state of connecticut core-ct project

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAR/BI/GL AR/BI/GL

August 2005August 2005

Welcome John Harnick

GL Donna Braga

BI Arlene Dussault

AR Deb Carta

EPM Mary Yabrosky

Help Desk Supervisor

Carol “Lynne” Sheldon

IntroductionsIntroductions

4

Inventory Training UpdateInventory Training Update

Inventory Training – Wave 2Training Starts August 29Go Live is September 6

-For CME, DCF, DPS, DMR, DOL, DEPFour separate classes (role specific)Classes will be announced to Training Coordinators and SponsorsSign up in the PSFT Registration Tool

Inventory Training – Wave 3Training Starts September 26Go Live is October 3

–For DOC, DVA, MHA, DOTFour separate classes (role specific)Classes will be announced to Training Coordinators and SponsorsSign up in the PSFT Registration Tool

User Acceptance Testing

September 15 through 30

Volunteers Needed

Contact Module Lead

Go-Live

October 1, 2005

BundlesBundles

Critical Reminders & Hot Topics

Budget Reference for Budgeted Funds

General Ledger Activity Report

Budget Reference at the Legal Budget Level

Viewing Budget Carry Forward Entries

Chartfield Inheritance Changes

General Ledger Agenda

7

08/05/05 Payroll Journals

Chartfield Changes

CFSR Layouts for FY2005

Incl. Per 998 in Reporting

Budget Period 2006

Projects Go-Live –

Target-07/01/2006

Critical Reminders

Hot Topics

Updating AP Monthly Procedures

Running GL Reports to CSV

GL Activity Report Available

General Ledger

08/05/05 Payroll Entries

• Accounts Payable (OSCIP Vouchers) have been posted for the 08/05/05 pay cycle.

• GL Journal Entries have not been posted yet.

• Entries should be posted with the 08/05/05 Journal Date.

• EPM

Chartfield Changes

Remember…

• Active/InActive as of 07/01/05.

• Do not recycle values.

• Please provide replacement values.

New CFSR Layouts for FY 2005

Updating Monthly AP Procedures

Changes to the Month-End AP Close Process –(In an effort to keep KK = GL)

* We are no longer pushing budget checked/unposted vouchers into the new open period

* We are pushing vouchers not yet budget checked into the new open period

Updating Monthly AP Procedures

1st Business Day of New Month – Identify Vouchers Budget Checked/Not Posted

3rd Business Day of New Month – Correct Budget Errors and Post

3rd Business Day of New Month – * Post all Valid Vouchers

3rd Business Day of New Month – * Delete remaining Vouchers in Budget Error

* This means Reports generated on 1st Business Day may differ from Reports generated upon the GL Close.

New - Custom CSV Format

New - Custom CSV Format

New - Custom CSV Format

New - Custom CSV Format

Tip: Delete the Headings for ease of use.

GL Trial Balance Report

Budget Transaction Detail

Encumbrance Balance Report

Pre-Encumbrance Balance Report

Budgeted Funds = Bud Ref 2006

• 11000 General Fund• 12001 Transportation Fund• 12003 Banking Fund• 12004 Insurance Fund• 12006 Consumer Counsel/DPUC Fund• 12007 Workers Compensation Fund• 12009 Mashantucket Pequot & Mohegan Fund• 12010 Soldiers Saliors and Marines Fund• 12013 Regional Market Operations Fund• 12014 Criminal Injuries Compensation Fund

EPM Reporting Tools> …Schedule Query> CT_CORE_FIN_GL_BUD_REF_ERR

CT_CORE_FIN_GL_BUD_REF_ERR

General Ledger> General Reports> General Ledger Activity

General Ledger Activity

General Ledger Activity

Enter specific criteria

General Ledger Activity

Report Processing

Report Processing

Budget Reference at Legal Level

Bud Reference

• KK_ALLOT• KK_BD_ALT

• KK_AGY1, 2• KK_PRJ1, 2, 3

No Budget Reference

• KK_APPROP• KK_BD_AUTH• KK_BD_ALLC

Update Search Criteria

Update Report Run Controls

Budget Carry-Forward Entries

Budget Carry-Forward Entries

Budget Carry-Forward Entries

Chartfield Inheritance

Do Require• Fund• SID• Dept ID

Don’t Require• Program• Project• Chartfield 1• Chartfield 2• Budget Reference

Balance Sheet Accounts

Billing Example

Accounts Receivable Example

Accounts Payable Example

General Ledger Example

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10-Minute Break10-Minute Break

Billing

Critical Reminders & Hot Topics

Crediting/Adjusting a 50000 Account Bill created in FY05

Partial Payments

Online Billing Report

Recurring Bill Functionality

AgendaAgenda

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Billing closes on the 10th of each month, if a bill is in RDY Status and has an Accounting Date of the month we are closing, the bill will not be picked up in that Accounting period

Use Caution When Changing a Default Value

Critical Reminders

Hot Topics

Billing can make your job easier with Recurring Bill feature

Critical Reminders & Hot TopicsCritical Reminders & Hot Topics

Pay Method & Remit To DefaultsPay Method & Remit To DefaultsDon’t Change These Defaults!!

