Doc-To-Help Standard Template - SWWC Service · Web viewIf the purchase order has been printed previously, a message will appear stating the purchase order has previously been printed

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C1HTitleSystem ~ Management ~ And ~ Reporting ~ Tools

SMART Finance is a modification of INTERGY from PowerCerv in cooperation with ESV Regions I, II, III, IV, V for use in Minnesota public schools. Copyright ©1996, SMART Systems Development

Your Regional Support for SMART Finance is:

NOTICE

All rights are reserved. These materials were compiled under a cooperative effort of ESV Regions 1-5 and are meant to assist their finance districts in use of the SMART Finance software. This material may not be reproduced or disseminated to any non-member district without the express written permission of a Region 1-5 Executive Director.

This manual was produced by Regions 1 through 5 using ComponentOne Doc-To-Help Enterprise 2008.™(last update: April 2013 ~v12.2)

ContentsAdministration 1

Accounting Calendar 1Setting up accounting periods1Opening an accounting period 2Closing an accounting period 3

Defaults 3Setting Account Code Defaults 3Setting Application Features 7Setting Application Defaults 8Default Closing Period 10

Banks 10Adding a bank11

Finance Charges 13Setting up Finance Charges 13

Fiscal Year Maintenance 14Creating / Revising a Fiscal Year Record 14

Launch Application Maintenance 15Attachments 16

Creating a “Pushpin” Attachment 16Locations & Sub Locations 17

Adding a location 17Adding a Sub Location 18

SKU Codes 19Adding an SKU code 19Viewing SKU codes 19Changing an SKU code 20Making an SKU code inactive 20Associating a SKU Code to an Account Code 21

Tax Type 25Setting up Sales Tax to Auto create with Sales Orders 25

Bank Reconciliation 27Setting up a Bank Reconciliation Worksheet 27Transaction Clearing 28Reconciling a bank statement 31

Data Extraction 35Limit Codes 35

Adding a limit code 36Viewing limit codes 36

A Guide to Using SMART Finance Contents · iii

Changing a limit code 36Deleting a limit code 37

Users 37Approval Capabilities 37

Viewing approval capabilities38Adding an approval capability 38Changing an approval capability 38Deleting an approval capability for a user 39

Auto Comments 39Creating a new Auto Comment 39Change an existing Auto Comment 40

Session Defaults 40Query & Find 41Quick Keys 42

Using the Quick Keys 43Edit & Sort 43Print Screen 44Printing 45Batching 45

Creating a Batch 45Viewing a Batch 47

Saving Files In Different Formats 47

Purchasing 49Vendors 49

Creating a Vendor 49W-9 and ST3 forms 51Viewing Vendors 51Changing a Vendor 51Deleting a Vendor 52Creating Vendor Alternate Addresses 52Finding Vendor Alternate Addresses 54Changing Vendor Alternate Addresses 54Quick Select-Vendor 55

Overbudget Controls 55Approving a PO or Requisition with Overbudget Controls 56

Purchasing Buyers 56Viewing/Adding/Changing buyers 56

Purchase Order Categories 57Creating a PO Category 57

Auto Comments 58Adding an Auto Comment to a PO or Requisition 58

Request For Quotation 58Purchase Quotations 59

Transferring an RFQ to a Purchase Quotation 59Creating a Purchase Quotation without a RFQ 60

iv · Contents A Guide to Using SMART Finance

Converting a Purchase Quotation to a PO 60Online Order Request 61

Transferring Online Order Requests 61Requisitions 63

Creating a requisition 63Routing a requisition for approval 65Viewing previously completed requisitions 66Changing a requisition 67Changing and rerouting a requisition for approval 67Approving or rejecting a requisition 68Viewing a requisition for approval/route status 68Deleting a requisition 68

Purchase Orders 69Transferring a requisition into a purchase order 69Creating a purchase order without a requisition 70Routing a Purchase Order for approval 72Viewing and printing a purchase order 72Printing multiple purchase orders 73Changing a purchase order 75Deleting a purchase order 75Copy PO Process 76

Online Ordering 77Setup of Online Ordering 77Transferring Online Orders 77

Blanket Purchase Orders 79Creating a Blanket Purchase Order 79Viewing Blanket Purchase Orders 80Blanket Order Release to a PO 80

Receiving 81Processing a PO after a product is received 81Receiving History 81Receiving Returns 81

Accounts Payable 83Vendors 83

Creating a vendor 83Viewing vendors 86Changing a vendor 86Deleting a vendor 87Creating vendor alternate addresses 87Finding vendor alternate addresses 89Changing vendor alternate addresses 89Quick Select-Vendor 90

Vouchers 91Transferring a purchase order into a voucher 91When the vendor to be paid is not the PO vendor 93

A Guide to Using SMART Finance Contents · v

Creating a voucher without a purchase order 94SHR voucher file 96Voucher adjustment 97Deleting a voucher 97Voiding a voucher 98Viewing previously completed vouchers 98Voucher status change 99Recurring vouchers 100Generating recurring vouchers 103Viewing recurring voucher templates104Creating a list of unpaid vouchers for School Board approval 104Generating voucher journal entries 104

Payments 106Payment approval 106Generating payments 107MICR checks 108Printing checks 109Manual payments 111Fixing a check with errors 112Voiding a payment 114Generating payment journal entries 115Payment summary screens 116Checklist for making a payment – basic steps 117

Encumbrances117Viewing budgets with encumbrances 117Viewing encumbrances for a particular account 118

1099 Processing 1191099 information 119Verifying & changing 1099 data 120Printing 1099 forms 121

1099 Electronic File Generation 121New Hire Reporting 122

Create a file and a printed report 122Transmit the file to the State 123

Accounts Receivable 125Customers 125

Adding a customer 125Viewing customers on the system 126Changing a Customer 126Deleting a Customer 127Creating Customer Alternate Addresses 127

Invoices 129Creating an invoice 130Importing Invoices 132Viewing previously entered invoices 132

vi · Contents A Guide to Using SMART Finance

Recurring Invoices 133Generating Recurring Invoices 135Invoice Adjustment 136Voiding an Invoice 137Printing an Invoice 138Generating Invoice Journal Entries 139Printing an Aged Invoice Report 140

Finance Charges 140Customer Statements 141

Deposits/Receipts 142Creating Deposits and Receipts 142Importing Receipts 146Viewing previously created receipts 146Receipt Adjustment 147Receipt Printing 148Receipt Void/NSF 148Generating Receipt Journal Entries 151

General Ledger 153Journal Entries 153

Creating Journal Entries 153Posting Journal Entries 155Recurring Journal Entries 156Requiring Approval for Journal Entries 156Routing a Journal Entry for Approval 157Journal Entry Import 157

Budget Maintenance 157Budget Entry through Chart of Accounts 158Budget Import 159Budget Transfers 159Budget Changes 160Budget Viewer 161

Account Analysis 161UFARS Account Analysis 163Encumbrance Analysis 163Chart of Accounts 165

Viewing the chart-of-accounts 165Building a new dimension 165Setting up a Reporting Company 166Setting up Chart of Accounts Classifications 167Building a new code 168Setting an account code as inactive 170

Chart of Accounts – Other Features 170

Reports 173Report Selection 173

A Guide to Using SMART Finance Contents · vii

To Run a Report 173Select Values 174Select Values Using the FIND Button 175Sort 176Filter 177Clear 177Report Defaults 177Report Titles 179Expressions 179Expressions Defaults 180Setting Up an Expressions Default 180

Running Reports 181Zoom 181Redo Report 181Sort 182Printing a Report 182Save to File 182Arrow Scrolls 182Toggle Grid 182Show/Hide Detail 183Extract183Comment 183Preview 183

Printing a Report 183Printing Options 183

General Reports 185General Ledger Reports 185Accounts Receivable Reports 186Accounts Payable Reports 188Purchase Order Reports 191Fixed Asset Reports 192Inventory Control Reports 193Sales Order Reports 193Transportation Reports 194

Custom Ledger Reports 195General - Admin Reports 196General – AP Reports 197Bank Reconciliation Reports 198Creating a Copy of a SMART Report199

Creating or Modifying Expressions 200Series Reports 204

Report Maintenance 205Show/Hide 206Lookup Style 206Required 206Change Column Operator 206

viii · Contents A Guide to Using SMART Finance

Single/Multi Entry 207Description 207Filter Columns 207

Navigator Setup 208Adding to the SMART Finance Navigator List 208

Fixed Assets 209Fixed Asset Setup 209

District Setup 209Location/Sublocation Setup 209Fixed Asset Account Code Setup 210Define Years Setup 210Class Lives Setup 211Depreciation Method Setup 211Asset Category Setup for K12 212Asset Category Setup for Enterprise 215

Entering New Fixed Assets 216Fixed Asset Import 216Manually Entering an Asset 216Flagging a Voucher 218Process AP Asset Transfer Info 219Generate Assets from AP Information 225Deleting an Asset 225

Changing Asset Information 226Splitting Asset Component Information 227Disposal of an Asset 229Component Additions 229Depreciation Generation 230Generate FA Journal Entries 231

Fiscal Year-End 235Prior To June And June 30th Processing 235Year-End Closing Process 236

Creating Closing Entries 236Posting Closing Entries 237

Auditor’s Reports 239Verify And Submitting UFARS Data241

Dimension Crosswalks 241Account Code Conversions 241Generating a UFARS file 241

New Fiscal Year Processing 242Fiscal Year-End Adjustments 242

Creating Adjusting Journal Entries 242Posting Adjusting Journal Entries 243

Permanent Records 245Record Retention Information 245

A Guide to Using SMART Finance Contents · ix

Distribution Of Fiscal Year-End Audit Reports 247SMART Capabilities And Processing Options 248

Appendix A – Import Files 250Bank Reconciliation Import 250

Creating an Import File 250Importing the File 250

Budget Import 251Creating an Import File 252Importing the File 253

Chart of Accounts Import 255Creating an Import File 255Import Setup 256Importing the File 257

Fixed Asset Import 257Creating an Import File 258Importing the File 260

Invoice Import260Creating an Import File 260Import Setup 263Importing the File 264

Journal Entry Import 265Creating an Import File 265Importing the file 266

Receipt Import 266Creating an Import File 266Import Setup 268Importing the File 268

Voucher Import 269Creating an Import File 269Importing the File 272

x · Contents A Guide to Using SMART Finance

Administration

Accounting Calendar

Setting up accounting periodsThis process will need to be completed each fiscal year. It is recommended that you set up your Fiscal Years prior to setting up the accounting calendar periods. See the section on ‘Fiscal Year Maintenance’ for instructions.

Your Regional Center can assist in automatically setting up accounting periods for the whole fiscal year. Please contact them with questions.

1. Administration > Application Setup > Accounting Calendar

2. By clicking Find, all existing accounting periods will appear.

3. To create a new one, click New. A line will appear.

4. There will be a pull-down menu for Calendar. Choose standard (STD).

5. Tab to the next field and enter the accounting period. Ex. 201401 is July, 2013. The 2014 is for the fiscal year, and the 01 is for the first month of that fiscal year. Continue this way for all accounting periods. They must be created in sequential order.

6. Tab to the Start field. This indicates the starting date of the period. Ex. 201401 would begin on 07/01/2013 and end on 06/30/2014. Tab to the End field and enter it.

7. Tab to the Prior column. This indicates which period comes before the one you’re creating. Ex. 201314 would be before 201401.

A Guide to Using SMART Finance Administration · 1

8. The Next column is used to enter the next period. Ex. 201402 would follow 201401.

9. You may enter a description in the next field such as the month and year of the period.

10. From the drop-down list, select the correct fiscal year. If the appropriate fiscal year does not appear, see the section on Fiscal Year Maintenance for instructions to set up the fiscal year.

11. Click Save.

12. Follow these steps for all accounting periods for the fiscal year. Build a 13th month for audit entries. The dates would be 06/30/__ to 6/30/__. Build a 14th month for year-end closing entries. The dates would be 06/30/__ to 06/30/__.

Opening an accounting period1. Once an accounting period is built and saved when you

click on that period, the period status box on the lower left side of the screen will show dates for AP, AR, FA, GL and IC. These need to be open in order to process that month.

NOTE: All prior periods built must have been opened for at least GL.

2. GL must be opened first. Click on the pull-down menu that says Never Open and change it to Open.

3. Click Save. The system will go through processing. When it is complete, you may close the Process Control screen and return to the accounting calendar screen.

4. Open the AP, AR, FA and IC applications like you did with GL. These will not go through the same process. NOTE: if

2 · Administration Doc-To-Help Standard Template

a module is not used, it is not required that you open the accounting period.

5. Save when finished.

Closing an accounting periodWhen a month is complete and you have no more entries, you may close the period. Close is just a soft close. It may be reopened.

NOTE: Do NOT permanently close the period.

1. Administration > Application Options > Accounting Calendar

2. Click Find.

3. Click on the period you wish to close. An arrow will appear on that line.

4. On the bottom left of the screen, change the AR, AP, FA and IC pull-down menus to select Close.

5. Click Save. The month’s transactions in each module selected to be closed are reviewed at this point. If the edit finds unposted items, a message is shown, and that module will not close. User is encouraged to research and post the unposted transaction, and try the close again. Contact your regional support staff for assistance, if needed.

6. Follow these steps for GL. (AR, AP, FA and IC must have been closed before closing GL.)

7. Click Save.

DefaultsDefaults may be set to speed the data entry process.

Setting Account Code Defaults

1. Administration > Application Setup > Application Options

2. The Account tab may have different account codes set as default for different areas of the program. Here is a summarized list of some options.

a) AP default. This account is the default accounts payable account on the Voucher Additional Information tab (Voucher window) in Accounts Payable. This default does not use the option columns. Click Find to


verify. If there are no accounts set, use B-01-206-000 for AP. Click Save. You may add other accounts for specific AP accounts by tying them to the Vendor Category. The Vendor category would be entered into Opt1. This account code must show AP under the Application field in General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts.

b) AR default. This account is the default accounts receivable account on the Invoice Additional Information tab (Invoice window) in Accounts Receivable. Click Find to verify. If there are no accounts set, use B- 01-115-000 for AR. Click Save. You may add other accounts for specific AR accounts by tying them to the Customer Category. The customer category would be entered into Opt1. These codes must show AR under the Application field in General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts.

c) Cost of Sales default. This account is the default cost of sales account when you relieve inventory and charge cost of sales from Sales Orders. Releasing a sales order for inventoried items creates a movement record in Inventory Movements. The IC journal entry is generated at month-end. Option 1 defines the expense account type from the SKU record, and Option 2 defines the territory code from the sales order. Click Find to verify. If there are no accounts set, click New to enter a line.

d) Discount given default. This account is used by Accounts Receivable in receipt entry. The account is only necessary when you enter discount terms on the invoice. This default does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line.

e) Discount taken default. This account is used by Accounts Payable when you generate payments, and is the default on the payment distribution record when you generate payments. This account is only used when you take discounts on vouchers. This account does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line.

f) Expense default. This account is the default expense account on Requisition, Purchase Order and Voucher detail records. The account is determined by the SKU


entered. Option 1 defines the expense account type from the SKU record

g) Finance Charge default. This account is used by Accounts Receivable when you generate finance charges. The account appears as the default on the invoice detail record when you create invoices for finance charges. This default does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line.

h) Freight – AP default. This is used in conjunction with the ‘Allocate Freight’ option under the AP tab of Application Options. If the ‘Allocate Freight’ is unchecked, this account code will be used for freight charges under AP. Click Find to verify. If there are no accounts set, click New to enter a line.

i) Freight – AR default. This is used in conjunction with the ‘Freight Amt’ field on the Shipping window. Once an invoice is generated the default Freight –AR account code is added to an invoice for the freight amount. Click Find to verify. If there are no accounts set, click New to enter a line.

j) Gain/Loss default. This is used in conjunction with the Fixed Asset system. If there is no account set, click new to enter a line.

k) Inventory default. This account is the default inventory control account when relieving inventory and charging cost-of-sales from Sales Orders. The process is triggered when you release a sales order for inventoried items. This creates a movement record in Inventory Movements. Option 1 defines the expense account type from the SKU record, and Option 2 defines the inventory location code. If there is no account set, click new to enter a line.

l) Inventory Adj default. This account is the default inventory control account when adjusting inventory in Inventory Control. The process is triggered when you adjust the on-hand quantity using the physical inventory feature, which also creates a movement record in Inventory Movements. Option 1 defines the expense account type from the SKU record, and Option 2 defines the inventory location code. If there is no account set, click new to enter a line.

m) Inventory Xfr default. This account applies when you perform inventory transfers in Inventory Control.


Transfer records a movement record in Inventory Movements. This account is the clearing account. If there is no account set, click new to enter a line.

n) Line Item Discount default. This default is utilized in the shipping screen at the point where a shipment generates the invoice. The account code is tied to the SKU Code entered. Option 1 uses the sales account type from the SKU code record. Option 2 uses the territory code from the Sales Order. If this is not setup correctly, the error message ‘Could not find Sales Discount Account’ is displayed.

o) NSF Recovery default. Accounts Receivable uses this account when you process a Receipt-NSF invoice on the receipt adjustments screen. The default account appears on the invoice detail record when you create the invoice. This default does not use the option columns. If there is no account set, click new to enter a line.

p) On-Account default. This account is used by Accounts Receivable when you save a receipt without all the funds allocated, and select to create an on-account invoice. This default does not use the option columns. If you prefer to choose the account code each time, go to the Application Options, AR tab and check the box for “Entry of On-Account Account?"

q) Online Order Transfer default: This account is utilized in the Request Order Transfer & the Order Transfer windows to auto populate the expense account code field for transfer of online items. This default account will eventually populate the detail account code fields of Requisition and Purchase Order entry.

r) Sales default. This account is the default sales revenue account on invoice detail records in Accounts Receivable. The account is determined by the SKU entered. Option 1 defines the sales account type from the SKU record, and Option 2 defines the territory code from the Sales Order.

s) Tax Accrual default. This account is affected when the system generates sales tax. The Option 1 and 2 columns define which account applies to specific tax jurisdiction and tax type combinations.

t) Write Off default. This account is used by Accounts Receivable when you enter an amount in the Write Off column during receipt entry. This default does not use


the option columns. If you prefer to choose the account code each time, go to the Application Options, AR tab and check the box for “Entry of Write-Off Account?"

Setting Application FeaturesUnder Application Options there are tabs for each module. These defaults may be set to utilize a specific process.

Application Feature DescriptionAdmin Is Encumbrance

Used?When checked activates the Encumbrance option.

Admin Is Fax Used? When checked activates faxing option. Not utilized.

Admin Is Fund Accounting Used?

When checked activates the Fund Accounting option.

Admin Auto-Increment Route Level?

When checked, the route slip will auto fill for the line numbers.

Admin Is Security turned on?

Not utilized.

Admin Are SKU Styles Used?

Activates SKU styles. Not currently implemented

Admin Is UFARS used? When checked, activates Minnesota UFARS options.

Admin Is Quantum Turned On?

Notifies systems to use Quantum sales tax system. Not utilized.

Accounts Payable

Allocate Freight Choose whether to auto-allocate freight charges when transferring a PO to Voucher.

Accounts Payable

Modify Rate on PO Transfer?

Choose whether to allow rate changes when transferring purchase orders to vouchers

Accounts Payable

Approvals - Vendor Require approval for new vendors

Accounts Payable

Approvals - Voucher

Require approval for vouchers

Accounts Receivable

Entry of On-Account Account?

When checked, allows user to designate the On-Account code each time. Un-checked, uses the default from the Acct tab.

Accounts Receivable

Sales Tax Used in Accounts Receivable

Choose whether to add sales tax detail rows when invoice is created

Accounts Receivable

Entry of Write-off Account?

Allows user to designate the account code used to write off bad debt accounts each time

Accounts Receivable

Approvals – Customer

Require approval for new customers

General Ledger

Approvals – Journal Entries

Require approval for journal entries before posting

Inventory Control

Approvals – internal SO

Requires approval for sales orders created for internal use

Purchase Orders

Use Approvals on Variance?

Require approval for receipt quantities that vary from the original purchase order.


Application Feature DescriptionPurchase Orders

Enforce Overbudget Controls?

Require approval for overbudget (highlighted in red) requisitions and purchase orders to be processed.

Purchase Orders

Encumber Requisitions

When checked, this will track encumbrance amounts on all open requisitions.

Purchase Orders

MS Mail Receipt Notification

Notify user of Purchase Orders receipts by e-mail. Not utilized.

Purchase Orders

Approvals Purchase Order

Require approval for purchase order to be processed.

Purchase Orders

Approvals Requisition

Require approval for requisition to be processed.

Purchase Orders

Transfer-Purchase Order

Orders created in SMART eR are transferred to SMART Finance as purchase orders.

Purchase Orders

Transfer-Requisition

Orders created in SMART eR are transferred to SMART Finance as requisitions.

Setting Application DefaultsBelow are some of the Application Defaults that can be set with your database.Application Item DescriptionAdmin Bank Code Bank code for generating payments and

receipts. If there is no default bank code, you must enter a bank code each time you create a payment or deposit control.

Admin Currency Code Default currency code for a company's transactions is USD.

Admin Default Closing Period 14 is the standard month for closing entries.Admin Default File Location Files (like the UFARS reporting) are saved

to this location. Admin Default Report Header

DescReport header description that you want to appear on standard SMART Finance reports.

Admin Fax Server Name Server used for fax functionalityAdmin Fax Server Password Server password for accessAdmin Fax Server User Name Server user name for accessAccounts Payable

Exchange Rate Type- AP

Set to USD.

Accounts Payable

Hold Flag – Vendor Payment

Flag to designate a hold on processing vendor payments

Accounts Payable

Hold Flag – Vendor Purchase Orders

Flag to designate a hold on processing vendor purchase orders

Accounts Payable

Hold Flag - Vendor Requisition

Flag to designate a hold on processing vendor requisitions

Accounts Payable

Hold Flag - Vendor Voucher

Flag to designate a hold on processing vendor vouchers

Accounts Payable

Path for 1099 File Generation

Path of file generated through the 1099 Electronic process.

Accounts Payable

Path for ACH File Path of file used for ACH payment generation


Application Item DescriptionAccounts Payable

Pre-pmt Export File Location

Path of file used for prepayment export

Accounts Payable

Vendor Terms Default terms code for vendors

Accounts Payable

Vendor W-9 & ST-3 Forms

Path of files used for W-9 and ST-3

Accounts Receivable

Customer Aging Buckets (1 - 5)

Customer aging periods, by days

Accounts Receivable

Customer Terms Default terms code for customers

Accounts Receivable

Customer Territory Code

Default Territory Code for new customers

Accounts Receivable

Cycle Code Default code assigned to customers for statement generation

Accounts Receivable

Exchange Rate Type - Accounts Receivable

Currency exchange rate type for Accounts Receivable transactions, USD.

Accounts Receivable

Finance Charge Code Default finance charge code

Accounts Receivable

Internal Customer Default

Y in this field will default to each new customer created. Y will indicate the customer is internal.

Accounts Receivable

Invoice Address Logo Bitmap

File path where the invoice address bitmap is held

Accounts Receivable

Invoice Approval Amount

The maximum value allowed on a credit memo invoice.

Accounts Receivable

Invoice Print Format Not used. Currently controlled in Report maintenance. You define print format codes using Admin, Application Setup, Print Format Setup.

Accounts Receivable

NSF Charge Dollar amount for NSF (non-sufficient funds) charge.

Accounts Receivable

Credit Card Path Path for file containing credit card transaction information

Accounts Receivable

Ship Via Default ship via setting

Fixed Asset Cost Center mapped to seg 2-9

Set segment for cost center to 5.

Fixed Asset Default Asset Component

Set Asset Component for new Fixed Asset records to FA

General Ledger Exchange Rate Type-GL

USD.

Inventory Control

Valuation (LIFO, FIFO, Avg)

Inventory valuation method.

Purchase Order PO Address Logo Bitmap

File path for the Purchase Order Address bitmap

Purchase Order PO Default SKU Code SKU code noted will default on detail lines for Requisitions and Purchase Orders.

Purchase Order PO Signature Bitmap File path for the PO Signature BitmapPurchase Order Purchase Order Print

FormatSet PO print format when printed from the purchase order screen, print button.


NOTE: You must log out of SMART in order for these changes to take effect

Default Closing PeriodAccording to our systems setup for MN School UFARS reporting, a user MUST run the Year-end closing process on SMART Finance in period XXXX14. To assist the user with selecting the correct period for the Year-end Closing process, a field called DEFAULT CLOSING PERIOD has been added to the system.

1. Administration>Application Setup>Application Options>Admin Tab.

2. The following values may be entered into this field:

a) Blank. This means that a user will be able to run the Year-end closing process in any valid accounting period. The periods in the Year-end closing window will default to the GL period noted in the Session Defaults window.

b) Any two-digit number from 01-99. This means that a user will be able to run the Year-end closing process for the stated period only. Example: if a value of 14 (preferred) is entered in, the system will assign the accounting period of xxxx14 in the Year-end Closing window.

BanksBe sure all banks with any deposit or payment activity are set up for your district.


Adding a bank1. Administration > Application Setup > Bank

2. The Bank screen appears. The screen may contain either a blank form or a form containing information about one of your banks.

3. Press the New button.

4. Fill in the fields:

a) Bank Code - use an abbreviation that describes the bank

b) A description of the account that will appear on drop-down lists.

c) Name of the bank (only name and city/state/zip will print on the checks if you use generic check stock).

d) Address

e) City/State/Zip/Country

f) Account Number must be an exact match to the SHR bank account number, if you intend to use the bank reconciliation module to clear SHR transactions on this bank.

g) Routing and Transit number (9 digits) identifies your bank in the Federal Reserve System.

h) MICR Acct Number is the finance (A/P) bank account number that will print on the checks. Use spaces to right-justify to 12 characters.


i) Company Logo is the path to the “letterhead” bitmap you wish to use on your checks if you use generic check stock.

j) MICR Checks – click to mark this box if you plan to print your checks using MICR ink and generic check stock.

k) Barcode – click to mark this box if you want the vendor name and check number printed in barcode on the check stubs. This is used for scanned document storage and retrieval systems.

l) Signature Bitmap is the path to the check signers file, if using the auto-signature feature.

m) Transit Number is a “home bank” designation in the banking system. Out-state MN is often 75.

n) Currency – use USD

o) Minimum Check $ - Use an amount that a voucher may not fall below in order to produce a check. The default value is $ .01.

p) Maximum Check $ - Put in a value that is rarely paid. This field can be altered if necessary.

q) Next Check No – SMART Finance keeps track of the check numbers you have used on this account. This is the number that will be offered in the Payment Printing screen to start the next check run.

r) Cash Account – put your cursor on the fields of the account code. When your cursor has a starburst shape, double-click for a lookup table. Select the correct cash account. Just put in one fund here. The fund will adjust according to the fund on the voucher expense code.

5. Press the Save button.

6. After clicking Save, the PASSWORD button at the bottom of the screen will highlight. The user has the option to set a password for this bank. If you wish to use this function, click the button and enter in a new password. This function is case-sensitive so be sure to note if all uppercase, all lowercase or toggle case was used to enter the password. The system will not allow anyone to print checks using this bank code without the correct password.


7. The Import Clearing button takes you to the setup screen to define the file you receive from your bank for clearing checks. This process is optional.

Finance ChargesFinance Charges are used with the Accounts Receivable system for past due invoices. This is optional for setup and use.

Setting up Finance Charges1. Application Setup>Finance Charge

2. Click New to setup a code line.

3. Enter the following:

a) Code

b) Periodic Rate

c) Minimum

d) Exclude. When Exclude=Yes, it is only the amount of the past due invoice that is figured into the calculation for the minimum past due amount and the periodic rate. If the user has Exclude =NO, it is the amount of the past due invoice plus any previously generated finance charges that are figured into the calculation for the minimum past due amount and the periodic rate.

e) Method

f) Minimum Past Due Amount. The invoice has to be greater than the amount entered here in order to get finance charges.

g) Status

4. Save.

5. Go to Application Options>Acct tab and setup a default Finance Charge account code. (see the section on Account Code Defaults).

6. Assign either the customer with a default Finance Charge Code or the specific past due Invoice. The Customer can be set with a default Finance Charge code under Customer Setup>Customer>Additional Information tab. Otherwise it can be set on the Invoice entry window>Additional Information tab>Finance Chg field.


7. See the Account Receivable section on generation of Finance Charges.

Fiscal Year MaintenanceSMART Finance has the ability to associate each fiscal year with its own budget for verification of requisitions, purchase orders, and vouchers. Budget warning/fatal errors are determined by the budget amounts contained in the Budget Code assigned in Fiscal Year Maintenance. The appropriate Fiscal Year must be created in Fiscal Year Maintenance before it can be selected in the ‘Fiscal Year’ column of the Accounting Calendar window.

Your Regional Center can assist in automatically setting up fiscal year records.

Creating / Revising a Fiscal Year Record1. Select Administration>Application Setup>Fiscal Year

Maintenance

2. Click Find to view the available information. If the fiscal year is already set up, skip to step 3 to enter budget information.

a) To set up a new fiscal year, click NEW to create a line.

b) Type in the new Fiscal Year (ex: 2013 or 2014). Save.

3. Select the appropriate Budget Code from the drop down list. A budget code must be selected before vouchers, purchase orders and requisitions can be saved. The Budget Code selected will


also be the default Budget Code for Account Analysis and reports. Refer to the Budget Import section if no budget codes appear for the fiscal year you are working with.

4. Click SAVE. Refer to the Accounting Calendar section to incorporate this new Fiscal Year into the Accounting Calendar.

Launch Application MaintenanceSMART Finance has an attach feature. The user is able to attach a note, a document or a spreadsheet to an entry window. There is no setup required to utilize the note feature (instructions below). To use the document or spreadsheet feature, the associated application must be setup through Launch Application Maintenance.

1. Select Administration>Application Setup>Launch Application Maintenance.

2. Click NEW.

3. Enter the Application name. This can be any 30-character name.

4. Enter command line for the path of the application including the executable name with one space and %filename% at the end.

5. Enter the extension for the application’s files. (Example: doc for MS Word and xls for MS Excel).

6. Enter the name of the application icon file. For MS Word this would be ‘WORD.BMP’ and for MS Excel this would be ‘EXCEL.BMP’. Make sure the Enabled button off to the left has a check mark in it and click Save.


Attachments

Creating a “Pushpin” AttachmentAttachments are used to leave notes on transactions that will serve to inform other users. Attachments are offered on: journal entries, recurring journal entries, budgets, chart of accounts, invoices, customers, vouchers, vendors, vendor summary, vendor 1099 balances, request for quotations, requisitions, purchase orders, fixed assets, and SKUs. While the path to a document or spreadsheet can be attached (see Launch Application Maintenance), most users just leave a typed note.

1. For example: General ledger > Journal entry

2. On a completed and saved journal entry, click on the Attach icon on the tool bar.

3. The Attachment box opens in New Mode.

4. Type in a keyword. Alphanumeric, 10 characters maximum. The keyword and the transaction/document it will be attached-to create a unique record. You can create more than one attachment per transaction, as long as the keywords are different. The scroll bar on the side will indicate multiple attachments.

5. If you are linking to the path for a document or spreadsheet, fill in the attach type, otherwise leave blank.

6. Type your note. If more than one transaction/document is involved, you can copy –your message and paste it into the note on the other one and save the effort of re-typing it. Save.


7. Close and then you will see a small bit of “paper” under the pushpin on the journal entry.

8 To read the note, click on the icon on the tool bar, not on the pushpin on the journal entry. Any user who can look at the transaction/document may read the note.

Locations & Sub Locations

Adding a locationLocations are used as the “ship-to” address on requisitions and purchase orders, and in fixed assets to tell where the asset item is stored.

1. Administration > Application Setup > Location


2. The Location screen appears. It should contain an empty form. Click New.


a) Location Code - an abbreviation that identifies the location

b) Description

c) Name

d) Address - For use with window envelopes, it is best to use only 1 or 2 address lines.

e) City/State/Zip

f) OM Shipto is populated with the Office Max provided SeR Online Order location codes.


Adding a Sub LocationSub Locations are utilized with the Fixed Asset Module to denote where specific assets are located. As an example, a location could be the Elementary Building and the sub location could be a classroom number within this building. This is optional for setup and use.

1. Administration > Application Setup > Location

2. Click Find and go to the Location record that you wish to add a sub location record to.

3. On the bottom of the window, click on the Sub Location button.

4. Click New to setup a new Sub Location.

5. Enter up to a 10 character alphanumeric Sub Location code.


6. Enter a description.

7. Status should default to Active.

8. Click Save.

SKU CodesEach item/detail line in a quotation, requisition, purchase order, voucher, sales order or invoice can be assigned an SKU code. It is required for requisitions, purchase orders and sales orders. It is optional for request for quotations, vouchers and invoices. Each SKU code has two important descriptors: miscellaneous or not miscellaneous; receiving required or receiving not required.

An item tagged with a miscellaneous SKU code cannot be inventoried (both cannot be checked). Furthermore, a description for the item must be keyed for proper processing. An item not tagged with a miscellaneous SKU code can be inventoried. An item tagged with a receiving-required SKU code must be received using the purchase order receiving function. Items tagged with other SKU codes cannot be processed using the receiving function.

Adding an SKU code1. Administration > Application Setup > SKU Setup > SKU

2. The SKU screen appears. The screen should contain an empty form.


4. Fill in the SKU Code field with the name of the SKU.

5. If the Received required field is marked, the Receiving function will be required before vouchers are prepared for these SKU codes.

6. If the Miscellaneous field is marked, inventories will not be kept on these items. Users can input a description of items on purchase orders.


Viewing SKU codes1. Administration > Application Setup > SKU Setup > SKU


3. Key query limiters in fields or just press the Find button. The first SKU code appears on the screen.


4. To see the next SKU code, click on the down arrow in the scroll bar on the right-hand side of the screen.

Changing an SKU code1. Administration > Application Setup > SKU Setup > SKU

2. The SKU screen appears. The screen should contain an empty form. Either query by the SKU code and Find, or follow the instructions for Viewing SKU Codes to locate the record you want to change.

3. Click on the appropriate field and enter the change.


Making an SKU code inactiveInstead of deleting an SKU code, make the code inactive.

1. Administration > Application Setup > SKU Setup > SKU

2. The SKU screen appears. The screen should contain an empty form. Either query by the SKU code and Find, or follow the instructions for Viewing SKU Codes to locate the record you want to inactivate.

3. Click on the drop-down list for the Status field. Choose Inactive.

4. Save.


Associating a SKU Code to an Account CodeA SKU code can be tied to an Account Code via the AR, PO, or AP system. When setup correctly, the SKU code can be entered in the SKU code column of the entry window detail and the units, rate, unit type and account code will auto fill.

Recommended setup steps are:

a) Setup SKU type

b) Setup SKU code

c) Through Application Options > Admin tab, set up the Sales (AR) or Expense (PO or AP) Account Code

Creating a SKU Type for Invoice Entry1. Go to Administration>Application Setup>SKU

Setup>SKU Type.

2. Click NEW to setup a new SKU type.

3. Enter in any 6-character code.

4. Select the type of Sales.


6. Click SAVE.

Creating a SKU code for Invoice Entry1. Administration>Application Setup>SKU Setup>SKU


3. Press the NEW button.

4. Fill in the SKU Code.

5. Enter a Description.

6. Under the field titled ‘Sales Acct Type’, from the drop-down listing, select the SKU type code to be associated with this SKU code.

7. Under the field titled ‘Inventoried Units’, from the drop-down listing, select the default Unit of Measure to be


associate with this SKU code. To setup or activate a Unit of Measure, go to Administration>Application Setup>SKU Setup>Unit of Measure.

8. Under the field titled ‘SKU List Price’, (only if this item will not be inventoried) enter the rate to be associated with this SKU code. Do not enter the dollar sign and you must depress the period to enter the cents. If Inventoried is checked, key the sales price amount in the List Price field in the Inventory window, instead.

9. Under the check boxes on the right hand side of the SKU window, miscellaneous should be checked. If you are using this SKU code in combination with the purchasing AP portion of SMART Finance, then Receive Required might be checked.


Creating Sales Account for Invoice Entry1. Go to Administration>Application Setup>Application

Options. Click on the ACCT tab.

2. Click NEW.

3. Under TYPE, select ‘Sales’ from the drop-down list.

4. Under COMP, select the district number from the drop-down list.

5. Under Opt1, type in the SKU type code for the Sales (i.e. care).


6. Under Opt2, type in the Territory code. This is optional and not required for this portion of the Invoice entry to work. Territory is setup under Administration>Application Setup>Territory.

