SMART Messages


DATE June 15, 2011
Module Finance
Subject Hot Topic! Fiscal Year End Update for Week of June 15th through June 22nd

The SMART team will be providing a weekly year end Info Blast. The Info Blast will cover important dates for the week (Wednesday to Wednesday) and a list of reminders for each of the SMART modules. This Info Blast will cover the time period from Wednesday (June 15, 2011) to Wednesday (June 22, 2011).

Important Dates for this week (June 15th – June 22nd)


SMART sub-modules - AP, AR, BI, EX for July through March are closed.


July period open for Purchase Orders to accommodate FY 2012 leases & prior authorizations. FY 2012 PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART.


July period open for Project Costing to capture any FY 2012 PO related activity.


Run scheduled PO Close Process.


Informational Circular to all agencies regarding fiscal year rate changes in payroll deductions and contributions. The release of the Informational Circular is contingent upon publication of the budget indices for fiscal year 2012 by the Division of the Budget.


Process payroll off-cycle 'A' for Friday June 24, 2011 pay date.


Accounts and Reports, Payroll Services will insert a new row in the SHaRP department budget tables effective dated June 12, 2011 which reflect a budget end date of June 11, 2012 and fiscal year of 2012. Agencies should refrain from entering any rows in the SHaRP department budget table with an effective-date greater than or equal to June 12, 2011 until after the fiscal year 2012 insert has been completed. Further instructions on the entry of FY12 rows in the SHaRP department budget tables will be issued in an upcoming circular.


Process payroll off-cycle 'B' for Monday June 27, 2011 pay date.


Budget check and Post payroll journals for the Friday, June 24th on-cycle pay date (last fiscal year 2011 on-cycle) and for the Friday, June 24th off-cycle pay date.


Last P-Card transaction file (6/21 posted date) for FY 2011 loaded in the nightly batch. Files received from the bank after 6/22 will be held and loaded for FY 2012 beginning on 7/5.

Module Reminders


· Sourcing Workbench: Requisitions / Requisition lines will end up on the Sourcing Workbench if they are unable to source to a Purchase Order. This typically happens if the Vendor ID is missing or there is a contract issue. Be sure to check the sourcing workbench on a daily basis and work any errors found there. The “Sourcing Workbench Errors” job aid can assist with correcting these errors.

· P-Card Transactions: The last P-Card transactions to be loaded for Fiscal Year 2011 will be those transactions with a June 21st Post Date. All P-Card transactions that need to be paid with FY 2011 funds must be reconciled by close of business on Monday, July 4th 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. Reminder, requisitions must be entered and saved no later than end of business on July 8th.

· Outstanding Encumbrances: Outstanding encumbrances need to be reviewed and any discrepancies resolved. To generate a listing of outstanding encumbrances run the “Req and PO Budgetary Activity” report. [Navigation: Purchasing > Purchase Orders > Reports > Req and PO Budgetary Activity] For the report parameters use the following:

o Business Unit: Your Business Unit

o Budget Date From: 07/01/2010

o To: 06/30/2011

o Remaining Amount: <>; 0.000

o Business Unit GL: Your Business Unit

o ChartField Sort Options: add the Chartfields that you want to be included in the report results. [From ChartField Value & To ChartField Value: Use these to further narrow your report results or leave them blank to include all values for the specified chartfield value.]

A new report (KPO00008) has been added which includes the Vendor name as well as the vendor ID. [Navigation: Purchasing > Purchase Orders > Reports > KS Req-PO Budgetary Activity] This report is for Purchase Orders only, not requisitions. A request has been submitted to change the navigation name to KS PO Budgetary Activity. A notification will be sent when the navigation name change has occurred.

· Open Purchase Orders: Buyers are encouraged to identify Open POs to determine whether they should be approved. If the PO is not approved, the encumbrance will not be generated. If the PO should not be approved, then the PO should be cancelled. If a change order has been issued on a PO, the PO must be re-approved for the encumbrance change to be impacted. Open POs can be identified either by searching from the Add/Update page [Navigation: Purchasing > Purchase Orders > Add/Update POs > Find an Existing Value > PO Status Search Criteria is Open] or from the Reconciliation Workbench [Navigation: Purchasing > Purchase Orders > Reconcile POs > Reconciliation Workbench > Filter Option under Status is Open].