Crediting FY05 50000 BillsCrediting FY05 50000 Bills

Crediting FY05 50000 BillsCrediting FY05 50000 Bills

Cleaning Up Partial PaymentsCleaning Up Partial Payments

Partial Payment MonitoringFin Reporting Tools>Query>Query Manager

CT_BI_PARTIAL_OPEN_EXP_BILLS

Run this query once a month to find Items in Core that have partial payments applied

Partial Payment QueryPartial Payment Query

UnitInvoic

e Acctg DateAccoun

t Dept Fund SID ProgramBud Ref

Amount Balance

Orig Item Amt

CODM1 960 2005-04-08 50150 COD65520 11000 12037 52011 2005 -96.15 123.00 143.50

CODM1 960 2005-04-08 50800 COD65520 11000 12037 52011 2005 -17.22 123.00 143.50

CODM1 960 2005-04-08 54720 COD65520 11000 12037 52011 2005 -30.13 123.00 143.50

Report Downloaded to Excel

Once Partials are Identified – Do Your Research

Are you still anticipating payment?Contact Customer and inquire on payment of balance

Was original bill too much?Create Credit bill for remainder

Cleaning Up Partial PaymentsCleaning Up Partial Payments

Online Billing ReportOnline Billing ReportInvoice Register by Customer (BIIVC003)

Billing>Generate Invoices>Reports>Invoice Register

Online Billing ReportOnline Billing ReportChoose to sort by either Invoice Id or Customer

Online Billing ReportOnline Billing ReportCustomer

NameCustomer Number

Invoice Number

Invoice Date

Bill Source & Type Amount

Recurring Bill OptionRecurring Bill OptionCreate a Recurring Bill with a Bi-Weekly

Billing Cycle for such things as:

Leases & Rents for State Employees

Payroll Cost Recovery

Recurring Bill OptionRecurring Bill OptionCreate a Recurring Bill Template in Standard Billing with a Bi-Weekly Billing Cycle

Recurring Bill OptionRecurring Bill OptionRecurring Schedule with 26 Bills

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Month End Close – 10th of month following

Keep Accounts CurrentRun Your Aging Report

Match Your Debits and Credits

Match Your On-Account Payments to Open Items

Credit Bills for Direct Journaled Payments

Contact Your Debtors

Avoid Pending Receipts

GAAP Reporting

Critical Reminders

Hot Topics

Zero Dollar Deposits Customers must be “Active”

prior to Bill Date Helpful AR and BI Reports

Zero Dollar DepositsZero Dollar DepositsAR> Payments> Review Payments> All DepositsAR> Payments> Review Payments> All Deposits

AR> Update Receivables> Posting Results – AR> Update Receivables> Posting Results – Payments> Item Activity from PaymentPayments> Item Activity from Payment

Item Activity from PaymentItem Activity from Payment

Year End – Lessons Learned

Why Are My Deposits Stuck?

Placing Items in Dispute

Collectibles vs. Uncollectibles

Helpful Reports

Accounts ReceivableAccounts Receivable

Stay on top of your open receivables as part of your month end closing process

Match credits and bills

Match “On Account” payments and bills

Credit bills associated with direct journaled deposits

Contact your debtors for anything over 45 days and ask when you can expect to receive payment

Year End – Lessons LearnedYear End – Lessons Learned

Avoid themProcess deposits within 24-48 hours

Receive the payments “On Account” for that CustomerSee Job Aid on the Core-CT website

• http://www.core-ct.state.ct.us/user/finjobaids/2005ye.htm• Accounts Receivable/Billing - Placing Payments On Account

Pending ReceiptsPending Receipts

Identify themOSC sends list each month

EPM Reporting Tools> Query> Query Manager> CT_CORE_FIN_AR_PEND_RECEIPTS

GL> Review Journal/ Ledger Data> Ledger> Account Value “20920” and DeptID Value “XXX%” is your agency

Pending ReceiptsPending Receipts

Reclassify them if they’re yoursSSJ or Online Journal

Source is ALWAYS “DC”

Reverse the entries exactly as they appear on the Deposit

Don’t forget the cash lines when you’re changing Fund and/or SID

Move them out if they’re not yoursVoucher payable to correct recipient

Use the entries exactly as they appear on the Deposit

Pending ReceiptsPending Receipts

Audience Participation and Feedback

Year End – Lessons LearnedYear End – Lessons Learned

Payment Predictor, Journal Directly fields are grayed out on the Payments page

Check for a payment worksheet associated with your deposit

AR> Payments> Apply Payments> Update Worksheet – Delete the worksheet

Control Total and Count on the Deposit Control page don’t agree with the total and count on the Payments page

Why (and Where) Are My Deposits Stuck?Why (and Where) Are My Deposits Stuck?