7. Leave Opt3 blank.

8. Company through Segment Type, either type in or lookup the GL account code that is to be associated with this SKU type for Sales.

9. Click Save.

This invoice detail line filled in once the SKU code was entered. Fields can be altered as needed.

Creating a SKU Type for PO/AP Entry1. Go to Administration>Application Setup>SKU

Setup>SKU Type.

2. Click NEW to setup a new SKU type.

3. Enter in any 6-character code.

4. Select the type of Expense.


6. Click SAVE.

Creating a SKU code for PO & AP Entry windows1. Administration>Application Setup>SKU Setup>SKU


3. Press the NEW button.

4. Fill in the SKU Code.

5. Enter a Description.

6. Under the field titled ‘Exp Acct Type’, from the drop-down listing, select the SKU type code to be associated with this SKU code.

7. Under the field titled ‘Purchasing Units’, from the drop-down listing, select the default Unit of Measure to be


associate with this SKU code. To setup a Unit of Measure, go to Administration>Application Setup>SKU Setup>Unit of Measure.

8. Under the field titled ‘SKU List Price’, enter the rate to be associated with this SKU code. Do not enter the dollar sign and you must depress the period to enter the cents.

9. Under the check boxes on the right hand side of the SKU window select the appropriate checkboxes. If you are using this SKU code in combination with the purchasing portion of SMART Finance, then Receive Required should be checked if you will be utilizing the Receiving component. If Inventoried is checked, do not use the SKU List Price field.


Creating Expense Account for PO/AP Entry1. Go to Administration>Application Setup>Application

Options. Click on the ACCT tab.

2. Click NEW.

3. Under TYPE, select ‘Expense’ from the drop-down list.

4. Under COMP, select the district number from the drop-down list.

5. Under Opt1, type in the SKU type code for the Expense (i.e. 456)

6. Leave Opt2 and Opt3 blank.

7. Under Company through Segment Type, either type in or lookup the account code that is to be associated with this SKU type for Expense.


8. Click Save.

Tax Type

Setting up Sales Tax to Auto create with Sales Orders

1. Create New Tax type if Necessary (TC already created)a. SmartFinance>Administration>Application Setup>Tax

Type

2. Create Tax Ratea) SMART Finance>Administration>Application

Setup>Tax Rateb) Jurisdiction is a user defined fieldc) Type in Descriptiond) Select Tax Type from the Drop down list

a) Enter Country, Effective Dateb) Enter Rate 6.5% would be entered .065c) Place Check Mark in Taxable

3. Check Sales Tax used in Application Options>AR Tab4. Setup Default Account Codes in Application Options for

Tax Accruala) Option 1 should be blank


b) Option 2 should be Jurisdiction from Tax Rate Screenc) Option 3 should be Tax Typed) Enter Companye) Enter UFARS Account(Does not cross funds)

5. On Customer Setup Screena) Enter Tax Jurisdiction (Look Up Field)

6. Enter Sales Ordera) On each detail line of the sales order change tax Flag to

Yes and Enter a Tax type from the drop down list.

7. When invoice is generated, Sales Tax should be automatically calculated and listed on the invoice.


NOTE: If this is not setup on the customer screen and flagged on Sales Order, it will not work. If it is setup in customer and not flagged on Sales Order, this will not work.

Bank ReconciliationBank Reconciliation is used to reconcile payments from Accounts Payable, SHR payroll and deposits from Accounts Receivable to a specific bank statement. It also allows you to clear payments and deposits, record adjustments and balance to the General Ledger. There are three parts to the Bank Reconciliation Module:

o Reconciliation Worksheet

o Transaction Clearing

o Transaction History

To clear payroll checks from SHR a connection must be setup.

1. Go to Administration > Application Setup > Bank. Under the field ‘Account Number’ enter the Bank Account number as setup on SMART HR.

Setting up a Bank Reconciliation WorksheetThe Reconciliation Worksheet is an on-line spreadsheet created to calculate and record bank reconciliation audit totals for a particular bank code and statement date.

1. Set your session defaults to the last day of the month you are reconciling. OK.

2. Admin > Bank Reconciliation > Reconciliation Worksheet


3. The Reconciliation Worksheet screen appears. The screen contains an empty form with the cursor blinking in the gray Audit No field. Press the New button.

4. Fill in the following fields:

a) Bank Code - choose the bank whose statement you are reconciling

b) Statement Date – should default to the session defaults date. It is important that this be the last day of the calendar month even if the bank cut the statement a day or two early. An error message will be shown if the date keyed doesn’t fall within the accounting period month shown in session defaults.

c) Reconciling Date - enter the last calendar day of the month.

d) Statement Amt - enter the ending balance on your bank statement

5. Press the Save button. The system assigns an audit number. You will use this number in other bank reconciliation actions.

Transaction ClearingThe Transaction Clearing window allows you to mark payments, deposits or payroll created in SF and SHR as reconciled for a specific Reconciliation Worksheet. Vendor names are listed for each payment.

NOTE: An Audit Number is needed for Transaction Clearing so a Reconciliation Worksheet must be created before any payments, deposits or payroll can be cleared (reconciled) in SMART Finance.

Reconciling AP transactionsCheck Payments


1. Admin > Bank Reconciliation > Transaction Clearing

2. Enter the Audit Number for the Bank Reconciliation worksheet. Press the Tab key.

3. Click on the radio button for AP Check Payments. The outstanding checklist appears containing all non-reconciled checks.

4. To mark a check, click on the reconciled box next to check that appears on your bank statement.

5. To mark a group of consecutive checks click on the reconciled box next to the first check that appears on your bank statement. Press and hold the Shift key on your keyboard and then click on the line containing the last check of the group of consecutive checks. All checks between the two lines will become highlighted.

6. You may mark many checks before pressing the Reconcile button.

7. When the message “Process Successful” appears, press the OK button.

Import ClearingYou must have the import clearing file from your bank in a certain order for SMART Finance to accept the import. Please refer to the Appendix A section of this manual or contact your Regional Support Center for assistance in setting this up.

Wire Payments1. Select Administration> Bank Reconciliation >Transaction

Clearing.

2. Enter the Audit No. of the Reconciliation Worksheet you created for the bank and statement date to be reconciled.

3. Select AP-Wire Payments. SMART Finance lists all outstanding wire payments up to and including the statement date on the Transaction Clearing tab.


4. Highlight a payment from the list by clicking on it, or highlight a range of payments using <Shift>-click.

5. Click Reconcile. SMART Finance updates the status of the payment records to indicate that they have been reconciled.

Reconciling AR transactions1. Admin > Bank Reconciliation > Transaction Clearing

2. Enter the Audit Number for the Bank Reconciliation worksheet.

3. Click on AR Deposits.

a) The deposit in transit list appears containing all non-reconciled deposit control records.

b) To mark a deposit, click on the reconciled box next to a deposit that appears on your bank statement. Hold down the control key to click on more than one line.

c) To mark a group of consecutive deposits, click on the reconciled box next to the first deposit that appears on your bank statement. Press the Shift key on your keyboard and then click on the line containing the last deposit of the group of consecutive deposits. All deposits between the two lines will become highlighted.

d) Press the Reconcile button.

e) When the message “Process Successful” appears, press the OK button.


Note: If you reconciled a check or deposit that should not have been, click on the Show Reconciled button and un-check the line. Click on Reconcile.

Reconciling SHR-Payments1. Prior to reconciling SHR Payments, verify the Account

Number field on the Bank entry window is filled in with the associated SHR Bank number.

2. Select SHR – Payments. SMART Finance will list all the outstanding SMART HR payroll checks and payments.

3. Click on the reconciled box next to the check number that appears on your bank statement as cleared.

4. To highlight a group of consecutive checks, click on the reconciled box next to the first check that appears on your bank statement. Press the <Shift> key on your keyboard and then click on the reconciled box next to the last check of the group of consecutive checks. All checks between the two lines will become highlighted.

5. Verify the total in the Clear Amount column. This amount plus wires, finance checks, and miscellaneous charges should be the total disbursements on the bank statement.

Reconciling a bank statement1. Admin > Bank Reconciliation > Reconciliation Worksheet

2. The Reconciliation Worksheet screen appears. The screen contains an empty form with the cursor blinking in the gray Audit No field.

3. Type in the audit number or the statement date.

4. Press the Find button. The bank reconciliation worksheet appears. If more than one is selected, you will see a scroll bar on the right. Scroll to the reconciliation you want to work with.


5. To view the outstanding checklist, press the Outstanding Checks button. To change this list, follow the instructions entitled “Reconciling AP transactions” in this handbook.

6. To view the deposits in transit list, press the Deposits in Transit button. To change this list, follow the instructions entitled “Reconciling AR transactions” in this handbook.

7. Press the Recalculate button. The bank reconciliation worksheet totals are refreshed to reflect recent changes on the clearing screens and the adjustments. The following fields are changed:

a) Deposits in Transit: total of all deposits in transit

b) Outstanding Checks: total of all outstanding checks

c) Amount Per Bank: (bank statement’s ending balance + Deposits in Transit - Outstanding Payments and adjustments)

d) GL Book Balance: system’s GL book balance for all funds (01, 02, 04, 07, etc.) in the general ledger account code that is assigned to this bank in the Bank setup screen.

e) Difference: difference between Amount Per Bank and GL Book Balance. The goal is to get this number to zero.

8. Occasionally, due to timing and other factors, you will need to adjust the bank balance to match your book balance. To do this, follow these steps:

a) Click on the Adjustments button on the right side of the screen.

b) Click the Add button on the menu bar to get an adjustment line.

c) Enter a reference number in the first field. (This can be any number up to 8 characters.)

d) Tab to the next field and enter an adjustment date.

e) Tab to the Adjust Amt field and enter the adjustment amount. This can be a positive or (-) negative number. To decide which is appropriate, consider that you are adjusting the bank amount, not the books amount.

f) In the Adjust Type field, select a type from the drop-down list. Your choice does not affect the positive or (-) negative on the amount.

g) You may enter a description in the last field. Be sure to Save.


h) Click Recalculate. This will adjust your Amount Per Bank balance. These adjustments do not create any entries in SMART finance. They are only listed here as a memo to explain a difference.

9. Occasionally, you will need to adjust your book balance due to a bank service charge, interest, etc. If this is the case, you must key and post a journal entry or other transaction to record the correct dollar amount.

10. Follow instructions for “Reconciling AP transactions” and “Reconciling AR transactions” in this handbook until the Difference field is 0.00.

11. When the difference is zero, and you are finished, click the box to Save as a Final Worksheet. Save again.

Transaction HistoryThe Transaction History window is used to view the transaction history that is created during the Bank Reconciliation process of clearing deposits, clearing payments and making adjustments when reconciling to a specific bank statement.

The window has two tabs – Cleared Deposit/Payment and Adjustment. A query on the Cleared Deposit/Payment tab provides a list of cleared deposit and/or the cleared payment transactions that meet your search criteria. A query on the Adjustment tab provides a list of the adjustment transactions that meet your search criteria.

Viewing Transaction History - Cleared Deposit/Payment Tab

1. Select Administration, Bank Reconciliation, Transaction History. Choose the Cleared Deposit/Payment tab.

2. Enter search criteria – search by Audit No, Bank, Stmt Date, Clear Date, Deposit/Pmt Date, Type, Reference, Clear Amount, Adjust Amount or a combination of these fields.

3. Click Find to retrieve all the cleared deposit/payment transactions that meet your search criteria.


4. Click Query if you need to change the search criteria for retrieval and then Find.

Viewing Transaction History – Adjustments Tab1. Select Administration, Bank Reconciliation, and then

Transaction History -- Adjustment tab.

2. Enter search criteria – search by Audit No, Bank, Stmt Date, Adjust Date, Adjust Type, Reference, Adjust Amount, Gen, Description or a combination of these fields.

3. Click Find to retrieve all the adjustment transactions that meet your search criteria.

4. Click Query if you need to change the search criteria for retrieval and then Find.


Data ExtractionThis window has the ability to access tables on the database. The user is able to extract specific data for the Districts individual needs. This same feature is offered in SHR.

Press “View Extract” to run the script.

Results may be sorted, filtered or saved.

Please contact your Regional Support Center for assistance with setting up and using this menu item.

Limit CodesA limit code is a term related to a dollar amount. The dollar amount represents a maximum amount that can be approved by a user for a particular action. For example, if you decide to not allow the high

A Guide to Using SMART Finance Appendix A – Import Files • 35

school principal to approve or reject requisitions over $5000, you might first assign $5000 to a limit code called “FIV”. This limit code, then, would be associated with the principal’s approval capability for requisitions.

You must set up at least one limit code in your system. We suggest that a value of $1,000,000 be assigned to the limit code “All”. If assigned to a user’s approval capability, this limit code allows the user to approve transactions up to $1,000,000.

Adding a limit code1. Administration > Routing > Approval Limits

2. The Approval Limits screen appears. The screen should contain an empty table.

3. Press the Find button. All limit codes are now listed.



a) Limit Code - use a 3-letter word

b) Description

c) Limit Amount - this dollar amount is the maximum amount that can be approved if a user has this limit amount.


7. To make another limit code, press the New button.

Viewing limit codes1. Administration > Routing > Approval Limits



Changing a limit code1. Administration > Routing > Approval Limits


36 •Appendix A – Import Files A Guide to Using SMART Finance


4. Click on the area you would like to change. The area becomes highlighted.

5. Type in the desired change.


Deleting a limit code1. Administration > Routing > Approval Limits



4. Click on the line containing the limit code you would like to delete

5. Press the Delete button.

6. Press the OK button when asked "Delete record?"


UsersA user is someone who uses the SMART Finance program. Each user must be set up separately. A password and security privilege is associated with each user.

Location, Vendor Group and Customer Group may be set with specific staff values. Please call your regional coordinator to activate, inactivate or change security privileges of users.

Approval CapabilitiesEach user may be assigned approval capabilities. A user may be able to approve a vendor set-up, voucher, journal entry, requisition, purchase order, customer set-up, sales order, and/or invoice. Each transaction that requires approval must be routed to a person authorized to approve that kind of transaction. The person can then either approve or reject the request. Under the Requisitions and Purchase Orders, there is an option to enforce over budget controls. The requisition or purchase order is shown to be over budget when it is unapproved and highlighted in red. A user must be assigned rights to override in order for the item to be approved.


Note: If an approver is on leave, a substitute may be assigned for a specific time period to take over the approval functions. Please contact your Regional Support Center for more information.

Viewing approval capabilities1. Administration> Access > User

2. The User Summary tab appears. The tab should be empty.

3. Press the Find button. All users on the system are now listed.

4. Click on the person’s Login Name.

5. Press the Approval Functions tab. You now see the list of objects a person can approve.

Adding an approval capabilityNOTE: These instructions assume the user is setup on the system

1. Administration > Access > User




5. Click on the Approval Functions tab.

6. Click the New button.


a) Function

b) Limit Code


9. To add another approval capability for the user, press the New button and repeat process.

Changing an approval capability1. Administration > Access > User





5. Press the Approval Functions tab.

6. Highlight the line that contains the information to change.

7. Make changes.

8. Click Save.

Deleting an approval capability for a user1. Administration > Access > User


3. Press the Find button. All of the users on the system are now listed.


5. Press the Approval Functions tab.

6. Click on the line of the approval capability you would like to delete.

7. Press the Delete button.

8. Press the OK button when asked “Delete record?”.


Auto CommentsAuto comments is a time saving feature that can be used on purchase orders and requisitions when there is a redundant statement to be used on several different purchase orders or requisitions. Auto comments can be used on new or existing purchase orders and requisitions. See the Requisition and Purchase Order sections of this manual for instructions on using the stored Auto Comments.

Creating a new Auto Comment1. Administration > Auto Comments

2. Click New.

3. Enter an auto comment code. 10 characters maximum.


5. In the Limit to Document column choose All Documents, Purchase Order, or Requisition.

6. In Comment Detail, enter the comment to appear on the purchase order or requisition.


7. Click Save.

Change an existing Auto Comment1. Administration > Auto Comments

2. Click Find to display all auto comments, or, enter a specific auto comment and click Find.

3. Change the desired field.

4. Click Save.

Session DefaultsSession Defaults is the first screen displayed when logging on to SMART Finance. This screen displays information about the accounting period and the default date that will appear on checks, purchase orders, and other items. The default accounting period matches the calendar date. For example, for July, 2013 the default accounting period is 201401. The date defaults to the system (today) date, and offers the appropriate accounting periods. If you change the date, the accounting periods will change accordingly. If you want the date and accounting periods not matching (ie: keying purchase orders to be mailed today, but budgeted in the next school year), use the current date and then manually change the accounting periods.

Location, Vendor Group and Customer Group may be set with specific values by user. Refer to the Users section for more detail or call your regional coordinator to modify.

1. Window > Session Defaults


2. The Session Defaults screen appears.

3. Verify or fill in the fields:

a) Date – change as needed.

b) Location: the default ship-to location for POs and requisitions. This code is assigned to each user’s setup. Contact your Regional support to have the setup changed. Use the lookup or key the correct code for the current session.

c) Period - GL: change the period to match your current accounting period

d) Period - AP: change the period to match your current accounting period

e) Period - AR: change the period to match your current accounting period

The Set Form Printers button allows the user to specify which printer Purchase Orders will be printed on. (optional)

4. Press the OK button.

Query & FindIn summary and most entry screens, when in Query Mode, click Find and all of the available data is retrieved. Users can limit the data returned by entering parameters in various field(s) before clicking on Find. For example, key 201401 in the Period field of the Journal Entry Summary screen, and only July, 2013 journal entries will be retrieved.

1. Open the window that is the most suitable for your search.


2. If you are not in the Query Mode (see top of window), click on Query.

3. Enter the information you are looking for in the appropriate field.

4. Click on Find.

Note: If you do not know the exact name of a vendor, for example, you may use the like % statement. The percent sign % encompasses all possibilities. Ex. The query Like %American% would result in a find of all vendors with the name American in it. Listed below are other query statements.

% Wildcard This function includes everything

Like e.g.: like cat% in the description.

lists all first words starting with cat. The like function can only be used with alphanumeric fields

= Equal to This function includes any values equal to the search criteria. e.g.: = 1000.

> Greater than This function includes any item in the search criteria greater than the stated values. e.g.: > 100.

< Less than This function includes any item in the search criteria less than the stated values. e.g.: < 100.

<> Not equal to This function includes all items in the search criteria other than the stated value. e.g.: <> 100. This includes all amounts above or below 100.

> = Greater than or Equal to

This function includes all items greater than or equal to the stated search criteria. e.g.: >= 100 would include all amounts equal 100 and greater than 100.

< = Less than or Equal to This function includes all items less than or equal to the stated search criteria. e.g.: <= 100 would include all amounts less than 100 and equal to 100.

Quick KeysQuick keys are indicated on the menu bar with an underscore. Any menu item that has an underscore has an associated quick key for that command. For example, on the File menu bar, the letter F is underlined. One of the


quick key combinations listed on the File menu is Exit. In this example, to select File and Exit, hold down Alt while pressing F to open the drop-down menu, then press x to exit. Another quick key feature is executing functions directly using Ctrl + (Key) or Alt +(Key) combinations.

Using the Quick Keys1. Hold down either Alt or Ctrl.2. Press the associated combination key while holding down

Alt or Ctrl. Following are the Quick Key functions:

· Add = Ctrl + A

· Delete = Ctrl + D

· Exit = Alt + F4

· Find = Ctrl + F

· Lookup = Ctrl + L

· New = Ctrl + N

· Print = Ctrl + P

· Query = Ctrl + Q

· Remove = Ctrl + R

· Save = Ctrl + S

Edit & SortThis feature allows you to sort data on reports and summary screens. There are two functional Edit>Sort type windows within SMART Finance.

If you encounter the following Edit>Sort box, follow these steps:

1. Click on a row or field in the data you wish to sort.


2. Go to Edit on the menu bar.

3. Click on Sort.

4. The expressions on the left show the current order of the data.

5. Use the first drop-down box to select the expression you wish to sort.

6. To have it sort descending, click on the Desc box.

7. You can also select other sort criteria in the other expression drop-down boxes.

8. To add or delete Sort Item Expressions, click on the box and click on Add or Delete.

9. To insert more expressions, click on the box below the spot you wish to insert it. Click on Insert.

10. To view the sorted data, click on OK.If you encounter the following Edit>Sort box do the following:

1. Under the Source Data column, click and hold the item you wish to sort by. Drag this over to the right hand side (under the column heading of ‘Columns) and then let go of your mouse button.

2. Add any other Source Data columns by dragging them to the right.

3. If desired, uncheck the checkbox under the column heading of ‘Ascending’ to change the sort to Descending.

4. Click OK to have the sort take affect.

Print ScreenThis feature allows the user to print the item on the screen.

1. Bring up the item you wish to print.

2. Click on the icon ‘Print Screen’ or click on File>Print Screen.


3. The item will print to your workstations’ default printer.

PrintingMost reports have a Print button, but you can also print other screens such as the summary screens. To do this, bring up the information you wish to print, go to File on the menu bar and click on Print.

NOTE: Your cursor may need to be placed on the part of the screen you wish to print.

BatchingIn most entry screens you are given the option to batch your data. This is only an option and not required on this system. It is an excellent way for multiple users working in the same area to keep track of their data.

Creating a Batch A batch may be created through some of the entry screens or through the General menu.

1. General Menu method

a) General>Batch. The screen will appear in Query mode.

b) Click New.

c) The Batch No. field will be filled in with six-9’s. It is your option to either leave the 9’s in there for the system to assign a number or to overwrite the 9’s with your own batch number. This is an alpha-numerical field so a combination of six letters and numbers can be used.

d) From the drop down list, select the function for which the batch number will be used.

e) Employee, Batch Date and Time are defaulted by the system but can be changed.

f) Batch Description-this can be about 60 characters.


g) Expected Amount.

h) Actual Amount and Difference is a calculated field by the system.

i) Click Save.

j) Close the screen by clicking on the X at the top right.

2. Entry Screen method

a) Open the entry screen (this may be the Purchase Order, Voucher, Payment Generation, Invoice, Receipt or Journal Entry windows). You are in the query mode.

b) Click on the NEW button to start a new record.

c) Double-click or select Edit > Lookup on the batch field. The batch lookup window appears.

d) Click on NEW. (If you want to add to an existing batch, key the user id of the user who created the batch, click on FIND and then select the batch number by double clicking on it.)

e) The Batch No. field will be filled in with six-9’s. It is your option to either leave the 9’s in there for the system to assign a number or to overwrite the 9’s with your own batch number. This is an alphanumeric field so a combination of six letters and numbers can be used.

f) From the drop down list, select the function for which the batch number will be used.

g) Employee, Batch Date and Time are defaulted by the system but can be changed.

h) Batch Description-this can be about 60 characters.

i) Expected Amount.

j) Actual Amount and Difference is a calculated field by the system.

k) Click Save.


l) Close the screen by clicking on the X at the top right.

m) On the lookup screen, click on FIND; highlight the batch and click on SELECT. This will put the batch number in the field

Viewing a Batch 1. General>Batch Summary. The window will come up in Query

mode.

2. Select a column ( Employee Id, function or date), and limit your search.

3. Click FIND.

4. Highlight a line and click on Detail. Based on your batch function, the appropriate summary screen will appear with your batch data.

Saving Files In Different FormatsWhen you run a report or query on a summary screen, you can save the data in a different format. To do this, follow these steps:

1. click your cursor on the area of the screen where the data is.

2. Go to File on the menu bar.

3. Click on Save As. The screen will look like this:

4. In the Save in field, select the desired disk/folder from the drop-down box.

5. Enter a file name in the next box.


6. Select the type of file you wish it to be saved in from the drop-down box. For Excel, we recommend “with headers”, so each column has a title. This enables the user to better identify the data. PDF is not currently enabled. Please use software such as Adobe or CutePDF to create a printer destination that will save the file for you.

7. Click on Save.


Purchasing

Vendors

Creating a Vendor

1. Purchase Orders > Vendor Setup > Vendor.

2. The Vendor screen opens.


4. Fill in the following fields: Remember the Post Office prefers ALL CAPS.

a) Active Date should default with today’s date.

b) Name

c) Address – use one or two lines, 3rd and 4th don’t fit on forms or window envelopes.

d) City/State/Zip – Key the 5 or 9 digits. If there are 9 digits, the system will insert the dash automatically when you click tab.

e) Country (optional). If you use USA, it prints on the checks.

f) Currency defaults to USD (United States Dollars).

g) Checkbox for Viewable on SeR. If this box is checked, this vendor will be available on SMARTeR for purchasing.

h) Click the Save button. A vendor number is assigned to the vendor.

5. Click on the Payment Information tab.

a) Terms Code defaults to Receipt.

b) Category Code (set them up in Purchase Orders > Vendor Setup >Vendor Category) serves two purposes:

1) to help identify groups of vendors.

2) to allow the district to determine which Accounts Payable GL code this vendor’s vouchers should use for the offset. Ex: B-01-206-000 or B-01-210-000. See the Administration chapter, Defaults section for account code setup details. If the Category code is used only to identify vendors, it must be set up in defaults with B-01-206-000.

c) Vendor Marker Code defaults to N: Does Not Accept Credit Cards. Change to Y if you want to keep track of those vendors who will take credit cards.

d) Comments will be transferred to Voucher Comments and printed on the check stub.

e) The fax number will print on purchase orders.

f) Enter in a default (expense) account code if applicable. This account code will automatically populate the expense account code fields on the requisition, purchase order and voucher windows.

6. Click on the Tax Information Tab, review the information.

a) For 1099 vendors you must enter the Federal ID number or Social Security number. A default 1099 key can be selected. 1099 key MC will cause the 1099 amount to print in the misc box 7 of the 1099.

b) 1099 Address field will allow you to print an alternate name on the 1099 form to match the TIN.

c) If the vendor must be reported even if under $600, check the box for mandatory reporting.

7. Save.

W-9 and ST3 formsUpdates to these forms are issued with software upgrades in the SMART Client zip files.

1. A W-9 form, which is a Request for Taxpayers Identification Number and Certification, can be printed from the Vendor window by clicking on the W-9 button. The Vendor information entered on the setup window will be printed on the form along with the district’s name and address. On the Tax Information tab of Vendor setup, there is a date field to keep track of when the W-9 was returned.

2. The ST3 form, Minnesota Revenue Certificate of Exemption, can be printed from the Vendor window. This form provides the vendor with the district’s Minnesota tax exempt information preprinted on the form along with the vendor’s information where the form will be sent.

Viewing Vendors1. Purchase Orders > Vendor Setup > Vendor Summary

2. The Vendor Summary screen appears. Note the check box in the lower right corner—Only Active Data. Un-check if you want to see inactive vendors, also.

3. Click the Find button. All vendors appear in alphabetic order. To limit your search refer to the Query & Find Section of the SMART Finance Manual.

4. To put the vendor list in a different order, go to Edit > Sort...

a) The Sort Entry screen appears.

b) To display the list by vendor code, select the term “Code” in the top expression.

c) To display the list in alphabetical order by vendor name, select the term “Name” in the top expression. Click OK to activate the sort.

5. There are fields on this screen showing the W-9 date, Vendor Category and the Vendor Marker Code.

Changing a VendorIf the vendor code is known…

1. Go to Purchase Orders > Vendor Setup > Vendor.

2. Enter the Vendor Code and click Find.

3. Click on the field of information that needs changing and enter the changes desired. Click the Save button.

If the vendor code is NOT known…1. Purchase Orders > Vendor Setup > Vendor Summary

2. The Vendor Summary screen appears.

3. Click the Find button. All active vendors appear. To view inactive vendors uncheck the “Only Active Data” box in the lower right hand corner.

4. To display the vendor list in a different order, go to Edit > Sort...


b) To display the list in numeric order by vendor code, select the term “Code” in the top expression.

c) To display the list in alphabetical order by vendor name, select the term “Name” in the top expression.

5. Click on the line containing the vendor you would like to change. The line becomes highlighted.

6. Click the Detail button. The Vendor screen appears. The screen contains information about the vendor.


Deleting a VendorA vendor can be deleted if it has not been used. If requisitions, purchase orders or vouchers are associated with a vendor, the system will not allow the vendor to be deleted.

1. Purchase Orders > Vendor Setup > Vendor

2. The Vendor screen appears.

3. Enter the Vendor Code or Name. (NOTE: If you do not know the exact vendor name, you can enter ‘like %(part of the vendor name)%’. This is explained in the Query & Find Section of the SMART Finance Manual.

4. Click the Find button. The vendor record will appear.

5. Click the Delete button.

6. The message "Delete this record?" appears, click the OK button. The vendor has been deleted.

7. If the message “Cannot delete. Vendor is used elsewhere.” appears, click the OK button. The vendor was not deleted. The vendor may be inactivated by changing the Status field to Inactive. Save.

Creating Vendor Alternate AddressesAn alternate address is used for a vendor when the purchasing name, 1099 name, payment name or addresses are different than that of the master name or address. This alternate address will appear on the voucher, PO, or 1099 when entering or printing the information.

1. Purchase Orders > Vendor Setup > Vendor.



4. Click on Find. The vendor record will appear.

5. Click on the Address button on the bottom of the screen. Vendor Alternate Address Entry screen appears in query mode.

6. Click on New.


a) Address Code – enter a user-defined address code to uniquely identify each individual address.

b) Description – enter a user-defined address description to describe the unique address code - optional.

c) Alt Name – optional.

d) Name – should default from vendor entry window. Optional for change.

e) Address – should default from vendor entry window. Optional for change. Use 1 or 2 rows.

f) City/State/Zip – should default from vendor entry window. Optional for change.

g) Contact/Phone/Fax. If the Alternate Address is used for a Purchase Order, this fax number will print on the PO.

8. Click Save.

9. If you want this alternate address to be the default for POs or Vouchers, go to the vendor entry window.

On the bottom portion of the Vendor entry window, you will notice two fields, ‘Remit-To Address’ and ‘PO Address’. The Remit-To Address field will be offered on vouchers, and the PO address field will be offered on purchase orders. Either type in or lookup the appropriate alternate address code that was assigned on the Alternate Address window. Click Save. Users also have the option to access these address choices from the voucher and PO screens.

10. If you want the alternate address to print on the 1099 go to Vendor entry window>click on the Tax Information Tab>Fill in or look up the 1099 address field.

Finding Vendor Alternate Addresses1. Purchase Orders > Vendor Setup > Vendor.


3. Enter the Vendor Code or Name. (NOTE: If you do not know the exact vendor name, you can enter like (part of the vendor name)%. This is explained in the Query & Find Section of the SMART Finance Manual.

4. Click on Find.

5. The vendor record will appear.

6. Click on the Address button on the bottom of the screen.

7. Click on Find. All alternate addresses for that vendor will appear. Users must scroll down to see all addresses.

8. You may wish to run the AP report: Vendor Listing with Alt Address.

Changing Vendor Alternate Addresses1. Purchase Orders > Vendor Setup > Vendor.


3. Enter the Vendor Code or Name. (NOTE: If you do not know the exact vendor name, you can enter ‘like (part of the vendor name)%’. This is explained in the Query & Find Section of the SMART Finance Manual.

4. Click on Find.




8. Type in any changes.

9. Click on Save.

Quick Select-Vendor

1. Purchase Orders > Vendor Setup > Quick Select-Vendor. This screen can be open or minimized while working in other screens. Each field in the select area can be used for Query. Ex: ce% and Find will locate any vendor name beginning with ce.

2. Once the vendor is located, you can left click on the vendor code to highlight it, right click and copy. Then left click on the vendor field in another window, right click and paste.

3. There is also a “New” button to take you to the vendor screens if you need to build a new vendor.

Overbudget ControlsThe system has the capability to produce a warning or fatal error if the budget for an account is exceeded. The system default is a warning error with yellow highlighting. A fatal error will change the requisition or purchase order to unapproved with red highlighting. To use the fatal error option, the ‘Enforce Overbudget Controls’ must be checked in Application Options (PO tab) and a User must be assigned the function of ‘overbudget’ approval. If using the fatal error option, view the Requisition Budget Approval and/or the Purchase Order Budget Approval screens to review/approve requisitions and purchase orders that are over budget. If using the warning (yellow) option, the overbudget information still shows on the screen. This can be useful for monitoring exceptions. Contact your Regional Support provider for further information and routing options.

Approving a PO or Requisition with Overbudget Controls

1. Purchase Orders > Purchase Order Budget Approval or Requisition Budget Approval.

2. Click on find to view all overbudget Purchase Orders/Requisitions.

3. Select the Purchase Order/Requisition from the top portion of the screen.

4. From the lower portion of the screen select the Budget Apprv check box

5. You may click on the detail button on the bottom portion of the screen if you wish to open up the Purchase Order or Requisition Entry screen if you would like to make changes to account codes, quantity, etc….

6. Account Analysis button is also available if you would like to view budget information for the account codes utilized in the detail lines.

7. Click on Save

Purchasing BuyersPurchasing buyers need to be built in order to create requisitions and purchase orders. Buyers may be an individual name (ex. Lisa), site (ex. High school), etc. The description field appears on a printed purchase order.

Viewing/Adding/Changing buyers1. Purchase Orders > Purchasing Buyers

2. The Purchasing Buyers screen appears. Click Find to display the current list of buyers.

3. To add a buyer:

a) Click the New button. An additional row appears on the screen with “Active” in the Status column.

b) In the first field, enter a code for the buyer. The code may be alphabetic or numeric and can be up to ten characters long.

c) Tab to the next field and enter a description for the buyer. This description prints on the PO.

d) Click the Save button.

4. To make a buyer inactive:

a) Click on the Status column for the buyer you are making inactive.

b) Click on the term Inactive. The date of the change appears in the Inactive Dt column.

c) Click the Save button.

5. Exit the screen by clicking on the X in the upper right-hand corner of the screen.

Purchase Order CategoriesPO categories can be used to sort POs for reporting and analysis. For example, if you wish to keep FY 2011 PO’s separate from FY 2012 PO’s, you can create a PO category of 11 or PO11 etc.

Creating a PO Category1. Purchase Orders > Purchase Order Category

2. Click New.

3. Enter an alpha or numeric code of your choice. (There is a 10-character limit.)

4. Tab to the next field and enter a description for the code.

5. Click on Save.

Auto CommentsAuto comments is a time saving feature that can be used on purchase orders and requisitions when there is a redundant statement to be used on several different purchase orders or requisitions. Auto comments can be used on new or existing purchase orders and requisitions. Refer to the Administration chapter for auto comment setup instructions.

Adding an Auto Comment to a PO or Requisition1. Purchase Order > Purchase Order or Requisition

2. Create a New Purchase Order or Requisition or Find an existing

3. Click on the PO Comments or Requisition Comments tab

4. Double Click on the white portion of the entry screen. A list of existing auto comments will be displayed.

5. Select the comment you would like to add and click on insert.

6. Click on Save.

Request For QuotationRequest for quotations (RFQs) can be use to request quotations from one or more vendors when a purchase is being considered. To create a RFQ, follow these steps:

1. Purchase Orders > Request for Quotation.

2. Click New.

3. Enter the RFQ information in the appropriate fields. The location and buyer are required. Requestor has a lookup for user ID.

4. Click Save.

5. To enter RFQ detail, click on the RFQ tab.

6. Click New for a detail line.

7. Enter the information in the applicable fields.

8. If you choose, you may enter detail comments on the next tab.

9. To enter the vendor(s) information, click on the Vendor Information tab and click New.

10. Save all changes.

11. To print the RFQ, click on the Vendor Information Tab and click on the Print button on the bottom of the screen.

Purchase QuotationsThe Purchase Quotation window is used to enter quotes received from vendors. Purchase Quotations can also be created by transferring RFQs. If information is transferred from RFQs, the same purchase quotation number will be assigned to multiple vendors.

Transferring an RFQ to a Purchase Quotation1. Purchase Orders > Request for Quotation

2. Query and Find the RFQ you wish to transfer.

3. On the Vendor Information tab, click the Transfer box for the vendor(s) you received the quote from.

4. Click on the Transfer button.

5. You will get a message that the process was successful. Click OK.

6. Under Purchase Orders > Purchase Quotation, query and find the information you transferred from the RFQ.

7. Enter the information from the quote. The Promised and Expires fields are required before the Quote Detail tab can be clicked.

