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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
when Ordering with Syscowhen Ordering with SyscoKaBOOKaBOO
MM
18
when Ordering with Syscowhen Ordering with SyscoKaBOOKaBOO
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
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
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
24
3. The PO Reconciliation Workbench - Filter Options page displays.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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.
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
33
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
35
Review of PO Reconcile/CloseReview of PO Reconcile/CloseSteps
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
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
Steps to take when creating a Voucher for Withholding
Determining Withholding on Vouchers
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
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
Sample Form 1099 Misc
Determining Withholding on Vouchers
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
Withholding Detail Hyperlink on Voucher
Determining Withholding on Vouchers
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
Withholding Detail Information
Determining Withholding on Vouchers
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
Withholding Checkbox on Vendor
Determining Withholding on Vouchers
Mini-Training ~Mini-Training ~ Withholding Procedures Withholding Procedures
1099 Page on Vendor
Determining Withholding on Vouchers
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)
Closing Periods in APClosing Periods in AP
Closing Periods in APClosing Periods in AP
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
Closing Periods in APClosing Periods in AP
What Happens? Insert timeline
Closing Periods in APClosing Periods in AP
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
Closing Periods in APClosing Periods in AP
New Vouchers (All Styles)
Accounting Date and Budget Datedefault to Current Date
Accounting Date is Read-Only
Closing Periods in APClosing Periods in AP
Payment Cancellation & Voucher Close
Posted as of date of Cancellation/Closure
Closing Periods in APClosing Periods in AP
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
Closing Periods in APClosing Periods in AP
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!