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STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing April 2005 Slide 2 GL Critical Reminders & Hot Topics Running CFSR Reports Encumbrance Balance Report Combining Mod_Accrl and Mod_Cash for reporting New GL Activity EPM Query AR/Billing ET, ST, GT What to use and when? Proper Account Code and Revenue Distributions Useful AR Reports & Queries Year End Cleanup EPM Updates Agenda Slide 3 Agenda GL Critical Reminders and Hot Topics Running CFSR Reports Encumbrance Balance Report Combining MOD_ACCRL and MOD_CASH for reporting New GL Activity Query Slide 4 4 GL Critical Reminders Hot Topics CFSR Reports Budget Journal Date Report Processing Carry-Forward Budgets Payment Acctg Date Reminders & Topics Slide 5 The Budget Journal Date must fall within the appropriate Budget Period. Budget Journal Date Slide 6 Slide 7 Report Processing Fin PeopleTools> Process Scheduler> Process Monitor Slide 8 Report Processing Slide 9 Carry-Forward Budgets Control Budgets Only APPROP ALLOT AGY1 PRJ1 Slide 10 Payment Accounting Date These will now be the same. Slide 11 Distributed last business day of the month. CFSRs can be run Ad- Hoc at any time, for any month-end. CFSR Reports Slide 12 Ad-Hoc CFSR Request Slide 13 This actually works! Slide 14 Ad-Hoc CFSR Request Scope Required Scope = AGY Slide 15 Core-CT Financial User Support GL Job Aids Updated CFSR Job Aid ! Add New Report Request Scope Value Required Slide 16 Encumbrance Report Slide 17 Slide 18 Pre-Encumbrance Report 18,243.27 Slide 19 Budget Details Slide 20 Encumbrance Report Rolled POs show 2 Transaction IDs Slide 21 Encumbrance Report Look for Closed POs encumbering funds. Slide 22 Encumbrance Report Documents that make up encumbrance balance Rolled POs may show twice Use to research Encumbrance Balances Closed POs POs in Error Change Orders Not Checked Slide 23 New EPM GL Queries CT_CORE_FIN_GL_MODACCR_MODCASH CT_CORE_FIN_MOD_ACCR_CSH_JRN CT_CORE_FIN_GL_ACTIVITY Slide 24 CT_CORE_FIN_GL_MODACCR_MODCASH Ledger balances Research data on Collected Revenue Analyze deposits posted to GL Reconcile Billed expenses between GL and KK ledgers Slide 25 Analyze Data in Excel Slide 26 Revenue Collected? Slide 27 Expense Accounts on Bills? KK_Ledger is not updated until payment is applied. Slide 28 CT_CORE_FIN_MOD_ACCR_CSH_JRN Similar to MODACCR_MODCASH Query Specific Journal ID/Source information Specific Department ID will improve performance Schedule Query Slide 29 Journal and Source Information Slide 30 CT_CORE_FIN_GL_ACTIVITY List of Journal IDs that make up a particular General Ledger balance Posted Amount by Period Slide 31 CT_CORE_FIN_GL_ACTIVITY Schedule Query to run to Excel Slide 32 CT_CORE_FIN_GL_ACTIVITY Use Pivot Tables to analyze the data. Slide 33 33 10-Minute Break Slide 34 Billing Types - ET, ST, GT Correct Accounting Codes Payment Predictor Can Work for You Auto Maintenance Creates $0 Deposits Useful Reports & EPM Queries Year End Cleanup AR/Billing Slide 35 35 Start Cleanup Now AR / Billing Labs Aging Reports Pending Receipts Credits On Account Payments Maintenance Worksheets Critical Reminders Hot Topics Splitting Deposits - Workaround Credit/New Bill vs. Credit/Rebill Slide 36 Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution ETFor Refunds of Expenditures ONLY in Budgeted and Non- Budgeted Funds STATE1162050000 ONLY Creditor and Debtor STFor Revenues ONLY or Revenues AND Refunds of Expenditures in Budgeted and Non- Budgeted Funds STATE11620Creditor - 40000 ONLY or 40000 AND 50000 (excluding 47100 and 47200) Debtor 50000 ONLY Slide 37 Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution GTCreditor Agency bills Debtor Agency for Federal Grant Funds Debtor is passing spending authority to the Creditor STATE1162047100 Creditor 55110 Debtor Creditor and Debtor Fund - 12060* SID - 2XXXX GTCreditor Agency bills Debtor Agency for Non-Federal Grant Funds Debtor is passing spending authority to the Creditor STATE11620 Creditor Fund -12060* SID 3XXXX 47200 Creditor 55110 Debtor Debtor - Fund - 12060* SID - 3XXXX or Fund 11000 SID Budgeted** Slide 38 Is this a problem? Slide 39 Slide 40 Slide 41 Slide 42 This should be an ET Slide 43 GTs are between State agencies Slide 44 So far so good.. Slide 45 Proper use of account code Slide 46 Is this a problem? Slide 47 AR> Collection> Item Information> Item Status Slide 48 AR> Collections> Aging Reports> Aging Detail by Unit Sales Person = Business Category Slide 49 AR> Collections> Aging Reports> Aging Detail by Unit Choosing a value in this field allows you to filter your Aging Reports for a single Business Category Slide 50 AR> Collections> Aging Reports> Aging Detail by Unit Slide 51 AR> Payments> Online Payments> Regular Deposits Slide 52 AR> Payments> Review Payments> All Deposits Slide 53 Slide 54 AR> Collections> Item