CTAS Reference Guide.doc - Office of the State Auditor

CTAS 7.0 

Reference Guide 

Copyright 2009, Office of the State Auditor 

All Rights Reserved

CTAS REFERENCE GUIDE

CTAS REFERENCE GUIDE 

TABLE OF CONTENTS 

Using This Guide .......................................................................................................................................... 1 

GENERAL INFORMATION.........................................................................5 

HARDWARE REQUIREMENTS .............................................................................................................. 7 

CTAS NOTES............................................................................................................................................... 7 

INSTALLING CTAS ON A WORKSTATION......................................................................................... 8 

MIGRATING FROM CTAS 6.0................................................................................................................. 8 

OPENING CTAS.........................................................................................................................................10 

RUNNING CTAS FOR THE FIRST TIME .............................................................................................12 

REPAIRING THE DATABASE ................................................................................................................14 

RESTORING THE DATABASE ...............................................................................................................15 

SECURING THE DATABASE..................................................................................................................16 

ACCOUNTING MODULE ..........................................................................19 

RECEIPTS...................................................................................................................................................21 

CLAIMS.......................................................................................................................................................24 

DISBURSEMENTS.....................................................................................................................................29 

BUDGET ......................................................................................................................................................32 

CASH CONTROL.......................................................................................................................................35 

ACCOUNT NUMBERS..............................................................................................................................40 

ADMIN.........................................................................................................................................................45 

System Information ...................................................................................................................................45 

Utilities ......................................................................................................................................................48 

Error Log ...................................................................................................................................................53 

Officials.....................................................................................................................................................54


PAYROLL MODULE .................................................................................57 

EMPLOYEES ...........................................................................................59 

PAYROLL PERIODS.................................................................................................................................65 

TAX FILING ...............................................................................................................................................76 

PAYROLL REPORTS................................................................................................................................78 

TAX TABLES..............................................................................................................................................79 

INVESTMENTS MODULE.........................................................................81 

INVESTMENTS........................................................................................83 

INVESTMENT REPORTS ........................................................................................................................86 

INDEBTEDNESS MODULE.......................................................................87 

INDEBTEDNESS ........................................................................................................................................89 

INDEBTEDNESS REPORTS ....................................................................................................................91 

ACCRUAL MODULE .................................................................................93 

RECEIVABLES ..........................................................................................................................................95 

PAYABLES..................................................................................................................................................97 

GLOSSARY............................................................................................101


Using This Guide 

This Reference Guide takes you stepbystep through CTAS 7.0, focusing on the tasks that users 

do most frequently. This guide is divided into six sections; below you will find a brief description 

of each section. 

General Information Includes information regarding Hardware Requirements, CTAS notes, 

Installing CTAS, Opening CTAS, Running CTAS for the first time, Repairing the database and also 

Restoring the database if the need arises. 

Accounting Refers to all of the tasks performed in the Accounting module, such as Receipts, 

Claims, Disbursements, Budget, Cash Control, Reports, Account Numbers, Vendor information, 

and Admin. 

Payroll Takes you through all aspects of the Payroll module, which includes handling the 

Employees' records, Adding a Pay Period, Tax Filing, Reports, Tax Tables and Admin. 

Investments Users will find out how to Add, Edit or Delete an investment record. Also, what 

reports are included in the module and how to run them. 

Indebtedness Users will find out how to Add, Edit or Delete an indebtedness instrument. This 

module provides a mechanism for CTAS users to make payments on the debts. Also includes 

Indebtedness reports. 

Accrual Refers to all of the tasks performed in the Accrual module, such as Receivables, 

Payables, and Reports. 

Main Menu Functionality 

Icon 

Buttons 

Exit Icon 

Button 

Search 

Option 

Buttons 

Search 

Command 

Button 

Listview 

Screen 

Module 

Option 

Buttons 

Command 

Buttons 

Scroll Bar 

1


Fund Number, Account Number, Object Code, and Program Code List Box Fields 

List 

Box 

Fields 

The list box fields used throughout the application for Fund Number, Account 

Number, Object Codes, and Program Codes are designed to automatically tab to 

the next list box field, once the code being added is recognized as a valid code. 

Main Menu Screen with Date Fields 

There are two different ways to enter a date into the date field. Either type in the date directly 

or click on inverted triangle to the right of the field and a calendar will be displayed. Click on 

actual date to select. If you need to go back to a previous month, click on arrow to the left, if 

you need to go forward, click on arrow to the right. To change the calendar display to a different 

year, click and drag the box located between the two arrows or continue to click on arrow to go 

month by month. 

2

Report Criteria Window with Option Buttons 


Option buttons are used frequently throughout the application. To mark an option button for 

selection, either arrow up or down until the report category is marked, or click on the option 

button to the left of the category listing. To select the actual report, click on the report listing 

displayed in the window. The list of reports will vary depending on the report category that is 

selected. 

Listview with both Horizontal and Vertical Scroll Bars 

Scroll bars are only displayed if there is additional information not visible in the listview window. 

To use the vertical scroll, click on arrows pointing up and/or down. To use the horizontal scroll 

bar, click on arrows pointing left and/or right. 

3

4 



General Information 

5

6 



HARDWARE REQUIREMENTS 

To install and operate CTAS 7.0, you need an IBM or IBMcompatible personal computer and the 

following hardware: 

Minimum Requirements: 

Processor: Pentium II 

Memory: 64 MB 

Free hard disk space: 4 GB 

Operating System: Windows 95 

Recommended Requirements: 

Processor: Pentium III or higher 

Memory: 128 MB 

Free hard disk space: 8 GB 

Operating System: Windows® 95, Windows® 

98, Windows® NT workstation v4.0, 

Windows XP 

CTAS NOTES 

CTAS has been developed with referential integrity. Only valid information can be entered into 

the application. For instance, if you enter a fund number that is not a recognized code, the code 

will not be accepted and another code will need to be entered. The user can click on the 

inverted triangle to the right of the field to view the available options in the list box. 

In a Windows application such as CTAS, you can navigate in the program by using the mouse 

to direct the onscreen pointer. When the pointer is on the item you want to select, click the left 

mouse button. 

The list boxes used in CTAS have been designed with typeahead capabilities. As the user starts 

typing the information into the field, the field is automatically filled with the list item matching 

the typed entry. 

To temporarily set aside a screen box (without closing it) and work on something else, click on 

the underscore dash ( _ ) found in the upper right corner (only available from the main menu 

screens). You will then see a small, labeled reference bar at the bottom of your screen. To 

restore the screen, click on the reference bar. 

Columns can be resized by clicking and dragging the divider line between the two columns. The 

system will revert back to the original settings when you go back in to CTAS. 

The computer has to have at least one printer set up in order to print any of the reports in CTAS. 

The Shift + Tab option (toggle between two different applications) is disabled when working on 

the following screens: Receipts form, Claims form, Disbursement form, Employee Account 

Distribution tab screen and the Payroll Check Account Distribution tab screen. 

The SAVE and CANCEL buttons will only be displayed when needed. On certain screens the SAVE 

button is not activated unless there has been a change made to the record. 

If you want to close out of CTAS completely, click on the Exit icon button located on the menu 

bar near the top of the screen. 

7

INSTALLING CTAS ON A WORKSTATION 


The CTAS 7.0 installer will install CTAS along with its required components. Make sure all 

applications are closed prior to installing CTAS. Run the installer using all default settings. This 

will create a new directory in your Program Files folder called “CTAS v7”. The new CTAS 

application and the new database “ctas09.mdb” will be placed in the folder. When installation is 

complete, an icon for “CTAS v7” will be placed under the Start Menu and also on the Desktop. 

MIGRATING FROM CTAS 6.0 

NOTE: Once you have migrated your database to CTAS 7.0, you cannot continue to use it with 

CTAS 6.0. Please make sure you create a backup of your CTAS 6.0 database before proceeding. 

Please follow the steps below to upgrade to CTAS 7.0 from CTAS 6.0: 

1. Launch CTAS 6.0. 

2. Create a backup of your CTAS 6.0 database using the CTAS 6.0 Backup tool. 

3. Exit CTAS 6.0 

4. Uninstall CTAS 6.0 

5. Install CTAS 7.0 (see above) 

6. Launch CTAS 7.0 

7. Select the “Restore Database” from the “Welcome to CTAS” screen. 

8. Make sure CTAS 6.0 backup file is shown as the Source Backup File. If not, browse for 

the file. 

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9. Click the “Run Restore” button. You should see a success message like below: 

10. Click OK to return to the “Welcome to CTAS” screen. 

11. Click the “Continue” button to log into CTAS. 

12. You will see a message like below. Click OK to continue: 

13. After the database has been successfully migrated to CTAS 7.0, you will see the 

following: 

14. You are now ready to start using CTAS 7.0. 

9


OPENING CTAS 

Click "Continue" on the “Welcome to CTAS” screen and the “Enter User ID” prompt will appear. 

