Financials User Group Meeting PO/AP/AM November 2005

Financials User Group MeetingPO/AP/AM

November 2005

Welcome Donalynn BlackPO Noreen CamaraInventory Betty Daly Reporting Michael Riggott

AP Cynthia Babbitt

Linda Carney

Assets Kelly Clark

AgendaAgenda

User Acceptance Testing 9/15/05 – 9/30/05

Bundles Go-Live 10/2/05

Pre-Upgrade BundlesPre-Upgrade Bundles

Thank You to All Volunteers with …

User Acceptance TestingUser Acceptance Testing9/15-9/30/20059/15-9/30/2005

• DCF - Lori Sawicki• DCF - Kim DelGuidice • DEP - Vic Massi• DOL - Dorothy Fandacone• DOL - Christina Tracy• DPW - Crystal Bryant• DPW - Dorothy Barksdale• DPW - Crystal Bryant• DSR - Marie Stearns• MHA - Russ Tolles• MHA - Mary Sweetland• MHA - Tracey Eckstrom• MHA - Millie Cullen• MHA - Linda Woznikaitis• ESB - Min Ludecke• DHE - Sonia Gagne

User Validation (prior to Go-Live)User Validation (prior to Go-Live)Sunday - 10/02/2005Sunday - 10/02/2005

• MHA - Mary Sweetland• MHA - Tracey Eckstrom• MHA - Linda Woznikaitis• MHA - Linda Huskey• MHA - Evette Hecht• MHA - Kathleen Carr• SDE - Karen Gliha• SDE - Euguene Croce• DOL - Christina Tracy• DOL - Zen Bojko• ESB - Min Ludecke• DCF - Kim DelGuidice• DHE - Sonia Gagne

Pre-Upgrade BundlesPre-Upgrade Bundles

We Invite You …… to stay a little longer

today. 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

Post-Meeting Discussion GroupPost-Meeting Discussion Group


AP Cynthia Babbitt

Linda Carney

Assets Kelly Clark

AgendaAgenda

• Reminders & Topics• New Purchasing Authority• Mini-Training-Future Obligation• Integration of Assets with

Purchasing

PO AgendaPO Agenda

8

PO Critical Reminders

Hot Topics

E-Sysco training complete MHA, DMR, SDE, DVA, DCF, DPSFuture Obligation, Reports to follow

Do change order before last payment Close POs at least monthlyDon’t force close POsNew Purchasing Authority is complete

PO Reminders & Hot TopicsPO Reminders & Hot Topics

New Purchasing AuthorityNew Purchasing Authority

10

PO Mini TrainingPO Mini Training

Future ObligationFuture Obligation





Welcome Donalynn BlackPO Noreen CamaraInventory Betty DalyReporting Michael Riggott

AP Cynthia Babbitt Linda Carney

Assets Kelly Clark

AgendaAgenda

14

Lab trainingImpacts to the POMatching the Voucher

Who needs to be there?Inventory BuyersE-pro Req UserInventory Receivers Voucher Processors

Inventory Inventory ImpactsImpacts to PO & AP Training to PO & AP Training

Inventory Training Training Delivered November 9, 10

-For CME, DCF, DPS, DOL, DEPOne day training (role specific)

Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7

Inventory TrainingTraining will be scheduled for early December

–For DOC, DVA, MHA, DCFFive separate classes (role specific)Classes have been announced to Training Registration Contacts and SponsorsSign up in the PSFT Registration Tool

Inventory Training UpdatesInventory Training Updates



Assets Kelly Clark

AgendaAgenda

17

Catalog of Online ReportsCatalog of Online Reports

Project Overview

Website

PO Balance Report

18


Project Overview

A web-based reporting tool

Intended users

Access to new reports

19


Project Overview

System performance

Low maintenance

Security / Roles

20

WebsiteUsers will access the catalog through the Core-CT home page

Select the Catalog of On-Line Financial Reports link


21

Website

Home page

Select a report category


22

WebsiteListing of Reports by Category

Select a

report entry


23


WebsiteCatalog Entry for Each Report

Purpose of the report Type of Report Legacy SAAAS / CAS reports Role(s) needed to access the report Navigation path to the report Suggested run times Report Parameters Example of report output

PO BalanceReport

24

Catalog of Online ReportsCatalog of Online ReportsWebsiteCatalog Entry – Example (Introduction)

Introduction

Purpose of the ReportThe report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The run control page allows the user to specify agency PO business unit, date range, vendor ID, PO status and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated).

