Agenda Welcome John Harnick EPMBarbara Jacius PO Amanda Starbala AP Cynthia Babbitt AssetsDavid...

Agenda Welcome John

Harnick

EPM Barbara Jacius

PO Amanda Starbala

AP Cynthia Babbitt

AssetsDavid Bonola

How do we Reach a larger Audience

Distance Learning (web casting)Can be viewed repeatedly

at a user’s deskProvides a permanent

recordReduces the number of

user group sessionsCan track how many users

connect and for how longCan add a satisfaction

survey

We can never hold enough sessions11 ModulesSessions fill quicklySpecific topics aren’t published

in advance and attendees may not be the best target audience

How do we reach a larger audience?

BenefitsSave on TravelSchedulingAvailable to everyone at any

time from the Core-CT websiteRecorded in a professional

studio in Rocky HillRecorded session available

shortly after the session

DrawbacksAudience will be limitedLimited live questions Attendees might be recorded

on camera or by audioAudience selection

How do we Reach a larger Audience

Web Casting

How do we reach a larger audience?

Your Opinion

Contact john.harnick@ct.gov

View an example Procurement 101 http://

www.conndot.ct.gov/media/das.aspx

How do we Reach a larger Audience

QuestionsQuestion: Toggling between working and reference windows results in being kicked back to the login page, why?

Answer: Single Session, can’t sign out during the second session.

Question: Why does adding lines to a purchase order require me to “temporarily allow pop-ups”?

Answer: Work with your MIS staff, you may have pop up blocker turned on.

Agenda Welcome John

Harnick

EPM Barbara Jacius

PO Amanda Starbala

AP Cynthia Babbitt

AssetsDavid Bonola

EPM Agenda

EPM Enhancements

EPM 9.0 Upgrade

EPM Enhancements

Voucher Energy Reporting

CT_CORE_FIN_AP_CONSUMPTION_RPT CT_CORE_FIN_AP_ACCT_CD_UTIL_CD

EPM 9.0

EPM Upgrade

September 15, 2008 Hardware Replacement Application Upgrade – Version 9.0

EPM 9.0

Why Upgrade?

Faster Table Refresh Times Better Query Performance Build the Foundation for Analytic Reporting

EPM 9.0

Upgrade Query Clean Up

8.8 Queries not executed or updated within the last 18 months

“Broken” queries, such as union queries with unequal number of fields

Queries never run

EPM 9.0

Impacts to Users

All EPM 9.0 Tables have been renamed 9.0 Reporting Tables prefixed with CTW_

(Connecticut Warehouse)

Some field names have changed

EPM 9.0

Query Impacts

All Existing 8.8 Queries have been copied to the new EPM Version 9.0

EPM 9.0 Queries have been updated with the to the new table / field names

Query names did not change

Query Impact

All Queries copied from EPM 8.8 to EPM 9.0 must be saved upon opening and before executing or scheduling

EPM 9.0

EPM 9.0

Query Execution Impacts

All Run Controls must be recreated

All Queries previously scheduled must be saved before recreating new run controls and re-scheduling

EPM 9.0

New Job Aids

All existing job aids have been updated with the new Reporting Table Names

New job aids to provide the Old Table vs New Table Name listing

Questions ?

Agenda Welcome John

Harnick

EPM Barbara Jacius

PO Amanda Starbala

AP Cynthia Babbitt

AssetsDavid Bonola

Purchasing Agenda

Reminders Bundles Mini-Training Fiscal Year End/PO

Roll PO EPM Reports Questions

Purchasing Reminders

Workflow has changed from running every 15 minutes to running every 30 minutes

Withholding-If a vendor changes from “non-withholding” to “withholding” future copying of a PO does not reflect the WH updates.

“Test Dispatch” must not be checked when dispatching

Purchasing Bundles

PO Balance Report Quantity Column Data Hidden for Amount Only POs

Purchasing Bundles Enhancement to the Purchasing Process Regarding

Fully Matched PO Lines Users can now increase funds or quantities on fully matched PO lines.

Prior to this enhancement, adding funds or quantities to a matched line caused accounting irregularities, such as deducting the additional funds directly from an agency’s unencumbered budgets.

Example: Your agency has contracted with a vendor for $1,000 of services. It is your agency’s business practice to encumber funds quarterly. You create a purchase order for PO $250 to cover the first quarter. When the time comes to encumber funds for the second quarter, you can create a change to add $250 so the PO equals $500.

