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STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CTCore-CT
Financials User Group MeetingFinancials User Group MeetingPO/APPO/AP
December 2006December 2006
Post-Meeting Discussion GroupPost-Meeting Discussion Group
We Invite You…..to stay a little We Invite You…..to stay a little longer today.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
CustomerCustomer SupportSupport
Users can call HelpDesk@ 860-622-2300, ext 1
For complex issues, send email to Core.Support@po.state.ct.us
Provide more details
Include screenshots
Give details on specific encumbrance issues
Use the same address to request topics for future User Groups
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
EPM Training Initiative
EPM 2007 Training
EPM Training Needs Survey
Distribute at your Agency
Module Specific Training
To set up EPM agency on-site training, contact:
Barbara Jacius
Ph: 860-622-2002
E-mail: Barbara.Jacius@ct.gov
EPM Training InitiativeEPM Training Initiative
EPM Enhancements
Purchasing
EPM EnhancementsEPM Enhancements
New Public Query
CT_CORE_FIN_PO_FULLY_VOUCHERED
Identify PO’s fully vouchered and ready to be closed
Purchasing
Additional Reporting Fields
CT_PO_TRNS_TBL Reporting Table
PRICE_PO, Unit Price
CT_PO_LINE_DM254, PO Line Description CT_RECEIVER_TRN Reporting Table
RECEIVER_UOM, Receiver Unit of Measure
CT_RECV_PNL_AMT, Penalty Amount
DESCR254_MIXED, More Information
EPM EnhancementsEPM Enhancements
Accounts Payable
Additional Reporting Fields
CT_VCHR_TRANS Reporting Table
PROCESS_MANUAL_CLOSEMANUAL_CLOSE_DT
EPM EnhancementsEPM Enhancements
EPM Enhancements
Asset Management
Additional Reporting Fields
CT_AM_PHYSICAL Reporting Table
BUILDING, Building number
SECTOR, Sector
EPM EnhancementsEPM Enhancements
Accounts Payable
New Table Partitioned
CT_VC_ACCTG_LN Reporting Table Partitioned
ACCOUNTING_DATE
To Leverage for Optimum Performance, always
use this field in selection criteria
EPM EnhancementsEPM Enhancements
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
Ticket Counts from 11/14/06 – 12/6/06
Level II HelpDeskLevel II HelpDesk
New Tickets - 361
Closed Tickets - 323
SIR Tickets - 24
Do not try to make up your own work-arounds!This will cause issues in other modules, even though you may think you have solved your problem.
If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information.
When you call the Helpdesk, be sure that you give them all the information, such as your business unit, your name and phone number, the module that you are having trouble in, the specific PO, Voucher, Bill, Asset or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error.
HD RemindersHD Reminders
You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this.
If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem.
If you are having problems with POs in Open status, you need to check the contract information.
If your vouchers are in match exception or budget error, you need to go to the links and find out what your errors are, then correct them.
If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and .pdf files. If the request asks for “none,” you will get none.
Answers to Common HD QuestionsAnswers to Common HD Questions
1) Have the screen you want to copy on your monitor2) Push the Print Screen button on your keyboard3) Minimize the application you are in4) Open a new Word document5) Right click with your mouse6) Click on “Paste”7) Save your document to a file on one of your drives8) Open a new e-mail to the addressee9) Attach the screenshot document and Send
The Helpdesk person assisting you now has the documentation to use while resolving the
problem
Creating & Saving a ScreenshotCreating & Saving a Screenshot
Website UpdatesWebsite Updates
Go to the CORE website at : http://www.core-ct.state.ct.us/Click on Financials User
You can choose to go to the Master List or the List by Module.
If you link to the Master List, you will get a list of 9 pages of Job Aids.If you link to By Module, you will get the next slide.
Website UpdatesWebsite UpdatesGo to the Section titled,
“Financials Job Aids”
Website UpdatesWebsite Updates
Link to Purchasing Job Aids
This list will tell you which Job Aids have been specifically updated for 8.9.
Please print the ones that apply to your job and use them as a guide when you transact in CORE.
