NCAS


Previous News Updates - April 2004

Date Updated: Topics Updated:
April 30, 2004 The Month-End Report Certification Readiness Checklist has been updated.

 

Everyone should be familiar with the new procedures for making intergovernmental payments as described in Memorandum No. FSD 040008.  Click here to view the memo.  

As of today, Friday 4/30/2004, the second phase will begin.   All invoices entered to the Dept. of Administration (DOA), including the Office of State Personnel (OSP), will be made following the new procedures.  Invoices that are already in the system will be paid by check as they have been in the past.  Please review these procedures to insure everyone knows how to handle intergovernmental payments using the new method. 

Currently, only payments to Dept. of Correction (DOC),  Dept of Administration (DOA) and State Personnel (OSP) will use the new process.  It is important for all agencies to be familiar with the process in order to make payments to the three agencies listed above..  We anticipate more agencies receiving payments using the new process in the near future.

The following lists provide valid vendor numbers for each agency that is currently using this process:

Dept. of Correction:

Vendor Number/Group

Vendor Name

Vendor Short Name

566017634  12

NC DOC ENTERPRISE OPERATIONS

DOCENTERPRISE

566017634  13

NC DOC GENERAL OPERATIONS

DOCGENERAL

Dept. of Administration:

Vendor Number/Group

Vendor Name

Vendor Short Name

561130957  07

DOA-MAIL SERVICE CENTER

DOAMAILSERIVECE

561130957  08

DOA-FACILITY MANAGEMENT

DOAFACILITYMANA

561130957  09

DOA-FISCAL MANAGEMENT

DOAFISCALMANAGE

561130957  10

DOA-FEDERAL SURPLUS PROPERTY

DOAFEDERALSURPL

561130957  11

DOA-COURIER SERVICES

DOACOURIERSERVI

561130957  13

DOA-MOTOR FLEET MANAGEMENT

DOAMOTORFLEETMA

561130957  15

DOA-STATE SURPLUS PROPERTY

DOASTATESURPLUS

561130957  16

DOA-STATE PARKING SYSTEM

DOASTATEPARKING

561130957  12

OSP-TEMPORARY SOLUTIONS

OSPTEMPORARYSOL

561130957  14

OSP-TRAINING CENTER

OSPTRAININGCENT

*Please note that the last two vendors for DOA are for State Personnel

The correct vendor number must be chosen for each invoice so that the correct budget code and agency are paid.  There have been several incorrect payments made with Dept. of Correction vendor numbers.  Contact the agency, or the OSC NCAS Helpdesk (919) 875-4357, if you have a question concerning which vendor to pay. 


For questions pertaining to the new process, please contact one of the following individuals: Barbara Roper – (919) 981-5412 broper@mail.osc.state.nc.us , Lisa Stubbs - (919) 981-5429 lstubbs@mail.osc.state.nc.us or Rick Pieringer – (919) 981-5428, rpiering@mail.osc.state.nc.us.

April 29, 2004 The following files in the Year End Activities section have been updated:
April 28, 2004 The following Central Payroll Memo has been added:
 The following Revenue Accounts have been added:
 A list of CMCS agency contacts has been added to the SIG on the front page under the News section.
April 22, 2004
 The following memo has been added to the Memos listing:
 The Self-Assessment of Internal Controls section has been updated.  The files updated are marked.
April 21, 2004
Everyone should  be familiar with the new procedures for making intergovernmental payments as described in Memorandum No. FSD 040008 as well as the SIG notice and E-mails dated 02/19/2004.  Click here to view the information.   As of today, Wednesday 4/21/2004, all invoices entered to the Department of Correction (DOC) will be made following the new procedures.  Invoices that are already in the system will be paid by check as they have been in the past.  Please review these procedures to insure everyone knows how to handle intergovernmental payments using the new method.  For now, only payments to DOC  will be done using the new process, but all agencies must be familiar with the process in order to make payments to them.  We anticipate more agencies receiving their payments with the new process in the near future.

For any assistance or questions that you may have on this procedure, you may call either Barbara Roper – (919) 981-5412 broper@mail.osc.state.nc.us , Lisa Stubbs - (919) 981-5429 lstubbs@mail.osc.state.nc.us or Rick Pieringer – (919) 981-5428, rpiering@mail.osc.state.nc.us.