Prior to this enhancement, you would have had to keep some funds on this line prior to creating the voucher to keep the PO from fully matching.

Please Remember Although you can now add funds to fully matched lines, please

note:

Never add funds to an over expended line – as always, do a change order to your PO prior to creating a voucher so that encumbrances will be properly reflected.

Over Expending a line takes funds directly from the unencumbered funds WITHOUT creating PO accounting entries.

You must have funds available on each distribution that you intend to roll – fully matched lines do not qualify to roll.

PO Mini-TrainingHow can I tell if my PO is fully expended? I’m glad you

asked…

1. PO Activity Summary- Navigation/Purchasing/Purchase Orders/ Review Purchasing Information/ Activity Summary

2. PO Balance Report- Navigation/Purchasing/Purchase Orders/Reports/PO Balance Report

3. PO/AP Interface- Navigation/Accounts Payable/Review Accounts Payable Information/ Purchase Orders/Interfaces

Scenario: Create an amount only PO, use two lines of

distributions. First we will expend below the amount of the PO, then we will over expend.

PO Activity Summary

Nav: Purchasing >Purchase Orders >Review PO Info > Activity Summary

PO Activity Summary

Line 1 Open Amount = $100 – Not Over Expended

PO Activity Summary

Open Amount is negative – is this PO over expended? YES it is!

PO Balance Report Nav: Purchasing > Purchase Orders > Reports > PO Balance Report

PO Balance Report

Un-liquidated Amount is $50 per dist line – Not Over Expended

PO Balance Report

The Un-liquidated Amount on this report is negative – is the PO over expended? YES it is!

PO/AP Interface

Nav: Accounts Payable > Review AP Info > Interfaces > Purchase Order

Cask of fine soda

PO/AP Interface

PO Amt = $1000, Voucher(s) = $900 – Not Over Expended

Cask of fine soda

PO/AP Interface

PO Amt = $1000, Voucher(s) = $1100 – is this PO over expended? YES it is!

This year Core-CT rolled 17,180 purchase orders, exceeding last years roll by 5,096 purchase orders

PO, Accounting and Budget dates should be identical on new POs; rolled POs will have a PO date from a previous FY the Accounting Date and Budget Date on rolled distribution will change to the first day of the new fiscal year

You can no longer delete Distribution Lines Created By the Roll Process – these lines have already gone through budget check . Reduce or cancel lines.

Purchasing Fiscal Year End/PO Roll

Purchasing Fiscal Year End/PO Roll

The following are examples of POs that must be closed prior to PO roll as they do not qualify to roll:

Fully reversed POs (aka fully matched) Pending Approval, Pending Cancel and Open POs POs in Budget Error

Make a Fiscal New Year Resolution: CLOSE POs EARLY (don’t wait until year end) CLOSE OFTEN (run PO Reconciliation at least once a month)

Purchasing EPM Reports• DOTPO_003_EPRO_REQUSITION_LIST Requisition List by Date and Dept • DOTPO_W12_PO_REQ_CF_MISMATCH PO vs Requisition chartfield mismatch• DOTPO_W16_PO_VCH_CF_MISMATCH PO vs Voucher chartfield mismatch• DOTPO_W17_PO_RECEIPT_CF_MSMTCH PO vs Receipt chartfield mismatch• DOTPO_W18_PO_CNTRCT_CF_MISMTCH PO vs Contract chartfield mismatch• CT_CORE_FIN_PO_COMPL_BUD_ERROR PO Complete & Budget Error • CT_CORE_FIN_PO_COMPL_BUD_CHKD PO Complete & Budget Checked • BF_CORE_FIN_PO_GL71_REPORT_C GL 71  Annual PO Reporting - DAS • CT_CORE_FIN_EXPIRED_CONTRACTS Expired but active contracts • CT_CORE_FIN_PO_BAL_ALL_PO All PO Bal w/ or w/o Vouchers • CT_CORE_FIN_PO_BAL_SUM_BY_PO Remaining PO Bal Sum by PO • CT_CORE_FIN_PO_CONTRACT_ACCTG Contract information • CT_CORE_FIN_PO_FULLY_VOUCHERED PO/Voucher by date range • CT_CORE_FIN_PO_GL71_REPORTING GL 71 Annual PO Reporting• CT_CORE_FIN_PO_NO_VOUCHERS PO's w/o vouchers by Fund, • SID CT_CORE_FIN_VENDOR_COMMITMENTS Vendor Commitment • CT_CORE_PO_CONTRACT_EXPIRE PO Contract Expire Date • CT_FIN_PEND_OR_CANCELED_POS EOY PO Pending, Approve• CT_FIN_POS_ON_HOLD EOY POs On Hold • CT_FIN_PO_BALANCE_DETAIL Remaining PO Balance Detail• CT_FIN_PO_BUD_CHK_ERRORS EOY PO Budget Check Error• CT_FIN_PO_DIS_WBAL Dispatched Bal with Zero Quantity• CT_FIN_PO_DIS_WOUTBAL Dispatched without Balance • CT_FIN_PO_POVCHR_ALL_BALANCES All PO Bal w/ or w/o Vouchers • CT_FIN_PO_RECV_REQ RECEIVING REQUIRED• CT_CORE_FIN_PO_ITMS_BY_CONTRCT Catalogue Items by Contract• CT_CORE_FIN_PO_REC_NO_VCHR PO received not Vouchered• CT_CORE_FIN_SAAAS_OPTION16_5_8 SAAAS (detail by voucher # and PO#)

