Chapter 10: Administration
Contents
1. 03 30 2010 94 Invalid use of Null 7 0 13 ostPaidClaims orm_Avctivate Invalid use of Null 7 0 13 frmPostPaidClaims Form_Activate e To delete a set of errors click the Clear L g button The Clear Error Log screen will appear 0716200 fe e To delete all the errors inthe error log click on the Remove all entries button e To remove only selected errors click on the Remove entries prior to following date button Enter an ending date for the selected errors in the Cutoff Date field e Click the Cleat Log button to enter your choice The Clear Error Log screen appears as shown below e Click on the Yes button to delete the selected error s Office of the State Auditor Mme CTAS User Manual 10 21 Administration List of Officials Introduction The Officials tab in the Administration section provides you a place to enter information about your local officials whether elected or appointed To begin entering the officials information click on the Officials F7 tab in the Administration section w CTAS Accounting Module 7 You can add editor delete officials from the Officials tab using the buttons at the bottom of the screen Instructions on using these buttons can be found later in this chapter Office of the State Auditor Mme CTAS User Manual 10 22 Administration Entering the List of Officials To begin entering the information for your local of2. 10 3 Administration Entering the System Information continued Updating System Information Town of Grand Slam 3 Homerun Circle FO Eoxk SE LE 41 6541 24 2368548 ane 5555 When the Updating System Information screen appears complete the following steps Enter the name of your township or city in the Institution Name field Enter the mailing address of the township or city in the Address fields Enter the Federal Employer ID number in the Federal ID field it begins with 41 Enter the State ID number if you have one in the State ID field Enter the OSA Code received from the Office of the State Auditor Click on the up or down arrow in the Current Fiscal Year box to change the fiscal year e Click on a radio button to select the appropriate printer type Select the laser printer for an Inkjet printer e Click on the Save button Note The Federal ID State ID and OSA Code are not required when entering the System Information However the OSA Code is required in order to file the CTAS generated data file with the Office of the State Auditor Office of the State Auditor Mme CTAS User Manual 10 4 Administration The Year end Processing Tab The year end processing should be completed after the December January bank reconciliation is completed all year end reports have been printed and the financial records are ready for the Town Board of Audit or City Council Transactions for the current
3. CTAS meets the filing requirements of the Office of the State Auditor for the completion of the annual financial reporting form for cities and towns not required to be audited Note Cities are required to file annual financial statements in addition to the CTAS generated data file To create the file to send to the Office of the State Auditor click on the Year end Processing tab as shown on the previous page When the Year end Processing tab appears click on the Generate State Auditor Data File button w CTAS Accounting Module Eile Accounting Paprall Investments Indebtedness Accrual Help S amp S a Receipts Administration System Information F3 Yearend Processing F4 Utilities F5 Error Log F6 Officials F Year end Processing The Year end processing will petform the following tasks 1 Change the current fiscal veak to the new fiscal year 2 Calculate the beginning fund balances for the new fiscal year PERSO MOCESSING Wil OF OBITS Sih esse CAS mrormanan veces Auf perros ef Current Fiscal Year 2009 ss New Fiscal Year 2010 N state Auditor Data File The State Auditor data file can be generated for the previou scal year a Previous Fiscal Year 2008 4 Generate State Auditor Data File Accounting Payroll C Investments C Indebtedness Accrual After clicking on the Generate State Auditor Data File button the Select State Auditor Data file scr
4. year can be entered without the completion of the year end processing When entering transactions for the current year you will receive a message stating the transaction falls outside the current fiscal year do you want to change the date Select no and the transaction will be saved with the entered date There are two options in the Year end Processing section of CTAS The first option changes the fiscal year to the new fiscal year and calculates the fund balances for the new fiscal year The second creates an electronic file that can be used to file the financial reporting form with the Office of the State Auditor To access the year end processing section click on the Year end Processing F4 tab we CTAS Accounting Module eles ela Administration 11 48 AM Operating the Year end Processing To change the current fiscal year to the new fiscal year and calculate the beginning balances for the new fiscal year click on the Proceed with Year End Processing button A CTAS screen will appear below left Click the Yes button to run the year end processing When the year end processing has been completed a second CTAS screen will be displayed below right stating it has been completed Click the OK button to finish the process Office of the State Auditor Mme CTAS User Manual 10 5 Administration The Year end Processing Tab continued Generating the State Auditor Data File The data file generated by