Each user should enter the User ID that they use when logging into their computer. This will 

ensure that each User ID is unique. Click Continue and the reference tables will be loaded into 

memory. Once the tables are loaded, the system will default to the Receipts Main Menu Screen. 

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The system automatically defaults to the Receipts Main Menu Screen found in the Accounting 

Module. Users can navigate to any other section of CTAS from this screen. To change to the 

Payroll, Investment, Indebtedness, or Accrual module, select the applicable option button found 

in the lower lefthand corner of the screen or use the shortcut key referenced in the drop down 

menu. Once the user is in the appropriate module, they can move to another screen within that 

module by clicking on the corresponding icon button or using the assigned shortcut key. 

11


RUNNING CTAS FOR THE FIRST TIME 

This section assumes the user is new to the CTAS application. If upgrading from CTAS 6.0, 

execute the database migration process as described above, then proceed to use CTAS as before. 

New CTAS users should read this section. 

Before you start entering accounting information into CTAS, you should perform the following 

initial setup tasks: 

(For additional help on individual screens, please refer to the specific reference guide section 

regarding that screen.) 

Accounting Module: 

1. Enter System Information. To update system information, click on the “Admin” icon 

found on the main menu toolbar. Select the “System Information” tab and click on the edit 

button. The System Information screen will be displayed and you can enter the appropriate 

information. Save the information when you are done. 

2. Review Preloaded Account Numbers. To review the preloaded account numbers, click 

on the “Acct No.” icon found on the main menu toolbar. Review the preloaded fund 

numbers. To review the account numbers and object codes click on the appropriate tab or 

press the appropriate function key for the tab. If necessary, add, edit, or delete the account 

number information. 

3. Add Vendors (Optional). To setup vendors, click on the “Vendors” icon found on the main 

menu toolbar. To add vendors, click on the add button. The Vendor Information screen will 

be displayed and you can enter the appropriate information. Save the vendor information 

when you are done. 

Note: New vendors can also be set up “on the fly” from the Claim and Disbursement screens. 

4. Enter Fund Beginning Balances. To enter fund beginning balances, click on the “Cash” 

icon found on the main menu toolbar. To edit (setup) a fund balance, click on the edit 

button. For CTAS database upgrades, the fund beginning balances will appear for each year 

since the fund was created. Based on the date you are going to start using CTAS, enter the 

appropriate amount for the fund beginning balance and save the changes. 

Payroll Module: 

1. Select Payroll Module. Click on the “Payroll” option button found in the lefthand corner 

of the main menu screen. 

2. Add Employees. To add employees, click on the “Employee” icon found on the main menu 

toolbar. To add employees, click on the add button. The Employee Information screen will 

be displayed and you can enter the appropriate information. Save the employee information 

when you are done. 

3. Review the Preloaded Tax Table. To review the preloaded tax tables, click on the “Tax 

Tables” icon found on the main menu toolbar. To review the tax tables for a specific year, 

click on the appropriate tax year list record and press the edit button. Review the tax tables 

for accuracy. 

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4. Enter Employee Payroll Beginning Balances (Optional). This task only applies to 

organizations that are implementing CTAS in the middle of a fiscal year and are not going to 

reenter historical employee payroll information. To enter employee payroll beginning balance 

information, click on the “Payroll” icon found on the main menu toolbar. Click on the “Add” 

button to add a new payroll period. Click on the “Advanced” button. Next, click on the 

“Beginning Balance” checkbox. The payroll period ending date and description will 

automatically be defaulted in. Finally, select the correct fiscal year. Save the payroll period 

information. 

The beginning balance information will be included in the appropriate payroll reports and W 

2’s that are generated at yearend. 

Investment Module: 

No initial setup is required. 

Indebtedness Module: 


Accrual Module: 


13


REPAIRING THE DATABASE 

The repair utility is used to repair and compress the database. This function should be 

performed weekly as preventative maintenance, but will also be necessary if corruption has been 

detected. Receiving error messages when attempting to access data or missing data are usually 

signs of database corruption. Corruption is usually caused by external factors such as a power 

outages or surges, improper shutdown of the application, or faulty equipment. 

At the login screen click "Repair" and a confirmation window will be displayed. 

Click "Yes" to continue, or click "No" to cancel the request. 

Once the database has been successfully repaired, click "OK". 

IMPORTANT: The database should be repaired weekly for optimum performance. 

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RESTORING THE DATABASE 

If the database has extensive corruption and the repair utility was not able to correct the 

problem, it might be necessary to restore the database from a backup copy. For further 

information regarding creating a CTAS backup copy refer to the Admin section of this guide. 

Click the "Restore Database" command button located in the lower righthand corner of the 

screen. 

Click the "Browse" button to locate the source backup file. If you are copying from a diskette, 

select the A: drive (or whichever drive letter has been assigned to your floppy drive). 

Click the "Browse" button to select the CTAS target path where the restored file will be placed. 

The restored database file should be copied to the database folder located in the CTAS directory. 

Click on the “Run Restore” button to restore the database. After you have restored the database 

from backup, you should repair the database. 

15


SECURING THE DATABASE 

Since the CTAS database (ctas09.mdb) contains confidential information such as employee social 

security numbers and payroll, it is very important to make sure the file remains secure and is 

only available to trusted personnel. The database file can be easily opened and viewed by 

anyone with Microsoft Access installed. The file is not password protected and all of the 

information is easily viewable. 

It is also important to treat all backups with the same level of care. The backup files are not 

password protected or encrypted in any way. They can be easily opened by anyone with 

Microsoft Access so make sure all backups are placed in a secure location. 

NOTE: Before proceeding with any of the options below, make sure you have 

successfully made a backup of your current CTAS database. If you incorrectly set your 

security settings, it is possible to lock everyone (including yourself) out of your CTAS 

database. 

Several options exist for securing the data including the following: 

Option #1: Set NTFS folder security 

If you are running a version of Windows that supports NTFS (such as Windows XP), you can set 

permissions on the CTAS folder so only the preferred users can access the file. In order for this 

to be available, the hard drive must be formatted as NTFS and not FAT. 

To verify your drive is formatted as NTFS, open My Computer. Rightclick on the drive where 

CTAS is installed (usually C:\) and select “Properties”. You should see something like below: 

16


Verify that the “File system” setting says NTFS. If it does not say NTFS, you cannot secure the 

folder using NTFS permissions. 

To proceed with securing the folder using NTFS security, browse to the “CTAS v7” folder which is 

usually in the “C:\Program Files\” folder. 

Right click on the “CTAS v7” folder and select “Properties”. Click on the “Security” tab. You will 

see something like the following: 

To secure the folder, give the required employees “Full Control” to the folder. All other 

employees should be removed including the default “Users” group which contains all users. If you 

remove the “Administrators” group, your I.T. administrators will not have access to the folder 

and will be unable to support any changes you have made. Click the OK button when done. 

It is a good idea to test out the new security settings by logging in with several users and verify 

that the security settings are correct. 

Option #2: Use a third party security tool 

Several third party security products are available that allow you to encrypt folders on your hard 

drive so only users with the password can use them. One such product is called “PGP Desktop” 

and is available at http://www.pgp.com/. 

Another option is open source products available through http://www.gnupg.org/. They generally 

aren’t as easy to use as products like PGP Desktop but might meet your needs at no cost. 

17

18 



Accounting Module 

19

20 



RECEIPTS 

From the Receipts Main Menu screen the user can Add, Edit, Void or Delete a receipt. To search 

for an existing receipt, mark the appropriate search option and type the requested information in 

the search field, then click on "Search" button. 

When adding a new receipt, the receipt number will automatically default to the last receipt 

number used plus one. 

When adding a new receipt, the receipt date will automatically default to the receipt date of the 

last new receipt entered. 

If a remitter is selected off the list, the address information will automatically be filled in, along 

with the account distribution for this remitter’s most recent receipt. If necessary, you have the 

ability to edit the address information. New remitters can be added or existing remitters can be 

edited “on the fly” by clicking on the “New” or “Edit” buttons, respectively, next to the “Received 

from” field. “Onetime” remitters, currently not in the remitter list, can manually be entered 

onto the Receipt Screen. 

If a receipt has been cleared or voided, then the words “Cleared” or “Voided”, respectively, will 

be displayed in the upper righthand corner of the Receipt Screen. Once the receipt has been 

cleared, the receipt number and total amount cannot be edited. 

To delete an Account Distribution item, enter “0.00” for the amount. 

21


To accommodate multiple deposits in a day, a deposit ID field has been added to the end of the 

deposit date field. 

If you do not know when a deposit will be made for the receipts you are entering, still enter a 

deposit date. The deposit date can be the date of the first receipt to be included in the next 

deposit. Continue to use the same deposit date for all receipts included in the next deposit. 

