Supply Chain & Financials February 2010 Room 1002 ePro, Inv, PO,AP,AM, EPM

Supply Chain & Financials

February 2010Room 1002

ePro, Inv, PO,AP,AM, EPM

AgendaAgenda

• Welcome – Donalynn Black

• EPM– Barbara Jacius

• Accounts Payable– Cynthia Babbitt– Lavern Thomas– Patty Cafazzo– Jane Larned– Yvonne Pierzchalski– Mark Aronowitz

• Asset Management– David Bonola

• Purchasing – Noreen Camara– Dustin Guarino– Kathleen Anderson

• Closing

http://www.core-ct.state.ct.us/Default.htm

WelcomeWelcome

GRID Architecture Processing 40% faster

Security Reminder New employees Transferring employees Employees with new duties

UPK – User Productivity Kit What is this? Where is it?


UPK – Training on the FlyUPK – Training on the Fly


Financials Training Reminder

Training Information: Core-CT Home Page> User Training

Training Class schedules are developed from Class Waitlists

Contact your Agency Training Registration Contact to be placed on a Waitlist (Core-CT Home Page> Financials User> Other Useful Links> Financials Training Registration Contacts

Financials TrainingFinancials Training

AgendaAgenda






• Closing


EPM EnhancementsEPM EnhancementsSecuritySecurity

New EPM-Only Reporting Role

CT_E_HR_BUDGET_REPORTING

• Gives Fiscal/Budget staff access to relevant HRMS and Payroll Data in EPM for Budget Reporting purposes

• No HRMS access is granted with this role


EPM EnhancementsEPM EnhancementsPurchasingPurchasing

New Fields CTW_PO_TRANS

ACCOUNTING_DT - Accounting Date

MERCHANDISE_AMT - Merchandise Amt

PC_DISTRIB_AMT - PC Distribution Amount

ROLL_STAT_R - Rolled


EPM EnhancementsEPM Enhancements Purchasing Purchasing

New Reporting Table

CTW_PO_DISPATCH - Purchase Order Dispatched Reporting Table

The Purchase Order Dispatch Reporting table contains Business Unit, Vendor ID, Purchase Order ID, dispatch date and time, dispatch method and dispatch operator ID


EPM EnhancementsEPM Enhancements Purchasing Purchasing

New Reporting Table

Supporting Query

CT_CORE_FN_PO_DISPATCH_HISTRY

Query returns dispatch dates and operator ID's by purchase order, Vendor, and a range of dispatch dates


New Reporting Table

CTW_CORE10 - Core-10 Reporting Table This table holds the Core-10 requisition header and the

Maintain Bid page information for all requisitions. Users can query this table to view the Core-10 - ITD-10, ITD-BID & DAS-BID values, the Attributes and the Maintain Bid page values; which include planning, cancel bid, bid award, closing and opening dates, Set-Aside, CT Recovery, EPP, Insurance requirements, Political Subdivisions, Bonds, Bid Numbers, Templates, Favorites and Descriptions

EPM EnhancementsEPM EnhancementsE-ProE-Pro


Supporting Queries CT_CORE_FIN_CORE10_BU_REQ_DT

CORE10 requisition information by requisition date CT_CORE_FIN_CORE10_BY_FLG_DATE

CORE10 requisition information by CORE10 flag value & requisition date

CT_CORE_FIN_CORE10_BY_REQ_NBR CORE10 information by requisition number

CT_CORE_FIN_CORE10_VNDR_REQ_DT CORE10 requisition information by vendor ID and requisition date




New Reporting Table

CTW_REQ_WRKF - Requisition Workflow Reporting Table

This table holds the workflow status for all requisitions. Users can query this table to view the approval history and who has yet to approve a requisition. In addition, the workflow administrator can measure the amount of time it takes to approve requisitions for monitoring purposes



Supporting Queries

CT_CORE_FIN_DAYS_PEND_BY_REQ Query returns the workflow status, the

approver(s) and number of days the requisition in pending status for a specific requisition

CT_CORE_FIN_REQS_BY_STATUS Query returns all requisitions in a particular workflow status such as pending by business unit


