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General Ledger

Introduction

This page contains the SMART training materials associated with the General Ledger module in SMART. The SMART General Ledger training materials are organized into the following sections:

Creating New GL Journals           Working with Existing GL Journals
Configurations GL Queries
GL Reports

  • Each training material section on this page contains the following elements:
    - A blue section header, containing the heading for the section.
    - An overview of the training materials within the section, located beneath the section header.
    - The training materials for the section displayed in a list format, located beneath the section overview.

  • Each section of training materials contains training material items such as training guides and job aids.
  • Each list of training materials is displayed in alphabetical order, by title (of the training items).
  • Each training material item is presented with a brief summary that describes the contents of the training material.
  • To view the contents of a training document, simply click the title of the training document.
  • Some training documents may appear in more than one section (if they pertain to multiple sections).   

Creating New GL Journals

This 'Creating New GL Journals' section contains training materials for:
  • New User Training for SMART's General Ledger module (Training Guides)
  • Training materials associated with entering, editing, and budget checking new GL journals into SMART


  • Budget Date Change Request
    This job aid contains information about submitting a Budget Date Change Request.
    DOCX, 137.51 KB

  • General Ledger Encumbrances Job Aid
    General Ledger (GL) Encumbrance Journals (non-supplier specific encumbrances) obligate budget at fiscal year-end. This job aid provides the steps in the GL encumbrance process.
    DOCX, 1.02 MB

  • General Ledger & Journals Overview Training Guide
    This training guide provides a general ledger and journal entry overview: key terms, State of Kansas ledgers, key concepts in the journal process, end-to-end journal process and general ledger workflow.
    DOCX, 938.24 KB

  • General Ledger Workflow Training Guide
    This training guide provides instructions on GL Workflow: Approvals using Manage Approvals, Approvals via WorkList, Assign Proxy (Alternate) Approver, Insert Ad Hoc Reviewers/Approvers.
    DOCX, 1.44 MB

  • Online Journal Entries Training Guide
    This training guide contains: Journal Entry Overview, Creating a Journal Entry in SMART, Importing Spreadsheet Journals in SMART, Processing Journals, and Reviewing Journals in SMART.
    DOCX, 1.84 MB

  • Spreadsheet Journal Upload Process Training Guide
    This training guide covers: Spreadsheet journals overview, spreadsheet journal file requirements, creating a spreadsheet journal, and uploading a spreadsheet journal.
    DOCX, 1.43 MB

Working with Existing GL Journals

This 'Working with Existing GL Journals' section contains training information that pertains to working with existing General Ledger journals in SMART, such as:
  • Editing journals
  • Deleting/canceling journals
  • Issue (error) resolution and troubleshooting

Configurations

This 'Configurations' section contains the training materials pertaining to the General Ledger configurations that are created and maintained by agencies.

GL Queries

This 'GL Queries' section contains training materials pertaining to the different General Ledger queries that are available in SMART. Each query listed below contains a title of the query, and a brief summary that describes the query and its function.


  • Using the KS_GL_JOURNALS Query - 02-11-13
    This query is designed to list GL Journals for a specific ChartField value: By Department, by Fund, by Fund and Budget Unit, by Program, and by Source and Department. This job aid shows you how to use each of the queries.
    DOCX, 275.18 KB

  • Using the KS_GL_ACTUALS_DETAIL_PD Query - 04-19-13
    This query provides all General Ledger activity including journals, Accounts Payable, Accounts Receivable, Payments, and Travel & Expenses. The query results include: Journal ID, FY, Invoice Number, PO Number, Payment ID, Vendor Number/Employee ID, Name, Budget Date, Bus Unit, Dept, Fund, Bud Unit,, Program, Account, Description, Sum Amount, Project, Activity, AN Type, Source Type, Category, Subcategory, and Agency Use.
    DOCX, 172.50 KB

  • Using the KS_GL_ACTUALS_DETAIL_DT_PD Query - 04-23-13
    This query is designed to provide journal information by Income Statement Accounts (Expenses and Revenues). This query is recommended for agencies to view and balance to transactions processed and cleared through the General Ledger. In the Query Name: DT = Journal Date, and PD = Accounting Period.
    DOC, 359.00 KB

  • Using SMART Chartfield and Configuration Values Queries - 03-21-14
    The FIN Queries allow SMART end users to run queries containing lists of their Agency’s data such as ChartField values. The information provided in these queries is stored ‘behind the scenes’ in SMART in a series of data tables called “Control Tables”. These Control Tables store data such as Chartfield values or Agency data by either the ‘Effective Date’ and/or by the ‘As of Date’. The SMART Control tables contain lists of Chartfield values and Agency data that are shared across a Business Unit (Agency).
    DOCX, 241.78 KB

GL Reports

This 'GL Reports' section contains training materials pertaining to the different General Ledger reports that are available in SMART. Each report listed below contains a title of the report, and a brief summary that describes the report and its function.


  • Using the FIN2001 Journal Entry Detail Report
    This report is designed to display all journal entries that were entered in SMART for a business unit and ledger within the date range and journal status specified.
    DOC, 814.50 KB

  • Using the KGL00001 Cash Balance Report
    This report is designed to give a beginning and ending ACTUALS ledger cash balances. The results will include totals for the accounting period or range of accounting periods and fiscal year chosen. The details in the report include, Sources of Funds (Receipts), Uses of Funds (Expenses), and Transfers summarized by Account Code tree level 4 or 5. This report reflects activity posted to the General Ledger. This is a key monthly balancing tool.
    DOC, 823.00 KB

  • Using the KGL00005 Trial Balance Report
    This report is designed to give a beginning and ending cash balance. This report reflects activity posted to the General Ledger. This is a key monthly balancing tool.
    DOC, 765.00 KB

  • Using the KGL00012 Expenditure Report
    This report is designed to give a summary of monthly and year to date expenditures by Fund, Budget Unit, Program, and Account code that have posted to the General Ledger. This is a key monthly balancing tool.
    DOC, 717.00 KB