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1 State of Connecticut Project Costing and Customer Contracts.

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1 1 State of Connecticut Project Costing and Customer Contracts

2 2 Table of Contents 1.PC/CA OverviewPage 3 2.Creating a ProjectPage 6 3.IntegrationPage 22 4.Commitment ControlPage 35 5.Custom Project UploadPage 39 6.eProcurementPage 43 7.PurchasingPage 47 8.Accounts PayablePage 51 9.Asset ManagementPage General LedgerPage HRMSPage AllocationsPage Customer ContractsPage BillingPage Accounts ReceivablePage Additional InformationPage 90

3 3  In Project Costing, a project is an identifier for cost collection and for monitoring the progress and status for a product or service.  Detail Projects include Activities. Activities are specific tasks associated to a Project where transactional data gets recorded and monitored (i.e. contractual expenses, incidental costs). Activities are specific tasks associated to a Project where transactional data gets recorded and monitored (i.e. contractual expenses, incidental costs).  Summary Projects do not include Activities and are used for grouping Detail Projects to identify project relationships for reporting and tracking purposes.  Template Projects, which are created during an agency implementation, are reusable to populate new Detail Projects with preset standard information such as Project Type, Project Status and Activities. Templates reduce redundant keyboard entry for common project attributes. Project Costing - PC

4 4  Customer Contracts represent an agreement between a state agency and the customer that they are billing, which could be another State agency, a Federal agency, or a third party.  Customer Contracts come in two classifications: Standard and Government. The classification type determines the degree of functionality available. The main difference between a Government and a Standard classification is the Government classification allows for the entry of awarded and funded amounts, and Standard does not. Customer Contracts - CA

5 5 Security  Based on permission lists attached to roles and the requirements of agencies, Core-CT created multiple roles to access specific pages and functionality.  For a list of PC and CA roles and access, see the Role Handbook for Financials: > Agency Security Liaison> Role Handbook for Financials  Core-CT utilizes Integration Broker - Application Messaging. CT_WEB_SERVICES, a custom Permission List, was created to include delivered and custom Service Operations entered on the Web Services page. This Permission List is necessary to allow transactions created by a user to get messaged to other applications (i.e. FN to HR).

6 6 Project Costing: Creating a Project  With Project Costing, Core-CT allows users to set up new Project IDs. These are available upon creation, unlike other new Chartfield values which must be submitted centrally for entry.  Core-CT has users create new Project IDs from templates to eliminate the entry of redundant data and for ease of use.  Many of the project pages are optional.  To Add/Find an Existing Project navigate to: Project Costing> Project Definitions> General Information

7 7 Create Detail Project

8 8  Agencies select predefined Project Templates to create Detail Projects.  The Start Date is used to trigger multiple effective dates within the new project.

9 9  The Description, Integration, Project Type, and Project Status fields default from the Project Template.  The Description field default will need to be overwritten with the title for the Project ID.  The Start Date defaults from the New Start Date field from the Create Project From Template page.  The End Date is calculated based on the time-span on the template. General Information Page

10 10 General Information Page  Edits to the page are made by user to data defaulted from template.

11 11 Project Activities  This Activity defaulted from the template. Additional Activities may be added to the Project.  The Start Date defaulted from New Start Date field from the Create Project From Template page. The End Date defaults from the calculated time span on the template.

12 12 Project Costing Definition  Page access given for Project Utilities and Enforce Team functionality.

13 13 Customization: Enforce Team Functionality  If Enforce Team is set to Do Not Enforce – Team Members associated to the project are for reporting purposes only.  If Enforce Team is set to Project Team Only – Only the Team Members associated to the project will be allowed to enter a combo code to this project on their timesheet.  Effective dates are very important in Enforce Team functionality. For specific information see the Team Member Functionality job aid: Financials User> Project Costing> Project Costing Job Aids> Team Member Functionality  Combo codes are customized to allow Chartfield 1 to be an Activity for Project Costing using agencies, as the Activity Chartfield is missing from the combo build process.  Application Messaging was modified to allow for the Enforce Team Effective Date and Team Scheduling dates to be captured in Human Resources.

