Financials User Group Meeting BI/AR/GL November 2005
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Transcript of Financials User Group Meeting BI/AR/GL November 2005
STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project
Financials User Group Meeting
BI/AR/GL
November 2005
Welcome John Harnick
GL Donna Braga
BI Arlene Dussault
AR Deb Carta
Reporting Mike Riggott
IntroductionsIntroductions
To all of our user participants who gave their time and input during Bundle Testing and User Acceptance…
AcknowledgementsAcknowledgements
Training UpdatesTraining Updates
Inventory Training Training Delivered November 9, 10
-For CME, DCF, DPS, DOL, DEPOne day training (role specific)
Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7
Inventory TrainingTraining will be scheduled for early December
–For DOC, DVA, MHA, DMR, DCFFive separate classes (role specific)Classes have been announced to the Training Registration Contacts and SponsorsSign up in the PSFT Registration Tool
• Critical Reminders & Hot Topics
• Budget Transaction Details Report (KK)
• Ledger Details Report (KK)• KK to GL Reconciliation
Items• Payroll Reconciliation Job
Aid
General Ledger AgendaGeneral Ledger Agenda
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No Budget Reference on KK_APPROP or KK_BD_AUTH
Finding Payroll Bud_Ref Errors.
Fund/SID Combination Edits
Critical Reminders
Hot Topics
08/05/05 Payroll PostedBudget Checking Issues from
October resolvedVoucher discounts are being budget
checked and budgets are credited
General LedgerGeneral Ledger
Fund / SID Combination EditsFund / SID Combination Edits
• Fund / SID combinations will be edited and validated when documents are entered online.
• Transactions that fail editing cannot be saved.
• A list of valid Fund/SID combinations is available on the Core-CT General Ledger Job Aids web page.
• Critical Reminders & Hot Topics
• Budget Transaction Details Report (KK)
• Ledger Details Report (KK)• KK to GL Reconciliation
Items• Payroll Reconciliation Job
Aid
General Ledger AgendaGeneral Ledger Agenda
Budget Transaction Details Report (KK)Budget Transaction Details Report (KK)
• Run by Fiscal Year and Accounting Period.
• Uses document Accounting Date to determine the Accounting Period
• Easier to compare to MOD_ACCRL ledger for Expenditures.
• More manageable size for viewing, printing, sorting, and research.
Budget Transaction Details Report (KK)Budget Transaction Details Report (KK)
Commitment Control> Review Budget Activities> Budget Reports>
KK to GL Reconciliation ItemsKK to GL Reconciliation Items
• Documents Budget Checked but not Posted.
• Timing – EPM vs. Financials• Preferable if GL Period is Closed.• Include MOD_CASH Ledger in GL• Budget Structures (i.e. DeptID roll-up)
• Critical Reminders & Hot Topics
• Budget Transaction Details Report (KK)
• Ledger Details Report (KK)• KK to GL Reconciliation
Items• Payroll Reconciliation Job
Aid
General Ledger AgendaGeneral Ledger Agenda
Ledger Details Report (KK)Ledger Details Report (KK)
Ledger Details Report (KK)Ledger Details Report (KK)
Ledger Details Report (KK)Ledger Details Report (KK)
Why not use KK Ledger Details Report to Find Budget Reference Errors?
