General Ledger

General Ledger (GL) Encumbrance Journals (non-supplier specific encumbrances) obligate budget at fiscal year-end. This job aid provides the steps in the GL encumbrance process.

This training guide provides a general ledger and journal entry overview: key terms, State of Kansas ledgers, key concepts in the journal process, end-to-end journal process and general ledger workflow.

This training guide provides instructions on GL Workflow: Approvals using Manage Approvals, Approvals via WorkList, Assign Proxy (Alternate) Approver, Insert Ad Hoc Reviewers/Approvers.

This training guide contains: Journal Entry Overview, Creating a Journal Entry in SMART, Importing Spreadsheet Journals in SMART, Processing Journals, and Reviewing Journals in SMART.

This training guide covers: Spreadsheet journals overview, spreadsheet journal file requirements, creating a spreadsheet journal, and uploading a spreadsheet journal.

Agency month-end processing is important in the SMART General Ledger as it allows SMART reports to display the correct monetary amounts. Also, month-end processing will ensure that the appropriation and cash budgets are impacted correctly.

This training guide provides instructions on the journal edit process and reviewing budget check errors.

This training guide covers: Reviewing journal status, the ledger inquiry page, and journal inquiry.

This job aid provides instructions on adding budget unit chartfields.

This job aid provides instructions on adding department IDs.

This job aid provides instructions on adding funds.

This job aid provides instructions on adding program code chartfields.

This job aid provides instructions on approving chartfield requests.

This job aid provides instructions on approving chartfield requests via worklist.

This training guide provides information on the Request Chartfield business process to add or update ChartFields is done in SMART. All ChartFields maintained by the Department of Administration (D of A) use this process.

This job aid provides instructions on updating budget units using 'Add a new Value'.

This job aid provides instructions on updating budget units using 'Find an Existing Value'.

This job aid provides instructions on updating department IDs using 'Add a New Value'.

This job aid provides instructions on updating department IDs using 'Find an Existing Value'.

This job aid provides instructions on updating funds using 'Add a New Value'.

This job aid provides instructions on updating funds using 'Find and Existing Value'.

This job aid provides instructions on updating program codes using 'Add a New Value'.

This job aid provides instructions on updating program codes using 'Find an Existing Value'.

This query is designed to list GL Journals for a specific ChartField value: By Department, by Fund, by Fund and Budget Unit, by Program, and by Source and Department. This job aid shows you how to use each of the queries.

This query provides all General Ledger activity including journals, Accounts Payable, Accounts Receivable, Payments, and Travel & Expenses. The query results include: Journal ID, FY, Invoice Number, PO Number, Payment ID, Vendor Number/Employee ID, Name, Budget Date, Bus Unit, Dept, Fund, Bud Unit,, Program, Account, Description, Sum Amount, Project, Activity, AN Type, Source Type, Category, Subcategory, and Agency Use.

The FIN Queries allow SMART end users to run queries containing lists of their Agency’s data such as ChartField values. The information provided in these queries is stored ‘behind the scenes’ in SMART in a series of data tables called “Control Tables”. These Control Tables store data such as Chartfield values or Agency data by either the ‘Effective Date’ and/or by the ‘As of Date’. The SMART Control tables contain lists of Chartfield values and Agency data that are shared across a Business Unit (Agency).