14 14 Project Team - Team Detail  Enter and select Notify for Status Change to have employee receive notification.

15 15 Project Team  Core-CT does not recommend attaching Employees to a Template. The ability to delete team members on the detail project has been removed so that prior period payroll adjustments are not compromised. Team members can be inactivated through the use of the End Date.  Once a detail project is created from a Template an employee can be added by entering their Employee ID.  notification for Status Changes (requires set up in the Project Type Status Path configuration), ID, and Notify for Status Change checked.  A Project Role is required. If Project Manager is selected as the role, that employee will display on the Manager page.

16 16 Manager  The Team Member with the Project Manager checked displays on the Manager page.  There can be only one Project Manager on a project at any given time. Based on the data below a new Manager can be assigned as of 07/01/2099.

17 17 Location  Location page is optional. Location Codes are configured as required by agencies. Users can enter or select a Location Code and upon Save, the Address information will default. Location is for reporting purposes only.

18 18 User Fields  The User Fields page is optional. User Fields are free form fields. Each agency can come up with their own mapping for what each field represents. User Fields are for reporting purposes only.

19 19 Rates  In Core-CT, a Project ID gets attached to a Customer Contract along with a Rate Set or Rate Plan. The Rates page is a view of that association. In this example, the project has not been attached to a Customer Contract.

20 20 Rates  An example of the Rates page where a Project has an associated Customer Contract.

21 21 Asset Integration Rules  Asset Integration Rules are required if an Agency is integrating the costs of a Project to an Asset. This is used for infrastructure-type assets, e.g., a Project is the construction of a new building that when completed will need to be captured in the Asset Management module.

22 22 Integration  The following slide shows Project Costing (PC) and Customer Contracts (CA) integration with other Core-CT modules.  Since PC and CA are integrated with other modules, errors in coding or amounts need to be corrected in the source modules (where possible) to correct the data for consistency/reconciliation throughout Core-CT.  The PROJ_RESOURCE table pulls in approximately 150 fields of detail from other modules. The transaction specifies which fields get populated.

23 23 Blue: Analysis Type Green: Batch process Purple: Application messages

24 24 Integration Broker Application Messaging  Integration Broker is a middleware technology that performs asynchronous and synchronous messaging among internal systems. These processes include defining services and service operations, messages, queues, nodes, routings, and transformations.  Services are used to logically group a set of service operations.  Service operations contain the processing logic for an integration and determine how the integration is to be processed (synchronously or asynchronously).  Messages provide the description of the data being sent, including fields and field lengths. Messages need to be set up exactly the same in HR as they are in FN.

25 25 Integration Broker Application Messaging  Queues are used to queue service operations for processing.  Node definitions define the locations to or from which messages can be routed.  Routings specify the direction of the integration (inbound or outbound).  Core-CT uses both single sync and full sync functionality. For instance, PROJECT_SYNC messages Project Record data to HR upon create/save of a project by the user. PROJECT_FULLSYNC is run centrally and truncates the HR PROJECT record and messages the entire FN PROJECT record data.  Some security set up is required to allow users to Message data.

26 26 Application Messages used by Core-CT Project Costing ACTUAL_TIME_BATCH_ADDHR to FN BUS_UNIT_PC_SYNCFN to HR CT_PROJ_ENFORCE_FULLSYNCFN to HR Custom CT_PROJ_ENFORCE_SYNCFN to HR Custom PERSON_BASIC_SYNCHR to FN PROJECT_ACTIVITY_FULLSYNCFN to HR PROJECT_ACTIVITY_SYNCFN to HR PROJECT_FULLSYNCFN to HR PROJECT_STATUS_DEFN_SYNCFN to HR PROJECT_STATUS_FULLSYNCFN to HR PROJECT_STATUS_SYNCFN to HR PROJECT_SYNCFN to HR PROJECT_TEAM_FULLSYNCFN to HR PROJECT_TEAM_SYNCFN to HR RESOURCE_CAT_SYNCFN to HR RESOURCE_SUB_CAT_SYNCFN to HR RESOURCE_TYPE_SYNCFN to HR