· Monthly PO Close: The monthly PO Close batch process ran on June 4, 2011. This monthly process will not be ran during the month of July. At this point, Purchase Orders will need to be closed manually. Users in your agency with the Agency Buying Administrator role can perform this task, Agency Buying Administrator’s may want to download the “Manual PO Close Process” job aid.

Asset Management

· Processing FY11 Assets: Continue to process any FY11 asset transactions and/or corrections. These must be complete by July 13th. Please see the Hot Topic! email from June 6th for extra instruction.

Accounts Payable / Travel & Expense

· T&E Travel Date 07/01/2011 and beyond: Travel Authorizations for travel dates of 7/1/2011 and beyond with a valid budget status re impacting the FY 2011 budgets. The SMART staff will update budget dates on these transactions when the FY2012 budget is available in order to reverse any FY 2011 budgetary impact. Agencies can identify these transactions by running the UNPROCESSED_TRAVEL_AUTHS query.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_TRAVEL_AUTHS

· T&E Travel Dates between 07/01/2010 & 05/01/2011: Many agencies have been contacted regarding Travel Authorizations with Travel Dates between 7/1/2010 and 5/1/2011 that were not fully processed in the system. Our target date to have these transactions either processed or canceled is June 24,2011. Any Travel Authorizations meeting the above criteria that remain in the system after June 24, 2011 will be canceled. Agencies can identify these transactions by running the UNPROCESSED_TRAVEL_AUTHS query.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_TRAVEL_AUTHS

· New Queries: Please remember that there are 3 new queries available in the SMART system that will help agencies identify Accounts Payable and Travel & Expense transactions that have not fully processed in the system.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_EXPENSE_REPORTS

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_TRAVEL_AUTHS

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_VOUCHERS

· Unprocessed TAs, Expense Reports & Vouchers: The SMART team will be deleting any unprocessed Travel Authorizations, Expense Reports and Vouchers created between 04/01/2011 and 05/31/2011 on June 30, 2011. Please make sure to review your unprocessed transactions and take appropriate action before this date.

· Accounting Dates on the INF02 During Concurrent Processing: A new knowledge base article has been added to the SMART Help DeskSolutions. Solution ID 718 discusses use of the accounting date on the INF02 during concurrent processing periods both during month end and fiscal year end.

Accounts Receivable/Billing

· Use of Accounting Date on Deposits During Concurrent Processing: A new knowledge base article has been added to the SMART Help Desk Solutions. Solution ID 717 discusses how the Accounting Date on a SMART deposit determines the fiscal year to which the deposit is posted.

General Ledger

· Outstanding GL Journals: On 6/21/2011, Outstanding GL journals will be deleted on June 30th for transactions dated in April and May.

· Outstanding Journal Query: Outstanding Journals can be found using the KS_GL_JRNLS_NOT_POSTED query in SMART. The navigation to this query is: Reporting Tools> Query> Query Viewer. On the search screen – Search by: Query Name and “begins with”: enter or paste the query name. Select the query from the Search Results by selecting one of the results formats. On the parameters page enter/verify the Business Unit and click on “View Results”. Review the results and delete any outstanding journals that are not needed. If a journal is dated in a prior period and is needed, copy the journal and date it with the current date, then delete the prior period journal.

· CC_OPERATE and/or CC_PROJECT Budgets: If your agency has chosen the “Track with Budget” control option for the CC_OPERATE and/or CC_PROJECT budget structures, budget journals must be entered into SMART. Journals can be entered now using the Budget Journal Spreadsheet or by directly entering journals ONLINE. The budget amount can be entered with $0. Budget funding lines must be in SMART prior to budget checking any 2012 transaction. Make sure your agency’s budget approver posts the journals.

· Use of CONV Chartfields in error: Budget Period 2011 transactions have been reviewed and some have used a CONV ChartField(s) in error. The GL Smart Team will be sending out listings of the transactions that need to be corrected. Corrections must be done before FY 2011 is closed.




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