General Fund
All Bud Refs
Ledger Details Report (KK)Ledger Details Report (KK)
Ledger Details Report (KK)Ledger Details Report (KK)
• Critical Reminders & Hot Topics
• Budget Transaction Details Report (KK)
• Ledger Details Report (KK)• KK to GL Reconciliation
Items• Payroll Reconciliation Job
Aid
General Ledger AgendaGeneral Ledger Agenda
Payroll Reconciliation Job AidPayroll Reconciliation Job Aid
Payroll Reconciliation Job AidPayroll Reconciliation Job Aid
• Critical Reminders & Hot Topics
• EPM Query
– Partial Payments
• Emailing Bills
Billing AgendaBilling Agenda
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Thank you to CSL for Bundle Testing in October
When a job runs to “No Success” make a new Run Control for that job and avoid using the old one
Critical Reminders
Hot Topics
New EPM Report to Find Partial Payments
Emailing Bills
BillingBilling
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Finding Bills with Partial Payments Applied
EPM QueryEPM Query
Path:
EPM Reporting Tools>Query>Query Manager
Filename:
CT_BI_PARTIAL_OPEN_EXP_BILLS
Run this query every
month to find Items in
Core that have partial
payments applied
Results of Partial Payment QueryResults of Partial Payment Query
Partial Open Expense Bills
Unit Invoice
Acctg Date
Account Dept Fund SID
Program
Bud Ref
Amount
Balance
Orig Item
Amt
CODM1 COD21678/25/200
5 50150 COD65520 11000 12037 52011 2006 -68.670 20.500 102.500
CODM1 COD21678/25/200
5 50800 COD65520 11000 12037 52011 2006 -12.300 20.500 102.500
CODM1 COD21678/25/200
5 54720 COD65520 11000 12037 52011 2006 -21.530 20.500 102.500
Researching Partial PaymentsResearching Partial PaymentsResearching Partial Payments
Once Partials are Identified – Research
Are you still anticipating payment? Contact Customer and inquire on balance of
payment Was original bill too much?
Create credit bill for remainder
Please note, for access to EPM queries you must have the Role of CT EPM USER
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Emailing Bills Emailing Bills
Instead of printing and mailing your bills via US Postal Service, you can E-mail Bills to your Customers The process is very similar to the same one used when printing bills
Navigation:
Generate Invoices>Non-Consolidated>Finalize and Print Invoices
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E-mailing Bills E-mailing Bills
Enter same info as usual on Finalize and Print page
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E-mailing Bills E-mailing Bills
Click Finalize & Print As Usual
Change *Type to Email
Change *Format to PDF
Click on “Distribute to” Icon
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E-mailing Bills E-mailing Bills On Distribution Detail Page Enter:
• Email subject (Optional but highly recommended)
• Message Text (Optional)
• Email Address List (Required)
•Put your Customer’s email address
•Put your email address if you want the email sent to you also – if there is more than one address, put a semicolon after the first email address, hit the space bar and then start typing the next address (repeat this as necessary)
•Reprint functionality may be used to print a copy for your files also
• Click OK
Note: please ensure email address is correct or the email will be undeliverable
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E-mailing Bills E-mailing Bills
Brings you back to Process Scheduler Request
Click OK
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E-mailing Bills E-mailing Bills
• Look for Process Instance number so you know job was dispatched
• click on your Process Monitor link
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E-mailing Bills E-mailing Bills
Refresh page until you have a:
• Run Status of Success
• Distribution Status of Posted
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Receiving E-mailed Bills Receiving E-mailed Bills
If you sent a copy to yourself, check your email and click on the .PDF file to bring up your Invoice and print it if desired
• Critical Reminders & Hot Topics
• Payroll Cost Recovery Report
• Detail and Summary Revenue Report
• “On Account” Payments
Accounts Receivable AgendaAccounts Receivable Agenda
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OSC Needs Your Grant Funds Expenditure Reports
Critical Reminders
Hot Topics
AR Month End Close Date Grant Fund Accounting
Accounts ReceivableAccounts Receivable
Grant Funds AccountingGrant Funds AccountingGrant Transfers – Outgoing to State Agencies
Grantee creates Bill for Grant Funds using
– Account 47100 (Federal)
– Account 47200 (Non-Federal)
– AR Account 11620
Grantor issues Voucher using
– Account 55110
Grant Transfers – Unspent, Return of Funds to State Agencies
Grantor creates Bill for Unspent Remainder using
– Account 55040
– AR Account 11620
Grantee creates Voucher for Unspent Remainder using
– Account 55040
Cash account for all of these GIRO transactions is 10436
Grant Funds AccountingGrant Funds Accounting
Pass Through Grants – Outgoing to Municipalities and Other than State Agencies
Grantor issues Voucher using
– Account 55050
– Cash Account 10423
Pass Through Grants – Unspent, Return of Funds to Municipalities and Other than State Agencies
Grantor creates Bill for Unspent Remainder using
– Account 55050
– AR Account 11224
Grant Funds AccountingGrant Funds Accounting
http://www.core-ct.state.ct.us/user/finjobaids/gl.htm
Grant Funds AccountingGrant Funds Accounting
http://www.core-ct.state.ct.us/fin2/billing/Default.htm
http://www.osc.state.ct.us/manuals/
• Critical Reminders & Hot Topics
• Payroll Cost Recovery Report
• Detail and Summary Revenue Report
• “On Account” Payments
Accounts Receivable AgendaAccounts Receivable Agenda
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Payroll Cost Recovery ReportPayroll Cost Recovery Report
AR users will be receiving this info on a bi-weekly basis
Each Wednesday of a check date week
Email address is [email protected]
Users wishing to be added to or removed from this list should contact [email protected] with [email protected]
Payroll Cost RecoveriesPayroll Cost Recoveries
The attached spreadsheet contains agency recovery and/or petty cash deductions that were entered for the current payroll cycle. Agency recovery deductions are denoted by deduction codes that begin with a Y.