27 27  Includes Version and Message Type  The expanded record on the message displays the fields set up to sync over to HR. The checks represent the fields that will be sent. Message Setup for PROJECT_SYNC

28 28 Service Operation  Routings tab includes: Sender Node, Receiver Node, Direction and Status  General tab includes: Operation Type, Version, Status and Queue Name Setup for PROJECT_SYNC

29 29 Queue  This queue holds all of the Project related application messages. Setup for PROJECTS_SETUP

30 30 Commonly Used Analysis Types  Analysis Types identify different types of transactions, such as budget amounts, actual costs, and billed costs.  Navigation: Set Up Financials/Supply Chain> Product Related> Project Costing> Transaction Options> Analysis Types Analysis Type DescriptionUse ACTActuals Accounts Payable Voucher BAJ Billing Adjustment Billing Invoice BD1 Total Cost Budget Commitment Control Budget Journal BIL Billable Amount CA-Billable row created via pricing BLD Billed Amount Billable to Billed row via finalization CCA Commitment Adjustment Purchasing-Balance on closed PO COM Commitment Including PO & Sub Contract Purchasing-PO Encumbrance CRV Commitment Reversal Purchasing-PO Encumbrance reversal FRG Fringe Allocation Allocations-Reallocate Fringe GLE General Ledger Expense General Ledger Adjustment (5% Acct) GLR General Ledger Revenue General Ledger Revenue General Ledger Adjustment (4% Acct) IKE In Kind Expenses Capture Shared Expense OLT Over Limit CA-Billable row exceeds Contract limit PAY Time & Labor Actual Payroll-Earnings & Fringe expenditure REQRequisitions E Pro-Requisitions REVRevenue AR–Applied Payments RRV Requisition Reversals E Pro-Requisition Reversal

31 31 Analysis Groups  Analysis Groups are used to group analysis types and define the relationships among them in order to analyze project costs. For example, they can be used to calculate the total budgeted cost of a project in relation to the total actual costs.  Analysis Groups are key configuration items used for reporting and batch processing.  It is important to understand the sign (+ or -) of the amounts that are populated on PROJ_RESOURCE to know and understand how to set up multipliers on an Analysis Group.  Navigation: Set Up Financials/Supply Chain> Product Related> Project Costing>Transaction Options> Analysis Groups

32 32 Analysis Groups  This example demonstrates how the Analysis Group CTENC (Encumbrance) is determined.  The Analysis Type COM (PO Encumbrance) minus the Analysis Type CRV (Commitment Reversal or Voucher payment) minus the Analysis Type CCA (Commitment Adjustments or PO Closed balance of Commitment) equals the Encumbrance (Analysis Group CTENC).  A PO is created for $100; a voucher is created from the PO Receipt for $75; later the PO is closed. COM= $100, ACT= $75, CRV= $75, CCA= $25. Based on the CTENC Analysis Group Multipliers the encumbrance balance is: minus $25 (CCA) plus $100 (COM) minus $75 (CRV) = $0 *** Note the Analysis Group Options: Perform Multiplication

33 33 Using Analysis Groups in Reporting  The Core-CT created report Project Data by Analysis Group allows the user to report on up to six analysis groups, any chartfield, and different date ranges for projects.  Navigation: Project Costing> Core-CT Reports> Project Data by Analysis Group

34 34 Project Costing Global Requirements for Integration All transactional data from feeder systems (Budgets, Requisitions, Purchase Orders, Vouchers, Journals, Timesheets and Payroll) must have the proper Project Costing chartfield coding for the data to flow into the Project Costing module.  PC Business Unit  Project ID  Activity ID

35 35 Commitment Control - KK  Project Costing has three budget structures: PC1 – Project level budgetPC1 – Project level budget PC2 – Project, Fund, and Special Identification Code (SID) level budgetPC2 – Project, Fund, and Special Identification Code (SID) level budget PC3 – Project, Activity, Fund, and SID level budgetPC3 – Project, Activity, Fund, and SID level budget  Budget journals for Project Costing are posted using the KK_PC3 ledger group. Commitment Control creates entries for the Parent budgets, PC1 and PC2, from the PC3 entry. Each level can have its own Budget Control Option.  Users post their own agency level budgets. The Office of the State Comptroller (OSC) posts the legal level budgets. There are no system ties between the legal and agency level budgets.  The financial transaction will be passed to the Project Costing module with the Analysis Type of BD1 (Total Cost Budget).  To Add/Find an Existing Budget Journal navigate to: Commitment Control> Budget Journals> Enter Budget Journals

36 36 Budget Journal Header  Budget journals for Project Costing are posted using the KK_PC3 ledger group.