The Customer you’re trying to apply payment to isn’t “Active” as of the Accounting Date on your Deposit

Customers> Customer Information> General Information – Check 3 pages on the record

General Information

Bill To Options

Address

The item you’re applying the payment against is no longer open

Compare with Aging or Receivables Activity Reports

Why (and Where) Are My Deposits Stuck?Why (and Where) Are My Deposits Stuck?

You’ve created the accounting entries on your direct journal deposit, but you haven’t checked the “Complete” box

AR> Payments> Direct Journal Payments> Create Accounting Entries

• Your deposit is in “Budget Error” statusTo find Budget Errors

Commitment Control> Review Budget Exceptions> Direct Journal

To change those accounting entriesAR> Payments> Direct Journal Payments> Create Accounting Entries

Why (and Where) Are My Deposits Stuck?Why (and Where) Are My Deposits Stuck?

Track billing disputes in Core-CT

Track payment disputes in Core-CT

Updates Aging Report

Placing Items in DisputePlacing Items in Dispute

AR> Collections> Item Information> Update Item Activity

Placing Items in Dispute - Placing Items in Dispute -

AR> Collections> Item Information> Update Item ActivityAR> Collections> Item Information> Update Item Activity

AR> Collections> Item Information> Update Item ActivityAR> Collections> Item Information> Update Item Activity

AR> Collections> Item Information> Update Item ActivityAR> Collections> Item Information> Update Item Activity

AR> Collections> Item Information> Update Item ActivityAR> Collections> Item Information> Update Item Activity

AR> Collections> Item Information> Update Item ActivityAR> Collections> Item Information> Update Item Activity

Placing Items in DisputePlacing Items in Dispute

Placing Items in DisputePlacing Items in Dispute

Follow guidelines in Comptroller’s Memo 200015http://www.osc.state.ct.us/memoarchives3/2000memos/200015.htm

At least three documented efforts should be made to collect all delinquent accounts over $25. Accounts $25 and under require only one documented attempt.

When an account has been determined as Uncollectible, Contact the Financial Services Center Unit of the Department of Administrative Services for assistance.

Collectibles vs. UncollectiblesCollectibles vs. Uncollectibles

Follow guidelines in Comptroller’s Memo 200015http://www.osc.state.ct.us/memoarchives3/2000memos/200015.htm

All accounts which are more than 30 days past due must be subjected to collection procedures.

A record must be kept for each action taken to collect an account, the name of the person taking the action, and the date the action was taken. This documentary evidence of collection efforts must be available at the agency to support classifying an account as uncollectible.

Collectibles vs. UncollectiblesCollectibles vs. Uncollectibles

Agencies are permitted to write-off amounts under $1,000 without OPM approval.

An agency must request approval from OPM to write off a receivable over $1,000 when certain criteria are met.

– A valid receivable does exist

– The receivable is past due

– The agency has complied with the "Minimum Collection Procedure" section, without success

The state agency must maintain all information relating to the receivables, which were written off.

Write-Off Uncollectible ReceivablesWrite-Off Uncollectible Receivables

Aging ReportAR> Collections> Aging Report

Gives you all open activity for a Customer

Run it weekly

AR Pending Item ReportBilling> Generate Invoices: Reproduce Report> AR Pending Item Report

Receivables Activity ReportAR> Update Receivables> Posting Results- Upd Pend Items> Receivables Activity Report

Payment Detail ReportAR> Payments> Reports> Payment Detail

Gives you all payment activity for a specific deposit

Gives you all payment activity for a specific date

Helpful ReportsHelpful Reports

Billing> Generate Invoices> Reproduce Report> AR Pending Item ReportBilling> Generate Invoices> Reproduce Report> AR Pending Item Report

AR Pending Item ReportAR Pending Item Report

AR> URAR> URAR> Update Receivables> Posting Results-Upd Pend Items> AR> Update Receivables> Posting Results-Upd Pend Items> Receivables Activity ReportReceivables Activity Report

Receivables Activity ReportReceivables Activity Report

Receivables Activity ReportReceivables Activity Report

AR> Payments> Review Payments> All DepositsAR> Payments> Review Payments> All DepositsReceivables Activity ReportReceivables Activity Report

Receivables Activity ReportReceivables Activity Report

Receivables Activity ReportReceivables Activity Report

Aging ReportAging Report

AR> Payments> Reports> Payment DetailAR> Payments> Reports> Payment Detail

Payment Detail ReportPayment Detail Report

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Customer SupportCustomer Support

Users can call Help Desk @ 860-622-2300, ext. 1

Due to the complexity of year end and other issues, users can email Core.Support@po.state.ct.us

Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2

Use the same address Core.Support@po.state.ct.us to request topics for future User Groups

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Questions?Questions?

We Invite You …… to stay a little longer today.

Need More Assistance?Need More Assistance?

We Invite You …… to stay a little longer today.

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

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/

Extra Session – AR/BI/GLUser Group Mtg September 8, 2005 9am to 12pm

1pm to 4pm

101 East River Drive, Room 1002A&B

***(don’t forget to sign up)

ClosingClosing