Accounts Payable (AP)

This training document contains the step by step instruction of how to enter vendor information into SMART. There are several activities within this training document - each activity covers different vendor possibilities.

This comprehensive training guide contains the information associated with vendor entry and maintenance in SMART.

Users guide to creating and using voucher Control Groups in SMART.

This training document shows you how to use copy a PO details into a voucher using the Worksheet Copy Option of 'Purchase Order Only'.

This training guide shows you how to copy from a receipt line, to pull the correct quantity/amount received into the voucher (instead of pulling in the total PO quantity/amount).

This training document covers the Match Workbench which allows you to view a list of vouchers and match information. This Match Workbench page and the pages accessible from it enable you to override exceptions, correct errors, put vouchers on a match hold, initiate the Matching process, and undo matched vouchers.

Step by step instructions that show you how to create a 1099 voucher in SMART.

Outlines the steps you need to take to create a Single Payment Voucher in SMART. Please note that creating a Single Payment Voucher is an EXCEPTION process that is to be used only in rare circumstances.

This training document outlines the steps and information for deleting and closing vouchers in SMART.

Contains the information and steps to create a payment message, and to maintain (edit) an existing payment message.

Contains the information and steps to create a new speedchart, edit an existing speedchart, and to delete a speedchart.

Shows you how to enter new voucher origin approvals, and how to edit or maintain existing voucher origin approvals.

Contains the step by step instructions to show you how to enter a Journal Voucher in SMART.

This training document shows you the steps to process a journal voucher for a single pay voucher. Use this process when you need to either: change the Fund, Budget Unit, Program, Account Code, and Project chartfields (if applicable to your agency) for a Single Pay Voucher that has already been paid in SMART, or, change the split (funding distribution) for a Single Pay voucher that has already been paid in SMART.

This training document contains information about INF50 (interface to upload vouchers from an Excel spreadsheet in to SMART). Document contains the step-by-step instructions to use the INF50 Excel spreadsheet, and instructions on how to import the journals in to SMART.

This training document contains a list of the Matching Rules in SMART. This document provides the following information: Name of the matching rule, a description (explanation) of each matching rule, and instructions on how to fix each of the matching rule errors.

This training document contains a troubleshooting guide on how to determine why a voucher is not being selected for payment by a paycycle.

This training document contains a list of the voucher setoff statuses, and provides a detailed explanation of each setoff status.

Comprehensive training guide for template vouchers in SMART, including how to create template vouchers in SMART, and how to use a template voucher in SMART.

The Voucher Build process can result in pre-edit errors, stored in the quick invoice tables, or vouchers in recycle status, stored in the online voucher tables. This training document shows you how to navigate to, and look at the data in both tables.

This training document contains a list of voucher styles used in SMART, and contains a detailed explanation for each voucher style, and when they should be used.

Comprehensive training document that covers the ten possible reasons that a voucher has been entered in to SMART but it has not processed for payment.

This training document contains an overview and detailed step-by-step process for creating wire transfer vouchers in SMART. This process is used for any type of payment that utilizes the State Treasurer’s Office to wire funds, or to recognize debits (i.e. tax payments) to our account. This process replaces process of creating a check and delivering it to the State Treasurer’s Office to be wired.

This tool provides a guide to creating vouchers by selecting the appropriate value from the "Worksheet Copy Option‟ drop down list.

This tool contains a guideline on when and how to use the "Finalize‟ button and the "Unfinalize‟ button on a voucher in SMART.

This tool contains an overview of the Setoff Program which is administered by the Department of Administration.

Compares the AP Open Liability balance to the GL Open Liability balance (Account 220100). (Crystal Report). Note: This report is for Accounts Payable only and does not include Expenses Payable or other non-AP liabilities. This report does not contain funding information.

Lists all open AP liabilities by business unit. (Crystal Report). Note: This report is for Accounts Payable only and does not include Expenses Payable or other non-AP liabilities. This report does not contain funding information.

The purpose of this report is to identify outstanding or unreconciled checks. This report provides results of all outstanding checks issued within the date range requested that haven’t yet been escheated.

This query provides the agency with a listing of Outstanding or Unreconciled checks with the Voucher # and funding information.

This query is designed to identify Kansas Department of Revenue (KDOR) external checks that have been escheated. You can select any range of check date values.

This query is designed to identify Kansas Department of Revenue (KDOR) external checks that are unreconciled (outstanding). You can select any range of check date values.

This query is designed to identify Payroll checks that are unreconciled (outstanding). You can select any range of check date values.

This query is designed to identify Payroll checks that have been escheated. You can select any range of check date values.

This query is designed to identify STARS checks that have been escheated since we transitioned to SMART. The query results include STARS checks escheated on July 15, 2011 with payment dates between June 1, 2009 and June 30, 2010.

This training document shows you the flow of Accounts Payable information through SMART.

This training document provides a month end checklist for SMART as it pertains to Accounts Payable transactions within SMART. Use this training document at the of each month to make sure that you are processing all your transactions correctly, prior to month end close.