Questions ?

Agenda Welcome John

Harnick

EPM Barbara Jacius

PO Amanda Starbala

AP Cynthia Babbitt

Assets David Bonola

Accounts Payable Agenda

Hot Topics & Reminders OSC Reminders Voucher Styles Mini-Training

Consumption Page

AP Hot Topics & Reminders

If you don't want a payment to be issued,PUT THE PMT ON HOLD & LEAVE IT

Include Journal Vouchers in Month-End cleanup procedures Check ‘Post Group’ on your Control Groups New Reports in Catalog of Online Reports Use JobAid for GIRO Creation/Management

AP Hot Topics & Reminders

Visit the Catalog of Online Financial Reports

OSC Reminders Remember to use/verify accurate descriptions on voucher Invoice

Lines Describe what you are buying first Use only standard abbreviations Details are especially important for non-PO

vouchers Purchase Orders for GIROs

POs to pay other state agencies are OPTIONAL POs to pay other state agencies may be required by creditor agency POs to pay other state agencies are OPTIONAL if debtor agency

initiates the transaction (Grant Transfers) It is NEVER acceptable to create a PO after the receipt

of goods, services, or invoice – agency’s or vendor’s

Voucher Styles

Regular Reversal Adjustment Journal Template

Regular VoucherRegular PO Voucher:

Reversal Voucher

Reversing full amount

Returning Amt to PO

Reversal voucher is taking back the full amount of PO, posted not paid.

Adjustment Voucher

Creates a credit amount

Updates PO

Adjustment Voucher

For partial credits, adjust the 1-Total 2-Ext Amt 3-Distrib Amt

Adjustment Voucher is a partial credit, the related voucher has not paid yet

Journal Voucher

Relate JV to Regular voucher with incorrect coding

Template Voucher

Template Vouchers have a Voucher ID and a Template ID (name)

Voucher Style Overview

Regular Vouchers Used to pay vendors, employees, & state agencies. Always for a

positive amount

Reversal Vouchers Used to take back a voucher that should have not processed thru

AP. Always for a negative amount.

Adjustment Vouchers Used for debit or credit memos

Journal Vouchers Used to correct coding

Template Vouchers Forms used to create NON-PO vouchers.

AP Mini-TrainingConsumption Page

Enter Usage details here

Utility Acct Codes now have ‘Attributes’

Consumption Page

Fill in Both Areas

Consumption PageSELECT UNIT TYPE:

Paying for Propane

Remember to select a Unit Type here. Then enter the Quantity consumed.

Consumption PageForgetting to fill in Consumption Information…

Selecting ‘Yes’ will save the voucher.Selecting ‘No’ produces the following informational message:

Clicking ‘OK’ allows you to navigate to the Consumption Page to enter utility details. Then, save the voucher.

Consumption PageMULTIPLE UTILITY CODES ON ONE VOUCHER:

**Remember the rule that only one vendor invoice may be entered onto a voucher.

Click here for add’nl Consumption Info. Groupbox(es)

Consumption PageSECOND CONSUMPTION INFORMATION GROUPBOX (for additional Utility Code)

Consumption Page***Note that when adding another Consumption Information groupbox,Utility Codes must be unique values. (i.e., you cannot have two ‘Electr.’ Codes) and attempting to save the voucher will produce the following error:

Once you see the error, click ‘OK,’ and insert the appropriate Utility Code where identified in red; then update the values in the Quantity and/or Unit Type fields. If the groupbox was added in error, use the minus icon to remove that groupbox.

