CTAS Reference Guide.doc - Office of the State Auditor

CTAS REFERENCE GUIDE
Data Validation Rules for a Disbursement:
• The check number must be entered and must be unique.
• A disbursement date must be entered.
• A payee (“Pay to the order of”) 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
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 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.
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