New Fields:CT_WORK_ORD_NO - Work Order Number

CT_EQUIP_BUILD_NO - Equipment or Building Number

Added to the Reporting Tables:CTW_IN_ACCT - Inventory Accounting Info. Rpt

CTW_IN_DEMND - Inventory Demand Rpt

CTW_IN_TRANS - Inventory Transactions Rpt Tbl

EPM EnhancementsEPM EnhancementsInventoryInventory

EPM EnhancementsEPM EnhancementsPurchasing-Accounts PayablePurchasing-Accounts Payable

New Reporting Table CTW_VNDR_ADRPHN - Vendor Address Phone Rpt This EPM Reporting table contains vendor id, name,

address, e-mail, phone and contact information. For all vendors used in the purchasing and accounts payable systems

Supporting Query

CT_CORE_FN_VNDR_ADDR_PHN_INFO


Reporting Table Now Available for Reporting

CTW_VNDR_WTHDJU - Vendor 1099 Withholding Rpt

EPM EnhancementsEPM EnhancementsAccounts PayableAccounts Payable

The Vendor 1099 Withholding reporting table contains vendor withholding jurisdiction information including Vendor ID, Vendor Location, Withholding Entity, Withholding Type and Withholding Jurisdiction Code. This reporting table provides 1099 information required by the IRS


Query CT_CORE_FIN_AP_PYMNT_TERMS

Query returns all vouchers where the voucher payment terms do not match the contract payment terms and the contract payment terms involve a vendor discount, payment terms code includes the letter D




CTW_VCHR_TRANS - Voucher Trans Reporting Table

DSCNT_AMT_NP - Line discount amount

CT_TEMPLATE_ID - Template ID

CT_TEMPLATE_STATUS - Template Status

New Fields added to


CTW_PAYVC_XREF - Pay Voucher Cross Reference Reporting Table

CT_PYMNT_NOTES - Payment Notes

PYMNT_MESSAGE - Payment Message

New Fields added to


Supporting Queries

CT_CORE_FIN_AP_VCHR_RA_NOTES

Query returns all vouchers with the payment handling code, RA, payment date, amount and payment notes as required by the COMPTROLLER'S MEMORANDUM NO.2009 - 31 issued September 18, 2009

CT_CORE_FIN_VCHR_SRC_PYMNTNOTE

Query returns vouchers sourced by XML or QUCK, with payment handling code of RA and associated payment notes and messages. Query to be executed only by interfacing agencies


EPM EnhancementsEPM EnhancementsAsset ManagementAsset Management

CT_CORE_FIN_AM_ASSET_DESCR_LOC

Query returns all in service assets with description information such as manufacturer, model and serial number by location

CT_CORE_FN_AM_CAT_PRFILE_AUDIT

Query provides list of all in-service assets where the category and profile do not match

Queries



Queries

CT_CORE_FN_AM_VCHR_ASSET_AUDIT

Query Reconciles AP Asset Vouchers with AM asset detail transaction information. Query prompts for AP Business Unit and Accounting Date. Voucher lines posted in AM will display Asset ID. Voucher lines not posted in AM will display "NO ASSET_ID"


QueriesCT_CORE_FN_AM_DESCR_SYMBL_AUDT

Query provides a list of all in-service assets where the asset description contains either the symbol (‘) single quote or (“) double quote.

EPM Job Aids UpdateEPM Job Aids Update

Catalog of Online Financial Reports and EPM Queries

EPM Queries added

http://www.core-ct.state.ct.us/reports/epm.asp

http://www.core-ct.state.ct.us/reports/epm.asp




Using the Catalog of Online Financial Reports and EPM Queries

• On the On-line page, click EPM Queries > Accounts Payable


All Core-CT public queries in the AP Folder will be listed that you can choose to review

• Click the ct_core_fin_ap_telecom_exps link



The Public Query detailed Design becomes available

• At the bottom of the page, click the link below to return to the On-Line Catalog of Reports:


• Click the link ‘Choosing EPM Queries’

• Click on the Accounts Payable link


• Review explanations provided under the ‘If you want to’ heading to help you find a general purpose of the query’s use

• Click on the link to the right to view the query description


Click on the EPM Query Summary Link to open a complete spreadsheet of all Core-CT public queries in the On-Line Catalog

EPM TrainingEPM Training

User Productivity Kit (UPK) Tool

Online Interactive Training Tool

Self Service

EPM Introduction Concepts & Steps


EPM TrainingEPM Training

EPM Intermediate Level Classes

FRP 151 AP/PO: Understanding Reporting Table Relationships and Table Joins


AgendaAgenda






• Closing


AP RemindersAP Reminders

FYE is Coming!

