CTAS Reference Guide.doc - Office of the State Auditor

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CTAS REFERENCE GUIDE 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. 24
CTAS REFERENCE GUIDE You can check the “Approved” checkbox on the “Edit” Claims Screen to manually approve a claim. To delete an Account Distribution item, enter “0.00” for the amount. 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 difference amount must equal zero. • 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
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