state of connecticut core-ct project financials user group meeting po / ap november 2004

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP

November 2004November 2004

PurchasingReminders and UpdatesMonth-End CleanupReview of PO Reconcile/Close

[ BREAK ]

Accounts Payable

Reminders and UpdatesReview of Withholding ProceduresClosing Periods in AP

AgendaAgenda

3

Ordering with Sysco

Timing Your Sysco Orders

PO UpdatesPO Updates

Critical Reminders

Up and Coming

PO Reconciliation/Close Labs SP-2 Testing….Shipmates Needed

4

Ordering with SyscoOrdering with Sysco

Online Demonstration

5

Timing - Approvals/Workflow

Budget Checking

Order Dispatch

Order Receipt at Sysco

Sysco scheduled Delivery Dates

KaBOOMS

Ordering with SyscoOrdering with Sysco

Requisition Amount

Approver 1

Requisition Amount

Approver 2

Requisition Amount

Approver 3

Requisition Amount

Approver 4

Requisition Budget

Approver

Requisition Purchasing Approver

-All transactions

-Approve up to $2,500

- All transactions exceeding $2,500 Approve to $10,000

-All transactions exceeding $10K

-Approve to $1mm

-all transactions exceeding $1M

-Approve over $1mm

- all transactions regardless of amount

- Validates chartfield information

- all transactions regardless of amount

- Validates purchase information (General Buyer) Name prints on PO

Purchase Order Sent to Vendor

- Automated batch processing creates PO and sends to vendor

Additional Approval can be inserted at any time during the Approval process.

RequesterCreates

RequisitionOnline

Workflow runs every 15 minutes

Requisition WorkflowRequisition Workflow

7

REQUISITIONS – Req’s must be Approvedto be eligible for budget checking

10:00 am, Noon, 2:00pm, Overnight Ad-hoc batch process run by users Ad-hoc transaction budget checking

Budget TimingBudget Timing

8

PO CALC/CREATE -

Process runs after the Requisition hassuccessfully passed Budget Check

a little after 10:00 am, Noon, 2:00pm, Overnight

PO Calc/Create TimingPO Calc/Create Timing

9

DISPATCH – Process runs after the PO has been created

a little after 10:00 am, Noon, 2:00pm, Overnight

Typical PO Dispatch TimingTypical PO Dispatch Timing

10

DISPATCH –

Process runs after the PO has been created

Manually kicked off by Production Support 2 times per day

Prior to 9:00 am Prior to Noon

(This means sending the POs to Integration Incorporated the Vendor who pushes the file to Sysco)

PO Dispatch TimingPO Dispatch Timing

11

Sysco receives the Purchase OrdersOnce per day

Sysco imports the file into theirorder entry system

9:00 am

PO Receipt TimingPO Receipt Timing

12

1. Agency has a Sysco-ScheduledDelivery Date for Wednesday

2. Requisition should be entered on Thursday, and fully: - Approved - Budget Checked - PO Calc/Created

3. Friday prior to 9:00 am PO is dispatched to Sysco4. Friday the PO is created in the Sysco ordering system5. Tuesday the orders should be picked and placed on Sysco

delivery truck6. Wednesday the truck shows at the Agency’s delivery dock

Ordering with SyscoOrdering with SyscoNo Problems Encountered

13

Ordering with Sysco - TimelineOrdering with Sysco - Timeline

1.

2. Thursday

3. FridayBefore 9am

4. Friday

5. Tuesday

6. Wednesday

No Problems Encountered

14

1. Agency has a Sysco-Scheduled Delivery Date for Wednesday2 Requisition should be entered on Thursday, and fully:

- Approved - Budget Checked - PO Calc/Created

3. Friday prior to 9am PO is dispatched to Sysco KaBOOM may occur (Wrong Account Number or missing data)

4. Monday prior to 9am PO is re-dispatched to Sysco5. Monday PO is created in the Sysco ordering system6. Tuesday the orders should be picked and placed on Sysco

delivery truck7. Wednesday the truck shows at the Agency’s delivery dock

Ordering with SyscoOrdering with SyscoProblems Encountered

KaBOOKaBOO

MM

15

Ordering with Sysco - TimelineOrdering with Sysco - TimelineKaBOOKaBOO

MMProblems Encountered

16

when Ordering with Syscowhen Ordering with SyscoKaBOOKaBOO

MM

17


MM

18


MM

19

Close and Reconcile POs Monthly Reconciliation Workbench is a Powerful tool Review the “Will my PO Qualify for Closing” Job Aid Procedures Review the “Using PO Reconciliation Workbench” Job Aid Procedures Clean up all Match Exceptions