Using this technique will save you data entry time because you will not have to go back into each 

receipt to enter a deposit date once the deposit date is known. The deposit date is only used to 

assist in clearing deposits when reconciling to the bank statement. 

Data Validation Rules for a Receipt: 

• A receipt number must be entered (alpha and/or numeric). 

• A receipt date must be entered. 

• A deposit date must be entered. 

• A remitter (received from) must be entered. 

• A total amount received must be entered and cannot be negative. 

• The total amount received must equal the total amount distributed. In other words, the 

difference amount must equal zero. 

• A valid account distribution amount must contain a valid fund number and account number. 

The Program Code is optional. 

(You will be warned if the receipt date and/or the deposit date falls outside the current fiscal 

year.) 

To ADD a new receipt, click "Add" and the receipt detail screen will be displayed. 

Once the data has been entered, click "Save and Exit" or if you have additional receipts to enter, 

click on "Save and Add". The total amount distributed must equal the total amount received, if 

not, a notification window will be displayed advising the user of this requirement. 

To EDIT an existing receipt, highlight the list item and click "Edit". The receipt detail screen will 

be displayed. Make the necessary modifications and save. 

22


To VOID a receipt, highlight the list item and click "Void (Yes/No)". A confirmation window will 

appear, click "Yes" to continue, or "No" to cancel the action. You will be notified when the 

transaction was successful. To remove the void status from a receipt, again highlight the list 

item and click “Void (Yes/No)”. Selecting “Yes” will remove the void status from the receipt. 

To DELETE a receipt, highlight the list item and click "Delete". The user will be prompted to 

confirm the request. Click "Yes" to continue, or "No" to cancel request. 

To view/print a REPORT, click the "Reports" command button. At the criteria window users can 

arrow up/down to select the appropriate option or leftclick on the option button. A list of 

available reports will be displayed, highlight the report listing and click "Run". Depending on 

what report is requested, the user might be prompted for additional information, prior to the 

report being displayed. 

The following reports are included in the Receipts section: 

• Receipts Ledger 

• Receipts List 

• Receipts Register 

• Remitter Ledger 

Example of Receipts List 

23


CLAIMS 

From the Claims Main Menu screen the user can Add, Edit, Void or Delete a claim. To search for 

an existing claim, mark the appropriate search option and enter the requested criteria and click 

on the "Search" button. All claims meeting the search criteria will be displayed. 

When adding a new claim, the claim number will automatically default to the last claim number 

used plus one. 

When adding a new claim, the claim date will automatically default to the claim date of the last 

new claim entered. 

If a vendor is selected off the list, the address information will automatically be filled in, along 

with the account distribution for this vendor’s most recent claim. If necessary, you have the 

ability to edit the address information. New vendors can be added or existing vendors can be 

edited “on the fly” by clicking on the “New” or “Edit” buttons, respectively, next to the “Pay to 

the Order of” field. “Onetime” vendors, currently not in the vendor list, can manually be 

entered onto the Claims Screen. 

If a claim has been posted to the Disbursement Ledger, then the word “Posted” will be displayed 

in the upper righthand corner of the Claims Screen. Only changes made to the account 

distribution will be saved on a posted claim. Use the “Repost” button to repost any account 

distribution changes to Disbursements. 

The approved, check number, and check date fields are not displayed on the “New” Claims 

Screen and can only be updated when editing a claim. 

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You can check the “Approved” checkbox on the “Edit” Claims Screen to manually approve a 

claim. 


Data Validation Rules for a Claim: 

• A claim number must be entered. 

• A claim date must be entered. 

• A payee (“Pay to the order of”) must be entered. 

• The check date cannot be earlier than the claim date. 

• If a check number is entered, then the person verifying claim and a check date must be 

entered. 

• A total amount claimed must be greater than zero. 

• The total amount claimed must equal the total amount distributed. In other words, the 


• A valid account distribution amount must contain a valid fund number, account number, and 

object code. The Program Code is optional. 

(You will be warned if the claim date falls outside the current fiscal year.) 

To ADD a new claim, click "Add" and the Claims detail screen will be displayed. 

Once the data has been entered into the appropriate fields, click "Save and Exit" or if you have 

additional claims to enter, click on "Save and Add". The total amount claimed must equal the 

amount entered in the account distribution, if not, a notification window will be displayed 

advising the user of this requirement. 

25


Claims Processing: 

Click on "Print Claims" and a selection window will appear with the available claims displayed to 

the left. Highlight the requested list items and click "Select", or to select all claims, click "All". 

The highlighted items will then be transferred to the righthand side of the screen where all of 

the selected claims are displayed. 

Click on "Print Preview" and the claims report will be displayed on the screen. To print, click on 

the printer icon button near the top of the screen. 

Click on "Claims List for Approval" and a criteria screen appears with the date range 

defaulting to the last thirty days. Clicking the inverted triangle to the right of the date field 

allows the user to make another selection from the calendar. After determining the date range, 

click on "Print Preview" and the report will be brought up. Users can print the report from the 

print preview screen. 

Click on "Approve Claims" and a selection screen will be displayed with all unapproved claims 

listed in the window to the left. Any previously approved claims that don’t contain a check 

number and have not yet been posted will be displayed in the window on the righthand side. To 

approve a claim, highlight the list item and then click on "Select" or if all unapproved claims are 

to be selected, click on "All" and save. Once saved all of the selected claims are approved and 

ready for check printing. 

26


The “Available Claims” list will be populated with all claims that meet the following conditions: 

• The claim has not been approved. 

• The claim has not been posted. 

• A check number has not been entered for the claim. 

The “Selected Claims” list will be populated with all claims that meet the following conditions: 

• The claim has been approved. 


• A check number has not been entered for the claim. 

Click on "Print Checks" and a criteria window will be displayed with check date defaulting to the 

current date. Clicking on inverted triangle to the right of the date field allows users to change 

the check date. Once the date has been determined, click on "Print Checks". Users have the 

option to print sample checks in order to align check forms on a Dot Matrix printer. 

Claims meeting the following conditions will generate checks: 



• A check number has not been entered for the claim (to reprint a check, simply delete the 

check number from the claim). 

Click on "Enter Check #'s" and a list of all approved claims that have not been posted will be 

displayed. 

Enter person verifying claim and applicable check numbers and click on "Save". 

27


Click on "Post Paid Claims" and a confirmation window will appear. Click "Yes" to continue or 

click on "No" to cancel the action. Users will be notified once the claims have been successfully 

posted. Claims that have been posted will be flagged as such. Once posted the claim cannot be 

modified. 

Claims meeting the following conditions will be posted to the Disbursements Ledger: 



• A check number has been entered for the claim (please note that the Disbursement Ledger 

does not allow duplicate disbursement “Check” numbers). 

To EDIT an existing claim, highlight the list item and click "Edit". The Claims Update screen will 

be displayed. Make the necessary modifications and save. 

To DELETE a claim, highlight the list item and click "Delete". The user will be prompted to 



arrow up or down to select the appropriate option or leftclick on the option button. A list of 

available reports will be displayed. Highlight the report listing and click "Run". Depending on 

what report is requested, users might be prompted for additional information, prior to the report 

being displayed. 

The following Claims Reports are available: 

• Claims History 

• Claims List of Approval 

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DISBURSEMENTS 

From the Disbursement Main Menu screen the user can Add, Edit, Void or Delete a disbursement. 

To search for an existing disbursement, mark the appropriate search option and then enter the 

requested search criteria. Click on the "Search" button and all disbursements meeting the 

specified criteria will be displayed. 

When adding a new disbursement, the check number will automatically default to the last check 

number used plus one. 

When adding a new disbursement, the check date will automatically default to the check date of 

the last new disbursement entered. 

If a vendor is selected from the “Pay to the Order Of” list, the description and account 

distribution will automatically be populated based on this vendor’s most recent disbursement. 

New vendors can be added or existing vendors can be edited “on the fly” by clicking on the 

“New” or “Edit” buttons, respectively, next to the “Pay to the Order of” field. “Onetime” 

vendors, currently not in the vendor list, can manually be entered onto the Disbursement Screen. 

If a disbursement has been cleared or voided, then the words “Cleared” or “Voided”, respectively, 

will be displayed in the upper righthand corner of the Disbursement Screen. Once the 

disbursement has been cleared, the check number and total amount cannot be edited. 


29


Data Validation Rules for a Disbursement: 

• The check number must be entered and must be unique. 

• A disbursement date must be entered. 


• The total amount claimed cannot be less than zero. 

• The total amount claimed must equal the total amount distributed. In other words, the 



object code. The Program Code is optional. 

(You will be warned if the disbursement date falls outside the current fiscal year.) 