37 37 Budget Journal Lines **** Note: This budget journal has been coded to include PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.

38 38 Budget Journal Lines  Once the Project Budget is posted in Commitment Control, a nightly batch process will run the interface from Commitment Control to Project Costing PC_KK_TO_PC). This process will create the budget transactions (BD1) on the PROJ_RESOURCE table.

39 39 Custom Project Upload  The Custom Project Upload tool is an Excel template designed to add data that does not get posted to the General Ledger but is available in PROJ_RESOURCE for reporting (i.e., the analysis type EST - estimated budgets).  Core-CT created a custom analysis group of UPALL under each agency’s SETID. Only the analysis types within that group are allowed to be used with this tool.  Agency users load the Excel files to staging tables.

40 40 PC Upload Tool Main page

41 41 PC Upload Tool Details  Chartfield validations are built into the load process so that erroneous data cannot get loaded  This data gets loaded to the  This data gets loaded to the INTFC_PROJ_RES staging table.

42 42 PC Upload Tool  Once the data is in the staging table; a 10am, 12pm, 2pm and overnight batch process will run the interface to load data to Project Costing (PC_INTFEDIT). This process will create the transactions on the PROJ_RESOURCE table.

43 43 eProcurement - Requisitions  Requisitions are used by most agencies when ordering commodities through the Catalog, or as an internal business practice for that agency.  The requisition, once budget checked, reduces the available budget in the form of a pre-encumbrance.  The financial transaction will be passed to the Project Costing module with the Analysis Type of REQ.  To Add a Requisition navigate to: eProcurement> Create Requisitions  To Find an existing requisition navigate to: eProcurement> Manage Requisitions

44 44 Requisition Line Details  All requisitions source to Purchase Orders. This screen shot displays the Manage Requisitions page after the requisition has sourced to a Purchase Order.

45 45 Requisition Schedule & Distribution **** Note: This requisition has been coded to include PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.

46 46 PC_PO_TO_PC  Once the Requisition is approved and budget checked valid, a nightly batch process will run the interface from Purchasing to Project Costing (PC_PO_TO_PC). This process will create the pre-encumbrance transaction (REQ) on the PROJ_RESOURCE table in the Project Costing module.

47 47 Purchasing - Purchase Orders  POs are created to procure items and services.  POs can be sourced from a requisition or created manually online.  The PO, once budget checked, reduces the available budget in the form of an encumbrance.  The financial transaction will be passed to the Project Costing module with the Analysis Type of COM - Commitment.  Reversals: When a purchase order is sourced from a requisition, the pre-encumbrance is reversed. The financial transaction will be passed to the Project Costing module with the Analysis Type of RRV – Requisition Reversal.  To Add/Find an Existing Purchase Order navigate to: Purchasing> Purchase Orders> Add/Update Pos

48 48 Purchase Order (PO) Header & Line

49 49 PO Distribution Line **** Note: This purchase order has been coded to include the PC Business Unit, Project ID and Activity; prerequisites for inclusion in the Project Costing Module.

