Spring, 2012
Contents
1. SOVITOR Porense OQ A EDU Se ego Not gt teeees Spring 2012 CTAS News amp Notes Small City amp Town Accounting System CTAS Helpline 651 296 6262 Fax 651 282 2391 Website www auditor state mn us CTAS User Manual Work continues on finalizing the CTAS User Manual prior to the Summer Short Courses The CTAS User Manual will explain how to use CTAS in an easy to understand format The User Manual will be available in both electronic form and paper copy The paper copy will be available for purchase If you are interested in receiving a copy of the User Manual please send an e mail to CTAS osa state mn us Tax Rates for 2012 The Tax Tables must be updated for 2012 This is done in the payroll section Click on the Tax Table icon and then click the Add button on the bottom of the screen The information for completing the Tax Tables is available on our website at http www auditor state mn us othe r ctas docs ctas_12_taxtables pdf Training The Office of the State Auditor offers training sessions on the CTAS system The next training session _is scheduled __ for Thursday May 10 2012 The session will be held at the Office of the State Auditor s St Paul Office from 9 00 a m until approximately 1 00 p m This is a basic beginners course designed for those users who have limited or no experience using CTAS A training workbook will be provided To register for2. the training session please call Mr Mark Albarado at 651 282 6114 or e mail him at Mark Albarado osa state mn us The resources available for training limit the session to a maximum of eight people Directions to our St Paul Office may be obtained from the Office of the State Auditor s website http www osa state mn us default aspx page directions Parking is available in the parking lot behind the building Please ask our receptionist for a temporary parking permit 2011 Cash City Financial Reporting The instructions for reporting your 2011 financial information were mailed to all cities in February Your OSA code can be found on the letter you received with the instructions The deadline for cities E mail CTAS osa state mn us reporting on a cash basis was March 31 2012 CTAS users should not submit a copy of the backup file The Office of the State Auditor is requesting that cities using the CTAS program report using the Excel spreadsheet see instructions in next section Cities that are being audited should not submit the information using CTAS The Office of the State Auditor has an Excel spreadsheet that audited cities should use to report their financial information Also the audited financial statements must be submitted electronically using the Adobe Acrobat format PDF For additional information or assistance please call the Helpline or visit the Office of the State Auditor s
3. 6 2551 or 800 627 3529 TTY 3 Check and Envelope Vendors Below is a list of vendors that will provide checks and envelopes for CTAS The Office of the State Auditor does not recommend a particular vendor for printing checks but only offers this list as a resource for your check printing needs Tammy amp Shaun Stottler American Solutions for Business 19562 Halwood Road Glenwood MN 56334 Phone 320 634 3344 Fax 320 634 0287 tstottle americanbus com Rose Shorma Proforma Rose Shorma 826 East Lake Geneva Road Alexandria MN 56308 Phone 320 763 5535 Fax 320 762 1555 Cell 320 760 8212 rose shorma proforma com Paul Schmidt Victor Lundeen Corp 126 West Lincoln Avenue Fergus Falls MN 56537 Phone 218 736 5433 Phone 800 346 4870 pauls victorlundeens com Additional Training Opportunities The Office of the State Auditor is planning to offer a CTAS training session as one of the workshops in the Summer Short Courses presented by the Minnesota Association of Townships MAT The dates and locations for the CTAS News and Notes Spring 2012 training sessions are June 18 St Cloud Location Holiday Inn June 19 Morton Location Jackpot Junction June 20 Mankato Location Country Inn amp Suites June 21 Rochester Location Ramada June 25 Fergus Falls Location Best Western Bigwood Event Center June 26 Thief River Falls Locatio
4. ct check number When all transactions have a check number you will be able to use the Search by Check Number option Error 3380 Alter Table Tblclaims This error indicates that the database was opened using Version 6 after using Version 7 You will need to restore your data from a backup Also delete the CTAS VB6 icon from your Desktop Screen too Large Users are unable to see the buttons on the bottom Your screen resolution is set too low To change your screen resolution using the Category view e Click the Start button e Select the Control Panel e Click on Appearance and Themes e Click on the Settings tab e Move the screen resolution slide to a higher amount Click Apply Click Yes to set the new screen resolution e Click OK to close the screen To change your screen resolution using the Classic view e Click the Start button e Select the Control Panel e Double click on the Display icon e Click on the Settings tab e Move the screen resolution slide to a higher amount e Click Apply e Click Yes to set the new screen resolution This document is available in alternative formats to individuals with disabilities by calling 651 296 2551 or 800 627 3529 TTY 2 e Click OK to close the screen Grid 32 o0cx file not registered properly To correct this error go to the CTAS web page http www auditor state mn us defa ult aspx page ctas and download the New Installation or Update f
5. date Payroll Roster 3 Highlight the employee to be deleted 4 Click the Remove Button 5 Click the Save Button This should delete the employee from the payroll Remember to void the associated check Checks should be voided and not deleted so that all check numbers are accounted for Transferring the Data from Computer 1 to Computer 2 First make a Backup copy of the CTAS Data from Computer 1 1 Start CTAS 2 Click on the Admin icon 3 Click on the Utilities tab 4 Click on the Backup button 5 If necessary click on the Browse button to change destination of the backup file CTAS News and Notes Spring 2012 6 Click the Run Backup button 7 CTAS creates the file CTAS MDB Zip Note This file should be saved on an external storage device Transferring your Data to Computer 2 1 Install CTAS 2 Start CTAS 3 On the Welcome Screen click on the Restore Database button in the lower right hand corner 4 Click on the top Browse button and select the location of the backup file 5 Click the Run Restore button to transfer the data from the backup 6 When the restore function is complete click the Continue button to begin using CTAS Note If you did not change the default settings when installing CTAS the location of the database as shown on the screen is correct This document is available in alternative formats to individuals with disabilities by calling 651 29
