CTAS Reference Guide.doc - Office of the State Auditor

CTAS REFERENCE GUIDE
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.
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