Chapter 3: Claims
Contents
1. No Vendor Description Amount Ap Stolen Base Auto Parts Repair of Snowplow 643 16 05 1 7 2009 1034 Stolen Base Bank Tow Hall Liability Insurance 795 32 05 1 9 2008 1035 Stolen Base Auto Parts Repair sf Grader 321 95 To search by vendor p Click on the V ndor radio button The screen will then display the Sdurch by Vendor field Enter all or part of the name of the vendor in the field under Search by Vendor In the example above s was typed in Click the Search button All vendor names matching the search criteria will then be displayed In the example above all remitters beginning with S are displayed Office of the State Auditor ne2012 CTAS User Manual 3 10 Claims Using the Search Feature continued Another option is to search by claim number w CTAS Accounting Module Date No Vendor 01 06 2009 1001 Minnesota Power amp Light Monthly Electric Bill 01 12 2049 1002 The Telephone Company Monthly Bill 01 12 2009 1003 Perry Oil Heating Oil for Garage 01 14 2009 1004 Postmaster Stamps 01 22 2009 1005 Terry Key Mileage 01 22 2009 1006 Daniel Zitske Milage 01 22 2009 1 007 Jay Balk Mileage 02 08 2009 1008 Minnesota Power amp Light Monthly Bill 02 12 2009 1903 The Telephone Company Monthly Bill 02 13 2009 TORO The Office Shop i Office Supplies To search by claim number 11 33 AM Amount Apl 426 33 52 93 177 00 64 00 17 43 7 22 12 62. Paid by Order Check Number Filed in my office this day of Clerk Page 1 Office of the State Auditor Jume2012 CTAS User Manual 3 20 Claims Processing the Claims continued Printing the Claims List for Approval The next step is to print a Claims List for Approval The Claims List for Approval report can be signed by the town board or city council instead of each individual claim The signed List then becomes part of the minutes showing which claims have been approved for payment To print the Claims List for Approval click on the Claims List for Appr button under Claims Processing on the Claims screen 1 L 1 b No Vendor 1048 K amp K Construction 100 00 Jay Balk Mileage Decker and Associates Legal Fees Grinning Bear Rubbish Quarterly Bill K amp K Construction Culvert Repair Daniel Zitske Mileage The Claims List for Approval screen will appear Claims List for Approval 0313 2010 ae am On the Claims List for Approval screen e Enter a starting date in the range of claims you want to print in the Start Date field e Enter an ending date for the claims list in the End Date field e Click the Print Preview button The print preview System Reports screen appears as shown on the next page Office of the State Auditor ne2012 CTAS User Manual 3 21 Claims Processing the Claims continued Printing the Claims List for Approval continued e After revie
3. Page radio button you can choose to print only certain pages of the report The Numberof 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 The following page has a sample of the report To close the printing of the checks e Click the Red X icon on the System Reports screen e Click the Close button on the Print Claim Checks screen Office of the State Auditor dne2012 CTAS User Manual 3 26 Claims Processing the Claims continued Printing Checks continued Sample Check 03 30 2010 K amp K Construction 100 00 One Hundred Dollars And No Cents K amp K Construction 183 Birch Street Stolen Base MN 55555 K amp K Construction 03 30 2010 100 00 210 431 22 224 100 00 K amp K Construction 03 30 2010 100 00 210 431 22 224 100 00 Office of the State Auditor dne2012 CTAS User Manual 3 27 Claims Processing the Claims continued Entering Check Numbers After the checks have been printed you can enter the check numbers Once a check number has been entered you cannot print a check 03 10 2010 050 lecker and Associates eqal Fees 400 00 03 11 2010 Grinning Bear Rubbish Quarterly Bill 03 12 2010 K amp K Construction Culvert Repair 03 12 2010 Daniel Zitske Mileage To enter the check numbers click the Enter Check s button under Claims Proces sing on the Claims screen
