Chapter 10 DRAFT - Office of the State Auditor
Contents
1. You will then receive a confirmation ID screen Click OK to finish TAS Financial Statement Submitted Successfully i The Confirmation ID is 07e1 ac6f a875 49d6 adfe a779aS5be523 Office of the State Auditor CTAS User Manual 10 9 Administration The Year end Processing Tab continued Check Submission Status In the Year end Processing tab click the Check Submission Status button CTAS will then display the State Auditor Data Files that have been submitted Office of the State Auditor CTAS User Manual 10 10 Administration The Utilities Tab There are two options in the Utilities F6 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 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 F6 tab ere Purge Old Records te paet wi ve ranging a porge ito yor Al Accoming at wine paranana blond tome ETA2. Bl Recent Places Bi Libraries F Documents D musie E New Library E Pictures 15 subversion H Vicos 1E Computer File name Testing Fie e Select the file extension sql to execute the SQL file in the database then click Open With the selected file path displayed in the pathway box click the Execute SQL File button a Office of the State Auditor CTAS User Manual 10 20 Administration Upgrade continued e On the Execute SQL File screen message SQL File executed successfully click OK Execute SQL File Ci SQL file executed Successfully Office of the State Auditor
3. Office of the State Auditor CTAS User Manual 10 12 Administration The Utilities Tab continued Purging Deleting Old Records continued rou hn Purge Accounting Records 7 Purge Payroll Records 7 I Purge Investment Records v Purge Debt Records T Purgecutof Year 2013 E All Accounting Payroll Investment and or Debt information i up to the pruge cut off year will be permanently deleted To purge old tecords complete the fojo steps Check the Purge Accounting Records box to delete the records in the Accounting Modile Cheek 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 Check the Purge Investment Records box to delete the records in the Investment Module e Check the Purge Debt Rech box to delete the records in the Indebtedness Module Enter the ending date for purding the records in the Purge cut off Year field All transactions before this date Will be deleted You will not have access to these records unless you have a badkup copy of the data Click the Run Purge button Office of the State Auditor CTAS User Manual 10 13 Administration The Utilities Tab continued Purging Deleting Old Records continued Click Yes to the Purge old records prompt CTAS Purge old records Click on OK to the successfully purg
4. Backup Test J CTAS Database 08_26_ 2014 Jl CTAS Database 09_04 2014 Ji Financial Reports T TM E Make New Faler ok i Cancel d e Select the location where you would like the backup file to be created and saved It is recommended that backups be created using the backup feature in CTAS and saved on an external drive e Once the location has been selected click the OK button e Click OK on the following confirmation message j The CTAS database Te has been successfully backed up to the LP following fiat Users malbarado DeskispACTASDatabaseBackup 001 0203 201 Office of the State Auditor CTAS User Manual 10 16 Introduction CTAS stores all of the error messages you receive when using CTAS This allows you to create an Error Log file that can be submitted to the OSA for review To efeate the Error Log file click on the Error Log F7 tab Click the Export button Office of the State Auditor CTAS User Manual 10 17 Administration Error Log continued After Clicking the Export button select the location where the error log file will be saved mame oOo a KEDCO P O a Organize Newfolder inai Fe Favorites Documents library gt Se Desktop Includes 2 locations 3 W Downloads fe Name gt Date modified Type al T Recent Ploces U History 08 06 2014 442 PM File fol
5. if provided instructions from the OSA Instructions on how to use these tabs can be found later in this chapter Office of the State Auditor CTAS User Manual 10 2 Administration Entering the System Information To begin entering the information for your local government click on the System Information F3 tab Next click on the Edit System Information F4 tab After the Edit System Information tab is selected the Edit 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 CTAS User Manual 10 3 Administration Entering the System Information continued a When the Updating System Information screen appears complete the following steps fields in blue are required Enter the name of your township or city in the Institution Name field e Efter the mailing address of the township or city in the Address fields e4 Enter the Federal Employer ID Number in the Federal ID Number field it begins with 41 Enter the State ID Number if you have one in the State ID Number 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 the Save button Note The Federal ID Number State ID Number and OSA Code are not required when ente
6. Administrati rA This Page Left Blank onally 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 create a CTAS error log and upgrade your version of CTAS Accessing the Administration Section To access the Administration section click on the Admin tab in the Task Bar then click the Admin icon The Admin screen will appear as shown below i me Tabs Pre o Co Feel be omen Focal 201 The Administration section contains six tabs which allow you to perform different functions in the section By selecting the System Information F3 tab you can view the current system information In the Edit System Information F4 tab you can enter or edit the name of your local government the address ID numbers etc The Year end Processing F5 tab does the necessary calculation to complete the previous fiscal year and start the new fiscal year The Year end Processing F5 tab also allows you to generate submit and check status of year end reports and financial statements In the Utilities F6 section you can backup or purge delete your data The Error Log F7 tab allows for the export creation of an error log file that can then be e mailed to the OSA for review The Upgrade F8 tab can be used to upgrade your CTAS program
