SF MS USE R GROUP ME E T I NG NOVE MBE R 6, 2018 2 Ag e - - PDF document
11/6/2018 1 SF MS USE R GROUP ME E T I NG NOVE MBE R 6, 2018 2 Ag e nda SF MS We lc o me L e tte r SF MS Ca le nda r 2019 T L S 1.2 E mula to rs Autho rize d Ve ndo r L ist a nd Ve ndo r F o rm
NOVE MBE R 6, 2018
SF MS We lc o me L e tte r
SF MS Ca le nda r 2019
T L S 1.2 E mula to rs
Autho rize d Ve ndo r L ist a nd Ve ndo r F
1042’ s F
I nte rfa c e I nfo rma tio n
1099 Sc he dule o f E ve nts
Mo nth-e nd Pro c e dure s
E O 17-09 Sta tus
Co lle c tio n F e e s a nd E sta b lishing A/ Rs
T able Ar c hive s
Do c ume nt T ra c king , Pa yme nts, F ina nc ia l, Re c e ipts, Pro file s
Pur ge s
Ve ndo r T a b le ACH Ve ndo r We b site
L iquidation
E nc umb ra nc e s
Closing Pr
ams
Ye a r E nd Bie nnium
R
Pr
ams
Pro file Ye a r E nd
SF MS WE L COME L E T T E R, SF MS CAL E NDAR, AND T L S 1.2
A. L
B. 1 - 2 ye a rs C. 2 – 5 ye a rs D. Mo re tha n 5 ye a rs
(Pe rha ps it fe e ls like to o lo ng ? )
Wha t do e s it do fo r yo u? L
Pro vide s dire c t links to ma te ria ls Pro vide s c o nta c t info rma tio n a t SF
Wha t wo uld we like yo u to do fo r us? E
I
T
Da te s o f Mo nthly Clo se Pe rtine nt Pa yro ll Da te s Da te s whe n SF
Ho lida ys!
By the e nd o f De c e mb e r 2018, se c ure c o nne c tio n
We ha ve b e e n info rme d tha t e ve ry pe rso na l c o mpute r
Co nta c t yo ur a g e nc y I
E
VE NDOR SI GNAT URE AUT HORI T Y F ORM AND SF MA VE NDOR CHANGE RE QUE ST F ORM
F ORE I GN VE NDORS & 1042 RE PORT I NG
Who Wha t Why Whe re
All F
I
Pa yme nts to the Ve ndo rs a re the n re se a rc he d,
T
1042S I
Se c o nd re vie w is c o mple te d b y my ma na g e r T
T
SF
Ph 503-373-0714 E ma il ka rle ne .ha nc o c k@ o re g o n.g o v
Noun:
me e t a nd inte ra c t
with a c o mpute r.
Ve r b:
nte ra c t with (a no the r syste m, pe rso n, o rg a niza tio n, e tc .).
b y a n inte rfa c e
Noun:
Ve r b:
I
T
Co ntra c t da ta , T
n R*ST ARS, E xtra c ts a re use d to pro vide tra nsa c tio n a nd pro file info rma tio n to a g e nc ie s o r ve ndo rs fo r use in a no the r syste m o r to b e sto re d a s re se a rc h o r da ta wa re ho use a pplic a tio n.
ype s o f e xtra c ts (da ta g o ing o ut)
– Ac c o unting e ve nt, GL
ta b le , R*ST ARS pro file s, Ve ndo r, e tc .
– T
re a sury a nd Ba nking da ta
Curre ntly the re a re 78 I
nte rfa c e s se nding info rma tio n into SF MA fo r 33 diffe re nt a g e nc ie s.
18 a g e nc ie s a re pic king up E
xtra c ts pro viding pro file a nd tra nsa c tio n info rma tio n.
T
ype s of inte r fac e s (data c oming in)
Co ntra c t d a ta , T re a sury d a ta , tra nsa c tio na l d a ta
T
ype s of e xtr ac ts (data going out)
Ac c o unting e ve nt, GL ta b le , R*ST ARS pro file s, Ve ndo r, e tc .
