STATE OF CONNECTICUT STATE OF CONNECTICUT Core-CT Project Core-CT Project Financials User Group Meeting Financials User Group Meeting PO/AP PO/AP March 2006 March 2006
Dec 18, 2015
STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project
Financials User Group MeetingFinancials User Group MeetingPO/APPO/AP
March 2006March 2006
Welcome John Harnick
Reporting Michael Riggott
PO Noreen Camara
AP Cynthia Babbitt
EPM Mary Yabrosky
AgendaAgenda
Post-Meeting Discussion GroupPost-Meeting Discussion Group
• 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
We Invite You…..to stay a little longer today.We Invite You…..to stay a little longer today.
Users can call HelpDesk @ 860-622-2300, ext 1
For complex FYE and other issues, send email to
Provide more details Include screenshots Give details on specific encumbrance issues Use the same address
to request topics for future User Groups
CustomerCustomer SupportSupport
Core-CT All Users Daily Mail
March 3, 2006
DOIT has launched a new Help Desk form.DOIT has launched a new Help Desk form.
The Core-CT team urges you to submit problems and questions to the Core-CT Help Desk in this way now. Because it makes for a direct input to the existing help desk system, the new form will save time and speed your request along its way.
Here is a direct link to the Help Desk online form: http://workorder.ct.gov/ReportAProblem.aspx
New HelpDesk FormNew HelpDesk Form
1) Complete top section
2) Choose Core-CT radial button
3) Choose Financials radial button
4) Complete bottom section
5) Select Submit
6) Wait for Help Desk to contact you
1) Complete top section
2) Choose Core-CT radial button
3) Choose Financials radial button
4) Complete bottom section
5) Select Submit
6) Wait for Help Desk to contact you
New HelpDesk FormNew HelpDesk Form
860-622-2407
Financial Upgrade 8.4 8.9 Financial Upgrade 8.4 8.9
Implement November 2006
Guarantees future support from Oracle
Latest code line available
Reviewing existing modifications
Analyze new features
Upcoming Events Upcoming Events Fiscal Year End
Finalizing Processes
Publishing key dates shortly
Agency monitoring
FYE Labs available
PeopleTools Upgrade
Financial System outage weekend (week of April 22nd)
Daily Mail will be sent out
Asset Management
Labs have already begun
Assistance available through OSC
Welcome John Harnick
Reporting Michael Riggott
PO Noreen Camara
AP Cynthia Babbitt
EPM Mary Yabrosky
AgendaAgenda
A web-based reporting tool
Intended users
Access to new reports
Project Overview
Catalog of On-Line ReportsCatalog of On-Line Reports
Website
Users will access the catalog through the Core-CT home page
Select the Catalog of On-Line Financial Reports link
Catalog of On-Line ReportsCatalog of On-Line Reports
Select a report entry
Listing of Reports by Category
Catalog of On-Line ReportsCatalog of On-Line Reports
Website
Catalog 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
PO BalancePO BalanceReportReport
Catalog of On-Line ReportsCatalog of On-Line Reports
Website
Website Catalog Entry - Example
Introduction
Purpose of the ReportThe report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The report allows the user to specify agency PO business unit, date range, vendor ID, PO Remaining Balance, Obligation Remaining Balance and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated).Reminder: The Future Obligation Total must be manually adjusted for each individual PO. If a change order has been done on the PO, then the Obligation Page should be updated to reflect the change order amount as well. This report is used to monitor and review PO balance data.