8. On the Quote Detail tab, enter the rate from the quote and any other information you have.

9. Enter any detail comments on the third tab.

10. Click Save.

Creating a Purchase Quotation without a RFQ

1. Purchase Orders > Purchase Quotation

2. Click New.

3. Enter the information in the appropriate fields. The Name, Promised, and Expires fields are required.

4. Click Save.

5. Click on the Quote Detail tab. Click New to enter a detail line.

6. Detail comments can be entered on the third tab.

7. Click Save.

Converting a Purchase Quotation to a PO1. Purchase Orders > Purchase Quotation

2. Query and find the Purchase Quote you wish to transfer.

3. Click the Convert to PO button on the bottom of the screen.

4. You may convert it to a new PO or an open PO for the same vendor.

5. Click OK.

6. Enter the account codes for each line of the PO.

7. Click Save.

8. Click OK.

Online Order RequestOnline Order Request is a method for entering an Online Requisition. The first step is to fill out this form via SMART eR. Please contact your Regional Support Center for information on setup and use of Online Order Request via SMART eR. This section will describe the process to bring in the Online Order Request data into SMART Finance to process through the Requisition or Purchase Order process. The setup in SMART Finance prior to utilizing this function is to decide if SMART eR users can offer an account code for their purchases and then to choose the Transfer output. The data received from SMART eR can become either a Requisition or a Purchase Order. The choices must be selected at Application Options>PO tab.

Transferring Online Order Requests1. Select Purchase Orders>Online Order Request Transfer

2. Click on Find

3. Verify the Location. This will become the Ship-To on the PO.

4. Fill in SKU code if not already defaulted. (This is a Lookup field)

5. Account Code has two radio buttons. User can choose to use an account code keyed in the header, or to choose the account code offered by the requester shown on each detail line (if that option was allowed in the setup.)

6. Fill in Buyer

7. Verify Date and Period

8. Enter Comment. Ex: Attn: Employee Name. This field will transfer to the Comment field on Requisition or the Comment field on Purchase Order.

9. Select lines that you wish to process onto a Requisition or Purchase Order by clicking the check box under Tran?.

10. It is an option to change the vendor code. You will have to tab off of the vendor code field to see the affect of your change

11. A line maybe permanently removed before transferring by selecting the line and clicking Delete on the toolbar.

12. Click on the highlighted Transfer button that was determined in the setup, either Transfer to Req or Transfer to PO.

13. When the process completes you will be asked if you would like to view the newly created Purchase Order/Req. Click on the appropriate response.

14. If you selected Yes in the step above you may scroll through the Requisition or PO and make any necessary changes.

15. The transfer window header comment is used in the PO header comment field. The comments that were brought over from the SMART eR screen to the detail lines of the transfer screen can be found as an attachment to the PO.

16. Complete Approval/Print functions per your district’s setup and policies.

RequisitionsRequisitions can be encumbered. Contact your Regional Support Center for setup.

Creating a requisition

1. Purchase Orders > Requisition.

2. The Requisition screen appears.


4. On the top half of the screen…

a) Requester will default. Change if needed.

b) Requester phone will default in from User Setup screen. Change or leave blank.

c) Company defaults to district number.

d) Status defaults to Open.

e) Required Date is optional (the date when the product is needed)

f) Location Code will default. Change if needed.

g) PO Category. Optional.

h) Comment – Suggestion is to use this as an ATTN line. This line appears directly below the Ship To Address information on the PO.

i) Buyer. Enter the buyer code or use the pull down menu to select a buyer.

j) Specify Vendor (optional) - click off the ‘check mark’ box if vendor is not known. Double click in the vendor field for lookup capability.

k) Mail To is optional.

5. On the bottom half of the screen, fill in the columns:

a) SKU (required)

b) Description – Suggestion is to include the catalog order number and brief description of the item being ordered

c) Number of Units (cannot be zero)

d) U. Type

e) Discount %(If you are expecting to receive a discount from Vendor)

f) Rate (When you tab or click out of this field, the system calculates the total cost.)

g) Account Code - there are two ways to select an account code:

1. Typing in the account code: Key each segment in the appropriate columns.

2. Selecting the account code from a list of accounts:

Double-click on one of the columns of the account code.

The GL Account Lookup screen appears.

Click the Find button. All accounts appear. The search can be limited by entering portions of the account code that are known before clicking Find.

Click the down and up arrow keys on the scroll bar to find the account.

Click on the desired account. The account becomes highlighted.

Click the Select button.

h) The period number will default to the AP period in Session Defaults. Change if needed. This field must be the same for all detail lines.

i) ID will default in requester, change if needed

6. Click the Save button. The system assigns a requisition number to the requisition. A warning message will be displayed if the account(s) exceed the budget, or, if the requisition is saved to a closed prior period. The option is available to view Account Analysis for the specific account code(s) that are overbudget. While in the Requisition Entry window, click on the Account Analysis button. It will automatically bring up the overbudget account code(s).

7. To distribute one line item to different account codes do the following:

a) After the first line of detail has been entered, click on the Distribution button.

b) A new screen appears.

c) You may choose to distribute based on percentage or rate.

d) Add a line of detail by clicking Add. Enter the information until the remaining amount on the bottom of the screen is 0.00.

e) Click on the Detail button.

8. To add another line to the requisition, click the Add button. A new line appears.

9. Repeat steps 5-6 to make an additional request on the same requisition.

10. To remove a line from the requisition, first click on the line you would like to remove. Then click the Remove button. When asked “Delete detail line?” click the OK button.

11. To use Auto Comments, Click on the Requisition Comment tab.

12. Double Click in the white comment space.

13. The AutoComment Select window appears.

14. From the list of auto comments on the top on the screen, select the appropriate auto comment code.

15. Click Insert.

16. Return to the Requisition tab and Click Save when done.

Routing a requisition for approvalIf approval for the requisitions is set in Application Options, the requisition must be routed to a SMART Finance user for Approval. (See Admin Chapter for user setup instructions.) Follow these steps when routing a requisition approval:

1. Click the Route button.

2. Click to put a check mark in the Notify on Completion or Notify on Rejection box by clicking on the box. (Both or neither boxes may be checked as desired.)


a) Assign to: This field shows the person who will approve or reject the requisition. To select the person, first double-click on the Assign to field. The Assign to Lookup screen appears. Click the

Find button. Click on the line containing the person who will approve or reject the requisition. Click the Select button.

b) Action: For approval, select the APPV listing in the drop-down menu.

4. Click the Send button. The status column on the Route Slip screen now says "Sent".

5. The Requisition screen reappears. The rectangle in the upper right-hand part of the Requisition screen now contains "In Route". This message indicates that you have sent the requisition but it has not yet been approved.

6. Exit the Requisition screen by clicking on the ‘X’ in the upper right-hand corner of the screen.

Viewing previously completed requisitionsTo use the Requisition Summary screen, follow these steps:

1. Purchase Orders > Requisition Summary.

2. The Requisition Summary screen appears.

3. If the Find button is clicked, all requisitions will be listed. A limited search can be done by entering information known about the requisition before clicking Find. Certain column headings (like buyer and status) will provide a list box directly below the heading that can be used for selection criteria. The list box can be displayed by clicking directly below the heading. Vendor lookup is available by double clicking in the Vendor code column. Click on the desired criteria in the list box(es) before clicking Find.

4. Information may be sorted on screen by clicking on Edit from the menu selection and then sort. The sort entry screen will appear. Select the field you would like to sort for from the drop down box. Choose whether descending or ascending. If you would like to add a secondary sort select the field you would like to sort by from the second row available.

5. Click on the line containing the requisition you would like to view. The line becomes highlighted.

6. Click the Detail button. The requisition selected appears.

NOTE: The Requisition Detail Summary Screen displays more requisition information and allows more selection criteria including queries by account code. Use the same instructions described for the Requisition Summary screen.

Changing a requisitionA requisition can be changed at any time before it is transferred to a Purchase Order unless Approval Modification for requisitions is set to ‘Yes’. If Approval Modification is set to ‘Yes’, the requisition must be re-routed and re-approved before it can be transferred to a Purchase Order.

1. Purchase Orders > Requisition Summary

2. The Requisition Summary screen appears. (Limit the search criteria if desired.)

3. Click the Find button. All requisitions meeting the search criteria are now listed.

4. Click on the line containing the requisition you would like to change. The line becomes highlighted.

5. Click the Detail button. The requisition appears.

6. Click on each area you would like to change. The area becomes highlighted.

7. Type in changes.

8. Click the Save button.

9. Exit the screen by clicking on the ‘X’ in the upper right-hand corner of the screen

Changing and rerouting a requisition for approvalIf you mark Notify on Rejection with a ‘checkmark’ when routing a requisition, you will be notified in your in-tray if the requisition has been rejected. But you have the opportunity to ‘re-route’ it again for approval.

1. Click the In-Tray button or click File then In Tray.

2. The In-Tray screen appears. The screen contains a table with rejected requisitions and other items. If the table is empty, there are no in-tray items to process.

3. Click on the line containing the requisition you would like to change and reroute.

4. Click the View Item button. The requisition appears.

5. If you want to make a change in the requisition, click on the area. The area becomes highlighted. Type in the change.



8. The Route Slip screen appears. This screen shows you information about previous routings. For example, one line might indicate that you sent a requisition to another person for approval. Another line might indicate that the other person rejected the requisition.

9. Click on the reroute button.

10. Click on send.

Approving or rejecting a requisition1. Click the In-Tray button or click File then In Tray.

2. The In-Tray screen appears. The screen contains a table with requisitions and other items that you have not yet processed. If the table is empty, there are no in-tray items to process.

3. Click on the line containing the requisition you would like to approve or reject.

4. Click the View Item button. The requisition appears.

5. If you want to make a change in the requisition, click on the area. The area becomes highlighted. Type in the change. Click the Save button.

6. Exit from the requisition

7. Click on the Accept or Reject button in the lower left-hand corner of the screen.

8. Click the Send button.

Viewing a requisition for approval/route statusIf you marked Notify on Rejection with an X when you routed the requisition, a rejected requisition will appear in your in-tray. These steps allow you to view the status of all requisitions.



3. Click the Find button. All requisitions are now listed.

4. The Approval and Route Status columns will indicate the status of your requisition.

Deleting a requisition1) A requisition may be deleted before being transferred into a purchase order.

2) A requisition cannot be deleted after it is transferred into a purchase order. When a purchase order has been saved after the transfer, the requisition status will be closed.

3) If a requisition is deleted after being routed but before being accepted or rejected, the person who has been assigned to approve or reject your requisition will find an empty requisition in his or her in-tray. The person can either accept or reject the empty requisition and click the Send button. The requisition is then deleted from the system.



3. Click the Find button. All requisitions are now listed.

4. Click on the line containing the requisition you would like to delete. The line becomes highlighted.

5. Click the Detail button. The requisition appears.


7. When asked "Delete record?", click the OK button.

8. When asked "There are detail records. Delete these also?", click the OK button.

9. Click the red X button to close the window. The requisition has been deleted.

Purchase OrdersBefore creating and printing purchase orders, determine if a district letterhead-logo and/or a signature is desired. Contact your regional support staff for assistance.

Transferring a requisition into a purchase order1. Purchase Orders > Requisition Transfer

2. The Requisition Transfer screen appears.

3. Click the Find button.

4. All requisitions are now listed. If a particular requisition has been approved, "Approved" appears in the Approved column. If the requisition has been approved, it can be transferred into a purchase order.

5. Review the requisition information for accuracy. The vendor can be changed by double-clicking on the vendor code field.

6. For requisition(s) you would like to transfer into a purchase order, click on the box in the Tran? column. The item is then highlighted.

7. Click the Transfer button.

8. The message “You have selected multiple vendors” may appear. If so, click the OK button.

9. The Transfer Options screen appears. Determine if you would like to create a new purchase order (the common response) or add the requisition to an existing purchase order.

10. Click the OK button.

11. A screen asks "Continue with the transfer?"


13. A warning message will appear if the account(s) are over budget. A screen appears with the comment "Process Successfully Completed".


15. The Requisition Transfer screen will appear. If you click on the Find button to refresh the screen, the requisition that was transferred no longer appears on the screen. This indicates that the requisition has been successfully changed into a purchase order.

Creating a purchase order without a requisition

1. Purchase Orders > Purchase Order

2. The Purchase Order screen appears.



a) Batch-optional. Please see the Administration section of this manual for instructions on batch setup.

b) Company will default

c) Buyer is required

d) Vendor Code is required

e) Date Promised, Date Required, Confirmation, FOB, Ship Via, Hold and Category are all optional. Mail To will be grayed out if there is no PO alternate vendor address.

f) Terms - defaults to Receipt

g) In the field Comment, the suggestion is to use this as an ATTN line. This field prints directly below the Ship-To address.

5. Fill in the following fields on the bottom half of the screen:

a) The Status will default to Open. After the Purchase Order has been issued, the Status can be changed to Closed or Backorder.

b) SKU is required

c) Description – Suggestion is to use the catalog item code/ number and a brief description of item

d) Units--Units times the Rate will calculate Cost. Number of Units cannot be zero.

e) Unit Type

f) Rate

g) Discount, if applicable

h) Loc - This field will determine the Ship To address. (If items have different locations, separate pages will be printed.)

i) Account Code – For instructions on how to do an account code lookup, please refer to the Requisition section of this chapter.

j) Period must be the same for all detail lines of the Purchase Order.

k) ID will default in. Change if necessary.

6. Click the Save button. The system assigns a PO number to the PO. A warning message will be displayed if the account(s) exceed the budget, or, if the PO is saved to a closed prior period. The option is available to view Account Analysis for the specific account code(s) that are overbudget. While in the PO Entry window, click on the Account Analysis button. It will automatically bring up the overbudget account code(s).

7. If more lines of detail are needed, click Add and repeat step 5.

8. If a multiple distribution is needed, please see the Requisition section of this chapter.

9. To use Auto Comments, Click on the PO Comments tab.

10. Double Click in the white comment space.

11. The AutoComment Select window appears.

12. From the list of auto comments on the top on the screen, select the appropriate auto comment code.

13. Click Insert.

14. For Print Placement of the auto comment, Click on the Top or Bottom button.

15. Return to the Purchase Order tab and Click Save when done.

16. Click the Print button.

17. The purchase order appears.

18. Click Print to display printer options.

19. Click the Print button to print a hard copy.

20. Click the Close button.

Routing a Purchase Order for approvalIf Approval for Purchase Orders is checked in Application Options, you must route the purchase order to a Smart Finance user for approval. (See Admin Chapter for user setup instructions.) The purchase order must be approved before it can be printed or transferred to a voucher. Refer to the requisition section for approval/routing instructions. A purchase order can be changed at any time before it is closed unless Approval Modification for purchase orders is set to ‘Yes’. If Approval Modification is set to ‘Yes’, the purchase order must be re-routed and re-approved before it can be transferred into a voucher.

Viewing and printing a purchase order1. Purchase Orders > Purchase Order Summary

2. The Purchase Order Summary screen appears.

3. Click the Find button. All purchase orders will appear unless the search is limited by criteria entered in one of the columns. Vendor lookup is available by double clicking in the Vendor code column.

4. Click on the line containing the purchase order you would like to view or print. The line becomes highlighted.

5. Click the Detail button.

6. The Purchase Order screen appears with the purchase order you selected.

7. Click the Print button. If the purchase order has been printed previously, a message will appear stating the purchase order has previously been printed. The system will ask if you want to print again. Click Yes, if you want another hard copy.

8. The print version of the purchase order appears on the screen.

9. Click Print to display printer options

10. Click the Print button to print a hard copy.

11. Collapse or exit the window to get back to the Purchase Order Summary Screen.

12. If you would like to see more detail of the purchase order in summary format:

a) Purchase Orders > Purchase Order Detail Summary

b) Click the Find button. All purchase orders will appear unless the search is limited by criteria entered in one of the columns. Vendor lookup is available by double clicking in the Vendor code column. You will also be able to view the account code for each purchase order detail line on this screen.

c) Click on the line containing the purchase order you would like to view.

d) Click the Detail button to see the PO screen.

e) Collapse or exit the window to get back to the Purchase Order Detail Summary Screen.

NOTE: Printing from the PO Entry window--The Purchase Order form will print in the report format that has been entered under Administration>Application Options>PO tab>Purchase Order print format. The formats are: r_pur_print, r_pur_print_noacct, r_pur_print_sku, r_pur_print_land or r_pur_print_land_sku.

Printing multiple purchase orders1. General > Report Selection

2. The Navigator - Report Selection screen appears.

3. On the left side of the screen, click on “Purchase Orders”.

4. On the right side of the screen, double-click on “Print Purchase Order”.

5. The Print Purchase Order - Parameter Entry screen appears. (The ‘Find’ button may be displayed by certain parameters based on Application Options settings.)


a) Starting PO Number (can leave as “1” if querying for a specific date range)

b) Ending PO Number (can leave as “999999999” if querying for a specific date range)

c) Starting PO Date (Required)

d) Ending PO Date (Required)

e) Buyer…may use lookup capability to print POs for a specific Buyer. (Optional)

f) Include Printed? Defaults to ‘N’ for purchase orders not printed before. Enter a ‘%’ to print all purchase orders even if they have been printed before.

7. Click the Create Report button.

8. The Report Run screen appears with the image of the PO to be printed.

9. If you would like to add a user comment to print on all of the purchase orders being run this time, click on the Comment icon.

10. The comment screen appears

11. Type in your comment and select the font options and placement you would like to print on the Purchase Order. Please note that this message is not stored with the purchase order. It is only available for this printing session.

12. Click on OK

13. Click the Print button.

14. The Printer selection box will appear

15. Click on Print. The purchase orders will print.

16. Click the Close button.

NOTE: Printing from Report Selection--The Purchase Order form will print in the report format that has been entered under Report Maintenance window. The formats are: r_pur_print, r_pur_print_noacct, r_pur_print_sku, r_pur_print_land or r_pur_print_land_sku.

Changing a purchase order1. Purchase Orders > Purchase Order Summary


3. Click the Find button. All purchase orders will appear unless the search is limited by criteria entered in one of the columns before clicking the Find button.

4. Click on the line containing the purchase order you would like to change. The line becomes highlighted.


6. The Purchase Order screen appears with data from the purchase order you selected.

7. Click on an area you would like to change and enter the change.


9. Exit from the Purchase Order screen.

10. The Purchase Order Summary screen appears. The purchase order has not yet been changed on this screen. Click on Query, then Find to refresh the screen, and you will see the changes that were just made.

Deleting a purchase orderA purchase order cannot be deleted if it is linked to another process such as requisition transfer, receiving, or vouchers. If a purchase order cannot be deleted, a message will be displayed describing what process the purchase order is linked to.

1. Purchase Orders > Purchase Order Summary


3. Click the Find button. All purchase orders will appear unless the search is limited by criteria entered in one of the columns before clicking the Find button.

4. Click on the line containing the purchase order you would like to delete. The line becomes highlighted.


6. The Purchase Order screen appears with information about the purchase order you selected.


8. When asked "Delete record?" click the OK button.

9. When asked "There are detail records. Delete these also?" click the OK button.

10. The purchase order has been deleted. When viewing the Purchase Order Summary screen, the purchase order will appear until the screen is refreshed. The deleted purchase order number may not be used again.

NOTE: An alternate solution to deleting a purchase order is to change the Purchase Order header status to closed. This will close all of the detail lines automatically. This method will allow you to refer to purchase orders that were created but not sent.

Copy PO ProcessWhen working with Purchase Orders you are allowed to select detail lines and copy these lines to a new Purchase Order record.

1. Have Purchase Order Entry open with the selected PO to be copied.

2. On the bottom half of the Purchase Order entry window, select the detail line or lines to be copied by clicking in the ‘Copy’ checkbox field.

3. Click on the Copy PO button. This will open the Copy PO window.

4. Enter in the date and period for the New PO to be created.

5. Click OK.

6. The system will create a new PO record and provide a message noting the New PO number. If the original PO was open, the new PO number will be the original PO number followed by an A. If the original POs were at a status of open, the line or lines selected to be copied will go to a status of

closed. If this feature is utilized with the original PO at a status of closed the line or lines selected to be copied will remain at a status of closed and the PO number assigned to the new PO will be the next number in the system.

Online OrderingThis feature allows an authorized employee the ability to shop on the website of selected vendors and return their order information to SMART Finance to be transferred into a requisition or purchase order. This order information is not an order with the selected vendor until a SMART Finance approved purchase order is electronically transmitted back to the selected vendor. This section will describe the process to bring in the Online Order data into SMART Finance to process through the Requisition or Purchase Order process.

Setup of Online Ordering1. Access SMART Finance.

2. Under Administration>Application Setup>Application Options>PO tab, fill in the Default PO SKU Code field if appropriate for this database.

3. Under Administration>Application Setup>Application Options>Acct tab, setup the Default Online Order Transfer account if appropriate for this database. This default account would be offered as the expense account code. (See the SF Users Manual ~ Administration Chapter, Defaults section>Setting Account Code Defaults for more information.)

4. If this district plans to utilize different SKU codes tied to a specific Online Order Transfer account code, fill in the Opt1 field with the SKU Type value. (See the SF Users Manual ~ Administration Chapter, SKU Code section for more information.)

5. Prior to utilizing this function you must choose the result of the Transfer process. Either Requisition or Purchase Order must be chosen through Application Options > PO Tab.

6. Contact your Regional Center for assistance with the online ordering setup of your vendors’ contract number, user ID, password and browser URL.

Transferring Online Orders1. Select Purchase Orders>Online Order Transfer

2. This window will appear in Query Mode. Select the appropriate vendor from the drop down Vendor Code field. If the Vendor Code drop down list is blank, there are no Online Orders to transfer at this time. Click Find.

3. You may sort this screen by clicking on the Sort button and selecting the field you wish to sort by from the source data section and dragging columns section.

4. Fill in SKU Code if not already defaulted.

5. Choose with the radio buttons to enter the Account Code, or Default to use the code on the detail line.

6. Fill in Buyer

7. Verify Date

8. Verify Period

9. Enter Comment. Ex: Attn: Employee Name. This field will transfer to the Comment field on Requisition or Purchase order.

10. Verify Location

11. Select lines that you wish to process onto a Requisition or Purchase Order by clicking the check boxes in column Tran?.

12. Click on the highlighted Transfer button that is appropriate for your districts’ setup, either Transfer to Req or Transfer to PO.

13. When the process completes you will be asked if you would like to view the newly created Purchase Order/Req. Click on the appropriate response.

14. If you selected Yes in the step above you may scroll thru and make any necessary changes.

15. Complete Approval/Print functions per your districts setup and policies.

Blanket Purchase OrdersIf you are going to purchase items from a specified vendor over a period of time, you can set up a blanket purchase order. A blanket purchase order is not encumbered until it is transferred to a standard purchase order. Therefore you may wish to build a regular PO that resembles a blanket purchase order. For example, if the amount of the “blanket order” is $500, you can create a standard PO using 500 units at a rate of $1.00. When an amount is ready to be paid, you can receive and/or transfer the number of units that correspond to the dollar amount. The remaining amount will stay encumbered.

Creating a Blanket Purchase Order

1. Purchase Orders > Blanket Purchase Orders

2. Click on New.

3. Enter the information in the required fields.

4. Click on Save.

5. To enter detail for the blanket order (SKU, rate, account code, etc.), click on the Template Detail tab and click on New. (NOTE: If you are unsure of the “units”, but know the dollar amount allowed, you can enter 500 units @ $1, for example.)

6. To enter a detailed description for the blanket order, click on the Detail Comments tab.

7. To enter more comments for the vendor, click on the BPO Comments tab. If you would like the comments to print below the detail lines, click on the Bottom button.

8. When all the information is entered, click on Save.

9. Click on the Print button at the bottom of the screen to print the blanket order.

Viewing Blanket Purchase Orders1. Purchase Orders > Blanket PO Detail Summary

2. A blank summary screen will appear.

3. Click on the Find button to display all blanket purchase orders.

4. Click on the blanket PO you wish to view or print. The line becomes highlighted.

5. Click on the Detail Button.

6. The blanket PO is Displayed.

7. The blanket PO can be modified or printed.

8. Exit the screen when finished.

Blanket Order Release to a PO

1. Purchase Orders > Blanket Purchase Order Release

2. Click on Find to find the blanket order.

3. In the Released Unit field, enter the number of units you wish to release. (Ex. If the order is set at 500 units @ $1 and the buyer spent $25.30, you would release 25.3 units.)

4. Click on the Release box on the far left of the screen.

5. When the line(s) is highlighted, click on the Release button at the bottom of the screen.

6. Answer “Yes” to the question “Are you sure you wish to release?”

7. Click OK to the message “Process completed successfully. Purchase Order #XXXX-X was created.”

8. The purchase order number created will have the template number with a –1, -2, -3, depending on the number of releases. Ex. 1019-1

ReceivingItems with SKU codes requiring receiving will need to be processed through the Receiving feature. When an item is received and payment for that item is appropriate, follow the steps in this section.

Processing a PO after a product is received1. Purchase Orders > Receiving

2. The Receiving screen appears.

3. Click the Find button. All ordered items appear.

4. On the top half of the screen, click on the PO line containing the item(s) you have received.

5. On the bottom half of the screen, enter the number of units received in the Units to Receive column.


Receiving HistoryThis window will show the receiving transactions over a period of time.

1. Purchase Orders > Receiving History

2. In the query mode, enter the parameters you wish to view. Ex. PO number.

3. Click Find.

NOTE: You can also view receiving history by clicking on the History button on the Receiving window.

Receiving ReturnsIf an item needs to be returned after it has been received through the receiving window, follow these steps:

1. Purchase Orders > Receiving

2. Query the PO number.

3. Click Find.

4. From the bottom portion of the screen select the line item that you will be returning.

5. Click on Return Info on the bottom of the screen.

6. Enter the Return Units and Return Code. These are required fields. (The Return Code can be built under Administration > Application Setup > Reason Code.)

7. Click OK. You will receive a verification message and an option to print a Return Advice.

8. You will be able to view the return history with receiving history.

Accounts Payable

Vendors

Creating a vendor

1. Accounts Payable > Vendor Setup > Vendor.




a) Active Date – Suggest using the first day of the fiscal year.

b) Name

c) Address – use one or two lines, 3rd and 4th don’t print.

d) City/State/Zip – Key the 5 or 9 digits. If there are 9 digits, the system will insert the dash automatically when you tab away.

e) Country (optional). If you use USA, it prints on the checks.

f) Currency defaults to USD (United States Dollars).

g) Click the Save button. A vendor number is assigned to the vendor.

5. Click on the Payment Information tab.

a) Terms Code defaults to Receipt.

b) Category Code (set them up in Accounts Payable > Vendor Setup >Vendor Category) serves two purposes:

1) to help identify groups of vendors.

2) to allow the district to determine which Accounts Payable GL code this vendor’s vouchers should use for the offset. Ex: B-01-206-000 or B-01-210-000. See the Administration chapter, Defaults section for account code setup details. If the Category code is used only to identify vendors, it must be set up in defaults with B-01-206-000.

c) Payment Type should be adjusted, if the vendor is always going to utilize a certain payment type.

d) Vendor Marker Code defaults to N: Does Not Accept Credit Cards. Change to Y if you want to keep track of those vendors who will take credit cards.

e) Comments will be transferred to Voucher Comments and printed on the check stub.

f) The fax number will print on purchase orders.

g) Email address

h) Enter in a default (expense) account code, if applicable. This account code will automatically populate the expense account code fields on the requisition, purchase order and voucher windows.

6. Click on the Tax Information tab, review the information.

a) For 1099 vendors, you must enter the Federal ID number or Social Security number. A default 1099 key can be selected (optional). 1099 key MC will cause the 1099 amount to print in the misc box of the 1099.

b) If the vendor must be reported even if under $600, check the “Mandatory 1099 Reporting?” box.

c) If desired, utilize the 1099 Address field for an alternate address that will appear on the 1099 reports.

d) Press the W-9 button to display the PDF form. It is automatically populated with data. Print and mail the form to the vendor to acquire 1099 information.

e) Press the ST3 button to display the PDF form. Complete the necessary data entry before printing. Then, mail the form to provide the vendor with your Certificate of Exemption information.

f) Enter a W-9 Date to note a form is on file from this vendor.

g) Refer to the Alternate Address section for information about the 1099 Address field.

7. Save.

Viewing vendors1. Accounts Payable > Vendor Setup > Vendor Summary.


3. Click the Find button. All vendors appear. To limit your search refer to the Query & Find Section of the SMART Finance Manual.

4. To put the vendor list in a different order, go to Edit > Sort.


b) To display the list by vendor code, select the term “vendor_ven_cd” in the top rectangle. Click OK to activate the sort.

c) To display the list in alphabetical order by vendor name, select the term “Name” in the top rectangle. Click OK to activate the sort.

5. There are fields on this screen showing the Vendor Category and the Vendor Marker Code.

Changing a vendorIf the vendor code is known…

1. Go to Accounts Payable > Vendor Setup > Vendor.

2. Enter the Vendor Code and click Find.

3. Make the change to the vendor and click Save.

If the vendor code is NOT known…

1. Accounts Payable > Vendor Setup > Vendor Summary.


3. Click the Find button. All vendors appear.

4. To display the vendor list in a different order, go to Edit >Sort.


b) To display the list in numeric order by vendor code, select the term “vendor_ven_cd” in the top rectangle.

c) To display the list in alphabetical order by vendor name, select the term “Name” in the top rectangle.

5. Click on the line containing the vendor you would like to change. The line becomes highlighted.

6. Click the Detail button. The Vendor screen appears. The screen contains information about the vendor.


Vendor Changes are tracked…

1. Run the Vendor Audit Report to display changes. The report can be located at General > Accounts Payable.

Deleting a vendorA vendor can be deleted, if it has not been used. If requisitions, purchase orders or vouchers are associated with a vendor, the system will not allow the vendor to be deleted.




4. Click the Find button. The vendor record will appear.


6. The message "Delete this record?" appears. Click the OK button. The vendor has been deleted.

7. If the message “Cannot delete. Vendor is used elsewhere.” appears, click the OK button. The vendor was not deleted. The vendor may be inactivated by changing the Status field to Inactive. Click Save.

Creating vendor alternate addresses

An alternate address is used for a vendor when the purchasing name, 1099 name, payment name or addresses are different than the master name or address. A default remit-to address can also be setup for each vendor. This alternate address will appear on the PO, voucher or 1099 when entering or printing the information.




4. Click on Find. The vendor record will appear.

5. Click on the Address button on the bottom of the screen. Vendor Alternate Address Entry screen appears in query mode.

6. Click on New.



b) Description – enter a user-defined address description to describe the unique address code.

c) Alt Name – optional.

d) Name – should default from vendor entry window. Optional for change.

e) Address – should default from vendor entry window. Optional for change. Use 1 or 2 rows.

f) City/State/Zip – should default from vendor entry window. Optional for change.

g) Contact/Phone/Fax. – will default from the vendor entry window. If the Alternate Address is used for a Purchase Order, this is the fax number that is printed on the PO.

8. Click Save.

9. If you want this alternate address to be the default, go to the vendor entry window.On the bottom portion of the Vendor entry window, you will notice two fields, ‘Remit-To Address’ and ‘PO Address’. The Remit-To Address field will be offered on vouchers and the PO address field will

be offered on purchase orders. Either type in or lookup the appropriate alternate address code. Click Save. Users also have the option to access these address choices from the voucher and PO screens.

10. If you want the alternate address to print on the 1099, go to Vendor entry window, click on the Tax Information tab. Fill in or look up the 1099 address field.

Finding vendor alternate addresses1. Accounts Payable > Vendor Setup > Vendor.


3. Enter the Vendor Code or Name. (NOTE: If you do not know the exact vendor name, you can enter ‘like%(part of the vendor name)%’. This is explained in the Query & Find Section of the SMART Finance Manual.

4. Click on Find.




8. You may wish to run the AP report: Vendor Listing with Alt Address.

Changing vendor alternate addresses1. Accounts Payable > Vendor Setup > Vendor.


3. Enter the Vendor Code or Name. (NOTE: If you do not know the exact vendor name, you can enter ‘like%(part of the vendor name)%’. This is explained in the Query & Find Section of the SMART Finance Manual.

4. Click on Find.




8. Type in any changes.

9. Click on Save.

Quick Select-Vendor

1. Accounts Payable > Vendor Setup > Quick Select-Vendor. Each field in the select area can be used for Query. Ex: ce% and Find will locate any vendor name beginning with ce.

2. Once the vendor is located, you can left click on the vendor code to highlight it, right click and copy. Then, left click on the vendor field in a document, right click and paste.

3. There is also a “New” button to take you to the vendor screens, if you need to build a new vendor.

Vouchers

Transferring a purchase order into a voucher1. Accounts Payable > Voucher.

2. The Voucher screen appears.


4. Batch – optional. (Please refer to the Administration section of this manual for instructions on batch setup).

5. Voucher number – the system will assign this when the voucher is saved.

6. Type – when transferring from a PO leave the default value of Invoice.

7. Status – when transferring from a PO leave the default value of Open.

8. Type the PO number in the PO No field or double-click on the PO No field to select the purchase order number you wish to process. If you key an invalid PO number in the PO No field on the voucher, an error message will warn you.

9. Click or tab out of this field. The vendor information appears.

10. Fill in the fields (if not defaulted):

a) Invoice Number – The system will check for duplicates.

b) Terms – defaults to Receipt.

c) Inv Date – defaults from Session Default, but may be changed.

d) The Due Date will calculate based on the terms code and the Inv Date.

e) Location – defaults from Session Defaults, but may be changed.

f) Remit To – allows a different vendor address, other than the default address, to be printed on a check. This alternate address would have to be created under the Vendor Setup.

g) Payment Type – Change from default, if appropriate.

h) Comment – Will print on check stub, but not on reports.

11. Click the Transfer button at the bottom of the voucher screen. A window displays on the top part of the screen with the purchase order items listed.

12. Click on a detail line that can be paid. The line becomes highlighted. Make any necessary changes to rate, units, or discount by clicking in that field and typing in the changes. If you would like to choose consecutive lines, hold the Shift key as you click on the last line of detail. If the lines are not consecutive, use the Ctrl key.

13. Xfr Amount is a running total of the value of the lines selected for transfer, shown below the detail lines.

14. Click the Transfer button.

15. When asked “Do you wish to add freight or sales tax”, click the button for Yes or No.

a) If you click the Yes button, you will enter the amount of the freight cost and/or sales tax charged. If using sales tax, the PO detail line must have been marked prior to transfer. The Tax field must be changed to “Yes” and the Tax Type has a default of TC available for use. The amount of sales tax will be allocated to the expense codes of the marked lines that are transferred. The amount of freight will be allocated to the expense codes of all lines transferred. The allocation isdone based upon the dollar value of each line.

b) Click the OK button on the Freight and Sales Tax Entry screen.

16. The detail from the purchase order is now transferred to the voucher including the freight and/or sales tax, if entered. There is an Undo button, if you change your mind.

17. Click the OK button on the transfer screen. The system assigns a voucher number and saves. A warning message will be displayed if the account(s) exceed the budget. The option is available to view Account Analysis for the specific account code(s) that are overbudget. While in the Voucher Entry window, click on the Account Analysis button. It will automatically bring up any overbudget account code(s).

18. If you keyed a valid PO number in the header of the voucher, but do not transfer any rows from the PO to this voucher, it will not let you save the voucher.

19. Researching transfer transactions can be done on the PO screen. Query for the PO and click on the Xfr History button.

When the vendor to be paid is not the PO vendorExamples of this situation are: District issues a PO for books to a publisher and the invoice requires payment to another company. Or, a PO is issued to a company, but they required a credit card, so the district now needs to pay the credit card company.

1. Follow the previous instructions to create a new voucher and transfer PO detail information to the voucher. Click Save.

2. Change the vendor code in the header of the voucher to the entity that will receive payment. Tab. Click Save. You will note the address has changed, but the PO Vendor field retains the original PO vendor information.

3. Ifthe vendor comment field had data in it (hand-keyed or brought from the vendor record),it will be replaced by the comment data from the new vendor’s record.

Creating a voucher without a purchase order1. Accounts Payable > Voucher.

2. The Voucher screen appears.


4. On the top half of the screen, fill in the fields:

NOTE: If you have defaults set properly, you will only need to enter the batch, vendor, and invoice numbers to complete the header section.

a) Batch is optional. Please refer to the Administration section of this manual for instructions on batch setup.

b) Company defaults to the district number.

c) Type defaults to Invoice. (Credit should be used if you want a negative voucher. Credit type vouchers are keyed with positive numbers.)

d) Status defaults to Open. Status options are:

1) Open – ready to pay.

2) Hold – will allow JE generation, but will not generate a payment. Change back to Open to pay.

3) Paid – payment has been generated.

4) Void – voucher has been voided.

