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Home My WebLink About017 07 . d. ~~ 7 ,;...-J-(. ()1 ac.5. ) '1', ()J . lJ.. -;)..8' 07 STATE OF WASHINGTON County of Jefferson In the Matter of Adopting a Disbursement Policy } } RESOLUTION NO. 17-07 WHEREAS, by RCW 36.22.040 the County Auditor has a duty to audit all claims, demands, and accounts against the County which by law are chargeable to the County and for claims allowed by the County Commissioners; and, WHEREAS, the County maintains an aggressive policy of expenditure management to assure that public funds are expended in a lawful and appropriate manner; and, WHEREAS, each Department Head or Elected Official is required to and does monitor actual expenditures versus budget appropriation for each requested payment and is responsible for assuring that spending does not exceed the budget authorization; and, WHEREAS, each Department Head or Elected Official may delegate authority to their staff for the approval of financial transactions; however, such delegation does not relieve the Department Head or Elected Official of ultimate responsibility for financial management; and, NOW, THEREFORE, BE IT RESOL VED by the Board of Commissioners of and for the County of Jefferson that the following is hereby adopted as the Disbursement Policy for all County Offices and Departments: 1. The Auditor's Office shall maintain a signature authorization procedure for financial transactions such as Cash Drawers, Petty Cash, payroll timesheets, vouchers, appropriation changes and expenditure corrections, 2. All payments to vendors for services or goods will be made using the County's central accounting system. 3. Vouchers will be presented b)' the initiating department/office to the Accounting Division of the Auditor's Office for payment. 4. The Auditor's Office is responsible to assure the following for each voucher presented: a) Adequate supporting documents are provided, c) The voucher has proper authorization from the Department or Office. d) The expen~iture is classified correctly and meets any other internal control standards established by the County Auditor. 5, Petty Cash funds may be used for the payment of valid County expenses when it is impractical to use the County's regular warrant system. 6. In emergency situations, Manual Warrants may be used to pay vendors and the r' Resolution No. 17 -07 re: In the Matter of Adopting a Disbursement Policy 1 relevant voucher must meet all of the requirements established by the Auditor and must be reviewed and signed by the County Commissioners before a warrant will be issued. 7. Due to the volume of transactions processed by the County, data preparation and/or entry errors may occur and result in a posting error for an expense or revenue, Each Department Head or Elected Official is responsible for review and identification of such errors within his/her area of responsibility. The Auditor's Office is responsible for validating and coordinating the correction of all such errors. 8. The County Commissioners will review and sign the published payments to vendors as required by statute. a) The Auditor shall be allowed to process the claims for payment in a timely manner which the Commissioners will approve at their next regularly scheduled public meeting, as per RCW 42.24.180. APPROVED,mzd ADOPTED this 20 ,~.. .~. ..#A" f;' ~". . ,/ , ? ':;;t:~_ j c' '\ , >' ':',,,,,! 6-1_ \ i ," ~.,~.. ,,< \ SEAL: (::'. "J ~; \~'.\, .'. ...' \". . " .. .. -, .:.....' "''''., ," ~.''''1f-_-,~ , )" '.... '. !''',' ~ .......... ) u Julie Matthes, ,- e!~~ of ~b{ L~.lC~ ' 2007 Page 2 of2 i' JEFFERSON COUNTY AUDITOR'S OFFICE DISBURSING POLICY Accounts Payable · Pay by original invoice only · Use statements to reconcile paid invoices · Use statements to check for unpaid invoices · Use statements to check for missing invoices; request faxes of missing copies · Use statements to confirm the necessity of paying service fees, annual fees, late payment fees, etc. · Prepare invoices for payment: ./ assign Vendor Code ./ assign Fund Number(s) ./ assign BARS Account Number(s) · Enter invoices into the County accounts payable system - See GEMS Accounts Payable · Run a copy of the APEDITjEdit Mode (Budget Expenditures) · Check all coding for the vendors, BARS account numbers, and invoice amounts · Run a new copy of the APEDIT UPDATE MODE once corrections have been completed · File Update in G:GEMS Reports 2006 · Run a calculator (adding machine) paper tape total from the stack of original invoices to compare with the Grand Total on the APEDIT · Add to spreadsheet for balancing · Forward to Department Managers for signatures. Once signed, vouchers are returned to Auditor's Office for auditing · Vouchers are delivered to BOCC 3:00 pm on Friday for approval and signature . Run steps to complete process - See checklist ... GEMS Accounts Payable Helpful hints: . Caps Lock on . Use the mouse or Tab key to move between fields . Use F 11 key to modify the screen to see boxes at the bottom of the screen . Use decimal point when entering dollar amounts ( 5. for $5) . The magnifying glass will appear in fields you can search in, Double clicking the magnifying glass will open a search screen. 1_ 1. Open GEMS by selecting the desktop shortcut. 2. Click the green Financial Management System button (see image below) BriU':; i. ~~ml"-llIIi~~n.~I.".I~IW~IItIt":;IINII"''4IlI.rn~.~IIlI'" I.Q1Meda >;j I ~~ ~ liiJ . .~, 1 i_ An application Sign-On screen will open (see image below) 14:07:58:64 IllPUT REQlEST 0.00 Application Sign-On Release FIN6 3 Enter Your Organization # Enter Your Profile Enter Your Password 11 I I Sign Off Copyright 2003, Government e,Management Solutions, Inc. All Rights Reserved, ..",11J m!l'~l~d,~t~..t ~.~N~.J .l!IMier~.~MCd:.::1J ml~~ ~~Q-04.J !J~~.to.~~t!:J~l~.:.M::JI@)GENS - LOGIN... . 2:00r?M 1. Turn your Caps Lock on 2. Enter Organization # 1 and Tab 3. Enter your profile (unique to each user) and Tab 4. Enter your password (unique to each user) and select OK or press Enter 2 The Financial Application Menu will open (see image below). .... &1 ~!D ~ ~ [i] 1'".~"iliJ CJ II .. Lj! H~~y ISEUMN FINANCIAL APPl MENU ~ 14:09:06:31 INPUT RECllEST 0,00 ro!i"6' Financial Applications Menu Mext Screen r--, Module C Enter 99 to Sign Off C Select Description Module Screen Name 1. INVHD: INVOICE HEADER AP INVHD 2, INVMN, INVOICE DETAIL AP INVMN 3, VNAMQ: VENDORS BY NAME AP VNAMQ 4, LOGIN: APPLICATION SIGN ON Gl LOGIN 5 LOGON: FINANCIAL APPII MENU Gl LOGON 6 RNIIPW: RENEW PASSWORDS Gl RNWPV 7, RPIND: REPORT IN IT DETAIL RP RPIND 8, RPINT: REPORT INITIATION RP RPINT 9 DEPDI : DEPCON DESTINATIONS SE DEPDI 10, DEPRI: DEPCON ROUTING SE DEPRI '--' iOK .t~fl J SSentl~. t!lim~iJ ,~tf~~~ fjll!flClO$Q/l~lllll!f-!l--- f 1ID1'lI!