Month End CleanupMonth End Cleanup

Critical Reminders

20

http://www.core-ct.state.ct.us/user/finjobaids/purchasing.htm

Using the PO Reconciliation Workbench

Will my PO Qualify for Closing

Month End CleanupMonth End Cleanup

Job Aids

Reports

PO Balance Report

http://www.core-ct.state.ct.us/user/finjobaids/purchasing.htm

21

Review Job Aides

Run PO Balance Report (monthly)

Analyze Results of the Report

Confirm with Requesting Unit and/or Accounts Payablethat the PO needs to be closed

Do a PO Change Order to bring down the balance of the POto what was expended (if necessary)

Run the PO Close Process

Budget Check

Run the Requisition Close Process (if necessary)

Budget Check

Month End CleanupMonth End CleanupSteps

22

1. Begin by selecting Purchasing> Purchase Orders> Reconcile POs> Reconciliation Workbench to display the PO Reconciliation Workbench Search page.

Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps

23

2. Select a Workbench ID. In this example, the Workbench IDis CLOSE PO.

If using the process for the first time, users must createa Workbench ID.

Select the Add a New Value TabSelect or Verify that your Business Unit is correct

in the Business Unit FieldCreate your Workbench ID by typing a name in the

Workbench ID Field, such as PO_CLOSEClick the Add Button


24

3. The PO Reconciliation Workbench - Filter Options page displays.


25

4. The PO Reconciliation Workbench page displays. This page shows the results of the search. The key piece of information on this page is the Last Activity column. If the last activity is within the last 30 days, the purchase order will not qualify for closure. In this screen you will need to select the purchase order(s) that you want to attempt to process.


26

4. Then click on the Close button to allow the application to validate whether or not the purchase order meets the criteria for closure.


27

5. If you have selected multiple purchase orders, click “Clear All.” Core-CT removes the checkmark in the checkbox to the left of each purchase order that display in the PO Reconciliation Workbench. This step is precautionary. By selecting Clear All, you are able to choose which purchase orders you want to process through the PO Reconciliation Workbench. Review the list of available purchase orders. Locate and select (by selecting the checkbox to the left of the Purchase Order field) the purchase order(s) that you want to close from the PO Reconciliation Workbench page.


28

5. If you did not limit your search to an individual purchase order or to a small number of purchase orders, you may have several pages of purchase orders to review. Click the arrows to move forwards and backwards through the list of purchase orders that display in the PO Reconciliation Workbench.

Review of PO Reconcile/CloseReview of PO Reconcile/Close

Steps

29

6. This Processing Results page shows the results of the process. In this example the Purchase Order is not qualified for closure. To view more details about the reasons that this PO is not qualified, click on the Log link next to the Purchase Order number. If this purchase order was qualified for closure you would click on the Proceed (Yes) button and there would be one final chance to verify that you want to close this purchase order.


30

6. If you have multiple purchase orders, review the list of qualified purchase orders to determine that each purchase order in the list should be closed. In the event that you have a qualified purchase order that you do not want to close, click the minus button associated with that PO. Once you have reviewed each purchase order, continue with this procedure.


31

7. Click “Yes” button. Core-CT automatically processes all qualified purchase orders that remain in the Qualified group box and any selected purchase orders from the Not Qualified group box. You are prompted with a confirmation message asking you whether or not you would like to close the qualified purchase orders. Click “Yes” button to confirm that you would like to close the qualified purchase orders. Core-CT may take a few moments to process this request.


32

8. If you chose the Log link, the Purchase Order Logs page would display. This shows us that this purchase order required receiving and the receipt has not been created to date. Resolution is to create a receiver and complete the payables process.


33


34

9. *Important: The next step is not advised unless all other corrective steps have been tried. You have the ability to force a Purchase Order from “Not Qualified” to “Qualified” by selecting the PO ID and then clicking the arrow in between the Not Qualified and Qualified box to force the Purchase Order to a Qualified status. Once this is done, you can click on Proceed to close out the Purchase Order


35


36

10-Minute Break10-Minute Break

37

Altering Vouchers after Copying from PO PO Numbers Missing on Vendor Invoices Multiple Vendor Invoices on Vouchers “Zero Dollar” Pay Cycle SIR 7838 – Resolved in SP2 Funds for Telecom Bills Acctg and Budget Dates on Vouchers

AP-UpdatesAP-Updates

Critical Reminders

Up and Coming

SP2 – Recruiting for Testing Give us Your Ideas!

