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  5. III.7 Data Quality

III. Statewide Financial System (SFS)

Guide to Financial Operations

III.7 Data Quality

III. Statewide Financial System (SFS)
Guide to Financial Operations

The Statewide Financial System (SFS) software provides enterprise information to agency decision makers. As a result, the data from transactions needs to be of high quality. To maintain accurate data, it is the responsibility of the agencies to periodically clean up transactions.

For transactions that have not been cleaned up, the Office of the State Comptroller (OSC) will occasionally request SFS to perform cleanup activities per the guidelines below.

eSettlement Invoice Guidance:

  • Any eSettlement invoices in Entry in Process, New, Expedite Ready, Agency Review Ready, Agency Review Level 1, Agency Review in Progress, Returned by Reviewed, On Hold Level 1, On Hold Level 2, In Dispute Level 1, In Dispute Level 2, Travel Review Needed, Travel Response by Agency, Travel Review Agency or Travel Review Complete statuses with no activity for 90 days or more will be denied.

Purchase Order Guidance:

  • Any Purchase Order transaction with a budget status error for 30 days or more should be resolved or will be deleted.
  • Any Purchase Order transaction with a remaining balance less than $500 and less than five percent of the total value remaining not utilized in the last 45 days will be closed.
  • Any non-contract Purchase Order transaction that has been inactive for 12 months or more will be closed.
  • Any Purchase Order transaction fully expended will be closed.

Requisitions Guidance:

  • General Purchase (non-Contract and non-funded contract) Requisitions in Open, Pending and Denied statuses with no activity for 90 days or more will be closed.

Travel and Expense Report Guidance:

  • Any Employee Expense Report which is not approved by the employee's supervisor (with a pending or denied status) within 6 months of creation will be placed in a rejected status.

Voucher Guidance:

  • Accounts Payable (AP) Vouchers
    • Accounts Payable Vouchers in Pending, Pending Batch Processing or Denied statuses, entered online or via bulk load, with no activity for 90 days or more will be deleted.
  • Exclusions:
    • All subsystem vouchers created by Voucher Build process, including but not limited to Supplier Self Service, Interagency Billing, Procurement Card etc.
    • AP Vouchers referencing Purchase Orders (PO's) with Prepayments.

Periodically, OSC will direct SFS to clean up transactions included in this section. A notice will be published providing the schedule for these activities.

 

Guide to Financial Operations

REV. 08/18/2023