Vendor Audit Report The Vendor Audit Report was designed to assist districts to better track when vendor changes occur. This report can be used to help with Internal Control processes that need to be narrated for auditing purposes. 1. General > Report Selection > Accounts Payable > Vendor Audit Report 2. Enter the Start Date and End Date for retrieving data. A suggestion is to run the report from July 1 through June 30 or date of the audit. 3. Create Report 4. A listing of all vendors that had Name and/or Address changes will appear. 5. The User ID of the person making the changes will also appear. 1
Report Retrieval The Report Retrieval allows the user to quickly key parameter values to retrieve specific information for a report. 1. From the SMART Finance menu, select General > Report Selection and then the report you want to run. 2. The Report Window will be displayed. 3. Tab or arrow up/down on the parameters to go from one value to the next. If no values are entered in a field, the report will run wide open. As you enter in values, the report will filter down the results accordingly. 4. Click on a Retrieval Argument Value field to receive values on the right side of the screen. Double click on the Select Value(s) or use the Select Value arrows to transfer into the retrieval box. a. Select multiple values by holding down the Ctrl key, and then click the arrow button. b. Select a block of values by holding down the Shift key, and then click the arrow button. 5. Some reports offer a dropdown box of functions of operation to retrieve specific information. These operators can help filter a report for a specific group of data. 6. To include particular information use the = or Like operators. 7. To exclude particular information use the Not Like or not = operators. 2
8. Click on Create Report to run the report. 9. Review the results on the window. 10. If the report is not what you wanted, click the Redo icon. 11. The report values will be set back to what was just run for the report. 12. If the Redo icon is clicked on the Report Window screen, the report values will be reset back to their default values. Saving a Report The Report Defaults allow the user to save multiple sets of retrieval arguments for a particular report. When the report is run, 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. 1. Open the Report Window and enter the desired parameter values. 2. Place your cursor in the box to the right of the button. 3. Enter up to a 50 character title in the area then click the button. 4. The report default name moves up into the Report Defaults box and can be selected when running the report in the future. 3
Note the title of the report at the top of the Report Window screen. Report titles may be changed to meet ifi d 5. Multiple defaults can be set for the same report. If more than ten defaults are saved, a scroll bar will appear to scroll up or down the alphabetized list of report defaults. 6. If the Report Default is no longer needed, the Delete key will remove the default from the list. 4
Over Budget Viewing Tool The Account Analysis button appears on the Requisition, Purchase Order and Voucher entry screens as wells as the Requisition Budget Approval and Purchase Order Budget Approval screens. The purpose of the button is to allow users to quickly view and analyze account codes that are over budget on a transaction without having to go through the normal menu process. SMART Finance features Overbudget Controls. This feature will stop a transaction from continuing if an account code is over the budgeted amount. The over budget detail line will be highlighted in red. If Overbudget Controls are not used, the system will highlight an over budget detail line in yellow. The transaction is allowed to continue forward with a warning message. Regardless if your district uses Overbudget Controls on SMART Finance or not, a quick list of all over-budget transactions can be found. 1. SMART Finance > Purchase Order > Requisition Budget Approval or Purchase Order Budget Approval screens. 2. Click Find to see all over-budget transactions and detail lines. 3. The top portion of the screen will list the transaction number, vendor information, amount, approval status and route status. 4. The bottom portion lists the lines of detail for the account codes that are over budget for the line that is selected on the top of the screen. 5. Click the Detail button to see the transaction itself. 6. Click the Account Analysis button to quickly get to the Account Analysis screen prefilled with the over budget account codes. 5
7. If Overbudget Controls are used, this will help the Budget Manager determine if the transaction can be approved to continue in the purchasing process or if it will be denied. As stated earlier, the Account Analysis button also appears on the requisition, purchase order and voucher entry screens as well. After a record has been saved, SMART Finance does a budget check on each account code to determine if that code is over budget. If it is, the detail line highlights in yellow or red. To view the status of those over-budget codes, simply click on the Account Analysis button to get to the Account Analysis screen. The screen will be pre-filled with the account code(s) that are over budget on the transaction. If no lines on a transaction are over budget, the Account Analysis button can still be clicked to get to the screen quickly. It will not be pre-filled with any account codes. Enter an account code or dimensions of a code to review. 6
