Maryland Courts

Messages from Tammy Sitar


Update: December 3, 2014

REPORTS MATRIX Please note that the recently announced “Reports Matrix” from Accounting Day has been completed and is posted on this site.  This matrix provides a lot of useful information for obtaining information from the system by functional area.  The matrix is presented in a user question format and contains links to other helpful documents, descriptions, when it may be used and the appropriate navigation.  It can be found under the Tip Sheets General heading and also, on the home page under “What’s New” in the right hand corner.

PLANNED SYSTEM OUTAGE COMING SOON - The GEARS team will be making planned system changes/updates on the weekend of December 12. During this time, the system will be unavailable from Friday evening, December 12 through Sunday evening, December 14. Another reminder announcement will be sent closer to the actual date.

 

Update: November 25, 2014

Accounting DayThe GEARS Project Team would like to thank everyone for their attendance and participation at our recent Accounting Day.  We have heard favorable comments and reviews and really appreciate your feedback.  We will continue to look for ways to improve the system and our processes.  As always, I welcome any further suggestions or comments.

Planned System Outage in December - The GEARS team will be making planned system changes/updates on the weekend of December 12.  During this time, the system will be unavailable from Friday evening, December 12 through Sunday evening, December 14.  Another reminder announcement will be sent closer to the actual date.   


ORDER TO CASH:

Defaulted Bill Line Type - When adjusting a current bill or adding a new bill and the Bus-Payment Charge Code is added, the Line Type of ‘MISC’ will automatically be defaulted in.  You will no longer need to change the Line Type field from ‘Rev’ to ‘MISC’.  This change will assist with better reporting of Revenue Charge Codes. ***NOTE - This change should be effective in the system on Wednesday, November 26.***

New AOC Funds Allocation Reports run control page - The Revenue FAR, Credit Card FAR, and STARS FAR reports will now be found under the same menu path, but with the name, ‘AOC All Fund Allocation Rpts’.  Each report will be run separately as done today by selecting a report from a drop down list to request the desired report to process.  ***NOTE - This change should be effective in the system on Wednesday, November 26.***


PROCURE TO PAY:

Copying Receipts or Purchase Orders into the Voucher/Default Business UnitWe have made a change so that your Business Unit of “MDJUD” will default into the Copy Worksheet when attempting to pull in the PO Receipt or the Purchase Order to the voucher.  In many instances, people would forget to enter their business unit on these pages, so they were unable to “find” their receipt or purchase order.  This change will prevent this error and allow users to easily find their documents for copying into the voucher.  ***NOTE - This change should be effective in the system on Wednesday, November 26.***

Duplicate Invoice Warning The system has a mechanism to prevent duplicate invoices.  Upon trying to save a voucher, the system compares the vendor ID #, Invoice # and invoice amount to all vouchers in the system.  If it finds a match on these three fields, you will receive a message similar to the below upon trying to save your current voucher.  If you receive the below message, please be sure to review the other voucher number noted in the warning message to ensure you are not entering a duplicate voucher.  You may open another GEARS window to do this review, keeping your message on your current window. 

  1. Duplicate - If after your review of the previous voucher, you determine that the current voucher is a duplicate, then you should select cancel.  This will put you back into your current voucher page.  From here, you should navigate to home.  The system will then provide the below second message stating that you have unsaved data.  You should select cancel.  The system will exit from your current voucher without saving the document or creating a new voucher number.     

 

Message Warning

Save Warning

  1. Not a Duplicate – If after your review of the previous voucher, you determine that the current voucher is not a duplicate, then you should select OK in the first displayed message above.  The system will proceed in saving your current voucher and assigning a new voucher number.

 

MATCHINGThe Department of Budget and Finance has recently had many requests for vouchers to be unmatched.  This process can be quite time consuming and is preventable.  Please take an extra minute before saving your voucher and running matching to ensure that you have utilized the correct Purchase Order, received the correct quantity or amount and that all other fields are correct.  If a PO voucher has NOT been matched and you realize that the receipt is missing, you can still copy in the receipt using the Associate Receiver(s) hyperlink (see below).  This will allow you to add the receipt without removing the PO and then to continue on with the Matching process.  If you should need assistance with this process, please contact staff in DBF Accounts Payable or complete a help desk ticket.  Also as an additional note, if you are a receiver in the field, please assist your AP Invoice entry person by noting the PO# and the receipt number on any applicable information provided to them.

Invoice Lines

 

RECEIPTSAs we all know at this point, the procurement policy changed as of July 1, 2014, and this impacted the requirement for receipts.  Please review the below information.   We are finding instances where a receipt has been created against a Purchase Order but subsequently, the receipt was not copied into the voucher.  When this happens, the PO cannot be closed and finished because the receipt is attached to the PO but it was not used in the voucher.  To minimize these errors, please make sure that extra receipts are not completed when not required, and if they are needed and created, that they are copied into the voucher.  If you get into the habit of copying into the voucher from your source document of a PO Receipt as your first option (rather than copying from Purchase Order Only), this may assist in catching receipts that were created.  It will at least give you the opportunity to determine whether a receipt was required or done and If not, you can easily change to copying in from the Purchase Order Only.  If a PO voucher has NOT been matched and you realize that the receipt is missing, you can still copy in the receipt using the Associate Receiver(s) hyperlink (see above).  This will allow you to add the receipt without removing the PO and then to continue on with the Matching process.  If you should need assistance with this process, please contact staff in DBF Accounts Payable or complete a help desk ticket.   

Purchases Created by DPCA

Receipt
Requirement

Area Impacted

Purchases of Services

No Receipt Required

AOC, Circuit Courts, Appellate Courts, Programs, and District Court

 

Purchases of Goods

Receipt Required

AOC, Circuit Courts, Appellate Courts, Programs, and District Court

 

If you have any specific requests or issues that you would like to see addressed in these emails or with Tip Sheets, please let me know.

Thank you,
Tammy Sitar, CPA
Deputy Director
Budget and Finance
GEARS Project Director
tammy.sitar@mdcourts.gov