STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO/AP/EPM May 2005

WelcomeGale Mattison POJoann Bellamo Noreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

PO Rollover –Planning not to Roll PO’s forward to next Fiscal Year –Planning for new PO standards including Contract Identification requirements –New year PO’s will have to indicate Asset information and Unit of Measure standards for Inventory –Close your PO’s ASAP!! PO Rollover Process

Elimination of the Account Code –Incorrect use of this account creates encumbrance and match exception issues –Agencies will no longer have budgeted lines with negative balances –Lessens the maintenance on POs, moving funds between the distribution lines – Agencies will not have to cancel the line to close the PO Account

WelcomeGale Mattison POJoann Bellamo Noreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

–Thank You –Welcome & Future Plans –Reminders and Hot Topics –Bundle Impacts –PO Rollover FYE Close Time Line –Changes for July PO Agenda

7 Thank You User Testers: MHA: Russ Tolles, William Cipollone, Evette Hecht DSS: Kerry Robinson DPH: Elizabeth Basso DEP: Victor Masi SDE: Karen Gliha Acceptance Testers: Victor Masi and Karen Gliha

Core-CT hires PO Module Lead Noreen Camara Future Opportunities Core-CT adding three more positions to Supply Chain Welcome & Future Plans

9 PO Critical Reminders Hot Topics Year End PO scenarios Un-checking Rec. Req. to close PO Amount vs. Quantity on POs Clean up Purchase Orders Close POs monthly Close Requisitions after POs are closed Reminders & Topics

10 1.Reduce POs to expended amount before closing; this is the list of problem vouchers I sent you - SIR # Budget checking on rolled PO lines - SIR # PO lines closed, header open - SIR #8614 & PO complete and open distribution line - SIR # Change Orders on matched PO lines, (causes #1 to happen) sequence problems - SIR # Closed POs in Budget Error-can’t be done until #5 is fixed - SIR # Double Encumbrance, this happened when budget checking was done twice within 3 seconds of each other - SIR# 8753 Hot Topics

Are you having problems trying to close PO’s ? We may have some answers for you… POs not fully matched Vouchers associated with the PO Activity on PO within the last 30 days Not checking Amount / Quantity appropriately Hot Topics

12 Amount vs. Quantity Be sure you identify Amount Only in both places on the PO – line details and distribution

13 Amount vs. Quantity If you can’t do a Change Order because you are getting the error, “Quantity has already been vouchered against,” verify these fields are appropriate on the PO.

14 Changes - SP2 Post Bundles Greater tightening of Commitment Control *Amount vs. Quantity *71000 Refresh

15 PO Close Process – Navigation: Purchasing>Purchase Orders>Reconcile POs>Close Purchase Orders 1. Close one Business Unit 2. Close a single Document 3. Close All Business Units “Never Select this Option” Changes SP2 Post Bunldes

16 Changes SP2 Post Bundles Change in Functionality— PO Dispatch Feature

17 Changes SP2 Post Bundles Change in Functionality— Requisition Line Link If you select the line before linking to the Requisition, the link disappears.

18 Changes SP2 Post Bundles Cont’d… Once the line is selected, the link is gone.

19 Changes SP2 Post Bundles Alternate Functionality— Requisition Line Link Because the Requisition link is gone, this is the only way to link to the Requisition Detail.

20 PO Rollover FYE Timeline Core-CT will not be rolling POs Agencies will need to close all POs by 6/21/05 Agencies will need to close all Requisitions associated with POs by 6/22/05 The PO module will be open to create Future Dated POs on 6/27/05 * * this could be moved if all Business Units are clean

21 Changes for July 2005! Contract ID will be a required field on Requisitions and POs Agency Contracts must be entered Account will no longer be used Food will be ordered using E-Sysco

22 Changes for July 2005! Assets and Inventory Go Live Asset Pre-Training is happening Purchasing Folks will need to identify the asset in Req. or Purchasing Module Inventory Vendor data collection is taking place Unit of Measure Survey/Modification