50 50  Once the PO is approved, budget checked valid, and dispatched, a nightly batch process will run the interface from Purchasing to Project Costing (PC_PO_TO_PC). This process will create the encumbrance transaction (COM) on the PROJ_RESOURCE table in the Project Costing module.  Subsequent to the PC_PO_TO_PC process, the PC_POADJUST process runs. This process will create the pre-encumbrance reversal transaction (RRV) on the PROJ_RESOURCE table. PC_PO_TO_PC & PC_POADJUST

51 51 Accounts Payable - Vouchers  Vouchers are used to pay for items and services.  The Voucher, once budget checked, reduces the available budget in the form of an expenditure.  The financial transaction will be passed to the Project Costing module with the Analysis Type of ACT - Actuals.  Reversals: When a voucher is created from a PO, the encumbrance will be reversed. The financial transaction will be passed to the Project Costing module with the Analysis Type of CRV – Commitment Reversal.  To Add/Find an Existing Voucher navigate to: Accounts Payable> Vouchers> Add/Update> Regular Entry

52 52 Voucher Summary ****Note: This voucher has been coded to include the PC Business Unit, Project ID, and Activity; prerequisites for inclusion in the Project Costing Module.

53 53 PC_AP_TO_PC  Once the Voucher is posted and budget checked valid, a nightly batch process will run the interface from Accounts Payable to Project Costing (PC_AP_TO_PC). This process will create the expenditure transaction (ACT) on the PROJ_RESOURCE table in the Project Costing module.  Subsequent to the PC_AP_TO_PC process, the PC_POADJUST process runs. This process will create the encumbrance reversal transaction (CRV) on the PROJ_RESOURCE table.

54 54 Asset Management - AM  Projects are used to capture infrastructure costs which need to be fed (once the project is completed) to the Asset Management (AM) module.  The AM fields on PROJ_RESOURCE are updated with the Asset ID and the Profile ID for all qualified transactions.  Detailed information on the asset process can be found at the Core-CT web site: Navigation: Financials User> Project Costing> Creating Assets From Project Costing Navigation: Financials User> Project Costing> Creating Assets From Project Costing

55 55 General Ledger - GL  Core-CT captures expenditures and expenditure/revenue corrections through General Ledger (GL) Journals. Journals are used to record transactional data in the General Ledger.  GLE (General Ledger Expenditure) and GLR (General Ledger Revenue) are delivered analysis types associated to the GL analysis group. Custom values can be added. Only analysis types in the analysis group GL are allowed when creating GL journals.  In order for PROJ_RESOURCE to receive this data any new Analysis Types must be added to the GL Analysis Group along with the correct multiplier. The multiplier will determine how the transaction will appear on PROJ_RESOURCE.  To Add/Find an Existing GL Journal navigate to: General Ledger> Journals> Journal Entry> Create/Update Journal Entries

56 56 GL Journal Header

57 57 GL Journal Line ****Note: This journal has been coded to include the PC Business Unit, Project ID, Activity, and Analysis Type (MSA – Miscellaneous Allocation is a custom value); prerequisites for inclusion in the Project Costing Module.

58 58 PC_GL_TO_PC  Once the Journal is posted and valid, a nightly batch process will run the interface from General Ledger to Project Costing (PC_GL_TO_PC). This process will create the expenditure transaction (GLE), revenue transaction (GLR), or, in the example below, MSA for miscellaneous allocation (custom analysis type) on the PROJ_RESOURCE table in the Project Costing module.

59 59 HRMS - Payroll / Time and Labor  The State of Connecticut uses ‘Actuals’ to bill the Federal Government. There is no delivered process that brings the fringe data to PROJ_RESOURCE from HRMS.  A custom process is in place to build data into tables that are then fed through the delivered app message to include regular pay and fringe data by employee. This is reconciled to what is also sent to the General Ledger.  Core-CT customized the time and labor entry sheets to allow only project costing agencies the ability to add additional fields such as Source type, Category and Sub Category.  Core-CT has custom code that allows projects in certain statuses to be available to employees. For example, a project in the status of ‘Open’, allows an employee to select a combo code. If the status is ‘Closed’, the combo code is not visible to the employee.

60 60 PC_TL_TO_PC  Core-CT runs the PC_TL_TO_PC batch processes biweekly to interface any Payroll Data App Messaged to the INTFC_PROJ_ACT temp table.  Sample Data below shows how PROJ_RESOURCE receives the data for one employee for one pay period. Note the multiple accounts (REG pay 50110, Med Insurance 50420). Fringe is the amount that the State pays.

