1
STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingFinancials User Group MeetingAR/GLAR/GL
June 7, 2004June 7, 2004
2
Updates– Issue Resolution - Current AR/GL Issues– Year End System Availability– Year End Dates - Reminders
Scorecard & AR Document Cleanup– Handout & Demonstration
Year End Adjustments - OverviewBudget Close – OverviewBudget Preparation – FY 2005CORE-CT Financials User website demo
AgendaAgenda
3
Issue Resolution Process
Help Desk resolves
problem or sends to Level II
Ticket is resolved or
sent to technical
team with a SIR
Tech Team resolves problem
and/or creates a PeopleSoft
case
PeopleSoft works with
tech team to resolve
Resolution given or Future
Enhancement is
requested
User Calls Help Desk
4
Current AR/GL issues and progress being made towards resolution
Accounts Receivable
• Users can no longer make changes to accounting entries for items in AR> Maintenance > Revenue Estimates > Correct Transactions because this shortcut throws the REV_EST, MOD_ACCRL, and MOD_CASH ledgers to be out of balance with Commitment Control
• OSCIP deposits – Check with your Payroll Dept. for the Employee Deduction Remittance Report
• Users should continue to use the Line field to increment the lines in Items with multiple accounting lines
5
Current AR/GL issues and progress being made towards resolution
To find and resolve duplicate items in an Item Group……..
6
Current AR/GL issues and progress being made towards resolution
Select the Error Info button……..
7
Current AR/GL issues and progress being made towards resolution
8
Current AR/GL issues and progress being made towards resolutionGo to the Group Action tab and Delete the Group
9
Current AR/GL issues and progress being made towards resolution
If you see Item Line of all 0’s in a Group….
10
Current AR/GL issues and progress being made towards resolution
11
Current AR/GL issues and progress being made towards resolution
Enter a Number in the Line Field and Save, then hit Next in Listto increment to the next error and repeat the process
12
Current AR/GL issues and progress being made towards resolution
GL
• Mass corrections to the first 3 Payrolls have been posted – review and determine if further corrections are needed
• Bring negative balances in Budgets and Expenditures to a positive balance
•Update your AR SpeedTypes and your PO/AP SpeedCharts or create new ones
13
Year End
Dates and System Availability
14
System Availability in June
Extended weekday and weekend availability for Financials system.
- Monday – Friday 6am to 8pm
- Saturday – 6am to 7pm
- Sunday – 8am to 4pm
15
Dates for Year End Activities
Transfer Invoices – (also applies to Grant Transfers)No billings for Interagency transfers should be created in the system by creditor agencies after 3:00 p.m. Monday June 14, 2004.
No vouchers for Interagency transfers should be created in the system by debtor agencies after 3:00 p.m. Friday June 25, 2004.
All payments for Interagency transfers should be applied in the system by creditor agencies by 3:00 p.m. Friday July 6, 2004.
16
Dates for Year End Activities
AR Deposits All monies received on or prior to June 30 should be deposited in the bank and processed in the system before the 3:00 budget check on Friday, July 2, 2004.
All FY2004 monies received on or prior to July 1 should be deposited in the bank and processed in the system before the 3:00 budget check on Tuesday, July 6, 2004 using Budget Period 2005 and Budget Reference 2004.
All monies received on or after July 1 should be deposited in the bank and processed in the system using Budget Period 2005 and Budget Reference 2005.
17
Dates for Year End Activities
Grants Receivables – Billings for Federal Grant Receivables should be created in the system by creditor agencies by budget check at 3:00 p.m. Tuesday, June 21, 2004
All payments for Federal Grant Receivables should be applied in the system by creditor agencies by budget check at 3:00 p.m. Monday, June 28, 2004
18
Dates for Year End Activities
GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 may be submitted until Friday, July 30, 2004. See Year End Adjustments slides for more detail.
Budget Spreadsheet Journals or Online Budget Journals In order for agencies to begin processing July 1, 2004 for FY 2005, budget journals must be posted in the system first. See Budget Preparation slides for more detail.
19
Dates for Year End Activities
HR Account Code Combinations –Agencies restructuring their Department and/or Budgets should have those changes to the COA Team, OPM and your agency’s HR unit by Friday, June 4, 2004. Those COA changes will be shared with the Core-CT HRMS Team by June 18.
Current HR account code combinations will be mapped to Budget Reference 2005 automatically for all budgeted funds.
Budget Reference 2004 account code combinations will remain active and Budget Reference 2005 will be created for Non-budgeted funds . Agencies should work with OPM and your HR unit to determine the appropriate mapping for salary expenses in FY 2005.