4. right that indicates the claim was voided Click the OK button to complete the process Jp _ BEE 7h The claim was successfully updated E Office of the State Auditor 0 Jue2012 CTAS User Manual 3 7 Claims Deleting a Claim The need to delete a claim could result 1f an error was made when the claim was entered i CTAS Accounting Module Fille Accounting Payroll Investments Indebtedness Accrual Help Claims _ 11 17 AM search By 5 Date 8 Fund amp Account Search Claims Processing C 6 Vendor 9 Amount Search by Date Print Claims 7 Claim Number 0905 2009 p To 03718 2010 F 1144 2004 KAK Construction Purchase of Gravel 500 00 11 24 2004 Decker and Associates Leqal Fees 400 00 11 24 2009 Grinning Bear Rubbish Quarterly Bill 250 75 11 24 2009 Wright and Associates Accounting Services 100 00 11 24 2009 Jay Balk Mileage 111 00 Print Checks 03 03 2010 The Office Shop 100 00 03 03 2010 K amp K Construction 100 00 Approve Claims Enter Check s Post Paid Claims Accounting Payroll Investments Indebtedness Accrual lt I To delete a claim highlight the claim on the Claims main menu screen and click the Delete button e After the delete option is selected the Confirm Claim Delete screen appears see below left Click on the Yes button to delete the claim e You will then receive a screen message below right that ind
5. 2010 Decker and As 400 00 03 11 2010 Grinning Bear F 75 00 03 12 2010 Daniel Zitske 36 50 To select the claims to print e Select the claims to be printed by moving them from the Available Claims box to the Selected Claims box The Select gt button will move the highlighted claim s from the Available Claims box to the Selected Claims box The All gt gt button will move all claims listed in the Available Claims box to the Selected Claims box You can also move an individual claim by double clicking on the claim e The lt Remove and lt lt All buttons allow you to move claims out of the Selected Claims box e Click the Print Preview button and the print preview System Reports screen will appear as shown on the next page Office of the State Auditor ne2012 CTAS User Manual 3 18 Claims Processing the Claims continued Printing Claims continued e After reviewing the preview click on the Printer icon to begin the printing of the report By clicking the red X You can close the System Reports screen a _ _ PR CTAS Claim Claim Number 1052 Claim Date 3424 2010 Te LEE Conshucdin Clanmant 143 Birch Since stolan Base MN 55595 For 2iQ 43122 224 Grading Gravel F600 00 Tota FEUUUU Declaration declan under pin Alts of law thal thes account clarn cor demand 1 pust and correct and that no part of itt has been paid Dale signature of Claimant Paid by Grd
6. Changing Vendor Information The New and Edit buttons on the New Claim screen allow you to enter information into the Vendor file The Vendor file allows CTAS to populate a new claim when you type the name of a vendor or choose a vendor s name by clicking on the down arrow at the end of the Pay to the order of field e The fields that are populated are the Pay to the order of Description Fund Number Account Number and Object Code e The fields are populated from the vendor s most recent transaction e Click the Edit button to update information on a vendor e For more information on entering and updating vendors see Chapter 9 of this manual Office of the State Auditor ne2012 CTAS User Manual 3 5 Claims Changing a Claim To change a claim highlight the claim on the Claims main menu screen and click the Edit button 2 a Receipts Claims 4 Search By 5 Date j 8 Fund amp Account C 6 Yendor 7 C 9 Amount C 7 Claim Number Print Claims 4 p Amount Apt Claims List for Appr 03 03 2010 1047 The Office Shop 100 00 03 03 2010 1048 K amp K Construction 100 00 Approve Claims Print Checks Enter Check s Post Paid Claims Accounting C Payroll C Investments C Indebtedness C Accrual After the Edit option is selected the Updating Claim screen will appear see below On the Updating Claim screen you can change any