Scorecards Reduced this Year

Request eMail Addresses when Adding/Updating Vendor Information

Call the HelpDesk with Issues, not Module Leads

Classes Available for Payment Cancellation, 1099 Processing and Vendors

Use From-To Dates on Voucher Inquiry


Combo Editing for Grant Transfers Affects Voucher Distributions

Wrong Voucher Styles Used

UPK (User Productivity Kit)

Pay Terms

AP TopicsAP Topics


AP Topics-Grant Combo EditAP Topics-Grant Combo Edit

Fund Codes– 12060: Federal & Other Restricted Act– 12062: Transportatn Gr & Restrct Acct

Account Codes– 47100: Grant Transfer Fed Grant-Restr

• SID’s in the 2xxxx Range– 47200: Grant Transfer Non-Fed-Restr

• SID’s in the 3xxxx/9xxxx Range– 55110: Transfer-Grant-State Agencies

To Ensure Fund Code with Grant Accounts

AP Topics-Grant Combo EditAP Topics-Grant Combo Edit

• Accounts 55040/55080 are Grant Expenditure Accounts

– Primary use is to voucher back unspent Grant money– These Accounts are Not Billable


Forgetting to ‘Adjust Match Values/Encumbrance’ when creating an Adjustment Vchr that has a PO

Forgetting to update the ‘Associate Receiver’ link when creating an Adjustment Vchr for a partial credit

Misunderstanding the use for Journal Vouchers Creating Regular Vouchers to process a credit Forgetting to use ‘Reverse Amt’ when creating an

Adjustment Vchr for a Credit

AP Topics-Wrong Voucher Styles AP Topics-Wrong Voucher Styles UsedUsed

Agencies are…


http://images.google.com/imgres?imgurl=http://media.monstersandcritics.com/galleries/2075217_17568/0200062255085.jpg&imgrefurl=http://www.monstersandcritics.com/sport/othersport/article_1527654.php/In-Pictures-European-Figure-Skating-Championships&usg=__RhTI7odGYxl4MDw-RH90WBUQU8o=&h=366&w=550&sz=26&hl=en&start=48&tbnid=oLpGdokC5OOKPM:&tbnh=89&tbnw=133&prev=/images%3Fq%3Dolympic%2Bice%2Bskating%26gbv%3D2%26ndsp%3D20%26hl%3Den%26sa%3DN%26start%3D40

AP Topics-UPKAP Topics-UPK












ABC COMPANY


ABC COMPANY



ABC COMPANY


ABC COMPANY

AP Topics-Pay TermsAP Topics-Pay TermsContract Payterms from DAS website


AP Topics-Pay TermsAP Topics-Pay TermsPurchasing>Procurement Contracts>Add/Update Contracts>Find Existing Contracts


AP Topics-Pay TermsAP Topics-Pay TermsPayment Terms default into voucher

ABC COMPANY

XXXM1

ABC COMPANY


OSCAPD RemindersOSCAPD Reminders& New Functionality& New Functionality

Voucher Fields – Usage ~

Voucher Approval ~

Withholding Review ~

ACH Set Up ~

Vendor Self-Serve ~

Lavern Thomas

Patty Cafazzo

Jane Larned

Yvonne Pierzchalski

Mark Aronowitz


Voucher Fields - UsageVoucher Fields - Usage

Invoice ID –

Voucher LineDescription

Comments

Payment Messages

PaymentNotes

To document actions to be taken on the voucher or payment.

Should be used if the vendor needs additionalInformation to properly apply the payment to your account.

Should be used to explain anything peculiar to this voucher.

Aid vendor in identifying the bill that is being paid.

Identifies WHAT was purchased – the actual service or commodity purchased.

