 3:00 p.m., the document will be uploaded to
STARS that night. Central approval will NOT be required for this transaction
type prior to the STARS upload. These transactions will be batched by
SOKI3+ at the agency level and will be batch number 961, batch
type T, except during concurrent processing. During that time, the old year documents will
be batched as batch number 961, and new year documents as batch number 971. Any
transactions that suspend in STARS on screen 53 must be corrected by the agency.
Additional information regarding these transactions can be found in
Informational Circular 01-A-014.
Payroll Prior Period Funding Adjustments - These
transactions adjust prior period funding of payroll expenditures for SHARP
agencies only. Regent Institutions are to continue with the automated DA-35 process
that is currently in place for their prior period funding adjustments. These will
be designated at the top of each document in SOKI3+
as PAYROLL. The agency will assign (or allow the system to assign)
the last three digits of the document number in the format J1AGYXXX, with AGY
defined as the agency number. If the document is error free, and has been approved
and released by the agency by 3:00 p.m., the document will be uploaded to STARS
that night. Central approval will NOT be required for this transaction
type prior to the STARS upload, and the transactions will be batched by SOKI3+
at the central level. The Payroll Processing Team is responsible for addressing
any procedural questions related to this document type.
Receipt Distribution - These transactions are
currently processed on receipt vouchers (with a zero dollar net effect) to distribute
receipts from an agency suspense fund to the appropriate agency budgetary accounts. These
will be designated at the top of each document in SOKI3+ as
RECEIPTDIS. The agency will assign (or allow the system to assign) the
last three digits of the document number in the format JRAGYXXX, with AGY defined as the
agency number. If the document is error free, and has been approved and released by the
agency by 3:00 p.m., the document will be uploaded to STARS that night. Central
approval will NOT be required for this transaction type prior to the STARS
upload. These transactions will be batched by SOKI3+ at the
agency level and will be batch number 966, batch type T, except during concurrent processing.
During that time, the old year documents will be batched as batch number 966, and new year
documents as batch number 976. Any transactions that suspend in STARS on screen
53 must be corrected by the agency. The State Treasurer's Office is responsible
for addressing any procedural questions related to this document type. Lucinda Anstaett is the
contact person, and can be reached at
lucinda@treasurer.state.ks.us.
Summarized Corrections - These transactions are
corrections to receipt and expenditure documents, which are summarized due to the volume of
individual transactions that are affected by the correction. Only agencies that have been
previously approved to make these types of adjustment transactions may use this transaction
type in SOKI3+. These will be designated at the top of each
document in SOKI3+ as SUMMARY. The agency
will assign (or allow the system to assign) the last three digits of the document number
in the format J3AGYXXX, with AGY defined as the agency number. Central approval will
be required prior to uploading the transaction to STARS, and the transactions will
continue to be batched by SOKI3+ at the central level. Central
approval and release will be granted after a member of the Appropriations/Master Lease
Purchase Team has reviewed the requested correction. The Appropriations/Master Lease
Purchase Team is responsible for approving and releasing this document type.
Centrally Processed JVs:
Appropriation Team (Appropriation Team journal
vouchers) - These transactions are journal vouchers initiated by the Appropriations/Master
Lease Purchase Team. These will be designated at the top of each document in
SOKI3+ as 003J3. The Appropriations/Master
Lease Purchase Team will assign the document number in the format J3XXXXXX. These
transactions are entered, approved, and released by the Appropriations/Master Lease Purchase
Team, and will be batched by SOKI3+ at the central level. Agencies
will continue to be notified of these transactions.
Average Daily Balance (Average Daily Balance
Distribution) - These transactions transfer interest earnings to eligible agency accounts
each month. These will be designated at the top of each document in
SOKI3+ as 003ADB. The Appropriations/Master
Lease Purchase Team will assign the current document number in the format J3ADBXXX.
These transactions are entered, approved, and released by the Appropriations/Master
Lease Purchase Team, and will be batched by SOKI3+ at the central
level. Agencies will continue to be notified of these transactions.
Preaudit-TJ (TJ Transactions) - These are treasurer's
journal vouchers initiated by the Audit Services Team. These will be designated at the
top of each document in SOKI3+ as TJ002. The
Audit Services Team will assign the current document number in the format T2SOKXXX.
These transactions are entered, approved, and released by the Audit Services Team, and
will be batched by SOKI3+ at the central level. Agencies will
continue to be notified of these transactions.
Preaudit Balanced J (Preaudit Balanced Journal
Vouchers) - These transactions are similar to the corrections identified as payment and
receipt voucher corrections. The journal vouchers processed under this type are
corrections initiated by the Audit Services Team. These will be designated at the top
of each document in SOKI3+ as 002J2. The Audit
Services Team will assign the current document number in the format J2SOKXXX. These
transactions are entered, approved, and released by the Audit Services team, and will
be batched by SOKI3+ at the central level. Agencies will
continue to be notified of these transactions.
While in the document (If not already in the document, use the following path: My
Documents, Waiting Interfund Transfers or Waiting Journal Vouchers.
Click the View link by the document to access it.), click Link to a More
Printable Page at the bottom of the page.
On the INTERFUND VOUCHER or JOURNAL VOUCHER page, click
Print on the tool bar. This allows the document to be printed without
most of the links and instructions.
Search a Selective Group of Documents for Viewing
or Downloading
A user can search both outstanding and history documents to which he/she has access using
specific criteria for viewing or downloading to a PC.