This report is used to monitor and review PO balance data.

Type of ReportCrystal

Legacy SAAAS/CAS ReportsSAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports; CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis - Summary

Role(s) Needed for Access the ReportsAP Report Maker and PO Report Maker

Navigation Path to the ReportPurchasing > Purchase Orders > Reports > PO Balance Report

Suggested Run TimesAd hoc

25

Website

Catalog Entry – Example (Parameters)

PO Balance Report see screenshots below

In This Field Enter Notes

* Business Unit:type Business Unit or use

the lookup to selectuser must enter agency PO business unit

Vendor IDtype Vendor ID or use the

lookup to select

leave blank to display all vendors for specified report parameters

enter vendor ID to display POs for a specific vendor ID

* From Date:type date or use the lookup

to select to display one day - enter same date in both

fields to display a date range – enter beginning and

end date to display year to date – enter 07/01/YYYY and

current date* Through Date:

type date or use the lookup to select

* Include Status:select status from the

dropdown menurecommended: select open status to view open POs

Include Future Obligation:

select checkbox

Chartfield Criteria:type chartfield(s) or use the

lookup to selectselect chartfield combination to display POs based on

coding


26

WebsiteCatalog Entry – Example (Example of Report Output)


27


Continue to build catalog

Tips and Tricks

Volunteers

Summary and Next Steps

28

10-Minute Break10-Minute Break



Assets Kelly Clark

AgendaAgenda

Reminders & Topics

OSC Mini-Training:

Payment Cancellations

AP AgendaAP Agenda

31

AP Critical Reminders

Hot Topics

OSC - New Payment Cancellation InstructionsNew Payment Hold Reason Code

Budget Check Issues – Core applied Oracle SolutionVoucher/PO Budget Check Process IssuesSTATE Pay Cycle Change

AP Reminders & Hot TopicsAP Reminders & Hot Topics

32

Which Form do I submit?Which Form do I submit?CO-860 – Request for Vendor Check Information

Payment was a check

Check is not available

CO-790 – Payment CancellationCheck - Attached or Treasurer’s outstanding list

Any other payment method (GIRO, ACH, WIR)

CO-790S – Vendor Payment Cancellation Statement

Overpayment, duplicate, wrong amount , wrong vendor

Detailed explanation why payment occurred

Form must be signed by agency head or deputy only

OSC - AP Mini TrainingOSC - AP Mini Training

33

CO-860 – Request for Check InformationCO-860 – Request for Check Information

Stop Payment and ReissueSubmit CO-860 to Treasurer for stop payment

Once stopped, Treasurer sends to OSC/APD to reissue

Payment should be reissued as it was ( Same vendor, name, method, amount ….)

OR

Payment should be stopped and not reissued

THIS IS A NEW PROCESS

Stop Payment and CancelSubmit CO-860 to Treasurer for stop payment

Submit CO-790 to OSC/APD ( with a copy of the CO-860) to cancel this payment in Core-CT


34

Payment CancellationsPayment Cancellations

New Form CO-790 announced on 8/12/05

Refer to OSC Memorandum 2005-26

New CO-790 form is available at: http:www.osc.state.ct.us/agencies/forms/

Form allows for some cancellation / reissues with corrections


35

CO-790 Payment CancellationsCO-790 Payment Cancellations

Submit CO-790 to OSC/APD to cancel this payment in Core-CT

Check – Attached or

Treasurer’s outstanding list or

No check and a copy of the CO-860 (stop payment)