Website UpdatesWebsite Updates
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
8.9 Upgrade Post Go-Live Status
Current Issues
Resolved Issues
ePro/CM Reminders and Hot Topics
New Website Docs for ePro
ePro/Catalog ManagementePro/Catalog Management AgendaAgenda
8.9 Upgrade:8.9 Upgrade: Post Go-Live Status Post Go-Live Status
1. Pricing on templates is automatically updated when new pricing is loaded to the catalog.
2. The Save for Later Button has been replaced by the Save & Preview Approvals Button.
3. Several favorites can be added at one time.
4. Items that are associated with expired contracts are being grayed out on templates.
5. The Approval page is a new page in 8.9 that allows users to see exactly what stage a requisition is at and who the next approvers are.
6. 8.9 has a summary box that allows users to see what is being added to a requisition as they are adding items.
ePro/CatalogManagement
Add Several Items to Favorites & Save and Add Several Items to Favorites & Save and Preview ApprovalsPreview Approvals
Inactivated Item
Template with Inactivated ItemTemplate with Inactivated Item
Requisition Approval PageRequisition Approval Page
8.9 Upgrade:8.9 Upgrade: ePro/Catalog Management ePro/Catalog Management Current IssuesCurrent Issues
1. Requisition Split Funding can only be entered line by line.
2. Requisition Pre-Defined Defaults do not carrying the revised defaults to the requisition lines.
3. Users unable to search for items in the Catalog.
4. Users unable to access pages in Manage Requisition.
5. Requisitions are re-sourcing to several POs when change orders are created.
8.9 Upgrade: 8.9 Upgrade: ePro/Catalog Management ePro/Catalog Management Resolved Issues Resolved Issues
1. Requisition approval processing time is functioning properly.
2. “New Window” link added to the Create Requisition page.
3. Special Request Templates can now be accessed.
4. The new Eastern Bag file has been loaded and inactive items can no longer be brought up in ePro.
5. Left Hand Navigation Menu and Summary Box can now be minimized.
6. Requisitions lines can only be cancelled in the Requisition Reconciliation Workbench after the requisition is sourced to a Purchase Order.
Create Requisition PageCreate Requisition Page
ePro/Catalog ManagementePro/Catalog ManagementCritical RemindersCritical Reminders
Critical Reminders
1. Pre-defined fields that are changed on the Define Requisition page do not move forward to the requisition lines.
2. Items associated with expired contracts will be grayed out in personal templates and not available for purchase.
3. Each requisition should have one buyer.
4. Category codes must be used on all requisitions.
5. Questions on contract pricing in the catalog must be directed to the Contract Specialist at DAS.
ePro/Catalog ManagementePro/Catalog ManagementHot TopicsHot Topics
Hot Topics
1. Requisitions must be used when purchasing catalog and inventory items.
2. Requesting frequently used items and new inventory items to be added to the catalog should be sent to DAS Catalog Management at: catalog.management@ct.gov
3. If requisitions source to an “Open” status it should alert users that there is a contract issue.
4. Item ID is the Catalog Management number in CORE.
New Website Docs for eProNew Website Docs for ePro
Requisition Defaults
Requisition Split Funding
Requisition Ad Hoc Approval
Manage Personal Templates
eProcurement – Requisition Workflow
New or Revised ePro Job Aids
10-Minute Break10-Minute Break
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
8.9 Upgrade Post Go-Live Status
Current Issues
Resolved Issues
Reminders and Hot Topics
New Website Docs
PO Mini-Training
Contract Mini-Training
POPO AgendaAgenda
8.9 Upgrade:8.9 Upgrade:Post Go-Live PO StatusPost Go-Live PO Status
Budget checking enhanced
Greater Integration between Purchasing and Contracts
8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO Issues
Rounding issue with rolled lines
PO Activity Summary has inconsistency in how the information is presented
Chartfield 1 is not to be used unless your agency has established valid chartfield values for this field
8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO Issues
8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO IssuesNavigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary
8.9 Upgrade:8.9 Upgrade: Resolved PO Issues Resolved PO Issues
