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