Maryland Courts

June 21, 2015

Message from Tammy Sitar

All:

This is the third of a series of weekly year-end email reminders.  Please be sure to review the FY15 year-end memo and checklist on a regular basis to ensure that you are in compliance with all required items.  Both documents can be found on the GEARS site for further details.

From our year-end checklist, please be aware of the following dates coming up this week:

Thursday, June 25 – Tuesday, June 30

Order to Cash (OTC)

Anne Arundel (Circuit and District), Prince George’s and Montgomery Counties should send daily credit card totals to DBF.

Thursday, June 25

Purchasing Card

This is the cycle end date for the final P-card statement.

Friday, June 26

PTP – Purchasing

On-going review and monitoring of open requisitions and purchase orders.

Friday, June 26

PTP – Purchasing

On-going review and monitoring of voucher statuses utilizing the voucher activity page. 

Saturday, June 27 and Sunday, June 28

Order to Cash (OTC)

GEARS Users – Recommended weekend for courts to “catch-up” and process any outstanding deposits.

In addition, please make sure you are current in your work in reference to:

  1. Processing of invoices for payment, inclusive of expense reimbursement forms.
  2. Processing of daily deposits
  3. Monitoring of open purchase orders (and requests for closures)
  4. Entry of required AY16 requisitions

As a reminder, this past Friday (6/19) was the last day for creation of Express PO’s to ensure ample time for receipt of goods and invoicing.

Thank you,
Tammy


June 14, 2015

Message from Tammy Sitar

All:

YEAR-ENDPlease be sure to constantly review the year-end memo and checklist for important information and deadlines.  In addition, weekly email updates are being sent.  We are counting on you to do your part to ensure that we have a successful year-end!  Any questions at all, please contact Budget and Finance, the Procurement Department or the Help Desk as needed.

Procure to Pay:

DEFAULT SHIP TO LOCATIONS – Starting Wednesday, all Requestors in GEARS will now have default Ship to Locations setup in their user profiles that will automatically populate the Ship to Location field upon requisition creation.  There is no immediate impact to the way Requestors should enter their requisitions.  However, this change will eliminate the need for Procurement Buyers to "guesstimate" the Ship to Location when sourcing Purchase Orders from Requisitions.  The location will now populate automatically when a Requisition is pulled into a PO.  The Ship To Location in the requisition can still be modified by the Requestor.  If you would like a permanent change to your default Ship To Location, please complete a help desk ticket.

PO MONITORING - Please continue to monitor your purchase orders and take required actions  The Procurement Department is actively working on your PO close requests.  This is especially critical as we get closer to year-end.  REMINDER! The newly enhanced PO Buy Down report and PO Close request page are great tools for helping you decide which purchase orders are eligible to be closed. Please analyze your purchase orders and identify all those that meet the criteria for closing.  Information regarding this process can be found on the GEARS site under What’s New.  Please reach out to the Procurement Department or the Help Desk (410-260-1114), if you should have any questions.


June 14, 2015

Message from Tammy Sitar

This is the second of a series of weekly year-end email reminders.  Please be sure to review the FY15 year-end memo and checklist on a regular basis to ensure that you are in compliance with all required items.  Both documents can be found on the GEARS site for further details.

Please review the below information and note the upcoming important deadlines and processing reminders:

  1. Ongoing review of open purchasing documents and vouchers.  Procurement has been steadily closing requested PO’s and is now sending close notifications back to the requestor. 

Friday, June 26

PTP – Purchasing

On-going review and monitoring of open requisitions and purchase orders.

 

Friday, June 26

PTP – Purchasing

On-going review and monitoring of voucher statuses utilizing the voucher activity page. 

 

  1. Please review your vouchers using the Voucher Activity Page.  DBF has found many vouchers that have not been budget checked, not submitted for approval or have an associated match exception.  These issues keep the voucher in a pending status and DBF is not able to process the voucher any further.  Additional guidance for using the voucher activity page can be found on the GEARS site.  To avoid running into match exceptions on vouchers, we recommend that you run a PO Buydown report to check availability on PO lines before completing a voucher linked to the PO.  These issues are frequently happening on copier invoices.  Please notify Procurement or Budget and Finance if you run into an exception to receive assistance.

  1. Timely creation of required AY16 requisitions – Time is of the essence in completing any remaining required requisitions in order to have AY16 Purchase Orders ready on time.

 

  1. Begin mailing Certificate of Deposits (CD’s) for applicable courts as noted below.  Also, keep in mind, it is important that the processing of daily deposits is kept current as we get close to the end of the year.  The weekend of June 27th-28th would be a good time to complete any catch-up work as needed.

Wednesday, June 17 – Tuesday, June 30

Order to Cash (OTC)

Non-GEARS OTC – Please email your daily CD’s to DBF.

 

  1. The deadline for Express PO’s is coming up this Friday.  Please be sure that you plan accordingly for your office needs and complete your Express PO’s.

Friday, June 19

PTP – Purchasing

Complete all ordering and Express PO’s for FY15 to allow for receipt and voucher entry by July 14.

 

  1. Budget and Finance has encountered problems in previous year-ends with Post Office box rentals.  These invoices are due June 30 and the Post Office is not very forgiving if they are not paid by this date.  They will often close the boxes and refuse mail delivery.  To prevent any issues, please process these invoices as soon as they are received and give a quick call to AP staff or do an email to judiciary.finance.accounts.payable.unit@mdcourts.gov to let our staff know.

As always, please feel free to contact me or the help desk if you should have any questions or need further assistance.

Thank you,

Tammy Sitar, CPA
Maryland Judiciary
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD  21401
410-260-1419
410-260-1290 Fax
tammy.sitar@mdcourts.gov