\lis~!et,~tO"'l'" .;j~~to;!i~'" t@jill;N~' M,.:f14D6EMs - SEUM___ f 2:QgPM Click the first box next to 1. INVHD: INVOICE HEADER 3 The Accounts Payable Invoice will open. 13:11:11:02 N'\JT REQUEST 0,00 i.I of:; Invoice Da L,~0904: ue Date () CheckNVire" I Reissue Date 0 Reissue Chk" Area I Special Code I PaymentTermsl Separate Check r ents [}f. o I 60904 o o Invoice on File Authorization Status Routing Level Next Routing Area PO Balance Sub Total GST PST Date r---o o i.I i.I i.I Hold Check For Pickup r Payment Type r-. Total Expended Amount Payment Status Lite Screen Option Demand Check: Authorization POSH 0+ 0+ 0+ 0+ 0+ 0+ r Group Codel r---o-, Claim# Print r- 0+ Ste 7 BudgetAuth r Claim Number -.sf....jl I mSenlJ~~- MicI~J _~~! Ne\II$~"'-.-:J ,~IoI~~....E~:.~.J 1fi.........'!"etS.,l~J ~!J""~:~G~M..j ~~~.!..~I~ 6EMS ~ IWHD... I 1:11PM 1. Fill in Vendor # and Tab until your cursor is in the Invoice # box or with your mouse select the Invoice # box 2, Fill in the Invoice #. If your invoice does not have a number you will have to give it a number. Tab until your cursor is in the Operator box. 3, Fill in your Operator # (unique to each user) Tab 4, Fill in the Invoice Total. Tab Tab 5. Fill in the Invoice Date. With your mouse select the Account # box. If you have more than one bars number on your invoice go to Step 10 on page 6 OR If you have one bars number on your invoice go to Step 6. 6. Fill in the Account # (Account numbers are unique to each fund and are comprised of the budget number, bars & element, object and function codes. An example of an account # is 506000010.51888.41.0000.) Tab 7. Fill in the Description of the invoice. 8. Click Add. A preview screen will appear. This information will not be accepted until you complete Step 9. 9. Review the information. If there are errors use your cursor to select the box(es) with incorrect information and enter the correct info. Once the information is correct, click Add (a blank invoice screen will appear when the data has been successfully entered). Continue Steps 1-9 until all your invoices are entered for payment then proceed to Step 18, 4 Example of an entry with one bars number on the invoice. ![fro" t ' Accounts Payable Invoice He.der ~p",v.1 Bu<lget Status Detail Name ID.EI'T Qft.AWR "'~ ,~ Address 0' Organizalion # 1 Bank IQ,L !:lANK QLt\!!:i:RJ.1:t\ Vendor # IPEQ9J i Address # I lrMIice /I IQt?Q9,04 . PO# I Operator r Invoice Total ,._ __,_.3ll.~,.QJJQ Invoice Date L t?Q90{ 'Q.Q1QA Due Date Lt?Q.9Q4 r---J)J CheckNlfire # I Q Reissue Date 0 Reissue Chk# 0 Invoice on File Authorization Status Routing Level Next Routing Area PO Balance Sub Total GIL Date Pay Date GST PST Total Expended Amount Payment Status Lite Screen Option Demand Check: Authorization POSH L Special Code I Payment Terms I. Separate Check Comments .~ ...., ,..:.iti.l ..~ Hold Check For Pickup r PaymentType IJ[: Area r QL One line IrNoIce Details: Account # 1.Q.91,Q.l1.Q!l.9JL~l,?A,Qo1!LJl!LHLj Budget Aulh r Description l"1.ITI!.~S2. l&J.J:_EES_.~~I QT!L...,J Claim Number 08:56:50:56I11PUT REQUEST 0,00 !!lext Screen I ."..~ Invoices by po New Inv J !!P1J~IR :tE,~ ,fPl Date APPROVED o o 0+ 385 ,01+ 0+ 0+ 385 ,01+ 385 ,01+ * r Group Codel r--o. Claim# r Print 0+ o I~J~J~'J~JF~r~lBa=k LNext_LL~~.~_ OK Ii) m56i5il'!16' INf'tJT REQUEST GOO 5 ----'-------------------'1- r l.l~ilbilii!t ' ~~ 13:59:01:67 N'UT REGU:ST 0,00 Header Oetail !'{ext Screen ~ ~ New,I11..V H Step 171 r 'D' '0' Accounts Payable Invoice -,\>proval Budget Status Invoioes by PO Comments Bank n Vendor II r--' Address II I.. Defaults: Description L.. . ...._.. " ... ,Un'. . Account #- I Override Invoice Total 0: IlMIice II I HeaderTotal 385 01+ Dist Cd Tax Cd Auth Liquidation Amount SC Trans #- NCID Account#- Invoice Amount Description POI' Discount rl I Grant L 'Sub# I rl I Grant I Sub # L rl I Grant I Sub #- L I ,9.: L r= r- I,""""""".."',.",JI+ C ..d Task I"" ",.' Work Code I o:R L, ,Project I Off Sub # L n ... Off Acct #- WO#- L, r= r- I " ,,0:+ C ..d Task r Work Code I oj I olR Project I , Off Sub#- L. , Off Acct I WOI I ._"",.'_" L ",.) L",','n'. I 0;+ C ..d Task r= Work Code I L J!L OlH L Project I Off Sub #- L, 0: Detail Lines m..O OffAcct# wOIL Detail Total 0+ o Next Trans # r o ..d ,nQ! r o ..d .01 r o ..d o OK !1!tStartllJ FSJSent11erns' MLJ ,_fil1,t'~,OllI'lly!:tewsledl!lh4icr~,E~elJ mJnewsIeller6.!~..J .!)\II~~nlO!i,-lllDOf;~!._M,Jt~6ENS .. IW.__ 1:59 PM 10. If you have multiple bars numbers per invoice click Add. The above screen will appear. 11. Fill in the AICID box with an A. Tab 12, Fill in the Account # . Account numbers are unique to each fund and are comprised of the budget number, bars & element, object and function codes. An example of an account # is 506000010.51888.41,0000. Tab 13. Fill in the Description of the item(s). Tab Tab Tab Tab 14. Fill in the Invoice Amount. 15. Repeat steps 11 - 14 until you've entered all the items with different bars numbers on the invoice. (If you have more than 3 bars numbers on an invoice, after entering all the data for the 3rd Account #, click OK and additional lines will become available). Click OK. 16. Review all the inform,ation. If there are errors use your cursor to select the box(es) with incorrect information and enter the correct info. You will need to fill in the AlC/D box with a C to make changes or a D to delete the line. Once the error(s) have been corrected, click OK. OR If correct, go to Step 17, 17. Click the New Invoice box 6 Example of an entry with multiple bars numbers on the invoice 08:57:33:16 N'UT REQUEST 0,00 '5''0' Accounts Payable Invoice Next Screen Header Oet..1 Comments I'!>proval Budget Sl3Ius OJ Invoioes by PO N' Inquiries J BiIIlk L 1 Vendor 1/ !IlEO fiJ j Defaults: Description L, Account#- I., Address 1/ L, . Override Invoice Total r ItMlice 1/ Header Total IOfi09JH 385,01+ Account #- Invoice Amount Discount Description PO#- Dist Cd Tax Cd Auth Liquidation Amount SC Trans #- ,A IOOlQS OQQQ,!;iJ-2J,(), 2 QOOJ!l 1!;i!;islGJ L. I ,: Project L.. ! c Off Sub#- L IO!lJ, ()8Q,QJto, ,!;i,l!!JQ2Q,.0() 4()u : L,. ' 2J8~.7JGJ L I :Project I , L ". Off Sub #- L IYIJNE?S:r.&"I F'~J;:?1ST9TR. . L 1 r--= L i Q) L. " I..mu()! + C 2000000024 , ,'u..... ,..,.". ......:..:,haskl.,.JWork Code! :.:JJ ! OlrAcct#- 631000010.21340,00,0000 WOtt- L......QJ lSI.QTJLC;Q~K$~RY,l~,L.,.", ..m,. i L.. ! r--= L.J .,. OJ L. L_,.."