Accounts Payable (AP)


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 sections:

Suppliers                                                               AP Reports
AP General Info
AP Tools    AP Integration Info                        

  • Each training material section on this page contains the following elements:
    - A blue section header, containing the heading for the section.
    - An overview of the training materials within the section, located beneath the section header.
    - The training materials for the section displayed in a list format, located beneath the section overview.

  • Each section of training materials contains training material items such as training guides and job aids.
  • Each list of training materials is displayed in alphabetical order, by title (of the training items).
  • Each training material item is presented with a brief summary that describes the contents of the training material.
  • To view the contents of a training document, simply click the title of the training document.
  • Some training documents may appear in more than one section (if they pertain to multiple sections).


The training material in this section provides an overview of suppliers in SMART.

  • Check For Existing Supplier Record
    Before creating a new supplier, you must check to see whether the supplier already exists. This helps prevent duplicate suppliers. Even if a supplier says they are new, check anyway. If it's been a few years or they have changed their name, they could still be in the system.
    DOCX, 305.10 KB

  • Creating New SMART Supplier Record
    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.
    DOCX, 1.77 MB

  • DA130 - Procedure Job Aid
    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.
    DOCX, 356.36 KB

  • 1099-and-Withholding-Training-Guide
    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.
    DOC, 2.29 MB


The training material in this section provides an overview for SMART voucher creation and maintenance.
  • Alternate Workflow Approvers
    This job aid will assist users in setting up alternate workflow approvers.
    DOCX, 272.37 KB

  • AP Voucher Approval
    This job aid discusses the voucher approval process.
    DOCX, 792.78 KB

  • AP Voucher Approval - Establish and Maintain Set A, Set B, and Fiscal Office Approvers
    This job aid instructs users how to add and maintain Set A, Set B, and Fiscal Office voucher approvers by origin code.
    DOCX, 579.46 KB

  • Budget Exceptions on Vouchers
    The job aid provides steps to clear budget exceptions on vouchers.
    DOCX, 1.06 MB

  • Copy a Purchase Order or Receipt Into a Voucher
    This job aid informs the user how to either copy a PO or copy a receipt into a voucher.
    DOCX, 1.20 MB

  • Create 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.
    DOCX, 455.43 KB

  • Creating a Journal Voucher
    This job aid will assist agencies in creating a journal voucher.
    DOCX, 387.33 KB

  • Creating a Journal Voucher for a Single Payment Voucher
    This job aid will assist agencies in creating a journal voucher for a single payment voucher.
    DOCX, 426.35 KB

  • Create a Single Payment Voucher
    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.
    DOCX, 496.05 KB

  • DA6 - Cancel for Reissue
    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.
    DOC, 625.00 KB

  • DA7 - Cancel With No Reissue Job Aid
    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.
    DOC, 525.00 KB

  • Delete or Close a Voucher
    This job aid outlines the steps and information for deleting and closing vouchers in SMART.
    DOCX, 874.21 KB

  • Enter and Maintain Payment Messages 11-19-12
    Contains the information and steps to create a payment message, and to maintain (edit) an existing payment message.
    PDF, 584.82 KB

  • Enter and Maintain Speedcharts Job Aid
    This job aid instructs users how to enter and maintain speedcharts.
    DOCX, 350.51 KB

  • Imprest Fund and Petty Cash Fund: Record Expenditures by Creating a Voucher
    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.
    DOC, 596.00 KB

  • Imprest Fund and Petty Cash Fund: Replenish Fund by Creating a Voucher
    This job aid will step you through creating a voucher to replenish an Imprest Fund or Petty Cash Fund.
    DOC, 524.50 KB

  • INF50 Excel Voucher Upload 11-19-12
    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.
    PDF, 466.52 KB

  • Match Exceptions on Vouchers
    This job aid outlines the steps to correct a voucher with a match exception.
    DOCX, 986.73 KB

  • Modifying 1099 Information on a Voucher
    This job aid informs the user how to modify 1099 information on a voucher in SMART.
    DOCX, 497.16 KB

  • Reviewing Historical Payment Data for Accounts Payable Vouchers
    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.
    DOCX, 500.29 KB

  • Setoff_Offset_Impact on Vouchers and Suppliers
    This job aid contains a list of the voucher setoff statuses and provides a detailed explanation of each setoff status.
    DOCX, 464.16 KB

  • Template Vouchers 02-20-13
    Comprehensive training guide for template vouchers in SMART, including how to create template vouchers in SMART, and how to use a template voucher in SMART.
    PDF, 572.50 KB

  • Troubleshooting Unprocessed Vouchers
    This is a comprehensive training guide that assists the user in troubleshooting vouchers that have not processed for payment.
    DOCX, 1.26 MB

  • Unmatch a Voucher
    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.
    DOCX, 450.70 KB

  • Using Imprest and Petty Cash Query
    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.
    DOC, 347.50 KB

  • Voucher Build Error Detail
    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.
    DOCX, 723.90 KB

  • WIRE Transfer Voucher
    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.
    DOCX, 300.48 KB

AP Tools

This document contains information regarding key pages or components within SMART that can be used to research and view additional information.

AP Reports

These documents contain SMART Report information pertaining to Accounts Payable within SMART.

AP General Info

This section contains general information for Accounts payable.
  • Accounts_Payable_End_to_End_Business_Process_Flow
    This training document shows you the flow of Accounts Payable information through SMART.
    PDF, 52.11 KB

  • Accounts Payable Month End Checklist
    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.
    DOCX, 624.84 KB

  • Incomplete Interfunds
    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.
    DOCX, 652.50 KB

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.