T re a sury da ta , b a nking da ta
SF MA (R*ST ARS/ ADPICS) Da ta E xtra c ts fo r a g e nc ie s Ag e nc y inte rfa c e file s T re a sury OSPA (Pa yro ll) Payroll Info for all but 2 agencies Ag e nc y ne two rk o r syste m ORPI N (Sta te Co ntra c ts) Cash Mgmt.
T
T
T
De ve lo pme nt Pro c e ss Co mmo n Pro duc tio n Pro b le ms
F
ile F
I , he a de r a nd de ta il re c o rds, 750 c ha ra c te rs lo ng )
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nte rfa c e da ta se t (file ) na ming c o nve ntio n
SF
MS.XXXXXX.XXX.I NT RF ACE .AXXX.* (pro d – 7 da ys o f b a c kup)
SF
MS.XXXX.X.XXX.I NT RF ACE .AXXX.* (a c pt – 3 da ys o f b a c kup)
F
T PS pro to c o l o r ma infra me to ma infra me
I
nte rfa c e o pe ra to r I D
Sta g e s o f De ve lo pme nt Re q ue st Se c urity T
Re c o nc ilia tio n Co ntro l Pro c e dure Mo ve me nt to Pro duc tio n
I
I
Se c urity_Se t_Up_Ag y_xxx.xls Sa mple _De ta il_De sig n_Do c ume nt.xls I
4 pa rts to inte rfa c e se c urity I
F
E
Sta te fire wa ll (I
Onc e a n inte rfa c e is a ppro ve d to mo ve into
3 suc c e ssful te sts fo r e a c h ne w t-c o de Re me mb e r, te sting is fo r yo u. We wa nt to minimize mista ke s
c o ming thro ug h this a uto ma te d inte rfa c e , so the e nd-use rs do no t ha ve to g o in a nd ma nua lly c o rre c t the m. T he 3 suc c e ssful te sts a re SF MS minimum sta nda rd. Yo u c a n te st a s ma ny time s a s yo u ne e d to fe e l c o mfo rta b le .
One te st pe r pro c e ssing c yc le F
a ilure is whe n a tra nsa c tio n fa ile d due to a pro g ra mma tic o r so ftwa re c o nfig ura tio n e rro r (i.e ., yo u se nt b la nks in fo r a SF MA re q uire d fie ld)
Onc e re q uire me nts fo r the suc c e ssful inte rfa c e
Do c ume nta tio n sho uld inc lude a printo ut o r
A writte n de sc riptio n sho uld b e se nt with the
I
I
Se c urity F
R*ST
Ne w t-c o de s, do c ume nt type s, ne w funds, syste m
T
Whe n yo u pla n to sta rt using the inte rfa c e in
Duplic a te b a tc h ke y o r do c ume nt I
Missing info rma tio n (o pe ra to r I
E
Ba d info rma tio n (inva lid da te , he x, spa c e , e tc .) F
Ne w Inte rfa c e s o r Pro b le ms with e xisting inte rfa c e s - who c a n he lp me ? Co nta c t: Ro se Ma ttix 503 373-0770 Ro sa lyn.M.MAT T I X@ o re g o n.g o v SF MS.I NT E RF ACE I NF O@ ORE GON.GOV Ne w Da ta E xtra c t o r Pro b le ms with a n e xisting e xtra c t – who c a n he lp me ? Co nta c t: Ro se Ma ttix 503 373-0770 Ro sa lyn.M.MAT T I X@ o re g o n.g o v L ink to SF MS We b site : https:/ / www.o re g o n.g o v/ DAS/ F ina nc ia l/ Ac c tg sys/ pa g e s/ inde x.a spx
mplo ye e s with re po rta b le COBJ (D10)
pa yro ll sho p
>$600, the n sub mit 1099-MI SC Cha ng e F
ffe c tive Da te s < Ja nua ry 1, 2019
C415/ 416 to e ffe c t 1099-MISC c o rre c tio ns
R7940 re po rt no t the 43M
Ph 503-373-0714 E ma il ka rle ne .ha nc o c k@ o re g o n.g o v
T
nd Clo se
nd Clo se
isc a l Mo nth
nd Clo se
dit Mo de & Ba tc h Sta tus
Re vie w a c tivity fo r yo ur a g e nc y to e nsure a ll tra nsa c tio ns e xpe c te d to b e pro c e sse d in the c urre nt mo nth ha ve b e e n po ste d o r will b e po ste d prio r to the mo nth e nd c lo se de a dline .
