Post on 14-Dec-2015
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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingFinancials User Group MeetingAccounts Payable/PurchasingAccounts Payable/Purchasing
December 2003December 2003
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• Introduction/Production Support Elaine Pelletier
• Workflow Nayda Flores
• Purchasing– Catalog Management Joann Bellamo– Large Contracts– PO Dispatch– PO Set Up Options
• BREAK• Accounts Payable
– Payment Cancellation Holly Osburn– Voucher Matching & Match Exceptions Cynthia Babbitt– Voucher Tips Mark Aronowitz– Making Funds Available Deb Carta
AgendaAgenda
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Production SupportProduction Support
• Keep Core-CT Up and Running• Provide training to End-Users • Monitor the system for problems – both system and
user errors• Implement delayed functionality of Phase 1 modules• Coordinate and disseminate business process decisions
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Whole Support TeamWhole Support Team
Core-CT Production Support Team
DOIT Help DeskCentral Process Owners
OSC – Accounting ServicesOSC – Accounts Payable
DAS & DOIT – Procurement ServicesOTT - Treasurer
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Production Support TeamProduction Support Team
Elaine PelletierElaine Pelletier
Jeanne SkellettJeanne Skellett
Holly OsburnHolly Osburn
Development Development
Configuration & SecurityConfiguration & Security
Business SupportBusiness Support
Level 2 Help DeskLevel 2 Help Desk
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Training Update
Order delivered by vendor and received in Core-CT:Status: “Received”Both Goods and Services are received in Core-CT.
Return to Vendor:Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor.
Invoice Processed by Accounts Payable:Vouchers created and invoices posted for payment.
Payment Issued to the Vendor:The vouchers are “Matched”, the Pay Cycle Runs and payments are issued to the vendor.Status: “Complete”
Requisition:Requisition Created in eProcurementStatus: “Open”
Requisition Submitted for Approval:Status: “Pending” Result: “Approved”Amount: ChartField:Amt 1 (All Requisitions)Budget Approver
Amt 2 (>$2,500)Purchasing Amt 3 (>$10,000)Approver
Amt 4 (>$1,000,000)
Requisition Sourced Into a PO: AutoSelect ProcessPO Staging TablePO Calculations ProcessPO Create ProcessBatch Frequency: 4x daily.Status: “PO(s) Created”
PO Approval:Purchase Orders that were created from Requisitions do not require approval as a PO.
PO Dispatched to the Vendor:Status: “PO(s) Dispatched”Batch Frequency: 4x daily.
Requisition Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, a pre-encumbrance is created. Batch Frequency: 4x daily. Budget Status: “Valid”
Req. to Check
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Requisition WorkflowRequisition Workflow
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
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Training UpdatePO Life Cycle
Agenda Topic goes hereOnline (Manual) PO:Purchase Order Created in the Purchasing ModuleStatus: “Open”
PO Submitted for Approval:Initial Status: “Pending Approval” Resulting Status: “Approved”Amount: ChartField:Amt 1 (All POs) PO Budget ApproverAmt 2 (>$10,000)
PO Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, an encumbrance is created for the PO.Batch Frequency: 4x daily.Budget Status: “Valid”
PO Dispatched to the Vendor:PO delivered to the vendor by fax, email, EDX, phone, or print method.Status: “Dispatched”Batch Frequency: 4x daily.
Order delivered by vendor and received in Core-CT:Both Goods and Services are received and keyed into Core-CT.Resulting Status: “Received”
Return to Vendor:Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor.
Invoice Processed by AP and Payment Issued to the Vendor:The vouchers are created, approved and “Matched”. Additionally, the Pay Cycle Runs and payments are issued to the vendor.
PO Closed and Reconciled:Closing a PO sets the status of the PO to “Complete” and signals that the PO is completely processed. Reconciling a PO releases any unused encumbrances associated with the PO.Status: “Complete”
Online PO Life Cycle
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PO WorkflowPO Workflow
Buyer Creates
PO Online
- All transactions - All transactions exceeding $10K
- All transactions regardless of amount
-Validates chartfield information
-Name prints on PO
-Manual PO Emergency or immediate need
-PO created from RFQ
-PO created from contract (POS, PSA, Right Of Way, Construction, RL, MOU, Grant)
PO AmountApprover 1
PO BudgetApprover
PO AmountApprover 2
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Common Workflow IssuesCommon Workflow Issues