The following Central Payroll Memo has been added to the web:
 The following memo has been added to the Memos listing:
April 20, 2004
 The following Central Payroll Memo has been added to the web:
April 19, 2004

The following memo has been added to the Important Memos topic:
April 16, 2004 The OSCOP* BC950-1 BC BALANCE RPTS (BALANCING TO AVAILABLE FUNDS report) that is normally created on the last business day of the month will now be available in X/PTR on the first business day of each week. All agencies should monitor this report weekly to determine whether their purchasing and accounts payable encumbrance balances are correct and make any necessary encumbrance adjustments to bring the balances in line with open POs and AP invoices.
April 15, 2004 The following memo has been added to the Memos topic:
April 12, 2004
 The AP05 - AP Direct Invoicing training manual has been revised and posted to the web.
April 08, 2004
 The following Central Payroll Memos have been added to the Memos topic:
 The Year End Close packages and memos are now available for download on the web:
April 07, 2004
 The Budget Management training manual has been revised and posted to the web.
April 06, 2004 The following Central Payroll Memo has been added to the Memos topic:
April 05, 2004
 NCAS Modification:
E-Procurement is the system of record for purchasing and receiving for all NCAS agencies.  As a result, all reporting for those activities eventually will utilize only the data files from E-Procurement.  Purchase orders are passed from E-Procurement to NCAS solely as a mechanism for encumbering funds and for matching vendor invoices in accounts payable.  OSC no longer will try to synchronize the order-from address (vendor group code) on the NCAS purchase order with the vendor address on the E-Procurement purchase order.

Beginning Wednesday, April 7, 2004, there will be a modification in the way purchase orders are transmitted from E-procurement into NCAS.  Instead of trying to match the NCAS order-from address with the E-Procurement vendor location, purchase orders passed from E-Procurement will be assigned to the first active location (group code) for that vendor.  In other words, the base vendor number will be correct, as always, but the location code will be derived during transmittal.  The HUB report and the Recycled Goods Report, the only two purchasing reports still provided by NCAS, will not be affected by this change.

This modification should be transparent to accounts payable personnel.  The NCAS vendor location (group) code used on the purchase order has no bearing on selecting the correct remit-to address for the matching transaction.  AP processors must continue, as we have emphasized and instructed, to match the invoice remit-to address to the NCAS remit-to address to insure payment to the correct vendor location.  Do not use the PO number to select the correct vendor/group number!!!!!

Please direct any questions or problems concerning this change to the OSC NCAS Helpdesk at  875-HELP (4357), following normal procedures.


The following accounts have been added or updated:

Balance Sheet Accounts:   
  • 226102 - Lease-purchase revenue bonds payable
  • 112121 - Cash with Fiscal Agent - has been moved from the Investments link to the Cash and Cash Equivalents link
  • 219102 - Anticipation Notes (Title change only)
Revenue Accounts:
  • 437217 - Proceeds - Lease-purchase revenue bonds
  • 435900061 - Annual Report Filing Fee
  • 435200019 - Sales - Hunting License (Title change only)
The following Budget Codes have been added:
  • 68146 - DST-Interest Public Improvement 2004A
  • 68147 - DST-Interest Natural Gas Bonds 2004A
  • 68148 - DST-Interest Cl. Water Revolving Loans 2004A
  • 68149 - DST-Interest Wastewater Repyt 2004A
  • 68150 - DST-Interest Drk Wtr. Repyt 2004A
  • 40365 - Correction CI Bond Pris 03
  • 40313 - Correction CI 2003
  • 64146 - OSC-Proceed Public Improvement 2004A
  • 64147 - OSC-Proceed Natural Gas Bonds 2004A
  • 64148 - OSC-Proceed CL Water Rev Loans 2004A
  • 64149 - OSC-Wastewater Repyt 2004A Clrg
  • 64150 - OSC Wastewater Repyt 2004A
  • 64151 - OSC-Drkwtr Repayment 2004A Clearing
  • 64152 - OSC-Drkwtr Repayment 2004A
April 01, 2004 The Training section has been updated to include the May 2004 training schedule.