Vendor

1099Auditor

Agency AuditorOSC

Vendor

OSC



Voucher Line Descr: SPLIT BOLT CONNECTORS

Comments

XXXM1

ABC COMPANY

Invoice Number: 2694380


This link should be used to explain any discrepancies between the invoice and the voucher, or the lateness of processing the voucher, or anything else that is peculiar with the voucher.

Use it like

a Post-It-

Note!


Payment Note: RA – Check required to be sent with….

Message: Acct 31178

Payment Note: To be closed by OSC as the voucher was entered incorrectly and inadvertently approved. This voucher is replaced by voucher # 12346.

Remittance AdviceRemittance Advice

Funding and Trained Workers for your job vacancies. Call 866-844-1903

If additional information is required, please call DOC – Correctional Industries at (860)692-7480

ABC COMPANY

ABC COMPANY

XXXM1

XXXM1

Invoice Number Invoice Date Voucher ID Gross Amount

3134785 1/11/2010 00027564 138.00

INV#3134785 CUST#85312-000 PO#17666 A/P PH#860/692-7887

3137534 1/22/2010 00027565 69.00

INV#3137534 ACC#85312-000 PO#17666 A/P PH#860/692-7887

Voucher ApprovalVoucher Approval

What do you look at before approving a voucher in Core-CT?

Vendor Invoice

Voucher - Invoice Information

Voucher - Payment


Voucher Approval PageVoucher Approval Page

XXXM1 ABC COMPANY

ABC COMPANY


Voucher Approval - InvoiceVoucher Approval - Invoice

Withholding

Invoice Number: 9915793

Invoice Date: 06/30/2009 Receipt Date: 06/19/2009

Withholding

CVH-Laundry Rental and

Account

51730

ABC COMPANY

XXXM1


Voucher Approval - PaymentsVoucher Approval - Payments

Location: MAIN-ACH

Method:ACH

Discount: 14.08

Message: CVH

Pay Terms 3.0/10-45

XXXM1

TEXTILE RENTAL SERV

PKWYMOUNT VERNON NY 10550

Address: 3


1099 MISC - Miscellaneous Income

1099 S - Proceeds from Real Estate Transactions

1099 G – Certain Gov’t Grants

1099 INT - Interest Income

Withholding ReviewWithholding Review



ABC COMPANY



ABC COMPANY



ABC COMPANY

XXXM1



Verify Withholding box is checked for a Withholding PO

Withholding Code box must be blank at all times


Click On Withholding Hyperlink to view

Withholding on the Voucher

Match with account code

Match with description


XXXM1

ABC COMPANY



ABC COMPANYXXXM1



INDUSTRIES LLC



INDUSTRIES LLC



XXXM1



UNIVERSITY



XXXM1

UNIVERSITY

To make voucher Non-Withholding Uncheck in box


XXXM1


BENEFITS Cost efficient and convenient

No handling or mailing delays

Quick and easy enrollment process

Fast and secure

Comprehensive electronic

payment information

ACH / EFT ProgramACH / EFT Program


ACH RemittanceACH RemittanceVendors receive REMITTANCE in EXCEL by email

Information includes:– Payment Reference Number Agency – Payment Date Agency Phone – Payment Amount Business Unit– Invoice ID Voucher ID– Invoice Date Payee Name– Invoice Amount Vendor ID – Discount Set ID– Net Paid Payment Method– Payment Message

٭ If there are multiple payments to the vendor for the day, they will all

be listed in one excel spreadsheet with all of the above information.


ENCOURAGE VENDORS TO PARTICIPATE !

Frequent payments

Large and recurring payments

To sign up or learn more…www.osc.state.ct.us/apd/eftprogram

Download the EFT enrollment form and instructions

QUESTIONS:Email [email protected]

Lisa Simpson 860.702.3411

Yvonne Pierzchalski 860.702.3581

ACH / EFT ProgramACH / EFT Program

http://www.osc.state.ct.us/apd/eftprogram

mailto:[email protected]

What is Vendor Self-Serve?

What are some of the Benefits?

The Pilot Program

What can the vendor see? – Sample

How you can learn more…

Vendor Self-ServeVendor Self-Serve


What is Vendor Self-Serve (VSS)?