."lli + L.,j 2000000025 ..... ,itij Task L""""l Work Code !....::::.:d ..i OffAcct# 631000010,21340,00.0000 WO# L. ....,oJ !1$TQ'I'R)URY H-T , "" r--J r--= r 01 ,":' . 'IINVD:=.C., AT~,~ + Li 2000000026 .u.:.:d Task L..i Work Code I ' , ,:.:::t .,j OffAcct# 631000010,21340 00,0000 Wott- I ..01 3 Detail Total 385 01+ Grant Sub#- lliJl IOOlo8QOOO ,!;ilUQ..!!O.. OO,4,Q. L. 130,8!'ijGJ L.. Grant L "..:Project L, Sub#- L. Off Sub #- L Next Trans #- L 200.00009 n! Detail Lines OK 7 18. When all invoices have been entered, click the RPINT box. 'l:f'oT Next Screen I, ~ Header Detail Comments ""prova! Accounts Payable Invoice N Inquiries Vendor II lmIoice II Name I __:d Address 0.1 Organization II 1 Bank 10.1 mBANK OIL"h!:!J;;KI.CA ~ Address II I 1 1 o.perator r Invoice Total L__m._mmm, .Ql[j] Invoice Date I, """,,0., L 6o.~0,4 Due Date LJ;Jl~0.4 r---Jj1 CheckNllire I- 1 0.1 Reissue Date 0. Reissue Chk # 0. Po.o4' GIL Date Pay Date Area '--m. Special Code Lm Payment Terms L Separate Check r Comments [if Dne Line lmIoice Details : Accounto4' ,.m:::::d .id .id Hold Check For Pickup r payment Type C New Inv Invoices by PO Invoice on File Authorization Status Routing Level Next Routing Area po. Balance Sub Total GST PST Date 0. 0. 0.+ 0.+ 0.+ 0.+ 0.+ 0.+ Total Expended Amount Payment Status Lite Screen o.ption Demand Check: Authorization Po.SH r Group Codelj".,Q, Claim I- r Printl 0.+ Description Budget Auth L , .m' Claim Number 0. IAckl , CIl~1 Del GJ~W511~a:~J~~ml=~~I.~~_ 8 11:11:0059 INPUT REQlEST 0,00 /x The Report Initiation and Routing will open. 11:13:26:91 INPUT REQlEST 0,00 'o'rQ1 Report Initiation and Routing Next Screen r-----. Initiation Routing Destinations Report Name I Run ID 10 Sort By r. Run # r Name (A;;~ N8IIl-;" i.J Prompt '# Loop '# MessagelResponse o ,0 I I 00 I I 0 0 I L, 00 I I 0 0 I I I Routing Defaults r Routing I I Status Time Mix'# Actual Start: Date i.J (COPYE~) NextPrompllLoop I Oro--I 0 Required End Loop .iJ .::.J r r .::.J .::.J .::.J r r r II Device Pnnter .::.J ...::J iROC I Run I OK i I i 19. Click the down arrow in the Report Name box 20. Select APEDIT AP INVOICE EDIT 21. Click the OK box History I RPINT REPORT INITIATION .::.J tep 19 & 20 o Report Initiation and Routing Next Screen L ,,_wd Init:i:ation ~ing Destinaions Report Name Run ID ~;;;_~~___...tl: I~._~~:. E:: './Ii Run Mode I EDIT ..:J :.:J Last Run (C~PY'E;j~) Next Prompt I Loop Lf,l! IQ,) 0 Required End Loop Prompt 10,1( 40 ,0 RACTERS ...::J .::.J .::.J r GITS x r 200 r 9 22. You will get a series of prompts that will need to be filled in, The arrow down box next to each prompt will give you the option of selecting a choice or further specify what you need to enter into the space. Enter the correct infonnation and click OK. (See page 11 for example of completed prompts) (nm Click to Redsplay fnorslMessages 'f51ro' Report Initiation and Routing ttext Screen r- Initi4ll:ion Run Mode ..d iJ Last Run Next Prompt / Loop L2 oj III ,/ 0 Required End Loop Report Name 1t.J>,EDJT iJ Run ID 10 sort By r. Run # r Name (ASsign Neme) ( New Run ID ) ( Copy Existing ) Prompt,. Loop'" Message/Response 00 IENTER YOUR ORGANIZATION I - 3 DIGITS 10,0) IENTER BEGINNING BANK - 2 DIGITS L I I I I I L________ Routing I ..d ..d x r 10 .10 20 0 r o ,0 ..d r o 0 .d ..:J r r I Routing Defaults r I Status Actual Start: Date Time Mix# II Device Pnnter ..iI ..:J 10 . " 11:46:15:70 SUCCESSFUl ENTRY 0000510.00 'D1 CO' Report Initiation and Routing Next Screen r---J Initiatton Prompt# 10 ,10 Loop '# Message/Response :.:J Run Mode I EDIT ..:.l :.:J Last Run ( NewR"';'iD~i (CoPYExisfug~i NextPromptlLoop 1 71:ro---/ 0 Required End Loop Report Name lAPEOIT AI' INVOI~E EOIT Run ID 100000110 00/00/00,00: 00: OQ: 00 Sort By: r. Run # r Name ("As~ign N;';;;'" 20 lENTER YOUR ORGANIZATION # - 3 DIGITS 1001 lENTER BEGINNING BANK - 2 DIGITS 190 lENTER BEGINNING OPERATOR - 3 CHARACTERS I(ENTER YOUR 3DIGIT ppERATORJ If ERE) 11 - A/I' INVOICES 11 lENTER THE BEGINNING GL DATE 19.60904. Routing I ..:.l 60 0 x r ..:.l r ..:.l r ..:.l X r 40 ,0 70 ,0 ..:.l I Routing Defaults r Status RESPONDING Actual Start: Date Time Mix'# Device Printer ILl' Line Printer I r ..:iJ ..:.l [ROC I Run I OK 11:45:29:66 SUCCESSFUl ENTRY 0000500,00 'D1'o' Report Initiation and Routing Next Screen r-=--- Initi3tioo :.:J Run Mode I EDIT ...:d ,:.:,j Last Run Next Prompt / Loop L ,oj IQ_;! 0 Required End Loop Report Name Ii\PEOIL,u ',' ",,11,1" ,lHY.9uI,CE""Et)lL Run 10 lQ.OQQOJ1QQ.Q(QQ.-'oQ QQJ),Q:QQ, 0,0" Sort By r. Run # r Name (ASS~ N";;;;':) e_ New !"" ~J ~ Exisl~g:) Prompt# 80 ,0 Loop '# Message/Response o 0 IENTER THE ENDING GL DATE 10f,09 O~ , 11 - PRINT IN BANK/VENDOR ORDER 11 11 11 I L I L ...:d X r ..:.l X r 90 0 100 ,10 - EDIT ..:.l r ..:.l r 00 ..:.l Time Mix'# Device I Lp Line Printer Printer r hi ..:.l I Routing Defaults r status RESPONDING Actual Start: Date Routing I ,--,.---,--- ! ROC ! Run i OK , i 1 11 ~tep 231 ~tep 241 ~tep 251 ~tep 261 IStep 271 '~GEMS DEPRI (FINANCE) VersIon 1 2 M,crosoft Internet EHploler ... -. ~ rD II) B ~ ljj] [fgi.~ II CO . .. U I~ ~ I" " 12:20:36 Report Initiation and Routing tlext Screen ~ ()@stin;;nions i~_~~~~~, . Report IAPEDJT " ,., ,AP, JNYQI~~ ~RH ' ~ Profile Ipq:n Next: Type n Destination I ND :.:J ~ ~ "~ ~ ~ ~ :.:J .,=-=..1 ,.,.,~ I Report Initiation Run # I 111 I 23, Click the Routing Tab. 24, Type DOC in the File Extension box 25, Click the arrow down key in the Type box and select E email 26. Type your email address in the destination box. 27. Click the OK box 28. Click the Initiation Tab. IStep 281 roc '0' Report Initiation and Routing tlext Screen r----' tniti;aion r Routing 1 Destinations I Profile IpeRT Password l.'!_'il:~'!~~~_ Report l;.l'~lT ,AP U!llQIC,E EPJ.I -",,- :.:J Name TRACIE IHLBURN or Defaulls r File Extension JpoC, Next: Type [J Destination L ND Type Destination [AJIE ~=~9j.J ~ IRU.1LEY@'CQ"JE,ffERS9J!..llA"uS :.:J IA""I ~ I ~ IA"" L . :.:J L ., ..'._-.--.-_....'. .-..".-.- _.__...-_..._....._.~~-"~. ~... .'-...--..---, .. .. ..:.:.1 IAJ I,.". .. .. - .,:.:J L .__' . ._....._-_.~.,.,.-.-~ ---_...__._~~_._.._-- "__'n, ~.__._~--~._-_.- ._--~.,-_..._" .. ,:.:.1 [iJ1 ~ L :.:.I [iJ1 :.:J L :.:J [iJL "'~ L .~ [iJI ~ L .._n' -, -'--,--...-.- .. .. .. -. .~. -~--"'----" ~ -.---~ ,n'__' _.:.d IAJL ~ L -----, .. -- ~. -. .-.- .m ..._-..--~------_. _._-.--- ~...-.-'......~--'.......~._-----.._.