To ADD a disbursement, click on the "Add" button and the detail screen will be displayed. The 

check number field automatically defaults to the next available check number in sequence. 

To EDIT an existing disbursement, highlight the list item and click "Edit". The disbursement 

detail screen will be displayed. Make the necessary modifications and save. 

To VOID a disbursement, highlight the list item and click "Void (Yes/No)". A confirmation 

window will appear, click "Yes" to continue, or "No" to cancel the action. You will be notified 

when the transaction was successful. To remove the void status from a disbursement, again 

highlight the list item and click “Void (Yes/No)”. Selecting “Yes” will remove the void status from 

the disbursement. 

To DELETE a disbursement, highlight the list item and click "Delete". The user will be prompted 

to confirm the request. Click "Yes" to continue, or "No" to cancel request. 

30




available reports will be displayed. Highlight the report listing and click "Run". Depending on 

what report is requested, the user might be prompted for additional information prior to the 

report being displayed. 

The following Disbursement Reports are available: 

• Disbursements List 

• Disbursements Ledger 

• Disbursements Register 

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BUDGET 

From the Budget Main Menu screen you can Add, Edit or Delete a Budget listing. To search for 

an existing Budget listing, select the Budget Year, Fund Number, Account Number, and then click 

on the "Search" button. The listings that match the specified criteria will be displayed. 

If entering a receipt budget item, do not enter an object code. 

budget item, an object code is required. 

If entering a disbursement 

Data Validation Rules for a Budget Item: 

• An amount must be entered. 

• A fund number must be entered. 

• An account number must be entered. 

• If a disbursement budget item is entered, then an object code must be entered. 

• Receipt budget items containing the same fund number and account number are not 

allowed. 

• Disbursement budget items containing the same fund number, account number, and object 

codes are not allowed. 

32


To ADD a Budget listing, click on the "Add" command button. Select the Fund, Account and 

Object code using the list boxes or type codes in directly. 

If you want to use budget monthly amounts, check the “Use monthly budgets” checkbox. Leave 

it unchecked to use yearly budget amounts. Type in budget amounts and click on the "Save and 

Exit" button, or if you want to add additional budget listings, click on "Save and Add". 

To EDIT a Budget listing, highlight the item and click on the "Edit" button". The applicable 

budget information will be displayed, make changes or add a revised amount and click on "Save 

and Exit". To sequentially edit multiple budget items without exiting the detail budget screen, 

click on “Save and Next”. 

To DELETE a budget listing, highlight the item you wish to delete and click on the "Delete" 

button. A confirmation window will appear, click "Yes" to continue or click "No" to the cancel 

action. 

To create a NEW BUDGET for the next year, click on the “New Budget” button. A new 

“Proposed” budget will be created from the current year budget. The proposed budget will have 

the fund numbers, account number and object codes for the current year. The amounts for the 

proposed budget will be zero. A proposed budget can only be created once for a given fiscal 

year. 

To print a REPORT, click on "Reports". The report selection window will be displayed. 

Highlight the report listing and click on the "Run" button. If additional information is needed, the 

criteria window will be displayed. Enter the requested information and click the "Run" button. 

To print the report, click on the printer icon button found at the top of the print preview screen. 

33


The following Budget Reports are available: 

• Budget Report 

• Budget Report with Original Budgets 

• Proposed Budget Report 

• Proposed Budget Worksheet Report 

34


CASH CONTROL 

The “Cash Control” feature in CTAS is designed to ensure that your accounting system ties to 

your bank statement. This allows you to manually set the beginning balance for each fund by 

fiscal year. This feature should be used when reconciling your bank statements. 

To begin reconciling an account, click “Edit” on the fund you wish to work with. The dialog will 

display the information about the selected fund, including fund creation date and current balance 

(this fiscal year). 

Enter the beginning balance for the fund for the desired year. 

35


After clicking “Save” on the Update Beginning Balance screen, then click on the “Deposits in 

Transit” button. Select the appropriate date range for the period that you are reconciling. In 

the left column, are the “Deposits in Transit.” Move the deposits listed on your bank statement 

to the “Cleared Deposits” column. They can be moved by one of three methods: simply double 

clicking on the item to select, highlighting the item with a single click then click the “Select” 

button, or if all the items have cleared, simply select the “All” button to move all items listed at 

one time. 

After you are finished with the deposits in transit, next click on the “Outstanding Checks” button. 

Again, move the cleared checks listed on your bank statement from the outstanding column to 

the cleared column. 

Note: The “Get Cleared Deposits” and “Get Cleared Checks” will list the items that 

have been previously mark as cleared in a prior work session. CTAS will only return 

the cleared items within the date range selected. 

Once finished, close this window and return to “Cash Control” main menu screen, and select the 

“Reports” option. 

36


There are three Cash Reports available: 

• Cash Balance Statement 

• Cash Control Statement 

• Outstanding Checks and Deposits 

The Cash Control Statement is the report that is used to ensure that your reconciliation is correct. 

This report will display the “Total Per Bank Statement” amount. This should tie to your bank 

statement. If not, return to cash control, receipts, and disbursements screens to make the 

necessary adjustments. Then rerun the Cash Control Statement report. 

The “Cash Balance Statement” presents the cash balances by fund. The beginning balance plus 

Total Receipts less Total Disbursements equals the ending balance. The report is run as of the 

date that your computer is set to (which should be current date). 

37


The Outstanding Checks and Deposits in Transit report presents the outstanding checks (dates, 

check numbers), followed by the deposits in transit (dates, deposit numbers). 

38

FINANCIAL REPORTS 


From this screen users can run the financial reports. To view or print a report, highlight the 

appropriate report and click on the "Run" button. A criteria window will be displayed and the 

user will need to specify additional information such as the Fund and/or the End Date. This 

information is needed to compile the data for the requested report. Once the criteria selection is 

complete, click "Print Preview" and the report will be displayed on the screen or press the “Export 

to CSV” button to save the data from the report into a file ready for Excel. 

Small icon buttons will be displayed at the top of the print preview screen. These icon buttons 

are used to perform various actions (see list of actions below). 

 

 

 

 

 

 

 

Use the left arrows to scroll back. 

To zoom in, click on the magnifying glass with a plus sign. 

To zoom out, click on the magnifying glass with a minus sign. 

Use the right arrows to scroll forward. 

To print the report, click on the printer icon button. 

To save the report as a PDF, click the “PDF” button. 

To cancel the report and go back to the main menu, click on the red octagon button. 

39


ACCOUNT NUMBERS 

The Chart of Accounts is used throughout CTAS. Users may Add, Edit or Delete codes from this 

screen. 

Fund numbers, account numbers, object codes, and program codes cannot be deleted if they are 

being used (referenced) anywhere in CTAS. 

Since an internal ID is used to identify fund numbers, account numbers, object codes, and 

program codes, changes made to the code and description fields will have no effect on CTAS 

data. For example, changing the object code “203” to “204” will not require the user to update 

any claims where object code “203” is being used. 

40


Data Validation Rules for a fund number, account number, object code, and program code: 

• A code must be entered. 

• A description must be entered. 

• The code must be unique. 

To ADD a new code, click the "Add" button and a window will be displayed with blank fields, 

which will be used to enter the new code and description. After typing the code and description, 

click "Save" and the listview will be update with the new information. 

To EDIT a code, highlight the code and click "Edit". A window will be displayed showing the 

existing code and description. Make the necessary changes and click "Save". 

To DELETE a code, highlight the code and click on "Delete". A confirmation window will be 

displayed. Click "Yes" to continue or "No' to cancel action. 



available reports will be displayed. Highlight the report listing and click "Run". 

Reports included in this section: 

• Funds 

• Account Numbers 

• Object Codes 

• Program Codes 

Example of Object Codes Report 

41


VENDORS 

The Vendor Main Menu is used to Add, Edit or Delete vendor information. The search feature will 

allow easy access to a specific vendor record. Type the vendor name in the blank search field 

and click on the "Search" button. To search inactive vendors, uncheck the “Active Vendors” 

checkbox. 

Vendors cannot be deleted if they are being used (referenced) anywhere in CTAS. However, the 

vendor can be inactivated which will prevent them from appearing in any vendor listings. 

The Vendor Screen can also be accessed from the Disbursement and Claims Screens. 

Data Validation Rules for a Vendor: 

• A vendor name must be entered. 

42


To ADD a vendor to the system, click "Add" and the new vendor screen will appear. 

After all of the available vendor information is added, click "Save" and you will be brought back 

to the Vendor Main Menu screen. 

To EDIT a vendor record, highlight the list item and click on the "Edit" button". The update 

vendor screen will be displayed, make changes and click on "Save". 

To DELETE a vendor record, highlight the list item you wish to delete and click on the "Delete" 


action. 

To run a report, click on "Reports" and select report. 

