STATE OF CONNECTICUT Core-CT. Agenda Welcome John Harnick EPM Barbara Jacius Training Steve...
Transcript of STATE OF CONNECTICUT Core-CT. Agenda Welcome John Harnick EPM Barbara Jacius Training Steve...
STATE OF CONNECTICUT STATE OF CONNECTICUT Core-CTCore-CT
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
Welcome
Maintenance Packs Need volunteers for testing in March Go live is scheduled for April 5th weekend
Core-10 Coming Soon Fiscal Year End Catalog Management Changes
Customer Service
Users can call the
HelpDesk@ 860-622-2300, ext 1
For complex issues, send email to: [email protected]
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
EPM EnhancementsAccounts Receivable/Billing
Projects/Costing Module Fields Added
ACTIVITY_ID ANALYSIS_TYPE BUSINESS_UNIT_PC PC_DISTRIB_STATUS RESOURCE_CATEGORY RESOURCE_SUB_CAT RESOURCE_TYPE PC_DISTRIB_STATUS
EPM EnhancementsAccounts Receivable/Billing
Projects/Costing Fields Added to EPM Reporting Tables:
CT_POSTED_ITEM CT_DIR_JRNL_PAY CT_BI_ACCTENTRY CT_BI_AR_PNDITN CT_BI_INVOICE
EPM Job Aids Updated
EPM Reporting Table Indexes & Join Criteria
Revised to include additional reporting tables.
All accurate table joins identified.
http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc
EPM Job Aids Updated
EPM Reporting Table Indexes & Join Criteria
Acceptable Join Criteria
EPM Job Aids Updated
EPM Reporting Table Indexes & Join Criteria
Inaccurate Join Criteria Spreadsheet
EPM Job Aids Updated
Reporting Table to Role Mapping
Updated to include all projects/costing module roles.
http://www.core-ct.state.ct.us/epm/
EPM Job Aids UpdatedReporting Table to Role Mapping
EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME
CT_LEDG_KK_BAL CT ACCOUNT CODE PROCESSOR
CT_LEDG_KK_BAL CT AGY GL APPROVER
CT_LEDG_KK_BAL CT AGY GL REVIEWER
CT_LEDG_KK_BAL CT AGY GL SYS TECH RESOURCE
CT_LEDG_KK_BAL CT AGY MANUAL RECON PROCESSOR
CT_LEDG_KK_BAL CT CNTRL GL APPROVER
CT_LEDG_KK_BAL CT CNTRL GL REVIEWER
CT_LEDG_KK_BAL CT CNTRL GL SYS TECH RESOURCE
CT_LEDG_KK_BAL CT CNTRL PAYMENT REVIEWER
CT_LEDG_KK_BAL CT CNTRL PAYMENT RPT INQUIRER
CT_LEDG_KK_BAL CTGLREPORTING
Questions?
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
Core-CT Training – Manager Guides
Summarizes knowledge a supervisor or manager should haveAccounts Payable, Supply Chain, InventoryAsset Management Accounts Receivable / BillingProject Costing / Customer ContractsHelp Desk, EPMGeneral Ledger / Commitment Control
Core-CT Training – Manager Guides
Sections of the GuideOverviewHigh level graphic viewBulleted informationLinks to more detailed informationReports associated with the moduleOther sections as needed
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
Reminders / Hot Topics
Budget Ledger Review
GL Mini-Training Detail and Summary Revenue Report
GL Agenda
GL Reminders & Hot Topics
Reminders MP8 Upgrade FIN Reporting Tools vs.
EPM/HR Reporting Tools CFSR Navigation in Report
Manager
Hot Topics Reports for Multiple Ledgers Updated Ledger Job Aid
CFSR Report Manager Navigation
Navigation: FIN Reporting Tools > Report Manager: Administration Tab
GL Reminders & Hot Topics
Reminders MP8 Upgrade FIN Reporting Tools vs.
