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Question 1 - I'm
running my Payroll Prelist for the July Supplemental and things don't
appear to be calculating correctly. What may the problem be? |
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Answer - You need to login to the
SACS System or change the Fiscal Year to the appropriate Fiscal Year
that applies to July. |
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Question 2 - The
system slows down and gives me timeout errors on some mornings when I
try to enter Purchase Orders and Requisitions. Is there anything that
can be done? |
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Anwer - Most Wednesdays and Fridays
we run the APY process in the morning before 9:30 a.m. We can't run it
earlier because the Treasurer requires us to check that the Districts
have sufficient cash in their funds to cover the payments they've input
- this process is normally performed by 8:30 a.m. on APY days, after
which we begin processing warrants. The application locks some of the
data tables to ensure that it can insert the payments without error.
This is why the system slows down and Purchase Orders and Requisition
entries sometimes encounter difficulties. |
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Question 3 - I've made changes to my vendor list and they aren't showing up
when I try to create a Purchase Order, Requisition, or Payment Voucher.
What do I need to do? |
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Answer
- Each of those applications has an Update Vendor File option
under the Tools menu; in the Requisitions it can be found on both the
main page and the Add Requisition page. The Purchase Order/Requisition
Approval application also has the Update Vendor File option under
both the main page and the Add page Tools menu(s) respectively. Finally,
the option can be found in the Payment Voucher page in the Tools menu on
the page that appears only after you have clicked the Add button. |
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Question 4 - When creating Purchase Orders, do I have to start by making them
Requisitions first? |
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Answer
- No. The Requisition program was designed to be used by individuals who
didn't have the authority to create Purchase Orders. If you are
authorized to create Purchase Orders directly, you may do so by using
the Purchase Order/Requisition Approval Program and clicking Add. |
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Question 5 - I have been entering payments in SACS. How do I make sure that
they will run on the next APY warrant run? |
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Answer
- When you enter the payments, leave the payment due date set to today's
date. This will then prompt the program to pick them up on the Prelist
and the Final. Payments will be picked up by the APY process as long as
they have been first Prelisted and then Finalized. Do not
use the Immediate Payment check box, since this is for pre-approved
emergency manual runs only. |
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Question 6 - I already finalized my APY run and realized that I entered some
payments afterwards. How do I get these to show up on the Final list? |
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Answer
- If you have already finalized for the APY run, you must first use the
Reset Final button. Next, run another Prelist and ensure those items
were picked up, after which you must Final again. |
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Question 7 - I get an error that reads, "ListIndex cannot be
created" when I try to enter a Purchase Order. What does this mean? |
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Answer
- The Purchase Order system is designed to have at least one
Confirmation Code in the table. You probably saw a text box that let you
know that there were no Confirmation Codes for your District. All you
need to do is to enter the Maintenance selection in Accounts Payable and
create a new Confirmation Code; you don't have to use any codes in the
Purchase Order itself. |
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Question 8 - The Personnel system seems to take a long time whenever I load
the grid without specifying any criteria. What can I do to speed it up? |
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Answer
- A good way to reduce the amount of time you'll spend staring at the
Personnel search screen is to enter some criteria in the search box.
This can be the employee's full SSN, or the last four digits of their
SSN. It can also be their last name, or even a portion of their last
name, all the way down to the first letter of the name. This will
drastically reduce the amount of time the grid spends loading and should
also speed up the update process within the program too. |
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Question 9 - I get ActiveX control errors when I try to open an application.
What can I do to get rid of them? |
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Answer
- An ActiveX control error means that the Internet Explorer settings
need to be adjusted slightly. You may call FCOE and talk to one of the
IS&T techs and they'll walk you through the process to get rid of
the error. |
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Question 10 - I don't seem to have as much access to the system as I should.
What can I do about that? |
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Answer
- Your Business manager or Superintendent should fill out and sign a
Menu Access Form for you along with a revised User Access Form and send
it in to FCOE. Revisions to access usually take about a day once we've
received the forms. The forms can be found as links on the Financial
System Information page. |
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Question 11 - The Tab key doesn't
move me from account field to account field within the account code. Is
there any way to navigate within the account code quickly and easily? |
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Answer - Yes. The
Account code is treated in SACS as a single field, which is why when you
tab, it will remove the focus from the account and move to the next
item. In recognition of this, when the focus is set on the account code,
you may use the "+" (plus) and "-" (minus) keys to
move between segments such as fund and resource etc. The plus key will,
when there is no data in the account segment already, auto-fill the
segment with zeros and increment one segment to the right. When there is
data, it will simply leave it intact and move one segment to the right.
Similarly, the minus key will perform the same function and increment one
segment to the left. |
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