5) InProcess – will not allow JE generation or payment. Change back to Open when ready to proceed.

e) Vendor – type in vendor number, double-click on vendor field to do a lookup, or consult the Quick Select-Vendor. The Vendor Lookup window will default to vendor group 1. The Group indicator can be changed or removed.

f) Invoice No – This is a required field and is alphanumeric. It allows 20 characters. The system will display a warning if a duplicate invoice is entered for the same vendor.

g) Terms – defaults to Receipt.

h) Inv Date will default from the Session Default date, but may be changed. Due Date calculates based on Terms and Inv Date.

i) Currency defaults to USD based on the Vendor Setup.

j) Location defaults from Session Defaults or a lookup can be done.

k) Remit To – designates a different vendor address, other than the default address, to be printed on a check. This alternate address would have to be created in the Vendor Setup. If the field is gray, the vendor entered does not have any alternate addresses created.

l) Comment – prints on the check stub, but not on reports.

m) 1099 Key – select the appropriate value for 1099 transactions. Vendor default populates automatically.

n) Payment Type– defaults to vendor payment type.

o) W9 Date – this is not enterable, but it is filled in on the Vendor Setup window.

p) Separate Check ? – when checked, this will create a check for this one voucher.

5. On the bottom half of the screen, fill in the fields:

a) SKU (optional) is a lookup field.

b) Description (optional) may be typed in or will default from the account code description.

c) Units will default to 1, but may be changed. If the total voucher amount will remain positive, a detail line may

be negative by using minus units. Ex: -12. If the total voucher amount will be negative, use the credit type in the header.

d) U. Type (optional) is a drop down list. SKU codes can be pre-set for EA (Each) or other unit types, so they default in.

e) Rate – fill in the amount using the decimal point. (A negative rate is not allowed.)

f) Discount % (optional)

g) Total Cost will calculate from the Units and Rate.

h) Account Code – Enter the account in beginning with the ledger type or double-click for an account code lookup. Please refer to the Requisition section of the Purchasing chapter for instructions. SKU codes and Vendors can be pre-set to offer default account codes.

i) To add a new row for additional products or codes, click the Add button.

j) If a multiple distribution is required for one line item, please refer to the Requisition section of the Purchasing chapter for instructions.

6. Click the Save button. The system assigns a voucher number.

7. The Payment Information tab allows you to view payments after the voucher has been paid.

SHR voucher fileSMART HR has the ability to automatically bring the voucher information into SMART Finance by creating a voucher record(s) rather than generating an import file. This can be accomplished through the Payroll>General Ledger>Create GL process. The vouchers created from this process will be used to pay the third-party disbursement checks. After the voucher record(s) have been automatically created on SMART Finance, users will be able to work with the record(s), like any voucher. Please contact your Regional Support Center for more information on setup and use.

Voucher adjustmentThere may be a need to change the expense code used on a voucher. One option is to make a journal entry. Or, after a voucher has been journalized and paid, use the Adjustments button on the voucher. An adjusted voucher will not transfer to fixed assets.

1. Accounts Payable > Voucher.

2. Query for the voucher number to be adjusted. Highlight a field on the voucher detail line to be adjusted. Click the Adjustments button. The Voucher Adjustment screen allows a choice of accounting period and new coding.

3. Click Save when finished.

4. The detail area of the voucher now has the reversal of the original coding and the new coding in place.

5. Generate AP journal entries for vouchers.

Deleting a voucherA voucher can be deleted if: a purchase order is not attached to the voucher, the journal entry has not been created or the payment has not been generated.

1. Accounts Payable > Voucher.

2. Enter the voucher number and click on Find.

3. Click Delete on the Toolbar.

4. The message “Delete this record?” will appear. Click Yes.

5. The message “There are detail records. Delete them also?” will appear. Click on Yes.

Voiding a voucher1. Accounts Payable > Voucher Void.

2. The Voucher Void screen appears.

3. Click on the Voucher Number field.

4. Type in the voucher number or double-click to do a lookup for the voucher you would like to void. When you tab out of this field the rest of the information will appear.

5. Reason is an optional field.

6. Click the OK button. The message “Process Complete” appears.


8. You will need to generate journal entries for the voucher void.

Viewing previously completed vouchers 1. Accounts Payable > Voucher Summary.

a) The Voucher Summary screen appears.

b) Enter the status, a batch number, or other limiter(s). Click the Find button. All related vouchers appear.

c) Click on the line containing the voucher you would like to view or edit.

d) Either double-click on this line or click the Detail button at the bottom of the screen. The voucher window is displayed.

2. Accounts Payable > Voucher Detail Summary.

a) Enter the status, period, account dimension, or other limiter(s). Click the Find button. All related vouchers appear. You will also be able to view the account code for each voucher on this screen.

b) To find un-journalized vouchers, key 0 (zero) in the JE Code field. Click the Find button.

c) To view the voucher, highlight a detail line. Either double-click on this line or click the Detail button at the bottom of the screen. The voucher window is displayed.

Voucher status changeThis capability will allow a mass change to occur on the voucher’s status. You can do a mass change for the following:

· Open to InProcess or Hold· InProcess to Open or Hold· Hold to Open or InProcess

1. Accounts Payable > Voucher Status Change.

2. The Voucher Status Change screen appears.

3. You may choose to narrow your search based on batch numbers, vendor codes, status, etc. If you do not narrow the search, all Open, InProcess, and Hold vouchers will appear. Click Find.

4. All related vouchers will appear. All vouchers will come in selected.

5. You may look at the detail of the voucher by highlighting the voucher and double-clicking on the line.

6. If you want to deselect a line, you can either uncheck the box or click the Uncheck Selected button. If you want to deselect all lines, click the Uncheck All button. If you want to select a line, you can either check the box or click

the Check Selected button. If you want to select all lines, click the Check All button.

7. Once the vouchers are selected you want to mass change the status on, select the appropriate radio button – Set to Open, Set to InProcess, or Set to Hold. Once selected, the Status column will change.

8. Click Save. The vouchers will now have that status, until changed.

NOTE: If the voucher is posted, the system will not allow the status change from Open or Hold to Inprocess.

Recurring vouchersIf there is a bill that is paid monthly (ex. utility bills), you may set up a recurring voucher to create monthly vouchers needed for payment. The recurring voucher template can be created with required voucher information, including account codes. The recurring voucher is designed to save time entering vouchers needed each month. The dollar amount may be changed on the voucher after it has been created with recurring voucher generation.

1. Accounts Payable > Recurring Voucher.

2. Click New to create a new template.

3. Batch – this field is optional.

4. Type – defaults to Invoice. Credit can be selected before the Template is saved.

5. Company defaults to District Number.

6. The Group defaults to 1, for Vendor Group 1.

7. Enter the correct vendor number in the vendor field. (This is a lookup field. If the lookup feature is being used, the

vendor group will default to 1. The group indicator can be changed or removed).

8. Tab to the Invoice field and enter an invoice number. This field is alphanumeric. The invoice number can be changed on each voucher.

9. Terms defaults per the Vendor setup, usually to Receipt.

10. Location defaults from Session Defaults, but can be changed.

11. Remit-To – If vendor’s remit-to-address is different than the address showing, lookup and select it in this field. See Vendor section of this chapter for more information.

12. In the Start Date field, enter the date of the first recurring voucher.

13. Tab to the frequency field. Select how often this voucher needs to be paid. Monthly, Weekly and Quarterly will generate a payment schedule. (Misc. will not, but you can create the recurring voucher as monthly and save. With the schedule built, change to Misc. and save. You may now edit the scheduled payments to suit your needs, without having to key them.)

14. Enter the number of payments for the length of the commitment. For example, if the utility bill is paid monthly and you begin the recurring vouchers in July, enter 12. You may also build this template to be active for several years and enter 60 instead of 12. NOTE: your accounting calendar must be setup for the associated dates/periods based on the number of payments entered. Please consult your Regional Support Center for more information.

15. The system will enter the ending date based on the starting date, frequency and number of payments.

16. Enter zero or the estimated monthly payment amount in the Pmt Amt field. If an amount is entered, you will be automatically taken to the Account Detail tab to enter information. If zero is entered, you will need to go to the Account Detail tab to enter a detail line, as the system will not allow you to save without a line created. The actual amount to be paid can be changed, once the voucher is created.

17. The Account Detail tab is where the detail line with account code is entered. Click on New.

a) SKU code is optional, but could be used to default in the description, unit type and account code.

b) The Dist Pct field will allow you to split the value among multiple detail lines by percentage. The amount field will allow the same function by value. The total of all detail lines must be equal to the payment amount on the first screen. Zero is acceptable for % or $.

c) Enter a description and account code. (If you leave the description blank, the account code description will default.) Click New to add more detail lines.

18. The system will generate the recurring total based on the information provided.

19. Comment – optional.

20. Under the Additional Info tab,enter any information needed here. Ex. 1099 vendor or Wire payment.

21. Click Save. This will assign a template number to the recurring voucher.

22. The Payment Schedule tab will now show the payment information. If Misc. frequency was used, the payment schedule will need to be hand-keyed. Highlight a schedule line that has been completed. The detail button will open a screen with an associated voucher for your review.

23. Changes can be made until the first voucher is generated. You are allowed to change the number of payments after the template has been generated. This can be done to extend out the number of payments. The dates/periods to be added must exist on the accounting calendar.

Generating recurring vouchers In this example, recurring vouchers are generated monthly for the utility bill.

1. Accounts Payable > Recurring Voucher Generation.

2. Enter the following information:

a) Selection Criteria are the “inputs”.

1) District – defaults.

2) Batch Number – enter batch number assigned to the recurring voucher template. (% includes all batch numbers.)

3) Template No – enter template number of a recurring voucher. (% includes all template numbers.)

b) Generation Criteria describe the “outputs”.

1) To Date (Invoice). Any lines in the payment schedule(s) prior to or equal to this date that have not been generated will be selected for generation.

2) Batch No will put a batch number on the vouchers being generated. This batch code must be setup prior to use.

3) Period – The period the voucher will be journalized in.

3. Click OK.

4. The process bar will show when it is completed and the process control screen will appear showing the number of vouchers created. Close this screen.

5. To view and/or change the vouchers created, you may query and find the voucher on the voucher screen or the voucher summary screen, under the Accounts Payable menu (Query a status of Open). After changes have been made, click Save. This voucher can now be paid with others or individually. For more information, see the “Payments” section.

6. If you want to stop using a template before its final scheduled date, change the status to “inactive” and save.

Viewing recurring voucher templates1. Accounts Payable > Recurring Voucher Summary.

2. Click Find to view the list of templates, including batch, vendor, start and stop dates, last date generated and amount.

Creating a list of unpaid vouchers for School Board approvalThis report gives a list of the open vouchers. The report parameters call for the bank code. It will flag payments over the bank maximum and under the minimum.

1. General > Report Selection.

2. On left side of screen, click on Accounts Payable.

3. On the right side of the screen, double-click on the Pre-Payment Listing report.

4. Enter any parameters needed and click the Create Report button.

5. Print.

Generating voucher journal entriesThis activity debits expense accounts and credits liability accounts. Users may choose to journalize immediately or wait until after the payments are processed. Once the voucher is journalized or paid, it cannot be changed unless the voucher adjustment functionality is utilized.

1. Accounts Payable > Generate AP Journal Entries.

2. In the Selection Criteria (inputs)section:

a) Select Voucher.

b) Enter the voucher batch number or leave at % for all.

c) All voucher detail lines with this accounting period, not previously journalized, will be selected for processing.

3. In the Generation Criteria (outputs) section:

a) This date should correspond to the accounting period noted above. The field defaults from the computer system date. Make adjustments as needed.

b) Batch number to be assigned to the journal entry created.

c) Enter a description for the journal entry (optional).


5. The system automatically posts the voucher journal entry, when it is created.

Payments

Payment approvalDistricts have the option to approve certain vouchers for payment and un-approve others.

1. Accounts Payable > Payment Approval.

2. The Approve To Pay – Options screen appears. You may choose to narrow your search based on batch numbers, voucher numbers, vendor codes, etc. or you may choose to view all.

3. Click OK to see the screen below.

4. The Approve to Pay Screen appears with the vouchers you have selected.

5. You may look at the detail of the voucher by highlighting that voucher and clicking on the Detail button at the bottom of the screen. Also, you may look at the detail of the voucher by double-clicking the highlighted line.

6. If there is a check mark in the box, the voucher is approved. Approve or un-approve by clicking in the box to the left of the vendor number. If you are selecting all vouchers to approve or unapprove, use the appropriate button on the bottom of the screen. Any vouchers that are left un-checked must later be checked for approval before they will

process for payment. When viewing the voucher, the flag is red, if unapproved. Unapproved vouchers are included when generating AP journal entries

7. Click save and close.

Generating paymentsThis activity closes the vouchers and marks them as ‘Paid’. It creates the transactions that allow check printing and payment journal entries to be generated. The payment generation screen also gives the user the opportunity to choose different banks for check production and the date that will be printed on the checks.

1. If you want the date on the checks to be other than “today”, change the session defaults to be the check date and associated accounting period. Click OK. (Window > Session Defaults)

2. Accounts Payable > Payment Generation.

3. The Payment Generation screen appears.

4. If you are selecting to pay a certain voucher or group of vouchers, enter in the voucher number, voucher batch number, or vendor code. If the % is left in all fields, payments will be generated for all approved, open vouchers.

5. Payment Type defaults to Check. Change to Wire, if generating wire payments.

6. Be sure to check that the Due Dates and Discount Dates will include all the vouchers you want to pay.

7. In the Generation Criteria section, enter the code for the bank that the checks will be issued on. This bank description will show up directly below.

8. Enter the proper check date.

9. Be sure you are in the correct accounting period.

10. Enter a payment batch (optional). Please refer to the Administration section of this manual for instructions on batch setup.

11. You can click on the Preview button to see what is actually going to be generated before clicking OK.


13. The Process Control screen appears. The screen indicates how many payments were generated and vouchers processed.

14. Exit from the screens.

Payment file exportSMART Finance has the ability to create a unique wire payment type in order to accommodate payments for control pay transactions. [The setup can be found under the Administration section of this User Manual. Otherwise, contact your Regional Support Center for setup assistance.] This process will create a text file for the control pay entity for further processing. Thus after Payment Generation has processed, the process control message will provide a file path for this text file similar to below. Please contact your Regional Support Center for more information.

MICR checksSMART Finance has MICR check printing capability. The Bank screen and a font file must be set up correctly before MICR checks

will print properly. MICR printer toner is required. Call your Regional support staff for assistance.

Bar codingSMARTFinance has Bar Coding capability. The Bank screen must be set up correctly before Bar Coding will print properly. Call your Regional support staff for assistance.

Printing checksPayments must have been generated prior to printing.

1. Accounts Payable > Payment Printing.

2. The Check Form Printing screen appears.

3. Payment Company will be district number.

4. Tab to the Payment Bank field and enter the correct bank code. (If the default bank code is correct, tab over this field.)

5. Tab to the next field and type in the starting check number, if the default is not correct.

6. Enter the batch number, if you created a payment batch during Payment Generation.

7. Currency defaults to USD.

8. Vendor Group defaults to 1.

9. Vendor code defaults to all vendors. Enter the vendor code to print a check for just one vendor.

10. Payment Date must be the same as the Check Date entered in Payment Generation. Use the Payment Summary screen to check for the date.

11. Click Create Report. Key the password. (See the Administration Chapter, Banks section for details.) Checks are displayed (and will print) in alphabetical order by vendor. If for some reason the check(s) on display is not okay, you may close out of this screen before printing and the payment status will be “not printed”.

12. If the Bank record is flagged to print MICR checks, a message will be displayed “Please load MICR toner in the printer…Continue?” Click Yes when you are ready. If you are using preprinted check forms, this message will not be displayed.

13. A Print screen will be displayed that will allow printer settings to be reviewed and changed. Load the check stock into the printer and click Print.

14. A message “Do you want to update payments with check number? Yes or No” appears on the screen. If there is a problem, you may wish to contact the Regional Support Center for assistance before choosing a response.

a) Click Yes, if the checks have printed successfully. The check number will be assigned to the payment record and the payment record will be marked as having been printed.

b) Click No, if there were problems with the printing. Ex: check jam, paper mix-up or the checks are on plain paper. This response will leave the payment transactions as having been generated, but not printed. The sections “Fixing a check with errors” and “Voiding a payment” may also be of help.

15. If there are more than 12 vouchers paid on one check, the first 12 will list on the stub. A message box will remind you to print the Remittance Report. Go to General > Report Selection > Accounts Payable > Check Remittance. Select by payment date. Print two copies. One for the vendor and one for the AP file.

NOTE: If the following error message appears ‘Unable to run the Check Form Printing process at this time. Another user must finish the check printing process before continuing.’ Please contact your

Regional Support Center for assistance, if another user is not utilizing the Check Form Printing process.

NOTE: The Check form will print in the report format that has been entered under the Report Maintenance window. The formats are: r_ap_check; r_ap_check_micr; r_ap_check_micr_1; r_ap_check_micr_left.

Manual paymentsVouchers must be created to use manual payments. Follow the steps listed previously to create a voucher for a transaction that was paid manually (hand-written check).

1. Accounts Payable > Manual Payment.

2. Select the correct bank from the pull-down menu, if necessary.

3. Tab to the check number field and enter the check number.

4. Tab to Date and Period. Change these fields, if necessary. Be sure to use the correct accounting period!

5. When you get to the vendor field, you may use the lookup capability or type in the vendor number. After you do this, all the open vouchers for this vendor will appear in the middle of the screen. Click on the voucher(s) to be included on this check and click OK on the bottom of the screen. (To select more than one voucher, hold down the

Ctrl key and click on each voucher.) Verify the total at the bottom of the screen matches the total the check was written for.

6. Generate the AP journal entries for this transaction(s). The system will post the entry when it is created.

Fixing a check with errorsIf checks have been printed and they are not correct, checks can be reprinted. If you begin by voiding the payments, the check numbers are not available to be used again. Use the Payment Print Status Update screen to “un-print” checks that did not print properly. This is the process for removing the check number from the payment and re-printing.

1. Go into Payment Summary and bring up all payments needing corrections. Query by pay date and/or check number series.

2. The Payment Summary screen sorts by payment number (Pay#). It is more useful in this situation to view this information in check number order. Click on Edit >Sort. Click on the first drop-down list box, select Check # and click OK. The list is now re-sorted. You may wish to screen print this list for reference.

3. Accounts Payable > Payment Print Status Update.

4. Select the Bank.

5. Select the Check radio button. Enter the first bad/incorrect check number into Start Check Number (51474 in this example). Enter the last bad/incorrect check number into End Check Number (51476 in this example). Note: If the Payment option is selected, obtain the payment numbers from the Payment Summary screen.

6. If you chose not to check either Payment Option or Check Option, you will need to enter the Start Payment Number and End Payment Number of the bad/incorrect checks along with the Start Check Number and End Check Number.

7. “Set Printed to Unprinted” must be checked.

8. Click the OK button. A message will display with the number of checks that will be unprinted. Click Cancel or OK to continue. The payments selected will have their check numbers removed and their print status set to Unprinted. They are at the same status as just having been generated.

9. This is a decision point. Review the payments and why they need correction. A payment with incorrect vouchers will need to be voided and the vouchers may need to be voided as well (see the section on Voiding a Payment). A payment originally printed with the wrong check number, on the wrong check stock or on plain paper can proceed to be printed again.

10. Go to Accounts Payable > Payment Printing.

11. Enter the starting check number that should be used. Take care in using the correct payment date and other parameters.

12. Follow the steps in Printing Checks.

Voiding a paymentThis activity creates transactions to reverse the payment journal entry for this check. It opens the voucher to allow it to be used again. Void is available whether or not a check was printed, but not if the check has been marked as reconciled in the bank reconciliation screens.

1. Accounts Payable > Payment Void.

2. The Void Payment screen appears.

3. Payment Type – defaults to “Check”. Use “Wire”, if the original payment was a wire.

4. Company – defaults to District Number

5. The Payment Number is a lookup field. Type or lookup the payment you wish to void. (Query in Payment Summary by the check number to locate the payment number.)

6. When you enter the payment number to void and tab out of that field, the information for the next four fields will appear. Verify you have selected the correct payment.

7. Tab to the Generation Criteria and select the period in which to void the payment. It must be the same or later than the period the check was issued.

8. Tab to the next field and enter a reason for voiding the payment (optional).

9. Verify the void date corresponds to the accounting period selected.

10. Click OK. Process complete.

11. A message box will ask – “Do you want the option to void the voucher(s) associated with this payment? Yes or No.”

a) Yes – takes you to the voucher void screen, where you can select any or all of the vouchers for voiding. The reason will auto transfer from the Payment Void window to the Voucher Void window.

b) No – leaves the vouchers at an “open” status, to be available for re-payment.

12. Generate AP journal entries for payments (and vouchers if you chose Yes).

Generating payment journal entriesThis activity debits liability accounts and credits cash accounts.

1. Accounts Payable > Generate AP Journal Entries.

2. In the Selection Criteria section, click on Payment.

3. Enter payment batch number (optional).

4. The accounting period controls which payments will be processed.

5. Under the Generation Criteria, enter a journal entry batch number (optional).

6. Enter a description for the journal entry.


8. The system automatically posts the payment journal entry, when it is created.

Payment summary screens1. Payment Summary shows one line per payment.

Information about the bank, check number, payment date, vendor, if printed, if voided and when reconciled is available.

2. Payment Detail Summary breaks down the payment and shows the vouchers, journal entry numbers and the account code distribution for the transaction. Query for 0 (zero) in the JE Code field to find payments not journalized. Double-click on the voucher numbers to drill down to the voucher screen.

Checklist for making a payment – basic steps1. Voucher – new.

2. Reference PO, if there is one.

3. Complete the header.

4. Transfer PO data, if applicable.

5. Complete detail information.

6. Save voucher.

7. Payment generation.

8. Payment printing.

9. Generate AP Journal Entries for vouchers and payments.

EncumbrancesSMART Finance will encumber purchase orders until they are transferred or closed. Vouchers are encumbered until journal entries are generated. Journal entries are encumbered until they are posted. A budget must be present in order to encumber properly. The budget code the system encumbers against is set up for each fiscal year under Administration > Application Setup > Fiscal Year Maintenance.

Requisitions are not part of the encumbrances shown on reports or screens, unless activated to appear.

Viewing budgets with encumbrances(Encumbrance amounts will also show on expenditure guideline reports.)

1. General Ledger > Account Analysis or UFARS Account Analysis.

2. In the Start Period, enter the first period of the fiscal year to view. The default value will be taken from Session Defaults.

3. In the End Period, enter 20XX13, if viewing a prior year. If viewing the current year, the default value will be taken from the GL period of Session Defaults. Change, if necessary.

4. The budget offered is the one designated in Fiscal Year maintenance for the accounting period in Session Defaults. Change, if necessary. There is a drop-down list.

5. Include Encumbrances is checked by default.

6. Enter account code selection criteria and click Find. Summary account information will be displayed. For example, 4% in the O/S field will show all 4xx codes.

7. Click on the account code with the encumbrance you wish to view.

8. Click on the Encumbrance button on the bottom of the screen.

9. Click on the Purchase Orders, Vouchers, Journal Entries or Requisitions tab to view open encumbrance transactions. Click on the PO, Voucher, Journal Entry or Requisition number. Click Detail to see the original record that created the encumbrance.

Viewing encumbrances for a particular account1. General Ledger > Encumbrance Analysis.

2. The Encumbrance Analysis screen appears.

3. Select the tab for the category you want to explore: Purchase Orders, Vouchers, Journal Entries or Requisitions.

4. Enter the account code or other selection criteria. Click the Find button. Encumbrances in that category for the account code will appear.

1099 Processing

1099 informationSMART Finance flags the vouchers to indicate 1099 activity, but the reporting is done from the value of the payments. Whether or not a transaction is included in this calendar year is based upon the date of payment, not the date it was vouched/expensed.

To set-up the system for tracking 1099 amounts paid to vendors, flag the vendor through Accounts Payable > Vendor Setup> Vendor > Tax Information tab on the Voucher > Additional Information tab > 1099 Key. The normal 1099 payments for school districts are MC (miscellaneous commissions), MU (gross proceeds paid to attorney), and MR (miscellaneous rents).

1. Flagging the vendor will cause all subsequent vouchers paid to be accumulated for reporting. This is also where the Tax ID number is entered. The radio button choice of Federal ID# or SS# determines where the dashes are placed when printed. If the vendor is flagged, but a particular voucher should not be reported (ex: reimbursement of supplies purchased), the voucher can be set to “none” in the 1099 Key field prior to payment. Backup withholding is rarely needed, but available. Discuss with your Regional Support Center for assistance with additional setup requirements.

2. Flagging a voucher will only flag the one transaction. The Tax ID# will need to be obtained and keyed in the voucher screens at some point prior to reporting.

3. Enter a W-9 Date to note a form is on file from this vendor.

4. Refer to the Alternate Address section for information about the 1099 Address field.

Verifying & changing 1099 data1. In SMART Finance, print the Vendor 1099 Summary

(General > AP Reports) to view the transactions flagged for 1099 tracking. This report can be run at any time during the year. Remember the 1099 information is collected on calendar data. Be sure to key the correct year on the parameter screen. For analysis, you may want to key ‘N’ in the exclude field, so all 1099 payments will show.

2. You may also go to Accounts Payable > Payment Summary and enter >12/31/xx (prior year) under the Pay Date column, to find payments for the current year and click Find. The payments may be sorted alphabetically by Vendor Name, click Edit >Sort. Set the first expression to vendor_ven_name and click OK. You may print the list by clicking File > Print. Look over the list for any other vendors or transactions that should have been picked up as 1099 vendors.

3. For any vendors who need to be set up as permanent 1099 vendors, go to the Accounts Payable > Vendor Setup > Vendor and query by vendor code or name. Amounts paid prior to this change will not be included in the 1099 total. Go to the Tax Information tab to set up the TIN or SS# and type of income earned. The TIN or SS# is entered without the dashes. The system will put in the dashes on the 1099 form.

4. Monetary corrections can be done in the Accounts Payable > Vendor Setup > Vendor 1099 Balance screen. You may Query by vendor code or Year and click Find. The system-generated items cannot be modified. Sources of Beg Bal and Manual Adj. can be hand-keyed or modified. To make a correction, click New to add a line. The system allows only one manual adjustment per vendor, per year and 1099 key. To keep track of why a manual adjustment was made, click on Attach on the toolbar. Type in the reason for making the adjustment. Click Save and Close. The push pin in the last column of that line will display with a piece of paper to show there is an attachment. Click on Attach to review the reason.

5. To view the AP payments for a vendor, click on a line that has the source = System. Then, click on the Detail button at the bottom of the screen. Click the Summary button to return to the first screen. There is no additional information to view on sources Manual Adj and Begin Bal.

Printing 1099 formsThe Regional Support Centers have forms available for 1099 printing. Contact them to make arrangements to obtain forms, have them printed for you or participate in electronic filing. To preview the data that will print on the forms, go to General > AP Reports. Verify the correct calendar year is in the parameters. If there is any missing Tax ID#s, there will be a warning message. Each year, SMART Finance includes the latest changes to the rules and forms in the December upgrade.

1099 Electronic File GenerationSMART Finance has electronic 1099 filing capability. There are numerous IRS requirements for electronic filing. Contact your Regional Support Center for instructions.

New Hire ReportingMinnesota statute requires all employers to report newly hired employees. Contract employees paid by voucher are included in this requirement. SMART Finance has the capability to report New Hire information either from a printed report or electronic file to the Minnesota New Hire Reporting center. The report lists vendors with Social Security numbers and recent active dates.

Create a file and a printed report1. General>AP Reports>New Hire Report.

2. Enter in an Active Date. New hires since this date will be reported. The first time, enter a date in the past. After that, enter the date you last ran the report, so you catch all of the activity in between.

3. Click Create Report.

4. Answer, Yes. At this point, the file is created. You will be prompted to offer a name and location to save the file. The file name should be your district number and the date you created the file. Do not use “new hire” in your file name, as that will not be unique when sent to the state.

5. Once the report appears, click Print.

6. Troubleshooting – if the report does not process successfully, a process control screen will show you the errors needing attention. Most common are:

a) Comma missing in: “vendor name”. This error is due to the file format needed by the report to be sent in. The file needs to distinguish between first and last names. A comma is needed to separate them.

b) SSN missing in vendor name: “vendor name”. This error is due to a blank TIN number field. If you do not need to record the SSN # and the vendor is not supposed to be reported, change the radio button on the vendor screen, Tax Information tab, to be Federal ID#.

Transmit the file to the State1. When the file has been created, go to the MN New Hire

Reporting Center’s website: http://newhire-reporting.com/MN-Newhire/default.aspx.

http://newhire-reporting.com/MN-Newhire/default.aspx

http://newhire-reporting.com/MN-Newhire/default.aspx

2. If you have not registered with the MN New Hire Reporting Center, you need to do that before continuing.

3. Click on the Register button. You will need your district name, Federal ID number, state id, e-mail address, password, address, phone number, and contact name to complete the registration.

4. Once registration is complete, the next time you will choose Log On. Then, you will be able to securely transfer the file to them.

5. Once the file has been successfully uploaded, you’ll receive a confirmation of receipt.

Accounts Receivable

CustomersCustomers are the entities you receive money from, like a neighboring school district. A miscellaneous customer may be set up to encompass many AR transactions. You can also set one up for specific areas, such as Food Service.

Adding a customer1. Account Receivable > Customer Setup > Customer

2. Click on New to create a new Customer record.

3. Customers can be divided into 4 groups. (Most common is group 1.) Choose the group for this customer in the first field. Group C is reserved for participants in Retiree/COBRA insurance continuation. These customer records are created by users in SMART HR. Customers can be further broken down by Category on the Additional Information tab.

4. Tab to the Name field and enter the name of the customer. The Postal Service prefers all capital letters.

5. Tab to the following fields and enter one or two lines of address, city, state, and zip. The zip code will automatically enter a dash if the zip code is nine characters. Save.

6. Note the check box for Only Active Data in the lower right corner. With the check mark, inactive records are not shown.

7. Clicking on the Address button after saving the customer record provides the user the option to setup an unlimited number of ship-to and/or bill-to addresses. For further instructions see the section on ‘Creating Customer Alternate Addresses’.

8. Clicking on the Additional Information tab will provide the user with the option to enter additional information or criteria for a customer. Enter a Default Account code if applicable. This account code will automatically populate the account code field on a receipt or invoice. The Customer Email field is available on this screen. Click Save after entering the information.

Viewing customers on the system1. Accounts Receivable > Customer Setup > Customer

Summary. Click Find to view all active customers. You may also query specific customers. Refer to the Query and Find information in the Administration chapter of this manual.

2. Accounts Receivable > Customer Setup >Quick Select Customer. All active customers will display. Begin typing in the name field to take you to that part of the list of customers or define the search by typing in the other fields and Find. Click on the New button to go to the Customer screen to add a new one.

Changing a Customer1. Accounts Receivable > Customer Setup > Customer

Summary

2. The Customer Summary screen appears. The screen should contain an empty table.

3. Query for the customer you want or press the Find button, and all active customers appear. Scroll to find the

customer. Double click on the Code field to bring up the Look up window.

4. To put the customer list in a different order, go to Edit>Sort…


b) To put the list in numeric/alphabetical order by customer code, put the term “cust_cus_cd” in the top rectangle.

c) To put the list in alphabetical order by customer name, put the term “Name” in the top rectangle.

5. Click to highlight the line containing the customer you would like to change.

6. Press the Detail button. The customer screen appears. The screen contains information about the customer.

7. Click the information you would like to change and make the changes.

8. Press the save button.

Deleting a CustomerThis activity allows you to delete a customer that has NOT been used. If invoices or receipts are associated with a customer, the system will not allow you to delete a customer.

1. Accounts Receivable > Customer Setup > Customer

2. Key the customer code and find or query (Refer to the Query and Find information in the Administration chapter of this manual.).

3. When the correct customer record is on the screen, press the Delete button.

4. If the message “Delete record?” appears, press the OK button. The customer has been deleted.

5. If the message “There are invoices/receipts associated with this customer”, appears, press the OK button. The customer was not deleted. You may choose to change the customer record to a Status of Inactive to be sure it is not used again.

Creating Customer Alternate AddressesAn alternate address is used for a customer when they have a different bill-to versus the ship-to address or an alternate business name. If the

alternate address is set as the default, or chosen on the invoice screen, it will appear on the invoice when entering data.

1. Accounts Receivable > Customer Setup > Customer

2. The Customer entry screen appears. If you have an existing customer, use the query function to search for that customer, otherwise, click NEW to create a new customer. The customer information MUST be saved before you can continue.

3. Click on the Address button at the bottom of the screen. The customer alternate address entry window appears in query mode.

4. Click New. The system will copy the name and address from the original entry window.

5. Fill in or modify the following fields:


b) Description – enter a user-defined address description to describe the unique address code. Optional field.

c) Name – should default from the customer entry window. Optional for change.

d) Address – should default from the customer entry window. Optional for change.

e) City /State/Zip – should default from customer entry window. Optional for change.

f) Contact/Phone/Fax - Optional for change.

6. Click Save.

7. If you want this alternate address to default into the Invoice entry window when you select a customer, go to the customer

entry window. On the bottom portion of the Customer entry window, you will notice two fields, ‘Ship To’ and ‘Bill To’. Using the Address Code from the Alternate Address window either type in or lookup the appropriate code for either box. Click Save.

Customer AgingThis summary window will display the customer and amounts invoiced broken down by aging buckets. Accounts Receivable > Customer Setup > Customer Aging. Click on Find to see all customers or enter search criteria and then Find.

Customer Aging Update

Update the customer aging buckets before printing an Aged Invoice Report by going to Accounts Receivable > Customer Setup > Customer Aging Update. Click Yes to update the figures.

Customer CategoryThis field is used to segregate and classify customers for analysis and reporting purposes. Click on New to create a user-defined category. Customer Category is located on the Additional Information Tab of the Customer window.

InvoicesThe invoice screen on SMART Finance is used to create Invoices and Credit Memos as account receivable items for customer accounts.

Creating an invoice1. Accounts Receivable > Invoice

2. The Invoice screen appears in Query Mode. The screen contains an empty invoice form.


4. On the top half of the screen, fill in the fields:

a) Company should default in.

b) Type - this can be an invoice (creates a customer receivable), or credit (credit memo to offset the customer receivable account). Finance charge and on-account are system-generated invoices.

c) Customer – type in the customer code or double-click on the customer field to see the look-up list of customers.

d) Terms – Net 30 is the usual choice. Your due date is calculated using this field and the invoice date. The Terms will default in from the Customer > Additional Info Tab. Discount Terms can be setup at the invoice level or at the customer level if applicable.

e) PO Number is the Customer’s PO.

f) Comment. This field prints to the right of the Bill To address.

g) X-Reference – to cross-reference another invoice.

h) Bill To – this is an alternate address field from the Customer screen. It controls the address to which the invoice is billed.

i) Ship To – shipping address of the customer. This is an alternate address field from the Customer screen.

5. On the bottom half of the screen, fill in the fields:

a) SKU code and description are optional for entry – (These can be defaulted to particular values by using the Sales and SKU types. Ask your Regional Support Center for assistance.)

b) Units

c) Rate

d) Unit Type – not required

e) Account Code - there are two ways to enter an account code:

· Typing in the account code: Enter the ledger, fund, org, pro, crs, fin, and obj/src codes in the appropriate columns.

· Selecting the account code from a list of accounts:

Double-click on one of the fields of the account code.

The GL Account Lookup screen appears.

Press the Find button. All accounts appear. The search can be limited by entering portions of the account code you may know.

Press the down and up arrow keys or the scroll bar to find the account.

Click on the account you want. The account becomes highlighted.

Press the Select button.

6. Press the Save button. The system assigns an invoice number.

7. To add a new row for additional products or codes, press the Add button.

8. Press the Save button when the document is complete.

9. The Additional Information tab shows the setups for category, finance charges, pmt type and which AR balance sheet account this invoice will affect.

10. The Payment Information tab will show the cash receipts transaction(s) that paid this invoice.

11. The Invoice may be printed from this Invoice Entry window. Click on the PRINT button to bring up the invoice form.

12. Comments may be added to the detail rows by clicking on one of the detail lines of the invoice, then click on the Comment button on the bottom of the window. Type in the comment. Go back to Detail and Save. This comment prints below the detail description.

13. Distribution allows the amount to be divided in to multiple codes.

14. Adjustment is used to change the account code on a detail line after the invoice is posted and paid. See Invoice Adjustment later in this section.

NOTE: The Invoice will print in the report format that has been entered in Report Maintenance for ar_invform - Invoice Printing. The three formats are: r_ar_invprint or r_ar_invprint_eta1 or r_invprint_addr

Importing InvoicesTo import an invoice file into SMART Finance, see the Appendix A section of this manual or contact your Regional Center for assistance.

