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Billing, Accounts Receivable & Interfunds Year End

Presented by Donnita Thomas

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Clean Up Activities – Bills, Pending Items & Deposits

Bills/Pending Items: There is no clean-up activity at this point and we do not foresee any between now and Fiscal Year End.

Deposits: All Deposits with an Accounting Date of 6/30/11 and prior must be completed and State Treasurer/A&R approved by 3:00pm July 13th, 2011.

Emails regarding Deposits that need to be completed or deleted have been going out for the past two months, this will continue. Response has been great.

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Clean Up Activities – Interfund Deposits

Interfunds:All Interfund Deposits with an Accounting Date of 4/1/11 and prior will be deleted the week of 5/30/11. Emails have been sent to Agencies that have transaction in need of review.

All Interfund Deposits with an Accounting Date between 4/2/11 and 6/30/11 must be approved by 3:00pm July 13th, 2011 or they will be deleted.

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Clean Up Activities – Interfund Vouchers

Interfunds:All Interfund Vouchers with an Accounting Date of 4/1/11 and prior will be deleted the week of 5/30/11. Emails have been sent to Agencies that have transaction in need of review.

All Interfund Vouchers with an Accounting Date between 4/2/11 and 6/30/11 must be approved by 3:00pm July 13th, 2011 or they will be deleted.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Interfunds:In order to avoid your Interfund Deposit with a date prior to 4/1/11 from being deleted the week of 5/30/11, you can change the Accounting Date to the current date.

In order to avoid your Interfund Deposit with a date after 4/1/11 and before 6/30/11 from being deleted 7/13/11 you can change the Accounting Date to the new Fiscal Year.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Scenario: Your Agency has an Interfund Deposit with an Accounting Date of 3/1/11 that has been approved, but the Paying Agency has not yet approved their side of the Interfund. You must change the Accounting Date from 3/1/11 prior to 5/27/11 or the SMART Team will delete the Interfund Deposit and Interfund.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 1: Locate the Interfund DepositStep 2: Un-approve the Interfund Deposit and Save.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 3: Click the ‘Update Deposit’ link and verify that the ‘Agency Approval’ is ‘Not Approved. Click ‘OK’ to return to the Interfund.

Step 4: If the ‘Agency Approval’ is ‘Approved’, click ‘OK’ on the Deposit to return to the Interfund. Click the ‘Approved’ Radio button, save. Click the ‘Not Approved’ radio button and save. Repeat Step 3.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 5: Navigate to: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries and locate Deposit

Step 6: Un-check the ‘Complete’ box.

Step 7: A warning message appears, click ‘OK’. Save.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 8: Navigate to: Accounts Receivables>Regular Deposit and locate Deposit.

Step 9: Change the Accounting Date to today’s date.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 10: Click the ‘Payments’ tab. Change the Accounting Date here as well. Save.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 11: Navigate to: Accounts Receivable>Payments>Direct Journal Payments>Create Accounting Entries and locate DepositStep 12: Check the ‘Complete’ Box. Save.

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Clean Up Activities – How to change the Accounting Date on a Deposit

Change the Accounting Date on an Interfund Deposit

Step 13: Navigate to: Accounts Receivable>Interfund Details and locate the InterfundStep 14: Click the ‘Approve’ radio button. Save.

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Clean Up Activities – Interfund Deposits

Interfund Deposits:If the Paying Agency has not approved their side of the Interfund by 6/30/11, you can then repeat the previous steps changing the Accounting Date to 7/1/11 (or current FY12 date). If you have an Interfund Deposit in SMART with a date of 6/30/11 or prior as of 7/13/11 it will be deleted.

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