Type of ReportCrystal
Legacy SAAAS/CAS ReportsSAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports / CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis – Summary
Role(s) Needed to Access the ReportsAP Report Maker and PO Report Maker
Navigation Path to the Report
Purchasing > Purchase Orders > Reports > PO Balance Report
Suggested Run TimesAd hoc
Catalog of On-Line ReportsCatalog of On-Line Reports
PO Balance Report see screenshots below
In This Field Enter Notes
* Business Unit:type Business Unit or use the lookup to select
user must enter agency PO business unit
Vendor IDtype Vendor ID or use the lookup to select
leave blank to display all vendors for specified report parametersenter vendor ID to display POs for a specific vendor ID
* From Date: type date or use the lookup to selectto display one day - enter same date in both fieldsto display a date range – enter beginning and end dateto display year to date – enter 07/01/YYYY and current date
* Through Date: type date or use the lookup to select
PO Balance Remaining: select radio buttonYes - all POs with a balance remaining (negative balances included)No - all POs with zero balance remainingAll - all POs with or without encumbrance balances
Obligation Balance Remaining: select radio button
Yes - all POs with a remaining obligation balance (negative balances included)No - all POs with zero obligation balance remainingAll - all POs with or without obligation balances
Chartfield Criteria:type chartfield(s) or use the lookup to select
select chartfield combination to display POs based on coding
Catalog of On-Line ReportsCatalog of On-Line Reports
Website Catalog Entry - Example
12/16/2005 Financials Daily Mail: 9 Chart of Accounts2 Accounts Receivable2 Accounts Payable
02/23/2006 Financials Daily Mail:3 Accounts Receivable8 Asset Management
Catalog Updates
Catalog of On-Line ReportsCatalog of On-Line Reports
12/22/2005 Financials Daily Mail:Budget Transaction Details Report modified to run by fiscal year and accounting period
01/09/2006 Financials Daily Mail:Purchase Order Balance Report now includes future obligations
Voucher Activity Report updated to clarify two column headings: Expended Amount (by criteria) and Total Paid Amt (all codes)
Catalog Updates
Catalog of On-Line ReportsCatalog of On-Line Reports
Continue to Build Catalog
Suggestions/Comments
Summary and Next Steps
Catalog of On-Line ReportsCatalog of On-Line Reports
Welcome John Harnick
Reporting Michael Riggott
PO Noreen Camara
AP Cynthia Babbitt
EPM Mary Yabrosky
AgendaAgenda
PO AgendaPO Agenda
Welcome new staff Upgrade to 8.9 – sneak preview New reporting for GL-71 PO Balance/Future Obligation Report Reminders and Topics Fiscal Year End Labs
PO Reminders & Hot TopicsPO Reminders & Hot Topics
PO Critical Reminders
Hot Topics
Tolerances are working8.9 Upgrade, Enhanced Budget Checking Fiscal Year End
PSA and POS translate values inactivatedFuture Obligation/PO Balance ReportGL-71 ReportingTake all requisitions off holdClean up POs
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekE-Procurements Main Menu for quick accessE-Procurements Main Menu for quick access
FYE PO ChecklistFYE PO Checklist
To Find Purchase Orders…
Not Fully Matched
Not Approved
In Initial Status
POs without Vouchers
POs on Hold
POs with Recv Req’d
Inquiry: Activity Summary oron drop-down box #11 on PO
EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval
Inquiry: Maintain POs>Status>Initial
EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices
EPM Query “CT_FIN_POS_ON_HOLD”
EPM Query “CT_FIN_PO_RECV_REQ”
Fiscal Year EndFiscal Year End
POs in budget error, need to fix ASAP
Blanket POs are for Services only, can’t use Blanket POs for Commodities
Missing Distribution, please don’t delete distribution lines
Accounting date and PO date must always be in the same fiscal year
Budget date on distribution and PO date must always be in the same fiscal year
Don’t override match exceptions
Please don’t budget check, let the system do it. Still having issues with double encumbrances. This happens when a PO gets budget checked two times, one by the system and one by someone at the agency doing individual budget checking or in batch
FYE 2006 PO issuesFYE 2006 PO issues
Are you having problems trying to close PO’s ?
We may have some answers for you…
POs not fully matched
Vouchers associated with the PO but not paid
Activity on PO within the last 30 days
Not checking Amount / Quantity appropriately
Fiscal Year EndFiscal Year End
DO
…Try to force POs closed, look at the message log
…Delete distribution lines
…Change coding on a distribution that has a voucher against it, add a new line instead
…Start service POs as a requisition
…Do a Change Order on a line thatis fully matched
…Track all purchase orders (open)
…Make sure POs are closed on a regular basis…
…Do Change Orders before last payment is made
…Set up POs by Amount or Quantity - NOT BOTH
…Close POs before closing Reqs
…Call to bring your close days down to 0
…Make dollar changes on Amt Only POs
DON’T
Fiscal Year EndFiscal Year End
Fiscal Year End LabsFiscal Year End LabsWhere:Where: 101 East River Dr. 101 East River Dr. East Hartford East Hartford
When:When:
April 25April 25thth Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm
April 27April 27thth Thursday 9-12pm & 1-4pm Thursday 9-12pm & 1-4pm
May 2May 2ndnd Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm
May 9May 9thth Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm
May 16May 16thth Tuesday 9-12pm & 1-4 pm Tuesday 9-12pm & 1-4 pm
May 23May 23rdrd Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm
FYE Lab
Welcome John Harnick
Reporting Michael Riggott
PO Noreen Camara
AP Cynthia Babbitt
EPM Mary Yabrosky
AgendaAgenda
41
Downloading using .ppt vs .pps (a survey)Reversal Voucher tipsCancellation Training at OSCFiscal Year End Assistance from OSCAdjustment Vouchers don’t adjust Inv/Receiving
Columns on Voucher Activity ReportWatch your processes!Finalizing on Vouchers(from OSC) Submit (CO-512) Claims Authorization Cards by 6/9/06Payment Date (on voucher) changed back to next calendar day
Hot Topics
AP Critical Reminders
AP Reminder & Hot TopicsAP Reminder & Hot Topics
42
Adj Vouchers don’t update Inventory/ReceiptAdj Vouchers don’t update Inventory/Receipt
Adjustment Vouchers don’t:
Update Quantity on Inventory Receipt
Adjust Quantity on Hand in Inventory
43
Adj Vouchers don’t update Inventory/ReceiptAdj Vouchers don’t update Inventory/Receipt
To accommodate this, enter a manual adjustment to the Quantity on Hand in the Inventory module.
