Comparing Agency Records

TO THE CASH MANAGEMENT CONTROL SYSTEM

Agencies/institutions must compare agency/institution records to CMCS and make all corrections prior to submitting budget reports to the Office of the State Controller. Use PF4 through PF8 for the comparison. Do not use PF13, PF23, or PF24 since all transactions listed on these screens may not be updated.

USE PF4 for comparison if:

Making comparison on the first working day of the next month

and

All transactions for the month were posted by the last day of the month (no setbacks).

1. Key the budget code of inquiry

2. Select PF4

3. Compare allotment or cash balance

4. Compare Appropriations - General or Capital Improvement Funds

5. Compare YTD receipts and expenditures - General and Special Funds

6. Compare YTD and PTD receipts and expenditures - Capital Improvement Fund

7. If differences are detected, compare individual agency transactions to CMCS transactions on PF5, PF7 or PF8. Do not use PF13, PF23, or PF24.

8. Make correcting entries or contact OSC for assistance BEFORE submitting reports.

9. Run budget reports.

10. Make a final comparison of budget reports to CMCS.

11. Submit budget reports to OSC by the 10th working day following the end of the month.

 

USE PF5, PF6, PF7, & PF8 for comparison if:

Making comparison after the first working day of the next month

or

Any transactions for the month were posted after the beginning of the next month (setbacks).

1. Key the budget code of inquiry

2. At date key the last working day of the month

3. Select the appropriate PF key and adjust for setback transactions which are identified by two dates - effective date and (posted date).

4. Compare allotment or cash balance - select PF6

5. Compare Appropriations - General or Capital Improvement Funds - select PF5

6. Compare YTD receipts - General and Special Funds - select PF7

7. Compare YTD expenditures - General Fund - select PF7

8. Compare PTD receipts and expenditures - Capital Improvement Fund - select PF7

9. Compare YTD expenditures - Special Fund - select PF8

10. If differences are detected compare individual agency transactions to CMCS transactions on PF5, PF6, PF7 or PF8. Do not use PF13, PF23, or PF24.

11. Make correcting entries or contact OSC for assistance BEFORE submitting reports.

12. Run budget reports.

13. Make a final comparison of budget reports to CMCS.

14. Submit budget reports to OSC by the 10th working day following the end of the month.