Any other payment ( GIRO, ACH, WIR )


36

Payment CancellationsPayment CancellationsReissue ( CO-790 )

Used when …

The payment was incorrect due to error in the vendor file, which has since been fixed or

One of the following must be changed on the voucher:

Payment Method / Location

Payee Name / Address

Handling Code

Separate Payment


37

Payment CancellationsPayment CancellationsOpen Liability – Put on Hold

Used when …

Payment should be reissued with a change

Payment of PO vouchers – OSC will notify the agency by e-mail that a reversal/adjustment voucher is required

Payment of any prior year voucher – OSC will notify the agency by e-mail that a reversal or adjustment voucher is required


38

Payment CancellationsPayment Cancellations Close Used when …

… ever possible.

The payment should not have been issued (duplicate, overpayment, wrong $ amount, wrong vendor) AND

It was created in the current year, AND

It did not reference a PO.


39

Common MistakesCommon MistakesForm is not completed properly – incorrect reference number, voucher numbers, etc.

Wrong Accounting Date – Voucher vs Payment

Reissue specified, but no check attached

Reissue specified, but no changes indicated

Conflicting instructions

Control Group check box not checked

Copy of voucher screen not attached


40

Common Mistakes - continuedCommon Mistakes - continuedWrong vendor is specified on the form when it should be wrong address in order to get the correct alternate payee name.

CO-790S not included for overpayments or duplicate payments – not signed by agency head or deputy- detailed explanation why and how payment happened

When processing reversal vouchers and vendor is inactive, contact vendor file section to reactivate vendor. The vendor will be deactivated as soon as the reversal voucher has been processed.


41

Information on a REVERSAL is the same as the Original voucher (Remit-to Vendor, location, address, pmt method, handling code, scheduled due date)

*Use ‘RA’ handling code for ‘CHK’ method on both vouchers

*Use 17th of next month for Scheduled Due Date on both vouchers

1 Reversal for each Voucher cancelled. Create a reversal by copying/relating to the Original voucher***THIS INFO MUST MATCH EXACTLY

The Vendor information must be active (Location/Address) – Contact vendor file unit to activate a vendor to process a reversal.

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

Original voucher is put on “hold” until the agency takes if off of hold IN THE AFTERNOON.

Agency must REPLY TO e-mail IMMEDIATELY after taking vouchers off of hold.

Reversal Voucher and Original voucher go in the same Pay Cycle

Payment CancellationsPayment CancellationsPayment Cancellations


42

OSC – APD Contact ListOSC – APD Contact ListCancellations:

Linda Carney 860-702-3396 [email protected]

Offsets:

Arline

Adamovich-Witek 860-702-3403 [email protected]

Vendor File:

Lisa Simpson 860-702-3411 [email protected]

[email protected]

Check Replacement (status only):

Gloria Martinelli 860-702-3409 [email protected]

Questions or Training requests [email protected]

Welcome Donalynn BlackPO Noreen CamaraInventory Betty DalyReporting Michael Riggott


Assets Kelly Clark

AgendaAgenda

• Hot Topics and Critical Reminders

– Adding additional components to existing assets

– Do not uncheck Capitalize check box on PO– Adjusting Depreciation for Assets in a closed

period– Asset Management Flow

Integration AP/PO to AMIntegration AP/PO to AM

RECEIVEAGAINSTTHE PO

POCREATED

CREATEVOUCHER

FROMRECEIPT

LOAD ASSETSINTO

TABLES(Batch)

CONSOLIDATEAND UNITIZE

ASSETS

RUNTRANSACTION

LOADER

PREVIEW THELOADER TABLES

REVIEW ASSETSIN AM

CREATEREQUISITION

(Optional)

RUNPO ASSET

QUERY

AM Impact on Purchase OrdersAM Impact on Purchase Orders


POCREATED

CREATEVOUCHER

FROMRECEIPT

LOAD ASSETSINTO

TABLES(Batch)