Information> All Item Information Slide 55 Slide 56 Refunds of Prior Year Expenditures TypeExamples of Funds Accounting Distribution Budgeted11000 12001 Use Fund and DeptID of original expenditure SID 18010 and Account 44410 Non- Budgeted Bond Special Revenue Use entire distribution of the original expenditure Dont bill a State agency for refund of current expenditures in a budgeted fund if you dont expect to receive payment by June 15 The last day that a GIRO Pay Cycle will be run is June 15 Any open bills for refund of current expenditures in a Budgeted fund at the end of the fiscal year will be Credited and Rebilled by Core-CT according to the guidelines in the Budgeted example above Slide 57 Billing Reporting FAQs I ran my Aging Report and there are items that are listed as 120+ days and I know Ive received the payment. What does that mean? Either you direct journaled the deposit instead of applying the payment to the open item. Or you created another item and matched the payment to it. Slide 58 Billing Reporting FAQs Now you have to: Create a Credit in Billing Allow the Batch processes to run Create a Maintenance Worksheet Apply the Credit to the open Item to close it out Allow the Batch processes to run again Run your Aging Report again Slide 59 Billing> Generate Invoices> Reproduce Report> AR Pending Item Report Slide 60 AR> Payments> Reports> Payment Detail Slide 61 Slide 62 AR> Payments> Reports> Deposit Control Slide 63 AR> Payments> Reports> Deposit Summary Slide 64 AR> Payments> Reports> Payment Predictor Detail Slide 65 Slide 66 AR> Payments> Reports> Payment Detail Slide 67 AR> Payments> Reports> Payment Summary Slide 68 Slide 69 Lists detailed information for all payments within a deposit. Users can specify a point in time when you run the report. AR> Payments> Reports> Payment Detail Point in Time Slide 70 Slide 71 C - Complete, payment was applied to an item and that payment has been successfully posted by AR_UPDATE U - Unidentified, payment exists but it has not been tagged to be direct journaled nor does it have any Customer or Item Reference Information I - Identified, payment has Customer or Item reference information defined on it but a worksheet has not been created W - Worksheet, payment has been identified and a worksheet has been built but a payment has not been applied to an item A - Applied, payment has been identified and applied but the payment has not been posted yet by AR_UPDATE J - Journaled, payment has been direct journaled Payment Detail Point in Time Status Values Slide 72 EPM Reporting Tools > Query> Query Manager Try these EPM Queries: CT_CORE_FIN_AR_PENDING_RECEIPTS For Pending Receipts to identify what transactions for your BU have hit account 20920, both deposits and the means used to correct them CT_CORE_FIN_REFUND_OF_EXP For Refund of Current Year Expenditures to identify what transactions for your BU hit accounts 5% CT_CORE_AR_DEPT_DEPOSIT_IDS For Deposit IDs with Accounting Entries to identify the Journal ID and the Accounting Entries associated with a Deposit in your BU Slide 73 EPM Query Folders CORE-CT has created folders for public queries for each Financial module : AR/BI Users AP Users PO Users GL Users Use the Advance Search link on the EPM Query Viewer page to search for queries for a specific module Slide 74 EPM Reporting Tools>Query> Query Manager Slide 75 EPM Survey Results Of the surveys completed by users at the last four Financial User Group Meetings: 84% were EPM Users 38% used both Financial and HR 75% use EPM Daily, Weekly, and or Monthly 50% have attended EPM User Groups 70% want to continue having EPM involvement in Financial User Group meetings 70% prefer to get information about EPM through emails and website announcements Slide 76 76 Training Updates Last AR/Billing Labs will be held Thursday, April 14 Core-CT, Room 2024 9:00am, 10:00am, and 11:00am Classes limited to 8 Users Sign up in the PSFT Registration Tool Year End Cleanup Labs For AP/PO For Billing/AR/GL Dates, Times and Locations TBA in Daily Mail Classes limited to 8 Users Sign up in the PSFT Registration Tool Run your reports and BRING YOUR WORK !! Slide 77 77 Customer Support Users can call Help Desk @ 860-622-2300, ext. 1 Due to the complexity of year end and other issues, users can email Core.Support@po.state.ct.us Core.Support@po.state.ct.us Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2 Use the same address Core.Support@po.state.ct.usCore.Support@po.state.ct.us to request topics for future User Groups Slide 78 Thank You for your participation today. We hope this information proved helpful Look for this presentation and meeting Q & As on the Core-CT Website www.core-ct.state.ct.us/ Next Meeting AP/PO Date May 16 1pm 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 025 (dont forget to sign up) Closing Slide 79 79 Questions?