20
Dates for Year End Activities
Appropriations – Agencies must notify OPM no later than Tuesday, June 1, 2004 of all budgeted appropriations continuing into FY 2005.
See Budget Close - Overview slides for additional information on lapsing and continuing appropriations.
21
22
Agency Scorecard
23
Agency Scorecardand Document Cleanup
Agency
acronyms
and agency
names appear
in the first two
Columns
24
Agency Scorecardand Document Cleanup
25
1. Identify Item Groups Not Posted or in Error2. Identify Payment Groups Not Posted or in
Error3. Identify Item Groups Not Passed through
Budget Check4. Complete all Unprocessed Deposits5. Identify Direct Journal Deposits Not Passed
through Budget Check
AR Cleanup – Steps for AgenciesAR Cleanup – Steps for Agencies
26
AR Cleanup – Step 1
Look for Items that haven’t Posted, correct the problems, then Post them
27
AR Cleanup – Step 1
Look for Groups with a status of Error, correct the problems, then Post them
28
AR Cleanup – Step 2
Look for Payment Groups that haven’t Posted, correct the errors, then Post them
29
AR Cleanup – Step 2
Finalize your worksheet, and Post it
30
AR Cleanup – Step 2
Finalize your worksheet, and Post it
31
AR Cleanup – Step 3
Identify and correct AR Items that haven’t passed Budget Check
32
AR Cleanup – Step 3
If the accounting entries are correct, Create the Budget Journal and Post it
If the accounting entries are not correct, Unpost the Item, correct the Accounting Entries, then Post it
33
AR Cleanup – Step 4
All deposits for FY2004 must be processed and budget checked by June 30.All payments for FY2004 budget period must be applied
and budget checked by July 6.
34
AR Cleanup – Step 5
Identify Direct Journal Deposits not passed through Budget Check and correct them
35
AR Cleanup – Step 5
Select one of the Direct Journals returned from the Search Page
36
AR Cleanup – Step 5
Click on the Line Exceptions page, Click on the drilldown for more details
37
AR Cleanup – Step 5
The Budget Chartfields tab gives some information, for more…
38
AR Cleanup – Step 5
Select the Budget Override tabIf the accounting entries are correct, create the Budget Journal.
If the accounting entries are incorrect, note the Deposit ID.
39
AR Cleanup – Step 5
Return to the Deposit, and Modify the Accounting Entries
40
AR Cleanup – Step 5
Deselect Complete, Click on the Red X icon, and the Chartfields will reopenCorrect the accounting entries, check Complete, and Save.
41
EPM Queries for FYE
Current –CT_CORE_FIN_AR_OPEN_ITEMS
CT_CORE_AR_ACCTG_DISTRIB
In Development –CT_FIN_UNPOSTED_ITEMS
CT_ AR_DEP_CNTRL_FAIL_BUDCHK
CT_AR_GRP_CNTRL_NOT_COMPLETE
CT_AR_ITEM_ACTVTY_NOT_PROCESD
CT_AR_PAY_MISC_NOT_JRNLGEN
Navigation: EPM Reporting Tools > Query > Query Manager > Find An Existing Query
42
AR Cleanup Job Aid
Navigation: http://www.core-ct.state.ct.us/user/finjobaids/2004ye.htm
43
44
45
Year End Adjustments
GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 can be prepared immediately and they will be posted to Period 12 if entered before June 30.
Year End Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 submitted after July 1, 2004 must be uploaded successfully by 5:00 p.m. Friday, July 30, 2004. They will be posted to Period 998. (See 2004 Year End Spreadsheet Journal Entry Job Aid).
