state of connecticut core-ct project

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO/AP PO/AP

August 2005August 2005

Welcome John Harnick

PO Noreen Camara Sandra Hurrie

AP Cynthia Babbitt

AgendaAgenda

User Acceptance TestingSeptember 15 through 30

Go-Live !October 3, 2005

BundlesBundles

4

Inventory Training – Wave 2

Training Starts August 29Go Live is September 6

-For CME, DCF, DPS, DMR, DOL, DEPFour separate classes (role specific)Classes will be announced to Training Coordinators and SponsorsSign up in the PSFT Registration Tool

Inventory Training – Wave 3Training Starts September 26Go Live is October 3

–For DOC, DVA, MHA, DOTFour separate classes (role specific)Classes will be announced to Training Coordinators and SponsorsSign up in the PSFT Registration Tool

Inventory Training UpdateInventory Training Update

We Invite You …… to stay a little longer today.

Need More Assistance?Need More Assistance?

Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data

An opportunity to learn from your fellow module users in other agencies

A chance to network with and reach out to other agencies to discuss business processes



AP Cynthia Babbitt

AgendaAgenda

FYE Recap Reminders & Topics New Year Processing Mini-Training Integration of Assets with Purchasing

PO AgendaPO Agenda

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SuccessesFYE Recap – POFYE Recap – PO

We rolled 3 Business Units successfully DAS with 66 POs DPW with 371 POs DEP with 1141 POs Thank you DAS, DPW and DEP

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IssuesFYE Recap – POFYE Recap – PO

During the Close process we discovered 21different issues that impacted the closing of POs

Double-encumbering of POs Some of the issues dealt with overriding match exceptions or

receiving, closing requisitions prior to closing POs, andclosing POs that had vouchers that were not yet paid

10

As we move forwardFYE Recap – POFYE Recap – PO

Agencies should perform a Monthly close for POs Prepare a Change Order before last payment is made to correctly reflect what is expended against the PO Don’t force-close a PO, research and fix problems before closing Work with your AP Units to ensure there are no unpaid vouchers related to a PO prior to closing

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PO Critical Reminders

Hot Topicse-Sysco to roll out to more AgenciesAlternative for 71000Bundle Package/Need volunteers to test

Agency Contracts must be entered in CoreContract ID is a required fieldNew Purchasing Authority is being created for expired contracts when POs did not roll forwardNew details on budget checking

PO Reminders & Hot TopicsPO Reminders & Hot Topics

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Requisitions - When, Why, and HowNew Year ProcessingNew Year Processing

Requisitions must be used when creating a commodity purchase that will be placed in your agency’s warehouse Requisition special request functionality can also be used when creating a purchase for a commodity that is not contained in the item catalog, however if this item is to be placed in your agency’s warehouse, *STOP* ! You will need a catalog management id number for this item for putaway purposes The e-Procurement module has a more robust search engine to search the item catalog and you have the ability to use a template

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Requisitions - When, Why, and HowNew Year ProcessingNew Year Processing

e-Procurement requisitions require receiving, a must for Inventory and Assets Requisitioners/Purchasing Approvers need to become familiar with their Agency’s requirements for identifying/classifying Assets Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”

http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.doc


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Changes for the New YearNew Year ProcessingNew Year Processing

Contract Id is a required field

New Translate Value for Expired Contracts (coming soon)

Steps to be taken to have an item loaded to the item master that will be placed in my inventory

New Year ProcessingNew Year Processing

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POs - When, Why, and HowNew Year ProcessingNew Year Processing

Online POs should be used when creating a purchase for a service (You have the option to remove receiving is required)

Online POs can also be used when creating a purchase for a commodity, however if this item is to be placed in your agency’s warehouse *STOP*! You will need a catalog management id number for this item for putaway purposes

Receiving is required for all purchases that will be placed in your Agency’s warehouse (Inventory) and for all items that are deemed as an Asset for your agency Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”



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Changes for the New Year Future Year Obligation


Core-CT is developing a new process for identifying and capturing information regarding Future Year Obligations

Only Online POs should be used when using this functionality

Reports are also being developed for your use

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e-Sysco Roll OutNew Year ProcessingNew Year Processing

e-Sysco for ordering food is currently being rolled out

MHA was our Pilot Agency for CVH

Expanded in August to include all of MHA and DOC

More roll outs to come

22

Contracts - When, Why, and HowNew Year ProcessingNew Year Processing

Contracts are used to track what the State is purchasing

DAS and DOIT create contracts that can be used by all State agencies or for specific agencies for commodities or services