43


There are three Vendor Reports available: 

• Vendor Federal 1099MISC Forms 

• Vendor List 

• Vendor Ledger 

• Vendor Mailing List 

44


ADMIN 

System Information 

The System Information section is used to add the Site information, Federal ID Number, State ID 

Number, OSA Code, Current Fiscal Year and also to designate the type of printer (Laser or Dot 

Matrix) being used. 

As part of the yearend processing, the current fiscal year is changed accordingly. 

Data Validation Rules for System Information: 

• A valid current fiscal year must be entered. 

To EDIT the information shown on the System Information screen, click "Edit" and the update 

window will be displayed. Make the necessary modifications and click on "Save". 

45


Year-end Processing 

The Yearend processing will calculate the beginning balances for the new fiscal year as well as 

change the system information screen to reflect the next fiscal year. 

No accounting record information is deleted during the yearend process. 

To perform the yearend process, click "Proceed with YearEnd Processing". 

Users will be prompted with the following confirmation window. 

Click "Yes" to continue or click "No" to cancel the action. 

46


In addition, CTAS users have the option to generate an electronic data file for submission to the 

State Auditor’s Office. This data file must be generated for the previous (i.e. closed out) fiscal 

year. This file will contain information on all the user’s funds, accounts, and object codes. To 

generate this data file, click “Generate State Auditor Data File”. Users will be presented with a file 

selection dialog. 

Select the desired file name and location, then click “Save”. The data file will then be generated; 

CTAS users may send the file on disk or email to the State Auditor’s office. 

47


Purging Old Records 

Utilities 

IMPORTANT: Purged records are permanently deleted from the database and cannot 

be retrieved. Proceed with caution! 

Click the "Purge" button and the selection criteria window will be displayed. 

Mark the appropriate check boxes and select a cutoff date (if different than the default date 

displayed). Click "Run Purge" to continue or click "Cancel" to abort the purge function. 

48


The purge function will not allow current fiscal year accounting information to be 

deleted. 

Vendors, account numbers, system information, and employees will not be deleted during the 

purge function. 

CTAS can store accounting information for multiple years. How much accounting information 

should be stored in CTAS depends on such things as hard disk space, accounting guidelines, or 

performance issues. The majority of the reports can be run against historical accounting 

information for past fiscal years. 

Rules for purging: 

• At least one module (Accounting, Payroll, and Investments) must be selected for purging. 

• A purge cutoff date must be entered. 

• The purge cutoff date must not include current fiscal year accounting information. 

49


Backing up the Database 

The Backup function will make a copy of the CTAS database. This procedure should be 

performed at the end of each day that significant work was done in CTAS. That will 

ensure that you have a current copy of the database if it becomes necessary to restore from a 

backup copy. When selecting the destination path, it is suggested that the database be copied to 

Diskettes, CDRW’s, Zip Drive, etc. and stored in a safe location. 

The Backup function may not be necessary if an external program that is outside of CTAS is 

already backing up your computer. If an external backup program is being used, please verify 

that CTAS is being properly backed up. 

Click "Browse" and select the location where the backup file will be stored (preferably copied to 

Diskettes, CDRW’s, Zip Drive, etc.). Once the path is displayed in the Backup Folder field, click 

on "Run Backup". 

50


If the Backup function is going to overwrite an existing backup file, a warning message will be 

displayed. If this is okay, then click "OK". 

Users will be notified when the database has been backed up successfully. 

Remove the diskette from the floppy/zip drive and store in a safe location. 

Backing up to a CDRW 

If you are attempting to backup to a CDRW, your CD burner software must be configured to 

allowing writing directly to the drive letter for your CD drive. If CTAS is unable to write to the 

drive letter and you are running Windows XP, you will see the following message: 

51


If you continue, CTAS will create the backup in a temporary folder for your CD drive. When you 

view your CD contents in Windows Explorer, it will look like the following: 

To complete the backup process and burn the files to your CD, select “Write these files to CD” 

from the “File” menu. 

52


Error Log 

The Error Log is a tracking feature that records any captured error messages that have appeared 

in the system. This section can be extremely beneficial when trying to troubleshoot/support 

CTAS. 

The PRINT ERRORS command will allow users to print a complete listing of all error messages 

in the Error Log. 

The SAVE TO FILE option will export the error log file to a specified destination folder selected 

by the user. 

The VIEW DETAILS feature allows access to the detailed information pertaining to the error 

message selected by the user. 

The DELETE function will allow the users to delete specific error messages from the system. 

The CLEAR LOG command is used to delete the entire error log or delete all errors in the log 

prior to the cutoff date specified on the criteria screen. 

53


Officials 

The “Officials” section allows CTAS users to specify their local Government officials. This feature 

allows users to “Add”, “Edit”, or “Delete” officials. 

To ADD an official to the system, click the "Add” and the new Official screen will appear. 

54


Enter all the pertinent information about the new official, including his current role(s) in the local 

Government. Several role restrictions apply and will enforced upon clicking the appropriate check 

boxes. These include the following: 

- An individual cannot be both Chair AND Vice Chair. 

- To be designated Chair or Vice Chair, the individual must first be a member of the 

City Council/Town Board. 

- Only one official can occupy the role of Chair for the current fiscal year. 

To EDIT an official record, highlight the list item and click on the "Edit" button". The update 

official screen will be displayed, make changes and click on "Save". 

To DELETE an official record, highlight the list item you wish to delete and click on the "Delete" 


action. 

55

56 



Payroll Module 

57

58 



EMPLOYEES 

The Employee Main Menu screen is used to Add, Edit or Delete employee information. Basic 

employee information will appear in the listview window after the record has been entered into 

the system. The system automatically defaults to displaying only active employees in the 

listview. If you want to see a listing of all employees, including the employees set inactive, 

uncheck the "Active Employees Only" checkbox in the upper righthand corner of the screen. 

The listview should refresh and all employees, active or inactive should be displayed. 

Employees can be made active or inactive by clicking on the “Active” checkbox found in the 

upper righthand corner of the Employee Details screen. Inactive employees would typically 

include employees that have left the organization or may be on an extended leave of absence. 

An employee may be reactivated at any time. 

Please be sure to fill out all required employee information on all four tabs of the Employee Detail 

Screen. To assist in data entry, a number of edit checks have been incorporated into CTAS to 

ensure that the employee information is entered correctly. 

To print the Employee Information Report, click on the “Print” or “Save and Print” button found in 

the lower section of the Employee Detail Screen. 

59


Data Validation Rules for an Employee (By Tab): 

Demographics & Job (F3): 

• A first name must be entered. 

• A last name must be entered. 

• An employee number must be entered. 

• The employee number must be unique. 

• A social security number must be entered. 

• Pay rate amounts cannot be less than zero. 

• If a pay rate amount has been entered, then a pay period item (ex. “Weekly”) must be 

selected. 

Tax & Insurance (F4): 

• A tax status (ex. “Married”) must be selected. 

• The federal deduction number cannot be less than zero. 

• A valid state (ex. “MN”) must be entered. 

• The state deduction number cannot be less than zero. 

• All amount fields (ex. “Deferred Income”) cannot be less than zero. 

• If an employee cafeteria plan amount is entered, then a pay period item must be selected. 

• If a health plan employee or dependent amount is entered, then a pay period item must be 

selected. 

• If a dental plan employee or dependent amount is entered, then a pay period item must be 

selected. 

• If a life insurance plan employee or dependent amount is entered, then a pay period item 

must be selected. 

Other & Employer (F5): 

• All amount fields (ex. “Union Dues Amt.”) cannot be less than zero. 

• The employee retirement percentage must be between 0.00 and 1.00. 

• If a union dues amount is entered, then a pay period item must be selected. 

• If an other deductions (#1) amount is entered, then a pay period item must be selected. 



• If an employer’s health insurance amount is entered, then a pay period item must be 

selected. 

• If an employer’s dental insurance amount is entered, then a pay period item must be 

selected. 

• In an employer’s life insurance amount is entered, then a pay period item must be selected. 

• The employer’s retirement percentage must be between 0.00 and 1.00. 

Acct. Dist. (F6): 

• The total percentage distributed must equal 1.00. 


object code. 

Sick & Vacation (F7): 

• If Sick or Vacation accrual is enabled, then the corresponding current balance, accrual 

amount, and payroll period must be selected. 

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To ADD an Employee record, click on the "Add" command button and the employee detail screen 

will appear. See the following examples of employee screens and what information is entered. 

Click on the tab or click on the corresponding function key (ex. “F4”) to move from one screen to 

another. 

The first screen is for the Employee's Demographics as well as Job Information. 

The second screen is used to enter the Employee Tax Information and also any Insurance 

Deductions the employee is responsible for. 

61


The Third screen is for Employee's Other Deductions and the Employer's Share of Deductions. 

The fourth screen is for the default Account Distribution. 