AV Accounting Date
44
Adj Vouchers don’t update Inventory/ReceiptAdj Vouchers don’t update Inventory/Receipt
Verify that the manual adjustment updates the Inventory of that item appropriately by viewing the transaction history - locate the ‘050’ entry.
Accounts Payable Center allows for quick access to functionality
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekVoucher Inquiry
has been enhanced
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek
Create AP Search Criteriafor routine inquiries
AP Criteria ‘BY USER2’ uses criteria BU, Entered Date andUser ID.
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekRunning Voucher Inquiry using ‘BY USER2’ Search Criteria
You only see the criteria you identified to search on.(makes entry quicker)
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek
Results of Voucher Inquiry using ‘BY USER2’ Search Criteria – Voucher Details
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek
Results of Voucher Inquiry using ‘BY USER2’ Search Criteria - Amounts
8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekResults of Voucher Inquiry using ‘BY USER2’ Search Criteria – More Details
Results will include all columns unless you ‘Customize’ the results.
DO DON’T
Fiscal Year EndFiscal Year End
… Delete a voucher immediately after Rejecting
… Troubleshoot Budget Errors promptly
… Work with Purchasing to complete the last voucher-inform them they can now close the PO
… Manage/reconcile Adj and Reversal Vouchers (monthly)
… Manage/reconcile Inter-Agency Accounts (monthly)
… Override Matching (we cannotPost Overridden Vouchers)
… Wait until the last budget check process at FYE to process a voucher
… Call Module Leads to circumvent the HelpDesk
…Hesitate to contact us immediately if you believe your vouchers aren’t being included in a scheduled batch process (budget check/matching/etc)
Fiscal Year EndFiscal Year End
POs closed before Vouchers Processed
Payments Canceled, but no Reversals and v.v.
Too many Adjustment and Reversal Vouchers Unprocessed at Year-End
Management of Inter-Agency Accounts
Let’s Remember Last Year’s Issues…
54
Match Exceptions - Match Manager orMatch Exceptions Report)
Pending Approval - Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”
Not Budget Checked Valid or in Error - Voucher Inquiry
On Hold - EPM Query “CT_CORE_FIN_AP_VCHRS_ON_HOLD”
Control Groups Posted - Post Control Group
CT_CORE_FIN_AP_DELETED_VOUCHER
Fiscal YearFiscal Year EndEndUse online inquiries to monitor Voucher progress daily (all statuses)
55
Re: Post StatusCT_CORE_FIN_AP_VCHBDCKD_UNPOSTCT_CORE_FIN_AP_VCHRS_PD_UNPST
Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD
Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8
Use other EPM Queries at your disposal
Fiscal Year EndFiscal Year End
Welcome John Harnick
Reporting Michael Riggott
PO Noreen Camara
AP Cynthia Babbitt
EPM Mary Yabrosky
AgendaAgenda
Upgrade OverviewEPM – HRMS 8.9 Upgrade and Financial Reporting
The EPM Team will make a concerted effort to keep EPM available as much as possible for Financial reporting throughout the HRMS 8.9 upgrade during the last week in April.
Users should identify critical reporting needs during the last week in April and work with Core-CT FIN and EPM Teams to ensure needs can be met or workarounds are in place.
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade
EPM is upgrading from PTools Version 8.44 to 8.46
• Tools Upgrade is targeted for the weekend,April 21 – April 24
• EPM will not be available during Tools upgrade application
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
Changes in Functionality from 8.44 to 8.46 will be minor:
• New ‘Folder’ Navigation Options
• New Edit Hyperlink - prompts ‘Read Only’ message for Public Queries and disables the ‘Save’ command
• Order/Sort Feature command now separate commands
• ‘Preview’ Tab renamed to ‘Run’ Tab in Query Component
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
•New ‘Folder’ Navigation Options
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
New Edit Hyperlink
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
•Order/Sort Feature command now separate commands
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
•Order/Sort Feature command now separate commands
Upgrade OverviewUpgrade Overview
Upgrade OverviewEPM – 8.46 Tools Upgrade, Continued
•Preview’ Tab renamed to ‘Run’ Tab in Query Component
Upgrade OverviewUpgrade Overview
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/AM User Group Mtg 03/16/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
AR/BI/GL User Group Mtg 03/15/2006 & 03/20/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
***(don’t forget to sign up)
ClosingClosing