5. Chapter 10 Administration June 2012 This Page Left Blank Intentionally June 2012 CTAS User Manual 10 1 Administration Introduction In the Administration section you can enter your local government s system information name address fiscal year etc complete the year end processing back up your data review CTAS error messages and enter the names and addresses of your officials Accessing the Administration Section To access the Administration section from within the Accounting Module of CTAS click on Receipts Administration 11 14 AM Tabs t gt system information F3 Year end Processing F4 Utilities F5 Error Log F6 Officials F7 System Information Institution Town of Grand Slam Address 333 Homerun Circle P O Box K Stolen Base MN 55555 Federal IO Number 24654124 Current Fiscal ear 009 state ID Number 2360546 Printer Type Laser OSA Code 6668 Accounting Payroll C Investments C Indebtedness Accrual The Administration section contains five tabs which allow you to perform different functions in the section By selecting the System Information F3 tab you can enter or edit the name of your local government the address ID numbers etc The Year end Processing F4 tab does the necessary calculation to complete the previous fiscal year and start the new fiscal y
6. State Auditor Mme CTAS User Manual 10 15 Administration The Error Log continued Saving the Error Log to a File To save the list of errors to a file click on the Save to File button in the Error Log tab in the Administration module I w CTAS Accounting Module 11 06 AM A 03 20 2010 gd Invalid use of Null 7 0 13 tmPostPaidClaims Form _Activate 03 03 2010 gd Invalid use of Null 7 0 13 frmPostPaidClaims Form Activate 03 30 2006 3251 Operation is not supported for this type of basDBAbstraction dbCompressReparr I After clicking the Save to File button the Export Complete Error Log screen appears Click on the Yes button and the Select Error Log Export File screen will appear as shown on the next page Export Complete Error Log e de Office of the State Auditor Mme CTAS User Manual 10 16 Administration The Error Log continued Saving the Error Log to a File continued Select Error Log Export File ok in 2 State Auditor t j Database a FRPAS My Recent Install Documents State Auditor E i Testing Training Desktop 2h ctas09 mdb iH ErrorLog mdb My Documents oe Mu Computer i e name ErrorLog mdb bu Network les of type Microsoft Access Databases mdb A Complete the following steps to save the export file e Select the folder you wish to save to by clicking on the down arrow in the Look in field we
7. ation 10 47 AM 03 30 2010 94 03 03 2010 94 03 30 2005 3251 Invalid use of Null 7 0 13 Invalid use of Null 7 0 13 frmPostPaidClaims Form_Activate frmPostPaidClaims Form_Activate Operation is hot supported for this type of basDBAbstraction dbCompressRepair After clicking the Print Errors button the System Reports screen will appear After reviewing the report click on the Printer icon to begin the printing of the report To close the System Reports screen lick on the red X r o CTAS Error Log Report Description lreid ute ol bhdl E i Irewtid use of MAT 7 0 1 5 Oper ation i rot supported ho thot bape of object EL Office of the State Auditor June 2012 CTAS User Manual 10 14 Administration The Error Log continued Printing the Error Log continued After clicking on the Printer icon the Printer Details screen appears Printer Details 7 By clicking the From Page radio button you can choose to print only certain pages of the report The Number of Copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report A sample of the report is below To close the printing of the error log click the Red X icon on the System Reports screen Sample CTAS Error Log Report CTAS Error Log Report 08 16 2010 Description Invalid use of Null 7 0 13 Office of the
8. data and there isn t a need to access the old data After purging old records you will only be able to access the purged records by restoring the database from a backup The second option provides you with the ability to create a backup of your data A backup will allow you to restore your CTAS data to the point in time the backup was made To access these utilities click on the Utilities F5 tab CTAS Accounting Module NME Administration Purging Deleting Old Records You can permanently delete records from the CTAS database using the Purge button on the Utilities tab The chart of accounts data will not be purged Once you have clicked on the purge button the Purge Old CTAS Records screen will appear as shown on the next page Office of the State Auditor Mme CTAS User Manual 10 8 Administration The Utilities Tab continued Purging Deleting Old Records continued Purge Old CTAS Records To purge old records complete the following steps e Check the Purge Accounting Records box to delete the records in the Accounting Module e Check the Purge Payroll Records box to delete the records in the Payroll Module The employee information records will not be purged if this box is selected e Check the Purge Investment Records to delete the records in the Investment module e Enter the enging date for purging the records in the Purge cut off Date field All transaction before
9. e Inthe File name field enter the desired name of the file e Click the Open button to complete the export The following screen will be displayed to indicate the export is finished e Click OK Note The file created will be a Microsoft Access file The file can be opened using a spreadsheet software program Office of the State Auditor Mme CTAS User Manual 10 17 Administration The Error Log continued Viewing the Details of an Error Message This option provides the information on an error including the date and time the error was received the error number and the error message To view the detail of an individual error e Click on the Error Log F6 tab of the Administration module e Highlight the error you want to see the details of e Click the View Details button w CTAS Accounting Module ed el dbo LS Administration 03 30 2010 94 Invalid use of Null 7 0 13 frmPostPaidClaims Form_Activate 03 03 2010 94 Invalid use of Null 7 01 3 frmPostPaidClaims Form_Activate 03 30 2005 3251 Operation is not suppo ted for this type of basDBAbstraction dbCompressRepair After clicking on the View Details button the CTAS System Error screen will appear as shown on the next page Office of the State Auditor Mme CTAS User Manual 10 18 Administration The Error Log continued Viewing the Details of an Error continued When the CTAS System Error screen appears you can either print a c
