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Update for agencies on entering cash receipts, deposits, adjustments, and recurring payments in the Statewide Accounting System.
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IFOA SCO Systems and Processes Update - July 2008
Cash Receipts • For those agencies that make their deposits with the Treasurer’s Office or receive transfers directly by the STO (Sweep accounts remain the same as they currently are) • Cash Receipts • Allows you to enter deposit details on-line • Use application instead of calculator • Print Deposit • 1 copy kept as agency back-up • 1 copy goes with deposit to Treasurer’s Office
Cash Receipts • You can check the status of your deposit • Awaiting Approval • Awaiting STO Release • Awaiting DFM Release • Returned by STO
Cash Receipts – Agency Administration Agencies set up their own approval levels
Adjustments • Transactions are entered on an Adjustment Document. • Any type of adjustment transaction using: • TC 27A/27B, 268/269, 170R/170, 108R/101, etc. • You can attach & view any scanned supporting documentation • Authorize and approve – after final level of approval, transactions are automatically released as a batch to STARS.
Adjustments Enter adjustment information in grid – must balance to zero
Adjustments • Templates • You can save an Adjustment Document as a template for those adjustments that you do regularly. • Set it up once and it is ready to use each time you need it!! • Ability to have amounts calculate by % - reduces entry time
Recurring Invoices • Transactions are recorded as a Template that you open and schedule for payment when needed. • Set up to pay a single vendor or you can set up several different transactions together to pay different vendors on the same date. • Recurring can be used on different types of payments • Monthly payments like utilities can be set up once and you simply enter the $ amount each month, schedule, approve and pay. • Payments are scheduled by the agency – they do not “automatically” pay. You have control of the payments.
Requisition – P O • We currently have a pilot agency using this application. • Agencies sets up workflow to meet their needs (has 3 components) • The Workflow • The Workflow approval levels • Individual Appovers • You can create as many workflows as necessary for your business, each with as many levels & as many users as needed. Can be simple or quite complex From Requisition to PO to Receipt to Payment in Payment Services
Requisition - Purchasing - Admin Set up agency users
Requisition – PO Administration Set up agency workflow
Requisition – PO Administration Set up Requisition Departments
Receiving >Payment Services Enter Purchase Order (Encumbrance) Number
Receiving > Payment Services Select rows to send to Payment Services and then Import
Receiving > Payment Services Items are sent to Payment Services – Enter TC 236 and Save
Purchasing Reports Reports have many search capabilities
Budgetary • Enter original Appropriations • Appropriation adjustment TC’s 030/030R, 031/031R • Enter Allocations • Enter Financial Plans • Enter Grant/Project Budgets • Routing for DFM & SCO Approval will be automatic when levels 7 & 8 approval is required.
Travel Express Has look and “feel” of other web applications.
Travel ExpressEnh ancements- Phase 2 • Ability to tie ALL travel costs to a trip • To get the full benefit you would have to use the Travel Express.Net Application • From Training/Travel Authorization > Registration > Airfare > Travel Voucher > Reimbursement > PCard Transmittals • All expenditures for a single trip would be available in one place
