SMART Training Resources
Accounts Payable
Accounts Payable End-to-End Flow [.pdf]
Division of Accounts and Reports Home Page
Accounts Payable Job Aids:
- AP Journal Voucher (351 KB) [Word] (new as of December 22, 2010)]
- APY1400 Open Liability Reconciliation Report [Word] (new as of May 15, 2012)]
- APY1406 Open Liability Report [Word] (new as of May 15, 2012)]
- Control Groups (1.86 MB) [PowerPoint]
- Copy From a Purchase Order (600KB) [Word]
- Copy from Receipt (700KB) [Word] (new as of January 17, 2012)
- Correcting Match Exceptions (563 KB) [Word] (new as of July 20, 2010)
- Create a 1099 Voucher (440 KB) [Word]
- Deleting and Closing Vouchers (2.16 MB) [PowerPoint]
- Entering and Maintaining Payment Messages (1.40 MB) [PowerPoint]
- Entering and Maintaining SpeedCharts (1.81 MB) [PowerPoint] (updated as of November 8, 2010)
- Entering and Maintaining Voucher Origins (1.76 MB) [PowerPoint]
- Entering Imprest and Petty Cash Vouchers (523 KB) [Word] (new as of August 26, 2010)
- INF50 Spreadsheet Voucher (3.16 MB) [PowerPoint]
- Matching Rules (1.33 MB) [PowerPoint] (new as of July 20, 2010)
- Paycycle Troubleshooting Guide (574 KB) [PowerPoint] (new as of August 30, 2010)
- Setoff Status on Vouchers (732 KB) [Powerpoint)
- Voucher Build Error Detail (632 KB) [Word]
- Voucher Styles (1.15 MB) [PowerPoint]
- Wire Transfer Vouchers (922 KB) [Word] (updated as of October 17, 2011)
- Withholding Codes (1.08 MB) [PowerPoint] (new as of July 20, 2010)
Travel and Expense Job Aids:
- Adding an Expense Payee (476 KB) [Word] (new as of July 20, 2010)
- Cash Advances (1.61 MB) [PowerPoint]
- Adding a Bank Account to an Employee Travel Profile (628KB) [Word] (new as of July 27, 2010)
- Adding a Non-Employee for Travel and Expenses (593 KB) [Word] (new as of July 20, 2010)
- Expense Reports (2..62 MB) [PowerPoint]
- Travel Authorizations (2.45 MB) [PowerPoint]
- Travel & Expense Journals (508 KB) [Word] (new as of December 22, 2010)
Accounts Receivable
Accounts Receivable and Billing End-to-End Flow (30 KB) [.pdf]
Division of Accounts and Reports Home Page
Job Aids:
- Accounts Receivable Reports and the Information They Provide (301 KB) [Word]
- Contact/Interfund Contact Maintenance (389 KB) [Word]
- Credit Card Transactions: Revenue Fees (5.10 MB) [PowerPoint] (updated as of September 9, 2010!)
- Credit Card Transactions: Revenue Only (4.73 MB) [PowerPoint] (updated as of September 9, 2010!)
- Delete Interfund Deposit (719 KB) [Word] (new as of May 9, 2011!)
- Delete Interfund Voucher (511KB) [Word] (new as of May 9, 2011!)
- Deposit Adjustments (2.99 MB) [PowerPoint]
- Excel Deposit Upload (INF43) (6.32 MB) [PowerPoint]
- INF43 & INF44 Process Error Corrections (2.93 MB) [PowerPoint]
- Updating a Completed Deposit (630 KB) [Word] (new as of September 9, 2010!)
Asset Management
Asset Management End-to-End Flow (52 KB) [.pdf]
Division of Accounts and Reports Home Page
Job Aids:
- Adding and Inactivating Area IDs (378 KB) [Word]
- Asset Management Preparing for Fiscal Year End (726 KB) [PowerPoint]
- Asset Management Navigation (307 KB) [Word]
- Asset Management Reports and the Information They Provide (314 KB) [Word] (updated as of August 4, 2011)
- Assets Returned to Vendor (473 KB) [Word]
- CIP Assets (1.5 MB) [Word]
- Erroneous Asset Removal (467 KB) [Word] (updated July 6, 2010)
- Incorrect Asset Profiles and Corrections (571 KB) [Word] (updated August 24, 2010)
- Location Code Table Values (294 KB) [Excel] (updated March 29, 2011)
- Non-Owned Assets (371 KB) [Word]
- Profile ID Selection (96 KB) [Excel]
- Property Asset Guidelines (293 KB) [Word] (updated September 14, 2010)
- Reviewing the Transaction Loader Tables (352 KB) [Word] (updated April 18, 2011)
Data Warehouse Reporting
- Accounts Receivable Dashboard (915 KB) [.ppt]] new as of March 31, 2011
- Data Warehouse Security Guide for Power Users (288 KB) [.pdf]
- Data Warehouse HR Power User Meeting updated August 26, 2010 (1.81MB) [.ppt]
- Data Warehouse Finance Power User Meeting updated August 30, 2010 (1.89 MB) [.ppt]
- Project Transactions updated September 21, 2010 (1193 KB) [.ppt]
- Purchasing Dashboard (3 MB) [.ppt] new as of March 31, 2011
- Commitment Control Budget Balances Subject Area Job Aid updated October 19, 2010 (1423 KB) [.ppt]
General Ledger
General Ledger End-to-End Flow (31KB) [.pdf]
Division of Accounts and Reports Home Page
Job Aids:
- Budget ChartField Translations (Roll-Ups) (1.48 MB) [Word] (updated on August 15, 2010!)
