state of connecticut core-ct project
DESCRIPTION
STATE OF CONNECTICUT Core-CT Project. Financials User Group Meeting AR/BI/GL August 2005. Welcome John Harnick GL Donna Braga BI Arlene Dussault AR Deb Carta EPM Mary Yabrosky. Introductions. Help Desk Supervisor Carol “Lynne” Sheldon. - PowerPoint PPT PresentationTRANSCRIPT
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
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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
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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 [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
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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