E ve n tho ug h tra nsa c tio ns ma y b e e nte re d until tha t mo nth is c lo se d, it is re c o mme nde d tha t the y b e e nte re d a s e a rly a s po ssib le to a llo w time fo r re vie w a nd, if ne c e ssa ry, e rro r c o rre c tio n.
On We dne sday:
R e vie w Month E nd Sc r e e n R e por ts
Yo ur SF
MS Ana lyst will e ma il a re po rt o f a ny b a tc he s fo r yo ur a g e nc y tha t ha ve tra nsa c tio ns with a n e ffe c tive da te in the fisc a l mo nth tha t is c lo sing .
Ba tc he s o n the se re po rts e ithe r ne e d to b e re le a se d o r the
e ffe c tive da te mo ve d fo rwa rd to the ne xt fisc a l mo nth.
Yo u will no t re c e ive a re po rt if yo u do no t ha ve a ny o utsta nding
b a tc he s fo r the mo nth tha t is c lo sing . Note: Batches may be reviewed on the 530 screen, but please note that the 530 screen shows the Batch ID Date and the Batch Effective Date, not the Transaction Effective Date. You must drill down from the 530 screen to get the transaction effective date.
On T hur sday:
Continue to r e vie w Month E nd Sc r e e n R e por ts
Yo ur SF
MS Ana lyst will se nd o ut a n upda te d re po rt listing a ny b a tc he s tha t e ithe r still ne e d to b e re le a se d o r the e ffe c tive da te mo ve d fo rwa rd to the ne xt fisc a l mo nth.
Pay atte ntion to batc he s with E dit Mode 0, 1, or 3
T
he se must b e c le a re d during to nig ht’ s b a tc h c yc le to b e inc lude d in the fisc a l mo nth tha t is b e ing c lo se d.
I
f b a tc he s a re still o n the 530 sc re e n o n F rida y, yo u will ne e d to mo ve the e ffe c tive da te o f the tra nsa c tio ns fo rwa rd to the ne xt fisc a l mo nth.
On F r iday:
Continue to r e vie w Month E nd Sc r e e n R e por ts
Yo ur SF
MS Ana lyst will se nd o ut a n upda te d re po rt listing a ny b a tc he s tha t e ithe r still ne e d to b e re le a se d o r the e ffe c tive da te mo ve d fo rwa rd to the ne xt fisc a l mo nth.
Move E dit Mode 0, 1, or 3 batc he s on 530 sc r e e n to ne xt fisc al month
Be c a use the se b a tc h e dit mo de s do no t po st until the nig hty b a tc h
c yc le , the y will no t b e pro c e sse d until a fte r the mo nth e nd c uto ff.
R e le ase E dit Mode 2 batc he s or update e ffe c tive date to ne xt month
Ba tc h e dit mo de 2 po sts imme dia te ly upo n e ntry. Re vie w a nd
re le a se the se b a tc he s to ha ve the m inc lude d in the fisc a l mo nth b e ing c lo se d.
Closing the F isc al Month:
Close the F
isc al Month on the R *ST AR S 25 Age nc y Contr
Afte r a ll tra nsa c tio ns fo r the mo nth a re po ste d, a n a g e nc y
sho uld c ha ng e the L a st Mo nth Clo se d fie ld o n the 25 pro file to pre ve nt furthe r po sting . Ag e nc ie s ma y o pe n, c lo se , a nd re -
ARS is c lo se d o n a syste m-wide b a sis.
Month E
nd c lose s on a syste m-wide basis at 5:30 PM
On the following Monday:
R e vie w Month E nd Sc r e e n R e por ts
Yo ur SF
MS Ana lyst will se nd o ut a n upda te d re po rt listing a ny b a tc he s tha t we re no t c le a re d b y the fisc a l mo nth c uto ff.
