september 2007
DESCRIPTION
September 2007. Financials User Group Meeting. AR/BI/GL. Agenda. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta. Training. - PowerPoint PPT PresentationTRANSCRIPT
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September 2007
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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Introduction to Billing October 2nd and 16th
Advanced Billing September 27th
Announced in Daily Mails
More classes to be released in the future
Seating is Limited
Classes Fill Quickly
Schedule available at http://www.core-ct.state.ct.us/training
TrainingTraining
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Core-CT WebsiteCore-CT Website
Go to the CORE website at : http://www.core-ct.state.ct.us/Click on Financials User
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You can choose to go to the Master List or the List by Module.
If you link to the Master List, you will get a list of 9 pages of Job Aids for all Modules.If you link to By Module, you will get the next slide.
Core-CT WebsiteCore-CT WebsiteGo to the Section titled,
“Financials Job Aids”
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Core-CT WebsiteCore-CT Website
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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EPM-FAQ’s
How can I find a query to meet my needs?
All queries deployed by CORE-CT are organized in folders.
Access the folder name that correlates to the module (i.e. AP, PO, AM, AR, GL, etc.)
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EPM-FAQ’s
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EPM-Accounts Receivable
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EPM-General Ledger
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EPM-FAQ’s
Help, my Query doesn’t work!
Check your criteria Verify the validity of the table joins Log a Help Desk Ticket
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How can I see only totals on my report?
Only display the fields you need to see.
Set up all criteria in the background.
EPM-FAQ’s
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EPM
Questions?
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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Ticket Counts from 7/1/07-9/14/07
Level II HelpDeskLevel II HelpDesk
New Tickets - 555
Closed Tickets - 553
SIR Tickets - 15
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Do not try to make up your own work-arounds!This will cause issues in other modules, even though you may think you have solved your problem.
If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information.
When you call the Helpdesk, be sure that you give them all the information, such as your business unit, your name and phone number, the module that you are having trouble in, the specific Deposit ID, Journal ID, Bill, Item ID or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error.
HD RemindersHD Reminders
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You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this.
If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem.
If you are having problems with Deposits not falling off your screen, you need to check for Payment Worksheets that haven’t been completed, aren’t balanced, haven’t had accounting entries created, or haven’t been set to Batch Standard.
If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and .PDF files. If the request asks for “none,” you will get none.
Answers to Common HD QuestionsAnswers to Common HD Questions
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1) Have the screen you want to copy on your monitor2) Push the Print Screen button on your keyboard3) Minimize the application you are in4) Open a new Word document5) Right click with your mouse6) Click on “Paste”7) Save your document to a file on one of your drives8) Open a new e-mail to the addressee9) Attach the screenshot document and Send
The Helpdesk person assisting you now has the documentation to use while resolving the
problem
Creating & Saving a ScreenshotCreating & Saving a Screenshot
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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GL Agenda
Hot Topics and GL Reminders
The Life of a Transaction in GL/KK – Billing/AR
GL Mini Training: Peoplesoft Trees
The Life of a Transaction inGL/KK – Req and PO
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Hot Topics and GL Reminders
GL Reminders Process Monitor
Monthly Closing Dates
Hot Topics Effective Dated Reporting
On-Line Catalog Additions•Available Cash Trial Bal•Trial Balance of Approp•Federal Program Approp
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GL Agenda
Hot Topics and GL Reminders
The Life of a Transaction in GL/KK – Billing/AR
GL Mini Training: Peoplesoft Trees
The Life of a Transaction inGL/KK – Req and PO
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Billing Impact on Expenditures
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Billing Impact on Revenue
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Bill Creation
Navigation: Billing > Maintain Bills > Standard Billing (Tab 1)
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Accounting Distribution
Navigation: Billing > Maintain Bills > Standard Billing (Tab 3)
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Billing Impact on Expenditures
