Presentation on theme: "STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing April 2005."— Presentation transcript:
STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing April 2005
GL –Critical Reminders & Hot Topics –Running CFSR Reports –Encumbrance Balance Report –Combining Mod_Accrl and Mod_Cash for reporting –New GL Activity EPM Query AR/Billing –ET, ST, GT – What to use and when? –Proper Account Code and Revenue Distributions –Useful AR Reports & Queries –Year End Cleanup EPM Updates Agenda
Agenda GL –Critical Reminders and Hot Topics –Running CFSR Reports –Encumbrance Balance Report –Combining MOD_ACCRL and MOD_CASH for reporting –New GL Activity Query
4 GL Critical Reminders Hot Topics CFSR Reports Budget Journal Date Report Processing Carry-Forward Budgets Payment Acctg Date Reminders & Topics
The Budget Journal Date must fall within the appropriate Budget Period. Budget Journal Date
Report Processing Fin PeopleTools> Process Scheduler> Process Monitor
Carry-Forward Budgets Control Budgets Only APPROP ALLOT AGY1 PRJ1
Payment Accounting Date These will now be the same.
Distributed last business day of the month. CFSRs can be run Ad- Hoc at any time, for any month-end. CFSR Reports
Ad-Hoc CFSR Request
This actually works!
Ad-Hoc CFSR Request Scope Required Scope = AGY
Core-CT – Financial User Support – GL Job Aids Updated CFSR Job Aid ! Add New Report Request Scope Value Required
Pre-Encumbrance Report 18,243.27
Encumbrance Report Rolled POs show 2 Transaction IDs
Encumbrance Report Look for Closed POs encumbering funds.
Encumbrance Report Documents that make up encumbrance balance Rolled POs may show twice Use to research Encumbrance Balances –Closed POs –POs in Error –Change Orders Not Checked
New EPM GL Queries CT_CORE_FIN_GL_MODACCR_MODCASH CT_CORE_FIN_MOD_ACCR_CSH_JRN CT_CORE_FIN_GL_ACTIVITY
CT_CORE_FIN_GL_MODACCR_MODCASH Ledger balances Research data on Collected Revenue Analyze deposits posted to GL Reconcile Billed expenses between GL and KK ledgers
Analyze Data in Excel
Expense Accounts on Bills? KK_Ledger is not updated until payment is applied.
CT_CORE_FIN_MOD_ACCR_CSH_JRN Similar to MODACCR_MODCASH Query Specific Journal ID/Source information Specific Department ID will improve performance Schedule Query
Journal and Source Information
CT_CORE_FIN_GL_ACTIVITY List of Journal IDs that make up a particular General Ledger balance Posted Amount by Period
CT_CORE_FIN_GL_ACTIVITY Schedule Query to run to Excel
CT_CORE_FIN_GL_ACTIVITY Use Pivot Tables to analyze the data.
33 10-Minute Break
Billing Types - ET, ST, GT Correct Accounting Codes Payment Predictor Can Work for You Auto Maintenance Creates $0 Deposits Useful Reports & EPM Queries Year End Cleanup AR/Billing
35 Start Cleanup Now AR / Billing Labs Aging Reports Pending Receipts Credits On Account Payments Maintenance Worksheets Critical Reminders Hot Topics Splitting Deposits - Workaround Credit/New Bill vs. Credit/Rebill
Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution ETFor Refunds of Expenditures ONLY in Budgeted and Non- Budgeted Funds STATE ONLY Creditor and Debtor STFor Revenues ONLY or Revenues AND Refunds of Expenditures in Budgeted and Non- Budgeted Funds STATE11620Creditor ONLY or AND (excluding and 47200) Debtor – ONLY
Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution GTCreditor Agency bills Debtor Agency for Federal Grant Funds Debtor is passing spending authority to the Creditor STATE Creditor Debtor Creditor and Debtor Fund * SID - 2XXXX GTCreditor Agency bills Debtor Agency for Non-Federal Grant Funds Debtor is passing spending authority to the Creditor STATE11620 Creditor Fund * SID 3XXXX Creditor Debtor Debtor - Fund * SID - 3XXXX or Fund – SID – Budgeted**
Is this a problem?