Can now update the PO line amount after copying a PO associated with an amount only Contract
PO Defaults are now working properly when creating Contracts
Budget checking was looking at closed lines
All Categories are changed to 100% under tolerance
Reserved POs are not longer being closed when using the PO Reconciliation Workbench
PO Reconciliation Workbench working properly
PO Reminders & Hot TopicsPO Reminders & Hot Topics
Critical Reminders
When creating Contracts “Price Can Be Changed on Order” must be checked in 2 places to function correctly, on the Order Contract Options on the Contract Tab and the Line Details icon for each line of the contract
In very rare instances should an agency create a contract that has the Open Item Reference checkbox selected or the Corporate Contract checkbox selected
If you create a PO by using the “Copy from Contract” functionality, check to ensure that the contract has been set up correctly before copying it into the PO
If you create an Online PO and it is associated with an agency specific contract please make sure that on the Line Details icon associated with that PO line you select the correct contract number and you must also select the correct contract line number
When you are creating an Online PO that is associated with an agency specific contract DO NOT create the new PO by copying an OLD PO most likely the OLD PO was not set up correctly for the new 8.9 functionality
PO Reminders & Hot TopicsPO Reminders & Hot Topics
Critical Reminders
Use GL71d as your Purchasing Authority for postage DO NOT use contract 01PSX0009, the Postage Equipment, Postage Meters and Mail Room Furniture contract as the purchase authority
Close POs monthly, don’t force close, and e-mail to have your days reduced to zero days
If your PO is associated to a contract to return funds back to the contract you must do change orders
Don’t cancel lines that are in budget error
Never cancel a rolled PO distribution line(s)
When submitting issues to the helpdesk please include your business unit name and screen shots
Hot Topics
Do not create change orders on fully matched PO lines the correct method is to add new PO lines
To avoid match exceptions know what functions need to be performed for your transaction (screen shots to follow)
Coming Soon the ability to save a multi line PO with mixed Purchasing Authorities on the line details (Contract and GL authorities only) The PO Type is GEN
Please don’t try workarounds with POs and or Contracts contact the Help Desk
Communicate with A/P on finalizing vouchers
Maintenance packs and bundles to be applied to 8.9 software in March 2007
PO Reminders & Hot TopicsPO Reminders & Hot Topics
• This transaction will go into match exception:• Navigation>Purchasing>Add/Update PO (or ) Find and Existing Value>Line Details icon
PO Reminders & Hot TopicsPO Reminders & Hot Topics
• This transaction will go into match exception:• Navigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary
PO Reminders & Hot TopicsPO Reminders & Hot Topics
• This transaction will go into match exception:
PO Reminders & Hot TopicsPO Reminders & Hot Topics
New Website Docs for PONew Website Docs for PO
Agency Acronyms
Contract Type/PO Type Purchasing Authority
Copying a PO from an Existing PO
Creating Contracts, Purchase Orders and E-Pro Requisitions
Purchasing Navigation
Reserving Purchase Order Numbers
The following Job Aids have been updated for 8.9
New Website Docs for PONew Website Docs for PO
Purchase Order Workflow Purchase Order Life Cycle Using PO Reconciliation Workbench Creating a PO with a Future Date
Financial Bulletin #4 P-Card
The following Job Aids have been updated for 8.9
PO – Mini TrainingPO – Mini Training
PO – Mini TrainingPO – Mini Training
PO – Mini TrainingPO – Mini Training
PO – Mini TrainingPO – Mini Training
Contract – Mini TrainingContract – Mini Training
Contract – Mini TrainingContract – Mini Training
Contract – Mini TrainingContract – Mini Training
Contract – Mini TrainingContract – Mini Training
To Find Purchase Orders…
PO and EPM ReportsPO and EPM Reports
Not Fully Matched Inquiry: Activity Summary oron drop-down box #11 on PO
PO’s not Approved EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval
In Initial Status Inquiry: Maintain POs>Status>Initial
POs without Vouchers EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices