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Drill Down to the Ledger
Billing Impact on Revenue
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Billing Impact on Revenue
Drill down into theActivity Log
Ledger Drill Down
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Activity Log Drill DownActivity Log Drill Down
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Impact on the Expenditure Budget
Drill down into theLedger
Billing Impact on Expenditures
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Ledger Drill Down
Drill Down into theActivity Log
Ledger Drill Down
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Activity Log Drill DownActivity Log Drill Down
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Drill Down into The Ledger
Collected Revenue
Navigation: Commitment Control > Review Budget Activities > Budget Details
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Drill Down into theActivity Log
Ledger Drill Down
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Activity Log Drill Down
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Accounting Entries
Navigation: Billing > Review Billing Information > Review Entries by Invoice
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• Billing and AR impact to General Ledger
• Detail Ledger information available in reporting
General Ledger Activity
Navigation: General Ledger > General Ledger Reports > Ledger Activity
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GL Agenda
Hot Topics and GL Reminders
The Life of a Transaction in GL/KK – Billing/AR
GL Mini Training: Peoplesoft Trees
The Life of a Transaction inGL/KK – Req and PO
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GL Mini Training
Core-CT Trees
Hierarchical organization of values
Defines the State’s reporting structures
Effective Dated Trees in reporting
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Level 1 – Entire State
Level 2 – Entire Agency
GL Mini Training
Core-CT Tree Levels
Navigation: Fin Tree Manager> Tree Viewer
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GL Mini Training
Level 3 – Agency Summary
Level 4 – Agency Detail Values
Core-CT Tree Levels
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GL Mini Training
Navigation: General Ledger > General Reports > Flexible Ledger Analysis
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GL Mini Training
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GL Agenda
Hot Topics and GL Reminders
The Life of a Transaction in GL/KK – Billing/AR
GL Mini Training: Peoplesoft Trees
The Life of a Transaction inGL/KK – Req and PO
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Purchasing Impact on Commitment Control
Purchasing Impact onCommitment Control
Navigation: Commitment Control > Review Budget Activities > Budget Details
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RequisitionRequisition
Navigation: eProcurement > Create Requisition
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Req Accounting DistributionReq Accounting Distribution
Navigation: eProcurement > Manage Requisitions
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Pre-Encumbrance ReportPre-Encumbrance Report
Navigation: Commitment Control> Budget Reports> Pre-Enc/Enc Report
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Pre-Encumbrance ReportPre-Encumbrance Report
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PO Accounting DistributionPO Accounting Distribution
Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders
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Budget StatusBudget Status
Navigation: Commitment Control> Budget Reports> Budget Status Report
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Encumbrance BalanceEncumbrance Balance
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Voucher Accounting DistributionVoucher Accounting Distribution
Navigation: Accounts Payable > Review Accounts Payable Info > Voucher > Accounting Entries
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Budget Transaction DetailBudget Transaction Detail
Navigation: Commitment Control> Budget Reports> Budget Status Report
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Requisition > PO > VoucherRequisition > PO > Voucher
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Flexible Ledger AnalysisFlexible Ledger Analysis
Navigation: General Ledger> General Reports> Flexible Ledger Analysis
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Flexible Ledger AnalysisFlexible Ledger Analysis
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Flexible Ledger AnalysisFlexible Ledger Analysis
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Expenditure Impact on GLExpenditure Impact on GL
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Ledger Activity ReportLedger Activity Report
Navigation: General Ledger> General Reports> Ledger Activity Report
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Expenditure Impact on GLExpenditure Impact on GL
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Questions ?
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Coffee Break
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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Billing Agenda Critical Reminders Hot Topics Billing Batch Processes
What are they? What do they do? When do they run?