7. click the Run button The following screen will appear Claims History 28 2010 03 30 2010 oe On the Claims History screen e Enter the beginning date in the range of claims you want to list in the Start Date field Enter an ending date for the list in the End Date field Click the Print Preview button The print preview System Reports screen appears as shown below After reviewing the preview click on the Printer icon to begin the printing of the report By clicking the red X your can close the System Reports screen sr 7 Lt gt CN blae er Town of Grand Slam Clams History 0330 01 0 Dae ergy ANLA bo LEONE CN TE KAK Construction Gavel Te ii rg Yer S000 ae 7 alu SE nom Ten Jeu Dak Hisa 1 103 Yen 00 DON Dochorand rentes Legal F 1080 Ha petit mie ao CLEO GriwingHea Pubbeh umtertp i 1081 Wa m OTA _ 20 TC TES 00 TH ara rA It 1 00 ORAS Diridh O43 aM s m DMSO Carai tii Mileage 1 ha fia EA En M1280 FLE Corner Calvert Rage 108 Ne shiii i Se Pare 00 Total For Selected Chumi 126150 126150 Office of the State Auditor ne2012 CTAS User Manual 3 31 Claims Printing Reports continued Printing a Claims History continued e After clicking on the Printer icon the Printer Details screen appears Printer Details Print To Page Range Entire Document 3 pages Gy From Page To Page Number of Copies
8. fi y Print DS Nn D De Cancel D w e 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 detail click on the Print button to begin printing the report To close the printing of the report e Click the Red X icon on the System Reports screen e Click the Close button on the Claims History screen e Click the Exit button on the Reports screen Sample Claims History Report Town of Grand Slam Claims History 03 30 2010 Daio range 00200 to OO Date Vendor Account M Cotai Dagati KAK Construction 24s 123 24 5100 00 S20 Jay Bak bh 1003 Es t 100 41100331 550 00 SIWO Decker and Associaies Li i J IOS 00 00 NUANC Grinning Bear Rubbish 06 T 210 3100 25 00 14S 200 34 525 00 14 aes 25 00 aibb Daniel Zitsice w 10 JE Si ie S660 i220 KAK Construction 214d 122 224 Sa 00 Total For Selected Claims 1 261 50 1 261 30 Office of the State Auditor dne2012
9. field until the claim is posted Once the claim has been posted POSTED appears on the screen and only the Account Distribution can be changed When your changes are complete click the Save and Exit button Updating Claim pe POSTED Clairn Number 1032 Approved pe Add Notes Claim Date os 08 2011 p Person Yerifying Claim New Check Number 5032 Pay to the order of Minnesota Power amp Light Edit Check Date 0523 201 1 Address 30 West Superior Street A Summary Total 355 00 Duluth MN p5802 Distributed 355 00 Description Monthy Bill Difference 0 00 Account Distribution Fund Number Account Number Object Code Program Code Amount 100 General Fund 41940 Town Hall Building 381 Electric Service 187 56 100 General Fund 45200 Parks 381 Electric Service 23 67 210 Road and Bridge 7143100 Highways Streets amp Roa 71381 Electric Service z a 143 77 0 00 0 00 0 00 0 00 0 00N 0 00 sj Note To delete an account distribution detail item enter 0 00 for the amount Re post Save and Print Save and Add Save and Exit Cancel Print Office of the State Auditor dne2012 CTAS User Manual 3 6 Claims Voiding a Claim The need to void a claim could result from a decision not to pay a vendor or because the vendor should be paid a different amount a CTAS Accounting Module File Accounting Payroll I
10. make changes to the Account Distribution once the claim has been posted Office of the State Auditor June 2012 CTAS User Manual 3 29 Claims Printing Reports There are two reports that you can create and print from the Claims section the Claims History and the Claims List for Approval CTAS Accounting Module Claims Gravel 100 00 Jay Balk Mileage 50 00 Decker and Associates Legal Fees 400 00 Grinning Bear Rubbish Quarterly Bill 75 00 K amp K Construction Culvert Repair 600 00 Daniel Zitske Mileage 36 50 To select a report you want to create click on the Reports button at the bottom of the Claims screen A Reports screen will appear listing the two reports nr Claims History Claims List for Approval To run a report highlight the report and click the Ruh button The following pages describe the Claims History report and 1llustrate how to create and print the report The printing of the Claims List for Approval report is described on page 3 20 Office of the State Auditor ne2012 CTAS User Manual 3 30 Claims Printing Reports continued Printing a Claims History A Claims History is designed to list the claims for a selected period The report provides you with the all the information from the claim including the check number To print a claims history click on the Reports button on the Claims screen see previous page for illustration Then highlight Claims History and