Do not make c hange s or de le te E dit Mode 2 batc he s
Re le a se E
dit Mo de 2 b a tc he s still o n the 530 sc re e n the Mo nda y fo llo wing mo nth e nd c lo se . T he tra nsa c tio ns ha ve po ste d to the fina nc ia l ta b le s. Cha ng ing o r de le ting the se b a tc he s will re sult in inc o rre c t mo nthly re po rts fo r the mo nth tha t c lo se d.
Move E dit Mode 0, 1, or 3 batc he s on 530 sc r e e n to ne xt fisc al month
T
he se ha ve no t po ste d to the fina nc ia l ta b le s. Upda te e ffe c tive da te o f the se tra nsa c tio ns to the c urre nt fisc a l mo nth a nd c o rre c t a ny e rro rs to a llo w the m to c le a r the 530 sc re e n.
T he Ba tc h E dit Mo de de te rmine s whe the r R*ST ARS pe rfo rms e dits a t the time the b a tc h is e nte re d o r during the nig htly b a tc h c yc le . R*ST ARS pe rfo rms two type s o f e dits o n e nte re d tra nsa c tio ns:
Data E le me nt E dits
Co mpa re c o ding fie lds o n the tra nsa c tio n a g a inst pro file s fo r va lid
da ta .
F inanc ial E dits
Co mpa re fina nc ia l fie lds o n the tra nsa c tio n a g a inst b udg e ta ry a nd
c a sh c o nstra ints in the syste m.
Batch Edit Mode Data Element Edits Financial Edits Post to Financial Tables Edit Mode 0
Data Entry Only
Nightly cycle Nightly cycle Nightly cycle (if no errors) Edit Mode 1
Master Edit Only
Immediately Nightly cycle Nightly cycle (if no errors) Edit Mode 2
Edit and Post
Immediately Immediately Immediately Batch Edit Mode Description Edit Mode 3
Batches with Errors
R*STARS assigns to batches with transaction errors after nightly batch cycle. Correct errors and re-release batch. Edit Mode 4
Waiting Approval or Payment
R*STARS assigns when entered batch has not yet been approved or voucher payable has future due date. System-Generated Batch Edit Modes
T he Ba tc h Po sting Sta tus is use d to de te rmine if a nd ho w b a tc he s a re pro c e sse d in R*ST
ra nsa c tio ns within the b a tc h a re he ld. If E dit Mo de 0 o r 1, tra nsa c tio ns ha ve no t po ste d. If E dit Mo de 2, tra nsa c tio ns ha ve po ste d.
ra nsa c tio ns within the b a tc h a re re le a se d fo r pro c e ssing .
ra nsa c tio ns within the b a tc h a re re le a se d a nd a ppro ve d.
dit Mo de 2, tra nsa c tio ns within the b a tc h a nd the b a tc h itse lf a re imme dia te ly de le te d fro m the syste m. In E dit Mo de s 0 a nd 1, the tra nsa c tio ns a nd the b a tc h a re fla g g e d fo r de le tio n.
He re a re so me e xa mple s o f wha t yo u mig ht se e o n the 530 sc re e n:
f a b a tc h ha s a sta tus o f ‘ H’ a nd is E dit Mo de o f 0 o r 1, the tra nsa c tio ns a re no t po ste d to the fina nc ia l ta b le s.
f a b a tc h ha s a sta tus o f ‘ H’ a nd is E dit Mo de 2 o r 4, a ll the tra nsa c tio ns ha ve a lre a dy po ste d to the fina nc ia l ta b le s.
f a b a tc h ha s a sta tus o f ‘ H’ a nd is E dit Mo de 3, the b a tc h ha s pro c e sse d, b ut o ne o r mo re tra nsa c tio ns within the b a tc h c o nta in e rro rs.
f a b a tc h ha s a sta tus o f ‘ P’ a nd is E dit Mo de 2 o r 4, the tra nsa c tio ns ha ve po ste d to the fina nc ia l ta b le s. Please refer to the SFMS Error Correction Information handout for further examples.
R *ST AR S Data E ntr y Guide
Cha pte r # 12: Mo nth & Ye a r E
https:/ / www.o re g o n.g o v/ da s/ F
ina nc ia l/ Ac c tg Sys/ Do c ume n ts/ Cha pte r_12_Mo nth_Ye a r_E nd_Pro c e ssing .html
SF MS De sk Manual
Othe r 1: E
https:/ / www.o re g o n.g o v/ da s/ F
ina nc ia l/ Ac c tg Sys/ Do c ume n ts/ o the 1.pdf
Your SF MS Age nc y Suppor t Analyst!