--- :.:J [iJ1 ~ I "~ I Report Initiation Run # I 110: I Rpinrt ! OK 12 Your screen will return to Report Initiation and Routing, Your routing information will appear in the Routing box. Hislory 11 :53: 19:33 NPUT REQUEST O. '01'0' Report Initiation and Routing tlext Screen ~, lniti3tion Oestin;iltions Report Name 1~f>i::IHT ,hf INVQICi::i::PU iJ Run 10 10popo:nO _PO/PP/OOPP:Qo QQ.oJL. Sort By r. Run # r- Name ( Assign Name'; (New Run 16-) (COpYExisting') Prompt 'if Loop 'if MessagelResponse Run Mode I EDIT ..:J ~ Last Run Next Prompt! Loop I 61' ~I 0 Required End Loop 50 ,0 IENTER YOUR ORGANIZATION # - 3 DIGITS 10.01" , IENTER BEGINNING BANK - 2 DIGITS 100 IENTER BEGINNING OPERATOR - 3 CHARACTERS IpQJ.. lENTER ENDING OPERATOR... 3 CHARACTERS I 11 - A/P INVOICES 11 .:..I 10 10 x r 200 ..:J r 40 ,0 ..:J r .:..I x r 60 0 .:..I x r Mix# Device IlP line Printer .ZI Printer l Time Mix # r;~-~ i:frJ O~ce IlP line Printer 11 Printer L -ftep 291 Routing Defaults r Statu Actua Routing l RTAllEY@CO , JEFFERSON, l./A , US I:---'.-'T-'."" !RociRunlOK j i j RTAllEY@CO,JEFFERSON.VA.US Mid 2500 Device IlP line Printer Printer L ..rl Preview IR~-I RlI1 TOKn, 29. Click the Run box. You will see the status change from RESPONDING to SCHEDULED to COMPLETED 30. The edit will be sent to you via email. 13 cr: I- ....J <( I- a... cr: >- cr: ::> -, o -, 0'> ~ 0'> :;c ....J :2: :2: (9 ~ lj:: - ro '+= ,S: c C ::J cr: s: Q) '5; Q) .... "0 C ro t o Q) .... 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(I) i: .... .... <C <Ii "0 o E ..la::: U Q) ..c U Q) ::0 ro ,~ "0 "0 C ro III ..la::: U Q) ..c U Q) .... ::J U Q) (f) o +-' o (9 .... Z 0... 0:: o 0... ::> ~ o W I o a... <( CIl 19 o +-' 'C Q) > .8 Q) '0 o E :t::: '0 Q) .S: o 0... ::> ~ o W I o a... <( c ::J cr: .... Z 0... 0:: o 0... ::> ~ o W I o a... <( 0:: . I- ....J <( (9 W 0:: ~ o W I o 0... <( Q) U !E o III -.... Q) .... ::J CIl ro Q) ~ .... .E 'n; a:> o o z +-' :0 Q) "0 -. ..c III ro U +-' :.0 Q) .... U o +-' Q) U C ro co .c !!l ro +-' .8 ~ Q) '0 o E Q) ... CIS '0 :2 .S: o 0... ::> ~ o W I o 0... <( C ::J 0:: ..- -. Q) U :t= o CIl -.... o ~ "0 ::J <( .... .E "0 ~ 'n; +-' Q) o .... 2 .~ Q) 0:: ..la::: U Q) ..c o c ::J 0:: Page 1 of 1 RCW 42.24.180 *Taxing district -- Issuance of warrants or checks before approval by legislative body -- Conditions. In order to expedite the payment of claims, the legislative body of any *taxing district, as defined in RCW 43.09.260, m~ authorize the issuance of warrants or checks in payment of claims after the provisions of this chapter have b~ met and after the officer designatedoy statute, or, in the absence of statute, an approprIate charter provision, ordinance, or resolution of the *taxing district, ltas signed the checks or warrants, but before the legisla1ive body has acted to approve"the claims. The legislative body may stipulate that certain kinds or r amounts of claims shall not be paid before the board has reviewed the supporting documentation and approved the issue of checks or warrants in payment of those claims. However, all of the following conditions shall be met before the payment: (1) The auditing officer and the officer designated to sign the checks or warrants shall each be required to furnish an official bond for the faithful discharge of his or her duties in an amount determined by the legislative body but not less than fifty thousand dollars; (2) The legislative body shall adopt contracting, hiring, purchasing, and disbursing policies that implement effective internal control; (3) The legislative body shall provide for its review of the documentation supporting claims paid and for its approval of all checks or warrants issued in payment of claims at its next regularly scheduled public meeting or, for cities and towns, at a regularly scheduled public meeting within one month of issuance; and (4) The legislative body shall require that if, upon review, it disapproves some claims, the auditing officer and the officer designated to sign the checks or warrants shall jointly cause the disapproved claims to be recognized as receivables of the *taxing district and to pursue collection diligently until the amounts disapproved are collected or until the legislative body is satisfied and approves the claims, [1994 c 273 ~ 18; 1984 c 128 ~ 11.] NOTES: *Reviser's note: "Taxing district" redesignated "local government" by 1995 c 301 ~ 15. http://srch.mrsc.org:8080/rcwwac/Doc View/rcw/RCW%20%2042%20%20TITLE/RCW%20%204.,. 2/7/2007 JEFFERSON COUNTY BOARD OF COMMISSIONERS Consent Agenda Item FOR THE WEEK OF: February 20,2007 I. Description --A brief description of the agenda item. This resolution establishes a Disbursement Policy for all County Departments. II. Issues --A short outline of the major issues or areas that should be given particular attention. RCW 42.24.180 allows the Commissioners, after adopting the policy (as well as policies for contracting, hiring and purchasing which are already in place), to sign warrants issued by the Auditor in payment of claims before the Board of Commissioners have acted to approve the claims at a public meeting. III. Action -- What is the nature of the action the Board is being asked to take (discussion, approval of a contract, support for a grant, etc.). Approve the Resolution to allow the timely payment of claims. IV. You may also want to express the department's position or recommendation. Suggested wording for the motion (a motion to approve/adopt/accept and a motion to deny/remand) would help especially if there are specific items or wording that needs to be covered in the motion. Recommendation is to adopt this Resolution. ~..e 1- J'J..>> 0 John, . hbach, County Administrator 2./1 c.j / ' ..., " GEMS Accounts Payable Updates Jefferson County Resolution 17-07 Gemstone update Financial 6.6. Helpful hints: . Caps Lock on . Use the mouse or Tab key to move between fields · Use F 11 key to modify the screen to see boxes at the bottom of the screen · Use decimal point when entering dollar amounts ( 5. for $5) · The magnifying glass will appear in fields you can search in. Double clicking the magnifying glass will open a search screen. Open GEMS by selecting the desktop shortcut. Gemstone.url ....' Welcome C/) I'J- ~ Announcements C/) j I J < March 2007 > 1III....1iII1iII _ _ _,j 125 2l; P 28 1 2 3 4 5 t6 , 8 9 10 l11 12 13 14 15 16 17 ,. 18 19 20 21 22 23 24 2S 26 27 28 29 30 31 -----~L: ~~~ 7 '!" Calendar (2) . Create II< AsslQn a Task . Manage Tasks I ! GEMS Report. (Link) <t" Featured Documents C/) <t" T ask Summary (2) -------l I Role: <t" Select a Role UUm I I ~~_I'~_~_~ m ~2004-S Government e-M~nagement Solutions, Inc. All rights reserved. ~ ~"~l1J ';0 'i"""~t3l3i' '~~~~~~'lIti-~"~;;~;:~"~::f; "~-);;;, ""-~~~ :f"~,~~~~~~;Jt~~t w= ~-t'"~~ ~~= ~,_:;g: ~_. _ ~~_ iJ Done ~J local intranet After clicking on the GEMSTONE icon on your desktop you will be brought to this screen. This is where you access the Finance system (FMS). Move your mouse to hover over the FMS tab at the top of your screen. Don't click on the screen just "hover". Be sure to have your "caps lock" on when working in GEMSTONE, 1 Inquiries Tables " ---.J ! < March 2007 > t<,j !I~~~~~ 4 15 16 7 8 9 to ! 