SMART Messages


DATE June 15, 2012
Module Finance
Subject Fiscal Year End Update for the Week of June 18th 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 and a list of reminders for each of the SMART modules. This Info Blast will cover the time period from June 18th through June 22nd.

Important Dates for June 1st – June 22nd:


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


July period open for Purchase Orders to accommodate FY 2013 leases & prior authorizations. FY 2013 PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART. Must submit Service Desk ticket requesting budget date be changed to FY 2013 date.


July period open for Project Costing to capture any FY 2013 PO related activity.


Run scheduled PO Close Process.


Process payroll off-cycle 'A' for Friday June 22, 2012 pay date.


Payroll Services will insert a new row in the SHaRP department budget tables effective dated June 10, 2012 which reflect a budget end date of June 8, 2013 and fiscal year of 2013. Agencies should refrain from entering any rows in the SHaRP department budget table with an effective-date greater than or equal to June 10, 2012 until after the fiscal year 2013 insert has been completed. Further instructions on the entry of FY2013 rows in the SHaRP department budget tables will be issued in an upcoming circular.


Process payroll off-cycle 'B' for Monday June 25, 2012 pay date.


Budget check and Post payroll journals for the Friday, June 22nd on-cycle pay date (last fiscal year 2012 on-cycle) and for the Friday, June 22nd off-cycle pay date.


Last P-Card transaction file (6/21 posted date) for FY 2012 loaded in the nightly batch. Files received from the bank after 6/22 will be held and loaded for FY 2013 beginning on 7/2.

As the SMART Team is evaluating issues within the system and discovers problems that need to be brought to an agency’s attention, a Service Desk Ticket may be issued to your agency. Please be aware of this as a method of communication for year end problem resolution that will benefit both the agency and the SMART Team.

Module Reminders


Open / Pending / Approved Requisitions: Open / Pending / Approved requisitions need to be reviewed and action taken by the agency by end of day July 6th. Please refer to section one (1) of the Purchasing Month-end processing document for additional information. A new query has been added to SMART to help with this task: KS_PO_REQS_OPEN_PNDNG query. The“Using the KS_PO_REQS_OPEN_PNDNG” job aid will assist in running this query.

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 2012 will be those transactions with a June 21st Post Date. All P-Card transactions that need to be paid with FY 2012 funds must be reconciled by close of business on Monday, July 9th 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 6th.

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] Please refer to section six (6) of the Purchasing Month-End Processing document.

Open Purchase Orders: Agencies need to Review and take action on any Open POs by end of day July 11th .

  • If the PO is not approved, budget checked and dispatched, 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, budget checked and dispatched for the encumbrance change to be recorded.
  • 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].
  • Section three (3) of the “Purchasing Month-end processing document” has additional information.

·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. 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,the “Manual PO Close Process” job aid has been revised to include instructions for manually closing a single PO line.

Asset Management

Processing FY12 Assets: Continue to process any FY12 asset transactions and/or corrections. These must be complete by July 11th. Use a Transaction Date equal to the date the asset was put in service and an Accounting Date between 06/01/2012 and 06/30/2012 for FY 12 Transactions.

  • All capital assets (including CIP) must be in SMART
    • This includes those added manually and via integration
    • If your agency needs to add capital assets as part of year-end, please remember the following:
      • If the asset was not purchased in the current period, use a Transaction Date equal to the date the asset was put in service. The Transaction Date determines when the asset begins depreciating. If the default date of today’s date is accepted, that asset will begin depreciating today, which would not be correct.
      • All capital assets must have a fund code and cost. This affects CAFR reporting.
  • All adjustments, transfers, and retirements have been processed
  • The costs should be up-to-date
  • All capital assets must have a fund
    • IntraUnit Transfer to correct (AM341)
  • All outstanding Interface Id’s in the AM Loader Tables have been loaded
    • Reviewing Transaction Loader Tables job aid
    • Any unloaded Interface Id's for prior fiscal year remaining after closing will be deleted

Accounts Payable / Travel & Expense

FY2013 Travel Authorizations: Travel Authorizations for travel dates of 7/1/2012 and beyond with a valid budget status are impacting the FY2012 budgets. The SMART staff will update budget dates on these transactions when the FY2013 budget is available in order to reverse any FY 2012 budgetary impact. Agencies can identify these transactions by running the UNPROCESSED_TRAVEL_AUTHS query.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_TRAVEL_AUTHS

FY2012 Travel Authorizations: Approved and in process Travel Authorizations that are currently in the SMART system with a valid budget check status are encumbering funds. Agencies can identify these transactions by running the UNPROCESSED_TRAVEL_AUTHS query. Approved Travel Authorizations that are no longer needed can be canceled in order to release the encumbrance. We will be issuing Service Desk Tickets to agencies that have Travel Authorizations in the SMART system which have not fully processed.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_TRAVEL_AUTHS

FY2012 Expense Reports: All FY2012 Expense Reports either need to be fully processed (paid) or denied by June 29, 2012. Any Expense Reports for FY2012 travel that have not processed for payment by this time will be deleted from the SMART system. Agencies can identify these transactions by running the UNPROCESSED_EXPENSE_REPORTS query. We will be issuing Service Desk Tickets to agencies that have Expense Reports in the SMART system which have not fully processed.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_EXPENSE_REPORTS

Vouchers: Agencies can run the UNPROCESSED_VOUCHERS query to identify any vouchers that have not successfully processed for payment. Our target date to have these transactions either processed or deleted is June 22, 2012. We have issued Service Desk tickets to agencies with unprocessed vouchers to help facilitate the cleanup effort.

Navigation: Reporting Tools>Query>Query Viewer>UNPROCESSED_VOUCHERS

INF02: Accounting Dates on the INF02 During Concurrent Processing: Service Desk Solutions article 718 discusses use of the accounting date on the INF02 during concurrent processing periods both during month end and fiscal year end.

Please remember that there are 3 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. Please continue to utilize these queries to review your unprocessed transactions and take appropriate action before fiscal year end.

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

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.


· New Queries: Please remember that there are queries available in the SMART system that will help agencies identify interfund transactions that have not fully processed in the system.

Navigation: : Reporting Tools->Query->Query Viewer>KS_INTRFNDS_APPR_NOT_POSTED. User will enter Business Unit.

This query will help agencies identify interfund transactions that have been approved on both sides but have not yet been posted to the sub-ledger. 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.

Navigation: Reporting Tools->Query->Query Viewer>KS_APAR_PENDING_INTRFNDS. User will enter Business Unit.

This query will show interfunds for your agency (both Initiated and Received) that are attached to a Deposit ID or Voucher ID and are pending approval/action.

General Ledger

· Outstanding GL Journals: On 6/21/2011, Outstanding GL journals will be deleted 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. 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.

Navigation: Reporting Tools> Query> Query Viewer.

Commitment Control

· 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 2013 transaction. Make sure your agency’s budget approver posts the journals.

Thank you,




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