In this system 1.00 is equivalent to 100%. All employee distribution records must equal 100%, if 

not the user will be prompted. 

62


The fifth screen is for the Sick and Vacation accruals. 

63


To EDIT an Employee record, highlight list item and click on "Edit". The employee's information 

will be displayed. Leftclick on the tab to get to the appropriate screen and make any necessary 

changes. Click "Save and Exit" or click "Save and Add" if you need to add a new employee after 

making these changes to the existing employee record. 

To DELETE an Employee record, highlight the list item and click on "Delete". 

window will appear. Click "Yes" to continue or click "No" to the cancel request. 

A confirmation 

To view/print a REPORT, click on the "Reports" command button. Select the Report category 

and then highlight the applicable report listing, click "Run". If additional criteria is needed, a 

criteria window will be displayed. Enter the information and click on "Print Preview". The print 

option will be available on the print preview screen. 

Reports are divided into two categories: Tax Filing and Payroll (Year to Date). 

Example of the Federal Taxes Account Distribution 

64


PAYROLL PERIODS 

From the Payroll Main Menu screen you have the option to Add, Edit or Delete a pay period. 

Once the pay period is posted, users will not be able to Edit or Delete the pay period record. 

To generate employee checks, follow these steps: 

STEP 1: 

Click on the “Add” button to add a new payroll period. 

65


After saving the payroll period information, the Payroll Period Details Screen will be displayed. 

OPTIONAL: 

If an organization is going to implement CTAS in the middle of a fiscal year and does not want to 

enter historical employee payroll information, then employee beginning balance information will 

need to be set up. Click on the “Advanced” button to set up beginning balance information. 

Next, click on the “Beginning Balance” checkbox. The payroll period ending date and description 

will automatically be defaulted in. Finally, select the correct fiscal year. Save the payroll period 

information. 

The beginning balance information will be included in the appropriate payroll reports and W2’s 

that are generated at yearend. 

To enter the employee beginning balance information, follow the same steps used to generate 

payroll checks except enter the cumulative employee information as of the CTAS implementation 

66


date instead of the normal payroll period information. Obviously, payroll checks will not need to 

be generated. 

The Payroll Details Screen is the main screen used to enter payroll information, generate checks, 

and post net pay distribution amounts. 

The information on this screen represents the payroll information for a single payroll period. 

If necessary, the displayed payroll period information can be edited by clicking on the “Edit Pay 

Period” button. The payroll period information cannot be edited if the net pay amounts have 

been posted to the Disbursement Ledger. However, it is possible to change the check date for 

posted payrolls. 

The Payroll Roster for a payroll period is also displayed on this screen. An individual employee’s 

payroll check information can be edited by highlighting the employee in the Payroll Roster 

listview and clicking on the “Edit Check” button. 

Listed on the righthand side of the screen are buttons that represent the remaining steps to 

generating employee payroll checks. 

STEP 2: 

To create the payroll roster for the payroll period, click on the “Create/Update Payroll Roster” 

button. 

The Payroll Roster Screen will be displayed. 

If this is a new payroll period, then all active employees will be displayed in the “Unselected 

Employees” window. The “Employees on Payroll Roster” window should be empty. If payroll 

period information is being edited, all employees currently included in the payroll period would be 

listed in the “Employees on Payroll Roster” listview. 

This screen is used to add or remove employees from the current payroll roster. 

67


Employees can be added to the Payroll Roster by one of three methods: simply double clicking on 

the item, highlighting the item with a single click then click the “Select” button, or if all the items 

have cleared, simply select the “All” button to move all items at one time. The same is true if 

employees need to be removed from the Payroll Roster. 

Payroll Roster information cannot be changed after the payroll period net pay information has 

been posted to the Disbursements Journal. 

Save the Payroll Roster information by clicking on the “Save” button. 

STEP 3: 

To enter employee hours and review payroll check information, click on the “Enter Hours/Edit 

Payroll Check” button. 

The Payroll Check Information Screen will be displayed. 

The Payroll Check Screen is used to enter hours, review deductions, and change (if necessary) 

the account distribution percentages. 

The roster of employees for the payroll period is displayed in the center of the screen. To work 

on a different employee, simply click on that employee. The screen will be refreshed with the 

payroll check information for the selected employee. 

Employee payroll check information cannot be changed after the payroll period net pay 

information has been posted to the Disbursements Journal. 

68


Enter the employee hours and review the remaining screen information for accuracy. 

To review/update employee tax deduction information, click on the “Taxes (F4)” tab or press the 

F4 function key. 

The Taxes (F4) tab will be displayed. 

Review the screen information for accuracy. Make any necessary changes. 

Please note that FICA and Medicare amounts can be adjusted to handle rounding errors. 

To review/update employee deduction information, click on the “Employee Deductions (F5)” tab 

or press the F5 function key. The Employee Deductions (F5) tab will be displayed. 


69


To review/update the employer’s share information, click on the “Employer’s Share (F6)” tab or 

press the F6 function key. The Employer’s Share (F6) tab will be displayed. 


To review/update account distribution information, click on the “Acct. Dist. (F7)” tab or press the 

F7 function key. 

The Account Distribution (F7) tab will be displayed. 

The employee default account distribution percentages from the employee setup screen are 

initially defaulted in. The account distribution percentages can be customized for 

individual employee payroll checks. 

Please remember that the account distribution percentages must total 1.00. 

70


Save the employee payroll check information by clicking on the “Save” button. Clicking on the 

“Save and Next” button will save the current employee payroll check information and display the 

payroll check information for the next employee on the list. 

Data Validation Rules for Employee Payroll Check Information (By Tab): 

Gross Pay (F3): 

• The net pay + EIC amount cannot be less than zero. 

Taxes (F4): 

• The federal deduction number cannot be less than zero. 

• A valid tax state (ex. “MN”) must be entered. 

• The state deduction number cannot be less than zero. 

• A filing status (ex. “Married”) must be entered. 

Employee Deductions (F5): 

• The employee retirement percentage must be between 0.00 and 1.00. 

Employer’s Share (F6): 

• The employer’s retirement percentage must be between 0.00 and 1.00. 

Acct. Dist. (F7): 

• The total percentage distributed must equal 1.00. 

• A valid account distribution percentage must contain a valid fund number, account number, 

and object code. 

STEP 4: 

To Print the Payroll Register, click on the “Print Payroll Register” button. 

71


A Payroll Register Report will be displayed. 

At this time, the payroll check information in the Payroll Register Report should be reviewed. Any 

errors that are found can be corrected by repeating Step 3. 

STEP 5: 

To Print Payroll Checks, click on the “Print Payroll Checks” button. 

The Print Payroll Checks Criteria Screen will be displayed. 

The check date will default to the current date. Clicking on inverted triangle to the right of the 

date field allows users to change the check date. Once the date has been determined, click on 

"Print Checks". Users have the option to print sample checks in order to align check forms on a 

Dot Matrix printer. 

Review the payroll checks for alignment. 

Only payroll checks that are missing a check number are printed. 

72


STEP 6: 

To enter payroll check numbers, click on the “Enter Payroll Check Numbers” button. 

The Enter Payroll Check Numbers Screen will be displayed. 

The check date should default to the same check date used to print payroll checks. Enter the 

appropriate check numbers. 

Save the payroll check information by clicking on the “Save” button. 

To reprint a payroll check that already has a check number assigned, simply delete the check 

number for the specific payroll check and repeat Step 5. 

Employee payroll check numbers cannot be changed after the payroll period net pay information 

has been posted to the Disbursements Journal. 

STEP 7: 

To print the Net Pay Account Distribution Report, click on the “Net Pay Account Dist. Report” 

button. 

The Net Pay Account Distribution Report Criteria Screen will be displayed. 

73


The report can be printed either by employee or account number. If the report is printed by 

account number, please enter the appropriate account number for recording rounding errors. 

Run the report and verify the account distribution information. Any errors that are found can be 

corrected by repeating Step 3 and adjusting the payroll check account distribution percentages. 

STEP 8: 

To post the net pay distribution amounts to the Disbursements Journal, click on the “Post Net 

Pay” button. 

The Net Pay Account Distribution Report Criteria Screen will be displayed. 

The user will have the option to rerun the Net Pay Account Distribution Report and review the 

account distribution information (See Step 7). 

After running Net Pay Account Distribution Report, the Post Net Pay Screen will be displayed. 

Review and update, if necessary, the account numbers for posting all unallocated amounts 

(rounding error). 

Please note that all payroll checks must be assigned a check number before any payroll check net 

pay amounts can be posted to the Disbursements Journal. If during the net pay posting, a 

duplicate check number is found, the net pay posting function will be aborted. 

74


Post the net pay amounts. If the net pay amounts were posted correctly, then the following 

screen will be displayed. 