11 12 13 14 15 16 17 J '118 19 20 21 22 23 24 , 25 26 27 28 29 30 31 I 1123567 ---- ---- L_ 'F Calendar Cl) eiltured Documents Cl) S Reports (Link) 1..---. Fixed Assets. Project &. Work Order Mgmt . Fleet & Equipment ~9mt. Approvals, Report Control. Security Admin~_ User Defined Items. Processing Control Records I j Rol.: ~~,I'~~WL "" Select a Role ,~ 1f)2004-5 Government e-M~n~gement solutions, Inc. All rights reserved. ~~-tre~ @rciJm-I'i1~li~ "'i';';~;t~~;.'~,~;'~;'-~'c- ~~_c-=~'"'~.._,~ i) unk to GEMS System fl::j Local intr~net As you hover over the menu it will give you a drop down list of options. Be sure to stay on the lower side of the menu selection. If you hover it will give you another drop down menu and then you just select: Accounts Payable ~ Inquiries 2 1 r~Gen~e~e!~~.~----.;_~...-...~" .~~_r;JLQj~ 1 Welcome Ann Knoxl GENS ~ Government eo-Management 13olutlons Version 2.1 ~ I ~. -.. ,.,.----.~- -. ~ ~-~ - -,....-..".... ! Home J F~IS Test I FMS Reportmg I HRMS ' HR~IS Test I HRMS Reporting j '" GEMS BackOffice Links @ I: Meln Menu General ledger Inquiric$ Chart of Accounts Tables Batch Header B.!Itch Details Accounts Payable Inquiries Tables Accounts Reteivable InQuiries Tables Cosh Receipts Inquiries Tables Budget Preparation Budget Manipulation Tables Grant Management Tables Purchasing Inquiries T.ebles Inventory InQuiries Tllbles Bid Administration Inquiries Tables Fixed Assets Inquiries Tables Project Il< Work Order Mgmt . I. J ~ ~~I1J~C 'B>i 6 b m-Too';;;~~~'tt;l'r,r .ij Ge""'or,e-M,,;o~o;; ...... , ~ .~~ ,,.. j ;,;~~ ~A"''''''&''i'n~~~~;i7~~~'~ ~~"!';~",,,_~b-,"Wh~~ <%W5A.Y ~..~_~ i) Done t:] Local intranet If you click to fast on the drop down menu it will bring you to this screen. You will still choose the same options as the previous screen: Accounts Payable and then Inquiries. 3 This brings up the Financial Applications Menu. At this point you can click on the Finance Workflow X to minimize it so that your screen is easier to read, Select the option on the menu that you need. 08:21:09:63 INPUT REQUEST 0,00 [8J ljex1 Screen II:=:J Enter 99 10 Sign on 0 ~ General Ledge> ~ Gront Manaoemen' ~ Account, Payobr. ~ Accounts: Receivable ~ c..h Receipt, o Purchasing ~ Inventory t? 8idAdminislr.ation o Food A.,e., o B~I Preparabon o Work OrdOl o Fleet Management o Security Administro!tion Print Save Restore ^ '" AP APINQ AP INVHD AP INVMN ,fi AP VNAMQ " AP VNlNQ J! Gl GLINQ GL LOGIN GL LOGON GL RNWPW PlJ INVIT RP RPIND RP RPINT SE DEPOt SE DEPRI ,;~ E ~I'~>il I APINQ: AlP INQUIRY 2 IN"'HD: INVOICE HEADER 3 INVMN: IN\o'OICE DETAIL 4 VNAMQ: VENDORS BV NAME 5 VNINQ: INVOICE ACTIVITY 6 GLINQ: CURRENT YEAR ACCT DET 7 LOGIN: APPlICATION SIGN ON 8 LOGON: FINANCIAL APPU MENU 9 RN'vVPW: RENEW PASSWORDS 10 IN\o'IT: INVOICE PROCESSING DET II RPIND: REPORT INIT DETAIL 12 RPINT: REPORTINITIATION 13 DEPOI: OEPCON DESTIN NG ~~ : ~: ~<.'.f. ~~~:~~:")~;;n:-rl~r;O$O~ ~~ r~~:=f~r-~--~- ~~--~~~- ~~~~~ ~~--~?;~:~~;':-~'~ : .i"Sran~; ... ihi~_ ~~ ~~, _ ~_~_~?"~ ~.. ~~-''e::i~~,l:iY'~~h::;,:~~"/5i t:l 08:21 :09:63 INPUT REQUEST 0,00 ~ Local Intranet Select the box next to invoice header. (2. INVHD: INVOICE HEADER) 4 ~l., !i~~o~oftln~_~ ""'~~_____ _~_" _______~___" ~_~L8) ~elcome Lori Batleyl GEt'tS . Government e-t'lanagement Solutions VerSion 2.1 ~ I ~... I Hom.~'1 ~ FMSR;;p;;rtTn9', .. ...' ~,I,,~. ~ ,~,.~ ~ [t~:;;}1 ~" [TI] [aJ ~U Ilij ~ !j:IJ ~ 1 HislOry{S.EUllN ..FINANCIALAPPL MENU wW' . 'y~ Finance Workflow lEl D1rQ][R] Financial Applications Menu Module 0 Enter 99 to Sign Off 0 t' Gene,.1 Ledger t' G,anI Manaoement It' Accounts P"'y<!lble t' Accoor/, Recfflable " Ca,h ReceIpt, t' Purcl1a,ing t' Inventory o BidAclminislration Ii? Fixed Assets t' Budget Pleparat"" t' \lIOlk Q,doI t' Floe! Management o Security Adrnini$tration I APINQ: AlP INQUIRV 2 INVHO: INVOICE HEADER 3 INVMN: INVOICE OETAIl A E 5 V1IIINQ: INVOICE ACTIVITY 6 GLINQ: CURRENT VEAR ACCT DET 7 LOGIN: APPlICATION SIGN ON 8 lOGON: FINANCIAL APPLI MENU 9 RN'oNPW: RENEW PASSWORDS 10 IMIIT: INVOICE PROCESSING DET 11 RPIND: REPORT INIT DETAIL 12 RPINT: REPORT INITIATION 13 DEPOI: OEPCON DESTINATIONS 14 DEPRI: OEPCON ROUTING o o Copy Paste Delete Print -6". - . ;W ~~i..(.._; :!!!' 11 Successful ISPEC NaviQation GBdSm SucceS'sfullSPEC Na....igation [8J rlex1 Screen [==:J Save Restore AP AP AP AP AP GL GL GL GL PlJ RP RP SE SE .I:t ";;:j, APINQ INVHD INI'MN VNAMQ VNINQ GLINQ LOGIN LOGON RNWPW INVIT RPINO RPINT DEPO! DEPRI 1i ji ,ii E il~, ~ ~- ~i"~:m;t:~e ~;~r~);:t;- "1~-"-" ,,---~~- ~~--~""-;;~ ~r~ i-:~ Mark you selection with an X and then hit the ok button. This will bring up the screen where you enter your invoices. The Accounts Payable Invoice will open. 5 .J t, 'l"G~__.~~"~~__...___.J~d~J~) Welcome Ann Knoxl GENS - Government e~1"1dnagement Solutions. Venlon 2.1 eb I iJ -~ ~-~ - ---.~~~-~ - Home 1 FMS Test I F~lS Reporting I HR~lS 1 HR~lS Test I HR~lS Reporting , ... .. iii ~ f9~ ~ill'QI riI LJ ~~ u I ~ I~ I~ ~ I Hisloryl INVHD INVOICE HEADER [ '". < ,q~~1 [5][O]rR](1l Accounts Payable Invoice Next Screen I ., GBlfs m 15:23:14:21 INPUT REQUEST 0,00 fRl Detail Comments t Approval Status I InVOIces by PO j Ready for Aprvl l~jl , New Invj --Ii I I Invoice :otal I Pay Date i Rels I Area I I Special Code PaymentTerms, - Separate Check I;;' Hold Check For PIckup r Ready lor Approval r Comments [ij] PaymentTypels.Y,"~!"m.~g.en"ra!ed_Cl1"c;k """~ Line Il1\IOlce Details: Account# OOlOe.O,O"O,LS,12W~~L001LJ BUdgetAuth CJ Description [HAY E'HONE_SERVICE_200] I Name IJc ,rN~ORMATION SERVICES IiJI Address ' - -'.' IJ,cJ.Jl.sJ Address # I oi Invoice on File Date I LlOJ!QJ.~.Jl.e,02..-.-.J Credit Memo r Authorization Status APPROVED c:=::J Routing Level 0 CJ Next Routing Area PO Balance ~I Sub Total GST PST Total Expended ~.mount 0+ 41,74+ 0+ 0+ 41 74+ 41 , 74+ Payment Status * Grid Screen Option r Group CodelClaim IF c::ol Demand Check: Authorization D Print 0 PO SH 0+ Claim # 0 Procurement Vendor E:::J Print Check lor Procurement Vendor r 'II~"" il15:23:1~:21 INPUT REQUEST 0,00 ~ local intranet ~~~"".--.,,~_v_';,~~;.t;;::""'~i1:~_"'=- ~ W~~~" ~~'" _~~~...~ :,.~y """'NY ~",~"",",,"'''' ".#l,st.art. IfJ ;j @] lZ tU;J ,@J;!;,'\;~~;"!;:~~~2'pf' 1 GemS'onHlcros [~!,~,!n.'