EPM/HR Reporting Tools CFSR Navigation in Report
Manager
Hot Topics Reports for Multiple Ledgers Updated Ledger Job Aid
Reports for Multiple Ledgers
General Ledger>…Flexible Ledger AnalysisLedger ActivityTrial BalanceExpenditure Report by
ObjectDetail and Summary
RevenueCash Ledger
Ledger Job AidFinancials User Support > General Ledger/Chart of Accounts >
General Ledger Job Aids > Ledgers
Reminders / Hot Topics
Budget Ledger Review
GL Mini-Training Detail and Summary Revenue Report
GL Agenda
Control vs. Track Budgets
Control: Agencies post budget journals. Transactions must fall within the available budget to pass budget check.
Track: Agencies do not post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked for reporting purposes.
Track w/Budget: Agencies can post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked against the budgeted amount for reporting purposes only.
Agency Budgets
Agency Budgets break down Allotment budgets into lower, Department and/or Account levels of detail for controlling spending and/or reporting.
Agency Budgets may differ from appropriated. However, budget control will ultimately always reside at Appropriation/Allotment.
Agency Budgets
Agency 1 (KK_AGY1):
Agencies can control and/or report on funds based on agency defined departments, usually higher levels such as divisions, bureaus, facilities, etc.
May be established as control or track.
Agency Fiscal Administrative Reviewers must create and maintain agency budgets.
Non-Lapsing Funds carried forward at FYE
Agency Budgets
Agency 2 (KK_AGY2):
Agencies can report on funds based on agency defined departments, usually lower levels, such units, cost center, etc.
Agencies can also report on expenditures at the detail account level, just as they are posted in GL.
Established as track budget. It is used for reporting purposes only.
FYE balances are not carried forward
Project Budgets
Project Budgets (KK_PRJ) are based on agency defined Project ID values.
Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment.
Project IDs ending in NONPROJECT are NOT RECORDED here. They are tracked on the Agency 1 and/or Agency 2 budget structures.
Project Budgets
Project 1 (KK_PRJ1):
Agencies can control and/or report on funds based on agency defined Project IDs.
May be established as control or track.
Agency Fiscal Administrative Reviewers must create and maintain project budgets.
Non-Lapsing Funds carried forward atFYE
Project Budgets
Project 2 (KK_PRJ2):
Agencies can control and/or report on funds based on agency defined Project IDs, along with the detail account level, just as they are posted in GL.
May be established as control or track.
Agency Fiscal Administrative Reviewers must create and maintain project budgets.
FYE balances are not carried forward
Project Budgets
Project 3 (KK_PRJ3): Agencies can control and/or report on
funds based on agency defined Project IDs, along with agency defined Chartfield1 values.
May be established as control or track.
Agency Fiscal Administrative Reviewers must create and maintain project budgets.
FYE balances are not carried forward
Project Costing BudgetsProject Costing module (KK_PC) budgets are ONLY used by those Agencies that participate in Core-CT Project Costing.
Project Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment.
Project IDs that are not used in the Project Costing module are NOT RECORDED here. They are tracked on the AGY or PRJ budget structures.
Reminders / Hot Topics
Budget Ledger Review
GL Mini-Training Detail and Summary Revenue Report
GL Agenda
GL Mini-Training
Detail and Summary Revenue Report
Navigation: General Ledger > General Reports> Detail and Summary Revenue
GL Mini-Training
Detail and Summary Revenue Report
GL Mini-Training
Detail and Summary Revenue Report
MOD_ACCRL + MOD_CASH = collected revenues and collected
refunds of expenditure.
GL Mini-Training
Detail and Summary Revenue Report
Questions?
