 |
Speedchart Maintenance
Speedchart - Change Status to Inactive
One-Time and On-Going Process
- Inactivate Speedcharts associated with Stopped Funds
- Criteria to Inactivate Speedcharts on Stop Coded Funds
- Match Speedchart DPA/Fund with Stopped data in AFP
- Funds with a Stop Code were selected to Inactivate
- Speedcharts with multiple funds were inactivated ONLY if all funds were stopped (represents approximately 12 speedcharts)
- Approximately 720 Speedcharts as of May 14, 2008
- Action required
- AP and Application Services to perform electronic process to Inactivate
- Post list to Controller’s Office-Accounts Payable web
- Departments
- Nothing
- What You Will See In WebLinks
Speedcharts with multiple fund years with a STOP show the most current fund year as Inactive, this means the entire Speedchart is Inactive.
- Inactivate Speedcharts with no voucher activity since January 1, 2004
- Criteria to Inactivate non used Speedcharts
- Speedcharts with an Effective Date Prior to May 14, 2006 with all Fund End Date prior to May 14, 2007 OR in the future greater than 12/31/2999 (Speedcharts with just one fund that falls inside the date range of May 14, 2007 through December 31, 2999 were NOT inactivated)
- Approximately 6,700 Speedcharts were Inactivated
- Action required
- AP and Application Services to perform electronic process to Inactivate
- Post list to Controller’s Office-Accounts Payable web
- Departments
- Nothing
- What You Will See In WebLinks
Speedcharts with multiple fund years with end dates prior to May 14, 2007 show the most current fund year as Inactive, this means the entire Speedchart is Inactive
- Inactivate Speedcharts associated with Stopped Funds
- Semi-annual (March and September)
- AP and Application Services will automatically Inactivate Speedcharts for Stop Coded DPA/Funds
- Post listing to Controller’s Office-Accounts Payable web for department reference
- What You Will See In WebLinks
- Speedcharts with multiple fund years with a STOP will show the most current fund year as Inactive, this means the entire Speedchart is Inactive
- Inactivate Speedcharts with no voucher activity for the last four years
- Semi-annual (March and September)
- Criteria to Inactivate non used Speedcharts
- Rolling 24 months
- Fund End Date of 12 months and prior OR a future date greater than 12/31/2999
- Example
- September 2008
- Speedcharts charts with Effective Dates prior to October 1, 2006 would be changed to “Inactive” status
- Speedcharts with all Fund End dates prior to October 1, 2007 or in the future greater than 12/31/2999 (Speedcharts with any fund end dates that fall into the range of October 1, 2007 through December 31, 2999 will NOT be inactivated)
- March 2009
- Speedcharts charts with Effective Dates prior to April 1, 2007 would be changed to “Inactive” status
- Speedcharts with all Fund End dates prior to April 1, 2008 or in the future greater than 12/31/2999 (Speedcharts with any fund end dates that fall into the range of April 1, 2008 through December 31, 2999 will NOT be inactivated
- What You Will See In WebLinks
Speedcharts with multiple fund years with end dates 12 months prior will show the most current fund year as Inactive, this means the entire Speedchart is Inactive
- What happens if the department wants to use an Inactive Speedchart?
- Department – Complete the “Re-Activate an Inactive Speedchart” section of the Speedchart Request Form available on Controller’s Office web and electronically submit
- Accounts Payable – will change status to “Active”
- Change required data to reactivate Speedchart
- What happens if a vendor submits an Invoice for payment using an Inactive Speedchart?
- Accounts Payable – will send invoice back to the vendor requesting them to provide an “active” Speedchart
- Vendor – works with department to gather correct Speedchart number
- Department
- If the Inactive Speedchart should be activated the department is to complete the “Re-Activate in Inactive Speedchart” section of the Speedchart Request Form available on Controller’s Office web and electronically submit.
- How does a department know if a Speedchart is Active?
In WebLinks under Inquiries, Departments can run a Speedchart Report by Department Code, Speedchart, DPA, Fund.
This page last updated on: Wednesday June 04 2008