11. 6 433 62 63 92 127 32 e Click the Chaim Number radio button The screen will then display the Search by Claim Number fields e Enter the beginning number in the range of claims you want to search in the first field under the Search by Claim Number heading e Enter the last claim number in range you want to search in the second field e Click the Search button e All of the claim numbers within the specified range will be displayed Office of the State Auditor June 2012 CTAS User Manual Claims Using the Search Feature continued You can also search by fund and account numbers i CTAS Accounting Module 01 1 4 2009 02 1 22009 02 1 32009 0312 2009 0515 2008 0412 2009 0415 2009 05 12 2008 06 1 22009 11 24 2009 To search by fund and account number 3 11 11 59 AM 100 General Fund gt 41500 Financial Administrati gt No i Vendor The Telephone Company Postmaster The Telephone Company The Office shop The Telephone Company The Office Shop The Telephone Company Postmaster The Telephone Company The Telephone Company right and Associates Amount Ap Monthly Bill 52 93 Stamps T 64 00 Monthly Bill 63 92 Office Supplies 127 32 Monthly Bill 4 49 38 Election andOftice supplies 46 63 Monthly Bil 52 36 Stamps 64 00 Marfthly Fil 46 93 Monthly Bill 49 64 pedo ymin Services 100 00 Click the Fund amp Account radio button The screen will then display
12. After clicking the Enter Check s button the Enter Check Numbers screen will appear eoem E 1048 K amp K Construction a 00 00 ul 002 1049 Jay Balk 50 00 aoo When the Enter Check Numbers screen appears e Inthe Person Verifying Claims box enter the name of the person verifying that the claim was approved for payment and the check was written e In the Date box enter the date of the checks This is the date that will be posted to disbursements as the date of the check e Enter the check number for each claim e Click the Save button Office of the State Auditor 2 Jue2012 CTAS User Manual 3 28 Claims Processing the Claims continued Posting the Paid Claims The final step is to post the claims to the disbursements Only after a claim is posted to disbursements will CTAS recognize the claim as an expenditure w CTAS Accounting Module S e S ey ayes Claims TT Decker and Associates Legal Fees Quarterly Bill 75 00 Culvert Repair 600 00 Daniel Zitske Mileage 36 50 Grinning Bear Rubbish K amp K Construction To post the claims to disbursements click the Post Paid Claims button under Claims Processing on the Claims screen After clicking the Post Paid Claims button the following screen will appear Click Yes to post the claims or No to cancel the action When the claims have been successfully posted a screen confirmation will appear see below You can only
13. Chapter 3 Claims June 2012 This Page Left Blank Intentionally June 2012 CTAS User Manual 3 1 Claims Introduction All payments must be supported by an approved claim Claims should be prepared for every check to be issued Claims should be approved by the city council or town board regularly and a list of the approved claims should be recorded in the minutes After a claim has been approved a check should be prepared the claim should be marked PAID the date and check number should be written on the claim and the claim signed generally by the clerk verifying the claim was paid Checks The prescribed checks should be pre numbered so that it is possible to account for all checks drawn on the bank account The endorsement statement printed on the reverse side is The undersigned payee in endorsing this order check declares that the same is received in payment of a just and correct claim against the City Town of and that no part of such claim has heretofore been paid After obtaining the appropriate signatures checks should be posted to disbursements see page 3 28 Accessing the Claims Section in CTAS To access the Claims section click on the Claims icon You will be brought to the Claims Main Menu screen as shown below _ 7 o Ca of o of r CTAS Accounting Module m No Vendor Description Amount An 03 03 2010 1047 The Office Shop 100 00 03 03 2010 1048 K amp K Constructio