6. eded double click on the clicked on desired folder e Click the Save button to select the backup location e When the backup folder is displayed in the Backup Folder box click the Run Backup button to begin the backup process e Click on the Yes button to back up your CTAS data e When the file has been backed up click the OK button to complete the process This document is available in alternative formats to individuals with disabilities by calling 651 296 2551 or 800 627 3529 TTY 4
7. format PDF For additional information or assistance please call the Helpline or e mail CTAS osa state mn us Submitting the CTAS Reporting Form To submit the data in the proper format you will need Version 6 0 8 6 2 0 7 0 13 or 7 0 14 The 2011 reporting year may be the last year you will be able to submit your CTAS file using CTAS Version 6 Version 7 0 14 can be downloaded from our website at www auditor state mn us Also you will need the OSA code Your OSA code is the same as last year and is included in the letter sent CTAS Tips Error 94 Invalid Use of Null This error has occurred when Posting Claims The error indicates there is a claim without an explanation in the Description field Enter an explanation in the Description field and the claims should post Error Number 3464 If you received this error when trying to search by check number this indicates at least one disbursement transaction does not have a check number In order to find the transaction s without a check number you will need to search all of your disbursements and find those without a check number In the Disbursements section enter the starting date of 01 01 2000 and ending date of the current date in the Search by Date fields Then click the Search button Scroll through the list box until you find a transaction without a check number CTAS News and Notes Spring 2012 Edit the transaction and add the corre
8. n Ralph Engelstad Arena June 27 Walker Location Northern Lights Events Center June 28 Carlton Location Black Bear Casino The cost for the workshop is 50 with pre registration On site registration is 60 Early registration is recommended In past years all CTAS sessions were filled and late registrants did not have an opportunity to participate in the CTAS training For more information contact MAT at 763 497 2330 or 800 228 0296 or visit their website at www mntownships org and click on Training Events BACK UP YOUR DATA Because of the many options in setting up the Windows operating system CTAS will not always be able to write directly to a CD Therefore the Office of the State Auditor suggests you use a USB flash drive CTAS will write directly to the flash drive The procedure the Office of the State Auditor recommends is to use a rotation of three backups The first time you back up use Backup 1 The second time use Backup 2 The third time use Backup 3 The fourth time use Backup 1 again To back up the CTAS Database complete the following steps e Click on the Admin icon e Click on the Utilities tab e Click on the Backup button e Click on the Browse button to select the location for the backup file e When the Select Backup Folder appears click on the down arrow at the end for a list of the available drives e Click on a drive letter to select the drive e If ne
9. rom Version 6 Install this version 7 0 14 of CTAS This should register the file and correct the error CTAS is designed not to overwrite the data Fatal Error when print Schedule 1 Download and install the CTAS Version 7 0 14 update This will correct the issue with the printing of Schedule 1 To download the update 1 Go to the CTAS web page http www auditor state mn us default aspx page ctas 2 Click on Update for CTAS Version 7 exe 894k 3 Save the file to your Desktop 4 Double click on the file 5 Enter C Program Files CTAS v7 in the Extract to box 6 Click on the Extract button 7 Click the Yes button to replace the CTAS 2009 exe file When this is complete your CTAS system should be updated Enterprise Funds In CTAS all Enterprise Funds must use a 600 number These are funds such as water and sewer utilities Do not use the 600 fund series for funds other than Enterprise Funds Using the 600 fund numbers for Enterprise Funds will create the correct electronic file for submission to the Office of the State Auditor To change the fund number click on the Acct_no icon Highlight the Enterprise Fund and click the Edit button Change the number and then click the Save button All transactions with this fund number will be updated How do I delete an employee in a posted payroll 1 Click on the Edit Button to update the Payroll Period 2 Click on the Create Up
10. website at www auditor state mn us 2011 Cash Township Financial Reporting The instructions for reporting your 2011 financial information were mailed to all towns in February This information was due in our office March 31 2012 This document is available in alternative formats to individuals with disabilities by calling 651 296 2551 or 800 627 3529 TTY CTAS users should not send a copy of the backup file Please follow the instructions below 1 Go to the State Auditor s Form Entry System SAFES on our website at https www auditor state mn us safes 2 Enter your username and password 3 Verify your contact information and then click the Save Verify button 4 Click the Submit Forms Documents tab 5 Click the Browse button and locate the stateauditor2011 xml file stored on your computer 6 Highlight the file and click the Open button Click the Next button Select file type xml or csv Select your Entity Name 0 Select the Year of the Report 11 Click the Next button You will receive a confirmation number when the file has been accepted 12 Click Log out to finish Ee 80 00 A Towns that are being audited should not submit the information using CTAS The Office of the State Auditor has an Excel spreadsheet that towns should use to report their financial information Also the audited financial statements must be submitted electronically using the Adobe Acrobat
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