Contracts are created by agencies for goods/services based on delegated purchase authorities or State Statutes. (These contracts should be restricted for use to only your agency)

Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”



Contract Type/PO Type/Purchasing AuthorityCT Contract Type (Contract Header) PO Type (PO Header Details) Purchasing Authority (Line Details)

BU Award GEN Contract

CON: Construction CON Contract

Grant GRT Contract

Loan Loan Contract

MOU: Memorandum of Understanding MOU Contract

POS Competitive POC Contract

POS Noncompetitive PON Contract

PSA Competitive PSC Contract

PSA Noncompetitive PSN Contract

Rental Lease RL Contract

Rights of Way ROW Contract

Statewide Award GEN or MLYR Contract

GEN or BLKT CGS (CT General Statute)

GL GL-71 (a, b, c, d, e, f, g)

GEN MA (Master Agreement)

GEN ST (Standardization Transaction)

GL or BLKT* can only be used from online PO

GL-71d*

GEN or MLYR* can only be used from online PO

Contin PO*

Job Aid

Setting up POs by Amount or Quantity PO by Amount – Pay Voucher by Amount PO by Quantity – Pay Voucher by Quantity

Multi-Year Purchase Orders Set up multiple lines, distributions and schedules for each month/year

Detail Listing Report-tracking of POs Track POs that can be closed, making year-end easier

Helpful Hints!Helpful Hints!

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ReportingHow to set up POs that run for multiple years

PO – Mini TrainingPO – Mini Training

PO – Mini TrainingPO – Mini Training

PO – Mini TrainingPO – Mini TrainingMulti-Year POs

Detail Listings ReportPurchasing/Purchase Orders/Reports/Detail Listings

Mini TrainingMini Training

Run by date, vendor and or buyer


Change format to PDF file!


Double-Click on Process Monitor


Double-Click on details for report


Double-Click on View Log/Trace to get PDF file


Double-Click on PDF file for report


PO Detail Listing by PO DateMini TrainingMini TrainingPO Detail Listing by Buyer Report

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What we Learned from FYE 2005

FYE Recap - POFYE Recap - PO

DO…Try to force POs closed, look at the message log

…Delete distribution lines

…Change coding on a distribution that has a voucher against it, add a new line instead

…Make dollar changes on the voucher if it isn’t an amount only PO…Start service POs as a requisition…Do a Change Order on a line thatis fully matched

…Track all purchase orders (open)

…Make sure POs are closed on a regular basis…

…Do Change Orders before last payment is made

…Set up POs by Amount or Quantity - NOT BOTH

…Close POs before closing Reqs

DON’T



AP Cynthia Babbitt

AgendaAgenda

39

Integration of Assets w/PurchasingIntegration of Assets w/Purchasing

ALL Assets are Capitalized

ALL Assets must be Received

Purchase by Quantity

Rules for Assets

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State-wide RulesCost Equal to or Over $1000Account Code 55000 seriesReported on CO-59Property Control Manual (OSC)

Land/BuildingJESTIR maintenanceCORE maintenance

CAPITAL ASSETSIntegration of Assets w/PurchasingIntegration of Assets w/Purchasing

41

Agency-SpecificUnder $1000Agency List provided to Purchasing/Payables staffControllable Asset Query – Account 54150

CONTROLLABLE ASSETS


42

FreightAsset Acquisition Detail LineConsolidated Asset

Location

Frequently Asked Questions


43

QuestionsQuestions

44

10-Minute Break10-Minute Break



AP Cynthia Babbitt

AgendaAgenda

FYE Recap – Issues FYE Recap – What we Learned Reminders & Topics Reversal Vouchers Updating SpeedCharts Updating Monthly AP Procedures AP Mini-Training

AP AgendaAP Agenda

47

Issues During Year-End CloseFYE Recap – APFYE Recap – AP

POs closed before Vouchers Processed

Payments Canceled, but no Reversals and v.v.