Search a Selective Group of Documents for Viewing: Use the following
path: History, Past/Outstanding Interfunds or Past/Outstanding
J.V.s. On the History Search or JV History Search page, enter
criteria for the search, then click Find the Documents.
The system will return a list of documents that met the entered criteria. Under the
title Historical Activity is a brief description of the criteria used for the
search. As with the waiting documents lists, users can click the View
link by the document to view each document.
Search a Selective Group of Documents for Downloading to PC: Use the
following path: History, Interfund Activity Reporting or JV
Activity Reporting. On the Document Activity Reports or J.V.
Activity Reports page, enter criteria for the search, then click Find the
Documents.
The system will return a screen named Detailed Report/Activity Database. A
brief description of the search criteria will appear under the title. Summary Information on
the page is first separated into two types: Outstanding and In STARS, then further summarized
by different levels/combinations: fund, fund and index, PCA, source code, etc. The file
can be saved as a .dbf file then imported to most spreadsheet, database, or word
processing applications. To download the file, click the Click here to download your
database link at the bottom of the page.
Sort Waiting Interfunds
The Your Waiting Documents list can be sorted in various orders to help users
perform tasks more efficiently. Click on the appropriate link under Sorting Options:
Entry Date: in descending order by entry date. The
default sort.
Rec Group: receipts listed by group, then in
ascending entry date within the group.
Exp Group: expenditures listed by group, then in
ascending entry date within the group.
Rec Doc: all documents are sorted by their receipt
document number causing all documents without a receipt document number to be sorted to
the top of the list.
Exp Doc: all documents are sorted by their
expenditure document number causing all documents without an expenditure document number
to be sorted to the top of the list.
Rel Date: unreleased documents are listed first. The
released documents are grouped by release date in ascending entry date order.
Status: documents are separated into 4 categories -
documents awaiting entry, documents awaiting approval/release, documents awaiting
reciprocation, and documents awaiting audit; and listed in ascending entry date order within
each category.
SORT WAITING JOURNAL VOUCHERS
The Waiting Journal Vouchers list can be sorted in various orders to help users locate the
documents more easily. Click on the appropriate link under Sorting Options:
Entry Date: in descending order by entry date. The
default sort. In red when a sort is active.
Agency: documents are sorted by agency number in
ascending order.
Doc No: documents are sorted by document number in
ascending order.
Rel Date: unreleased documents are listed first. The
released documents are grouped by release date in ascending entry date order.
Status: documents are separated into four groups -
documents awaiting entry, documents needing approval/release, documents awaiting audit,
and documents awaiting upload; and listed in ascending entry date order within the
group.
View Documents
A user can view the documents to which he/she has access.
View a List of Waiting Interfunds: Use the following path:
Documents, Waiting Interfund Transfers. A list of your waiting interfunds
will display.
View a List of Waiting Journal Vouchers: Use the following path:
Documents, Waiting Journal Vouchers. A list of your waiting JVs will
display.
View a Past Document: Use the following path: History,
Past/Outstanding Interfunds or Past/Outstanding J.V.s. On
the History Search page, enter criteria for the search, then click Find
the Documents.
The system will return a list of documents met the entered criteria. Under the title
Historical Activity is a brief description of the criteria used for the search.
As with the waiting documents lists, users can click the View link by the document
to view each document.
View a Waiting (Outstanding) Document: Use the following path:
Document, Waiting Interfund Transfers or Waiting Journal
Vouchers. On the Your Waiting Documents or Your Waiting Journal
Vouchers page, click the View link by the document to view it.
View the Status of a Interfund: On the list of waiting documents,
the character shown in the columns and the (document) line color indicate a document's
current status.
Columns:
E: Error indicator. Documents containing errors or awaiting reciprocation (the
reciprocating party has opened, but not yet completed the document) will show a red check
mark.
R: a letter shown in this column indicates you are the
receipt side of the document.
P: a letter shown in this column indicates you are the
paying (expenditure) side.
The letters in the R and P columns further specify a document's status:
A = both receipt and paying sides have been completed
and released, and the document is currently awaiting release from Accounts and Reports
Audit Services. The status (line) color is turquoise.
E = you are the "To" group of the interfund
which is awaiting entry from you. Generally the line (status) color is red unless you have
both receipt and expenditure sides.
P = your side of the interfund is completed and is
awaiting approval/release. The status (line) color is blue.
R = the document has been released and is awaiting
reciprocation. The status (line) color is magenta.
View the Status of a Journal Voucher: On the list of waiting JVs, the
character shown in the columns and the (document) line color indicate a document's current
status.
Columns:
E: Error indicator. Documents containing errors will show a red check
mark.
S: Status column. The letter in this column indicates
the current status of the document.
A = the document has been released by the agency and is
currently awaiting audit from Accounts and Reports Audit Services. The status (line) color
is turquoise.
E = the document is incomplete or contains errors. The line color is red.
P = the document is completed and is awaiting approval/release. The status
(line) color is blue.
U = the document is awaiting upload to STARS. This includes both the
documents that have been approved/released by Accounts and Reports, if central approval is
required, and the documents that have been approved/released by agencies, if central
approval is not required. The status (line) color is olive.
[Contents and Index]
[Access and Security]
[Agencies and Groups]
[Contacts and Communication]
[Documents] [Users]