Consumption PageMANAGING UTILITY VOUCHERS:

Manage your utility vouchers before and after approval…

Prior to approving: Use EPM Query to compare Account Code to Utility Code

After approval/payment: Use EPM Query to analyze/report on utility details

Use EPM Query as the basis for agency-created private queries for consumption analysis

Consumption PageCORRECTING UTILITY INFORMATION:

Use a Journal Voucher to correct usage errors

• Relate it to the original Regular Voucher

• Create only ONE distribution ($0) with the same coding as the original Regular Voucher

• EPM queries should display both amounts and total to the correct usage

Consumption PageUTILITY CODES / ACCOUNT CODES:

UTILITY CODE ACCOUNT CODE ACCT CODE DESCRIPTION

BIO-DIESEL 53018 Motor Vehicle Fuel-Bio Diesel

“ 53039 Aircraft Fuel-Bio Diesel

“ 53059 Watercraft Fuel-Bio Diesel

BIO-HEAT 53345 Bio-Heat

CABLE 53900 Television/Cable Services

CHIL. WATER 53347 Chilled Water

DIESEL 53017 Motor Vehicle Fuel-Diesel

“ 53038 Aircraft Fuel-Diesel

“ 53058 Watercraft Fuel-Diesel

“ 53348 Diesel-Generator

ELECTR. 53331 Electricity

ETHANOL BLND 53021 Motor Vehicle Fuel-Ethanol Blend

“ 53040 Aircraft Fuel-Ethanol Blend

“ 53060 Watercraft Fuel-Ethanol Blend

Consumption Page

UTILITY CODE ACCOUNT CODE ACCT CODE DESCRIPTION

GASOLINE 53020 Motor Vehicle Fuel-Gasoline

“ 53037 Aircraft Fuel-Gasoline

“ 53057 Watercraft Fuel-Gasoline

HOT WATER 53344 Hot Water

KEROSENE 53346 Kerosene-Heating

NAT. GAS 53338 Natural Gas

“ 53022 Motor Vehicle Fuel-Natural Gas

OIL #2 53340 Oil #2

OIL #4 53341 Oil #4

OIL #6 53342 Oil #6

PROPANE 53339 Propane

“ 53023 Motor Vehicle Fuel-Propane

SEWER 53335 Sewer

STEAM 53343 Steam

WATER 53334 Water

UTILITY CODES / ACCOUNT CODES:

Questions ?

Agenda Welcome John

Harnick

EPM Barbara Jacius

PO Amanda Starbala

AP Cynthia Babbitt

AssetsDavid Bonola

Assets Agenda

Interfacing Receipt Information Keeping Interface Tables in Synch Depreciated Value/CO-853 Duplicate Serial Numbers CO-59 Questions

Interfacing Receipt Information

All Asset Information Now Correctly Flows from PO Receipt to Asset Staging Tables

Interfacing Receipt Information

Navigation: Purchasing, Receipts, Add/Update Receipts

Interfacing Receipt Information

Keeping Interface Tables in Synch

Load Preview Physical A

Load Preview Financial

Load Preview Financial

Load Preview Physical A

Adds & Adds & AdjustmentsAdjustments

WorksheetWorksheet

RetirementsRetirements

Physical Physical InventoryInventory

Keeping Interface Tables in Synch

Navigate to Interface Tables

Keeping Interface Tables in Synch

Keeping Interface Tables in Synch

Load Status

Depreciated Value/CO-853

• Report of Loss or Damage to State Owned Real and Personal Property:

–FORM CO-853 Has been Updated to include :

Depreciated Value

Original Cost less Accumulated Depreciation

Depreciated Value/CO-853

Depreciated Value/CO-853

Navigation: Asset Management, Depreciation, Review Depreciation Info, Asset Depreciation

Duplicate Serial Numbers

Why is this important :

Should be Unique Reconciliation Issues

Serials can be Blank N/A (Not Valid) NONE (Not Valid)

Duplicate Serial Numbers

Overtype Existing Information

CO-59

• Important Reminderso October 1 deadline for Submissiono Change deadline was July 15

Assets

Closing

Thank You for your participation today

We hope this information proved helpful

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

PO/AP User Group Meeting 10/02/2008

AR/GL/BI User Group Meeting 9/25/08 & 9/30/08

***(DON’T FORGET TO SIGN UP)