14. button by the printer type you will use to print the checks e You can adjust where the payee date and amount are to be printed on the check by clicking on the Vertical Adj down arrow This will allow you to line up the payee name with the Pay to the order of line on the check e Click the Print Checks button and a print preview of the checks will be displayed The print preview System Reports screen appears as shown on the next page Note The Print Sample button is to assist with the alignment of the checks when using a Dot Matrix printer Office of the State Auditor ne2012 CTAS User Manual 3 25 Claims Processing the Claims continued Printing Checks continued e When the System Reports screen appears insert the checks into the printer e After reviewing the print preview click on the Printer icon to begin the printing of the checks By clicking the red X you can close the print y e preview screen ee 03 3042 010 FREE Congire doom ss 00 00 One Hundred Dollars And No Cenis EAE Congiu ctoon 103 Birch Street Siglen Base MH 55555 KAK C ngirugti 0310 010 F100 00 TAIT A 100 00 Bak Constructo O30 e010 1 0000 e After clicking on the Printer icon the Printer Details screen appears Printer Details Print To Page Range Entire Document 3 pages 4 From Fage To Fage 7 Number of Copies Print Frin Cancel By clicking the Fro
15. er Check Number Fils int nvy loc Wes 2 Hay l oe eeceere Clark e After clicking on the Printer icon the Printer Details screen appears Printer Details Print Ta Page Range Entire Document 3 pages lt lt From Page To Page le Number of Copies J Print r Pye Bie Fs uc Cancel 4 ae 4 of By clicking the Froyw Page radio button you can choose to print only certain claims 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 claims The following page has a sample of the claim To close the printing of the claims e Click the Red X icon on the System Reports screen e Click the Cancel button on the Print Claims screen Office of the State Auditor Jue2012 CTAS User Manual 3 19 Claims Processing the Claims continued Printing Claims continued Sample Claim CTAS Claim Claim Number 1051 Claim Date 3 11 2010 To Grinning Bear Rubbish Claimant 860 Birch Street Stolen Base MN 55555 For 100 41940 384 Town Hall Building Refuse Collection 25 00 100 45200 384 Parks Refuse Collection 25 00 210 43100 384 Highways Streets amp Roadways Refuse Collection 25 00 Total 75 00 Declaration declare under penalties of law that this account claim or demand is just and correct and that no part of it has been paid Date Signature of Claimant
16. heck the Exact Amount box Then enter the smaller number in the range of amounts you want to search in the first field under the Search by Amount heading Enter the larger amount in the range in the second field then click the Search button All of the claims with amounts within the range will be displayed June 2012 Office of the State Auditor CTAS User Manual 3 13 Claims Adding Notes to a Claim When you are adding or changing a claim you can insert comments concerning the transaction by clicking the Add Notes button on the Updating Claim screen To access the Updating Claim screen click on the Edit tab on the Claims Menu screen Updating Claim 1019 03 16 2009 y ame 5019 Grinning Bear Rubbish 860 Birch Street sale on eC 513225 Cu Quarterly Bill 210 Road and Bridge 43100 Highways Streets amp When you click the Add Notes button the following screen appears allowing you to enter a comment regarding this claim You can enter up to 255 characters for each note Enter your comments and then click the OK button to save the information entered regarding this claim w Transaction Notes Office of the State Auditor ne2012 CTAS User Manual 3 14 Claims Changing Notes to a Claim You can also change edit the information entered in the notes If acomment has previously been entered for a claim the notes box on the Updating Claim screen changes from Add N