ST/ET Coding Mini-Training: Grant Transfer Bills,
Payments and Refunds
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BI Reminders and Hot Topics
Critical Reminders
ET – Expenditures, State Agencies onlyST - Revenues, State Agencies onlyGT – Grant Transfers, State Agencies onlyFED – Federal agencies onlyEXT – External customers only
Changes to Customer Information and the impact to existing Bills and/or Bill Templates
Hot Topics
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Bill Types and AR AccountsBill Types and AR Accounts
• ET – Expenditures, State Agencies only• ST - Revenues, State Agencies only• GT – Grant Transfers, State Agencies only
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Bill Types and AR AccountsBill Types and AR Accounts
• FED – Federal agencies only
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Bill Types and AR AccountsBill Types and AR Accounts
• EXT – External customers only
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Bill Types and AR AccountsBill Types and AR AccountsSummary and Detail GAAP Fund Consolidation Trial Balance Report
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Updating Customer InformationUpdating Customer Information
Customers> Customer Information> General Information
Ensure that any changes to Customer Information has been updated to any existing Bills or Bill Templates (Installment/Recurring)
Customer StatusCustomer Address Location SequencesBill To/Ship To/Sold To StatusEffective Dating
Finalize and Print Invoice will process to ERROR if any existing Bills or Bill Templates are not updated
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Updating Customer InformationUpdating Customer Information
• Address Location Sequence 1 has been Inactivated for DPWM1, Customer 6
• Address Location Sequence 2 was added and is the new Active Address for DPWM1, Customer 6
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• Locate all existing Bills and Bill Templates related to the Customer that was updated.
• On the Header –Info 1 page, click the Address hyperlink to access to Address Info
Updating Customer InformationUpdating Customer Information
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• Address Location points to Inactive Address Location Sequence 1
• Use the Look-Up Icon to choose the updated Address Location Sequence 2 – Notice the Address Info is populated
Updating Customer InformationUpdating Customer Information
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Billing Batch ProcessesBIJOB01BIJOB01Finalize 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
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BI Job AidsFor Collections Generating Customer Statements
Dunning Letter Process
For Adjusting Bills
Adjusting Selected Bill Lines
For Other Reasons Troubleshooting the Invoice Reprint
Process
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ST / ET Coding
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ST / ET Coding
Option 1: Change your account code
Option 2: Change your Bill Type
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BI Mini Training
Grant Transfers
Pass Through
Federal or Private
Receivable or Advance Funded
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Pass FromFrom Agency Receives Funds
from External Source
Pass FromFrom Agency Notifies OSC and Pass ToTo Agency
OSC Creates APPROP and ALLOT
Budgets for Pass FromFrom Agency
Pass ToTo AgencyBills Pass FromFrom
Agency for Funds
Pass FromFrom Agency Creates Voucher to
Pass ToTo Agency
Pass ToTo Agency Receives Funds and
Applies Payment to Bill
OSC Creates APPROP and ALLOT
Budgets for Pass ToTo Agency
Refund – Pass FromFrom Agency
Bills Pass ToToAgency for Unexpended
Balance
Pass FromFrom Agency Receives Funds and
Applies Payment to Bill For Unexpended
Balance
Mini Training: Grant Transfer
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Pass FromFrom Agency Receives Funds
from External Source
Pass FromFrom Agency Notifies OSC and Pass ToTo Agency
OSC Creates APPROP and ALLOT
Budgets for Pass FromFrom Agency
Pass ToTo AgencyBills Pass FromFrom
Agency for Funds
Pass FromFrom Agency Creates Voucher to
Pass ToTo Agency
Pass ToTo Agency Receives Funds and
Applies Payment to Bill
OSC Creates APPROP and ALLOT
Budgets for Pass ToTo Agency
Refund – Pass FromFrom Agency
Bills Pass ToToAgency for Unexpended
Balance
Pass FromFrom Agency Receives Funds and
Applies Payment to Bill For Unexpended
Balance
Mini Training: Grant Transfer
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Billing> Maintain Bills> Standard Billing> Add New Value
Mini Training: Grant Transfer
Prompts the User to insert the CFDA CFDA number – not the SID or a description – of the grant you are receiving.