Viewing previously entered invoices1. A listing with one line per invoice: Accounts Receivable >

Invoice Summary

a) The Invoice Summary screen appears.

b) In the Query mode, enter the parameters you wish to view, if any. Ex. Inv Date such as >=12/12/2012.

Press the Find button. Those invoices appear. Double click on the Customer Code field to do a lookup.

c) Highlight the line containing the invoice you would like to view.

d) Press the Detail button.

e) Close the window to get back to the Invoice Summary screen.

2. If you would like to see the detail lines of the invoice in summary format: Accounts Receivable > Invoice Detail Summary

a) The Invoice Detail Summary screen opens.

b) In the Query mode, enter the parameters you wish to view, if any. Ex. Inv Date such as >=12/12/2012. Press the Find button. Those receipts appear. If you use batch numbers, put the batch number in the Batch column and press the Find button. Double click on the Customer Code field to do a lookup.

c) Highlight the line containing the invoice you would like to view.


e) Close the window to get back to the Invoice Detail Summary Screen.

Recurring InvoicesIf there is a customer you bill regularly (monthly, weekly, quarterly), you may set up a recurring invoice. The recurring invoice template will have the SKU, dollar amount, unit of measure, and account codes. The system can be used to create an invoice for you instead of entering an invoice manually. The dollar amount may be changed on the invoice once it has been generated.

To set up a recurring invoice:

1. Accounts Receivable > Recurring Invoice

2. Click New to create a new template.

3. Enter a batch number - optional. A batch number will allow you to generate a set or group of recurring invoices.

4. If the customer doesn’t belong to Group 1, select the correct one at the group field.

5. Enter the correct customer number in the customer field. (This is a lookup field.)

6. Tab to the Purchase Order field and enter the Customer’s purchase order number, if appropriate. This field is alphanumeric and optional.

7. If the terms are not correct in the next field, select from the drop-down list.

8. If the customer’s bill-to or ship-to address is different than the one showing, select it in the next fields. (This is a lookup field.)

9. In the Start Date field, enter the first date of the recurring invoice.

10. Tab to the frequency field. Select how often this invoice needs to be sent. If you choose Misc., you will need to key the Invoice Schedule.

11. Enter the number of payments the Customer will be making. For example, if the invoice is to be sent monthly for one fiscal year, and you begin the recurring invoice in July, enter 12. You may also build this template to be active for several years (key 60 for 5 years of monthly invoices).

12. The system will calculate the ending date based on the starting date and number of payments.

13. Enter the estimated monthly invoice amount in the Invoice Amt field.

14. The system will calculate the recurring total based on the information provided.

15. Enter a Comment. (Optional)

16. The Additional Info tab is similar to the one on an invoice. Enter any information needed here.

17. The Account Detail tab is where the account code is entered. Click on the tab and click New.

18. Enter a SKU, description and account code. (If you leave the description blank, the account code description will default in.) Enter a percentage or a dollar amount for each account code. Click New to add more detail lines.

19. Click Save. This will assign a template number to the recurring invoice.

20. The Invoice Schedule tab will now show the invoice information.

21. Hint: If the template was originally set to monthly, quarterly, or weekly, a schedule was generated. If the user needs to be able to change the dates as the template is used, change the frequency to Misc. and save.

Generating Recurring Invoices1. Accounts Receivable > Recurring Invoice Generation

2. Enter or verify the following information:

a) District.

b) Batch number of the recurring templates- optional.

c) Template number you wish to generate. (If you leave the %, it will generate all recurring invoices through the date specified.)

d) Date of the invoice. Remember, this date must be the same day or a later day than what is on your template. (Ex. Template is dated 03/03/11. If doing Recurring Invoice Generation on 03/01/11 and have not changed the To Date (Invoice) field to 03/03/11, the system will not generate that recurring invoice because it will only create recurring invoices dated the day of 01 and prior. In order to generate the template dated the 3rd you would have to change the To Date (Invoice) field to 03/03/11 or later.

e) Invoice Batch number if used.

f) Period (Be sure you select the correct period to post the invoices to!)

3. Click OK.

4. The process bar will show when it is completed and the Process Control screen will appear showing the number of invoices generated. Close this screen.

5. To view and/or change the invoice created, you may query and find the invoice on the invoice entry or the invoice summary screen under the Accounts Receivable menu. After changes have been made, click Save.

Invoice AdjustmentThere may be a need to change the revenue code used on an invoice. After an invoice has been paid and posted, use the Adjustments button on the invoice.

1. Accounts Receivable > Invoice.

2. Query for the invoice number to be adjusted.

3. Highlight a field on the invoice detail line to be adjusted.

4. Click the Adjustments button.

5. The Invoice Adjustment screen appears. Enter the new code.

6. Click Save.

7. The detail area of the invoice now has a line for the reversal of the original coding and a line for the new code(s).

8. Generate AR journal entries for invoice adjustments.

Voiding an Invoice1. Accounts Receivable > Invoice Void

2. Enter the invoice number to be voided. (This is a look up field.)

3. Tab and verify the information in the grayed out fields to be sure the correct invoice was selected.

4. Select a reason code from the drop-down list.

5. Enter the void period. It must be in the same or later period than when the invoice was originally created.

6. Press the OK button. The message “Process Complete” appears.

7. Press the OK button. If you look at the original invoice, you will see detail lines that offset the original detail lines to bring the value of the invoice to zero.

Printing an InvoiceTo print a single invoice, click the print button on the invoice entry screen. To print multiple invoices, choose Invoice Printing from the menu.

1. Accounts Receivable > Invoice Printing


a) Batch number if applicable

b) Invoice Company – defaults in

c) Starting Invoice Number

d) Ending Invoice Number

e) Starting Invoice Date

f) Ending Invoice Date

g) Customer group and code

h) Include Previously Printed defaults to ‘N’ for No; use ‘Y’ if you are re-printing.

i) Invoice Status defaults to ‘O’ for Open.

j) Invoice Payment Type.

3. Click on the Create Report button.

4. Click on the Print button to select the printer or print options.

5. A window box with the question “Did the invoices print successfully?” will appear. Select YES or NO. If NO is selected the invoices can be reprinted. If YES is selected the invoices are marked as printed on the invoice entry screen and the system will not allow the invoice to be reprinted unless you use the ‘Y’ option for Previously Printed.

6. Another option to allow the reprint of an invoice that has been printed before is to find the invoice that needs to be

reprinted in the Invoice entry screen. Remove the check mark from the Printed? box.

Then run Invoice printing on that specific invoice.

7. Prior to printing, you can choose to have one comment printed on each of the invoices in the print run. Select the Comment icon to insert

a comment. (Ex: 2013 Insurance Premium.)

The comment prints at the bottom of the invoice documents.

8. Be sure your district’s “letterhead” with address information prints on the invoices. If not, contact your Regional Support Center.

Generating Invoice Journal Entries To generate the invoice journal entries:

1. Go to Accounts Receivable > Generate AR Journal Entries.

2. Click on Invoice. Be sure the period and date are correct for the journal entries.

3. Enter an invoice batch number, journal entry batch number and description, all are optional.

4. When all the information is correct, click on OK. The Process Control screen will appear indicating the JE code used to automatically post this entry.

Printing an Aged Invoice Report1. Accounts Receivable > Customer Setup > Customer Aging

Update. Open this box and click Yes. Process complete. OK. Close the box.

2. General > Report Selection

3. Click on Accounts Receivable on the left-hand side of the screen. Select the report titled “Aged Open Invoice Report”, on the right-hand side of the screen.

4 Fill in your desired report parameters.

5. Click on the Create Report button to print this report.

Finance ChargesIf your district chooses, finance charges can be generated for those invoices that are past due. The customer or the particular invoices must be flagged with the proper Finance Charge code before generating. Please see the Administration section of this manual for instructions on Finance Charge setup.

1. Go to Accounts Receivable > Finance Charge Generation

2. The charges can be generated for one customer or all (%). Verify the Invoice Period and Date is correct.

3. Click OK.

4. The system will create a separate Finance Charge type invoice for the applicable customer.

Customer Statements1. Go to Accounts Receivable > Statement Creation.

2. The statements can be generated for one customer or all (if you use %). The Start Date and End Date will default in based on the date from the Session Default window.

3. Default is set to create statements that are greater than zero. Other operators are less than and equal. Leave blank for all statements. Click OK.

4. To print the statements, go to General > Reports Selection > Accounts Receivable > Customer Statements.

5. Be sure the Statement Date is the Date you used for the End Date in the generation screen. Create Report and Print.

6. Be sure your district “letterhead” with address information prints on the statements. If not, contact your Regional Support Center.

7. Select the Comment icon to insert a comment. See the Invoice Printing instructions for details.

Deposits/Receipts

Creating Deposits and Receipts1. Accounts Receivable > Deposit Control/Receipt Entry

2. You are now in the Deposit Control screen.

3. To create a new deposit, click on the New button.

4. Enter the actual deposit date in the date column. The date field will be verified against the accounting period. A warning message will be issued if the date and period are not within the same month.

5. Click on or tab to the Description box. Type in a description for your deposit.

6. Tab to the Bank field, and choose the correct bank from the pull-down menu. If you are using a default bank, it will automatically enter in.

7. Tab to the Estimated field and type in the expected amount of the deposit. (You will need to add up all the money included in this deposit.)

8. Tab to the Period field. (If the correct period has not defaulted in, you can enter in the correct period in this field. Then go to Window>Session Defaults and type in the correct period along with an appropriate date.)

NOTE: The Recon field indicates if the deposit has been reconciled in the Bank Reconciliation module. The date of reconciliation appears in the Clearing Date column. Each line on the Deposit Control becomes one item to clear on the reconciliation.

9. Save. This will assign a deposit number and allow you to create receipts.

10. Click on the Receipts button at the bottom of the screen.

11. The screen is in Query mode to allow the user to look up information.

12. Click NEW to create a receipt.

13. Enter batch number – optional.

14. Tab to Group. Group 1 is the default. Retiree/Cobra customers are group C.

15. Tab to the Customer field. (This is a look up field which shows only customers in the group selected in the prior field.)

16. Tab to the Description field. Type in the description of the receipt. (Ex. Food Service deposit.)

17. Payment Type defaults in from the Customer setup Additional Information tab. Select the payment type by clicking on the pull-down menu, or keying “C”. The first time, it will show “Cash”, the second time; it will show “Check,” the third time “Credit” or key “W” for wire.

18. Reference field – you could put the check # in this field or, if you use pre-numbered receipts, you could enter the

receipt number. If the same reference # is used more than once for a customer, a warning error will be displayed.

19. Tab to the Amount field. Enter the amount of the receipt.

20. If the receipt does not have a corresponding invoice, follow these steps:

a) Tab to the Miscellaneous field at the bottom of the screen.

b) Account Code – It will default in if setup on the Customer Additional Information tab. There are two ways to select an account code::

· Typing in the account code: Enter the Ledger, fund, org, pro, crs, fin, and obj/sou codes in the appropriate columns.

· Double-click on one of the columns of the account code to select the account code from a list of accounts.

c) Tab to the Amount field and enter the dollar amount allocated to that account code. Enter a detailed description for this account code, if desired. If you have multiple account codes for the receipt, click Add or Ctrl A to bring in another line and enter that revenue code and dollar amount. Be sure the lines total the receipt amount near the top of the screen. The system will calculate the difference.

d) Before saving the receipt, be sure the “Remaining To Apply” indicator has an amount of zero.

21. If the receipt does have a corresponding invoice, follow these steps:

a) At the point of invoice number or customer code entry, a list of the open invoices for the appropriate customer will appear.

(Note: Double click on the invoice line to view the respective invoice.)

Click the box in the apply column, matching the appropriate invoice to the receipt in the following fields if they apply:

· Discount amount – This will default in if terms are used on the customer or invoice (2% 10/Net 30). Note: A default code must have been set up in Admin.

· Apply amount.

· Write-off amount – This amount must be keyed in. A default account code must have been set up in Admin. A different account code can be entered if needed.

·Please see the Administration section of this manual for instructions on Discount and Write Off setup.

b) Check the “Remaining to Apply” amount in the lower right-hand side of the header to verify that all amounts have been applied correctly and that the amount Remaining to Apply is zero.

22. Click on the Save button near the top of the screen. The system will assign a receipt number.

23. If the “Remaining to Apply” is greater than zero, verify this is correct. If you click Save, a box will appear asking if you would like to Create On Account or Leave Unapplied. Select On Account and click OK. This will create an On-Acct Type invoice. A default code must have been set up in Administration. An example of an on account transaction would be prepaid amounts. Once another invoice is due from the customer, the On Account amount can be applied to the outstanding invoice. Please see the Administration section of this manual for instructions for On Account setup.

24. Click on the NEW button to create another receipt.

25. Follow steps 13-23 for each receipt included in this deposit..

26. The receipt can be printed by clicking on the Print button on the bottom of the Receipt entry window. Be sure your district “letterhead” with address information appears on the receipt. If not, contact your Regional Support Center. Once the receipt has been printed, the Printed? box below the Refer# will be checked.

27. Close the Receipt Entry screen by clicking on the X in upper right-hand corner. You will now be back at the Deposit Control/Receipt Entry screen.

28. Verify that the amount in the Actual column is exactly the same as the amount in the Base column. If these are different, please call your Regional Center! If they are the same, you may proceed to lock the Deposit Control line(s). Each deposit record must be locked before it can be included in a journal entry. Click on the Deposit you wish to lock and click on Lock Control Record on the bottom of

the screen. The system will ask “Are you sure you want to lock this control?” Click OK. You will now see LOCKED in the column next to the Deposit Control number. To lock multiple records, highlight a line and then press SHIFT or CTRL and click to highlight several records to be locked. To lock all unlocked lines on the screen, click on the white area of the screen below the deposit lines.

Importing ReceiptsTo import a receipt file into SMART Finance, see the Appendix A section of this manual or contact your Regional Center for assistance.

Viewing previously created receipts1. A listing with one line per receipt: Accounts Receivable >

Receipt Summary

a) The Receipt Summary screen appears. The screen should contain an empty table.

b) In the Query mode, enter the parameters you wish to view if any. Ex. Date such as >=07/01/2012. Press the Find button. Those receipts appear. Double click on the Customer Code field to do a lookup.

c) Click on the line containing the receipt you would like to view.


e) Close the window to get back to the Receipt Summary screen.

2. If you would like to see the detail lines of the receipt in summary format: Accounts Receivable > Receipt Detail Summary

a) The Receipt Detail Summary screen opens.

b) In the Query mode, enter the parameters you wish to view if any. Ex. Period 201306. Press the Find button. Those receipts appear. Double click on the Customer Code field to do a lookup.

c) Click on the line containing the receipt you would like to view.


e) Close the window to get back to the Receipt Detail Summary Screen.

Receipt AdjustmentThe 17-digit code on a miscellaneous receipt may be changed after the deposit is locked and journal entry generated.

1. Go to Accounts Receivable > Receipt Summary or Receipt Detail Summary.

a) The Receipt Summary screen appears. The screen should contain an empty table.

b) In the Query mode, enter the parameters you wish to view by. Ex. Receipt number or Deposit Control number. Press the Find button. The receipts appear.

c) Click on the line containing the receipt you would like to change the account code on and Press the Detail button.

d) Highlight the line to be changed and Press the Adjustment button. The period will default from the Session Default settings.

e) The Deposit Control No will default to 0. If left at 0, the system will auto generate a new Deposit Control record or enter an unlocked Deposit Control number for the adjustment. Press Save.

f) Go to the Deposit Control/Receipt Entry window to lock the control record. The new receipt will need to have the journal entry generated on it.

Receipt PrintingReceipts can be printed to give to departments or customers.

1. Go to Accounts Receivable > Receipt Printing

2. Enter the parameters of the receipts to be printed such as date or customer code.

3. Click Create Report.

4. View for accuracy and then click on the Print button.

5. Be sure your district “letterhead” with address information appears on the receipt. If not, contact your Regional Support Center.

Receipt Void/NSFIt is important to have the Deposit Control/Receipt Entry correct before generating AR journal entries. A receipt Void/NSF can be done on a locked or unlocked Deposit Control record.

1. Verify the deposit and receipts created.

a) Accounts Receivable > Receipt Detail Summary for a detailed view of all receipts in the deposit. Or:

b) Run a Receipt Listing with Detail by Deposit Report. General > Report Selection. Click on Accounts Receivable on the left side of the screen and double-click on Receipt Listing with Detail by Deposit on the right side of the screen. A Parameter Entry screen will appear. A blank field indicates that all information in that field will be queried and entered on your report. If you need specific data, you can enter the specific criteria, or the default data will be used.

2. After you have saved (locked or unlocked) a Deposit Control record, only the Description and Estimated Total can be changed. If the estimated total for the deposit does not equal the total of the receipts (Actual column), you can still save the deposit information. You may want to research to see why the amounts differ.

3. If a transaction was left out of a receipt, you can key another receipt, with the remaining item(s).

4. If there is a receipt with an error, you can void the receipt in the Receipt Void/NSF window, and then re-key the information on a new receipt.

a) Identify the receipt that should be voided. Note the receipt number.

b) Verify the session defaults are set to the date/period you want the correction to occur.

c) Go to Accounts Receivable>Receipt Void/NSF. The radio button for Receipt Void is checked by default.

d) Locked Deposit control records for a receipt void have 2 options:

· Create a new Deposit Control Record in the correct accounting period and note the new number for Receipt Void/NSF screen.

· Leave the Deposit No. at 0 on the Receipt Void/NSF screen and let the system auto-generate a new Deposit Control number.

e) Verify the Receipt Company (district number), and key the receipt number you are voiding.

f) When you tab away from the receipt number field, the fields in the Generation criteria will fill in. Verify you have the correct transaction.

g) If the Deposit Control number is filled in, the Deposit Control is unlocked. If a zero is in the field, the original Deposit Control is locked, so you can key the new Deposit Control number that you created (step d) or let the system assign a new Deposit Control number. The Period defaults in correlation to the Deposit Control No.

h) Select a Reason Code from the drop-down.

NOTE: If there are no reason codes listed, one must be built under Administration > Application Setup > Reason Code. Click on New. Under Process Type, choose Receipt Adjustment. Tab to the next field, and enter a district unique Reason Code. Tab to the next field and type a description. Click on Save. You may have to close and reopen the Receipt Void/NSF screen in order to see the code.

i) When the information on the Receipt Void/NSF screen is correct, click on OK. (The system will tell you when the process is complete. Click OK.). A new Receipt document has been created that offsets the original. Both have a status of “Void”.

5. If you voided a receipt, you may create another one with the correct information. Accounts Receivable > Deposit Control/Receipt Entry. Click on the Find button. Click on the deposit control for the receipt you wish to create, and click on the Receipts button at the bottom of the screen. Follow instructions 12-20 for Deposit Control/Receipt Entry.

6. If at any time, you see a check mark in the first column in the Deposit Control screen, it indicates a receipt in that Deposit Control has unapplied funds. Do not void this receipt. Contact your Regional Support Center for assistance.

7. When all corrections are made, and the deposit and receipts are correct, you may lock the control record. Each deposit record must be locked before it can be included in a journal entry. Accounts Receivable > Deposit Control/Receipt Entry. Click on Find. Click on the Deposit you wish to lock and click on Lock Control Record on the bottom of the screen. The system

will ask “Are you sure you want to lock this control?” Click OK. You will now see LOCKED in the column next to the Deposit Control number. To lock multiple records, highlight a line and then press SHIFT or CTRL and click to highlight several records to be locked. If all lines on the screen are unlocked, click on the white area of the screen below the deposit lines to select all of them. All lines will be highlighted. Click the Lock Control Record button.

Generating Receipt Journal EntriesTo generate the receipt journal entries:

1. Go to Accounts Receivable > Generate AR Journal Entries.

2. Click on Receipts. Be sure the period and date are correct for the journal entries.

3. Optional - Enter a receipt batch number, journal entry batch number and/or description, if you wish.

4. When all the information is correct, click on OK. The system will notify you that the process is complete and will give you the JE code that was automatically posted.

General Ledger

Journal Entries

Creating Journal Entries1. General Ledger > Journal Entry

2. The Journal entry screen appears in the query mode.

3. Click New

4. Batch-optional. (Please refer to the Administration section of this manual for instructions on batch setup).

5. Tab through the Company, JE type, Status, Date, Period, and Currency fields. Verify the period is correct. The period displayed will be the period this journal entry is posted to. User may change the date, accounting period and reversing flag (see #15) on a JE if it is in unposted or unbalanced status. (Note: Reversing JEs cannot be changed.) Include a reference and a description if you wish. These fields are useful when running different reports or looking up particular entries.

6. There is a box to the right of description; when checked, the description entered will be copied to each detail line.

`7. It is optional to use Distribution. Click in the Distribution box to use an

existing template for this journal entry. Enter the Distribution code and the total amount to be used in this journal entry. (Note: To build a template, go to General Ledger > Options > Distribution Template.) Contact your Regional Center for assistance if you wish to use this feature.

8. It is optional to use Reversing. Click in the Reversing box if you want this journal entry to be reversed in a future period. When the reversing box is selected, a field will be displayed to assign the period when you want the reversing journal entry to occur. (An example would be certain yearend adjustments.)

9. Tab to the detail line in the middle of the screen. Double click on the account code segment to use the account code lookup screen, or enter the account manually.

10. Tab to the credit or debit column and enter an amount.

11. Tab to the description column if you want to enter a line-item description for this entry.

NOTE: If you would like to add more information regarding the journal entry, click on the Attach icon in the tool bar at the top of the screen. Enter a keyword such as “audit”. Tab to the large white box and type in the description. Click on Save. The journal entry will now show a thumbtack with a piece of paper on the upper right side. To view this attachment in the future, open the journal entry and click on the Attach icon in the tool bar.

12. To add a line to the journal entry, click the ADD button. (Note: Clicking NEW will create a new journal entry form.)

13. The system will calculate a running total for your journal entry to ensure that it balances within each fund. If you click on the Fund Balance View button in the upper right-hand corner, your JE is sorted and sub-totaled by fund so you can see where it is unbalanced.

14. When the JE is complete, click SAVE. The system will assign a journal entry code. You may add more lines to the JE after saving, but before posting.

15. The option is available to click Reversing after an initial Save has been performed. The system will assign another journal entry code to the reversed entry.

16. You may print out a journal entry by clicking on File > Print. You will receive the header information on the first page and the detail lines will print out on the second page. You could also use the Print Screen icon in the tool bar.

17. All closing journal entries must be posted before a MDE file can be created.

Posting Journal EntriesBe sure the journal entries are correct before posting them to the general ledger. There are two ways to verify journal entries before posting.

· Example 1: To view the anticipated general ledger balances before you have actually posted the journal entry, go to General Ledger > Account Analysis. Click on the start period box and change if necessary. Tab to the end period box and change if necessary. Click on the box next to Include Unposted Entries. You may wish to key one or more segments of the account code in order to narrow the search. Click the Find button to see the account codes and balances.

· Example 2: Go to General Ledger > Journal Entry Summary to view the journal entry you wish to post. Click in the Status column, select Unposted, and do a FIND. Click on the journal entry you wish to view and click Detail on the bottom of the screen. Or go directly to the Journal Entry screen and query for status of Unposted and Find. If a scroll bar appears on the right side of the box, there are more than one JE selected. Scroll down to find the JE you want.

To post the journal entries, do the following:1. Click on General Ledger > Journal Entry Posting.

2. It is recommended to always click the Preview button to see the entries available for posting. (Toggle with the Close button shown here.) Only journal entries set up for the accounting period selected will be posted.

3. If you have designated a batch number for the journal entry (or entries) enter it in the Batch Number field.

4. You may also tab to the JE Code field and use the Lookup feature to select the journal entry you wish to post. Or key the one you want from the list on the right side.

5. If you leave the % sign in both fields, all journal entries for that period will be posted. Be sure all the information on the screen is correct (**especially the period you are posting to!) and click OK.

Recurring Journal EntriesRecurring journal entries can be established for predictable (monthly) entries.

1. To build a recurring journal entry, go to General Ledger > Recurring Journal Entries.

2. Enter the required information.

3. If you have several Journal entries that you wish to "batch" together this option is available. To assign a batch number to the recurring journal entry, double click on the field labeled batch.

4. To generate a journal entry from a recurring journal entry template, go to General Ledger > Recurring Generation. A template may be generated only once per accounting period.

Requiring Approval for Journal EntriesTo require the approval of journal entries, follow the directions in this manual for Setting Application Features. To give users the ability to approve journal entries, follow the directions in this manual for Adding an Approval Capability for a User Already on the System.

Routing a Journal Entry for ApprovalIf approval for the journal entry is set in Application Options, it must be routed to a SMART Finance user for Approval. (See Admin Chapter for user setup instructions.) Follow these steps when routing for approval:


2. Put a "check mark" in the Notify on Completion or Notify on Rejection box by clicking on the box. (Both boxes may be checked if desired.)


a) Assign to: This field shows the person who will approve or reject the requisition. To select the person, click on the Assign to field. View the drop-down list and click on the line containing the person who will approve or reject.

b) Action: For approval, select the APPV listing in the drop-down menu.

4. Click the Send button. The status column on the Route Slip screen now says "Sent".

5. The Journal Entry screen reappears. The rectangle in the upper right-hand part of the screen now contains "In Route". This message indicates that you have sent the journal entry but it has not yet been approved.

6. Exit the screen by clicking on the ‘X’ in the upper right-hand corner of the screen.

Journal Entry ImportTo import a journal entry file into SMART Finance, see the Appendix A section of this manual or contact your Regional Center for assistance.

Budget MaintenanceSMART Finance is designed to handle multiple budget files that may be used for a variety of district purposes. The user assigns each file a Budget Code that can be used in certain reports or the Account Analysis screen. Some EXAMPLES of Budget Codes and their purposes are:

· Budget code 12ADP. This file contains the original adopted expenditure and revenue budget approved by the school board without modifications.

· Budget code 12REV. This file is a working copy of your revised budget. Changes can be made to this file as needed. This file can become budget code 12BUD after board approval.

· Budget code 12BUD. This file contains the latest revised budget (Revenues & Expenditures) approved by the school

board the 2011-2012 fiscal year. Changes would be made to this file after board approval

NOTE: Budget codes can be locked to prevent changes. Contact your Regional Center for instruction and advice concerning a system of budget files that meets your needs.

Budget files are not part of the chart of accounts and must be maintained independently. The system will create a zero-dollar budget amount to the default budget code found in the Fiscal Year Maintenance screen for the start period of the account code. The budget amount can be edited as needed.

Budget Entry through Chart of AccountsTo edit a new account code budget amount as the account code is being built, follow these steps:

1. Go to General Ledger > Chart Of Accounts Setup > Chart Of Accounts.

2. After the new account information is entered, click SAVE. The system will prompt with a message box of “Do you want to edit Budget Detail Records?” If you want to work on the budget records of an existing account code, query for the account code and click the Budget button.

3. Click on ‘Yes’ if you would like to enter in a budget amount other than zero. The default is No.

4. The budget code displayed is one selected as the default for this fiscal year on the Fiscal Year Maintenance screen. This is the budget code the account will be added to. If you wish to add this code to a different budget code, there is a dropdown which will offer all budget codes which are created for the year(s) that this code is active.

5. Enter the amount of the budget desired in the Period Amt column. Revenue budgets use a “-“ sign in front of the amount to increase the budget. Tab to see the YTD amounts fill in and click SAVE. X in the corner to close the window.

Budget ImportSMART Finance is a flexible system; thus providing the user with many options. If you are unsure of the best way to import your budget, please contact your Regional Center.

Budget Import can be used to build a new budget file, overwrite (replace) accounts in an existing budget file, append to an existing budget file or add new accounts to an existing budget file. A budget import file can only contain active accounts that already exist in the Chart of Accounts. To build a new budget file with Excel and import the file into SMART Finance, see the Appendix A section of this manual or contact your Regional Center for assistance.

Budget TransfersBudget transfers allow the user to transfer budget amounts from one account code to another. Transfer amounts must ‘zero balance’ within the fund and in total. It is not necessary to have the GL application at a status of Open in the Accounting Calendar for the period you are editing.

1. Go to General Ledger > Budget > Budget Transfers.

2. Enter the appropriate period number. Use a consistent method for budget transfers. Select the current period to see monthly transfers or the first

period of the fiscal year to make all transfers appear as an original amount. (Example: 201201).

3. Using the pull down menu in Budget Code box, select the budget code that requires a transfer.

4. Limit your search by entering a portion of the account code and click on FIND, or there is an ‘Advanced Query’ button on the bottom of the screen. You can click the Advanced Query button; when >300 is entered in the O/S column, all accounts with objects greater than 300 will be displayed. Or, if ‘Like 1%’ is entered in the O/S column, all salary accounts will be displayed.

5. Enter the amount of the budget change for each account in the Adjust Pd Bgt column, or enter the total new amount in New BYTD column. Use a ‘-‘ sign in front of the amount to decrease an expenditure budget and increase a revenue budget. Verify the column called ‘New BYTD’ is correct.

6. Enter a zero dollar amount in the NEW BYTD column if you would like to zero out a budgeted amount.

7. Click on SAVE. This will change the Cur BYTD column to the new amount. The budget contained in the Cur BYTD column is the budget that will appear on Analysis screens and certain reports.

Budget ChangesBudget changes allow the user to change the budgeted amounts without the ‘net zero’ requirement. It is not necessary to have the GL application at a status of Open in the Accounting Calendar for the period you are editing.

1. Go to General Ledger > Budget > Budget Changes.

2. The screen will come up in query mode.

3. Enter the appropriate period number. Use a consistent method for budget changes. Select the current period to see monthly changes or the first period of the fiscal year to make all changes appear as an original amount. (Example: 201201).

4. Select the budget code for the appropriate budget that requires the change.

5. Limit your search by entering a portion of the account code and click on FIND, or there is an ‘Advanced Query’ button on the bottom of the screen. You can click the Advanced Query button; when >300 is entered in the O/S column, all accounts with objects greater than 300 will be displayed. Or, if ‘Like 1%’ is entered in the O/S column, all salary accounts will be displayed.

6. Enter the amount of the budget change for each account in the Adjust Pd Bgt column, or enter the new total amount in New BYTD column. Verify the column called ‘New BYTD’ is correct.

7. Enter a zero dollar amount in the New BYTD column if you would like to zero out the budgeted amount.

8. Click on SAVE. This will change the Cur BYTD column to the new amount. The budget contained in the Cur BYTD column is the budget that will appear on Analysis screens and certain reports.

NOTE: The attachment process is available on the Budget Changes and Budget Transfer windows. This will allow a user to attach a note to the detail account code and perhaps a reason for the change. It is possible to attach more than one note to one account code. A unique Keyword for each attachment will be needed to separate the notes. To leave a more general note, attachments are available on the Budget import screen, as well.

Budget ViewerBudget Viewer is used to analyze changes made to a budget file by period. No changes can be made to a budget file from this window.

1. Go to General Ledger >Budgets >Budget Viewer.

2. Choose the appropriate budget code from the drop down box. Enter an account code or range of accounts you wish to display and click FIND. (For example, entering 530 in the O/S box will display all accounts with object 530. Keying <>0 in the amount column will only list the accounts and accounting periods where entries were made) Clicking FIND without selecting specific budgets or accounts will display one line for each of the 12 accounting periods for each account code, for each budget!

3. There is an ‘Advanced Query’ button on the bottom of the screen. You can click the Advanced Query button; when >300 is entered in the O/S column, all accounts with objects greater than 300 will be displayed. Or, if ‘Like 1%’ is entered in the O/S column, all salary accounts will be displayed.

Account AnalysisAccount Analysis is used to display account balances and has drill down capability to investigate supporting detail records.

1. Go to General Ledger > Account Analysis.

2. Enter the Start Period and End Period desired.

3. The fields for “Include Budget”, “Budget Code” and “Include Encumbrances” will automatically be flagged. The Budget Code defaults

from the Fiscal Year Maintenance screen based on the Start period selected. You may select another budget code from the drop-down list.

4. Select or deselect options as needed. NOTE: Choosing both “Unposted Entries” and “Include Encumbrances” will result in an incorrect variance amount. Use the horizontal scroll bar to move the lower half of your screen to the right if you are unable to see all of the columns.

5. Enter an account code or range of accounts you wish to display and click FIND. (For example, entering 530 in the O/S box will display all accounts with object 530.) Clicking FIND without selecting specific accounts displays all accounts.

NOTE: When you click on Query again, the last fields you entered for your search will be displayed.

Warning: Depending upon your district size, clicking FIND without a limiter will take longer for the search to complete.

6. Click to highlight the account you wish to investigate and press Detail.

a) To see the journal entry that originated a specific dollar amount, click on that dollar amount and click the General Ledger button.

b) If you wish to view a voucher that affected this account, the Source column will contain an AP.

c) Click on the amount you want to investigate.

d) Click on Subsidiary Ledger.

e) Click on the voucher number you wish to display and click the Detail button. You will drill down to the voucher screen.

f) Those granted access can highlight a line showing a payroll import and click on the Detail button. You will drill down to see the individual employees and their amounts listed to make up the total entry to that account.

7. You may print the account analysis screen for a hard copy. To do this click on File > Print. You may want to resize or hide columns in order for the columns to fit the width of a page.

8. Close all windows when done.

Balance and Encumbrance Analysis Options:

9. Highlight an account and press Balance to display the month-end balances for each accounting period contained in the header.

You may include more than one fiscal year in this search.

10. Highlight an account and press the Encumbrance button to display the Encumbrance Analysis screen data.

UFARS Account AnalysisUFARS Account Analysis is used to display account balances and has drill down capability to investigate supporting detail records. It has the same capabilities as the Account Analysis discussed above, except it shows both the UFARS and District codes.

User can key in the UFARS or District segments for the query. The same Budget, Variance and Encumbrance columns are available to the right. The horizontal scroll bar will be necessary to view everything, as this is a very wide window.

NOTE: When you click on Query again, the last fields you entered for your search will be displayed.

Encumbrance AnalysisEncumbrance Analysis allows the user to investigate accounts with open purchase orders, unposted vouchers and unposted journal entries. District can include Requisitions in the Encumbrances by changing a default on the PO tab of Application Options.

1. Go to General Ledger > Encumbrance Analysis.

2. Click FIND to populate the Purchase Orders tab with all open items.

3. Enter an account code or range of accounts you wish to display and click FIND. (For example, entering 530 in the O/S box will display all accounts with object 530) To display all expenditure accounts enter an ‘E’ in the L column and click FIND


5. To view an individual purchase order, highlight the purchase order number in the PO Nbr column and click Detail.

6. Click on the Voucher tab to find unposted vouchers. Press FIND to display all open items. To view an individual voucher, highlight the voucher number in the Vou Nbr column or anywhere on that detail row and click Detail.

7. Click on the Journal Entries tab to find unposted journal entries. Press FIND to display all open items. To view an individual JE, highlight the number in the JECode column or anywhere on that detail row and click Detail.

8. If enabled, click on the Requisitions tab to find un-transferred Requisition detail lines. To view an individual Requisition, highlight the row and click Detail.

9. You may print the encumbrance analysis screen if you would like a hard copy. To do this click on File > Print. Columns may be resized or hidden to fit the page.

Query Options:10. Note: The Purchase Orders, Vouchers and Journal Entries tabs allow query

options in addition to those noted above.

Chart of AccountsChart-of-Accounts is used to build or maintain the account segments, account codes, classifications, references and UFARS data for the system.

Viewing the chart-of-accounts1. General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts Summary

2. Click FIND to view all accounts. If you only want to see revenue accounts, for example, type an R in the ledger type (L) field and click on FIND. (You must be in the query mode to do this. The cursor will have a ? next to it. If it doesn’t, click Query. Type in the data you are looking for, and click FIND.)


Building a new dimensionIn order to build a new code, all dimensions must be valid for UFARS (or cross walked to valid dimensions). All dimensions must be created or exist for your district accounts.

1. General Ledger > Chart-of-Accounts Setup > Account Segment Setup

2. Click on the tab for the dimension you wish to build. Press FIND to display all segments.

3. Click on NEW.

4. The district code will default in.

5. Tab to the next field. Depending on what dimension you are building, you will either have a pull-down menu for R revenue, E expenditure, or B balance sheet or a field to enter the code dimension.

6. Tab to the description field. You may enter your own description, or keep the UFARS default. If you wish to use the UFARS default, tab past the description field and select the UFARS code. The description will fill in.

7. The UFARS code is a lookup field. If you wish to crosswalk a dimension, the district code will be different than the UFARS field.

8. Enter the starting period for the new dimension. NOTE: Dimensions should have a start date equal to the first period of the fiscal year the dimension is valid.