17. icates the claim was deleted Click the OK button to complete the process Confirm Claim Delete Are you sure vou want to delete this claim Office of the State Auditor dne2012 CTAS User Manual 3 8 Claims Using the Search Feature In the Claims section you can choose from a number of options to search for claims The default option is to search by Date CTAS Accounting Module 11 22 AM Date No Vendor Description Amount Ap 11 19 2009 1042 K amp K Construction Purchase of Gravel 500 00 11 24 2009 Decker and Associates Legal Fees 400 00 11 24 2009 Grinning Bear Rubbish Quarterly Bill oi 256 75 11 24 2009 Wright and Associates Accounting Services 100 00 11 24 2009 Jay Balk Mileage 111 00 03 03 2010 K amp K Construction 100 00 The default date search range is the last three weeks To change the range of search dates 4 4 e Click on the first date field and enter a new starting date or use the calendar by clicking on the down arrow at the end of the field e Click on the second date field and enter a new ending date or choose a date from the calendar by clicking on the down arrow e Click the Search button e Transactions meeting the date criteria will be displayed Office of the State Auditor ne2012 CTAS User Manual 3 9 Claims Using the Search Feature continued The second option is to search by vendor CTAS Accounting Module Poel Claims
18. laims List for Approval continued 3 22 Sample Claims List for Approval Report Town of Grand Slam 03 19 2010 Claims List for Approval Date range 02 19 2010 to 03 19 2010 Date 03 05 7010 03 10 2010 03 11 2010 03 12 2010 03 12 2010 Vendor Jay Balk Decker and Associates Grinning Bear Rubbish K amp K Construction Daniel Zitske Total For Selected Claims Approved Description Mileage Legal Fees Quartesly Bill Culvert Repair Mileage Office of the State Auditor Total 50 00 400 00 75 00 600 00 36 50 1 161 50 Account 100 41100 331 100 41600 304 210 43100 384 100 45200 384 100 41940 384 210 43122 224 100 41100 331 Detail 50 00 400 00 75 00 75 00 75 00 600 00 36 50 1 161 50 June 2012 CTAS User Manual 3 23 Claims Processing the Claims continued Selecting the Claims Approved The third step is to approve the claims that will be paid To begin the process click the Approve Claims button under Claims Processing on the Claims screen wv E ht By 11 41 AM _ _ _ _ Deriol Ztske A check cannot be printed until the claim has been marked as approved Also you cannot enter a check number for a claim until the claim has been approved After clicking the Print Claims button the Approved Claims screen will appear TE 00 Le Balk 117 00 132000 ESK Constat 100000 An aed KER Go
19. mes 1 h 1 se On Jey Balk 50 O 0312201 0 n1oct To select the claims to approve e Select the claims to be printed by moving them from the Unapproved Claims box to the Approved Claims box The Select gt button will move the highlighted claim s from the Unapproved Claims box to the Approved Claims box The All gt gt button will move all claims listed in the Unapproved Claims box to the Approved Claims box You can also move an individual claim by double clicking on the claim e The lt Remove and lt lt All buttons allow you to move claims out of the Approved Claims box e Click the Save button and the selected claims will be marked as approved Office of the State Auditor ne2012 CTAS User Manual 3 24 Claims Processing the Claims continued Printing Checks Printing checks is optional but provided for those who would like to print checks using the computer A claim must be marked approved before you can print a check for that claim 8 30 AM 1 hor anmi Go cassis 03412010 rinning Bear Rubbish 75 00 O39 42010 1052 ESR Garnsinachr I ERO OD LEE ELU 1053 Danial Jiske 916 50 To print a check click the Prinf Checks button under Claims Processing on the Claims screen The Print Claim Checks screen will appear No Adjustment To print the checks e Enter the date of the checks in the Check Date field e If the printer type is incorrect select the type of printer by clicking the radio
20. n You can Add Edit Void or Del te a claim from the Claims main menu screen Clicking on the Reports button allows you to print the Claims History report or a Claims List for Approval Instructions for using all these buttons can be found later in this chapter Office of the State Auditor ne2012 CTAS User Manual 3 2 Claims Entering a Claim To begin entering a claim click on the Add button at the bottom of the Claims screen CTAS Accounting Module Claims e O O com Descipin mo A a Date No Vendor y After the Add option is selected a New Claim screen will appear as shown on the next page From this screen you can enter information from a bill invoice purchase order or claim Office of the State Auditor June 2012 CTAS User Manual 3 3 Claims Entering a Claim continued Note To delete an account distribution detail item enter 0 00 for the amount When the New Claim screen appears complete the following steps e Enter the claim number in the Claim Number field You will select the beginning number for claims The default claim number will be the largest claim number previously entered plus one An example of selecting the beginning claim number is to assign a claim number that will match the associated check number e Enter the date of the claim in the Claim Date field e Enter the name of the vendor in the Pay to the order of field If the vendor has been rec