This should be an ET
GT’s are between State agencies
So far so good…..
Proper use of account code
Is this a problem?
AR> Collection> Item Information> Item Status
AR> Collections> Aging Reports> Aging Detail by Unit Sales Person = Business Category
AR> Collections> Aging Reports> Aging Detail by Unit Choosing a value in this field allows you to filter your Aging Reports for a single Business Category
AR> Collections> Aging Reports> Aging Detail by Unit
AR> Collections> Item Information> All Item Information
Refunds of Prior Year Expenditures TypeExamples of Funds Accounting Distribution Budgeted Use Fund and DeptID of original expenditure SID and Account Non- Budgeted Bond Special Revenue Use entire distribution of the original expenditure Don’t bill a State agency for refund of current expenditures in a budgeted fund if you don’t expect to receive payment by June 15 The last day that a GIRO Pay Cycle will be run is June 15 Any open bills for refund of current expenditures in a Budgeted fund at the end of the fiscal year will be Credited and Rebilled by Core-CT according to the guidelines in the Budgeted example above
Billing Reporting FAQ’s I ran my Aging Report and there are items that are listed as 120+ days and I know I’ve received the payment. What does that mean? Either you direct journaled the deposit instead of applying the payment to the open item. Or you created another item and matched the payment to it.
Billing Reporting FAQ’s Now you have to: Create a Credit in Billing Allow the Batch processes to run Create a Maintenance Worksheet Apply the Credit to the open Item to close it out Allow the Batch processes to run again Run your Aging Report again
Billing> Generate Invoices> Reproduce Report> AR Pending Item Report
Lists detailed information for all payments within a deposit. Users can specify a point in time when you run the report. AR> Payments> Reports> Payment Detail – Point in Time
C - Complete, payment was applied to an item and that payment has been successfully posted by AR_UPDATE U - Unidentified, payment exists but it has not been tagged to be direct journaled nor does it have any Customer or Item Reference Information I - Identified, payment has Customer or Item reference information defined on it but a worksheet has not been created W - Worksheet, payment has been identified and a worksheet has been built but a payment has not been applied to an item A - Applied, payment has been identified and applied but the payment has not been posted yet by AR_UPDATE J - Journaled, payment has been direct journaled Payment Detail – Point in Time – Status Values
EPM Reporting Tools > Query> Query Manager Try these EPM Queries: CT_CORE_FIN_AR_PENDING_RECEIPTS For Pending Receipts – to identify what transactions for your BU have hit account 20920, both deposits and the means used to correct them CT_CORE_FIN_REFUND_OF_EXP For Refund of Current Year Expenditures – to identify what transactions for your BU hit accounts 5% CT_CORE_AR_DEPT_DEPOSIT_IDS For Deposit ID’s with Accounting Entries – to identify the Journal ID and the Accounting Entries associated with a Deposit in your BU
EPM Query Folders CORE-CT has created folders for public queries for each Financial module : AR/BI Users AP Users PO Users GL Users Use the Advance Search link on the EPM Query Viewer page to search for queries for a specific module
EPM Reporting Tools>Query> Query Manager
EPM Survey Results Of the surveys completed by users at the last four Financial User Group Meetings: 84% were EPM Users 38% used both Financial and HR 75% use EPM Daily, Weekly, and or Monthly 50% have attended EPM User Groups 70% want to continue having EPM involvement in Financial User Group meetings 70% prefer to get information about EPM through s and website announcements
76 Training Updates Last AR/Billing Labs will be held Thursday, April 14 Core-CT, Room 2024 9:00am, 10:00am, and 11:00am Classes limited to 8 Users Sign up in the PSFT Registration Tool Year End Cleanup Labs For AP/PO For Billing/AR/GL Dates, Times and Locations TBA in Daily Mail Classes limited to 8 Users Sign up in the PSFT Registration Tool Run your reports and BRING YOUR WORK !!
77 Customer Support Users can call Help , ext. 1 Due to the complexity of year end and other issues, users can Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2 Use the same address to request topics for future User Groups
Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website Next Meeting – AP/PO Date – May 16 1pm – 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 025 (don’t forget to sign up) Closing