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.





Aid


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)





Aid


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







Aid


Payroll Reconciliation Job AidPayroll Reconciliation Job Aid

Payroll Reconciliation Job AidPayroll Reconciliation Job Aid


• 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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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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Brings you back to Process Scheduler Request

Click OK

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• Look for Process Instance number so you know job was dispatched

• click on your Process Monitor link

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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


• 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


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



http://www.core-ct.state.ct.us/user/finjobaids/gl.htm


http://www.core-ct.state.ct.us/fin2/billing/Default.htm

http://www.osc.state.ct.us/manuals/






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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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1 2 3 4 5 6

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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



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


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”


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


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Project Overview

System performance

Low maintenance

Security / Roles


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WebsiteUsers will access the catalog through the Core-CT home page

Select the Catalog of On-Line Financial Reports link


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WebsiteHome page

Select a report category


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WebsiteListing of Reports by Category

Select a

report entry


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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


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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


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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


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Website

Catalog Entry – Example (Example of Report Output)


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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


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Continue to build catalog

Tips and Tricks

Volunteers

Summary and Next Steps


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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

Financials User Group Meeting BI/AR/GL November 2005

Documents

kkledger details

kk ledger details

role of ct epm user

gl period

budget reference errors

timing epm

epm queries

partial payments appliedpath