21. nvestments Indebtedness Accrual Help Receipts Budget Claims Seach oy oc eal 5 Date C 8 Fund amp Account Search Claims Processing C 6 Vendor C 9 Amount Search by Date Date f Vendor Description Claims List for Appr 03 08 2011 Minnesota Power amp Light Monthly Bill 396 29 03 12 2011 The Telephone Company Monthly Bill 49 38 r Clai 03 15 2011 The Office Shop Election and Office Supplies 46 63 cee 03 16 2011 Grinning Bear Rubbish Quarterly Bill 03 16 2011 1020 Blue Ox Co op Fuel Roadn amp Bridge Vehicle 143 00 Print Checks 03 19 2011 1021 Terry Key Mileage 6 73 03 19 2011 1022 1 Daniel Zitske Mileage 17 78 03 19 2011 1023 Jay Balk Mileage 32 46 Enter Check s 04 08 2011 1024 Minnesota Power amp Light Monthl Bill 393 21 04 12 2011 1025 The Telephone Company Monthly Bill 52 36 l 04 15 2011 1026 Postmaster Stamps 64 00 D S mara devas 04 19 2011 102 Perry Oil Heating Oil for Town Hall 326 52 I i 1 Add 1 2 Edit 3 Void vesiNqy 4 Delete 5 Reports l gt l B Eu l RS Accounting C Payroll Investments Indebtedness C Accrual i I 1 To void a claim highlight the claim on the Claims main menu screen and click the Void Yes No button e After the void option is selected the Void Claim screen appears see below left ee e Click on the Yes button to void the claim e You will then receive a screen message below
22. orded in the Vendor section begin typing the name of the vendor and the complete name of the vendor will appear When a vendor is selected from the vendor list the address will also be filled in To enter a one time vendor type in the full vendor name and address A vendor can also be added to the vendor list by clicking on the New button e Type a brief explanation of the payment to the vendor in the Description field e Inthe Summary box enter the total amount of the claim in the Summary field In the Account Distribution section e Enter the Fund Number to indicate which fund will expend the money e Next enter the Account Number to indicate which category to allocate the expenditure e Enter the Object Code This defines the type of expenditures such as wages supplies gravel electricity etc e You can also enter a Program Code but you are not required to An explanation of the Program Code can be found in Chapter 8 of this manual Chart of Accounts e Continue to enter Account Distribution lines until the claim is allocated to all the funds expending money The Difference in the Summary box must be zero in order to save the transaction e Click the Save and Add button to continue to enter claims When all of the claims have been entered click the Save and Exit button e For an explanation of the Add Notes button see page 3 13 Office of the State Auditor Jue2012 CTAS User Manual 3 4 Claims Adding or
23. otes to Edit Notes By clicking the Edit eae button you can change the content of the note Se Updating Claim 1019 03 16 2009 5019 Grinning Bear Rubbish 660 Birch Street pi nds k DE LE sess Quarterly Bill 100 General Fund 45200 Parks 364 Refuse Collection 210 Road and Bridge 43100 Highways Streets amp 384 Refuse Collection Po 47 41 sw PR ne E O S S S NE 0 00 er When you click the Edit Notes button the following screen appears allowing you to change the comment regarding this claim You can enter up to 255 characters for each note After editing the note click the OK button to save the changes to the transaction note w Transaction Notes This is a sample of the notes section Office of the State Auditor ne2012 CTAS User Manual 3 15 Claims Processing the Claims The Claims Processing buttons on the Claims Menu screen are designed to assist the clerk in preparing the claims t be approved at the meeting w CTAS Accounting Module Receipts Claims search By DRE la i El Date c a Fund amp Account search Claims Processing C 6 Vendor 3 Amount 9 Search by Amount C 7 Claim Number 100 00 To 5200 00 Exact Amount TOE TINS Date Vendor Description Amount Claims List tor Appr 0112 2009 Perry Oil Heating Oil for Garage 177 00 02 13 2009 The Office Sh Office Suppli 128 32 113 e Office Shap ice Supplies e 0316 2009 Blue Ox Co op F