Deposit Control / Receipt Entry You have instructions on how to create deposits and receipts in the SMART Finance program. The following are other things to watch and be aware of when creating deposits, receipts, locking records, and running reports. 1. We strongly encourage you to create one deposit for each time you go to the bank. Every trip to the bank should equal one line of information on the Deposit Control screen. 2. During the creating of the receipts, be sure to do a separate receipt for each separate customer. This will allow you to run reports based on customer information, if needed. Also, for those of you that have default account codes set up for each customer, creating a separate receipt for each different customer will save you key strokes. 3. After you have verified that the Amount field and the Applied Amount field are the same value and the Remaining to Apply field is $0.00, it is safe to save the receipt. 4. Sometimes when applying money to invoices, you may receive prepaid amounts from the customers. This means that the customer is paying ahead or paying more than they owe. If you have this situation: a. Enter the actual amount the customer is paying in the Amount field. b. When you click Save, a box will appear asking if you would like to Create On Account or Leave Unapplied. c. Select Create On Account and click OK. This will create an OnAcct Type invoice. (A default code must have been set up in Administration.) d. Once another invoice is due from the customer, the On Account amount can be applied to the outstanding invoice. 5. A write-off is another situation that may occur on an invoice. a. A write-off can be created while you are applying money to the invoice by doing the following: 7
i. Enter the actual amount the customer is paying in the Amount field. ii. Click in the Apply box in the Invoice area. iii. The Apply Amt field will show how much was applied. iv. The difference from the Balance and Apply Amt field should be entered in the Write-Off Amt field. v. When you tab off the Write-Off Amt field, another screen will appear. vi. This will allow you to enter an account code for the write-off transaction. (You may want to enter the account code that was originally used on the invoice.) b. Invoices can also have a write-off created if there is no money to apply to the invoice. To do this: i. Create a zero-dollar deposit. ii. The Estimated column will be zero. iii. Click the Receipts button after creating the Deposit Control Record. iv. Enter the customer or invoice number to write off. v. The Amount field will be zero since there is no money changing hands in this transaction. vi. Click the Apply box in the Invoice area of the Receipt screen. vii. Tab to the Apply Amt field and enter 0.00. viii. Tab to the Write-Off Amt field and enter the amount to write off. ix. When you tab off the Write-Off Amt field, the Write-Off Account Entry screen will appear. 8
x. This will allow you to enter an account code for the write-off transaction. (You may want to enter the account code that was originally used on the invoice.) 6. When all the receipts for the deposit have been entered, you will close the receipt screen and the Deposit Control screen appears. Be sure to verify that the Actual column and the Base Amt columns on the Deposit Control screen are the same amount. IF THESE ARE NOT THE SAME AMOUNT, PLEASE CALL REGION V. This means that you have an unapplied receipt and it will create trouble down the road. We can easily fix the situation after we have reviewed it. 7. If the Estimated column does not match the Actual column, and it has been determined the Actual amount is correct; change the estimated amount. The estimated amount can be changed at any time. 8. If you would like to edit a receipt, you are able to do so prior to Locking the Deposit Control record. From the Deposit Control screen: a. Click the Receipts button. This will bring you to the Receipt Entry screen. b. Click Find. The receipts that were created will appear. c. You are able to change any data necessary. d. Be sure to save your changes. 9. A good report to run to verify everything on the Receipt is correct is the Receipt Listing with Detail by Deposit. a. The report is located in General > Report Selection > Accounts Receivable. b. To run the report input the date of the deposit in the Start Date and that same date in the End Date parameter. You do not need to know the receipt numbers to run this report. 10. Remember to Lock the Deposit Control record after you have verified the receipts amounts and account codes. Locking the Deposit Control record allows you to be able to create the receipt journal entries. This step allows everyone to see up-to-date information on the revenue account codes (or expenditure and balance sheet codes) used in the receipt area. 9