ASSETS

RUNTRANSACTION

LOADER


REVIEW ASSETSIN AM

CREATEREQUISITION

(Optional)

RUNPO ASSET

QUERY

CT_IDENTIFY_ASSETS_IN_POCT_IDENTIFY_CONTROL_IN_PO

AM PO Asset QueryAM PO Asset Query


POCREATED

CREATEVOUCHER

FROMRECEIPT

LOAD ASSETSINTO

TABLES(Batch)


ASSETS

RUNTRANSACTION

LOADER


REVIEW ASSETSIN AM

CREATEREQUISITION

(Optional)

RUNPO ASSET

QUERY

AM Impact on Accounts PayableAM Impact on Accounts Payable

AM Impact on Accounts PayableAM Impact on Accounts Payable

Did the Buyer do thefollowing:

Enter the correct AMBU/Profile ID?

Code to either capital orcontrollable expenditure

account code?

PO Created

Consolidateor

Unitize

ReviewLoader Tables

CreateVoucher

Receiveagainst PO

Run POAsset Query

QUESTIONS TO ASK YOURSELF:1) Are there multiple assets on (1) Distribution line?

If Yes, UNITIZE the Distribution lineIf No, go to the Receipt (ensure Asset ID is entered on the Receipt.

2) Is there (1) Asset on (1) Distribution line and other related componentsassociated to that asset?

If Yes, perform CONSOLIDATION (ensure you leave the Asset ID set to NEXT)If No, go to Receipt (ensure Asset ID isentered on Receipt)

3) Are there multiple assets on (1) Distribution line and related assets onadditional Distribution lines?

If Yes, UNITIZE the multiple assets on the 1stDistribution Line and remove the AMBU andProfile ID on the related Asset Distribution lines.If No, go to Receipt (ensure Asset ID is entered)

4) Are you going to split funding for an asset?If Yes, perform CONSOLIDATION (ensure you leave the Asset ID set to NEXT on each Distribution line.If No, go to the Receipt (ensure Asset ID is entered on Receipt)

* If scenario meets any of the defined conditions (above), do NOT enter Asset IDon the receipt.Note: Do NOT hard-code NEXT into the Asset ID field. This will prevent theAsset from loading into Asset Management. Simply leave the field blank.

RunTransaction

Loader

Do you need toCONSOLIDATE

or UNITIZE?

Enter Asset ID.

Ensure Asset IDis set to NEXT

Create Voucherfrom POReceipt

Yes

No

Yes

No

The Voucher Processor willprocess the voucher by

selecting PO Receipt from theWorksheet Copy Option.

Review Loader TablesCONSOLIDATE or

UNITIZE

RunTransaction

Loader

Preview Physical Aand/or Financial

tables for each Assetto determine the needto CONSOLIDATE or

UNITIZE.

Do you need toCONSOLIDATE

or UNITIZE?

Yes

No

Ensure theBuyer completes

this step.

Run either:CT_IDENTIFY_ASSETS_IN_PO

CT_IDENTIFY_CONTROL_IN_PO

NOTE:If the Asset ID is set toNEXT, and you are not

Consolidating orUnitizing, return Voucher

to receiver, updatereceipt, then enter an

Asser ID.

NOTE:Select Error for the LoadStatus field to eliminatelines from loading the

staging table.

Refer to the appropriateWLAs if you needassistance with

Consolidation or Unitization.

REMEMBER: A batch process takes any posted vouchers to the AM Pre-Interface

(Staging) tables. Therefore, once posted, you cannot return to any previous step

(PO, Receipt, or Voucher) to modify Asset information. At this point, Assets

are in Pending status, awaiting the Transaction Loader.

Asset Management FlowAsset Management Flow

52

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

HelpDesk InformationHelpDesk Information

53

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/

PO/AP/AM User Group Mtg 11/29/05 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

AR/BI/GL User Group Mtg 11/21/05 & 11/28/05 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

***(don’t forget to sign up)

ClosingClosing

Documents

Financials User Group Meeting PO/AP/AM November 2005