- Budget Checking Journals via Batch (922 KB) [Word] (new as of December 3, 2010)
- Budget Entry Types (86 KB) [.pdf]
- Budget Levels (90 KB) [.pdf]
- Budget Ledger Types (181 KB) [.pdf]
- Budget Status Report (1.03 MB) [Word] (new on September 9, 2010!)
- Budgets vs. Actuals reporting (21KB) [Excel] (new as of December 15, 2010)
- Editing Journals via Batch (1 MB) [Word] (new as of December 3, 2010)
- Journal Processing Errors (166 KB) [.pdf]
- Liquidate GL Encumbrance Balances (445KB) [Word] (new as of June 22, 2011)
- Maintaining Agency-Controlled ChartField Values (1.20 MB) [Word] (new on August 16, 2010!)
- Post Budget Journals via Batch (1 MB) [Word] (new as of December 3, 2010)
- Reviewing Budget Check Exceptions (703 KB) [Word] (new on August 16, 2010!)
- Schedule Production Reports (628 KB) [.pdf] (new as of December 15, 2010)
- Spreadsheet Journal Import Buttons Reference Guide (381 KB) [Word] (new on August 26, 2010!)
General Topics
- Signing into SMART (UPK)
- Navigating to Pages (UPK)
- Using the Navigation Header (UPK)
- Using Search Pages (UPK)
- Using the Find Feature (UPK)
- Navigating Within Pages (UPK)
- Recognizing Page Controls (UPK)
- Using a Grid (UPK)
- Introduction to Accounting Class Handouts (Part 1, from winter of 2009) (145 KB) [.pdf]
- Introduction to Accounting Class Handouts (Part 2, from winter of 2009) (487 KB) [.pdf]
Month-End Checklists
- Accounts Payable Month-End Checklist (60 KB) [Word] (updated as of April 16, 2012!)
- Accounts Receivable Month-End Checklist (40 KB) [Word] (new as of August 25, 2010!)
- Asset Management Month-End Checklist (57 KB) [Word] (updated as of April 2, 2012!)
- General Ledger Month End Checklist (41 KB) [Word] (updated as of May 1, 2012!)
- Purchasing Month End Checklist (61 KB) [Word] (updated as of May 7, 2012!)
Projects and Grants
Projects and Grants End-to-End Flow (.pdf)
Job Aids:
- Amendments Statuses (258 KB) [pdf]
- Analysis Types (244 KB) [pdf]
- Blue Bird Awards (344 KB) [pdf]
- Contract Milestones (272 KB) [pdf]
- Federal Draw Down (5.91 MB) [Word] (new as of August 12, 2010!)
- Grant Milestones (78 KB) [pdf]
- Grant Workflow Approvals (179 KB) [pdf]
- Milestones and Billing Events (942 KB) [pdf]
- Opening Reports (1.72 MB) [Word] (new as of September 8, 2010!)
- Product Listing (104 KB) [pdf]
- Project and Activity Statuses (214 KB) [pdf]
- Project Transactions (149 KB) [pdf]
- Project Trees (76 KB) [pdf]
- Revised Contract Processes (1.04 MB) [Word]
- Revised Prepaid Processes (9.39 MB) [Word] (updated as of July 13, 2010)
- Sponsors (112 KB) [pdf]
- Sponsor Draw Down Report (1.23 MB) [Word] (new as of August 12, 2010!)
- Updating a Finalized Budget (981 KB) [pdf]
Purchasing
Purchasing End-to-End Flow (30 KB) [.pdf]
Job Aids:
- Adding & Maintaining P-Card Holder Profiles (1.47 MB) [word] (updated as of April 12, 2011!)
- Assigning Mass P-Card Proxies (536 KB) [Word] (new as of September 8, 2010!)
- Manual PO Close Process (566 KB) [Word] (new as of April 11, 2011!)
- Modifying PO Email & Fax Destinations (500 KB) [word] (updated as of August 3, 2010!)
- Parameters for Closing POs (303 KB) [word] (updated as of February 10, 2011!)
- Purchase Requisition Statuses (43 KB) [.pdf]
- P-Cards and SMART (2.82 MB) [.ppt]
- RTV Header and Line Statuses (145 KB) [.pdf]
- Sourcing Workbench Staging Status (45 KB) [.pdf]
- Sourcing Workbench Errors (1.14 MB) [Word] (updated as of May 12, 2011!)
- SRM Dashboard Pagelets - Buyer View (104 KB) [.pdf]
- SRM Dashboard Pagelets - Manager View (60 KB) [.pdf]
- Staples Special Order Desk Aid (880 KB) [Word] (new as of April 19, 2011!)
- Using the KS PO Closed PO query (659 KB) [Word] (updated as of April 16, 2012!)
- Using the KS PO May Close query (772 KB) [word] (updated as of April 16, 2012)
SMART Reporting
Job Aids
- Distribute Reports to Multiple Users (2 MB) [Word] (new as of December 3, 2010)
- Downloading Query Results (UPK)
- Downloading Report Results (UPK)
- Running an Existing Query Using Query Viewer (UPK)
- Running Reports (UPK)
- SMART Reporting Workshop Handouts (2.57 MB) [Word] (updated as of April 4, 2011!)
Time and Labor
Time and Labor End-to-End Flow (53 KB) [.pdf]
SHARP Customer Service website