Maryland Courts

Message from Tammy Sitar

March 22, 2016

Please review the below information for important updates related to the GEARS System.

GENERAL:

GEARS Training – The attached documents provide details on upcoming GEARS training opportunities. Please be sure to register as soon as possible as needed.  Due to current enrollment, we may need to cancel some of the scheduled classes.  In a positive note, this is a good thing as it means our users are comfortable with their work processes and the system!

Broadly, the below sessions are planned and will cover areas such as: 
Procure to Pay – requisitions, purchase orders, vouchers
Reporting – General Ledger and Commitment Control
Order to Cash – Revenue recordation and end of month processing
Supervisory – Worklist review and management and some reporting
Travel Policy – Review the form, policy and entry into GEARS.

PROCURE TO PAY:

Expense Reimbursement Requests – Please be sure to complete these forms utilizing a blue or black pen.  If other colored pens or pencils are used, the scanned image is not always legible and may require additional follow-up.  If there are any questions about how to complete this form, please note the GEARS training class as shown above.

Voucher Invoice Numbers – Please use in GEARS, the invoice numbers exactly as provided on the invoice.  However, if your invoice does not provide a specific number, please follow the below standardization to create an invoice number.  This information has been posted to the Quick Reference link on the GEARS website.
Standardization:  Date of the invoice, YYYYMMDD, followed by the initials of the company name in capital letters.  Example:  An invoice is received and dated March 15, 2015 from the Office Supply Network without a specific invoice number provided.  The user should enter the invoice number as 20150315OSN.

GENERAL LEDGER:

GL Journal Entries – Just a quick reminder, all journal entries should contain supporting documentation as an attachment to the journal.  The image below shows where the attachment can be added.

GL Journal Entry


Thank you.

Tammy