If the net pay amounts were not posted correctly, the following screen will be displayed: 

Net pay distribution amounts can only be posted once to the Disbursements Journal. 

If necessary, the posted net pay amounts can be changed in the Disbursements Journal. 

To EDIT a Payroll Period record, highlight the list item and click on "Edit". The Payroll Details 

screen will be displayed. From here you can edit the pay period, update the payroll roster by 

adding or removing employees or change the hours/deductions for any of the selected 

employees. Save changes and exit details screen. 

To DELETE a Payroll record, highlight the list item and click on "Delete". A confirmation window 

will appear. Click "Yes" to continue or click "No" to the cancel request. The pay period record 

cannot be deleted if it has already been posted. 

To view/print a REPORT, click on the "Reports" command button. Select the Report category 

and then highlight the applicable report listing, click "Run". If additional criteria is needed, a 

criteria window will be displayed. Enter the information and click on "Print Preview". The print 

option will be available on the print preview screen. 

The Reports in this section are divided into two categories: Tax Filing or Reports (Year to Date). 

More information on the Tax Filing and Reports sections of the Payroll module are contained in 

the next few pages. 

75


TAX FILING 

To run a report, highlight the appropriate report listing and click the "Run" button. 

If additional information is necessary to compile the report, a criteria window will be displayed 

similar to the one shown below: 

Click "Print Preview" to continue with report request. 

76


From the print preview screen users will have the option to print a copy of the report, by clicking 

on the printer icon located near the top of the print preview screen. To cancel, click on the red 

octagon icon. 

Printing the W2 Wage and Tax Statements 

To print the W2 Wage and Tax Statements, run the selected report. You will be presented with a 

dialog from which to select one or more employees (see above). Select the tax year and printer 

settings, then click “Print Preview”. 

Printing the W2 Wage and Tax Statements using a LaserJet printer: 

If you are using a sixpart form, you will need to print the report six times, one time for each 

copy that is required. For example, insert Copy A of the W2 form in the paper tray and print the 

report. Now you have Copy A of the form printed for each of the employees. Next, insert Copy 

B of the form in the tray and print the report again. Follow this process for each copy of the 

form that is needed. Once all copies of the form have been printed they can be sorted by 

employee and distributed accordingly. 

77


PAYROLL REPORTS 

To view or print a report, highlight the appropriate report listing and click the "Run" button. A 

criteria window will be displayed and the user will need to specify additional information such as 

the Start/End Dates, Fund, Account Number and Object codes. This could vary depending on the 

report selected. Once the criteria selection is complete, click "Print Preview" and the report will 

be displayed on the screen. 


are used to perform various actions while in the print preview mode (see list below). 

 

 

 

 

 

 

 








78


TAX TABLES 

The Tax Table section allows the users to enter all of the pertinent tax table information for a tax 

year. Only one record can be created for a specific tax year. Tax year 2004 cannot have two tax 

table entries. 

To ADD a Tax Table, click on the "Add" button and the update screen will be displayed. 

79


To EDIT a Tax Table, highlight the list item and click "Edit". Make the necessary changes to the 

tax information and click "Save". 

To DELETE a Tax Table, highlight the list item and click on "Delete". 

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Investments Module 

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INVESTMENTS 

CTAS provides users with a simple method of tracking investments. CTAS tracks the type, 

interest rate, maturity date, and individual deposits and withdrawals. 

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Click "Add" to enter a new investment or "Edit" to update an investment already in CTAS. 

If you wish to delete an investment, simply click on the investment you wish to delete, the 

investment will be highlighted. Then click on "Delete", CTAS will ask you to confirm the deletion. 

Once you delete an investment, it is permanently removed from the software. 

If the investment has a "number", enter it in the investment ID Field. The investment type 

describes your classification of the investment. You can develop your own classifications; 

examples are the 4M Fund, Savings Account, US Treasury, Certificate of Deposit, etc. Next, 

enter a description of the investment, the interest rate, and the maturity date if there is one. 

In the "Deposits" and “Withdrawals” areas, enter the fund, transaction date, and the amount for 

each individual transaction. The current value is automatically calculated based on the deposits 

and withdrawals. 

Each deposit entered will also get posted to the “Receipts” in the Accounting module. The receipt 

number will have the prefix “IAW” followed by a unique number. Each withdrawal entered will 

get posted to the “Disbursements” in the Accounting module. The disbursement number will have 

the prefix “IAD” followed by a unique number. 

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The three standard reports listed below are included in the Investments section: 


Current Investments: This report will display all current investments at their current value. 

Investment Activity: This report may be run for any date range you specify. It will display all 

information regarding the investment activity for each investment. It will include the beginning 

balance, deposits and withdrawals, and the ending balances for the time period. 

Investment Worksheet: This report may be run for any date range you specify. It will display 

all information regarding the investments. 

Example of Investment Activity 

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INVESTMENT REPORTS 

To view or print a report, highlight the appropriate report listing and click the "Run" button. A 

criteria window will be displayed, if additional information needs to be specified, such as a Fund, 

or Date Range. Once the criteria selection is complete, click "Print Preview" and the report will 

be displayed on the screen. 


are used to perform various actions (see list below). 

 

 

 

 

 

 

 






To save the report as a PDF, click on the “PDF” button. 

To cancel the report and go back to the main menu, click on the red octagon. 

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Indebtedness Module 

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INDEBTEDNESS 

CTAS provides a simple means for users to track instruments of indebtedness. CTAS provides for 

the creation and updating of these instruments, as well as recording principal payments towards 

the debts. 

Click “Add” to enter a new debt or “Edit” to update an existing debt. 

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In CTAS, debt instruments are characterized by several fields, including ID, type, description, 

issue amount, interest rate, issue date, and final maturity date. Debt types are selected from the 

following list: 

• General Obligation 

• General Obligation Revenue Bonds 

• Other Long Term Debt 

• Revenue Bonds 

• Short Term Debt 

• Special Assessment Bonds 

• Tax Increment Bonds 

In addition to the basic debt setup information, this form contains a section to handle debt 

payments. This section is initially disabled, until the debt is saved for the first time. Then, the 

Payment History section can be used to record principle payments towards the debt. As 

payments are made, the total principle payments and remaining balance is recorded. To delete a 

payment, enter 0.00 for the amount, then click Save. The next time you open this form, that 

entry will be removed. 

If you wish to delete a debt instrument, simply select the debt you wish to delete, then click on 

"Delete", CTAS will ask you to confirm the deletion. Once you delete a debt instrument, it is 

permanently removed from the software. 

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INDEBTEDNESS REPORTS 

The Indebtedness Module offers two reports: Indebtedness Activity and Schedule 6, the 

Statement of Indebtedness. The Schedule 6 report is shown below: 

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Accrual Module 

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RECEIVABLES 

From the Receivables Main Menu screen the user can Add, Edit, Void or Delete a receivable. To 

search for an existing receivable, mark the appropriate search option and type the requested 

information in the search field, then click on "Search" button. 

When adding a new receivable, the ID number will automatically default to the last ID number 

used plus one. 

If a remitter is selected off the list, the account distribution will be automatically filled in for this 

remitter’s most recent receivable. If necessary, you have the ability to edit the address 

information. New remitters can be added or existing remitters can be edited “on the fly” by 

clicking on the “New” or “Edit” buttons, respectively, next to the “Received from” field. “Onetime” 

remitters, currently not in the remitter list, can manually be entered onto the Receivables 

Screen. 

If a receivable has been voided, then the word “Voided” will be displayed in the upper righthand 

corner of the Receivables Screen. 


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Data Validation Rules for a Receivable: 

• An ID number must be entered (alpha and/or numeric). 

• A receivable date must be entered. 

• A remitter (received from) must be entered. 

• A total amount cannot be negative. 

• The total amount must equal the total amount distributed. In other words, the difference 

amount must equal zero. 

• A valid account distribution amount must contain a valid fund number and account number. 

(You will be warned if the receivable date falls outside the current fiscal year.) 

To ADD a new receipt, click "Add" and the receivable detail screen will be displayed. 

Once the data has been entered, click "Save and Exit" or if you have additional receivables to 

enter, click on "Save and Add". The total amount distributed must equal the total amount 

received, if not, a notification window will be displayed advising the user of this requirement. 

To EDIT an existing receivable, highlight the list item and click "Edit". The receivable detail 

screen will be displayed. Make the necessary modifications and save. 

To VOID a receivable, highlight the list item and click "Void (Yes/No)". A confirmation window 

will appear, click "Yes" to continue, or "No" to cancel the action. You will be notified when the 

transaction was successful. To remove the void status from a receivable, again highlight the list 

item and click “Void (Yes/No)”. Selecting “Yes” will remove the void status from the receivable. 

To DELETE a receivable, highlight the list item and click "Delete". The user will be prompted to 




available reports will be displayed, highlight the report listing and click "Run". 