Withholding = Reportability

Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures

Determining Withholding on Vouchers

Withholding defaults are set on the vendor

A vendor may have different types of withholding, only one will default

Withholding should be determined based on the type of payment and the vendor’s business entity, not by the vendor file set up

Withholding must be reviewed and verified at the time a voucher is created

Mini-Training ~Mini-Training ~ Withholding Procedures Withholding ProceduresDetermining Withholding on Vouchers

Determine Withholding Type & Classfor Voucher (see handout page 1)

a. Type: Type of 1099 Formb. Class: Block on the 1099 Form

where income should be reported

Verify that default is correct

Request changes to Vendor if needed


Steps to take when creating a Voucher for Withholding


Make changes to Voucher as required –

Withholding can be overridden

Withholding can be changed on individual lines, not on distribution

System does not validate changes to the Vendor

Mini-Training ~Mini-Training ~ Withholding Procedures Withholding ProceduresDetermining Withholding on Vouchers

Steps to take when creating a voucher for Withholding


Sample Form 1099 Misc



Withholding Detail Hyperlink on Voucher



Withholding Detail Information



Withholding Checkbox on Vendor



1099 Page on Vendor


Closing Periods in APClosing Periods in AP

Overview

Month-End Timeline

Reports and Queries

Accounts Payable Impacts

Accounting Date – Sub-System (AP/AR)

Budget Date – Commitment Control (KK Ledgers)

Journal Date – General Ledger (MOD_ACCRL)


What Happens?

1. OSC Bursts Unposted Voucher Report

2. Agencies run Month-End Queries and “clean up” everything not posted

3. OSC Closes Period at 3pm

4. CORE runs daily processes (including posting) and then month end

processes including reports

5. CORE moves any unposted vouchers into next period


What Happens? Insert timeline


Two Bus Days Prior to Month-End

OSC BurstsUnposted Voucher Rpt

to Agencies

Agencies’Last Chance to

“Clean Up”

Last Dayof Month3pm

OSC ClosesPeriod

Last Dayof Monthlater pm(Step#1)

CORE RunsDaily

Processes

First Dayof NewMonth

AgenciesEnter

Vouchers

Last Dayof Monthlater pm(Step#2)

CORE RunsMonthly

Processes

Acctg & Budget Dates Movedto Day #1ofNew Month

Closing Periods in APClosing Periods in APState of Connecticut GL

Unposted Voucher Report

XXXM1

~ Match Exceptions: Match Exceptions Report

~ Vouchers that require approval: CT_CORE_FIN_AP_VCHRS_UNAPPRVD

~ Verify all Vouchers are BCM Valid: Voucher Inquiry

~ Vouchers in BCM exception/error: Review Budget Activities or Voucher Inquiry

~ BCM Valid, not Paid: CT_CORE_FIN_AP_VCHBUDCKD_UNPD

~ Vouchers on Hold: CT_CORE_FIN_AP_VCHRS_ON_HOLD

~ Vouchers Paid, Not Posted: CT_CORE_FIN_VCHRS_PD_UNPST

Closing Periods in AP - QueriesClosing Periods in AP - Queries

Accounts Payable ImpactsClosing Periods in APClosing Periods in AP

At 3pm on Last Business Day…

You CANNOT:

Enter New Vouchers

Edit Existing Vouchers

You CAN:

Match Vouchers

Approve Vouchers

Budget Check Vouchers

Run Reports

AP Impacts

Accounts Payable Impacts-update this slide w/donna

New Vouchers

Unposted Vouchers

Reversal Vouchers

Cancelled Payments

Voucher Close


New Vouchers (All Styles)

Accounting Date and Budget Datedefault to Current Date

Accounting Date is Read-Only


Payment Cancellation & Voucher Close

Posted as of date of Cancellation/Closure


Interfacing Vouchers

Month-End filesAutomatically moved to new Period and budget checked.

No processing delay.

Back-Dated VouchersRecycled Status

Agencies must use Online Error Correction


59

Questions?Questions?

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/

Next Meeting – PO/AP Overflow Date – November 29, 2004 1pm – 4pm

101 E. River Drive, Room 4214 A & B(don’t forget to sign up)

ClosingClosing

HappyThanksgiving!

state of connecticut core-ct project financials user group meeting po / ap november 2004

Documents

sysco sysco

sysco slide

sysco timing

po calccreated

day sysco

po purchase order

po calccreate process

sysco timeline