•Allow additional time for the Upload process to succeed•Limit the number of journal lines to 100•Changing funds requires 4 lines of distribution, not 2
46
Year End Adjustments
Navigation: http://www.core-ct.state.ct.us/financials/gl/Default.htm
47
Year End Adjustments
48
Year End Adjustments
This applies to Spreadsheet Journals prepared in July for FY 2004
Correction of Payroll 25 for SID 35121
49
Year End Adjustments
At year end, include Adjustment Period ‘998’ in your GL Reporting Requests
50
Year End Adjustments
51
52
Associated Revenue for Advance Funded Grants will be replaced in FY 2005 by direct appropriation and allotment of funds
•No action required by the agency
•OSC to use Daily Receipts report to increase APPROP and ALLOT budgets accordingly
•Budget Inquiries – look at your Budget line, not your Associate Revenue line for increased spending authority
•Budget Reports - look at your Budget column for increased spending authority
Associated Revenue – FY2005
53
Budget Close - Overview
Lapsing Appropriations for FY 2004 –
•No balances will be brought forward
•Brings all budgets equal to expenditures, closing out the budget in Period 999
•PO Rollover will recommit all unliquidated encumbrances
•Expenditures liquidating these encumbrances are charged against FY2005
appropriation
54
Budget Close - Overview
Continuing Appropriations for FY 2004 –
•All Federal and Other Grants or Insurance Recoveries should be balanced and closed by Wednesday, June 30, 2004
•All unexpended balances will be brought forward after the balances are verified by Monday, August 16, 2004. Contact John Clark at 702-3350 if your agency requires access to funds prior to this date
•PO Rollover will recommit all unliquidated encumbrances
•Expenditures liquidating these encumbrances will be recorded as new year expenditures
55
Budget Close - Overview
Lapsing Appropriations not renewed with a FY 2005 appropriation –
•Will be extended until Saturday, July 31, 2004 to liquidate obligations incurred in FY 2004.
•PO Rollover will recommit all unliquidated encumbrances
•Expenditures liquidating these encumbrances will be recorded as new year expenditures
•After Saturday, July 31, 2004 the unliquidated balance will lapse.
56
Budget Close - Overview
Appropriation 2004 Budget 100,000 Pre-Enc 0 Enc 0 Expenditure 30,000 Remaining 70,000
2004 Agency Dept A 2004 Agency Dept B Budget 60,000 Budget 40,000 Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 10,000 Expenditure 20,000 Remaining 50,000 Remaining 20,000
57
Budget Close - Overview
Appropriation 2005 Budget 70,000 Pre-Enc 0 Enc 0 Expenditure 0 Remaining 70,000
2005 Agency Dept A 2005 Agency Dept B Budget 50,000 Budget 20,000 Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 0 Expenditure 0 Remaining 50,000 Remaining 20,000
58
Budget Close - Overview
Appropriation 2005 Budget (70,000+85,000)
155,000
Pre-Enc 0 Enc 0 Expenditure 0 Remaining 155,000
2005 Agency Dept A 2005 Agency Dept B Budget (50,000+30,000)
80,000 Budget (20,000+55,000)
75,000
Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 0 Expenditure 0 Remaining 80,000 Remaining 75,000
59
Budget Close - Overview
60
Budget Close - Overview
61
Budget Close - Overview
62
Budget Close - Overview
63
Budget Close - Overview
64
Budget Preparation – FY 2005
Budget Spreadsheet Journals or Online Budget Journals All by 5:00 p.m. Monday June 28, 2004
•If preparing a Budget Spreadsheet Journal, allow one week additional for the Upload process to complete successfully and for the journal to be Posted
•Upload by 5:00 p.m. Monday, June 21, 2004•Limit the number of lines per journal to 100
•If preparing Budget journals online, allow three business days for the journal to be Posted
•Enter and Post by 5:00 p.m. Wednesday, June 23, 2004•Limit to the number of lines per journal to 300
•Handout – 2005 Budget Spreadsheet Journal Entry
65
Budget Preparation – FY 2005
Ledger Name Value Agency 1 KK_AGY1_BD Agency 2 KK_AGY2_BD Project 1 KK_PRJ1_BD Project 2 KK_PRJ2_BD Project 3 KK_PRJ3_BD
66
Budget Preparation – FY 2005
…..
Ledger should equal one of the KK_ ledger groups on the previous slide
All agency budgets should have a budget period equal to 2005
Budget Reference should equal 2005 or the appropriate year
Journal date should be July 1, 2004 or later. (See Header Line above)
KK_AGY1_BD
67
Budget Preparation – FY 2005
Navigation: http://www.core-ct.state.ct.us/financials/gl/Default.htm
68
69
Navigating the Core-CT Website
Why use the website? Why not pick up the phone?- Get information quicker- Save taxpayer dollars
What is there and useful?- Core-CT job aids- Indexed Daily Mails
- Core-CT Extra Newsletters
Make it a habit!-A browser favorite (click Favorites, Add)-Your home page (Link on Core-CT Home Page gives
instructions)
70
Thank You for your participation today. We hope this information proved helpful…
• Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/financials/usergrp/index.htm)
• Look on the Core-CT Website for more detailed Year-End Closing Instructions as they become available (http://www.core-ct.state.ct.us/financials/2004fye/Default.htm)
ClosingClosing