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Mini Training: Grant Transfer
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All Grant TRANSFER BILLS will have these elements in common: All Grant TRANSFER BILLS will have these elements in common: ◊ GT Identifier – GT_47100 or GT_47200GT Identifier – GT_47100 or GT_47200◊ CFDA# Description – from Federal Programs ReportCFDA# Description – from Federal Programs Report◊ Account - 47100 or 47200, depending on funding sourceAccount - 47100 or 47200, depending on funding source
Mini Training: Grant Transfer
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Pass FromFrom Agency Receives Funds
from External Source
Pass FromFrom Agency Notifies OSC and Pass ToTo Agency
OSC Creates APPROP and ALLOT
Budgets for Pass FromFrom Agency
Pass ToTo AgencyBills Pass FromFrom
Agency for Funds
Pass FromFrom Agency Creates Voucher to
Pass ToTo Agency
Pass ToTo Agency Receives Funds and
Applies Payment to Bill
OSC Creates APPROP and ALLOT
Budgets for Pass ToTo Agency
Refund – Pass FromFrom Agency
Bills Pass ToToAgency for Unexpended
Balance
Pass FromFrom Agency Receives Funds and
Applies Payment to Bill For Unexpended
Balance
Mini Training: Grant Transfer
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Mini Training: Grant TransferAll Grant All Grant TRANSFER VOUCHERSTRANSFER VOUCHERS will have these elements in common: will have these elements in common: ◊ GT Invoice Number – from the bill receivedGT Invoice Number – from the bill received◊ CFDA# Description – from Federal Programs ReportCFDA# Description – from Federal Programs Report◊ Account - 55110 for granting fundsAccount - 55110 for granting funds
The User to insert the CFDACFDA number – not the SID or a description – of the grant you are giving.
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Mini Training: Grant Transfer
Pass FromFrom Agency Receives Funds
from External Source
Pass FromFrom Agency Notifies OSC and Pass ToTo Agency
OSC Creates APPROP and ALLOT
Budgets for Pass FromFrom Agency
Pass ToTo AgencyBills Pass FromFrom
Agency for Funds
Pass FromFrom Agency Creates Voucher to
Pass ToTo Agency
Pass ToTo Agency Receives Funds and
Applies Payment to Bill
OSC Creates APPROP and ALLOT
Budgets for Pass ToTo Agency
Refund – Pass FromFrom Agency
Bills Pass ToToAgency for Unexpended
Balance
Pass FromFrom Agency Receives Funds and
Applies Payment to Bill For Unexpended
Balance
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Mini Training: Grant TransferAll Grant All Grant REFUND BILLSREFUND BILLS will have these elements in common: will have these elements in common: ◊ GT Identifier – GT_47100 or GT_47200GT Identifier – GT_47100 or GT_47200◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 47100 OR 47200Account - 47100 OR 47200
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Mini Training: Grant Transfer
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Mini Training: Grant Transfer
Pass FromFrom Agency Receives Funds
from External Source
Pass FromFrom Agency Notifies OSC and Pass ToTo Agency
OSC Creates APPROP and ALLOT
Budgets for Pass FromFrom Agency
Pass ToTo AgencyBills Pass FromFrom
Agency for Funds
Pass FromFrom Agency Creates Voucher to
Pass ToTo Agency
Pass ToTo Agency Receives Funds and
Applies Payment to Bill
OSC Creates APPROP and ALLOT
Budgets for Pass ToTo Agency
Refund – Pass FromFrom Agency
Bills Pass ToToAgency for Unexpended
Balance
Pass FromFrom Agency Receives Funds and
Applies Payment to Bill For Unexpended
Balance
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Mini Training: Grant TransferAll Grant All Grant REFUND VOUCHERSREFUND VOUCHERS to the STATE Grantor will have these to the STATE Grantor will have these elements in common: elements in common: ◊ GT Identifier – from the Grantor’s billGT Identifier – from the Grantor’s bill◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 55110Account - 55110
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Mini Training: Grant TransferAll Grant All Grant REFUND VOUCHERSREFUND VOUCHERS to the FEDERAL Grantor will have these to the FEDERAL Grantor will have these elements in common: elements in common: ◊ GT Identifier – from the Grantor’s billGT Identifier – from the Grantor’s bill◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 55040Account - 55040
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Questions ?