9. The Series Description and UFARS Series Description will default in based on the segment entered. You may enter your own description. These descriptions will appear on the guideline reports with series totals.

10. Click SAVE. Be sure to save before continuing to another line or your data will be lost.

Setting up a Reporting CompanyA district many need to report a second district to the MDE; such as for an area learning center or cooperative. The setup of this reporting entity can be done through Account Segment Setup.

1. Go to General Ledger>Chart of Accounts>Account Segment Setup.

2. Click on the Fund Tab.

3. Fill in the following fields:a) Companyb) Fundc) Descriptiond) UFARS Code (the crosswalk)e) Start Periodf) End Period

g) Reporting Company. Either all fields are filled in or none are. If you are keeping records for more than one reporting entity, consult your Regional Support Team.

NOTE: Fund 80 crosswalks to fund 00. This fund will not be reported on the file for MDE.

Setting up Chart of Accounts ClassificationsUse the Chart of Accounts (COA) Classification window to enter and maintain classifications for organizing the chart of accounts. This window defines the balance sheet accounts and the close relationship for expenditure and revenue accounts. Closing COA Classifications may vary by district and regional center.

Notes:1. Ledger accounts for assets, liabilities and fund balance use class 100, 200

and 400 as shown in the example. (Balance sheet accounts do not have a closing account reference.)

2. Expenditure and revenue accounts may use a direct class account reference noted with class 403 through 464. Indirect (summary account) expenditure

and revenue account class references are represented by class 501 through 542.

3. A fund 01 closing account applies to all funds. Any other fund closing account is specific to that fund only.

4. The balance sheet closing account must exist in the chart of accounts before creating the classification account.

5. The Ledger Default column –see below.

Building New Records:1. Click NEW to create a classification.

2. Enter the Fin Code (always Bal), Class, Sub class and Description. Lookup or enter the Co (district number), Ledger ‘B’, Fund, Account and Pro values.

3. The Ledger Default field is optional for selection. Based on the default chosen, the associated closing account will default in when the ledger type is entered in on the COA Entry window. Only one row can be selected for each of these 3 possible values. This default can be over-ridden on the COA entry screen.

a) If it is filled in with an ‘E’ value, when the users enters in an E value on the COA entry window, the associated closing account will auto populate.

b) If it is filled in with a ‘R’ value, when the users enters in a R value on the COA entry window, the associated closing account will auto populate.

c) If it is filled in with a ‘%’ value, when the users enters in an E or an R value on the COA entry window, the associated closing account will auto populate.

4. Click SAVE to store the new record.

Building a new codeTo build a new account code, first build any needed dimensions. Then follow these steps.

NOTE: Once an account code is built, it can only be deleted if the code has never been used. If it has been used, it can only be ended or inactivated.

1. General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts

2. Click NEW.

3. Fill in the following fields if they do not auto populate:

a) Account Code: Use the Lookup feature to view valid dimensions.

b) Description: The default description (which matches the object dimension description) appears, but this can be overridden with a unique description.

c) Fin Code: Select Bal, which means balance sheet.

d) Class (Refer to General Ledger > Chart-of-Accounts Setup > Chart of Accounts Classification)

e) Sub-Class

f) Appl: Use GL unless it is a balance sheet default AP or AR account.

g) Type: Use debit for assets and expenditure accounts. Use credit for liabilities, revenue, and fund balance accounts.

h) Start Period NOTE: The first period of the fiscal year will default in.

i) Closing Account

4. Click SAVE.

NOTE: Revenue reference fields (Ref2 and Ref3) can be specified for GASB #34 purposes.

5. To set up Revenue Reference fields, go to the Chart of Accounts screen. Enter ‘R’ in the L field and click Find.

6. Fill in Ref3(Drop Down) with GENR, PRCG, PRCS, PRRE, or SPEC (See GASB34 Implementation Guide). This tells where the money came from.

7. Fill in Ref2(Drop Down) with the appropriate program code if Reference 3 is filled in with anything other than GENR. This tells which function in the school is using it.

Setting an account code as inactiveWhen an account code is invalid due to UFARS changes or district needs, the code must be set as inactive. Research current and future budgets to see if the code is in use there. Consider moving the money to another code before inactivating.

1. First, the code dimension that has been changed must be set to inactive.

2. General Ledger > Chart-of-Accounts Setup > Account Segment Setup

3. Click on the tab of the dimension you wish to change.

4. Query to find the code to be changed.

5. Enter the ending period of the dimension.

6. Click SAVE.

7. Repeat these steps for the account code.

8. General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts

9. Query the code you wish to inactivate (you can also find the code on the Chart-of-Accounts Summary screen and click Detail.)

10. Enter an ending period for the code.

11. Click SAVE.

NOTE: If there is any activity beyond the ending period, a window will prompt with notification of the kind of activity and the ending period entered will not save.

Accounts ended with current accounting periods 20XX01 through 20XX14 with a budget amount, display a warning message recommending setting the budget to zero. If this account has a next year budget, that amount will be lost.

Accounts with a budget amount ended in period 20XX14 for the prior year, display a warning message recommending setting the budget to zero. Any budget amount stored in the current or a future fiscal year maintenance budget code is lost.

Chart of Accounts – Other FeaturesSMART Finance has other system features not available to all users. Contact your Regional Center for assistance with the following items:

· Account Code Conversion. The conversion feature has a one to one account or a wild card option available.

· Chart of Accounts Import. A text tab file import is available to add new accounts to the system. Normal account code rules apply requiring segment values to exist. See Appendix A of this manual for setup and importing a file.

· Period 14 is not allowed with Account Code conversions.

Reports

Report Selection

To Run a ReportThe information below describes how to run a report on SMART Finance through the Report Selection window.

1. General > Report Selection

2. The Navigator - Report Selection screen appears.

3. On the left side of the screen, click on the type of report you would like to create.

4. On the right side of the screen, double-click on the report you would like to create.

5. The Report Window will be displayed.

6. If no values are entered, the report will include all data specified in the Retrieval Arguments. As values are selected for each Retrieval Argument, the report will filter down the results accordingly.

NOTE: For additional help on what to enter in the values field for a specific Retrieval Argument, click on it. A pointing hand will indicate which retrieval argument you are on. In the bottom left corner will be a description to go with the retrieval argument. See the next section titled Select Values for more instructions on using Retrieval Arguments.

7. Click on Create Report to run the report.

8. When the report has completed processing, the results will be displayed in an additional window.

Select Values

NOTE: See instructions in the next section for using the optional FIND button to select values.

The selection of values allows the user to filter down the data retrieved for the report.

1. When you move the hand to a retrieval argument, the bottom of the screen will display how to complete the information in this field.

2. When you click the cursor into the Value(s) field, a box will display data on the right side of the screen to help you make your selections.

3. You can select one or multiple data values by holding down the Ctrl key on your keyboard.

4. To select a block of data value(s), hold down the Shift key on your keyboard.

5. Click on the button above the data value(s) list to transfer your selected data into the retrieval values box. You may also utilize the enter button or double-clicking with the mouse will do the same functionality as the << button.

NOTE: Some reports will only allow one value even though multiple values are displayed. This is due to how the report is setup. The description on the bottom left portion of the Report Retrieval window will have the phrase ‘(You are limited to one value in this retrieval)’ if only one value is allowed.

For those that may want to utilize Keyboard functionality -· the enter key works the same as clicking '<<'· up and down arrows single select things· up and down arrows with shift multi-selects things in sequence· use the mouse for multi-select of non sequential items· to move the cursor from the parameter list to the lookup window,

use CTRL+Right Arrow

Select Values Using the FIND ButtonThe selection of values by using the FIND button allows the user to filter down the data retrieved for the report. If you would like this option, please call your Regional Center for assistance.

1. When you move the hand to a retrieval argument, the bottom of the screen will display how to complete the information in the field.

2. If you use the FIND button option, data will not display on the right side of the screen unless you click it. When you click the FIND button, a box will display data on the right side of the screen to help you make your selections.

3. You can select one or multiple data values by holding down the Ctrl key on your keyboard.

4. To select a block of data values(s), hold down the Shift key on your keyboard.

5. Click on the button above the data value(s) list to transfer your selected data into the retrieval values box. You may also utilize the Enter button or double-clicking with the mouse will do the same functionality as the << button.

SortA user has the ability to re-sort the values that are retrieved for a selected value within the Report Window.

1. Select a value field on the left side of the Report Window.

2. The right side of the report window will appear with data.

3. Click on the Sort button on the right hand side. The window Specify Sort Columns appears.

4. Select the value you want to sort on from the left side of the window and drag it to the right side.

5. Click OK to close the Specify Sort Column window.

6. The right side of your data will then re-sort to what was selected.

FilterA user has the ability to filter the values retrieved for a selected value within the Report Window. This is used as a higher level function since SQL query knowledge is needed to fully utilize this function.

1. Select a value field on the left side of the Report Window.

2. The right side of the report window will appear with data.

3. Click on the Filter button on the right hand side. The window Specify Filter appears.

4. Select the value you want to filter on and create the expression.

5. Click Verify to check your expression.

6. Click OK and the values within the Report window will be filtered.

ClearA user has the ability to clear out the values on the left hand side of the window. When this button is clicked, the values will be cleared out.

Report DefaultsThe Report Retrieval window allows the user to save multiple sets of retrieval arguments or defaults for a particular report. When the report is run again, these same ‘defaults’ can be referenced thus avoiding entering the report values again. The controls for the report default setup are at the bottom-right corner of the window.

Setting up a Report Default1. Open the Report Window and enter the desired values in the

usual way.

2. Place your cursor in the white box next to the ‘Save As’ button.

3. Enter up to a 20 character name in the area to the right of the ‘Save As’ box.

4. Click the Save As button.

5. The report default name moves up into the Report Defaults box, is placed in alphabetical order, and can be selected when running the report in the future. NOTE: The budget code and period will not be saved with the report default.

Updating a Report DefaultA previously saved report default can be updated in regards to the retrieval argument values.

1. Select a Report Default name.

2. In the Retrieval Window, change the desired value(s).

3. Click Save to update the selected Report Default.

Deleting a Report DefaultA report default can be deleted in regards to the retrieval argument values.

1. Select a Report Default name.

2. Click the Delete button to remove the selected Report Default.

Report TitlesThe Report Retrieval window allows the user to modify the report title prior to running the report. This change to the report title can be saved with the Report Defaults.

ExpressionsThe Expressions button allows a user to modify the report expressions for sorting, totaling, inclusions, and exclusions without creating a new report. When the Expressions button is selected, a user is allowed to view and change the expression values for the report. Anything with a white cell can be changed. After the expressions have been modified, click on “Use Expressions” to use this format when creating the report.

The following is a list of valid descriptions that can be entered.

· If the expression is gla_segx, then the description is the general segment description. Below are the general segment descriptions, if your account code structure is Fd, Org, Pro, Crs, Fin, O/S:

o Expression gla_seg3 is description “Fd”.

o Expression gla_seg4 is description “Org”.

o Expression gla_seg5 is description “Pro”.

o Expression gla_seg6 is description “Crs”.

o Expression gla_seg7 is description “Fin”.

o Expression gla_seg8 is description “O/S”.

· If your account code structure is Fd, Org, Pro, Fin, O/S, Crs, then the general segment descriptions are:

o Expression gla_seg3 is description “Fd”.

o Expression gla_seg4 is description “Org”.

o Expression gla_seg5 is description “Pro”.

o Expression gla_seg6 is description “Fin”.

o Expression gla_seg7 is description “O/S”.

o Expression gla_seg8 is description “Crs”.

· If the expression is dst_segx, then the description is tied to the district account segment. Therefore, the general segment description is preceded by a “D”. For example, expression dst_seg4 would be description “D Org”.

· If the expression is ufars_segx, then the description is tied to the UFARS account segment. Therefore, the general segment description is preceded by a “U”. For example, expression ufars_seg4 would be description “U Org”.

To see other documentation on the expression options, please see the section below on “Creating or Modifying Expressions”.

Expressions DefaultsThe Expressions window allows the user to save the expressions created. When the report is run again, these same “default” expressions can be selected.

Setting Up an Expressions DefaultAt the Report Window, click on the Expressions button. The Expressions edit window opens. Expression values can be changed in the Description fields. To save changes complete the following:

1. Place your cursor in the white box next to the “Save As” button in the Expressions windows.

2. Enter up to a 20 character name in the area to the right of the “Save As” box.

3. Click the Save As button.

4. The expressions default name moves up into the Expressions Default box and can be selected when running the report in the future.

Running ReportsAfter the Create Report button is clicked, the report data will be retrieved and will be displayed on the desktop. Along with the report is a toolbar with multiple options.

Zoom The user has the ability to zoom the report to a specified percentage. Select the down arrow next to the zoom icon to select a specific zoom percentage.

Redo Report The redo icon can be clicked in the Report Retrieval window or the Report Run window.

1. The redo icon is clicked in the Report Retrieval window to reset the report values to their default values.

2. The redo icon is clicked to bring a user back to the Report Retrieval window from the Report Run window. The first time this icon is clicked, the report values will be display as to what was just run for the report. The second time the Redo icon is clicked the report values will be reset back to their default values.

Sort Click on the sort icon to change the sequence of the report. The Sort entry box will be displayed.

1. To change the existing order of the sort sequence, click on the field(s) in the Sort Item Expressions box.

2. Click on OK. The report will be re-displayed in the new sort sequence. You can either review the report in the window or print a copy.

3. You can repeat this process as often as necessary to obtain the information you want.

NOTE: If the report has groupings (usually bold id, name headings or subtotals or Show/Hide) by changing the sorting of the report, it can generate bad results. It is recommended NOT to change those reports.

Printing a ReportA report can be printed by clicking on the print icon. See additional detail about printing in the next section.

Save to FileA report can be saved to different file formats by clicking the ‘Save to File’ icon. The default for saving a report through SMART Finance is Excel with headers.

Arrow ScrollsThe user can utilize icons to scroll through the report. The following describes the function of each arrow.

First page: This arrow will automatically scroll to the first page of the report.

Prior page: This arrow will automatically scroll to the prior page of the report.

Next page: This arrow will automatically scroll to the next page of the report.

Last page: This arrow will automatically scroll to the last page of the report.

Toggle GridSome of the reports have grid functionality to eliminate or move columns within the report. When this icon is available, click it to view the grid. To remove a column, hold down F3, click on the column title,

and then click on the column detail. The column will disappear. Click on the redo icon to restore the columns.

Show/Hide DetailSome of the reports have show/hide functionality. This means that a report that usually displays in detail can be changed to appear in summary form. When this icon is available, click it to show/hide the detail versus summary data.

Extract This icon allows the report to be extracted to Excel and display in a spreadsheet format as it appeared in the report window. When clicked, a window displays with options to change the view of the report in the spreadsheet. Click Save Settings and Generate Excel Spreadsheet button.

CommentSome of the report forms have the Comment ability. This allows the user to add a one-time comment at the bottom of the form. When the comment icon is highlighted, click on the icon to enter your comment. Comment is primarily used on invoice, customer statement, or purchase order forms.

PreviewAll reports when run will automatically default to print preview mode. A blue line will outline the report. If it is desired to see the report in screen mode, click on the preview icon. The report will now be in screen preview. NOTE: The page numbers will change based on pages to be printed versus screen pages.

Printing a Report

Printing Options 1. Click on the print icon.

2. The Printer Manager window will open up.

3. There are options to change the location of where it prints under the Printer Setup button.

4. You have options to change the Documents.

a) Print? If the box has an X in it, it will print. If it is empty, it will not.

b) Document Title: These are the documents that are available for you to print. Some have multiple choices. To preview them, Click on the Preview tab and select the appropriate one.

c) Orientation: This allows you to change the default setting for a report. It is not recommended to change this setting as your report could be truncated.

d) Page Range: This allows the user to specify the range for printing. The options are:

· All. This will print all pages in the Report.

· Range. This will print the range of pages entered. You can print individual pages by entering the page number separated by commas or a range of pages by entering the beginning and ending page numbers separated by a dash.

· Current Page. This will print the current page displayed.

· Last Pages. This will print the last group of pages depending on the number entered. For example, the last three pages will be printed if a value of ‘3’ is entered.

· Even. This will print all even numbered pages in the Report.

· Odd. This will print all odd numbered pages in the Report.

e) Copies: This allows you to print the number of report copies you want. The default is 1.

f) Collate: Click on the Collate Copies check box if you do not want your copies collated. The default is set to collate copies.

g) Print to File? Click on this field to print the data to a file.

5. Click on the Print button to print the report.

6. Click on the Close button to close the printer window.

NOTE: If the report prints successfully, it will highlight the row in green. If the report does not, it will highlight the row in red.

Report Title/OrientationTo change the report heading or orientation:

1. Administration > Report Maintenance

2. Click the Find button. All reports will appear on the screen.

3. Click on the report you would like to change.

4. Tab to the Report Title column and type in the changes.

5. Click on the drop-down box in the Orientation column and choose Portrait or Landscape

6. Click Save.

7. Close this window.

8. When you run the report now, you will see the changes.

General Reports

General Ledger ReportsThere are 17 reports in the General Ledger application. They are:

Journal Entry Listing, Chart of Accounts Listing, Chart of Accounts by Class, Class/Subclass Listing, Class/Subclass With Closing Account, General Journal Report, Trial Balance, Trial Balance – Detailed, Trial Balance – Summary, Recurring Journal Entry Listing, Journal Entry Listing by Batch, Account Segment Descriptions Validation, Account Code Edits and MDE Year End Extract, COA Listing with Closing Accounts, Account Segment Listing, Consolidated Financial Statement, Budget Attachment Detail.

Listed below are suggestions for reports you may find useful.

Journal Entry ListingThe Journal Entry Listing report is helpful if you would like to look in depth at a particular journal entry or a series of journal entries. On the report parameter screen, input the pertinent information regarding the period or particular journal entry you would like to print.

Trial Balance – DetailedThis report lists the beginning balance, debit and credit activity, and ending balance of each journal entry for each account code. The Trial Balance - Detailed report is useful when reconciling bank statements.

Trial Balance – SummaryThe Trial Balance Summary report is basically the same as the Trial Balance – Detailed report only in summary form. This report will list the beginning balances, summarize the debit and credit

activity, and list the ending balance for each account code. This report is useful for running a Treasurer’s Report. The Trial Balance reports can be run for all account codes or a particular account or group of account codes. You may also specify the period for which you would like to see activity.

Account Segment Descriptions ValidationA good time to run this report is after creating new segments. This report will make sure valid crosswalks are being used. It must also be run at the end of the fiscal year prior to running the following report.

Account Code Edits and MDE Year End ExtractThis report compares the account codes to the Chapter X Grid. It also verifies that all segments exist on the database. After a district has closed their fiscal year and runs an error free copy of this report, it will create the file that is sent to MDE. Prior to running this report, the Account Segment Descriptions Validation report must be run each time.

Accounts Receivable ReportsThe Accounts Receivable menu has 29 reports to choose from. They are:

Customer Listing, Customer Listing with Comments, Customer Labels – Laser, Customer Listing w/Alt Address, Invoice Printing, Invoice Summary Report, Invoice Detail Report, Invoice Detail Report by Invoice, Invoice Journal, Customer Statements, Customer Statement Labels, Invoice Distributions, Recurring Invoice Template Listing, Recurring Invoice Template with Detail, Recurring Invoice Schedule Listing, Receipt Distributions, Receipt Printing, Receipt Listing Report, Receipt Listing with Detail by Deposit, Receipt Statement, Deposit Control Summary, Aged Customer Balance Report, Finance Charge Preview, Period Balance Report, Period Balance Report by Fund, Aged Period Balance Report, Aged Open Invoice Report, Customer Aging Graph, Customer Ledger.

Listed below are suggestions for reports you may find useful.

Invoice PrintingThis report is useful when printing more than one invoice at a time. Rather than print each invoice one-at-a-time immediately after creating it, this report will allow you to print several invoices at once.

Invoice DistributionsThe Invoice Distributions report allows you to verify the account codes on each invoice. It is best to run this report after creating the invoices, but before generating the journal entries. You can easily avoid voiding an invoice or creating correcting journal entries by reviewing this report first. Another great use of this report is to run it at the end of a particular period or a group of periods to verify all journal entries have been created. Simply change the parameter “Ending JE Code” to 0. The system will look for all invoices with a journal entry code of zero (meaning a journal entry has not been created). The desired result is to see “No rows were selected”.

Recurring Invoice Template ListingThis report will list the current templates that are on the system. Items included on the report are template number, customer information, start date, end date, template amount, number of times generated, and frequency.

Receipt DistributionsThe Receipt Distributions report allows you to verify the account codes on each receipt. It is best to run this report after creating receipts, but before generating the journal entries. You can easily avoid creating correcting entries by reviewing this report first. Another great use of this report is to run it at the end of a period or periods to verify all journal entries have been created. Simply change the parameter “Ending JE Code” to 0. The system will look for all receipts with a journal entry code of zero (meaning a journal entry has not been created). The desired result is to see “No rows were selected”.

Receipt Listing ReportThis report can be useful if you are looking for information regarding a specific receipt. This report will list the Deposit Control Number, Batch Number, date, customer, and dollar amount associated with each separate receipt.

Receipt Listing with Detail by DepositThis report will list all information included in the Receipt Listing report plus including information regarding the invoice, such as Invoice Number, Invoice Date, Invoice Amount, and a line-item description for each account code. This report is printed by bank code and then numerically by receipt number.

Receipt StatementThis report can be generated by customer group and customer code. The Start and End Dates are required. Nice report to give to the customer especially if the district runs a day care. This is a calendar year-end report that would easily be used for tax purposes. The report shows Customer Name and Address, Receipt amount for the dates selected. It has the District bitmap like Invoices and Statements and Tax ID of the school. The report lists one customer per page.

Deposit Control SummaryThe Deposit Control Summary report is useful when reconciling your bank accounts at the end of the month. The report will list the Deposit Control Number, date, receipt numbers associated with each deposit, and a total amount for each deposit. This report can be run by period or by date.

Period Balance ReportThis report will be useful for reconciling the default AR account code. The period balance report will list invoices that make up the balance remaining in the accounts receivable code. Information listed on this report includes: customer name, customer number, invoice number, invoice date, and amounts.

Accounts Payable ReportsThe Accounts Payable menu item has 34 reports. They are:

Vendor Listing by Name, Vendor Listing by Code, Vendor Listing w/Alt Address, Vendor Audit Report, Cash Flow Report by Due Date, Cash Flow Report by Discount Date, Cash Past Due Report, Cash Past Due with Detail, Payment Audit Report, Detail Payment Register by Vendor-Page, Pre Payment Listing, Payment Register, Check Register by Bank and Check No, Detail Payment Register By Check No., Detail Payment Register By Vendor, Check Register by Vendor, Void Payment Listing with Detail, Payment Distributions, Voucher Distributions, Check Form Printing, Check Remittance, Recurring Voucher Template Summary, Recurring Voucher Template with Detail, Recurring Voucher Schedule Listing, Voucher Report By Batch, Voucher Report by Vendor, Voucher Report by Date, Voucher Detail Report, Period Balance Report, Period Balance Report by Fund, Period Balance Rpt by Acct Code, Period Balance Rpt by Def AP Acct, Vendor Ledger, Vendor Labels – Laser.

Similar information can be obtained from running several different reports. Listed below are some suggestions of reports you may find helpful.

Pre Payment ListingThis report can only be run after vouchers have been entered, but before payments have been generated for those vouchers. The Pre Payment Listing will show the order in which the checks will print. It is also useful for those districts whose board must approve vouchers before payment or checks are generated.

Payment RegisterThe Payment Register report lists all types of payments including wire payments. The report will show the check number and pay type of ‘check’ if payment was made by a check. It will show pay type of ‘wire’ if a wire payment was made.

Check Register by Bank and Check NumberIf you are not interested in showing different types of payments or, does not use wire payments, the Check Register by Bank and Check Number will work for those purposes. It will show only check pay types in a summary type of format. This report will also show void payments if desired.

Detail Payment Register by Check NumberThis report is very similar to the Check Register by Bank and Check Number. The difference is that it will print the account code that was used on the voucher. The “Description” field on the detail of the voucher will also print on this report. If your Board is used to seeing a more detailed description on their check listing, this report will be extremely useful for that purpose. The check number will also print on the report.

Detail Payment Register by VendorThis report is very similar to report mentioned above, Detail Payment Register by Check Number, except that it sorts in Vendor name order rather than the Check number.

Payment DistributionsThe Payment Distributions report will allow you to see the account codes being debited and credited. The only account codes affected on a payment are the cash codes and the accounts payable codes. Another great use of this report is to run it at the end of a particular period or a group of periods to verify all journal entries have been created. Simply change the parameter “Ending JE Code” to 0.

The system will look for all payments with a journal entry code of zero (meaning a journal entry has not been created). The desired result is to see “No rows were selected”.

Voucher DistributionsThis report is quite useful after you have entered in all of your vouchers and want to check the account codes used. The report can be run based on the batch number or based on the period. It will list the accounts payable codes used for that particular selection and also the account codes used within the detail of each voucher. As in the Payment Distributions report, you can run it at the end of a particular period or a group of periods to verify all journal entries have been created. Simply change the parameter “Ending JE Code” to 0. The system will look for all vouchers with a journal entry code of zero (meaning a journal entry has not been created). The desired result is to see “No rows were selected”.

Check RemittanceAfter you have run all checks for a particular date or batch, it is good practice to run the Check Remittance report. This report will show you if you had any checks that had more than 10 vouchers. The check stub has space to list 10 vouchers. If more than 10 were generated, the remaining vouchers will print on the report that you can then send along with the check to the vendor. This is a good way to avoid any confusion on the vendor’s part.

Recurring Voucher Template SummaryThis report will list the current templates that are on the system. Items included on the report are template number, vendor, start date, template amount, number of times generated, and frequency. This report is useful when deciding which template to generate at which time.

Voucher Detail ReportThe Voucher Detail Report will list all detailed information entered on the voucher such as vendor, description, account code, and total of each voucher. You may find this report useful after entering in a group of vouchers on a particular batch or date to verify account codes and amounts.

Period Balance ReportThis report will be useful for reconciling the default AP account code. The period balance report will list vouchers that make up the balance remaining in the accounts payable code. Information listed on this report includes: vendor name, voucher number, invoice number, invoice date, and amounts.

Purchase Order ReportsThere are 25 reports on the Purchase Order menu. They are:

Request for Quotation Summary, Request for Quotation Summary by Vendor, Request for Quotation Detail Listing, Quotation Summary, Requisition Summary by Company, Purchase Order Summary by Vendor Name, Purchase Order Summary by Date, Purchase Order Summary by Buyer, Purchase Order Summary by PO Number, Purchase Order Detail, Purchase Order Detail by Vendor, Purchase Order Distribution, Print Purchase Order, Print Blanket Order, Blanket Order Summary, Receive Listing by Date, Receiving Past Due, Receiving History, Receiving Pack List Confirmation, Receiving Returns by Received Date, Receiving Analysis, SKU Listing, Vendor Price Listing, Receiving Accrual, Unbilled Receipts.

Listed below are some suggestions of reports you may find helpful.

Purchase Order Summary by Vendor NameThis report will list all purchase orders sorted by vendor name. It will also give the option to only look at purchase orders for a particular vendor. The report will print in a summary format without any detailed-type of information.

Purchase Order Summary by BuyerThe Purchase Order Summary by Buyer will list all purchase orders grouped by the Purchasing Buyer parameter. You may choose to run the report based on a particular buyer. Again, this report is in summary form and will not print detailed-type of information.

Purchase Order DistributionThe Purchase Order Distribution report is quite useful when looking for the account code used on a purchase order. The report will sort in account code format. Each detailed line of the purchase order will appear with date, status, location, units ordered and rate of each line. This report can be run for a particular account code or group of codes.

Print Purchase OrderThis report is most useful when you have several purchase orders that you would like printed at one time. Rather than printing the purchase orders one at a time in the purchase order screen, you can simply run this report. It will even print those that have previously

been printed. You can choose to print based on many criteria such as batch, date, buyer, purchase order number, or vendor code.

Fixed Asset Reports There are 18 reports on the Fixed Asset menu.

Asset Book Listing by Category, Asset Book Summary by Category, Asset Component Listing by Category, Asset Depreciation by Category, Component Additions by Category, AP Items Transferred to Fixed Assets, Fixed Asset Distribution, Depreciation History by Year, Depreciation History by Month, Asset Category Listing, Asset Books by Company Listing, Depreciation Methods Listing, Asset Class Lives and Recovery Listing, Fixed Asset Inventory Report, Fixed Asset Inventory Report by Location, Fixed Asset Schedule, Fixed Asset Schedule by Cost Center, Fixed Asset Disposal.


Asset Book Listing by CategoryThis report can be useful if you are looking for detailed information listing each asset by Category. This report will list information for Period Year to Date, Year to Date, and Total Depreciation.

Asset Book Summary by CategoryThis report will be useful for obtaining information in a summary form by category. The report will list the same information as the Asset Book Listing by Category, only in summary version (without detail lines for individual asset information).

AP Items Transferred to Fixed AssetsThis report will be useful when checking for assets that have been transferred from a voucher into the Fixed Asset Module. This report will list each asset transferred in the periods that have been specified on the parameters screen. The information will include UFARS Account code, Description of Asset, Location, Quantity, Rate, and Vendor.

Asset Depreciation by CategoryThis report will sort by asset category and list detailed information regarding asset depreciation giving period –to-date, year-to-date, and total depreciation by cost center and location. The last page will summarize the depreciation by cost center which is useful for the financial statements.

Asset Category ListingThis report will produce a list of all of the active categories that are in your database. Information contained on this report includes the Depreciation method that is being used with each category, the Class type that is tied to each category and the Equipment UFARS account code that will be used for Fixed Assets that are entered using this category.

Fixed Asset Inventory ReportThis report will list detailed information about the asset such as location, sub location, units, cost, tag number, serial number and model number. This report is sorted by asset number. A similar report, Fixed Asset Inventory Report by Location, has the same information but is sorted by Location.

Fixed Asset ScheduleThis report will list the cost, additions, deletions, accumulated depreciation, depreciation expense, and depreciation deletions by category.

Fixed Asset Schedule by Cost CenterThis report will list the cost, additions, deletions, accumulated depreciation, depreciation expense, and depreciation deletions by cost center.

Inventory Control ReportsThere are 15 reports on the Inventory Control Reports menu. They are listed below:

SKU Listing, Inventory Valuation - Average Cost, Physical Inventory Count Sheets, Physical Adjustment Valuation, Stock Status Listing, Inventory Movement Distribution, Zero Balance Listing by Vendor, Zero Balance Listing by SKU, Inventory Transactions, SKU Detail Inventory On Hand, Location Detail Inventory On Hand, Bin Detail Inventory On Hand, Bill of Materials, ABC Classification by SKU, ABC Classification by Physical Date.

Sales Order ReportsThere are 16 reports on the Sales Order menu. They are:

Quote Summary by Customer, Sales Order Acknowledgement, Sales Order Summary by Order Number, Sales Order Summary by Customer, Committed Summary by SKU Code, Committed Summary by Customer, Sales Order Pick-Ticket

Listing, Picking Tickets, Shipment Packing Slip, Sales Orders Commission Summary, Sales Orders Commission Detail, Price-Group Item List Report, Price Group Report, SKU Price Schedules, Sales Analysis by SKU Summary, Sales Analysis by SKU Detail.


Sales Order Summary by Order NumberThis report will provide information pertaining to the status of sales orders sorted by sales order number. Information that will be found on this report will include: Sales Order Number, Status, Date, Customer, Customer PO, Shipment Method, and Terms.

Sales Order Summary by CustomerThis report keeps history of Sales Orders and sorts them by customer. This report will list the Sales Order Number, Customer, Status, Customer PO, and Order Amounts.

Transportation ReportsThere are 3 reports on the Transportation menu. They are: Transportation Costs by Account Code, Transportation Distribution, and Transportation Dist with Trip Detail.

Transportation Costs by Account Code This report is broken down by account code and expense code. It also shows vehicle description, vehicle Id, trip description, vehicle type, start and end dates, beginning and ending mileage, driver id, and employee’s name. Totals display for Expense Code Mileage, Account Code Mileage, Expense Code Cost and Account Code Cost.

Transportation Distribution This report is broken down by account code and shows account code description, vehicle Id, Destination, start and end dates, miles, period, JE code and debit and credit amounts.

Transportation Distribution with Trip DetailThis report is broken down by account code and shows vehicle Id, Destination, trip description, start and end dates, miles, period, JE code and debit and credit amounts.

Custom Ledger ReportsThese reports can be copied and designed to meet each district’s unique reporting needs. These reports use ‘expressions’ to set a sort sequence, totaling and includes/excludes. The following reports can be copied and altered: Sample Rev/Exp Guideline (gl_exprevgd); Sample UFARS Rev/Exp Guideline (gl_ufarsgd); Sample UFARS Balance Sheet (gl_ufarsbalcds); Posted Activity Audit (gl_pstactaudit); Multi Year Guideline (gl_exprevyrs); Balance Sheet (gl_balcds); OverBudget Guideline (gl_ovrbdggd); UFARS Budgetary Comparison (gl_bdgt_comp); Budget Activity Rpt (gl_bdgtact); Budget Guideline (gl_bdgtgd); Budgetary Comparison (gl_bdgt_comp2).

NOTE: Any of these reports can be saved down to MS Excel by saving them as ‘Excel5 with headers’. This is especially useful for the Rev/Exp Guidelines which have a ‘Last Yr Amt’ column displaying the YTD total from the previous fiscal year.

Sample Rev/Exp Guideline This report is useful when looking at data for a budget, period amounts, year to date actual and encumbrance amounts on certain account codes or a range of account codes. It can be run for a specific budget and time period.

Overbudget Guideline This report is useful when looking at data for a budget, period amounts, year to date actual and encumbrance amounts on certain account codes or a range of account codes. It will only display those account codes that are considered over budget.

Budget Guideline This report is useful when looking at data for a budget, year to date actual, encumbrances, and reference values on certain account codes or a range of account codes. It is especially useful when running it for the new fiscal year when the previous fiscal year has not yet been closed. It can be run for a specific budget, time period and account code(s).

Posted Activity Audit This report is useful when looking for detail account code activity. For a certain time period, it will list the posted account code transactions for voucher, payment, invoice, receipt, and journal entry.

Budget Activity Audit This report is useful when looking for detail account code activity from the budget perspective. For a certain time period, it will list the posted account code transactions with detail as well as detail for the encumbered activity.

Balance SheetThis report is useful when viewing starting balance, activity and ending balance on balance sheet account codes.

Multi Year Guideline ReportThis report is useful when working with budgets and comparing year to year data. It will contain information for any three year period that you specify on the parameters screen. The Budget Code and End Periods will default in based on the session default. You need to enter the parameters from oldest to newest in order for this report to run correctly. The report will list budget amounts, YTD actual amounts for the three year period in a side by side format.

UFARS Budgetary Comparison ReportThis report is useful when comparing revised and adopted budgets. You will need to enter the revised and adopted budget codes on the parameter screen. This report will be sorted by the UFARS account code with the related district account code appearing.

Budgetary Comparison ReportThis report is useful when comparing revised and adopted budgets. You will need to enter the revised and adopted budget codes on the parameter screen. This report uses the district’s account codes, not UFARS.

General - Admin ReportsBudget Activity with Payroll Detail

This report is useful for looking at detail account code activity from the budget perspective. This report also includes the employee names and pay codes within the associated account detail. Due to the sensitive nature of the data contained within this report, this report can be found under General>Admin Reports>Budget Activity with Payroll Detail.

General – AP ReportsThere are 5 reports on the AP Reports menu. These reports are found under General>AP Reports. They are listed below:

1099 MISC Tax Form Printing, Vendor 1099 Detail Report, Vendor 1099 Summary, New Hire Report, PERA Exclusion Report. These reports are available only to certain users based on security.

1099 MISC Tax Form PrintingThis report will actually print the 1099 forms for a particular calendar year. You will only receive one copy of the laser forms. Two forms will print on one page. You will need to rerun this report for second, third, and fourth copies of 1099 forms. You may specify the state and calendar year on the parameter screen.

Vendor 1099 Detail ReportThe Vendor 1099 Detail Report lists all payments to vendors that are flagged with a 1099 key. You may choose to run the report with only those 1099 vendors that have earned $600 or more in the calendar year. The report will list the vendor, 1099 key, description of that key, year, source, payment number, voucher number, payment/void date, gross amount, amount withheld, and net amount.