ODOT
T
Ma y 2018 re c o rde d tra ining a va ila b le in iL
Co urse title : DAS – E
F re q ue ntly a ske d q ue stio ns a va ila b le o n E xe c utive Orde r 17-09 we b pa g e
www.Ore g o n.g o v/ da s/ F
ina nc ia l/ Ac c tng / Pa g e s/ E xe c utive -Orde r-17- 09.a spx
Se c tio n V – c o o rdina tio n o f ve ndo r pa yme nts a nd c o lle c tio n e ffo rts Re vie w re g ula rly to e nsure a g e nc y re q uire d a c tio ns a re c o mple te d
E ffo rts c o ntinue to e va lua te pro c e sse s to inc re a se po te ntia l re c o ve rie s
Suspe nse a c c o unt tra nsa c tio ns SPOT
S c a rd tra nsa c tio ns
Who do I c o nta c t with q ue stio ns a b o ut this pro c e ss?
SF
MA pro c e ssing q ue stio ns:
F
a b io la F lo re s, 503-373-0734, F a b io la .F lo re s@ Ore g o n.g o v
De pa rtme nt o f Re ve nue pro c e ssing q ue stio ns: E
ma il: Sta te Ve ndo r.Ma tc hing @ Ore g o n.g o v
Po lic y q ue stio ns: Sta c e y Cha se , 503-947-8567, Sta c e y.A.Cha se @ Ore g o n.g o v
Disc laime r
:
T
T
T
Re c o rding c o lle c tio n fe e s va rie s b a se d o n who pa ys the fe e s
T wo c o mptro lle r o b je c ts (c o b j):
Co b j 4720: c o lle c tio n fe e s - DOR Co b j 4725: c o lle c tio n fe e s – priva te c o lle c tio n a g e nt
Ve rify whic h e ntity c o lle c te d the a c c o unt
Priva te c o lle c tio n firm (PCF
)
PCF
thro ug h De pa rtme nt o f Re ve nue Othe r Ag e nc y Ac c o unts (DOR-OAA)
DOR-OAA
E xa mple 1:
A/ R b a la nc e = $1,000 (o rig ina l A/ R e sta b lishe d with a t-c o d e 199)
DOR-OAA c o lle c tio n = $500
Co lle c tio n fe e = $75
DOR-OAA re mitte d = $425
Ag e nc y pa ys the c o st o f c o lle c tio n
De po sit = $425
Re c o rd the de po sit a s fo llo ws:
T
C 176, Re f Do c (A/ R numb e r) = $500
T
C 172R, Co b j 4720 (DOR-OAA) = $75
Ne t tra nsa c tio n = $425
E xa mple 2:
A/ R b a la nc e = $2,000 (o rig ina l A/ R e sta b lishe d with a t-c o de 199) PCF
c o lle c tio n = $250
Co lle c tio n fe e = $65 PCF
re mitte d = $185
De b to r pa ys the c o st o f c o lle c tio n
De po sit = $185 Re c o rd the de po sit a s fo llo ws:
T
C 176, Re f Do c (A/ R numb e r) = $185
No c o lle c tio n fe e s re c o rde d
E xa mple 3:
A/ R b a la nc e = $3,000 (o rig ina l A/ R e sta b lishe d with a t-c o d e 199)
PCF c o lle c tio n (thro ug h DOR-OAA) = $1000
Co lle c tio n fe e = $260
DOR-OAA re mitte d = $740
Ag e nc y pa ys the c o st o f c o lle c tio n
De po sit = $740
Re c o rd the de po sit a s fo llo ws:
T
C 176, Re f Do c (A/ R numb e r) = $1000
T
C 172R, Co b j 4725 (PCF ) = $260
Ne t tra nsa c tio n = $740
Sa mple DOR pa yme nt re po rt:
Pa yAmt: to ta l pa yme nt a mo unt Co llF
e e : c o lle c tio n fe e a sse sse d fo r the pa yme nt
Distrib utio nAmt: ne t a mo unt distrib ute d to yo ur a g e nc y T
ype Co de :
P – pa yme nt re c e ive d a t DOR-OAA B – pa yme nt re c e ive d a t a g e nc y T
– pa yme nt re c e ive d a t priva te c o lle c tio n firm
Additio na l re so urc e s a sso c ia te d with c o lle c tio n fe e s: OAM 15.35.00 – Re ve nue s a nd Re c e iva b le s https:/ / www.o re g o n.g o v/ da s/ F
OAM 35.40.20 – Co lle c tio n F
https:/ / www.o re g o n.g o v/ da s/ F
Disc laimer
:
T
he fo llo wing info rma tio n is pro vide d to a ssist a g e nc ie s in ide ntifying o ppo rtunitie s to ma ximize the use o f SF MA to stre a mline A/ R ma na g e me nt pro c e sse s.