24. the Search by Fund and A count Number fields Enter the fund number in the first field or click on the down arrow to choose a fund number Enter the account number in the second field or click on the down arrow to choose an account number Note You must enter both a fund number and an account number Click the Search button All of the claims with the specified fund and account number will be displayed Office of the State Auditor June 2012 CTAS User Manual 3 12 Claims Using the Search Feature continued The last search option is to search by amount w CTAS Accounting Module 03 16 2009 03 16 2009 11724 2009 11 24 2009 03 03 2070 To search by amount 1003 1020 1045 1046 1046 pou a Perry Oil Heating Cul for Garage 17 00 02 1 3 2003 1010 The Office Shop Office Spfoplies 127 32 10195 a Grinning Bear Rubbish Quartefly Bill 132 25 y Blue Ox Co op wright and Associates Ja Balk i KAK Construction f I I i Fuel Roadn amp Bridge Vehicle 143 00 I I I Accounting Services 100 00 111 00 Maeaqe f 100 00 I l I Click the Amount radio button The screen will then display the Search by Amount fields If you want to search for claims with a single amount leave the Exact Amount box at the right of the search field checked Enter the amount then click the Search button If you are not looking for a specific amount unc
25. uel Roadn amp Bridge Vehicle 143 00 11 24 2009 Wright and Associates Accounting services 100 00 Print Checks 11 24 2009 Jay Balk Mileage 111 00 03 03 2010 KAK Construction 100 00 Enter Check s Post Paid Claims F 1 Add 2 3 Void Yes No 4 Delete 5 Reports f Accounting C Payroll C Investments C Indebtedness C Accrual Office of the State Auditor dne2012 CTAS User Manual 3 16 Claims Processing the Claims continued Printing Claims A single claim can be printed as it is entered by clicking the Save and Print button on the New Claim screen for instructions on accessing the New Claim screen see page 3 2 A set of claims can be printed from under Claims Processing on the Claims screen by clicking the Print Claims button CTAS Accounting Module am 01 12 2009 1003 Perry Oil 02 13 2009 1010 The Office Shop 1019 Grinning Bear Rubbish 03 16 2009 Blue Ox Co op 11 24 2009 Wright and Associates 11 24 2009 Jay Balk 03 03 2010 K amp K Construction Office of the State Auditor Heating Oil for Garage Office Supplies Quarterly Bill Fuel Roadn amp Bridge Vehicle Accounting Services Mileage June 2012 CTAS User Manual 3 17 Claims Processing the Claims continued Printing Claims continued After clicking the Print Claims button the Print Claims screen will appear Print Claims Claim Date Vendor 1049 03 05 2010 Jay Balk 50 00 03 12 2010 K amp K Constructii 600 00 03 10
26. wing the preview click on the Printer icon to begin the printing of DAA SAT Town of Grand slam Clams Lisi bor Agog cel Cute range CO LEON o DELA SEM D De Wimke Daimin Chaim 5 Toia Account Cinial Cae Ja Balk Wiesz 13 FALU 10041100 3 an On DAWAN Decker andar pected Legal Fee 1050 00 00 100 4 1600 30H 00 00 CAEN Grnreng Bes Rubbah Quast ka OI 1051 7500 210 4 100 364 tenog 100 SAN A 0 100 47940 JEU 2 00 CAEN EAE Lonstiuctien Cuber Peper 12 00 00 CAE SEUIL CO C4200 Darid Atike Mileage 1053 s Sl 1001 10 aa tao 51 161 al RL RL Talal Faw S eh Clam Ap pu ver Dale e After clicking on the Printer icon the Printer Details screen appears Printer Details Print To Page Range Entire Document 3 pages 4 From Page To Page Sumber of Copies fi Print r I KA Cancel I By clicking the Fr m 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 The following page has a sample of the report To close the printing of the report e Click the Red X icon on the System Reports screen e Click the Close button on the Claims List for Approval screen Office of the State Auditor Jue2012 CTAS User Manual Claims Processing the Claims continued Printing the C
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