Vendor 1099 SummaryThe Vendor 1099 Summary report lists all vendors that are flagged with a 1099 key. You may choose to run the report with only those 1099 vendors that have earned $600 or more in the calendar year. The report will list the vendor, tax identification number, 1099 key, description of that key, 1099 amount, and any amount withheld.

New Hire ReportThis report will produce a paper copy as well as a text file for all vendors that meet the new hire reporting requirements. On the parameter screen change the Beginning Date to the last date the report was run. The vendors to be reported must have a social security number and the vendor name must be in the ‘lastname, firstname’ format.

PERA Exclusion ReportThe PERA Exclusion Report is required by PERA at the end of each fiscal year. This report lists those vendors that have a social

security number and have received more than $0.00 in the fiscal year.

Bank Reconciliation ReportsThere are 6 reports on the Bank Reconciliation menu. These reports are found under General > Bank Reconciliation Reports. The SHR reports may be used when reconciling SMART HR checks through SMART Finance.

Reconciliation Worksheet Report, Transaction History Report by Audit No., Outstanding Payments by Payment Date, Outstanding Deposits by Deposit Date, SHR Outstanding Payments, SHR & SF Outstanding Payments.


Reconciliation Worksheet ReportThis report is pulled by Statement Date. It will print one worksheet for each Audit Number assigned to the statement date. The report reconciles in a one column format the Bank Ending Balance to the GL Account Balance. A separate audit number is required for each bank code being reconciled.

Transaction History Report by Audit NumberThis report keeps a history of the items (all deposits and payments) that were cleared during the transaction clearing process of the Bank Reconciliation steps. This report prints the cleared amount compared to the written amount. You may choose to run the report based on a particular bank code or transaction type.

Outstanding Payments by Payment DateThis report, run by payment date, serves as a list of outstanding checks. The payment date entered on the parameter screen is the statement date found on the reconciliation worksheet. (Normally, the last day of the month.) This report may be used as the outstanding checklist. Note…this report can be run for any non-current bank reconciliation.

Outstanding Deposits by Deposit DateThis report, run by deposit date, serves as a list of outstanding deposits. The deposit date entered on the parameter screen is the statement date found on the reconciliation worksheet. (Normally, the last day of the month.) Note…this report can be run for any non-current bank reconciliation.

Creating a Copy of a SMART Report

1. Click on the Administration menu item and select Report Maintenance.

2. From the Report Maintenance screen enter the Report Code of the report that you want to make a copy of. E.g. gl_ExpRevGd. Click on Find. If you don’t know the Report Code then click on Find and do a general Find of all reports.

3. Once you’ve found the report that you want to copy, make sure the black sideway triangle is opposite the report code you want to copy.

4. Click on the Copy Report button.

5. Type in the New Report Code. Type in the new Report Title if desired. Click OK.

6. After you have copied a report, the Report Maintenance screen will be on the screen. Click on the Query button. Then in the Report Code field type the original report code, and on the second line type in the new report code.

7. Click the Find button.

8. Make sure the sideway black triangle is on the Report Code of the new report you created. In the Report Title box type the title you want for this new report. Scroll horizontally to the right and make sure the information found in the original report is duplicated into the fields of the copied report. The exception to this is the field between the Account Prefix and the Run Option. This should stay Y. Be sure to click Save.

9. If you need to add a parameter to your new report, click on Add and a new line will appear on the bottom of the parameter listings. Data you want to add will dictate how you fill out this new parameter line. Call your Regional Center for assistance.

Creating or Modifying Expressions1. If the original report had expressions that you would like to

view or change, then the next step is to click on the Expressions button.

2. The window that comes up will have the original report’s expressions.

3. The next step(s) will determine how the report is going to be sequenced.

4. To set the sequencing click on New and type c_seq1 in the Computed Field. Hit tab and type gla_seg3. Click Save. (Note) gla_seg3 is telling the report to start sequencing this report by Fund. If this is not how you want the report to start sequencing then give it a different gla_seg # .

5. Click New and type c_seq2, tab and type the gla_seg # that you want as your next sequencing criteria. Click Save.

6. Continue repeating step 4 except increase the c_seq # by one until you have all the sequencing entered. Referring to the sample Report Maintenance and Compute Expressions should help you to see how to enter the data.

7. To create totals the Expression Name(s) are c_tot1, c_tot2, c_tot3, c_tot4, c_tot5, c_tot6, etc. to c_tot10. The first four will give totals and a page break. The last six will give totals but no page break. In order to get descriptions, you have to have a total. Without totals, there will not be a description.

8. To create a total and page break by Fund, for example, you would click New , type c_tot1 in the Computed Field, tab and type gla_seg3, click Save.

9. To create a total and no page break, click New, type c_tot5 in the Computed Field, tab, and type the gla_seg # that you want to total on. If more totals are needed then, click New, type c_tot6 in the Computed Field, tab, type the gla_seg # of the next total needed, etc.

The following two pages is a list of Expression Names and Column Names. You may find it helpful to make copies of these sheets for future use.

Expression Name

Expression (Limit 200 Chars) Comments

c_page Enter the column name to force a page break when the value in the column changes.

c_seq1 Enter the column name(s) to sort the data.

c_seg1 is the highest sort level.

Typical column names are:

c_seq2 gla_seg2 = E, R, or B

gla_seg3 = Fund

gla_seg4 = Organization

c_seq3 gla_seg5 = Program

gla_seg6 = Course

gla_seg7 = Finance

c_seq4 gla_seg8 = Object/Source

gla_group

gla_group_sub,

c_seq5 gla_desc

gl_ref1

gl_ref2

c_seq6 gl_ref3

c_seq7 Refer to the specific SMART report for the available column names.

c_seq8

c_seq9

c_seq10

c_tot1 Enter the column name(s) to total the data.

c_tot1 is the highest total level. c_tot1-4 will give a total and page break. c_tot_5-10 will only give the total.

c_tot2 Available column names are the same as for sorting. Refer to the specific SMART report for the available column names.

c_tot3When total breaks are used, you must take into consideration the sort sequence. It may not make sense to sort the data by segment and ask for totals by class.

c_tot4

c_tot5-10 Will only give the total.

Expression Name

Expression (Limit 200 Chars) Comments

C_sum Enter “Y” to produce a summary report. A summary report removes the detail lines and the highest level total Header Description. Default is “N”.

C_inc1 Enter a compute expression to select the rows to include in the report. For example, to include segment 3 = to 01, create an expression for c_inc1 with an expression of: If (gla_seg3 = “01”, “T”, “F”)

C_inc2 This expression is telling the report to look at segment 3 and if segment 3 is = to “01” then set the filter value to TRUE. If the segment 3 is not = to “01”, then set the filter value to FALSE. The report assumes that we have an OR condition from one c_incx expression to another. By adding another expression for c_inc2 where the expression is: If (gla_seg3 = “09” , “T”, “F”).

C_inc3

C_inc4 The report looks at segment 3 and if segment 3 is = to “01” or “09”, the filter value is set to TRUE, otherwise the filter value is set to FALSE. The report looks at all inclusions and if any one is TRUE, the row is included unless any exclusion evaluates as TRUE. Any TRUE exclusion overrides any TRUE inclusion. To select rows within a range, enter: If (gla_seg5 >= “500”, if (gla_seg5 <= “505”, “T”,”F”),”F”).

C_inc5

C_inc6 This tells the report that if seg5 is greater than or = to 500, perform a second evaluation. If Seg5 is less than or = to 505, both tests are met, the filter value is set to TRUE. If the first evaluation is less than 500, the second evaluation is not performed and the filter value is set to FALSE. If the second evaluation is greater than 505, the filter value is set to FALSE.

C_inc7

C_inc8 Other variations are possible. For example:If (gla_seg5 < “505”,”F”,”T”) will give you the same result.

C_inc9

C_inc10

C_exc1 Enter a compute expression to select the rows to exclude from the report. For example, to exclude segment 3 = to 50, create an expression for c_exc1 with an expression of: If (gla_seg3 = “50”,”T”,”F”)

C_exc2 This expression is telling the report to look at segment 3 and if segment 3 is = to “50” then set the filter value to TRUE. If segment 3 is not = to “50” then set the filter value to FALSE. The report assumes we have an OR condition from one c_excx expression to another. By adding another expression for c_exc2 where the expression is: If (gla_seg3 = “55”,”T”,”F).

C_exc3

C_exc4 The report looks at segment 3 and if segment 3 is = to “50” or “55” the filter value is set to TRUE, otherwise the filter value is set to FALSE. The report looks at all exclusion filter values and if any one is TRUE, the row is excluded. Any TRUE exclusion overrides any inclusion. To exclude rows within a range, enter If (gla_seg5 >= “510”, if (gla_seg5 <= “530”, “T”, ”F”),”F”). This tells the report that if seg5 is greater than or = to 510, perform a second evaluation. If Seg5 is less than or = to 530, both tests are met, the filter value is set to TRUE. If the first evaluation is less than 510, the second evaluation is not performed and the filter value is set to FALSE. If the second evaluation is greater than 530, the filter value is set to FALSE.

C_exc5

C_exc6

C_exc7

C_exc8 Other variations are possible.

C_ecx9

C_exc10

Series ReportsThe above Custom Ledger Reports can be modified to display a District Series description or a UFARS Series description. This description is setup through General Ledger>Chart of Accounts Setup>Account Segment Setup. Usually the report has to be a summary report (c_sum=”Y”) and also include a reference to the description. Below are some examples:

An example of a series description with a total line: c_tot4=left(gla_seg5,1)+seg5_series_desc

An example of a series description with a total line: c_tot5=left(ufars_seg5,1)+seg5_ufars_series_desc

NOTE: There is a sorting issue with Series Reports if multiple values of a segment cover a span of time. The report will display multiple series values.

Modifying Column OperatorsThrough Report Maintenance, a user is able to modify the column operator which filters the data retrieved. The column operator options are ( LIKE, =, <, >, <=, >=, none, not= and not like). The value entered must be a valid operator for the column type.

Like e.g.: like 1% in the parameter field.

Lists all values starting with ‘1’.

= Equal to This function includes any values equal to the search criteria. e.g.: = 100.

> Greater than This function includes any item in the search criteria greater than the stated values. e.g.: > 100.

< Less than This function includes any item in the search

criteria less than the stated values. e.g.: < 100.

> = Greater than or Equal to

This function includes all items greater than or equal to the stated search criteria. e.g.: >= 100 would include all amounts equal to 100 and greater than 100.

< = Less than or Equal to This function includes all items less than or equal to the stated search criteria. e.g.: <= 100 would include all amounts less than 100 and equal to 100.

Not = This has to be literal such as typing 110,170, 214 etc. Cannot use the wildcard function with the Not= function. Up to five 3 digit numbers can be entered for the Not = function.

Not like If using Not Like can use wildcards such as 1%, 2% to exclude 100 and 200 level Objects. Up to five 3 digit numbers can be entered for the Not Like function.

Report MaintenanceReport Maintenance is a window that maintains the reports and retrieval arguments that appear with each report. This section highlights some of the fields within the window.

Show/HideThis field allows each report the ability to enable the Show/Hide functionality. When Show/Hide is set to ‘Y’, this means show/hide is enabled for the report. The report will display summary or detailed information based on the Show/Hide icon being clicked. When Show/Hide is set to ‘N’, this means show/hide is NOT enabled for the report. NOTE: The reports that are set to ‘N’, may be changed to ‘Y’ but it is not assured that the show/hide functionality will work. Additional programming may be needed to make show/hide functional with the report.

Lookup StyleThis field relates to the SQL list that appears on the right hand side of the Report Retrieval window. Click on the drop-down of a specific row to see the selections. Scroll to the right if you desire to see the SQL ID number.

RequiredThis field relates to the * that is seen on the Report Retrieval window. If a field is marked with this asterisk, then the user is required to enter a value within that field in order for the report to be run. In other words, this field cannot be blank in order for the report to run.

Change Column OperatorThis field allows the user to change the column operator on a specific parameter of a report. This has been set for certain argument values on specific reports.

Single/Multi EntryA report can be setup to select multiple values or a single value. If single is selected, that parameter will only allow one value within it. If multi is selected, that parameter will allow multiple values. NOTE: This is dependent on the setup of the report. Some reports will only allow one value because they are tied to a stored procedure.

DescriptionThis is the description that will appear at the bottom left of the Report Retrieval window. If it is left blank, the system will auto construct a description based on the verbiage contained within the prompt column. Example: If my prompt is ‘Starting PO Number’ the default description will be ‘Please enter Starting PO Number’. If any characters are typed into this field, it will override the default description and put in the typed verbiage. For an example, see ‘Check Register by Vendor Report’. The parameters Check Printed, Reconciliation Status, and Void Status all have unique descriptions.

Filter ColumnsThe columns Filter Column, Filter Operator, and Filter Seq provide the lookup window the ability to filter based on values entered.

· Filter Column: Based on the table being selected within the Lookup Style field, enter the column name value that will need to be filtered on.

· Filter Operator: Recommended to utilize LIKE.

· Filter Seq: Enter the seq number (or rptlistd. rptld_seq) value for the arg value that you want to filter on.

Example: For the PRO argument the user wants to filter based on Ledger type for SMART Reports. If you look at the Lookup Style value for the PRO arg within this report, you will see that it utilizes SQL ID#7003. Look in the arg_window_sql table for SQLID=7003. Verify this SQL will be returning the PRO value and the ledger type value. Here are the values into the Report Maintenance window based on the above scenario:

· Filter Column= segment5.seg5_qualifier

· Filter Operator=LIKE

· Filter Seq=20; Most of the SMART Reports have the ledger type at seq 20 but otherwise this value would be the sequence number for ledger type.

Navigator SetupThis window allows the user to setup a report or organize the reports on the Report Selection window.

Adding to the SMART Finance Navigator List1. Click on Administration, go to Access and select Navigator

Setup.

2. The Navigator Setup window will come up and it will be in the Query mode. In the Primary Menu field type SMART Reports. Click Find.

3. The Navigator Setup screen will now display all of the SMART Reports.

4. To add a new report to the Navigator Setup click on New. In the newly created entry you will duplicate everything except the Menu Listing and the Menu Listing Description. In the Menu Listing type the New Report Code you gave your new report in Step 5 under the heading ‘Creating a Copy of a SMART Report’. The Report Code must be entered in exactly on the Navigator Setup as was entered when a report was copied. The Menu Listing Description can be whatever you want it to be.

5. Scroll horizontally to the right and enter the Seq No one more than the previous Seq No. Continue to tab, duplicating what is in the above entry. When you get to the Window Mode field, click Save.

6. Now you can close the Navigator Setup window and select General>Report Selection>Custom Ledger Reports. Your new report should be one of the reports that you can select and run.

Fixed Assets

Fixed Asset Setup

District Setup1. Set your Threshold (Caution – this is very important. Future

change to a higher value could require a write off adjustment.)

2. The FA Threshold value and date may be stored in the system Asset Book Definition setup window by your Regional Staff. This is a text field, so you can use words, too. Include the date of the Board meeting resolution.

3. Are you going to track GASB34 assets only, or, are you going to use Room Inventory? (RI is a very significant time investment! Consider this in regards to your staff and impact to their job load versus the benefits of tracking)

4. Are all of your Funds K12 or do you have any Enterprise Funds? Enterprise is a for-profit business in the school.

5. Setup Gain/Loss Account and Disposal Proceeds (Enterprise setup only!). Call your Regional Staff to do this.

Location/Sublocation Setup1. Decide what you are going to use for Location/Sublocations.

a) SMARTFinance>Administration>Application Setup>Location (See the Administration section for details)

b) Remember, if transferring assets from vouchers, the location used on the PO or voucher will transfer to the FA record.

Fixed Asset Account Code Setup

1. Change setup in Chart of Accounts for Fund 98.

a) Change B-98-14X-XXX from Appl type of GL to FA

b) If Enterprise fund, change B-XX-14X-XXX from Appl type of GL to FA.

c) Leave the B-98-430-000 as a GL type.

Define Years Setup

1. Define Years needs to be set to current fiscal year.

a) SMARTFinance>Fixed Assets>Fixed Asset Setup>Define Years

b) Click on Find

c) Scroll thru until you find current fiscal year

d) Select Yes from the drop down box in the “Current Year?” field.

e) Answer yes when prompted “Current year exists already. Do you want to set this as a current year?”

f) Click on Save

Class Lives Setup

1. Go thru Class Lives and Recovery Periods and decide if you are going to setup any user defined rows.

a) SMARTFinance>Fixed Assets>Fixed Asset Setup>Class Lives and Recovery Periods

1. Click New

2. Enter Type(User defined field)

3. Enter Class Life(yrs)

4. Enter Recovery(yrs)

5. Enter Description

6. Click Save

Depreciation Method Setup1. Go thru Depreciation Methods (are you going to use full month

or half year) and decide if you need to add additional user defined depreciation methods. (Full month is primarily for Enterprise setup. K12 is defaulted to half year for the asset categories.)

a) SMARTFinance>Fixed Assets>Fixed Asset Setup>Depreciation Methods

1) 1/2 year Convention

a) Click New

b) Enter Method Code

c) Enter Description

d) Enter Convention

e) Enter Estimated Life years

f) Enter Index Years (add one to estimated life)

g) Click Save

h) Depreciation Method Detail Tab will be displayed >First and last line should be 1/2 of annual %

i) 5% would be entered as .05 should equal 100% after all lines have been entered.

j) Click on Save

k) Change status to Active

l) Click on Save

2) Full month Convention (Contact regional staff if you need a full month depreciation method setup)

Asset Category Setup for K12Go thru the existing Asset Categories and decide if you are going to add new categories. Any existing categories will need to be activated if they are to be assigned to a fixed asset.

1. SMARTFinance>Fixed Assets>Fixed Asset Setup>Asset Categories

a) To activate existing Categories. Click Find to select all categories, or, use lookup to specify an individual category.

b) Enter Asset Account Code with Dist #. Like 9999, B 98-14X-XXX (This is a lookup field)

c) Enter Investment in Fixed Asset Account Code 98-430-XXX (This is a lookup field)

d) Click on Save(Status should change from inactive to active)

Create a new K12 Depreciable Category1. Under the Asset Category tab

a) Click on New

b) Enter Category Code

c) Enter Property Type

d) Enter Description

e) Select Depreciable Category of Depreciable

f) Select Asset Type of K12

g) Change the Asset Account Code if necessary (Lookup Field)

h) Change the Invest in FA Account Code if necessary (Lookup Field)

i) Click Save

2. Under the Asset Category Books Tab

a) Click New

b) Select Depreciation Method. This is a lookup field.

c) Select the Class No. This is a lookup field.

d) Click Save

Create a new K12-NonDepreciable Category1. Under the Asset Category tab

a) Click on New




e) Select Depreciable Category of NonDepreciable


g) Enter the Asset Account Code

h) Enter the Invest in FA Account Code

i) Click Save.


a) Click New

b) Select Depreciation Method of NonDepreciable. This is a lookup field.

c) Select the Class No. This is a lookup field.

d) Click Save.

Create a new K12-Room Inventory Category1. Under the Asset Category tab

a) Click on New




e) Select Depreciable Category of Room Inventory


g) Click Save


a) Click New

b) Select Depreciation Method of NonDepreciable. This is a lookup field.

c) Select the Class Number of Room Inventory. This is a lookup field.

d) Click Save.

Asset Category Setup for Enterprise

Create a new Enterprise-Depreciable Category1. Under the Asset Category tab

a) Click New

b) Enter Category

c) Select Property Type


e) Select Depreciable Type of Depreciable

f) Select Asset Type of Enterprise

g) Enter Asset Account (General Ledger Account – FA tab)

h) Enter Accum Depr Acct (General Ledger Account)

i) Enter Depr Exp Acct (Expense Account)

j) Enter Gain/Loss Account (Revenue Account)

k) Click Save

2. Under Asset Category Books Tab

a) Click New

b) Select Depr Method. This is a Lookup field

c) Select Class No. This is a Lookup field

d) Click Save

Create a new Enterprise-NonDepreciable Category1. Under the Asset Category tab

a) Click New

b) Enter Category



e) Select Depreciable Type of Non Depreciable


g) Enter Asset Account(General Ledger Account)

h) Enter Gain/Loss Account(Revenue Account)

i) Click Save

2. Under Asset Category Books Tab click New

a) Select Depr Method of NonDepreciable. This is a lookup field.

b) Select Class No. This is a lookup field

c) Click Save

Create a new Enterprise-Room Inventory Category1. Under the Asset Category tab

a) Click New

b) Enter Category



e) Select Depreciable Type of Room Inventory


g) Click Save

2. Under Asset Category Books Tab

a) Click New

b) Select Depr Method of NonDepreciable. This is a lookup field.

c) Select Class No. of Room Inventory. This is a lookup field.

d) Click Save

Entering New Fixed AssetsThe system allows the user several ways to enter a new fixed asset. This can be done by importing via a text file, manually entering through the main Fixed Asset entry window or by flagging a voucher to be a Fixed Asset record.

Fixed Asset Import1. In order to import fixed asset records, a tab delimited text file

must be created. See Appendix A of this manual for setup and importing a Fixed Asset file.

Manually Entering an Asset1. SMARTFinance>Fixed Assets>Fixed Asset

2. Click New

3. Enter Acq. Date

4. Verify Placed in Service Date

5. Enter Category Code. It must be exact, so use the lookup by double-clicking in this field.

6. Enter Custodian(Optional)

7. Verify Location Code, Change if needed.

8. Enter Sublocation. This is a lookup field (Optional)

9. Enter Cost Center (relates to program code series). This is a lookup field.


11. Additional Info Tab: If this asset will be used in the online Transportation Tracking module enter a Vehicle Type from the drop down listing. (See Transportation section for more details)

12. Verify Asset Account Code on Additional Info Tab

13. Verify Investment in FA Account Code

14. Click Save

15. Asset Components Tab displays

16. Enter Orig Units

17. Enter Rate

18. PO/Voucher/Invoice Information may be entered (Optional)

19. Click Save

20. Enter info on Component Detail Screen(Optional)

a) Click on the Component Detail Button

b) Click New

c) Enter available information

21. Click Save

22. Close Asset Component Detail window

23. If there is a second component line to key: while in the Asset Components Tab, click New and go back to step 16. When complete, continue to step 24.

24. Click on Fixed Asset tab to continue entering Fixed Asset Records

Flagging a Voucher

1. From the Voucher Entry Screen on the Detail line, fill in the FA Category field. This is a Lookup field. (Credit Vouchers, negative detail line items, Voucher Adjustment lines, or line items using multiple distributions cannot be flagged as fixed asset records). User can flag vouchers before they are journalized, but the next step to retrieve will not work unless the voucher has a je code number assigned.

2. SMARTFinance>Fixed Assets>Transfer AP Assets>Retrieve AP Asset Info: enter information and click OK. The flagged vouchers have now been retrieved. Continue with the Process AP Asset Transfer window.

Process AP Asset Transfer InfoSMARTFinance>Fixed Assets>Transfer AP Assets>Process AP Asset Transfer Info and Click Find. This window will display those vouchers that were flagged, then retrieved. The information within this Process AP Asset Transfer window can be transferred in several different ways. This can be done by Line Transfer, Combine Units, Combine Units with Existing Assets, or Split Units.

Line Transfer

1. Under the View by Voucher Tab you can change the Status column to New Asset, Hold, Reject, or Exist Asset.

a) New Asset-Will create a new asset

b) Hold-Process at a later time

c) Reject-Do not want to continue processing asset info

d) Exist Asset-Combine with an existing asset

2. On this screen you should check the Temp Asset#. This number will determine which lines on a voucher are being

combined to build one fixed asset and which lines will create their own fixed asset record. If you have two lines that are currently building one fixed asset record and you want them to build individual records change the status column on one of the lines to Hold. Click on Save and then change back to New Asset. Temp Asset# should change to a unique number.

3. Update Asset Info Tab: This information will populate the first tab of the Fixed Asset screen. Fields may be changed from the values imported from the voucher.

4. User can choose date, custodian, location, sublocation, cost center and vehicle type (relates to the transportation module).

5. Check to see the description is accurate

6. Click Save before proceeding to the next step.

7. Update Component Info: This information populates the component tab on the Fixed Assets screen. The description defaults from the voucher. Be sure the description is accurate for this portion of the asset. It’s handy to enter sublocation/Tag No./Serial No./Model information at this point. It can be keyed later if you don’t have it available.

8. Click Save.

Combine Units1. This process will combine two or more voucher lines in the AP

Asset Transfer Information Window.

2. Click on the first Asset record that you wish to combine. Use the best description for the asset.

3. Click on Combine Units.

4. Place a check mark in front of the assets you wish to combine with this asset. You cannot combine if the categories are different. Request assistance from Regional Support if you need a change made.

5. Click OK. Verify that the Temporary Asset# s are the same. They will combine into one asset.

Combine Units Existing Assets1. Click on the line item that you would like to combine to an

existing asset from the same fiscal year.

2. Change the status from a new asset to an existing asset.

3. Click on Save.

4. Click on the Combine units button

5. Click on the Query button

6. Type in the Existing Asset number and click tab. You should now see the asset information.

7. Place a check mark in front of the asset information you wish to add.

8. Click on OK

9. From the View By Voucher screen check the Existing Asset # column for correct information.

10. Click on Save

Split Units1. Highlight which asset you would like to split from one line

with multiple units into separate components or assets.

2. Click Split Units button.

3. Select whether you wish to Split into separate components or separate assets. Click on OK.

4. If your voucher has the number of units that you want as separate lines, click ‘yes’ when asked if you want to split units automatically. ‘No’ is appropriate if your voucher has 2000 units @$1.00—you can manage this manually.

5. Change any information needed on the screen that follows.

6. Select OK. Note there are now 3 rows with individual Temp asset #’s.

7. After assets have been split you may change Location/Sublocation/Cost Center/serial number/etc… on each individual asset or component.

8. Click Save.

Generate Assets from AP InformationAfter the Process AP Transfer window, the next step is to generate the updated AP information into a Fixed Asset record.

1. SMARTFinance>Fixed Assets>Generate Assets from AP Information

2. Verify Parameters screen is correct

3. Click OK.

Deleting an AssetAn Asset can be deleted if there is no depreciation or FA JE’s processed against it. It does not matter if it is manually entered, imported or transferred from AP. To delete an asset, do the following:

1. Bring up the FA>FA Summary window.

2. Query by a column to bring up the specific asset that will be deleted.

3. Click Detail to bring up the FA Entry window.

4. Verify this is the asset that needs to be deleted.

5. Click the Delete icon.

6. A message will appear, ‘Delete record?’. Click OK.

7. Another message will appear, ‘There are details associated with this record. Delete these also?’. Click OK.

8. A message will appear that the Asset and associated details have been deleted.

Changing Asset InformationAsset Information may be changed if the asset is posted and depreciation is generated.

1. Select Fixed Assets

2. Select Asset Component Change

3. Enter Asset Number

4. Fill in Changes Column for information you wish to change.

5. If you are transferring an asset with a sublocation on the original asset and you are not going to have a sublocation on the new record you must use a sublocation of None. If you do not have a sublocation of None built for this location, you must manually create one before proceeding. (See Administration Section for building locations and sublocations)

6. Enter Generation Date

7. Select Reason Code


9. Click on Select Comp(s) Button

10. Verify a check mark is in front of the component(s) you wish to transfer.

11. Click OK.

12. Click OK.

Splitting Asset Component InformationAsset component information may be split if the asset is posted and depreciation is generated. The selected component(s) will become a new asset. Depreciation will be transferred proportionately. The example will be that we learned the 3rd row was added in error to this asset and must be removed.

1. Current year depreciation must be generated to the date of the change on the asset before a change can be made.

2. Select Fixed Assets.

3. Select Asset Component Change.

4. Enter Asset Number.

5. Fill in Changes Column for information you wish to change.

6. If you are transferring an asset with a sublocation on the original asset and you are not going to have a sublocation on the new record you must use a sublocation of None. If you do not have a sublocation of None built for this location you must manual create one before proceeding. (See Administration Section for building locations and sublocations)

7. Enter Generation Date.

8. Select Reason Code.

9. Enter Description.

10. Select Yes from the drop down menu for ‘Split FA?’.

11. Click on Select Comp(s) Button. Leave a check mark in front of the components you wish to transfer to a separate asset.

12. Click OK.

13. Click OK.

Disposal of an AssetDepreciation must be generated up to the disposal date.

1. Current year depreciation must be generated to the date of disposal on any Active Status asset you are going to dispose of.

2. Select Fixed Assets

3. Select Asset Disposal

4. Enter Asset Number or Tag Number.

5. Verify Correct Asset has been retrieved.

6. Enter Disposal Date.

7. Enter Reason Code.

8. Enter Description.

9. Click on OK.

10. Click on Yes/No when asked if you wish to continue.

11. Generate FA Journal Entry must be done in order to book the disposal. You can do this step now or at a later time to include several disposals/additions.

Component Additions1. Current year depreciation must be generated before

component additions can be utilized. Add only to assets created in the same fiscal year.

2. If an asset is unposted and not depreciated use the Fixed asset entry window or Exist Asset in the Process screen to add a component detail line.


4. Select Asset Component Addition.

5. Enter the Asset Number.

6. Verify Addition Date and Addition Pd/Yr.

7. Complete the Component Description/Units/Rate.

8. Finish filling in any other desired information.

9. Click on OK.

10. When using component addition, the system will calculate depreciation back to the original asset’s placed in service date. Be careful of the dates. If you were to add to an older asset, the prior years’ depreciation will be posted into the current fiscal year.

Depreciation GenerationThis can be run on any asset. Non Depreciable and Room Inventory assets will not generate depreciation.


2. Select Depreciation Generation.

3. If you are running depreciation for a single asset (in order to add to or to dispose of it), enter asset number otherwise leave as % to run depreciation for all assets.

4. Enter Depreciation Date.

5. Verify Period and Fiscal year changed to match Depreciation Date entered.

6. Click OK.

Generate FA Journal EntriesUse this screen to generate journal entries for the general ledger. These journal entries will auto post.


2. Select Generate FA Journal Entries.

3. Fill in any required information.

4. Click OK.

5. JE that will be created if there is activity:

a. Import:

1) K12-None

2) Enterprise-None

3) Room Inventory-None

b. Manual Asset:

1) K12-Debit to Fixed Asset Account, Credit to Invest In Fixed Asset Account.

2) Enterprise-None.

3) Room Inventory-None.

c. Voucher:

1) K12-Debit Asset Account, Credit Invest in FA Account

2) Enterprise-None

3) Room Inventory-None.

d. Depreciation Generation:

1) K12-Calculated not booked

2) Enterprise-Debit Depreciation Expenses, Credit Accum Depreciation.


e. Disposal:

1) K12-Debit to Invest in FA Account, Credit to Asset Account.

2) Enterprise-Debit Accum Depreciation Account, Credit Equipment Account, Debit or Credit for the Gain/Loss Account


Fiscal Year-End

Prior To June And June 30th ProcessingBelow describes the process that needs to take place prior to June and then for June 30th processing.

1. Correct your UFARS dimensions and Chapter X fatal errors.

For more information, see the section titled “Verify And Submitting Ufars Data”. When there are no errors, it will tell you that assets don’t equal liabilities plus fund balance. That is fine. They will balance after the year-end close has been run. This step is highly recommended before running yearend reports for your auditor.

2. Under Administration > Application Setup > Accounting Calendar, close all periods prior to June. If you have entries that have not been generated, or JE’s that have not been posted, you will receive a warning message. Call your Regional Center if you need assistance to find the unposted entries. Set up the accounting calendar for the next fiscal year in preparation for budget entry.

3. Enter the next fiscal year budget. Budgets may be entered by using an Excel spreadsheet or through Budget entry under the Chart of Accounts Entry window. (See Budget Section of this manual or contact your Regional Center.)

4. Record June business and run June reports.

5. Reconcile reports and verify General Ledger beginning balances to ending, June 30, Audit Reports.

6. Make corrections and adjustments for any additional fiscal year-end business.

7. Complete applicable UFARS and Accounting requirements for fiscal year-end.

8. Set up the year-end accounts receivable and accounts payable. This may be done simply by creating June Vouchers and Invoices with the intention of paying or receipting them (processing them through Payment Generation or Receipt entry) sometime in the next fiscal year. SMART Finance will automatically set up the payable or receivable for you. An alternative is that this may be done as a reversing JE . (Click on the reversing box in the JE entry screen.)

9. Set up salaries payable with assistance from the payroll department. Make sure the payroll transfers (crossovers) are done and in the correct fiscal year.

10. Check the open PO’s for the fiscal year-end. This can be done under GL > Encumbrance Analysis or PO > PO Summary (query the open PO’s).

11. For the new fiscal year encumbrances, go to Administration>Application Setup>Fiscal Year Setup. Click NEW to assign a fiscal year with the appropriate budget code. Click SAVE.

12. Determine which PO’s need to be closed for fiscal year-end. (If they are not closed, they will continue to be encumbered.) You can either close the PO or copy it to a new PO in the new fiscal year.

a) To close an open PO, change the status to “Closed” and save. If a SKU code requires receiving, you may close the PO by “receiving” the items. PO > Receiving.

b) To copy a PO, go to PO Entry and find the PO that you wish to copy to a new PO. Within the details of the po, there is a column called ‘Copy’. Check the box on those detail line(s) that you wish to copy to a new PO. Click on the ‘Copy PO’ button at the bottom of the PO Entry window. A window will appear with a po date and period that will go on the new PO. Either leave as is or change to an appropriate PO date/period. Click OK. The detail lines on the old PO will auto close and a new PO will be created.

Year-End Closing Process1. After completing June business, you may close the June period (20XX12)

under Admin > Application Setup > Accounting Calendar. NOTE: Do NOT permanently close the period! Also make sure all prior periods to June (20XX12) have been closed. Open the Adjustment period (20XX13) to be used for entering adjustments after the fiscal year-end close procedure is complete. Open the closing period (20XX14) to be used for posting all closing entries.

2. Before running the year-end close, it is important to check the chart-of-accounts for expenditures and revenues to be sure they are closing to the correct fund balances (closing accounts). To do this, run the report titled “COA Listing with Closing Accounts” found under General>Report Selection>General Ledger. Look the report over for accounts that do not have closing accounts or are closing to the wrong one. Make a note of these and change them in SMART Finance under GL > Chart-of-Accounts.

3. It is also important that the Type field (Debit or Credit) be filled in on the Chart of Accounts entry screen. This will affect how the account code closes if this is not filled in.

Creating Closing Entries To run the year-end closing, follow these steps.

1. Open the Year-End Closing screen. (GL > Options > Year-End Closing Process). Choose your district from the Company pull-down field if not defaulted in.

2. Enter the correct fiscal year-end period in the period field for your closing entry (20XX14) if not defaulted in.

3. Repeat step 2 in the JE Period field under Generation Criteria if not defaulted in.

4. Click OK. The system will create offsetting entries to close the year.

NOTE: This step needs to be repeated after adjustments are keyed and posted in period 20XX13. The year-end closing process will close your expenditure and revenue codes to the appropriate fund balance.

Posting Closing Entries1. The closing process assigned a JE code to the entries. Be sure the closing

entries are correct before posting them to the general ledger. There are different ways to do this.

Example #1: Go to GL > Journal Entry Summary to view the journal entry you want to post. Click on the Find button. Next, click on the journal entry you wish to view and click Detail on the bottom of the screen.

Example #2: If you would like to see what the general ledger balances will be after posting, go to General > Report Selection>General Ledger Trial Balance. Limit the account code search if desired. Type in the beginning period of the fiscal year (20XX01). Tab to the end period field and enter the closing period (20XX14). At the field titled ‘Posted Only’ type in ‘N’ for no, you want the report to display all unposted and posted activity. Expenditures and revenues should have closed into the fund balances and show 0 balances.

2. If the data is correct, you may post the closing entries by going to GL > Journal Entry Posting.

3. Type or select the correct JE Code for posting. The JE Type should be Closing. Be sure the period is the closing period (20XX14).

4. Click OK.

Auditor’s ReportsRun year-end reports that you and your auditor need. These reports should include Year-to-Date Reports for the fiscal year-end. Your auditor may prefer reports saved as a file instead of printing them on paper.

The following reports are a minimum suggestion for the year-end reporting, June 30th, auditing and permanent records:

District Year-End Database Reports SMART Finance

General Ledger Trial Bal.-Summary

Expenditure Guideline Exp/Rev Guideline

Revenue Guideline Exp/Rev Guideline

UFARS Crosswalk Account Segment Listing

District/Auditor Year-to-Date Transaction Reports


General Journal Trial Balance-Detailed or Posted Activity Audit

Cash Receipts Journal, by receipt number

Receipt Distributions or Receipt Listing with Detail by Deposit

Cash Disburse. Journal, by check number

Detail Check Register by Check No. (Note:this report does not show wire payments)

Payment Register

Audit Workpapers


Audit Workpapers GNL Trial Bal. Summary

Audit Workpapers Revenues Exp/Rev Guideline (File > Save As >Excel with headers, Lotus, etc.)