Coffee Break
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
Billing Agenda
Reminders / Hot Topics ET/ST Bill Type
Distribution Coding Billing BATCH
Processing Schedule Mini-Training
Adjust Entire Bill vs. Adjust Selected Bill Lines
Online Inquiries
ET/ST Distribution Coding
Option 1: Change your account code
Option 2: Change your Bill Type
ET/ST Distribution Coding
BIJOB01BIJOB01Finalize andFinalize andPrint InvoicePrint Invoice
BICURCNVConvert Currency
Amounts
BIPRELDPre-Load Process
BILDGL01Create Accounting
Entries
FS_BPRequest Budget
Check
BILDAR01Load Invoices to AR
ARUPDATEPS/AR Receivables
Update
CTARB272AR Revenue
Reversal
FS_JGENGenerate Journals
Billing BATCH Processes
Run Anytime 10AM, 12Noon, 2PM, Nightly
10AM, 12Noon, 2PM, Nightly
10AM, 12Noon, 2PM, Nightly 10AM, 12Noon, 2PM, Nightly
10AM, 12Noon, 2PM, Nightly
12Noon, Nightly 12Noon, Nightly 3PM, Nightly
Billing Summary
NAVIGATION: Billing Review Billing Information Summary Bill Summary Info 2 tab
MINI-TRAINING: Adjustments
NAVIGATION: Billing Maintain Bills Adjust Entire Bill OR Adjust Selected Bill Lines
Prerequisites Adjust Entire Bill
Bill must be Invoiced Bill must not have been
previously adjusted Adjust Selected Bill Lines
Bill must be Invoiced Bill must not have been
previously adjusted Bill should contain multiple
Bill Lines
MINI-TRAINING: Adjust Entire Bill
Credit Entire Bill
MINI-TRAINING: Adjust Entire Bill
Credit Entire Bill
MINI-TRAINING: Adjust Entire Bill
Credit Entire Bill
MINI-TRAINING: Adjust Entire Bill
Credit Entire Bill
MINI-TRAINING: Adjust Entire Bill
Credit & Rebill
MINI-TRAINING: Adjust Entire Bill
Credit & Rebill
MINI-TRAINING: Adjust Entire Bill
Credit & Rebill
MINI-TRAINING: Adjust Entire Bill
Credit & Rebill
MINI-TRAINING: Adjustment History
NAVIGATION: Billing Review Billing Information Adjustment History
MINI-TRAINING: Adjust Selected Bill Lines
Credit Line
2) Click OK.1) Select Radio Button.
3) Choose Credit Line.
4) Select Bill Line to Adjust.
MINI-TRAINING: Adjust Selected Bill Lines
Credit Line
MINI-TRAINING: Adjust Selected Bill Lines
Credit Line
MINI-TRAINING: Adjust Selected Bill Lines
Credit Line
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
2) Click OK.1) Select Radio Button.
3) Choose Create Reversal and Rebill.
4) Select Bill Line to Adjust.
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
MINI-TRAINING: Adjust Selected Bill Lines
Create Reversal and Rebill
MINI-TRAINING: Review Line History
NAVIGATION: Billing Review Billing Information Review Line HistoryAdjustment Line Summary
MINI-TRAINING: Review Line History
Adjustment Line History
MINI-TRAINING: Adjustments
Adjust Entire Bill Credit Entire Bill
1 Credit Invoice Created Set to RDY Status Cannot Modify
Credit and Rebill 2 Invoices Created
1 Credit Invoice 1 Rebill Invoice
Can Modify Rebill Invoice Only
Adjust Selected Bill Lines Credit Line
1 Credit Invoice Created Set to NEW Status Cannot Modify
Create Reversal and Rebill 1 Credit Invoice Created
Bill Line 1 consists of Credit Line
Bill Line 2 consists of Rebill Line
Can Modify Rebill Line Only
Questions?