.tr~C~?~~~'0M~(!l1P!r!PUT,~r~ ~ 1. Fill in Vendor # and Address # (if applicable if not leave the zero), Tab until your cursor is in the Invoice # box or with your mouse select the Invoice # box 2, Fill in the Invoice #. If your invoice does not have a number you will have to give it a number. Tab until your cursor is in the Operator box. Use the account number if there isn't an invoice number and combine it with the date. Ex, 395457 7/07 3. Fill in your Operator # (unique to each user) 4. Fill in the Invoice Total. 5. Fill in the Invoice Date. With your mouse select the Account # box. If you have more than one bars number on your invoice go to Step 10 on page 6 OR If you have one bars number on your invoice go to Step 6. 6. Fill in the Account # (Account numbers are unique to each fund and are comprised of the budget number, bars & element, object and function codes. An example of an account # is 506000010.51888.41.0000,) Tab 7. Fill in the Description of the invoice. 8. Click Add. A preview screen will appear. This information will not be accepted until you complete Step 9, 6 J 9. Review the information. If there are errors use your cursor to select the box(es) with incorrect information and enter the correct info. Once the information is correct, click Add (a blank invoice screen will appear when the data has been successfully entered). Continue Steps 1-9 until all your invoices are entered for payment then proceed to Step 18. Example of an entry with one bars number on the invoice. ..-!1 GemStone. Microsoft Internet explorer EJ[gJ~ ~~-~~-~-~ e Ann Kno~ ~ ~ ~ ~ e~~~en~t ~~tlons VerSion 2.1 (!) 1!t1 1 F~lS Test I F~1S Reporting I HRMS I HRMS Test 1 HRMS Reporting I ..... ~I ~ II> ~l& Il't~lil [j ~ ~ ul ~ I~ I~ ~ I History I INiRD INVOICE HEADER ' ',". -: "..n" iv;r 1O][OJfR! fll Accounts Payable Invoice Next Screen I f':~::~#' 1 Name I.J,CINF,ORMAUON_SERY.IC~ Bank lQ.Q.Q.Q.UANK OUI!~[<;1;,~ Address Vendor # lKl,Q.5J Address # I 0) InVOICe on File Date I Invoice # LIO.aJLQ~j)SOL--.J Credit Memo r Authorization Status APPROVED I PO II E=:J Routing Level 0 Operator 0 Original Invoice II I Next Routing Area r Invoice Total I 4L.L4l.f Invoice Date LO}/1.5L01J PO Salance j GIL Date LOUl~",,01J Due Date LOUHLO.zJ Sub Total Pay Date I I CheckMlire II c::::::oJ GST Reissue Date Reissue Chk II 0 PST I GooEl 15:23:14:21 N'UT REQUEST 0,00 IBJ Detail 1 Comments I Appro~al Status InuOlces by PO I Readyfor AprlJl ~'iJ1 r NeWlrw I 0+ 41 74+ 0+ Area Special Code PaymentTerms ~ Separate Check P Hold Check For Pickup r Readyfor Approval r Comments [jiJ paymentTypeISJl"t.e~:::Gellerat"c1...c,heck. One line Inwlce Detalls : Account" to.oJO,800oo~512.4L~2, O,O.1.o..J BUdgetAuth 0 Description IMAY]HONE_SERVICE_2007 I Total Expended Amount 0+ 41 74+ 41 74+ Payment Status * Gild Screen Option r Group CodelClaim II CO] Demand Check' Authorization 0 Print 0 PO SH 0+ Claim'" 0 Procurement Vendor c:::J Print Check for Procurement Vendor r ~~~/ "._,c_'~._,._..__.~'~... -"~ --'~-_X~"0J1_~k~""~ ~stal't la ;<. "" ll!I '!:l rn oft 0.. 'I~ '!II '~em5tone-I",,,o'.. ~g APIn,Iructlon,des. .;l'I:iO.APINPUPIiORK60'-6 ~1l!!,\!';;~"'~~:; 1I;: J ~, ~i'-."'$I+il1 ~''''~ l?ow0A'-^ '" "*"<0", '. y;~ )) ~ 15'23'14'21 INPUT REQUEST 000 "J local intranet 7 ~ -Tj GemStone - Microsoft Internet Explorer ~IQ]~ ~-~7~H~~~iu;';:~-~ I~s 1 HIS Test 'I FMS Reporting I HRMS I HR~lS Test 1 HRMS Reporting : .. ~ ~I ~B.~I[t"~IIiUij~ ,~, ul ~ I~ 1;:0 t) I History I INVMN INVOICE DETAn ,'" ~ ,'~-- l~ [QJ[Q][B] Accounts Payable Invoice _:rom," .- -Detail-'''' , Bank CJl Vendor 1/ c::=J Defaults: Description I Account # I, GEMs II 13:36:53:52 INPUT REQUEST 0,00 [BJ bjeJd Screen c=:J Comments I Approval I Status I InVOices by PO I Ready for Aprvl ~ I Step 171 Address 1/ I .l)J Override Invoice Total r IlMlice 1/ I Header Total Ready for Approval r I NClD Account # Invoice Amount Discount Description POI Liquidation Amount DistCd BC 0+ TaxCd Auth Trans # ~c:; ~tep 121 ~~_~l ~lD o H _OJ~ :1 Q1+1 Task 0 Work Code r:===J WO # I' J OffAcct# ,vtl .~'r:!D ~ oj Capitalize r Grid 0 Detail Lines 0 Detail Total 0+ E ~ ~~--@-~'i--i~~"6~"-"'-~2~~~~i:~~=;;;;d;~~:( -TjGe"'SI~~e~'11";O~oft. ,- ,.. .,'c...., ~. k~' -"," "- ~'""',~J4""";i:i.!"'')''''w~~ =J.. M "'" il, 'IPw~k,f~r'" ~ "t~~~~ II 13:36:53:52 INPUT REQUEST 0,00 (j Local intr anet ,!t If you have multiple bars numbers per invoice enter steps 1-5 on the previous page and click on the Add button. The above screen will appear. 10. Fill in the AlC/D box with an Add. Then use your Tab button 11. Fill in the Account #. Account numbers are unique to each fund and are comprised of the budget number, bars & element, object and function codes. An example of an account # is 506000010,51888.41.0000. Tab 12. Fill in the Description of the item(s). Then use your mouse to move to the amount box or Tab key 4 times, 13. Fill in the Invoice Amount. 14. Fill in the Grant, Project, Task, Work Code or Work Order if applicable. 15. Repeat steps 10 - 14 until you've entered all the items with different bars numbers on the invoice. (If you have more than 3 bars numbers on an invoice, after entering all the data for the 3rd Account #, click OK and additional lines will become available). Click OK. 16. Review all the information. If there are errors use your cursor to select the box( es) with incorrect information and enter the correct info. You will need to fill in the AlC/D box with a C to make changes or a D to delete the line. Once the error(s) have been corrected, click OK. OR If correct, go to Step 17. 8 17. Click the New Invoice box Example of an entry with multiple bars numbers on the invoice '1) GemStone, Microsoft Internet Explorer r;JlQ]L8J Welcome Ann Knox! GENS - Government e-~lanagement Solutions Version 2.1 ell I iR '~l ~I~'i~ HR~'ISTe~1~ Historysj INVMN INVOICE DETAIL [D][QJ[RJ ~~ ~I [I~~~ I [t<;~I[fi u ~ ~ Ull~ 1st IRf ~I .. .' ..'.. ...... .' ,'" . ",' ,....,.,...c _-Detail" "' Bank c=1l Vendor 11 Defaults: Description Account # MCID Account# Invoice Amount - - - --~ ~ ~ Comments i Approval I Status I Invoices by PO I Ready for Aprvl ! GooEJ 14:53:16:57 INPUT REQUEST 0.00 [8J Next Screen c::J I New Inv Address 11 ~ O~4JJ Override Invoice Total r Readyfor Approval r Invoice 11 L1IT12.9.4fl.::P,QJ.....--J HeaderTotal 273,13+ Description Dist Cd Tax Cd PO # liquidation Amount SC 1,'\'11 Accounts Payable Invoice lQF:121J I 1'- I I:~~J Lo 0.LO,4.0J) 0 0 , SHV . lLO.O.l.!JJZ 4 71L5,'LS,8 ;:L!J<::I2.Ln;S 52307 ~ I V7,.82.1-+1 oJI N oj + I Grant I', I Project I' I Task IS:] Work Code 1'- I wo # I'" Sub # l ...J Off Sub # L ..'