Audit Workpapers Expenditures Exp/Rev Guideline (File > Save As >Excel with headers, Lotus, etc.)

UFARS Reports


Expenditure/Revenue Guideline in UFARS Exp/Rev Guideline

UFARS order

GNL Summary in UFARS order or GAAFR Reports

UFARS Balance Sheet

Expenditure Matrix in UFARS order UFARS Expenditure Matrix

Fixed Asset Reports


Asset Listing with Cost & Depreciation Asset Depreciation by Category

Asset Listing by Asset Account Code and/or Cost Center

Fixed Asset Schedule & Fixed Asset Schedule by Cost Center

Disposed Asset Listing Fixed Asset Disposal

Verify And Submitting UFARS Data

After closing entries are posted, UFARS data may be created for MDE any time before the deadline of September 15th. UFARS data can be submitted with or without Auditor’s adjustments. In order to report the UFARS data to the MDE, UFARS Chapter X grid errors must be corrected. To see these errors, two reports are needed. They are found under General > Report Selection--General Ledger. The first report to be run is Account Segment Description Validation. This will show dimensions that are no longer valid for the fiscal year. In order to fix the invalid dimensions, you may either crosswalk them to valid UFARS dimensions, or convert the entire account code to a valid account. The second report is the Account Code Edit and DCFL Year End Report. This report will display any errors with the account codes. If error free, the process will generate a file for the MDE. Audited final UFARS data is due to MDE by November 30th.

Dimension CrosswalksIn order to do a crosswalk, go under GL > Account Segment Setup, and change the UFARS segment to one that is valid for the fiscal year.

Account Code ConversionsSMART Finance has an account code conversion program. Please contact your Regional Center for assistance.

Generating a UFARS file1. Run the Account Segment Validation report to be sure there are no errors.

2. Next, run the Account Code Edit and DCFL Year End report. This will show all account codes that have errors. You may see balance sheet dimensions with NF (not found). This means that the dimension needs to be built under GL > Chart of Accounts > Account Segment Setup. (These dimensions may not have come over during the conversion.) Be sure to crosswalk them to a valid UFARS segment. After making changes, the Account Segment Validation report must be run again before running this report a subsequent time.

3. Now when you run the Account Code Edit and DCFL Year End report, you shouldn't have any errors and a UFARS file will be created. Contact your Regional Staff to submit this data to MDE. A warning report may be created when you do step 2 or this step. This is a listing of account codes that are invalid, with zero dollars and have an end period of 999999. It is only a warning and a UFARS file will still be created.

4. Send one signed UFARS Data Release Form to your Regional Center. Retain a copy for your files.

New Fiscal Year Processing1. Open the period for July processing (20XX01)and subsequent periods as

needed in the new fiscal year. (Admin > Application Setup > Accounting Calendar)

2. If you have received any adjustments for the fiscal year-end, submit them for processing. Auditor’s adjustments are entered as JE’s in adjustment period (20XX13). (See instructions for FISCAL YEAR-END ADJUSTMENTS in this manual). If the adjustments include revenue and expenditure codes, run the year-end close after completing the entries and post this information. Notify your Regional Center so a new UFARS file can be submitted to the MDE.

3. Request any "Permanent Records" you want on disk. (See the section on ‘Permanent Records’ for more information).

4. Enter payroll reversing entries and any other reversing entries you or your auditor decided on.

Fiscal Year-End Adjustments All Fiscal Year-end Adjustments must be submitted by November 30th.

Fiscal Year-end entries in SMART Finance are journal entries entered into the Adjustment period (20XX13).

Creating Adjusting Journal Entries1. Open the Journal Entry screen. (GL > Journal Entry). You are in the query

mode. Click on the New button.

2. It is optional to create a batch for your entries. If you choose to do so, double-click or select Edit > Lookup on the batch field. (If you want to add to an existing batch, click on Find and then select the batch number by double-clicking on it.) Click on New. When creating a new batch, the

system will assign a batch number, or you may overwrite the 999’s with your own batch number (has to be 6 characters/digits). A description can be included in the description field. All other information is system generated. It can be overridden. Click on Save to save the batch, and close that screen by clicking on the X at the top right. On the lookup screen, click on Find; highlight the batch number and click on Select. This will put the batch number in the field.

3. Tab to the other fields. If defaults are set, most of the information should be there. Include a reference and a description if you wish.

4. Tab to the detail line in the middle of the screen. You may use Edit > Lookup to select the account code, or type it in (tabs must be used between fields). Tab over and enter the dollar amount in the debit or credit column. Type in a unique description for the detail line. The account code description will appear in the next field. This is grayed out and cannot be overridden.

5. To add a line to the journal entry, click on the Add button. (NOTE: Clicking NEW will create a new journal entry form.) All your journal entries for the period may be entered on the same journal entry screen.

6. The system will calculate a running total for your journal entry to ensure that it balances. When all entries are complete, click Save. The system will assign a journal entry code.

NOTE: If you would like to add more information regarding the journal entry, click on the Attach button on the top of the screen. Enter a keyword such as “audit”. Tab to the large white box and type in the description. Click on Save. The journal entry will now show a thumbtack with a piece of paper on the upper right side. To view this attachment in the future, open the journal entry and click on the Attach button.

Posting Adjusting Journal Entries1. Be sure the adjusting entries are correct before posting them to the general

ledger. There are different ways to do this.

Example #1: Go to GL > Journal Entry Summary to view the journal entry you want to post. Click on the Find button. Next, click on the journal entry you wish to view and click Detail on the bottom of the screen.

Example #2: If you would like to see what the general ledger balances will be after posting, go to General > Report Selection>General Ledger Trial Balance. Limit the account code search if desired. Type in the beginning period of the fiscal year (20XX01). Tab to the end period field and enter the closing period (20XX14). At the field titled ‘Posted Only’ type in ‘N’ for no, you want the report to display all unposted and posted activity.

2. After verifying the entries you may post them by clicking on GL > Journal Entry Posting. Tab to the JE Code field and use the Lookup feature to select the journal entry you wish to post. If you leave the % sign in the field, all journal entries for that period will be posted. Be sure all the information on the screen is correct and click on OK. (You may also preview the information prior to posting by clicking on Preview.)

NOTE: After adjustment entries have been made, you must run the Year-end closing process and submit these adjustments to the MDE. Please see the section titled ‘Year-End Closing Process’ and ‘Verify and Submitting UFARS Data’for more information.

Permanent RecordsAll SMART reports may be saved as files. This can be done one of two ways:

Example#1: Run your SMART Report. While the report is displayed on screen, click on File>Save As. A window will prompt for a file location and a file type. It is recommended that you save this file to a disk. The file type would be PowerSoft Report (.PSR). Click OK and the system will save the report. If you desire to access this report at any time, go in SMARTFinance, General>Report Viewer. The system will bring up a blank window and prompt for the saved report. Select the file and click OPEN. You must have access to SMARTFinance in order to view a report saved in the PowerSoft Report file format.

Example#2: Run your SMART Report. While the report is displayed on screen, click on File>Save As. A window will prompt for a file location and a file type. It is recommended that you save this file to a disk. The file type would be Excel with headers or Lotus or another file format. Click OK and the system will save the report.

School districts should have a final set of year-end reports including audit adjustments for the fiscal year. We recommend using the following guidelines for keeping reports on file:

1. Retain the entire year's reports for one year after the audit.

2. Retain final copies of all the year-to-date transaction reports and year-end database reports after the second year.

NOTE: SMART Reports can be run at any time for prior years on the system.

Record Retention InformationThe Minnesota Historical Society State Archives Department is interested in school district records. They specifically want minutes or clerk's book of records, agenda packets, clerk's register, treasurer's register, annual budgets, audit reports, superintendents files, newsletters, permanent student records, census, library records, textbook inventory records, auxiliary organization records, PTA records and normal school records. Closed rural school records and county superintendent of school records are of significant interest. They will evaluate the data and can arrange transfer for qualifying records. Schools that have closed, are combining with neighboring districts or have records from previous old districts are prime candidates. The Historical Society takes care of the cost. General record retention schedules are available at the following website: http://www.region1.k12.mn.us/main.

http://www.region1.k12.mn.us/main.

Under Links>District Retention Records. Approved in 2000 by the Minnesota Records Disposition Panel, this schedule is a revision and update of a general records retention schedule for Minnesota school districts last issued in 1985. You may contact MNHS at (651)297-4502. Information is available on their website at http://www.mnhs.org/preserve/records/index.html. See FAI 98.3.

Distribution Of Fiscal Year-End Audit ReportsSend one copy of the complete audit to Division of School Finance at the Minnesota Department of Education, and the Office of the State Auditor. In a Single Audit engagement, please refer to the Office of Management and Budget Circular for reporting requirements.

A. One hard copy to: Minnesota Department of Children Families and LearningDivision of School Finance 1500 Highway 36 WestRoseville, MN 55113

****OR****

An electronic PDF file to: [email protected]

Due by December 31

B. One hard copy to:Office of the State AuditorSuite 400525 Park StreetSt. Paul, MN 55103

` ****OR****

An electronic PDF file to: [email protected]

Due by December 31

Sub recipients of $500,000 or more in Federal Assistance must submit one copy of the year-end audit to Federal Audit Clearinghouse. See the following website for more information regarding the submission process. https://harvester.census.gov/fac/collect/ddeindex.html#

https://harvester.census.gov/fac/collect/ddeindex.html

https://harvester.census.gov/fac/collect/ddeindex.html

SMART Capabilities And Processing OptionsThe following items are a quick list of options or system features that may be helpful.

1. Summary screens -- All processes in SMART have summary screens. Ex. vouchers, payments, journal entries. To view specific information, click on Query, type the info in the correct field, and click on Find. To view the detail on a particular line, click on it, and click on Detail. To print a summary screen, click on File > Print.

2. Account Analysis—Account Analysis allows you to view accounts, the starting balance, activity, ending balance, budget amount, encumbrances, and budget balance. From this screen, you can “drill down” to see detailed activity and encumbrances.

3. PERA Exclusion Report – This report shows all vendor payments to individuals with social security numbers. The report is found under General > Report Selection > Accounts Payable.

4. Multiple Year Guideline—This report will assist in viewing your budget and YTD totals for a period of 3 years. Excellent report for budget preparation. It may be run with expressions for multiple series, totals, page breaks, inclusions, exclusions, etc.

5. Expenditure/Revenue Guidelines—The Exp/Rev Guideline reports may be programmed for various reports. The guidelines may be run with expressions for multiple series, totals, page breaks, inclusions, exclusions, etc. Please notify the regional staff if you are interested in running different reports.

6. Optional Reports—SMART Reports may be manipulated by saving the report as a spreadsheet.

7. Multiple PeriodsSMART Finance allows a district to process in multiple periods. Reports for a prior period may be run at any time.

8. Multiple BudgetsA district may have multiple budgets in SMART Finance. The district chooses which budget it wants to encumber against. This is accomplished under Administation > Application Setup > Fiscal Year Maintenance.

9. Chapter X GridsSMART Finance allows for multiple Chapter X grids. Therefore, the district may enter audit entries

for a past fiscal year-end and begin using the next fiscal year account codes beginning July 1.

10. Posted & Budget Activity Audit Report--This report shows detail activity for account codes. To view balance sheet codes at year-end, run the report with a start period of 20XX01 and an end period of 20XX14. Expenditure and revenues should be run through period 20XX13.

11. Account Code Conversion Program-This program allows you to convert account codes that are no longer valid. Please contact your Regional Center for assistance.

Appendix A – Import Files

Bank Reconciliation ImportThis process will take a file containing checks reconciled from a districts’ bank and bring this information into SMART Finance Reconciliation process.

Creating an Import FileBelow is the Import file layout for the Bank Reconciliation process on SMART Finance. The file can contain other data but this is the required data for the import to be successful. This file is accepted as Tab delimited (txt), Comma Delimited (csv) and Custom (Flat File) format. The preference is to have it in a Tab delimited file format.

Column A Bank Account String-17

Column B Date Paid Date-6-MMDDYY

Column C Check Number Integer-10 (Must be a value between the range of 0 and 2,147,483,647)

Column D Amount Cleared Decimal-14, 4 (can not exceed a total of 14 digits. 4 of them can be to the right of the decimal)

Importing the File1. Prior to starting this process verify that an Import Clearing

template has been setup under Administration>Application Setup>Bank>Import Clearing.

2. Go to Admin > Bank Reconciliation > Transaction Clearing.

3. Enter the Audit Number for the Bank Reconciliation worksheet. Press the Tab key.

4. Click on AP Check Payments.

5. The outstanding checklist appears containing all non-reconciled checks.

6. Click on the Import Clearing tab.

7. Click Import. Select and import the file that lists the checks and transaction information necessary for these checks to be reconciled into SMART Finance.

8. Click Reconcile. SMART Finance updates the status of the payment records to indicate that they have been reconciled.

Budget ImportBudget Import can be used to build a new budget file, overwrite (replace) accounts in an existing budget file, append to an existing budget file or add new accounts to an existing budget file. A budget import file can only contain active accounts that already exist in the Chart of Accounts. To build a new budget file with Excel and import the file into SMART Finance, follow these steps:

Copy a file from SMART Finance to import into Excel. (You may also build a budget file from ‘scratch’ by entering the accounts in the described format that follows.) There are many ways to do this. Here are three examples.

· Example #1: Go to General Ledger > Chart Of Accounts Setup > Chart of Accounts Summary. Click FIND. Go to File > Save As and give the file a name with ‘Save as type’ set to Excel. After this file is imported into Excel, the

balance sheet accounts and accounts that have an End Period other than 999999 can be deleted.

· Example #2: Go to General > Report Selection > Custom Ledger Reports. Select an Expenditure/Revenue Guideline report from those available. Run the report for Expenditures and Revenues. Go to File > Save As and give the file a name with ‘Save as type’ set to Excel w/headers. After this file is imported into Excel, the account codes will show current budget amounts, spent to date, and last year amounts for comparison purposes.

· Example #3: To work from an existing budget file, Go to General Ledger > Budgets > Budget Changes. Enter the budget code you want to work with and click FIND. Go to File > Save As and give the file a name with ‘Save as type’ set to Excel.

Creating an Import File1. Go into Excel and open the file saved in step 1 or step 2. Arrange

the data in the format described below. The data MUST have the leading zeros; otherwise SMART Finance will not accept the file. (Example: FUND=01, not FUND=1) Step ‘a’ must begin in row 1 and continue down for each account. Steps ‘b through l’ must begin in row 2 and continue down for each account. Step ‘m’ must be in row 1 only.

a) Column A: Enter the Budget Code. If creating a new budget file, this code should be unique in SMART Finance. If replacing an existing budget in SMART finance, use the budget code you wish to replace.

b) Column B: Enter the district number. This has to be a four-digit number.

c) Column C: Enter the ledger type; either “E” for expenditure or “R” for revenues.

d) Column D: Enter the fund number.

e) Column E: Enter the organization number.

f) Column F: Enter the program number.

g) Column G: Enter the finance/course number.

h) Column H: Enter the object/finance number.

i) Column I: Enter the course number/object or source.

j) Column J: Leave this column blank.

k) Column K: Enter the letter “F”. Make sure it is a capital ‘F’.

l) Column L: Enter the budget amount. Revenues budgets normally have a “-“sign in front of the amount.

m) Columns L through W in the first row: Enter the 12 period numbers starting with period 20XX01 in Column L, 20XX02 in Column M, 20XX03 in Column N, etc. All 12 periods must be entered.

Sample Budget File

2. Save the file as a text (tab-delimited) file.

Importing the File1. Go to General Ledger > Budget > Budget Import to Import.

2. If choosing to modify an existing budget, look up the budget code by clicking and scrolling through the code window. You may

display all the budgets codes by clicking FIND. The budget code selected must match the budget code contained in column ‘a’ of the import file.

3. Indicate the appropriate Budget Import option “Overwrite existing”, “Add to existing” or “No change to existing” to use with this file. See Budget Import Notes for option detail.

4. Once the budget is on the screen, click on Import. Select the drive and file to import.

5. Click Open and the hourglass will appear as the system imports the budget file. You will receive a Process Control screen when it is finished. Verify that the process was successful.

6. If the process was unsuccessful, you will see a list of errors. This list can be printed. You can fix the errors in the budget file and re-import.

Budget Import Notes:

· Overwrite existing and Add to existing imports will load error free data. If inactive accounts or duplicate account in file are found, a message displays the errors and the remaining budget information is imported.

· No changes to existing imports will load error free data. If inactive accounts, duplicate account in budget code or duplicate account in file are found, a message displays the errors and the remaining budget information is imported.

Chart of Accounts ImportThis process will take a file containing new chart of account information and bring this into SMART Finance for utilizing these new account codes within the system.

Creating an Import FileTo import new accounts into SMART Finance use the file format in the table below.

Description Field name (within SMART Finance>Import Setup)

Notes

Column A Company gla_seg1 Company value

Column B Ledger Type gla_seg2 1 character Ledger Type value-E or R or B

Column C Fd gla_seg3 2 digit Fund value

Column D Org gla_seg4 3 digit Org value

Column E Pro gla_seg5 3 digit Pro value

Column F Crs or Fin gla_seg6 3 digit Crs or Fin value

Column G Fin or O/S gla_seg7 3 digit Fin or O/S value

Column H O/S or Crs gla_seg8 3 digit O/S or Crs value

Column I Segment 9 Blank

Column J Segment Type gla_segty 1 character value—will default to ‘F’

Column K Description gla_desc Alphanumeric field with a max of 150 characters.

Column L Class gla_group 3 digit value or can be blank

Column M SubClass gla_group_sub 2 digit value or can be blank

Column N Reference 1 gla_ref1 Reference 1 Code or can be blank

Column O Reference 2 gla_ref2 Reference 2 Code or can be blank

Column P Reference 3 gla_ref3 Reference 3 Code or can be blank

Column Q Budget Amount glb_amt Money value or can be blank

OTHER INFORMATION: · SMART Finance will only accept a Tab-Delimited text file for the

import process. Additional import assumptions include: If gla_seg2='B' and Org (seg4)is a 1XX (1%) set gla_type =

Debit. If gla_seg2='B' and Org (seg4) is a 2XX (2%) set gla_type =

Credit. If gla_seg2='B' and Org (seg4)is a 4XX (4%) set gla_type =

Credit. If gla_seg2='R' set Default Type = Credit. If gla_seg2='E' set Default Type = Debit. gla_fin_code will be set to 'Bal' gla_acct_type will be set to 'GL'

Import SetupThe values within the Field name column on the chart above relate to the Administration>Application Setup>Import Setup window. The Import Setup window must be setup prior to importing Chart of Account records. The Field description can be any value. The Start

column relates to the location of the field data within the COA Import file.

1. Go to Administration>Application Setup>Import Setup window.

2. Click New.

3. Enter an Import Code (unique identifier).

4. Select the Import Type of ‘Chart of Accounts’.

5. Select File Type of ‘Tab Separated’.

6. Enter a description if desired.

7. Click Save.

NOTE: The ‘Import Code’ from the Import Setup window will be needed for the ‘Template Code field on the COA Import window.

Importing the File1. Go to General Ledger>Chart of Accounts Setup>Chart of

Accounts Import.

2. Enter or lookup a Template Code that corresponds with the Import Code from the Import Setup window.

3. Enter or lookup a Start Period for the account codes to be imported.

4. Enter or lookup an End Period for the account codes to be imported.

5. The new account codes will be auto added to a budget. Enter or lookup a Budget Code.

6. Click Import. The select file window appears. Select the import file and click Open. The process will run and produce any errors or a successful message via the Process Control window.

Fixed Asset ImportThis process will take a file containing new fixed asset records and bring this into SMART Finance for Fixed Asset processing.

Creating an Import FileTo import fixed asset records into SMART Finance use the file format in the table below:

MS Excel Column

Description Example Column format

Column A Company Code; In most cases the same as district number.

9999 Text, 4

Column B System Generated Fixed Asset Number.

1001 Text, 10

Column C Date of Fixed Asset Purchase 01/30/2001 Text; MM/DD/YYYY format

Column D Date Asset was placed in service

02/01/2001 Text; MM/DD/YYYY format

Column E Asset Category Code BusMach Text, 10

Column F Location Code HS Text, 6

Column G Sub Location Code 200 Text, 10

Column H Cost Center or Program Segment

010 Text , 3

Column I Description of Asset HP 4000 N printer

Text, 150

Column J User name Kelly Text, 10

Column K Indicates whether deprec should be charged on the Asset. Y=depreciation; N=nondepreciable; R=Room Inventory.

N Text; Y/N/R

Column L Indicates whether it is a new or used Asset

U Text; Y/N

Column M Indicates what percentage is used in the business

1.0 Text

Column N Purchase Order Company 9999 Text, 4

Column O Purchase Order Number 3521 Text, 10

Column P Voucher Company 9999 Text, 4

Column Q Voucher Number 4562 Text, 9

Column R Invoice Number 9653214 Text, 15

Column S Component Type FA Text, 2

Column T Component Sub-Location 200 Text, 10

Column U Component Description HP 4000 N printer

Text, 60

Column V Component Units 1.0 Text, 9

Column W Component Rate 139.78 Text, 13

Column X Asset Book District Text, 10

Column Y Automobile Limit Code Not Used Text, blank

Column Z Last Year Depreciation (*see notes )

0 Text, 4

Column AA Last Month Depreciation (*see notes)

0 Text, 2

Column AB Salvage (ie: 0 or value) 0 Text; 13

Column AC Section 179 Deduction (ie: 0 or value)

0 Text; 13

Column AD Total Depreciation (*see notes) 0 Text; 13

Column AE Current Year Depreciation (*see notes)

0 Text; 13

Column AF Tag Number HS12345678901

Text; 20

Column AG Serial Number MX1234589601

Text; 20

Column AH Warranty Code or Model Number

C6000 Text; 20

Column AI Beginning Depreciation Year 2001 Text; 4

Column AJ Beginning Depreciation period 07 Text; 2

Column AK Vehicle Type Null Null

OTHER INFORMATION:

· If you want the SMART Finance Fixed Asset system to calculate Depreciation from the Placed in Service date, then Last Year Depreciation, Last Month Depreciation, and Current Year Depreciation must be at a value of zero.

· Beginning Depreciation Year and Period must reflect the fiscal year and accounting period as to when depreciation would have started.

· Save the above files as Text-tab delimited.

· Can’t have the same Fixed Asset # (column B) in the same import file or already existing on the Fixed Asset Database.

· In order to import the file, you must have a one fiscal year defined as ‘Current’ under Fixed Asset>Fixed Asset Setup>Fiscal Years.

Importing the File1. Create an Excel File with required data.

2. Within SMART Finance, go to Fixed Asset>Fixed Asset Import.

3. Leave all the fields at their default values and click on the Import button. Select the file to be imported and click on Open. The process control window will display a message of any errors encountered or the number of fixed asset records imported.

Invoice ImportThis process will take a file containing invoice information and bring this into SMART Finance for processing within the AR module.

Creating an Import FileTo import invoice information into SMART Finance use the file format in the table below:


Notes

*Column A Line Number Line_no Relates to the invoice number. When there is a change in line number, the system knows this is a new invoice number.

*Column B Type inv_type I=Invoice; C=Credit

*Column C Invoice Status inv_status O=Open; I=Inprocess

Column D Invoice Date Inv_dt MM/DD/YY or MM/DD/YYYY

*Column E Customer Group

inv_cus_grp Customer Group is a single alphanumeric value.

*Column F Customer inv_cus_cd Alphanumeric value with a max of

Code 10 characters. Column G Invoice

Commentinv_desc Alphanumeric field with a max of

30 characters.Column H PO Number inv_po_no Alphanumeric field with a max of

20 characters.Column I External

Invoice Number

inv_ext_inv_no Alphanumeric field with a max of 20 characters.

Column J X-Reference inv_xref_inv_no Alphanumeric field with a max of 10 characters.

Column K Invoice sequence

invd_seq_no Invoice detail sequence number starting at the value of ‘1’

Column L SKU Code invd_sku_cd Alphanumeric field with a max of 20 characters.

Column M Invoice Detail Description

invd_desc Alphanumeric field with a max of 250 characters.

*Column N Units invd_units Numeric 21,6

*Column O Rate invd_rate Numeric 21,6

Column P Unit Type invd_unit_type Alphanumeric field with a max of 5 characters.

*Column Q Company invd_cr_seg1 Company value

*Column R Ledger Type invd_cr_seg2 1 character Ledger Type value-E or R or B

*Column S Fd invd_ cr_seg3 2 digit Fund value

*Column T Org invd_ cr_seg4 3 digit Org value

Column U Pro invd_ cr_seg5 3 digit Pro value

*Column V Crs or Fin invd_ cr_seg6 3 digit Crs or Fin value

*Column W Fin or O/S Invd_ cr_seg7 3 digit Fin or O/S value

*Column X O/S or Crs invd_ cr_seg8 3 digit O/S or Crs value

Column Y Discount invd_disc_pct Numeric 21,6Example:’.02’ is 2%

Column Z Discount Account Company

invd_dsc_cr_seg1 Company value

Column AA Discount Account Ledger Type

invd_dsc_cr_seg2 1 character Ledger Type value-E or R or B

Column AB Discount Account Fund

invd_dsc_cr_seg3 2 digit Fund value

Column AC Discount Account Org

invd_dsc_cr_seg4 3 digit Org value

Column AD Discount Account Pro

invd_dsc_cr_seg5 3 digit Pro value

Column AE Discount Account Crs or Fin

invd_dsc_cr_seg6 3 digit Crs or Fin value

Column AF Discount Account Fin or O/S

invd_dsc_cr_seg7 3 digit Fin or O/S value

Column AG Discount Account O/S or Crs

invd_dsc_cr_seg8 3 digit O/S or Crs value

OTHER INFORMATION: · Terms, Billto, Shipto and Category would be taken from the

Customer record. If a user adds these fields to the Import Setup, the values within the import file will overwrite the values that would normally be taken from the Customer record.

· Default AR account would be taken from Appl Options or Customer Category

· Finance code (invoice.inv_fin_cd) will be taken first from the customer record. If the customer record is not filled in, then the finance code will be taken from Application Options>AR>Default Finance Charge Code. If this default Finance charge code field is not filled in, then fill in the invoice finance code field with a blank (null) value.

· Multiple Distribution is not available with import invoices.

· Column A is used in order to indicate more than 1 detail line on an invoice. Column A pertains to the number of invoice records created whereas Column J pertains to the number of invoice detail lines created.

Example:Column A Column J0001 00010001 00020001 00030002 00010003 00010003 0002

· So from the example, 3 invoice records would be created. The first would have three invoice detail lines. The second would have one

invoice detail line and the third would have two invoice detail lines.

· Those columns marked with an asterisk are required fields. Import Setup must have these fields in order for the Import Invoice window to work correctly.

Import SetupThe values within the Field name column on the chart above relate to the Administration>Application Setup>Import Setup window. The Import Setup window must be setup prior to importing Invoice records. The Field description can be any value. The Start column relates to the location of the field data within the Invoice Import file.


2. Click New.


4. Select the Import Type of ‘Invoice’.



7. Click Save.

NOTE: The ‘Import Code’ from the Import Setup window will be needed for the ‘Template Code field on the Invoice Import window.

Importing the File1. Go to Accounts Receivable> Invoice Import.

2. If you want the new invoices to be in a batch, key or lookup the batch code in the field. It must be an existing invoice batch code.

3. Enter or lookup the Template No.

4. The accounting period will be offered based on the session defaults or can be changed to a different period.

5. When the screen is set up, click the Import button. As with other import functions, you will use the Select screen to browse to the folder where the file is stored. Click Open for the import to begin. The process control window will display a message of any errors encountered or the number of fixed asset records imported.

Journal Entry ImportThis process will take a file containing journal entry information and bring this into SMART Finance for processing within the GL module.

Creating an Import FileTo import journal entry information into SMART Finance use the file format in the table below:

Column A Company Code; In most cases the same as district number.

Char-4

Column B Journal entry number such as 1001. Copy this number down for all rows in the file. Upon import, the system will assign this value to a valid SMART Finance JE number.

Char-4

Column C Sequence Number. This is a sequence number utilized for the JE detail. Start at 1 for the first row in the file and add 1 to each

Number-4

row following.

Column D Accounting Calendar GL Period. Must be valid SMART Finance Period.

Char-6

Column E Date assigned to the journal entry.

Date-8; MM/DD/YYYY format

Column F User defined Reference or Payroll ID.

Char-10

Column G User defined Header Description.

Char-30

Column H Dollar Amount Money; Must be formatted as such, 99999999.99. Use a “+” for debit; “-“ for credit before the amount.

Column I Company Code or District Number

Char-4

Column J Ledger Type Char-1; B, E or R

Column K Fund Char-2

Column L Organization Char-3

Column M Program Char-3

Column N Course/Finance or a space Char-3

Column O Finance/Object or a space Char-3

Column P Object/Course or a space Char-3

Column Q Three spaces Char-3

Column R User defined Detail Description Char-30

NOTE: SMART Finance will only accept a Tab-delimited text file for the JE Import process.

Importing the file1. Go to General Ledger>Journal Entry Import.

2. Click Import. The select file window appears. Select the import file and click Open. The process will run and produce any errors or a successful message via the Process Control window.

Receipt ImportThis process will take a file containing receipt information and bring this into SMART Finance for processing within the AR module.

Creating an Import FileTo import receipt information into SMART Finance use the file format in the table below:


Notes

Column A Type rct_type C=Credit; D=Debt

Column B* Customer Group/Code

rct_cus_cd Customer Group is a single alphanumeric value. Customer Code is an alphanumeric value with a max of 10 characters. The format must be GroupCode. (i.e. 1654321 with ‘1’ as the group and ‘654321’ as the code. Must be a valid/active Customer Group/Code combination on SMART Finance.

Column C Pmt Type rct_pmt_type CS=Cash; CH=Check; W=Wire

Column D* Refer # rct_check_no Alphanumeric field with a max of 20 characters. This must be a unique value otherwise an error on import will occur.

Column E* Account Code rctd_cr_seg Contains the 18 digit account code with dashes or without. (i.e. R-01-300-292-000-050-000 or R01300292000050000) Must be a

valid/active Account Code on SMART Finance.

Column F* Amount rctd_amt 12,2-Twelve numbers are allowed before the decimal point. Two numbers are allowed after the decimal point.

Column G* Detail Description

rctd_desc 30 Characters

OTHER INFORMATION:· That in order to make this work with RevTrak, the system will

group by customer grp/code then by Detail Description. It will sort the receipt detail information by account code. Thus, the warning here, is that if a user enters the same detail description but with different account codes, the system will NOT recognize the different account codes. The user must setup a different SKU Code on RevTrak (to utilize a different account code) or with a regular Receipt Import make sure the Detail Description is different if the account code is different.

· The column values with an asterisk are required to be in the file in order to import Receipts. These are the default values that are set in the Import Setup window when Receipt type is selected.

Import SetupThe values within the Field name column on the chart above relate to the Administration>Application Setup>Import Setup window. The Import Setup window must be setup prior to importing Receipt records. The Field description can be any value. The Start column relates to the location of the field data within the Receipt Import file.


2. Click New.


4. Select the Import Type of ‘Receipt’.



7. Click Save.

NOTE: The ‘Import Code’ from the Import Setup window will be needed for the ‘Template Code field on the Invoice Import window.

Importing the File1. In SMART Finance, go to Accounts Receivable > Deposit

Control/Receipt Entry.

2.Click New to setup a Deposit Control record for the receipts being

imported. Save. Note the Deposit Control number.

3. Go to Accounts Receivable > Receipt Import.

4. Enter in a batch. It must be an existing receipt batch code.

5. Enter the Template No. Double click in the box to do a look up if needed.

6. Enter the Deposit Control number from Step 2. Tab out and verify the Description, Period, and date are correct.

7. Enter a Receipt Description that will be used on all receipts that are imported.

8. When the screen is set up, click the Import button. As with other import functions, you will use the Select screen to browse to the folder where the file is stored. Click Open for the import to begin. The process control window will display a message of any errors encountered or the number of fixed asset records imported.

9. Go to the Deposit Control/Receipt Entry screen and Query by the Deposit Control number. Click on Receipt, then Find. Make changes as needed, and then Save.

Voucher ImportThis process will take a file containing voucher information and bring this into SMART Finance for processing within the AP module.

Creating an Import FileTo import voucher information into SMART Finance use the file format in the table below:

Column A Line Number Text-4

Column B District number Char-4

Column C Invoice Date Date -MM/DD/YY or MM/DD/YYYY

Column D CommentNote: vendor comment is used if populated. Otherwise will take what is in the import file.

Char-50

Column E Vendor Group Char-6

Column F Vendor Code Char-10

Column G Vendor Remit to Code Char-10 or Blank

Column H Invoice Number Char-20

Column I Batch Number Char-6 or Blank

Column J Recv date* NULL

Column K Currency Code USD

Column L Voucher Type Char-2; I=invoice; C=credit; D=debit

Column M Single Check Flag Char-9; Y=separate check; N=no separate check

Column N Source Char-5; SHR=vouchers generated based on HR export or NULL

Column O Reference Char-10 or NULL

Column P Payment Type Char-2; CH=Check; WX=wire; CA=cash

Column Q Default AP Account Code; segs 1-9 and seg type

Char; Comma delimited between segments. Blank for

segs6-9 if using Balance Sheet acct.

Column R Terms Code Char 10

Column S PO number Char 10 or NULL

Column T 1099 Key Char 2 or NULL

Column U Company Char 6

Column V Line Number Long

Column W Sequence Line Long

Column X Number of Units Decimal 6

Column Y Rate Decimal 6

Column Z Tax Type Char 2 or NULL

Column AA

Detail Description Char 40

Column AB

Location Code Char 6

Column AC

Unit Type Char 5 or NULL

Column AD

Tax Flag Char 1; either Y or N; default to N.

Column AE

Allocation Char 8; either Y or N; default to N

Column AF Distribution Sequence Long; default to 0

Column AG

Distribution Percent Decimal 6; default to 1

Column AH

Detail Voucher Account Code segs 1-9 and seg type

Char; Comma delimited between segments. Blank for segs6-9 if using Balance Sheet acct.

Column AI Payment Discount Char 1; default to Y.

Column AJ-AN

Project acct code 1-5 Each is Char 9; default to blank

Column AO

Voucher detail requester Char 10; default to a NULL

*The received date is not used in the system. Thus a date (either MM/DD/YY or MM/DD/YYYY) can be added to the voucher import file but when the process button is clicked it will fill in the received date field for the voucher table in with a NULL value.

OTHER INFORMATION:

· Column A and Column V must be the same in order to work more than 1 detail line on a voucher. Column A and Column V pertain to the number of voucher records created whereas Column W pertains to the number of voucher detail lines created.

· Example:Column A Column V Column W0001 0001 00010001 0001 00020001 0001 00030002 0002 00010003 0003 00010003 0003 0002

· So from the example, 3 voucher records would be created. The first would have three voucher detail lines. The second would have one voucher detail line and the third would have two voucher detail lines.

Importing the File1. In SMART Finance, go to Accounts Payable > Voucher Import.

2. If you want the new vouchers to be in a batch, key in or lookup the batch code in the field. It must be an existing voucher batch code. If you need to build a new one, go to: SMART Finance / General / Batch.

3. The accounting period will be offered based on the session defaults. If this is a voucher import from SHR-payroll, think about how this period corresponds with the date of the payroll. It would be preferable to create the vouchers in the same accounting period as the payroll was run. The payments can be generated in the same period or later.

4. When the screen is set up, click the Import button. As with the other import functions, you will use the Select screen to browse to the folder where the file is stored. Click Open for the import to begin.

5. The Process Control box tells you that the import is complete, with the number of vouchers created or any errors encountered. There is a filter for duplicate invoice numbers. If a duplicate number is detected during the import, the entire file will not load. Files from payroll use the payroll code as the invoice number, so those would not normally be duplicated.

6. Go to the voucher screen and review the vouchers you have created. You may wish to add detail lines to make any monetary adjustments necessary. To reduce the total value being paid, add a line and use “-1” units and a positive number for the rate.

7. Follow regular procedures for generating and printing checks. Payroll-related vouchers are often printed separately from a regular AP check run. You can use the Voucher Status field (Hold or In Process) or set them to be unapproved in the Payment Approval screen if you need to have more control over the journalizing and payment of these vouchers.

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