POs on Hold EPM Query “CT_FIN_POS_ON_HOLD”
POs with Recv Req’d EPM Query “CT_FIN_PO_RECV_REQ”
POs in Error CT_FIN_PO_BUD_CHK_ERRORS
AgendaAgenda
Welcome John Harnick
EPM Barbara Jacius
HelpDesk Lynn Sheldon
ePro Kathleen Anderson
PO Noreen Camara
AP Cynthia Babbitt
APAP AgendaAgenda
8.9 Upgrade Post Go-Live Status
Current Issues
Resolved Issues
Reminders and Hot Topics
New Website Docs
Mini-Training
8.9 Upgrade:8.9 Upgrade: Post Go-Live Status Post Go-Live Status
AP Batch Processes are running as Scheduled
STATE Pay Cycle Suppresses $0 Payments
Deleted Vouchers are automatically Budget Checkedat time of Deletion
Vouchers become unmatched immediately
8.9 Upgrade:8.9 Upgrade: Current Issues Current Issues
Altering Agency Security Access to Maintain Template Vouchers
Planning to Remove Inactive SpeedCharts
Fixing Voucher Logic Behind PO Balance Report
Fixing Performance of Voucher Activity Report
Fixing ‘PO and Receiver Info’ hyperlink on Voucher
Reviewing Voucher Maintenance Functionality
8.9 Upgrade:8.9 Upgrade: Resolved Issues Resolved Issues
Fixed – Receipt Date on Summary Page of Voucher Component
Fixed – Several AP issues on day of Go-Live
Tuned – AP Match process
Assisted agencies with understanding Match Exceptions
Tuned – Budget Check process
Redesigned - Adjustment and Reversal Vouchers
Resolved – Vendor field date- Mapping issue
Enhanced – Inserted WH Name info on Vendors for OSC
AP Reminders & Hot TopicsAP Reminders & Hot Topics
Critical Reminders
Hot Topics
Monitor your Processes! (see separate slides)Inform OSC of any 1099 AdjustmentsPaying 99.99% under price tolerance
Start Voucher cleanup earlyPrepare Vouchers for P-Card Payments on timeVoucher Maintenance functionalityChecking ‘Finalize PO’ on Voucher
AP Reminders & Hot TopicsAP Reminders & Hot Topics
Withholding corrections for payments made in calendar year 2006 must be e-mailed to Jane Larned at OSC.1099@po.state.ct.us. She may be contacted by phone at 860-702-3585.
Please include the following information:Voucher Number Vendor ID Description ( non-withholding to withholding or vice versa,line item change, etc)
Corrections are made to the 1099 file and will not appear on the voucher.
January 10, 2007 is the last day OSC will make corrections for calendar year 2006.
Adjustments to 1099s
New Website Docs for APNew Website Docs for AP
How to Unmatch a Voucher in 8.9
Creating and Naming AP Search Criteria for Inquiries
WLA – Adjustment and Reversal Vouchers in 8.9
AP – Mini TrainingAP – Mini TrainingUnmatching a Voucher in 8.9
Navigation: Accounts Payable>Review AP Info>Vouchers>Match Workbench
AP – Mini TrainingAP – Mini Training
UNDO MATCHING
x
Unmatching a Voucher in 8.9
AP – Mini TrainingAP – Mini TrainingCreating and Naming AP Search Criteria in 8.9
AP – Mini TrainingAP – Mini Training1. Add an AP Search Criteria (notice naming convention)
Business UnitYour Initials
Name identifying inquiry type and descriptive to purpose of the inquiry
AP Search Criteria
AP – Mini TrainingAP – Mini Training2. Identify fields necessary and save criteria.
X
X
X
Identify fields necessary for inquiry
AP Search Criteria
AP – Mini TrainingAP – Mini Training3. Select Fields Identified AP Search Criteria
AP – Mini TrainingAP – Mini Training4. Save the criteria AP Search Criteria
AP – Mini TrainingAP – Mini Training5. Run the inquiry using your saved AP Search Criteria.
• Change ‘ALL’ criteria to your named criteria.AP Search Criteria
AP – Mini TrainingAP – Mini Training6. Enter your BU to isolate your criteria. Then use ‘lookup.’ AP Search Criteria
AP – Mini TrainingAP – Mini Training7. Notice only your criteria appears AP Search Criteria
AP – Mini TrainingAP – Mini Training8. And only the fields you selected appear.
Enter or update data as needed.AP Search Criteria
AP – Mini TrainingAP – Mini Training9. You can also update saved criteria to remove selected fields
or add new ones. Remember to resave.AP Search Criteria
IMPORTANT NOTE: NEVER alter the ‘ALL’ criteria.
Search Criteria
Report ProcessingReport Processing
Report ProcessingReport Processing
To Cancel a report.
Report ProcessingReport Processing
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 User Group Mtg 12/13/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
AR/BI/GL User Group Mtg 12/14/2006 & 12/20/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
***(don’t forget to sign up)
ClosingClosing