Agency recovery deduction dollars ultimately post to your Inter-Agency GIRO Account. Petty cash deductions are denoted by deduction codes that begin with a Z. Petty cash deduction dollars ultimately post to your Agency Petty Cash Bank account.
These deductions are typically entered by your agency payroll officers/staff members (within your department). All questions regarding these deductions should be directed to your agency payroll staff members.
The text of the email begins………….
Payroll Cost RecoveriesPayroll Cost Recoveries
If the DEPTID field contains a department that is not linked to your agency, one of the following scenarios is occurring:
1) A different agency has taken a deduction from an employee and the deduction (liability) is coded to your funding source.
2) A different agency has refunded an employee and the refund has been charged to your funding source (the amount field will contain a negative under this scenario).
If you feel you have received this information in error or if you have any specific questions regarding this process...please send them to: [email protected].
The text of the email continues………….
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Payroll Cost Recovery ReportPayroll Cost Recovery Report
1 2 3 4 5 6
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Payroll Cost Recovery ReportPayroll Cost Recovery Report
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Payroll Cost Recovery ReportPayroll Cost Recovery Report
• Critical Reminders & Hot Topics
• Payroll Cost Recovery Report
• Detail and Summary Revenue Report
• “On Account” Payments
Accounts Receivable AgendaAccounts Receivable Agenda
Detail and Summary Revenue ReportDetail and Summary Revenue Report
Old Report New Report
GL-based, with Journal ID, no Deposit ID
Includes BI journals
MOD_ACCRL based for Bursted Reports
Ability to choose only one Ledger when running adhoc
AR-based, with Deposit ID and Journal ID
Excludes BI journals
MOD_ACCRL and MOD_CASH based for Bursted Reports
Ability to choose up to three Ledgers when running adhoc
Detail and Summary Revenue ReportDetail and Summary Revenue Report
Detail and Summary Revenue ReportDetail and Summary Revenue Report
On Account PaymentsOn Account Payments
1. Run your Aging Report
AR> Collections> Aging Report> Aging Detail by Bus Unit
2. Open your deposit
AR> Payments> Online Payments> Regular Deposits
3. Does the Item reference value exist?
If yes, then If yes, then
• Select Payment Predictor on the Deposit, or
• Build a Payment Worksheet to match the payment to the Item
If no, thenIf no, then
• Delete the item information from the bottom of the Deposit
• Build a Payment Worksheet to place the payment “On Account” for that Customer
• Create a bill to match to the “On Account” payment
AR> Payments> Online Payments> Regular DepositsAR> Payments> Online Payments> Regular Deposits
This bill does not exist on the
Aging Report –
Delete the Ref Value
AR> Payments> Apply Payments> Create WorksheetAR> Payments> Apply Payments> Create Worksheet
Unidentified – No worksheet built, no Customer or Item Refs
Identified – Customer or Item Refs present
Worksheet – Worksheet is built that’s unfinished
Applied –Worksheet is built and set it to Post
AR> Payments> Apply Payments> Create WorksheetAR> Payments> Apply Payments> Create Worksheet
Enter the Customer ID
Enter your BU
Click on Build button
On Account PaymentsOn Account Payments
Select the checkbox
Enter the Payment with a “-” sign
Enter Item Line 1
Enter Type “OA”
Enter Reason “STATE”
Your BU and Customer Default from Worksheet Selection page
Click “Save”
On Account PaymentsOn Account Payments
0.00
-8712.50
OA-357
The system assigns an “OA” Item ID
The Adjusted amount is the value of the Payment
The Remaining amount is 0.00
Click on the Worksheet Action link
Create/Review accounting entries
Return to Previous Panel
Set the Worksheet to Post Now
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Questions ?Questions ?
