Process Group/Policy Details
Subject: General Policies
Process Group: General Policies
Title of Policy: Spreadsheet File Uploads
Effective Date: 07/01/2014
Approved/Revision Date: 06/20/2014
Approved by: State Controller
Process Group Description
The CORE system will allow, and in some cases require, more consistent approaches to processing financial transactions. Therefore, general policies are required so that the system is used consistently to obtain outputs and reporting from the system.
Rationale or background to policy:
Departments have a need to extract or consolidate data from sources external to CORE, then using that data, to create transactions for upload to CORE. This enhances the efficient processing of transactions in CORE.
Policy Statement:
Departments can use OSC provided Excel templates to upload selected CORE transactions using the Automated Transactions Submission (ATS) screen / functionality in CORE. Departments must ensure the integrity of these uploaded transactions by establishing a controlled process for creating and uploading these transactions to CORE.
Procedures:
Templates are available for the following CORE transactions:
ARE – Accrued Receivables
CR – Cash Receipts
VCC – Customer Creation
FA – Fixed Asset Acquisition Memo
FA – Fixed Asset Acquisition No Memo
GAE – General Account Encumbrance
GAX – General Account Expenditure
IET – Internal Exchange Transaction
IA – Inventory Adjustment
IN – Invoice
JV1xxxx – Journal Voucher
JVC - Cost Accounting Journal Voucher
RE – Receivable
Departments shall follow these procedures:
When these templates are uploaded to CORE, they will go through a validation process. If no errors are found, the transaction will enter workflow and be set to a status of “Pending”. If errors are found, the transaction will be in the transaction catalog with a status of “Draft”. The transaction will then need to be opened and the errors corrected before it can be submitted to workflow. To upload an ATS spreadsheet, follow these steps:
1. Type “ATS” in the Global Search field.
2. Click on Search.
3. Locate the spreadsheet to upload.
4. Click on Upload.
5. Using the Transaction Catalog, locate the upload transaction and verify it has been validated successfully. If it did not, correct the error, validate, and submit.