A new Module to Core-CT

Available only to Vendors to Inquire on Vendor Addresses (including Alternate Names) Invoices Payments

Administered by the OSC-APD

Help Desk support is provided by OSC-APD



What are some of the benefits?

Reduces calls to agencies and OSC

Provides information for reconciliation

Accessible even when we are not…



The Pilot Program

Four Vendors Selected: Suburban Stationers W.W. Grainger The Community Renewal Team Town of West Hartford



Access to VSS

From the APD Website Hidden access during the Pilot VSS Page will have:

VSS link UPK link AP & PO Contact link Information about VSS VSS FAQ




What can the Vendor see?

Vendor Self-ServeVendor Self-ServeWant to learn more about Vendor Self-Serve?

GO HERE


AgendaAgenda






• Closing


Assets AgendaAssets Agenda

Duplicate Serial Numbers

Use of Quotes

Category/Profile ID

Scanner Software Upgrade


Duplicate Serial NumbersDuplicate Serial Numbers

Use Serial Numbers To:

Help with Physical Identification of Assets

Track and Audit

Validate Factory Warranties

XXI


Serial Number is NOT a required Field

System still allows DUPLICATES

Physical Inventory will NOT process Assets with Duplicate Serial ID’s

Duplicates Need to be Addressed



There are over 700 duplicate serial numbers in CORE that still need to be cleaned up

Emails were sent to agencies in effort to clean up

It is important to get the serials resolved for Inventory processing

If there is no Serial ID provided,

leave the field blank



123456789

123456789

9876 9876

6789 6789

Duplicate Serial IDs can be corrected in Basic Add:

Asset Management>Asset Transactions>Owned Assets>Basic Add


Highly unusual to have Duplicates from the same Manufacturer

Possible to have Duplicates with different Manufacturers

Verified Duplicates need to be

differentiated



123456789G

123456789

9876 9876

6789 6789

Duplicate Serial IDs can be updated in Basic Add:Asset Management>Asset Transactions>Owned Assets>Basic Add

Add a suffix (First Letter of Manufacturer Name)

to the end of the serial number


QuotesQuotes

Commonly used to describe Inches (“)

Single (‘) and Double (“) Quotes

Remove or Replace

CANNOT Extract Data from Key Fields

That Contain Quotes


Some of the key fields include~

MODEL

DESCRIPTION

MANUFACTURER

QuotesQuotes


QuotesQuotes

CT_CORE_FN_AM_DESCR_SYMBL_AUDT Audit Descr fld symbol” Public AM

QuotesQuotes

Edit or Replace

Asset Management>Asset Transactions>Owned Assets>Basic Add


Category/Profile IDCategory/Profile ID

Asset Categories classify assets by type for accounting entry purposes (CO-59) Initially, Categories default from Profile Incomplete Profile Changes and Recats

Category and Profile Should Always be In Sync




CT_CORE_FN_AM_CAT_PRFILE_AUDIT Category/Profile Mismatch Public AM


Category/Profile IDCategory/Profile IDAsset Management>Asset Transactions>History >Review Cost


Category/Profile IDCategory/Profile IDAsset Management>Asset Transactions>Owned Assets>Basic Add





Asset Management>Asset Transactions>Financial Transactions>Cost/Adjust Transfer




Scanner Software UpgradeScanner Software Upgrade

Core-CT Implements Updated SoftwareNo More Blind Scanning

90% of All Scanner Agencies Updated

Initial Training Completed

March Help Labs by Appointment



IMPROVED PHYSICAL INVENTORYEfficiency With On-Site Reconciliation

Reduced User Follow-up

On-Site Reporting

Maximize Resources

Reduce Loss/Increase Asset Effectiveness



CHANGESExtracted Data Loaded onto Scanner

Scanner Finds Data For Scanned Assets

Ability to Modify Data For Core-CT Upload

Capture Pertinent Data for New Assets



Must Setup New PI Processes

Extracts

Scopes

PI Occurrences



Manual Agencies Affected

Can No Longer Clear Contents Of Manual Upload File


AgendaAgenda






• Closing


PurchasingPurchasing

• Topic– Creating Contracts– Payment Terms

• Reminders-Defaults for Buyers• Fiscal Year End/PO Roll-Getting POs ready• PO EPM Reports

Purchasing TopicPurchasing Topic

Payment Terms: If you create a new contract and the payment terms are not in Core-CT, please email the Helpdesk to create a ticket. Payment terms must be configured in Core-CT before they can be associated to a contract.Payment terms should only have 2 digits after the decimal place.A contract can have only 1 payment term associated to it.

