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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 [email protected]
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)