61 61 PROJ_RESOURCE Payroll data continued. Shows the Employee ID for the salaries being charged to this project.

62 62 Allocations  Fringe benefit expenditures are initially charged directly to state agency budgets following the same chartfield combinations used to record each employee’s salary. However, the state pays its share of fringe benefits out of central miscellaneous appropriations (e.g., health insurance, group life, etc.). Therefore, in most cases, the fringe benefit charges and the associated cash entries must be moved from the employee’s funding source to the central fringe benefit appropriations. To accomplish this, a series of fringe benefit allocations have been developed to run when payroll is posted to the General Ledger.  Because fringe benefits are handled differently for certain funding sources, there are several variations to this basic approach. As such, separate sets of fringe benefit allocations have been developed.  Allocations are also used for Payroll Additives (Federal - allowable general administrative expenses and fringe benefit costs not included in payroll actual costs).  Allocations are set up to create GL journals and follow the same process as GL journals for loading to PROJ_RESOURCE.  To Add/View Allocations, navigate to: Allocations> Define and Perform Allocations> Define Allocation Step

63 63 Allocation - Type  The method of calculation.

64 64 Allocation - Pool  Defines the allocation pool: pool record, selection criteria, and selection method. You can define the pool from ledger balances, any table, or a fixed amount.

65 65 Allocation - Target  Defines the destination for the allocation or the target record (journal or any table) and target field values.

66 66 Allocation - Offset  Identifies where the offset will be stored and what Chartfields will be associated so that a balanced entry is captured.

67 67 Allocation - Output Options  Defines the table output option if the target or offset record is table. Defines journal options if the target or offset record is journals.

68 68 Customer Contracts - CA Project Costing / Billing / Customer Contract Flow

69 69 Customer Contracts - CA  Customer Contracts is an integration point between Project Costing and Billing which allows costs or labor incurred on a project to be billed through an automated process.  Customer information, the rate set for marking up project costs, and the billing plan are defined on the Contract. For rate-based billing, Customer Contracts retrieves information from the Project Resource table, prices the transaction, and populates the Billing interface tables with the billing information.  To Add/Find an Existing Contract navigate to: Customer Contracts> Create and Amend> General Information

70 70 Enter a Rate Based Contract  The Contract Classification determines the functionality that is available for that particular contract type. Once a classification is specified and the contract saved, it cannot be changed.

71 71 General Page  Fields of note: Description, Contract Type, Contract Signed

72 72 Add Contract Lines  Add Contract Lines> Select Product  Products, for Core-CT, are templates that have predefined billing plans and revenue plans attached. Core-CT configured Products to minimize data entry.

73 73 Contract Lines  View of Contract line after Product selection.

74 74 Contract Billing Plan  Predefined billing and revenue plans are attached to each product. The configuration attached to these plans determines how the data gets interfaced to Billing and how the Revenue is recognized (As Incurred).

75 75 Transaction Limits  The ‘Transaction Identifier Limits’ assist in identifying multiple appropriations. When one component of appropriated funds has been depleted, as defined by federal requirements, expenditures are charged against the next appropriation, transaction limit.  Most agencies use only line limits, DOT uses Transaction Limits to be able to separate the funds they receive from the federal government. This allows DOT to comply with Federal reporting requirements.

76 76 Contract Amounts  Fields of note: Start Date, End Date, Control Limits and Billing checkbox  Contracts & Billing Interface processes only select billable transactions from the Project Resource table that have a transaction date that falls within the start and end dates when the ‘Control Limits and Billing’ is checked.

77 77 Related Projects  Fields of note: PC Business Unit, Project, Activity, Effective Date of the rate set, Rate Selection, Rate Set  An agency can only attach one Project/Activity combination to one Contract at any given time.  Rate Sets are configured and attached to Customer Contracts. Rate Sets determine how transactions will be priced (PC_PRICING) before being interfaced to Billing (CA_BI_INTFC).

78 78 PC_PRICING  Core-CT runs the PC_Pricing engine nightly to process any cost rows that are eligible and creates a BIL - Billable Amount analysis type.  The CA_BI_INTFC process picks up these BIL rows and generates an invoice.