Too many Adjustment and Reversal Vouchers Unprocessed at Year-End

Management of Inter-Agency Accounts

48

What we Learned from FYE 2005FYE Recap - APFYE Recap - AP

DO DON’T … Close Vouchers (now done Centrally only)

… Unpost Vouchers (now done Centrally only)

… Override Matching (we cannotPost Overridden Vouchers)

… Wait until the last budget check process at FYE to process a voucher

… Call Module Leads to circumvent the HelpDesk

… Delete a voucher immediately after Rejecting

… Troubleshoot Budget Errors promptly

… Work with Purchasing to complete the last voucher-inform them they can now close the PO

… Manage/reconcile Adj and Reversal Vouchers (monthly)

… Manage/reconcile Inter-Agency Accounts (monthly)

49

AP Critical Reminders

Hot TopicsReversal VouchersUpdating SpeedCharts for new FYUpdate Monthly AP ProceduresReconciling Vendor Accounts

DO NOT Override Match Exceptions!Wait to do Reversal Voucher during CancellationsBudget Check after Deleting VouchersDouble Check Voucher ‘Pay Terms’ and Due DateVoucher Close and Unpost Voucher

AP Reminders & TopicsAP Reminders & Topics

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Always for negative $ amount

Reverses one voucher – created by copying/relating to the Original voucher/***THIS INFO MUST MATCH EXACTLY

Information is the same as Original voucher (Remit-to Vendor, address, location, pmt method, handling code) *Use ‘RA’ handling code for ‘CHK’ method on both vouchers

The Vendor information must be active (Location/Address)

‘Separate Payment’ must be unchecked on Original and Reversal Vouchers

Scheduled Due Date must be current date or earlier

Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers

Original voucher is put on “hold” until Reversalis ready for Pay Cycle selection

Reversal Voucher and Original voucher go in the same Pay Cycle

+ $ - $

Reversal VouchersReversal Vouchers

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Updating SpeedChartsUpdating SpeedCharts

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Updating Monthly AP ProceduresUpdating Monthly AP ProceduresChanges to the Month-End AP Close Process –

(In an effort to keep KK = GL)

1st Business Day of New Month – Identify Vouchers Budget Checked/Not Posted

3rd Business Day of New Month – Correct Budget Errors and Post

3rd Business Day of New Month – Post all Valid Vouchers

3rd Business Day of New Month – * Delete remaining Vouchers in Budget Error

* We are no longer pushing budget checked/unposted vouchers into the new open period

* We are pushing vouchers not yet budget checked into the new open period

55

Updating Monthly AP ProceduresUpdating Monthly AP ProceduresSample of New Unposted Voucher Report

56

Updating Monthly AP ProceduresUpdating Monthly AP Procedures

Key fields added in results

57

Unposted VouchersCT_AP_VCHRS_UNPOSTED

Vouchers Paid but UnpostedCT_AP_VCHRS_PAID_UNPOSTED

Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD

Vouchers Budget Checked/Not PostedCT_CORE_FIN_AP_VCHBUDCKD_UNPOST

Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8

EPM Queries-Updating Monthly AP ProceduresUpdating Monthly AP Procedures

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AP – Mini TrainingAP – Mini TrainingManaging Vouchers on a Regular Basis

Use Vouchers Budget Checked, but Not Paid to Manage Unpaid Vouchers

59

AP – Mini TrainingAP – Mini TrainingResults of ‘Vouchers Budget Checked,

but Not Paid’ Query What does this tell you?

BU VID#ACCTG

DTEENTRY STAT

MATCH STAT

APP ST

BUDGET ST ENTRD DTE USER

GROSS AMT

POST ST

CLOSE ST

PMT ID

PMT AMT TYPE INV DTE

XXXM1 00005210 9/5/2003 P N A V 9/8/2003 SmithA 102.110 P O 0.000 REG 9/5/2003XXXM1 00006078 9/15/2003 P N A V 9/15/2003 SmithA 7821.440 P O 0.000 REG 9/15/2003XXXM1 00019754 3/23/2004 P N A V 3/23/2004 SmithA 250.000 P O 0.000 REG 3/23/2004XXXM1 00053779 6/28/2005 P N A V 6/28/2005 J onesB -250.000 P O 0.000 ADJ 3/23/2004XXXM1 00053811 6/28/2005 P N A V 6/28/2005 J onesB -102.110 P O 0.000 ADJ 9/5/2003XXXM1 00056452 8/9/2005 P N A V 8/9/2005 DavisC 23.000 P O 0.000 REG 8/9/2005

