Kansas Department of Administration

Accounts Payable

This page contains the SMART training materials associated with the Accounts Payable (AP) module in SMART. The SMART AP training materials are organized into the following categories:

  • Suppliers - The training material in this section provides an overview of suppliers in SMART.
  • Vouchers - The training material in this section provides an overview for SMART voucher creation and maintenance.
  • AP Reports - These documents contain SMART report information pertaining to AP within SMART.
  • AP General Info - This section contains general information for AP.
  • AP Integration Info - This section contains the training materials for integration with Asset Management, Purchasing and Accounts Payable. You should review the documents associated with your role in integration.
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Suppliers

Before creating a new supplier, you must check to see whether the supplier already exists, as this helps prevent duplicate suppliers. If a supplier says they are new, please check anyway. If it's been a few years or they have changed their name, they could still be in the system.

This job aid will help you create a new supplier from start to finish. Please ensure that you have the W9 and other necessary documents before creating the supplier. These documents will give you all the necessary information to create the supplier and will be attached to the supplier file. Once a supplier has been created, the agency will be locked out of making any changes.

The DA130 form is for the addition of or change to an existing ACH bank account. This form is the official document used by the State of Kansas for authorization to make direct deposits. It must be used by all agencies for all non-employee suppliers. The only exceptions are agencies that pay an employee travel and expense out of the SMART T&E table. These agencies may use the State DA184.

This is a user's guide to 1099 and withholding information. This training document shows you how to enter 1099 and withholding information into a SMART supplier record as well as how to modify the 1099 and withholding information on a voucher.

Vouchers

This job aid will assist users in setting up alternate workflow approvers.

This job aid discusses the voucher approval process.

This job aid instructs users how to add and maintain Set A, Set B, and Fiscal Office voucher approvers by origin code.

The job aid provides steps to clear budget exceptions on vouchers.

This job aid informs the user how to either copy a PO or copy a receipt into a voucher.

This job aid assists the user in creating a regular voucher in SMART. It also contains information about the different voucher styles available and how each should be used.

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 job aid will assist agencies in creating a journal voucher.

This job aid will assist agencies in creating a journal voucher for a single payment voucher.

This job aid is to be used as reference for submitting the correct form to the Financial Systems Desk via Manage Engine Help Desk ticket.

This job aid is to be used as reference for submitting the correct form to the Financial Systems Desk via Manage Engine Help Desk ticket. Each form’s example will enable agency to determine which form best suits agency’s situation.

This job aid 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.

This job aid instructs users how to enter and maintain speedcharts.

This job aid will step you through entering payments from an imprest fund or petty cash fund in SMART to record the expenditure to suppliers.

This job aid will step you through creating a voucher to replenish an imprest fund or petty cash fund.

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 instruction document contains valuable information about the field type and field length available for the INF50 spreadsheet.

This job aid outlines the steps to correct a voucher with a match exception.

This job aid informs the user how to modify 1099 information on a voucher in SMART.

The purpose of this job aid is to provide agencies with a way to look up historical payment information. Agencies will be able to view data for payments including the payment method, payment date, payment reconcile status, voucher ID(s) associated with the payment, and supplier address associated with the payment.

This job aid 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 and how to use a template voucher.

This is a comprehensive training guide that assists the user in troubleshooting vouchers that have not processed for payment.

Unmatch voucher functionality is used when a voucher associated to a purchase order has not been posted and corrections need to be made to the voucher. Only vouchers in matched status are eligible to be unmatched.

This job aid will step you through running the query KS_AP_AGY_IMPREST_PETTY_CASH. The query will provide the agency with a method for validating the expenditure vouchers that have been entered in SMART. The query can be used in conjunction with the monthly reconciliation Form DA-73.

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 job aid 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 the State's account.

AP Reports

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.

This PowerPoint presentation explains escheatment: what is it and how does it affect an agency? Month end checklists are provided.

The purpose of this report is to identify escheated checks.

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 number 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 query provides the agency with a listing of escheated checks with the voucher number and funding information.

This query provides the agency with a listing of outstanding or unreconciled checks with the Report ID and funding information.

AP General Info

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 in SMART. Use this training document each month to make sure that you are processing all your transactions correctly, prior to month end close.

This job aid will assist agencies in searching for interfunds that need reciprocating or completion. The initiating side of an interfund is the first of two transactions that make up an interfund. The reciprocating side is the responding side of the two transactions.

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