10. ear In the Utilities F5 section you can back up or purge delete your data The Error Log F6 tab provides a list of the CTAS errors you have received The names and address of your local officials can be added in the Officials F7 section Instructions on how to use these tabs can be found later in this chapter Office of the State Auditor me CTAS User Manual 10 2 Administration Entering the System Information To begin entering the information for your local government click on the System uot oN F3 tab Next click on the Edit bytton at the bottom of the Administration screen __ si CTAS Accounting Module File Accounting Payroll Investments Indebledness Accrual Help ae Administration 11 26 AM Pid I System Information F3 Year end Processing F4 Utilities F5 Error Log F6 Officials F7 system Information 1 I Institution Town gf Grand Slam I Address 333 Homerun Circle P O Box K stolen Base MN 55555 I I I I Federal ID Number 2d 654124 Current Fiscal ear 2009 I State ID Number 2366548 Frinter Type Laser I I OSA Code 5555 f Accounting C Payroll Investments C Indebtedness C Accrual After the Edit option is selected the Updating System Information screen will appear allowing you to enter your information An example of the Updating System Information screen is shown on the next page Office of the State Auditor me CTAS User Manual
11. een appears as shown on the next page Office of the State Auditor me CTAS User Manual 10 6 Administration The Year end Processing Tab continued Generating the State Auditor Data File continued When the Select State Auditor Data File window appears the screen will show you the default location of the file and the name of the file Click the Save button to save the file to the default location You can change the location of the file and the file name but you should note any changes you made Do not change the file type Select State Auditor Data File Save Ir 4 ETAS v B My Recent Documents Ef Desktop Wu Documents My Computer z Local Disk C L Program Files iS BES My Recent Documents 2 My Network Places My Documents My Computer A Mu Network Save as type KML Files sml Cancel Places File name lState uditor2009 sml This file then can be submitted to the Office of the State Auditor to complete the reporting requirements for filing the financial reporting form Cities must also file annual financial statements Office of the State Auditor me CTAS User Manual 10 7 Administration The Utilities Tab There are two options in the Utilities F5 tab The first option is Purge Old Records Purging records will delete information from CTAS Data might be purged if your CTAS system is running slow because of the amount of data or if you have more than ten years of
12. ficial s information highlight that official s information and click the Delete button e After the delete option is selected the Confirm Official Delete screen appears below left Click on the Yes button to delete the official s information e You will then receive a screen message below right that indicates the official s information was deleted Click the OK button to complete the process Confirm Official Delete q j M Are you gure vou want to delete this Official Office of the State Auditor me
13. ficials click the Add button on the bottom of the Officials tab in the Administration section a w CTAS Accounting Module After the Add option is selected a New Official screen will appear as shown on the next page Office of the State Auditor Mme CTAS User Manual 10 23 Administration Entering the List of Officials continued New Official Last Name ee First Name pon Middle RO Address Line 1 ee Address Line 2 fe City State Zip Pen MN p Phone 651 555 8787 D E Mail Address ibalk ahoo com Title erk Current Role s IX Primary Contact x Finance x Administrator Administratre x Form Preparer M Attorney Internal Auditor x City Council Town Board Mayor Chair Town Supervisor Vice Chair Public Safety x Clerk Treasurer Xx Elected Official Other fe External Auditor CPA Deve Cancel When the New Official screen appears complete the following steps Enter their last name in the Last Name field Enter their first name in the First Name field Enter their middle name or initial in the Middle field Enter their address in the address line fields Enter their city state and zip code in the City State Zip field Enter their telephone number in the Phone field Enter their e mail address in the E mail Address field Enter their title in the Title field Check the boxes for all of the roles the official performs in the Current Role s box e Click the Save b
14. k on a drive letter to select the drive on which you ll store your backed up CTAS files In this example the E drive 1s the USB Flash Drive If needed double click on the desired folder on that drive Click the Save button to select the backup location the Save button is obscured by the drive drop down menu in thisillustration The drive you ve chosen will appear in the Backup CTAS Database window see next page Select Backup Folder Folders ch C 331 3690de6 747 439e1 74 bd _ Application Data od2ed2c3bb05923d5bcb4292 CTAS Training dell Documents and Settings ec 0974rdr dr 432081 add 377 install L lotus EM ___ L Double click on folder to select and expand folder iq Drives C June 2012 Office of the State Auditor CTAS User Manual 10 11 Administration The Utilities Tab continued Backing Up the CTAS Database continued e When the backup folder is displayed in the Backup Folder box click the Run Backup button to begin the backup process Backup CTAS Database Please select the backup folder for backing up the CTAS database If the displayed backup folder is not correct then click on the Browse button and select the correct backup folder Backup Folder Sa Browse Cancel e After clicking the Run Backup button a CTAS screen will appear shown below Click on the Yes button to back up your CTAS data CTAS I e 7 N free backup
