CTAS Reference Guide.doc - Office of the State Auditor

CTAS REFERENCE GUIDE
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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