7. S datata gt Backup GTAS Databaso Purging Deleting Old Records x 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 message box below will appear You will be required to run a backup of your CTAS program Click OK CTAS Database Backup needs to betaken to proceed with Purge Recordsu Office of the State Auditor CTAS User Manual 10 11 Administration The Utilities Tab continued Purging Deleting Old Records continued From the Browse For Folder screen select where you would like the backup of CTAS to be saved Then Click OK r s Browse For Folder Please select the backup folder for backing up the CTAS database BE Desktop Bi libraries TE Mark Albarado 4183 Computer Ge 0S C ca RECOVERY D fd DVD RW Drive E G USERS OSAC1_USERS_SERVER H INSTALL OSACI_TECH_SERVER TECH GB MALBARADO OSACL_USERS_SERVER L 4 m makeinew Foder C o cance CTAS gives you a confirmation that the file has been backed up to the listed location and gives the file name Click OK SS The CTAS database file has been successfully backed up to the following file C Users malbarado Desktop CTASDatabaseBackup 1027_02 03 20 15
8. der a Libraries AB Infragistics oaii ez PM File folder z piee G Integration Services Script Component O 2572014 631 PM File folder a Music Integration Services Script Task 04 25 2014 6 30PM File folder O i itoa My shapes 05 14 2014 440 PM File folder E Pictures p o 4S25PM_ File folder E Subversion D Received Files 09 04 2014 534 PM File folder B Videos m wa i J File name CTASLogFile 09042014 i smesse Getac a J Click the Save button once the location of the file has been selected A file has been created for submission to the OSA with the error information Error Log information view in the Exported file in Text Format and saved in txt Office of the State Auditor CTAS User Manual 10 18 dministration Upgrade This tab allows you to manually run upgrades to the database The OSA will provide the files for upgrade should the need for it occur To proceed with the Upgrade click on the Upgrade F8 tab After Clicking the Upgrade F8 tab click the Select SQL File button to select the file that contains the scripito execute in the dafabase file script will be made available by the OSA only inecessary Fellow the below steps of screens will be appear Office of the State Auditor CTAS User Manual 10 19 Administration Upgrade continued
9. ear see below left Click the Yes button to run the year end processing When the year end processing has been compk ied a second CTAS screen will be displayed see below right stating it has been completed Click the OK button to finish the process cTAS Year end processing has been successfully amp qmpleted K Office of the State Auditor CTAS User Manual 10 5 Administration The Year end Processing Tab continued Generating the State Auditor Data File The data file generated by CTAS meets the filing requirements of the Office of the State Auditor for the completion of the annual financial reporting form for citi s 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 with the Year end Processing tab selected and the Previous Fiscal Year correct for the year reporting under the State Auditor Data file click on the Generate State Auditor Data File button i oN l Fase e After clicking on the Generate State Auditor Data File button the Save State Auditor Data File screen appears as shown on the next page Office of the State Auditor CTAS User Manual 10 6 Administration The Year end Processing Tab continued Date modified Type Fe Favorites HE Desktop 99709 20145 34 PM XML Docume
10. ed prompt to finish Cr Old records have been successfully purged from the database Office of the State Auditor CTAS User Manual 10 14 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 a complete 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 F6 tab Purge 01d Records nae ha pomp page co yea A ara rennet eh Pane Backup CTAS Database Y x he uar wat prompnd a2 destination pan tax tiata alh TAS tae scope pe destaina oraso a CIAS adap am After clicking on the Backup button the Browse For Folder screen will appear as shown on the next page Office of the State Auditor CTAS User Manual 10 15 Administration The Utilities Tab continued Backing Up the CTAS Database continued To complete your backup of the CTAS database complete the following steps Browse For Folder Please select the backup folder for backing up the CTAS database Ml Computer Gi Network E Control Panel F Recycle Bin CTAS
11. nt T Downloads E Recent Places i Libraries a Music New Library Save as type XML Files xml h Hide Folders In the Saye State Auditor Data File box select where you would like the file to be saved Select Save when finished Select OK to finish Office of the State Auditor CTAS User Manual 10 7 Administration The Year end Processing Tab continued Submit State Auditor Data File In the Year end Processing tab click the Submit State Auditor Data File button Make sure the Previous Fiscal Year is correct for the file being submitted Enter your User Nameand Password in the Authentication box then click the Submit button teres pm Der Name Password You will then receive a confirmation ID screen Click OK to finish fas Stote Auditor Date Fite submitted successfully Tee Confinmanon ID k a7a DS Pub cae Sous 03503134225 i Office of the State Auditor CTAS User Manual 10 8 Administration The Year end Processing Tab continued Submit Financial Statement PDF In the Year end Processing tab click the Submit Financial Statement PDF button Make sure the Previous Fiscal Year is correct for the financial statemgnts being Submitted Enter your User Nameand Password in the Authentication box then click the Submit button Authentcotion
12. ring 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 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 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 yea 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 F5 tab Operating the Year end Processing S To change the current fiscal year to the new fiscal year and calculatethe beginning balances for the new fiscal year click on the Proceed with Year End Processing button A CTAS screen will app
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