15. opy of the error or close the screen CTAS System Error x Operation is not supported for this type of object 6 0 0 To print a copy of the error click on the Print button and the error will be printed by your Windows default printer Office of the State Auditor Mme CTAS User Manual 10 19 Administration The Error Log continued Deleting an Individual Error Message You can delete an individual error message that you no longer wish to have displayed in the error log CTAS Accounting Module 03 30 2010 94 Invalid use of Null 7 0 13 frmPostPaidClaims Form_Activate 03 03 2010 94 Invalid use of Null 7 0 13 frmPostPaidClaims Form_Activate 3251 Operation is not supported for this type of basDBAbstraction dbCompressRepair e To delete an error highlight the error and click the Delete button e After the delete option is selected the Confirm Error Delete screen appears below left e Click on the Yes button to delete the claim e You will then receive a screen message below right that indicates the error was deleted Click the OK button to complete the process Confirm Error Delete Office of the State Auditor Mme CTAS User Manual 10 20 Administration The Error Log continued Deleting Selected Error Messages You can delete all errors or select a set of errors to be deleted before a specified date ia CTAS Accounting Module Bk Administration
16. the CTAS Database e When the file has been backed up the following screen will appear Click on the OK button to complete the process Backup CTAS Database The CTA5 database file has been successfully backed up to the Following File e CTAS MDOB ZIP ie N N June 2012 Office of the State Auditor CTAS User Manual 10 12 Administration The Error Lo Introduction CTAS stores all of the error messages you receive when using CTAS This allows you to review the errors and have them available when you call for support To review the error log click on the Error Log F6 tab w CTAS Accounting Module Administration 10 41 AM 03 30 2010 Ge Invalid use of Mull 7 0 13 frmPostPaidClarns Form Activate 03 03 2010 gd Invalid use of Mull 7 0 13 frmPastPaidOlaims Form_Actate 03 30 2005 325 Operation is not supported for this type of basDBAbstraction dbCompressRepair On the error log screen you can print a list of the errors save the list of errors to a file view the details of an individual error delete an individual error or delete a select set of errors The following pages will describe how to complete each task Office of the State Auditor Mme CTAS User Manual 10 13 Administration The Error Log continued Printing the Error Log To print a list of the errors click on the Print Errors button on the bottom of the screen ia CTAS Accounting Module kaka kohad kai al Administr
17. this date will be deleted You will not have access to these records unless you have a backup copy of the data e Click the Run Purge button to permanently delete these records Office of the State Auditor Mme CTAS User Manual 10 9 Administration The Utilities Tab continued Backing Up the CTAS Database CTAS has a built in backup feature to allow you to back up your data onto a CD USB flash drive external hard drive or other external storage device This is acomplete backup which copies all of the CTAS data For this example the drive being backed up to is a USB Flash Drive A USB Flash Drive is the recommended choice for backing up your data because of its ease of use and the amount of storage space available To back up your data click the Backup button on the Utilities F5 tab After clicking on the Backup button the Backup CTAS Database screen will appear as shown on the next page Office of the State Auditor Mme CTAS User Manual 10 10 Administration The Utilities Tab continued Backing Up the CTAS Database continued To complete your backup of the CTAS Database complete the following steps e Click on the Browse button to select the location for the backup file The Select Backup Folder screen appears as shown below Backup CTAS Database On the Select Backup Folder click on the down arrow at the end for a list of the available drives In this example the window opens on the C drive e Clic
18. utton to save the information on this official Office of the State Auditor me CTAS User Manual 10 24 Administration Changing the Information for an Official Once an official s information has been entered into CTAS it will appear on the Administration screen To change the information for an official highlight the official s information in the list and click the o button S inting Module AAMBARRBE Administration After the Edit option is selected the Update Official screen will appear On the Update Official screen you have the ability to change any field After making your change s click the Save button Update Official x Balk js 145 Elm Street i DD 651 555 8787 a jbalk yahoo com x x Office of the State Auditor Mme CTAS User Manual 10 25 Administration Deleting an Official s Information The need to delete an official s information happens when that person is no longer an official with the local government w CTAS Accounting Module Eile Accounting Payroll Investments Indebtedness Accrual Help Claims Dish Budget B ane Receipts Administration system Information F3 Year end Processing F4 Utilities F5 Error Log F6 Oficials F Balk John F Clerk 651 555 6767 jbalk yahoo com Accounting C Payroll C Investments C Indebtedness X Accrual 7 e To delete ar of
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