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PAYABLES 

From the Payables Main Menu screen the user can Add, Edit, Void or Delete a payable. To 

search for an existing payable, mark the appropriate search option and then enter the requested 

search criteria. Click on the "Search" button and all payables meeting the specified criteria will 

be displayed. 

When adding a new payable, the ID number will automatically default to the last ID number used 

plus one. 

If a vendor is selected from the “Pay to the order of” list, the description and account distribution 

will automatically be populated based on this vendor’s most recent payable. 

New vendors can be added or existing vendors can be edited “on the fly” by clicking on the 

“New” or “Edit” buttons, respectively, next to the “Pay to the Order of” field. “Onetime” 

vendors, currently not in the vendor list, can manually be entered onto the Payables Screen. 

If a payable has been voided, then the words “Voided” will be displayed in the upper righthand 

corner of the Payables Screen. 


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Data Validation Rules for a payable: 

• The ID number must be entered and must be unique. 

• A date must be entered. 


• The total payable amount cannot be less than zero. 

• The total payable amount must equal the total amount distributed. In other words, the 



object code. 

(You will be warned if the date falls outside the current fiscal year.) 

To ADD a payable, click on the "Add" button and the detail screen will be displayed. The ID 

number field automatically defaults to the next available ID number in sequence. 

To EDIT an existing payable, highlight the list item and click "Edit". The payable detail screen 

will be displayed. Make the necessary modifications and save. 

To VOID a payable, highlight the list item and click "Void (Yes/No)". A confirmation window will 

appear, click "Yes" to continue, or "No" to cancel the action. You will be notified when the 

transaction was successful. To remove the void status from a payable, again highlight the list 

item and click “Void (Yes/No)”. Selecting “Yes” will remove the void status from the receivable. 

To DELETE a payable, highlight the list item and click "Delete". The user will be prompted to 




available reports will be displayed, highlight the report listing and click "Run". 

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ACCRUAL REPORTS 

From this screen users can run the accrual reports. To view or print a report, highlight the 

appropriate report and click on the "Run" button. A criteria window will be displayed and the 

user will need to specify additional information such as the Fund and/or the End Date. This 

information is needed to compile the data for the requested report. Once the criteria selection is 

complete, click "Print Preview" and the report will be displayed on the screen or press the “Export 

to CSV” button to save the data from the report into a file ready for Excel. 


are used to perform various actions (see list of actions below). 

 

 

 

 

 

 

 








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Glossary 

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Accounting System: A complete set of records and procedures which are used to record, 

classify, and report information on the financial condition and operations of an entity. 

Account: A grouping of transactions, which have similar characteristics. 

example of a revenue account. 

Taxes would be an 

Accounts Payable: A liability account reflection amounts on open account owed to private 

persons or organizations for goods or services furnished by a government. 

Accrual Basis of Accounting: The method of accounting under which revenues are recorded 

when they are earned (whether or not cash is received at that time) and expenditures are 

recorded when goods or services are received (whether cash is paid at that time or not). The 

accrual method of accounting is used for proprietary (enterprise) funds such as water or sewer, 

municipal liquor stores, and similar selfsupporting entities. 

Activity: A specific and distinguishable unit of work or service performed for the purpose of 

accomplishing a function for which the government is responsible. 

Bond: A written promise to pay a specified sum of money (principal or face value) at a specified 

future date (maturity date) along with periodic interest paid at a specified percentage of principal 

(interest rate). Bonds are longterm debt. 

Budget: A plan of financial operation estimating proposed expenditures and the means of 

financing them, usually for a single year. 

Cash Basis of Accounting: A basis of accounting under which transactions are recognized only 

when cash changes hands. 

Chart of Accounts: A system of numbering accounts, entries, claims, receipts so that the 

symbol used reveals certain required information. 

Claim: An itemization and declaration of a claim or demand against the city or town, requesting 

payment for goods or services, stating under the penalties of law that the claim or demand is just 

and correct and not previously paid. Claims are covered under Minn. Stat. Sec. 471.38 471.41 

(Charter Cities and towns) and Minn. Stat. Sec. 412.271 (statutory cities). 

Disbursements: Payments in cash. 

Disbursements Register: A chronological or consecutive record of payments in cash, entered 

from the claims at the time the claim and order is prepared. 

Expenditures: Where accounts are kept on the cash basis, expenditures are recognized only 

when cash payments are made (cash disbursements). Where the modified accrual basis of 

accounting is used, the cost of the goods received or services rendered are recognized as 

expenditures, whether cash payments have been made or not. 

Financial Statements: Summary statements of financial resources or cash flows prepared at 

the end of an accounting period from the ledgers. (Balance sheets, statements of revenues, 

expenditures and changes in fund balances, or statements of cash receipts and disbursements). 

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Functional Classification: Expenditure classification according to the principal purposes for 

which expenditures are made. Examples are public safety, streets and highways (road and 

bridge). 

Fund: An accounting entity with a selfbalancing set of accounts recording all financial 

transactions for specific activities which are segregated in accordance with special regulations, 

restrictions or laws. Examples are the general fund, library fund, road and bridge, and debt 

service. 

Generally Accepted Accounting Principles (GAAP): Uniform minimum standards and 

guidelines covering financial accounting and reporting. GAAP encompass the conventions, rules 

and procedures defining accepted accounting practice at a particular time. GAAP provide a 

standard for financial statement presentation. The primary authoritative body for applying GAAP 

to state and local government is the Governmental Accounting Standards Board (GASB) and its 

publications, as well as those of its predecessors. 

General Obligation Bonds: Bonds that are backed by the full faith and credit (taxing authority) 

of the issuing government. 

Governmental Fund Types: Governmental funds include the general fund, special revenue 

funds, capital projects funds, debt service funds, and special assessment funds until they were 

eliminated by the GASB. 

Interim Financial Statements: A financial statement prepared before the end of the current 

fiscal year and covering only financial transactions for the current year to date. 

Intergovernmental Revenues: Revenues from other governments in the form of grants, 

entitlements, shared revenues, or payments in lieu of taxes. 

Internal Control: A plan of organization for purchasing, accounting, and other financial 

activities which provides for: the segregation of duties so that no single employee handles a 

financial transaction from beginning to end; proper authorizations from responsible officials 

before key steps in processing transactions are completed; and records and procedures arranged 

appropriately to facilitate effective control. 

Invoice: A detailed list of goods shipped or services rendered with an accounting of all costs. A 

bill. 

Ledger: A group of accounts in which financial transactions of the entity are recorded. 

Modified Accrual Basis of Accounting: The basis of accounting under which expenditures 

other than accrued interest on general longterm debt are recorded at the time liabilities are 

incurred and revenues which should be accrued to reflect taxes levied and revenues earned. 

Object Code: Object of expenditure classification is based on the categories of goods and 

services purchased. Objects of expenditure include: personal services (salaries and wages), 

contracted services, supplies and materials, and capital outlays. 

Operating Budget: Plans for current expenditures and the proposed means of financing them. 

The annual operating budget is the means by which most acquisition, spending, and services of a 

government are controlled. Even where not required by law, annual operating budgets are 

essential to sound financial management and should be adopted. 

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OrderCheck: An ordercheck is the method used for disbursing funds in the cities and towns in 

Minnesota. The order is drawn upon the treasurer by the mayor (chairman) and clerk. When 

signed by the treasurer, it becomes a check. All disbursements of city funds shall be made by an 

order drawn by the mayor and clerk upon the treasurer, under Minn. Stat. Sec. 412.271. Town 

orderchecks are covered under Minn. Stat. Sec. 367.18. 

Receipts: Cash received. 

Receipts Register: A chronological or consecutive record of cash received, entered from the 

receipt form on a daily basis. 

Revenue: The term designates an increase to fund's assets which does not increase a liability, 

does not repay a previous expenditure, does not cancel certain liabilities and does not increase 

contributed capital. 

Revenue Budget: The planned sources of revenue for funding the expenditures in a budget. 

See Budget, Operating Budget. 

Source of Revenue: Revenues are classified according to their source or point of origin. 

Examples are state or federal grants, taxes, charges for services. 

Statement: A monthly abstract or report by a vendor recapping invoices issued, payments 

received and balance due for an account for goods or services provided to a city or town. 

Vendor: A business or individual who provides goods or services to an entity, and bills for their 

services when the goods have been delivered, or when the services are completed. 

YearEnd Financial Statement: Financial statement prepared at the end of an accounting 

period (yearend) after the books have been closed for that period. It is an important document 

summarizing the transactions for the accounting period, for use by the elected officials, the city 

management, and the public. 

Sources: 

Accounting Handbook for Small Cities 

Government Finance Officers Associations 

(GFOA) (1979) 

Governmental Accounting and Financial Reporting, GFOA (1980) 

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