Managing Vouchers on a Regular Basis

INV# VENDOR VEND NAME 1 LOCCONTRL

GPLAST

UPDTEDREMIT ADD

RELATED VCHR SCH DUE DTE

HNDL CODE

ON HOLD

9575937-000 0000005011 PENANG GRILL CORP CHECK 6/29/2005 1 02560 9/8/2003 RA YH-85523-SUC 0000005867 EST OF MARITA KNO MAIN 9/15/2003 2 9/15/2003 RE YCOR 10/02 0000019165 J LINMAR INT CHECK 6/28/2005 1 00002552 3/23/2004 RE N3514437-000RV 0000019165 J LINMAR INT CHECK 6/28/2005 1 00019754 6/28/2005 RA N9575937-000RV 0000005011 PENANG GRILL CORP CHECK 6/29/2005 2 00005210 6/28/2005 RA NGGH MFR-MAR 0000052758 ARTHUR STA MAIN 8/9/2005 4 8/9/2005 RE N

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AP – Mini TrainingAP – Mini TrainingResults of ‘Vouchers Budget Checked,

but Not Paid’ Query What does this tell you?

BU VID#ACCTG

DTEENTRY STAT

MATCH STAT

APP ST

BUDGET ST ENTRD DTE USER

GROSS AMT

POST ST

CLOSE ST

PMT ID

PMT AMT TYPE INV DTE

XXXM1 00005210 9/5/2003 P N A V 9/8/2003 SmithA 102.110 P O 0.000 REG 9/5/2003XXXM1 00006078 9/15/2003 P N A V 9/15/2003 SmithA 7821.440 P O 0.000 REG 9/15/2003XXXM1 00019754 3/23/2004 P N A V 3/23/2004 SmithA 250.000 P O 0.000 REG 3/23/2004XXXM1 00053779 6/28/2005 P N A V 6/28/2005 J onesB -250.000 P O 0.000 ADJ 3/23/2004XXXM1 00053811 6/28/2005 P N A V 6/28/2005 J onesB -102.110 P O 0.000 ADJ 9/5/2003XXXM1 00056452 8/9/2005 P N A V 8/9/2005 DavisC 23.000 P O 0.000 REG 8/9/2005

Managing Vouchers on a Regular Basis

INV# VENDOR VEND NAME 1 LOCCONTRL

GPLAST

UPDTEDREMIT ADD

RELATED VCHR SCH DUE DTE

HNDL CODE

ON HOLD

9575937-000 0000005011 PENANG GRILL CORP CHECK 6/29/2005 1 02560 9/8/2003 RA YH-85523-SUC 0000005867 EST OF MARITA KNO MAIN 9/15/2003 2 9/15/2003 RE YCOR 10/02 0000019165 J LINMAR INT CHECK 6/28/2005 1 00002552 3/23/2004 RE N3514437-000RV 0000019165 J LINMAR INT CHECK 6/28/2005 1 00019754 6/28/2005 RA N9575937-000RV 0000005011 PENANG GRILL CORP CHECK 6/29/2005 2 00005210 6/28/2005 RA NGGH MFR-MAR 0000052758 ARTHUR STA MAIN 8/9/2005 4 8/9/2005 RE N

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AP – Mini TrainingAP – Mini TrainingReconciling/troubleshooting a Vendor’s Account

Run a ‘Vendor Current Balance’ Inquiry

Corporate Express

XXXM1

XXXM1

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These are all Adjustment Vouchers-Credit Memos were never applied

Resolution: 1- Enter Adjustment Vouchers for +$ to ‘wash’ in the next $0 Pay Cycle, 2- Contact Vendor for refund

XXXM1

XXXM1

XXXM1

XXXM1

63


Run Vendor Aging Inquiry

XXXM1

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QuestionsQuestions

65

Users can call Help Desk @ 860-622-2300, ext. 1

Due to the complexity of year end and other issues, users can email [email protected]

Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2

Use the same address [email protected] to request topics for future User Groups

Customer SupportCustomer Support

mailto:[email protected]

mailto:[email protected]

Thank You for your participation today. We hope this information proved helpful…

Look for this presentation andmeeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/

AR/BI/GL User Group Mtg 9/8/05 9-12am & 1-4pm 101 East River Drive, Room 1002A&B

***(don’t forget to sign up)

ClosingClosing

http://www.core-ct.state.ct.us/

state of connecticut core-ct project

Documents

pos dpw

pos dep

closing of pos double

forwardfye recap po

dep issuesfye recap

bundlesinventory training

item catalog

po dont force