.. .....J Off Acct # 001000000.22530,00, I ~JlOQ,l 0 4J. 0 0 L5.11 7 L3.1 0.0.llLJtnI85.'L5.8 ST.1P..I2.UES !;),2.3 0 7 ~ 1 35.31,9 oJI U oj +1 Project 1"'., ITask Is:=J Work Code I"', I wo # r.. Off Sub # I I OffAcct# 001000000,22530,00,0000 !~jI ,vJI ;y] 15800001248 oj Capitalize r Grid D Discount 0000 I.~JI cl ~ 15800001249 oj Capitalize r Grid D Grant Sub# IAdd &!II', I ill Grant ,- Proj~ct J', Sub # I ...J Off Sub # L Next Trans # L1580000125.Q] Detail Lines 2 II II Q.~ 01 +1 I Task Is:=J Work Code L~---1 WO # I J Off Acct # dl vii "k.."", QJ Capitalize r Grid D ,vl!D o Detail Total 273,13+ E i1 I; (j Local Intranet ~fI/ start. _._._~.~~ @] "Il'l ~.'m~~-~..l~]~~i~e::,;~~:~,;r;'so~~~,~ Ii~~~::~'~"~-"--'--((~ - """,,_~.I"- ..............J;<~.'*"&'*%_~At:%'J;0V$:!2i;$"'GV)P;-;JM(( \~,,~5_0"," c'" <; ~,.~- h""Ji j,/~~r~~1w"!/dV~l 9 When all invoices have been entered, click the Home tab. ,'.;1' GemStone, Micrf\" ': I~lten~et 'Explorer' 8@L81 .-- Welcom' JI . ..nOH! GENS - Government e-~lanagement Solutions Version 2.1 ~ I rR Horne 1 ~l-FJ'v~t:lRMS')~) HRf\1S'~1 Historyl INVHD [QJ@][R][IJ INVOICE HEADER .... [iil ~ ~ ~ ~ [I ~';?{I Ii [IT] ~ ~ Ull~ lfit' 14 ~ I :iJI Accounts Payable Invoice j org::::~:on # ' 1 Bank 100001 BANK OF AMERICA Vendor # lQDnJ Address # L_11l.:2l,J Invoice # I1Jl73?_~?47-0~QJ----1 Credit Memo r PO # I'" I Operator CJ Original Invoice # I Invoice Total I 273~l.)1:!l Invoice Date LQ6/ULQ.Zj GIL Date lQ_6LLVO 7 i Due Date \Q.6/U..tJUj Pay Date I I CheckNlfire # I I CLEARED Reissue Date Reissue Chk # 0 Area E ~5'J ",,'" c,,, -= . .~~j PaymenlTerms ~ __ CJ Separate Check r Hold Check For Pickup r Ready for Approval r Comments [ij] paymenlTypel~ystem-~eo.n."':r.atedC~eck__ .~ One Line Invoice Details: Account # /OOJ020.00,L51,,42L3J..,OOJO..J Description /?_E8J;,~5_~ ~U'E'E'LJ.E~ 5nQ7 Next Screen I ..ill Newlnv .1 - ,. - - Detat! I Comments 1 Approval I Status I Invoices by PO ~ Readyfor Aprvl , Na me IQIT,tcg,_m'':!:O] ~ Address P, 0, BOX 70025 Budget Auth 0 I tr 14:54: 15:03 INPUT REQUEST 0,00 Invoice on File Date I Authorization Status APPROVED Routing Level 0 Next Routing Area PO Balance Sub Total GST 0+ 273,13+ 0+ PST Total Expended Amount 0+ 273,13+ 273,13+ GENlsm 14:54:15:03 INPUT REQUEST 0.00 [8J OK " , ....J l.ocal intr anet Payment Status P Grid Screen Option r Group CodelClaim # c:Jil Demand Check: AuthOrization 0 Print 0 PO SH 0+ Claim # 0 ProcurementVehdor to, I Print Check for Procurement Vendor r ~J sta~ -lS-"e~i~~"-~iG:;;:'-~;'::';~~~,~~-~~~~--~_:"~~ "'c:I:~;~~~~~~~P;~1ff~?<kUiEkWt5I;~.~"i'+i#\ Cc"fM "i0= q 4' 11\" ~~~~;~j 10 ,31 GemStone, Microsoft Interne~ Explorer - - - - , ~@]lEJ ~ QuickLinks Add ('ll ~ Welcome ('ll "t'-" Calendar ('ll 1. Create l!.: Assign a Task . Manage Tasks ~ Featured Documents ('ll _~"119 26 2 'I I < August 2007 > .....11. 29 30 31 ~2 5 6 7 8 9 12 13 14 15 16 20 27 3 21 22 28 29 4 5 3 4 10 11 17 18 23 24 25 30 31 1 6 7 8 ~ QuickTask ('ll ~ Announcements ('ll ~ Task Summary ('ll I GEMS Reports (Link) --1 ~ Select a Role -~I I Role: [Ii~i:1 c 004-5 Government e,Management Solutions, Inc, All rights reserved, On this screen click on the GEMS REPORTS 11 ~r 'ii Gems. Reports Microsoft Internet Explorer ~~rg:J File Edit View Favorites Tools Help I: On this screen you will use the two Finance Database Queries First you will print the Voucher Detail (AP Edit) 12 ~ Voucher Detail ~ Microsoft Internet Explorer 8@~ File Edit View Fo/lVOf'R:es Tools Help " O"OCk' o. 0 @ !oJ j)5o."h 1rFOYO<itOS €) S. Mdr~~s .1 Ii ~;~':"fiss~~;~~~~;;~:N'~~~~;et~~~~~'''~';~~ ~ .::Jfi ,....","",.^'^""""'...---....--"'..,<_AI'.. ".~~'~';~ = Go l~$>> ~.. 0%!.""-~,'fA (ol I~) \~1 '~4-J ~!!i0Y Jefferson County Voucher Detail Search i AUDITOR, 001 020000 _.__.---~lDepartment Fund ! 73007 Z;Due Date I Submit J BoOck to Reoorts PoOae This report you will double check against the invoices that you have printed. Choose your fund number and the Due date for the invoices that you input. You be double checking for the Vendor Number, Invoice number dollar amount and your fund and bars numbers, !II Voucher Detail ~ Microsoft Internet [xplorer ~l@Jrs< FMe Edit View F~vorites Tools Help II:! C ..ck . v) [!J [;J ~ p 5o.,m * Fa"",<., e ~ . Address 6J http://isserv:r/-;J~s_r~rtstyoucher~t~iINew,~sp II Qf1 ;;: . Dl Go lrn)).iJj . R3"~"',""-1(i', 1"'(...... {1\ I~I . I") 'v",-~4-j ~l!i0-V Jefferson County Voucher Detail Due Date: 73007 Fund # 001020000 Department AUDITOR - 001020000 VENDER NAME! KAREN BEDNARSKI VENDORltl BE100 UN.: 7/17/07 VFOA lITG TRAHS#: 39852 WORK ORDER#! 0 Alp ACCOUNT! 001020000.51423.43 _ 0000 ADDRESS: 61 S RHODODENDRON DESCRIPTION: VFOA KEETIHG 7/17/07 tHV DATE: DUE DATEI 73007 TERMS! WORK CODE: GRANT"': PROJECT": NP ACCOUNT NAME: TRAVEL INVOICE AMT: $66 _ 20 VENDER NAMEI VFOA ~ 'lASH FINANCE VENDOR#: VF100 ADDRESSl OFFICERS ASSOCIATION DESCRIPTION: VFOA CONF K.BEDRARSICI 9/18-21 INV#: 2007462 INV DATE: DUE DATE I 73007 TERMS! TRANS#: 39856 WORK ORDER#: 0 WORK CODEI GRANT#: PROJECT': Alp ACCOUNT, 001020000.51423.49.0040 AlP ACCOUNT NAME, SCHOOLS .oI.IID SEKllI.oI.RS 'NVOICE AMT, S300, 00 TOTAL: $366.20 .ton Don. ~llocalintr~et ~ ~m~6-i~rii~tit3~~ -fi~~l~~~ ~--~vOIJ;~erDet:~~"IC ~ rg~~~ffJg:~355PM 13 n ': < ~ Gems 't Reports. Microsoft Internet Explorer GJ@~ File Edit View Favorites Tools Help J P'-~~k ~ ~ ~ ;" Search Address J~_h_~_:'-'isserv~/~_em_~~:~~!'_t_s'~ef~ult:~~~ !II Go back to the reports page. Choose the Voucher Summary. !i Voucher SummMY MIcrosoft Internet hplorer _ dl F.e Edit ~iew F-,vorites Tools Help IJI o Back . U [!) [;j f:J P S,a,," tt Fa",,'" €I ~. #~ ~ . 0 (1 Ad&ess_li)_ht~p:'''sserve~(gems.}e~sl.~_~hers~y~_~.-'sP _~y~1 m Go Liris >) 'iJ;.. /SJ:,,~'>'iY~,---, ",t- ,....,... .:;.. iil,,) \i.'~::(;l ~!!it)Y Jefferson County Voucher Summary Search I AUDITOR. 001 020000 l"i:'Department Fund If everything looks good on the edit choose your fund and due date click on submit to print your voucher summary sheet for signatures. Once the report comes up you can just print it to your default printer. 