Agenda
Welcome John Harnick
EPM Barbara Jacius
Training Steve Perkins
GL Donna Braga Joan Skripol
Billing Chris Marchese
AR Lynn Sheldon
AR Agenda
Reminders / Hot Topics Case Sensitive Bill Numbers
OSCIP Deposits
AR Mini-Training Incorrect GIRO payments
AR Reminders & Hot Topics
Reminder Clear your deposit pick list
daily Deposits need to be
applied or direct journaled daily
Call the Helpdesk for help to clean up your deposits
Do not wait until the end of the month – this leaves little time to troubleshoot
AR Reminders & Hot Topics
When you are applying a payment from a voucher the payment reference # is entered exactly as it is
on the voucher if you use upper or lower case letters or put spaces
then, Payment Predictor will not match up the voucher and the bill
a payment worksheet that will not build due to mismatch of letters, then it needs to be deleted and the payment ID on the deposit corrected
Case Sensitive Bill Numbers
AR Reminders & Hot Topics If the debtor
agency does not enter your billing invoice number the same way you have billed them for, Payment Predictor will not pick it up.
AR Reminders & Hot Topics
This invoice number needs to match the
bill number
AR Reminders & Hot Topics
This reference number comes in from the invoice number of the voucher
AR Reminders & Hot Topics
Note the same reference number from the voucher
AR Reminders & Hot Topics
This is blank because the invoice number is not recognized
AR Reminders & Hot Topics
Second, add in the correct reference number
First, hit the minus button to delete the row
AR Reminders & Hot Topics
Now you see the bill info
AR Reminders & Hot TopicsOSCIP Deposits
This is a deposit from the Central Payroll Interface
AR Reminders & Hot Topics
Note the location, reference number and the payment predictor checkbox
AR Mini-TrainingINCORRECT GIRO DEPOSITS
Note the DOT GIRO Deposit. It should not go to this agency.
AR Mini Training
1. DPH determines that this is not a payment that they had billed for. They research and find out the funds do not belong to them. They put in a ticket to the CORE Helpdesk with all the information about the deposit.
2. The Helpdesk will be able to find the original voucher and will call back the agency with all the information they need to contact the originating agency and make arrangements to send the funds back by using a NON-PO Voucher.
3. The receiving agency, in this case, DPH, will direct journal this deposit with all the proper coding for Funds Awaiting Distribution (Pending Receipts).
4. This coding is: FUND: 34003, SID: 42350, and ACCOUNT: 20920
AR Mini Training
5. After the journal has been completed, a copy needs to go to the Accounts Payable department so they can create a NON-PO Voucher. They will use the correct address for the originating agency so it will go back to them as a GIRO. The Invoice on the voucher must use “GIRO” followed by the Payment ID on the deposit. They will put the information about the incorrect GIRO in the “Comments Link” and “Description” of the voucher so there will be an audit trail. Accounts Payable will use the same coding string that is on the direct journal.
6. This will be a wash for the incorrect deposit. It will not be in the receiving agency’s budget. It will show in the Pending Receipts account in the General Ledger as a debit and a credit, netting to -0-.
AR Mini-Training
The Payment ID on the deposit needs to be inserted as the invoice number on the voucher
AR Mini-Training
Look at the invoice number on this voucher, it HAS TO BE the Payment ID from the deposit.
AR Mini-Training
The originating agency will now be getting the funds back in their deposit list as a GIRO. It is up to them to ensure they direct journal the deposit with the same expenditure coding as they had on the original incorrect voucher. Once this is done, the cycle has been completed. The agency can now process their payment correctly. They should add a comment on the new voucher to tie the new payment to the incorrect one for an audit trail.
AR Mini-TrainingA CO-790S must be completed and sent to the
Office of the State Comptroller's Accounts Payable Division. A payment sent in error constitutes an overpayment and therefore requires a CO-790S, which must identify 1) the procedures that led to the issuance of the overpayment, 2) the internal controls in place at the time the overpayment was made, and 3) a description of how a recurrence will be prevented; this form must be signed by the agency head or deputy. The CO-790 will not be sent with the required CO-790S.
Questions?
Closing
Look for this presentation and meeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/
Next Meeting GL/AR/BI User Group Meeting is on January 29th
***(DON’T FORGET TO SIGN UP)
AP/PO User Group Meeting on January 31st & February 5th
Thank You for your participation
today. We hope this information proved helpful…