T
he fo llo wing info rma tio n re pre se nts re c o mme nde d da ta e ntry
e a c h a g e nc y.
T
he fo llo wing info rma tio n do e s no t o ve rride the R*ST ARS Da ta E ntry Guide .
T
he fo llo wing info rma tio n is no t re q uire d to b e use d b y a g e nc ie s.
E sta b lish a n A/ R in SF MA
Use a do c ume nt suppo rte d G/ L
a c c o unt
Due date fie ld - e nte r the a c tua l due da te o f the re c e iva b le
I
f o ne A/ R ha s multiple “o rig ina l” due da te s, e sta b lish a se pa ra te suffix fo r e a c h due da te Do c date fie ld – e nte r the da te the re c e iva b le wa s issue d (e .g . ma ile d)
Re c o rd A/ R c o lle c tio ns in SF MA
Due date fie ld - e nte r the o rig ina l A/ R due da te Do c date fie ld - e nte r the da te the pa yme nt wa s re c e ive d b y the a g e nc y S
e rv date fie ld – e nte r the da te the re c e iva b le wa s issue d
MPCD fie ld – e nte r “PI
F ” if the c o lle c tio n re pre se nts the fina l pa yme nt o n the a c c o unt (PI F = pa id in full)
T ra c k o utsta nding A/ R using a n I R Studio a g ing re po rt
Mo nito r a nd ma na g e o utsta nding A/ R a c tivity Da ta use d to re po rt o utsta nding A/ R b a la nc e s (q ua rte rly pe rfo rma nc e
me a sure )
E sta b lish a n I R Studio c o lle c tio ns re po rt
Da ta use d to re po rt to ta l A/ R c o lle c tio ns (q ua rte rly pe rfo rma nc e me a sure )
E sta b lish a n I R Studio da ys to c o lle c t re po rt
Da ta use d to re po rt numb e r o f da ys to c o lle c t using the issua nc e da te a nd PI
F da te (a nnua l pe rfo rma nc e me a sure )
F
R Studio re po rts, se nd a n e ma il to : Sta c e y.A.Cha se @ Ore g o n.g o v
Ye a r e nd re c la ssific a tio n fro m c urre nt to no n-c urre nt G/ L a c c o unt
Re fe r to Ag e nc y Guide to F
isc a l Ye a r E nd Clo se
Go ve rnme nta l funds – T
C 945 (a uto -re ve rse )
Pro prie ta ry & fiduc ia ry funds – T
C 474/ 474R (ma nua l re ve rse )
https:/ / www.o re g o n.g o v/ da s/ F
ina nc ia l/ Ac c tng / Pa g e s/ Yr-e nd-c ls.a spx
Bie nnium e nd ro ll-o ve r
All A/ Rs in do c ume nt suppo rte d G/ L
a c c o unts must b e ro lle d o ve r to the ne w b ie nnium
F
E
nte r o rig ina l due da te a nd o rig ina l issua nc e da te info rma tio n
SF
MS De sk Ma nua l: https:/ / www.o re g o n.g o v/ da s/ F ina nc ia l/ Ac c tg Sys/ Do c ume nts/ re ve 2.pdf
Re se a rc h c o ntinue s to ide ntify o ppo rtunitie s to
Que stio ns o r c o mme nts? Se nd e ma il to : Sta c e y.A.Cha se @ Ore g o n.g o v