state of connecticut core-ct project
DESCRIPTION
STATE OF CONNECTICUT Core-CT Project. Financials User Group Meeting PO / AP March 2005. Agenda. Purchasing Reminders and Updates SP2 Impacts Shipping Charges in PO/AP [ BREAK ] Accounts Payable Reminders and Updates SP2 Impacts EPM SP2 Impacts. FYE 04/05 - Proposed Dates for PO/AP. - PowerPoint PPT PresentationTRANSCRIPT
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STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project
Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP
March 2005March 2005
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PurchasingReminders and UpdatesSP2 ImpactsShipping Charges in PO/AP
[ BREAK ]
Accounts PayableReminders and UpdatesSP2 Impacts
EPMSP2 Impacts
AgendaAgenda
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FYE 04/05 - Proposed Dates for PO/APFYE 04/05 - Proposed Dates for PO/APNOTE: These dates are TENTATIVE - to be confirmed
Purchase Orders including requisitions,Change Orders, POs encumbering PSAs,POS Contracts, Rents Must be ‘Dispatched’
Friday, June 17, 2005
Monday, June 20, 2005 All PO Vouchers must be Budget Checked ‘Valid’
Friday, June 24, 2005 All Voucher Payment Cancellations must bereceived at OSC
Wednesday, June 22, 2005All NON-ROLLING Pos must be closed and Budget Checked ‘Valid’
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FYE 04/05 - Proposed Dates for PO/APFYE 04/05 - Proposed Dates for PO/APNOTE: These dates are TENTATIVE - to be confirmed
Friday, July 8, 2005All 2005 Spreadsheet Journal Transactions must be Budget Checked ‘Valid’
Monday, July 18, 2005 Carry Forward FY2005 Budgets are available
Wednesday, June 29, 2005
Tuesday, June 28, 2005 All Voucher Payments to towns must beBudget Checked ‘Valid’
All Non-PO Vouchers must be Budget Checked ‘Valid’
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AcknowledgementsAcknowledgements
• SP2 User Acceptance Testing Participants
• SP2 User Validation• Billing User
Acceptance Testing Participants
• Billing User Validation
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PO Accounting Entries
PO Close Voucher Warning
PO UpdatesPO Updates
Critical Reminders
Up and Coming
Bundles/PatchesVolunteers for ValidationYear-End Labs
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Q: Is this PO Encumbering Funds in the Current Budget Period?
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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Q: Is this PO Encumbering Funds in the Current Budget Period?
A: Yes. See entry for Budget Period 2005.
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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Q: Is this PO Encumbering Funds in the Current Budget Period?
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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Q: Is this PO Encumbering Funds in the Current Budget Period?
A: No. Budget Period for all transactions is 2004.
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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Q: Is this PO Encumbering Funds in the Current Budget Period?
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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Q: Is this PO Encumbering Funds in the Current Budget Period?
A: No. Encumbrances for Budget Period 2005 have been fully reversed.
PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries
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PO Close Voucher WarningPO Close Voucher Warning
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Mini-TrainingMini-Training ~ Shipping Charges ~ Shipping Charges
XXXM1
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Mini-TrainingMini-Training ~ Shipping Charges ~ Shipping Charges
XXXM1
Only when you are getting one shipment
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Mini-TrainingMini-Training ~ Shipping Charges ~ Shipping Charges
30.0000 1.00000
30.0000
XXXM1
When you don’t know how many shipments you’ll get
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Creating TEPF Vouchers AP SP2 Impacts FYE Preparation Telecom Funds
AP UpdatesAP Updates
Critical Reminders
Up and Coming
Future Bundles/Patches Year-End Labs
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Creating TEPF VouchersCreating TEPF Vouchers
What is TEPF?
TaxExempt ProceedFunds
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Creating TEPF VouchersCreating TEPF Vouchers
XXXM1
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Creating TEPF VouchersCreating TEPF Vouchers
XXXM1
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Creating TEPF VouchersCreating TEPF Vouchers
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Creating TEPF VouchersCreating TEPF Vouchers
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The Service Pack 2 upgrade has changed Accounts Payable functionality in the following ways. WLAs (available online through Core-CT help menus) are being updated to reflect the new procedures.
1. Users will no longer be able to add or delete Voucher Distribution lines on a PO Voucher.
2. Users will no longer be able to delete Invoice lines on a PO Voucher. Use the Worksheet Copy option to create a Voucher from the PO or Receiver, then select the lines to copy onto the voucher.