1. Why don’t I have items on my Worklist?
2. I have items stuck on my Worklist…
3. I have duplicate items on my Worklist…
4. Why aren’t requisitions appearing on myWorklist?
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• Catalog Management– Patch loaded 12/10– File update process started 12/12– File update completed by 1/1– Listing of files loaded
PurchasingPurchasing
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PurchasingPurchasing
• eProcurement – Advanced Search
– By Vendor– By Description– By Manufacturer– By Manufacturer Item ID– By Item ID
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• PO Set Up Options– From a Requisition– Online PO– Amount Only vs. Quantity– Receiving Required
PurchasingPurchasing
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Requisition vs. Online PORequisition vs. Online PO
Defaults Requisition Online PO
Searching the ItemCatalog
ePro utilizing the Advanced Search functionality
Does not utilize the Advanced Search functionality
Amount Only Checkbox Is not a selectable option in ePro
Is a selectable option located on the Line Details Page
Receiving “Receiving is Required”
Defaults from the Item and can not be changed
User decides to check the receiving checkbox or not
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PO Set Up OptionsPO Set Up Options
Distributeby Type*
Requisition Online PO
Amount Only You CANNOT create anAmount Only Requisition
UtilitiesPurchase of Services (POSs)Personal Service Agreements (PSAs)
Quantity CommoditiesFood OrdersOffice Supplies
Items Stocked in Warehouses
CommoditiesFixed cost monthly services – Rent, Snow Plowing, Lawn Service
Fixed cost monthly goods
*You CANNOT mix Amt Only and Quantity on a PO
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TroubleshootingTroubleshooting
• Document Cross Reference–PO to REQ–REQ to PO–PO Activity Summary–Document Status–Receiving Required Query
•Other Troubleshooting Aids
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EPM User Groups
EPM User Groups are about to begin
• One User Group meeting on a monthly basis
− First Meeting: January 12, 2004 from 9 am to 12 pm at DOIT 1002 A & B
• Attendees
- Submitted by agency sponsor; 1 – 2 per agency per meeting is requested
- Communication forthcoming to Agency Sponsors requesting agency attendees
• Meeting Content
- Presentations on topics of interest (EPM enhancements and fundamentals)
- Q & A / Issues
• EPM User Group rollout will be announced at the Financials User Group’s Purchasing / Accounts Payable (Group 1) meeting on December 15, 2003
• EPM User Group update will be provided at the Financial User Group’s General Ledger / Accounts Receivable (Group 2) meeting in January 2004
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Payment CancellationsPayment CancellationsPayment
StatusAction Required Reissue Payment?
-Payment Not Yet Issued to Vendor
-Call Linda Carney (OSC)702-3396
-Complete FormCO-790, Send to OSC/APD withproper backup
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal Voucher
-If YES, and payment is PO-related with a wrong $amt and/or a wrong vendor, prepare Reversal Voucher after OSC contacts you that pmt cancellation is processed. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor
-If YES, and payment is non-PO with a wrong $amt and/or a wrong vendor, prepare new Regular Voucher for the correct $amt and/or the correct vendor
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Payment CancellationsPayment CancellationsPayment
StatusAction Required Reissue Payment?
-Payment Already Issued to Vendor But Not Cashed and Returned to Agency
-Call Linda Carney (OSC) 702-3396 for procedures
-Complete FormCO-790, Send to OSC/APD with proper backup
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal Voucher
-If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor
-If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor
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Payment CancellationsPayment CancellationsPayment
StatusAction Required Reissue Payment?
-GIRO Payment to Another State Agency – Deposit Not Yet Processed
-Call Bob Gnocchi (OTT) 702-3108to remove deposit
-Call Linda Carney (OSC) 702-3396 tocancel payment
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal Voucher
-If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor
-If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor
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Payment CancellationsPayment Cancellations
Void Payment Stop Payment Action Required
Payment is not yet Issued
Payment is issued but not yet returned to
Agency (in jeopardy of being cashed)
Complete form CO-860 and send to
Joanne Vallo, (OTT). 860-702-3115.
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Create Voucher Match
Process
Resolve Match Exceptions
Approve Voucher
Budget Check
Process
Resolve Budget
Exceptions
PostVouch
er
Generate/Post Payment
STARTEND
Voucher Life Cycle ReviewVoucher Life Cycle Review
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Match Exceptions•Unmatched receivers exist•Exceeded PO Tolerances•Amount Vs. Quantity•Consequences of overriding Match Exceptions
MatchingMatching
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Voucher Tips - Duplicate Invoice CheckingMedical Services9/10/03 Jennings Dr Marks10/15/03 Dental Health Care8/10 Haslam Kaplan Cox1603122 Dr Baker7/1/03 Medicaid 06020
Real Estate Transactions
7/10/03 Closing for Smith Main St Avon
Rent
7/1/03 to 7/31/03 Rent 159 High St Waterbury7/1/03 to 7/31/03 Rent 999 Asylum St Hartford7/1/03 to 7/31/03 Taxes 25 Sigourney St Hartford
Professional Services
PSA 3621 final paymentAnnual audit 200311/30/03 Design for CCSU
Child/Foster Care
7/1/03 to 7/15/03 shelter
Catering Service
7/2/ and 8/6 catering services
Board Member Reimbursements
7/7 and 7/8 board fees
Per Diem Reimbursements
5/4 5/5 5/11 5/12Construction
Project 576396 number 5025
Postage
First class presort account 03212Permit fee account 0470440
Transportation
Shoreline East 7/03Transportation 10/23-11/8/03
GIRO
123456
Utilities
Account 54321 7/03Account 65432 7/03
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•Process Deposits and Interagency Payments•Manage Match Exceptions•Manage Requisitions•Manage Purchase Orders
Making Funds AvailableMaking Funds Available
“Show me the
money!”
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Thank You for your participation today. We look forward to continuing our work together to makeCore-CT a Success!
• Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/)
• Overflow Meeting - January 5, 2004101 E. River Drive, Room 1002 A&B - AP/PO/Overflow
• AR/GL/Reporting Meeting - January 26, 2004101 E. River Drive, Room 1002 A&B - AR/GL/ Reporting
ClosingClosing