Creating Contracts Once a Contract has been created and saved, you

should never make changes to the “Allow for Open Item Reference” checkbox. Changing the checkbox causes the contract to calculate incorrectly, which will cause negative amounts.

Agency established contracts should never have the Open Item Reference checkbox selected

Agency established contracts should never have the Corporate Contract checkbox selected




1

2

3

4

Purchasing TopicPurchasing TopicPurchasing Topic


1

2

3

3


1

2

3

Purchase Order Creators – When changing a buyer on a Purchase Order, the following fields can be impacted depending on your response to the prompts in the box below:

Purchasing RemindersPurchasing Reminders

The 1st prompt is reminding you that changing the buyer will change the default values and asks if you want to continue. Click on Cancel if you just want to change the buyer field.

The 2nd prompt reminds you that changing the buyer will change the defaults. Press ‘OK’ to update the Ship To, Dept ID and Locations with the new Buyer’s information.

WARNING You cannot make changes to the chartfield coding if the Purchase Order has already been vouchered.

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 (your budget) WITHOUT creating PO accounting entries.

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

Never delete lines that had activity or lines that have rolled

Purchasing/RemindersPurchasing/Reminders


How can I tell if my PO is fully expended? 1. PO Activity Summary-Now shows un-vouchered

amountsNAVIGATION: Purchasing>Purchase Orders>Review Purchasing Information>Activity Summary

1. PO Balance Report- Has the Encumbered, Expended and Unliquidated balances that reconcile to Commitment Control NAVIGATION: Purchasing>Purchase Orders>Reports>PO Balance Report

2. PO/AP Interface- NAVIGATION: Accounts Payable>Review Accounts Payable Information>Interfaces>PO>PO Inquiry

Purchasing/RemindersPurchasing/Reminders


Core-CT rolled 18,280 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 RollPurchasing/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) POs in Open Status POs not Approved POs in Initial Status POs in Budget Error POs on Hold

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/Fiscal Year End PO RollPurchasing/Fiscal Year End PO Roll


• DOTPO_003_EPRO_REQUSITION_LIST Requisition List by Date and Dept • DOTPO_006_RECV_NOT_VOUCHERED POs Received but not Vouchered• 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 • CT_DAS_PO_BY_Contracts_items_1_2 DAS Contracts• 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#)

Purchasing EPM ReportsPurchasing EPM Reports

InventoryInventory

Statistics – BU transactions, On-Hand value ($)

Reminders – SpeedTypes, Approving MSR’s, Useful Report

Links – UPK training exercises, adding items to the catalog

Inventory EPM Reports – What’s New

10 Agencies currently use the Inventory Module

25 Active Business Units 221,903 Transactions processed

(up from 216,000 in 2008)

On-Hand value of over $25 million

Inventory Stats - 2009Inventory Stats - 2009

InventoryInventory

• Speed Types: When requesting items from a Business Unit (Express Issue or Material Stock Request), users often have common transactions in which they must enter the same combination of ChartField values repeatedly. By creating SpeedTypes for these frequently used combinations of ChartFields, users can increase entry efficiency and reduce errors.

InventoryInventory

InventoryInventory

Inventory Reports Navigation:

Inventory>Manage Inventory>Reports

InventoryInventory

Inventory LinksInventory Links

• To add an item to the State catalog– http://www.core-ct.state.ct.us/user/finjobaids/xls/rqst_

new_catlg_itms.xls

Send requests to [email protected]

http://www.core-ct.state.ct.us/user/finjobaids/xls/rqst_new_catlg_itms.xls

http://www.core-ct.state.ct.us/user/finjobaids/xls/rqst_new_catlg_itms.xls

Inventory LinksInventory Links

• UPK interactive training exercises – https://corect.ct.gov:11000/UPK_pub_docs/Publishing%20Conte

nt/PlayerPackage/toc.html

Select Modules and Topics from the left hand menu, then select the Playback Mode to begin the training simulation.

