Cash Carryforward Processing in Accounts Payable

In July your agency may require the generation of manual check(s) for the amount of the appropriated cash carryforward approved by OSBM and for unappropriated cash carryforward. The check(s) must be dated to June 29, and recorded in the AP module with the payment date of June 29. The procedure for the deposit of these checks is outlined in Cash Basis Requirements - Appropriated Funds. or Cash Basis Requirements - Unappropriated Funds

While recording your carryforward transactions in the AP module is essentially the same as the procedure used for any other manual check, the following exception should be considered in recording these documents:

Control Group Document

In completing the Control Group document, you should ensure that only carryforward items are entered in this control group. Control Date will default in with the current date on screen CDE and should not be changed. You want the AP screens to show the current date as the date entered.

Invoice Entry

Use the Direct entry method (screen IWS) to enter invoice documents for the amount of the approved cash carryforward. When entering the Document Date on screen IWS, you must use a date no later than June 29. Because this transaction is a prior fiscal year transaction, the NCAS (GED screen) must be set to accept this transaction. Refer to the paragraph General Ledger Effective Date. Remember, the cash carryforward entry should not be marked with an accrual indicator.

If the total approved carryforward amount exceeds $99,999,999.99 the State Treasurer requires the amount be split into two or more separate checks. You must create separate documents for each check. In no case may a single document exceed this amount.

General Ledger Effective Date

Because you will be entering a prior year transaction, you must alert OSC Helpdesk that you will need a change to the General Ledger Effective Dates (GED) screen. If the GED screen is not changed, you will not be allowed to properly enter this document. Please fax a completed copy of the GED Change Request form to the Helpdesk at 981-5561. When this request is received and entered, a member of the Helpdesk staff will call to inform you the change has been made. Agencies should pay particular attention to the disclaimer on this form and be sure it is signed by a responsible person in the agency.  During this period, you may continue to process July transactions but you may only back-date AP documents related to the Cash Carryforward procedures.

Recording the MPE for the Manual Check

You must record the amount of the manual check (screen MPE) before the check is released for deposit with the State Treasurer. This is to ensure the accurate posting of the amount carried forward and the fourth quarter allotment reversion entry. It is crucial that you enter the date 06/29 in the 'Payment Date' field. All carryforward transactions must use June 29.