| NCAS System Status |
Inactivated Accounts Reminder (06/26/2003)
The following accounts have been mass inactivated
for fiscal year 2004:
532440 Maintenance Agreement for DP Equipment
532522 Rent/Lease of DP Equipment
534522 Computer Equipment
534710 Computer Software
Agencies should verify before July 1, 2003 that they do not have any open
purchase requisitions, purchase orders, or accounts payable invoices charged to
these accounts. Additionally, any requisitions or purchase orders with future
multi-year indicators that are coded to the accounts listed above will need to
be corrected with the appropriate account before fiscal year 2004 opens. Any
transactions attempting to record expenditures against these accounts after June
30, 2003 will post to suspense. Click
here for a listing of the information technology accounts from the August 30, 2002 memo "Accounting for
Networking Costs."
System Availability on July 1, 2003 (06/24/2003)
The NCAS will NOT be available on Tuesday, July 1, 2003, for online inquiry or processing. I.E. system availability, NCAS file access, and year-end processing will be restricted to OSC personnel only on that day.
All NCAS functions will resume on Wednesday, July 2, 2003 under normal operating hours. Production reports for Monday night’s processing will be printed and distributed as usual on Tuesday and will also be available through X/PTR. DSS files will be updated and available on Tuesday.
The printing of accounts payable checks through TSO will not be affected by the NCAS being down. Interface files submitted on Tuesday (July 1) will not process until Wednesday’s (July 2) nightly production cycle.
The Office of the State Controller (OSC) has had a number of calls from agencies requesting changes to the purchase order header (PH1 screen) in the North Carolina Accounting System (NCAS). The need to adjust the PH1 screen arises when a vendor’s base ID (SSN or Federal ID Number) has changed since the purchase order was issued, creating exceptions when invoices are matched against the purchase order for payment. Because the number of such requests has been increasing, the OSC has decided to give control of this screen back to each agency. Agency personnel must decide who will have this screen and submit security requests following normal procedures by completing the NCAS security request form. Please click here for the Security Request Form. In order to make a payment to the vendor’s current Federal ID Number, the agency can change the value in the VENDOR MATCH REQD field to “N” thereby allowing a match between the vendor’s old and new IDs, as expressed on the purchase order and the invoice. If applicable, the agency should follow up with the E-Procurement helpdesk and the vendor to insure that the vendor has updated its E-Procurement information, so that no more purchase orders are issued under the old Federal ID number. If you have any questions, please contact the OSC Helpdesk at (919) 875-HELP (4357).
As you are aware First Union and Wachovia
merged several months ago. Due to this merger new routing and account numbers
have been assigned to many of their customers. First Union provided the Office
of the State Controller (OSC) with a file containing new routing numbers and
account numbers. As of 6/5/03 the OSC has updated the routing codes and bank
account numbers on the Vendor Bank Account Payment Method (VPY) screen for all
vendors affected by the change. Manual changes will not need to be made by the
agencies for any employees/vendors that were already established in the NCAS.
If you have any questions, please contact the OSC Helpdesk at (919) 875-HELP
(4357).