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Welcome John Harnick
EPM Barb Jacius
Help Desk Lynn Sheldon
GL Donna Braga Joan Skripol
Billing Deb Carta Chris Marchese
AR Deb Carta
AgendaAgenda
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Accounts Receivable Critical Reminders Hot Topics EPM queries
To identify refunds of expenditures, and refunds of prior year expenditures
To reconcile for the SEFA Report
Maintenance worksheets - non-matching accounting distributions
MINI-TRAININGMINI-TRAINING Federal Program Appropriation Report – CTGLR122
Best PracticesBest Practices – some clever ways users have made Core-CT work for them
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AR Reminders and Hot Topics
Critical Reminders
Maintenance Worksheets – change made for matching accounting distributions Complete review of Federal grants for Statewide Single Audit (SEFA)Review open items older than 7/1/2006 – close or collect
Close out your On Accounts (OA’s) each monthClean up your Pending Receipts each monthUse Conversations to document changes to an item
Hot Topics
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Maintenance Worksheets
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Maintenance Worksheets
Hint 1:Hint 1: OA’s can only be matched with bills coded to Pending Receipts
Hint 2:Hint 2: Review bill entries before attempting to match debits and credits
Hint 3:Hint 3: If the items are associated on the Aging Report, their accounting entries are the same
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EPM QueriesFor SEFA CT_CORE_FIN_FED_GRANT_EXP
For Refunds of Expenditures CT_CORE_AR_ACCT_DISTRIB_50000
For Refunds of Expenditures, Revenues CT_CORE_AR_ACCT_DISTRIB
For Researching Pending Receipts
CT_CORE_FIN_AR_PEND_RECEIPTS
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AR Job AidsFor SEFA Reconciling Grant Expenditures for
SEFA
Federal Program Appropriations Report (CTGLR122)
For OA’s Closing Out an On Account (OA) Ite
m
For Write Off’s
Write-Off Uncollectible Receivables
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Best PracticesBest Practices
Send your agency’s best practices to Module Lead
Describe your process comprehensively
Illustrate the savings of time and effort
Attach documentation
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Best PracticesBest Practices DOTM1DOTM1
Tie Journal Sheets to Deposits Use Journal Sheet # as part of Payment ID Run EPM query to subtotal by Journal Sheet #
Reconcile Accounts Receivable using Aging Report Invoice Register Payment Detail
TRBM1TRBM1 Tie Payments from Towns to Deposits
Use Town Number as part of Payment ID Run EPM query to subtotal by Town Easier to reconcile unbilled revenues
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MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
What?
Shows the carry forward, adjustments to appropriation, total appropriation, expenditures, and continued appropriation, subtotaled by SID for a CFDA or range of CFDAs.
Why? Monitor and review budgetary activity for Federal Grants. The
report can be sorted and subtotaled by chartfield. It runs in both PDF and CSV (MS Excel) format simultaneously.
How? Specify a range of CFDA numbers within a Federal Fund, or a
range of SID’s
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Who? Central GL Approver, Central GL Reviewer, Central GL Sys
Tech Resource, Agency GL Approver, Agency GL Reviewer, Agency GL System Tech Resource, Fiscal Administrative Reviewer
Where? Commitment Control > Budget Reports > Federal Program
Appropriations
When? Available now!
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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The report can be run without CFDA values … The report can be run without CFDA values …
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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The report can be run with CFDA values ... The report can be run with CFDA values ...
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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Select the SQR Report Process Type ... Select the SQR Report Process Type ...
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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Report output is in both PDF and CSV ... Report output is in both PDF and CSV ...
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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Sample of PDF output ... Sample of PDF output ...
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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Sample of CSV output ... Sample of CSV output ...
MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
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MINI TRAINING: CTGLR122 – Federal Program Appropriations Report
Fund 12060 and 12062
Limited Scope Agencies (LSA’s) not
transacting in these funds cannot use this report
Community Colleges State Universities Quasi-public agencies
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Questions ?
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Closing
Look for this presentation and meeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/
PO/AP User Group Meeting September 26th
AR/BI/GL User Group Meeting September 27th
***(DON’T FORGET TO SIGN UP)
Thank You for your participation
today. We hope this information proved helpful…
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Post-Meeting Discussion GroupPost-Meeting Discussion Group
We Invite You…..to stay a little We Invite You…..to stay a little longer today.longer today.Question and answer session using your “live” data on the Core-CT Production Website following User Group
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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Short Break