https://corect.ct.gov:11000/UPK_pub_docs/Publishing%20Content/PlayerPackage/toc.html

https://corect.ct.gov:11000/UPK_pub_docs/Publishing%20Content/PlayerPackage/toc.html

Inventory EPM ReportsInventory EPM Reports

• CT_CORE_FIN_IN_CO_59_DEP• CT_CORE_FIN_IN_CO_59_RCV• CT_DOC_INV_USAGE_INFO_DEPT_ID• CT_DOC_INV_USAGE_INFO_ITEM_ID• CT_DOC_INV_USAGE_ITEM_BY_FAC• DOTOTH_11_STORES_CATALOG• DOTOTH_14_INV_DEPL_INACTIV_ITM

• DOTOTH_15_INV_USAGE_SHIP_INFO• DOTOTH_16_INV_ITM_PRICE_DIFF• DOTOTH_17_INV_CYCLE_COUNT_ADJ• DOTOTH_19_INV_ITEM_USAGE• DOTOTH_W03_INV_MSR_NO_ACCT_CD

CO-59 for Inventory DepletionsCO-59 for Inventory ReceptionsInventory accounting info for all depletions by Dept ID Inventory accounting info for all depletions by Item ID

Catalog of Business Unit itemsItems by Business Unit that have all item vendors

inactiveInventory accounting info for all depletionsCompares the average item cost with the last PO priceCycle Count adjustmentsLists total items issued and total receivedIdentifies MSR’s with missing account code info

eProcurementeProcurement

ePro Reminder

Core-10

WorkFlow

Worklist

Viewing Attachments

Core-10 EPM Queries

UPK


Requesters- When creating a requisition you must enter the buyer on the ‘Define Requisition’ page before entering your requisition line(s).

ePro RemindersePro Reminders


• The eProcurement Core-10 process was implemented statewide during 2009.

• The Core-10 replaced the DAS SP-10 and the DOIT-10. • Core-10s are initiated by a CT Multi-Requester. • The translate values for the Core-10 are: ITD-10, ITD-Bid or

DAS-Bid.

Core-10Navigation: eProcurement>Create Requisition

Workflow• DOIT ITD-10

•ITD-BID

Agency Purchasing

Approval

DOIT BDDApproval

CIO/CTOApproval

Over $10,000

ITD BuyerApproval

ITD CPD Director Approval

Convert to Contract

Agency ChartfieldApproval

DOIT BDDApproval

CIO/CTOApproval

Over $10,000

ITD BuyerApproval

PurchaseOrder

Agency Purchasing

ApprovalSourcing

ITD CPD DirectorApproval

•ITD-10Core-10 Workflow

Agency Users will need to create a new req. or

PO to use contract


BID/RFP

CONTRACT

AWARD

Agency Purchasing

Approval

DAS Team Leaders

Contract Specialist

Agency ChartfieldApproval

Agency Requester

Agency AmountApproval

Agency Users will need to create a

new req. or PO to use the contract.

Ad Hoc +

Core-10 Workflow

DAS-BID


• Navigation – Finworklist > Worklist

Worklist


WorklistNavigation: Finworklist > Worklist

Searching your FINWorklist

Users can use Ctrl F on your keyboard to search by Requisition IDs or Description


Viewing Attachments – Comments Bubble


Viewing Attachments


http://www.core-ct.state.ct.us/epm/docs/dwnldng_excel.doc


Core-10 EPM Queries

• CT_CORE_FIN_CORE10_BU_REQ_DT

• CT_CORE_FIN_CORE10_BY_FLG_DATE

• CT_CORE_FIN_CORE10_BY_REQ_NBR

• CT_CORE_FIN_CORE10_VNDR_REQ_DT

Navigation: EPM Reporting Tools > Query >Query Manager


ClosingClosing

Thank you for your participation today

We hope this information proved helpful.

Look for this presentation on the Core-CT website www.core-ct.state.ct.us

http://www.core-ct.state.ct.us/


Documents

Supply Chain & Financials February 2010 Room 1002 ePro, Inv, PO,AP,AM, EPM