14 f 11' If you need to change anything at this point you will go back into FMS system (Refer to page 6) You will go to the Accounts Payable Invoice screen. (Just like you are entering your invoices) Enter the Vendor number, address if applicable and the invoice number. Then choose the INQ- inquiry button. This will bring up your entry and then you will click on the Detail tab to change your information. Ueld Screen I - ---" He.der"' -... ! Organization # 1 : Bank Q.O_O,OL~A Vendor # !.g;,1.QsJ _e# 11.UQ...Q.G,Q,IiQ.7_1 PO # C=:J Operator c:J Original Invoice ., I Invoice Total I H~'lili Invoice Dale IQ7LlG(Q]J GIL Date [.oZ(.1O,(02.1 Due Dale IOZDG(olJ I, Pay Dale c=::=J ChecklWlre # c:::::::=:g; Reissue Date Reissue Chk., 0 III ;;:clal Code Iy:=_::=::=::=:=_:~ , PaymenlTerms t a I Seporole Check '" Hold Check For Pickup r Ready for Approval r I Comments [NJ Pa.,.mentTypel~ys,tellL-G~nera~ed q:Leck, ' ,~ One Line tnuolce Details : I Accounl# IOOl.o~OOOO~Sl.40_492.o01O.J BudgetAuth 0 I Description I)!ALICHo~E,8E~y,CE,,2007~_J Invoice on File Date c=::=J Authorization Status APPROVED Routing Level 0 Next Routino Area PO Balance Sub Total GST PST Total Expended Amount Payment Status * Grid Screen OpMn r Group delClalm # [J Demand Check: Authorizatlor POSH ~~~/ ~J start ~~e.=C~ 51 t2 ti~ti1= -~~r:;;:~~->,!i.;;;;.st~~;o1lf;OS'.~ ~Ira~;=~~~~~~;tR~o::~ ~ . ~'i!?J), "1",/y'tf'7t:% "'''''''~.~w It "'~'" _y+ ..,,'" . "* ~/~:.411 "\ ~ ~ ~ ry,_~ ~ ~..~'" If you need to change the invoice number or need to delete and entry you need to contact the Auditor's Office. You do not have the access to delete information. Call Accounting if you have any questions. 15 J 1,1 "l Hislo,y! INVHD [B1[O][ID[J] ~~ I [t(~lliJu ,~,,~ ul1ij Iq I~ t] I .~I Accounts Payable Invoice Neld Screen I 14:54:15:03 INPUT REQUEST 0,00 clI I Newlnv I _....0...--",",- Header Detail Comments ~ Approval Status InvOices by PO Readyfor Aprvl organlzllllon # Bank Vendor # Inwice # PO# Operator Invoice Total GIL Date Pay Date Reissue Date 1 100001 BANK OF AMERICA LQ,F:I,,?2J Address # !-l.Q..VJ L3XLJ,?3_4.4.'1.::.Q.D,L....-l Credit Memo r L:c. I CJ Original Invoice #- I ~?D~l,}i:tJ Invoice Date I!t6/U/Q1J IOr;~U~O?J Due Date 10.6'::1l'::Ozj l_j CheckNVire # L-l CLEARED Reissue Chk# 0 Name IOFE:ICE,.DEI'9J .il Address P, 0 BOX 70025 Invoice on File Date I Authorization Status APPROVED Routing Level 0 Neld Routing Area PO Balance Sub Total GST PST 0+ 273,13+ 0+ 0+ Area I "",~ ~:;~:~~;:r:s ", ,: ,,::= -p~ Separate Check r Hold Check For Pickup r Readyfor Approval r Comments [ijj PaymentTypeISl'"telfl-:Generated Check, ~ One Une Inwlce Details: Account# IOQ10?OQQ,Q~5H23~3LOQl,O--1 BudgetAuth CJ Description 1,2,4 ?a595a_slll'l'lIESU UQ1............... Totai Expended Amount Payment Status P Grid Screen Option r Group CodelClaim # c:OJ Demand Check: Authorizabon 0 Print 0 PO SH 0+ Claim'# 0 Procurement Vendor c:J Print Check for Procurement Vendor r 273 13+ 273,13+ OK 14:54:15:03 INPUT REQUEST 0,00 ~. - -"1f3:C-'@i~w~ m'm .._....Ti~":'~~"'1i ~;r~;~r:'-I~'~;os:ft ,. Ti';:t':==~:',~~ '... ~ -' '~'f<~ - _ ::..'1&1.1 ~""'"",,~WI!'='9%~**~:wr 2:< ""_;jn.v,,,~ <: l~ ,)t _ ~_~~~~ If there is a time when the GEMS REPORTS link is unavailable you can access an APEDIT directly from GEMS and also print your GLSUMMARY using the same reports process. 16 To, r. View Favorites Tools Report Initiation and Routing History SEUMN fDJ@1[]] ! Report Name I I i APACTIVITY VENDOR INVOICE PYMNT ACTIVITV APEDIT AP INVOICE EDIT ~ GLSUMMARY G/L SUMMARY BY ACCT/GRANT/PRJ ~!tJ .!!J~ Step 181 I Co 1 APINQ: A 2 INVHD: I 3 INVML: IN 4 INVMN: I 5 VNAMQ: 6 VNINQ: I 7 GLINQ: C 8 LOGIN: A 9 LOGON: 10 RNWPW: 11 INVIT: IN 12 RPIND: R 13 RPINT: R 14 DEPDI: D IS DEPRI: D o ( ~(jv~ ) ( se'''e'~~ ) C ~e",' ) ( !;.x~ ) ~'~~(fJI;l~ ~Tj;ZII]~~ ~ The Report Initiation and Routing Box will open (RPINT) 18. Select APEDIT AP INVOICE EDIT, the screen will then say "loading" in small red print at the bottom of the page. 17 ;- ra .._ File Edit View Favorites * ~.f I~~! GOO II I I 4:34:33:71 INPUT REQUEST 0,00 [8] I ! , I ] I I I :; I '\ Report Initiation and Routing fpo;Na~;-APACTIVI:Y- VENDOR INVOICE PYMNT ACTIVITY I GLSUMMARY G/L SUMMARY BY ACCT/GRANT/P Run 10 Riaht,alian Organization # Beginning Bank Ending Bank Beginning Operator Ending Operator Process Beginning GL Date Ending GL Date Do You Want To Do You Want To 00000107 00/00/00 00:00:00:00 JUVENILE EDIT New Run 10 Description NAME YOUR REPORT HERE Exoand 1001 JEFFERSON COUNTY (~I* 100001 BANK OF AMERICA ~. 100001 BANK OF AMERICA~ LIIIJ [iJJJ * 13 - All Invoices ci3i* 10701071 1073107iDl * I ~--l IStep 21 I ~- - - -.. ....... - ~~ ..... -- - ~ Output Manager Routing Available DestinatIOns : ' PTJINVOIC :E-mall Addresses I CTAYLOR@CO.JEFFERSON.TJA.US II HCALKINS@CO,JEFFERSON, TJA, US ! KBEDNARSKI@CO,JEFFERSON,TJA,US I MHAM@CO,JEFFERSON,TJA,US I RTALLEY@CO,JEFFERSON,TJA,US ~ '-~-li~iJ-1i 1iim---~'T~~~~-cO'~-I;,;~'n:;~;~i~r;-' .1ii'A'tI;:t."u~~~d~~kt~;~' ,-", -~ -_._-_.~ ;:y~ ^"'''''''~YA ?;,=""t~llW~m"""'1t"'~i:V'W"~" '" .ix~ ~"""'''' ;:c+-" ~ "'i0",,~A ~~~9t Current Routing ,^'j [E:::;;;;il"'~ddres~~'------'o ~I ( .ll.;i;li;!" ) I AKNOX@CO.JEFFERSON , TJA, US ( Add Ail>> ) i ~I (<<<<RemoveAiI) I "",J ( "R'1il!I'rn\1l!! I .~~ ~l ~, j '] Local intranet 19. Choose the applicable report name. 20. You can choose the name of the report you want to run or create a new run ID. 21. We always have the same bank number - 00001. 22. Enter your ending and beginning date, it will be the same for both blocks, choose the dates that you are working with. You want to choose option 4 print in operator/date/time order and always choose edit. 18 . (; ~ ........ - File Edit View Favorites Tools Organization # Beginning Bank Ending Bank Beginning Operator Ending Operator Process Beginning GL Date Ending GL Date Do You Want To Do You WantTo ~utP~ Man;g;r Routing I Available Destinations ! [Printers III 4100PCL6 , GEMS4200L II GEMS4200P II ~~i~~~i~OO LE-mail Addresses I File Extension for E,mail IDOCI I 1001 JEFFERSON COUNTY 131- 100001 BANK OF AMERICA 131 I 00001 BANK OF AMERIC~ W1l W1l · 1 3 - All Invoices rill. 1070 LQ11DI 10731071DI · 14 - Print In Operator/Date/TimeOrde ~. o Edit 0 Update · --- 11 Ii . I '1 ! I I Add defaults - ~I Add~ jlll ( AddAII~~ ) ''-,'"...J" ' ( <<Remove All) ~, ( <=: Remove ): ~I i I ( -- - --. - -.-.- --..- E-mail addresses ';il.dil ) 0E,mail OFax I ( S.ave ) ( Save & R!,!n ) (1;revle'("1 ) ( ~Step 251 !;.x~ ) 23. Make sure that the file extension for E-mail box has DOC in it. 24. Make sure your email address is listed in the current routing box. 25. Click on the Save & Run tab. The status change from RESPONDING to SCHEDULED to COMPLETED iA~~~~start I MiX,,~II,= status Ii La~st Ru~ Moje",. , SCHEDULED .,-....".."....."......._............."....."""."............--.-". " The report will be in your inbox. ~~~ual start MIX II status Last Run Mode I ' Running, EDIT____ " ...........,~....,,,...,.,.....~,,,...,,....y........., [Actual start 1 Mix II status ,: Last Run Made-I 110124107 09J2:16 paD COMPLETEDH", 7, . 19