79 79  This record is used to create the GL Journal accounting entries utilizing the PSA_ACCTGGL process.  This entry creates a DR to UAR (Unbilled AR, 11225) and a CR to Revenue or Refund of Expenditure. CA_ACCTG_LN_PC record

80 80 Billing - BI  The Core-CT Billing module provides State Agencies with a common process for creating and recording customer bills.  By Entering Bills Online, Agency users are able to bill other State Agency Customers (Transfer Invoice process), Federal Customers, and any external customers.  External customers need to be entered by the Billing Processor prior to creating a bill for that customer.  When using Project Costing and Customer Contracts, bills are auto generated through integration, based on setup.  Many of the bills created through Project Costing and Customer Contracts have over 10,000 lines of data which make viewing these bills online near impossible. Queries have been created for users to obtain the detailed information in lieu of viewing online.  To View a bill navigate to: Billing> Review Billing Information> Details

81 81 Bill Header  This invoice was generated through Project Costing and Customer Contracts integration.

82 82 Bill Line – Info 1

83 83 Bill Line - Project Info  The data shown is line #15,275 of Invoice FED23385.

84 84 Acctg - Unbilled AR  The accounting entry created by a PC/CA bill is a Dr to AR (Accounts Receivable) and a Cr to UAR (Unbilled Accounts Receivable). The Project chartfields do not populate the accounting pages on a bill, they are captured on the Project Info page (see previous slide).

85 85 PC_BI_TO_PC  Core-CT runs the PC_BI_TO_PC process nightly to change all BILs – Billable Amount to BLDs – Billed Amount once an invoice has been finalized. BAJs – Billing Adjustments will also be brought into PROJ_RESOURCE for all adjustments and manual invoices that have a project/activity attached.

86 86 Accounts Receivable - AR  Accounts Receivables are liquid assets that are created as a result of a sale of product or service to a customer on account. They are usually short-term assets that are turned into cash within 30 to 120 days from the date of the sales transaction.  Accounts Receivables are liquid assets that are created as a result of a sale of product or service to a customer on account. They are usually short-term assets that are turned into cash within 30 to 120 days from the date of the sales transaction.  Accounts Receivable items are produced from bills that have been created for these goods or services. Once bills go through the AR Update process, they turn into AR items and will appear on an agency's open item list where they can be viewed on an aging report. These items are from other state agencies, federal agencies or external customers.  Accounts Receivable items are produced from bills that have been created for these goods or services. Once bills go through the AR Update process, they turn into AR items and will appear on an agency's open item list where they can be viewed on an aging report. These items are from other state agencies, federal agencies or external customers.  Agencies may also receive miscellaneous cash that they deposit into the bank. These deposits are processed in the daily bank files and become Core-CT deposits the next day. The majority of these deposits are directly journaled into Core-CT, rather than becoming AR items.  Agencies may also receive miscellaneous cash that they deposit into the bank. These deposits are processed in the daily bank files and become Core-CT deposits the next day. The majority of these deposits are directly journaled into Core-CT, rather than becoming AR items.  There is a custom process to bring back REV – Revenue analysis type rows for Project Costing related bill payments for reporting purposes.

87 87 All Deposits  Payments are received into Core-CT Receivables through GIRO lockbox, bank statement, or manual regular deposit entry.  Applying payments is done by matching payments received from customers with open items in Core-CT.  Payments can be manually applied using payment worksheets or systematically with a tool called Payment Predictor.

88 88 Item Activity  Entry Type of IN is the invoice and Entry Type of PY is the payment

89 89 PC_AR_TO_PC  Core-CT runs the PC_AR_TO_PC process nightly to bring back the analysis type of REV into Proj_Resource once a payment has been applied to invoice.

90 90 Additional Information  Core-CT Website Customer ContractsCustomer Contracts Project CostingProject Costing  PC/CA Reports Customer ContractsCustomer Contracts Project CostingProject Costing  User Productivity Kit simulations Available for Core-CT users only Available for Core-CT users only Once logged in on the main Core-CT page located under Core- CT links Once logged in on the main Core-CT page located under Core- CT links


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