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Project Overview
Website
Flexible Ledger Analysis Report
Catalog of Online ReportsCatalog of Online Reports
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Project Overview
A web-based reporting tool
Intended users
Access to new reports
Catalog of Online ReportsCatalog of Online Reports
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Project Overview
System performance
Low maintenance
Security / Roles
Catalog of Online ReportsCatalog of Online Reports
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WebsiteUsers will access the catalog through the Core-CT home page
Select the Catalog of On-Line Financial Reports link
Catalog of Online ReportsCatalog of Online Reports
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WebsiteHome page
Select a report category
Catalog of Online ReportsCatalog of Online Reports
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WebsiteListing of Reports by Category
Select a
report entry
Catalog of Online ReportsCatalog of Online Reports
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WebsiteCatalog Entry for Each Report
Purpose of the report Type of Report Legacy SAAAS / CAS reports Role(s) needed to access the report Navigation path to the report Suggested run times Report Parameters Example of report output
Flexible Ledger Analysis
Catalog of Online ReportsCatalog of Online Reports
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WebsiteCatalog Entry – Example (Introduction)
Flexible Ledger Analysis (CTGLR317)
Introduction
Purpose of the ReportThe report displays a detail listing of account code balances posted to the General Ledger for a single or multiple reporting periods. The run control page provides the user with unique flexibility to select chartfield combinations and to further specify whether they would like the report based on tree nodes ordetail values for each chartfield. User can specify balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures). The report can be sorted and subtotaled by chartfield. The report can be run to a PDF or CSV (MS Excel) format.
Report is used to monitor and review account code ledger balances.
Type of ReportStructured Query Report (SQR)
Legacy SAAAS/CAS ReportsSAAAS 5-1 Expenditure Detail / CAS ACRC 51 Analysis of Expenditures – Monthly Summary, ACRX58 Analysis of Expenditures – Monthly Detail
Role(s) Needed for Access the ReportsCentral GL Approver, Central GL Report Maker, Central GL Reviewer, and Central GL Sys Tech Resource, Agency GL Approver, Agency GL Report Maker Agency GL Reviewer, Agency GL System Tech Resource
Navigation Path to the ReportGeneral Ledger > General Reports > Flexible Ledger Analysis
Suggested Run TimesAd hoc
Catalog of Online ReportsCatalog of Online Reports
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Website
Catalog Entry – Example (Parameters)
Parameters see screenshot below
In This Field Enter Notes
* Business Unit: type STATE or use the lookup to select
use STATE for all General Ledger reports
* Ledger: type ledger name or use the lookup to select
use Modified Accrual ( MOD_ACCRL ) for most General Ledger reports
* Fiscal Year: fiscal year of the report a four digit numeric value, e.g. 2006
Catalog of Online ReportsCatalog of Online Reports
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Website
Catalog Entry – Example (Example of Report Output)
Catalog of Online ReportsCatalog of Online Reports
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Flexible Ledger Analysis (CTGLR317)
A detail listing of account code balances
Single or multiple reporting periods
Chartfield combinations
Tree nodes or detail values
Balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures)
Run to PDF or CSV (MS Excel) file format
Catalog of Online ReportsCatalog of Online Reports
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Continue to build catalog
Tips and Tricks
Volunteers
Summary and Next Steps
Catalog of Online ReportsCatalog of Online Reports
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Users can call Help Desk @ 860-622-2300, ext. 1
Due to the complexity of year end and other issues, users can email [email protected]
Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2
Use the same address [email protected] to request topics for future User Groups
Core-CT SupportCore-CT Support
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Questions ?Questions ?
We Invite You …… to stay a little longer today.
Need More Assistance ?Need More Assistance ?
Live demonstrations on the Core-CT Production Website following User Groups 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
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Lunch BreakLunch Break
Look for this presentation andmeeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/
Extra Session – AR/BI/GLUser Group Mtg November 28, 2005 9am to 12pm
1pm to 4pm
101 East River Drive, Room 1002A&B
***(don’t forget to sign up)
Thank You for your participation
today. We hope this information proved helpful…
ClosingClosing