3. When clicking the Finalize PO icon on the voucher entry page, the system will confirm with a prompt. This prompt is not functioning correctly.
4. The process of creating a Voucher from multiple POs is not functioning correctly. Until further notice, DO NOT use this functionality.
AP SP2 ImpactsAP SP2 Impacts
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1. You can no longer Add or Delete PO Voucher Distribution Lines.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
•Distribution changes should be made on the PO whenever possible.
•You may use $0.00 amounts for distributions that are not being used.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Example: PO Voucher
Use a $0.00 Amount for *Dist by: Amt.
Use a [blank] Quantity for *Dist by: Qty.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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WARNING: What goes up, will NOT come down.
DO NOT INCREASE AMT or QTY on Voucher Distribution
The encumbrance on PO Distr. Line 1 will NOT be Reversed.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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WARNING: What goes up, will NOT come down.
DO NOT INCREASE AMT or QTY on Voucher Distribution
Instead, change the coding on another line.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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4. You CAN still update a price if it is within PO tolerances
Adjust the Invoice Line and Distribution to reflect the change
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
2. You can no longer Delete PO Voucher Invoice Lines.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
Instead, use the Worksheet Copy Option to Select Lines for payment.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
PO Receipt
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Select PO/Receipt Schedule Lines for Payment
Hint: Design POs that are easily paid according to Schedule Lines.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
3. You have the option to Finalize the PO from the Voucher.
The system prompts with a warning. If you select “ NO”….
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
The system TURNS ON the Finalize option regardless.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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Accounts Payable> Vouchers> Entry> Regular Entry
Use the “Undo Finalize” icon to Turn OFF the Finalize option.
AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
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AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes
Problem: Until further notice, DO NOT
Create a Voucher from Multiple POs.
If you do …
You might not be able to save the voucher
The voucher might not reverse the encumbrance correctly
You might have to close the PO
We are working to learn the details of this problem, and will update you in a Daily Mail as soon as possible.
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Match Exceptions (Match Manager orMatch Exceptions Report)
Pending Approval (Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”)
Not Budget Checked (Voucher Inquiry)
In Budget Error (Voucher Inquiry)
On Hold (EPM Query “CT_VCHRS_ON_HOLD”)
Control Groups Posted (Post Control Group)
AP FYE PreparationAP FYE Preparation
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Unposted Vouchers CT_AP_VCHRS_UNPOSTED
Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED
Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD
Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8
EPM Queries-
AP FYE PreparationAP FYE Preparation
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Run Budget Status Report
Run Transaction Details (AP trans only)
Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8
(by specific code or %)
Use other EPMs /Inquiries to troubleshoot
AP FYE PreparationAP FYE Preparation
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SP2 - EPM HIGHLIGHTS
• Fixes
• Enhancements
EPM SP2 ImpactsEPM SP2 Impacts
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Fixes
New Window Hyperlink
Download to Excel Multiple Times
EPM SP2 ImpactsEPM SP2 Impacts
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New Window Hyperlink
EPM SP2 ImpactsEPM SP2 Impacts
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Download to Excel Multiple Times
EPM SP2 ImpactsEPM SP2 Impacts
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Enhancements
Advanced Query SearchRun to HTML HyperlinkRun to Excel HyperlinkCreate FoldersAdd to Favorites Copy Query to Another UserReorder Criteria
EPM SP2 ImpactsEPM SP2 Impacts
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Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink
EPM SP2 ImpactsEPM SP2 Impacts
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Advanced Query Search
EPM SP2 ImpactsEPM SP2 Impacts
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Advanced Query Search
EPM SP2 ImpactsEPM SP2 Impacts
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Create Folders / Add to Favorites / Copy Query to Another User
EPM SP2 ImpactsEPM SP2 Impacts
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Copy Query to Another User
EPM SP2 ImpactsEPM SP2 Impacts
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Reorder Criteria
EPM SP2 ImpactsEPM SP2 Impacts
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Reorder Criteria
EPM SP2 ImpactsEPM SP2 Impacts
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EPM Query Labs
Core-CT Home Page
Course EPM101
http://www.core-ct.state.ct.us/epm/
Schedule of EPM Help labs
EPM SP2 ImpactsEPM SP2 Impacts
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Questions?Questions?
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for your
participation today. We hope this information proved helpful…
Look for this presentation and meeting Q & As on the Core-CT Website www.core-ct.state.ct.us/
Next Meeting – PO/AP Extra Session Date – March 14, 2005 1-4 pm
101 E. River Drive, Room 4214 A & B (don’t forget to sign up)
ClosingClosing