23 FYE Cleanup PO Checklist To Find Purchase Orders… Not Fully Matched Not Approved In Initial Status POs without Vouchers POs on Hold POs with Recv Req’d Inquiry: Activity Summary or on drop-down box #11 on PO EPM Query “CT_FIN_PEND_OR_CANCELED_POS” Inquiry: Maintain POs>Status>Pending Approval Inquiry: Maintain POs>Status>Initial EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS” Inquiry: Activity Summary by PO with Zero Invoices EPM Query “CT_FIN_POS_ON_HOLD” EPM Query “CT_FIN_PO_RECV_REQ”

24 10-Minute Break

WelcomeGale Mattison POJoann Bellamo Noreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

– Thank You –Reminders and Topics –Bundles Impacts –Bill Types Guidelines (ETs, STs, GTs) –Refund of Prior Yr Expenditures –FYE Cleanup AP Checklist –FYE Preparation AP Agenda

27 AP Critical Reminders Hot Topics Fiscal Year End Labs – Going On Now! 1099 Labs at 55 Elm St. this Summer Additional duties for Voucher Processors/Approvers with implementation of Assets/Inventory Watch timing of Reversal Vouchers Keep Adequate Funds Available for Telecomm Bills DO NOT Close Non-PO Vouchers from Previous FYs Be sure your Control Groups are Verified/Paid/Posted CO-860 Request for Vendor Check Information Templates will be “pushed” into new FY by CORE AP Reminders & Topics

28 CO-860 Vendor Check Information Form CO-860 should only be submitted for actual payments sent to a vendor Review Payment Inquiry prior to completing the form If the payment amount is zero (spaces), DO NOT submit a CO-860 – the payment was not sent out

29 CO-860 Vendor Check Information

30 CO-860 Vendor Check Information

31 Use.PDF for Crystal Reports Finalize Icon on Voucher Vouchers for Multiple POs Journal Vouchers for ACH Vendors Bundles Impacts

32 Bundles Impacts Use.PDF for Crystal Reports

33 Journal Vouchers for ACH Vendors Bundles Impacts

34 Journal Vouchers for ACH Vendors Bundles Impacts

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** Bill Types-Guidelines

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 Refund of Prior Year Expenditures

Match Exceptions Match Manager or Match 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 or Commitment Control On Hold EPM Query “CT_CORE_FIN_AP_VCHRS_ON_HOLD” Not Paid Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHBUDCKD_UNPD” Paid but Not Posted EPM Query “CT_CORE_FIN_AP_VCHRS_PD_UNPST” Control Groups Verified and Posted Post Control Group FYE Cleanup AP Checklist

Fiscal Year End Preparation Unposted Vouchers CT_AP_VCHRS_UNPOSTED Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED Vouchers Budget Checked/Not Paid CT_CORE_FIN_AP_VCHBUDCKD_UNPD Expenditures by Account Code CT_CORE_FIN_SAAAS_OPTION16_5_8 Deleted Vouchers by Accounting Date CT_CORE_FIN_AP_DELETED_VOUCHER Try these EPM Queries-

Payment Status Action RequiredReissue Payment? -Payment Not Yet Issued to Vendor -Call Linda Carney (OSC) Complete Form CO-790, Send to OSC/APD with proper backup -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you. Then prepare new Voucher for the correct $amt and/or the correct vendor FYE Prep – Payment Cancellations

Payment Status Action Required Reissue Payment? -Payment Already Issued to Vendor But Not Cashed and Returned to Agency -Call Linda Carney (OSC) for procedures -Complete Form CO-790, Send to OSC/APD with proper backup -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you. Then prepare new Voucher for the correct $amt and/or the correct vendor FYE Prep – Payment Cancellations

Payment Status Action Required Reissue Payment? -GIRO Payment to Another State Agency – Deposit Not Yet Processed -Call Bob Gnocchi (OTT) if you wish to remove deposit -Call Linda Carney (OSC) if you wish to cancel payment -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you. Then prepare new Voucher for the correct $amt and/or the correct vendor FYE Prep – Payment Cancellations

43 Always for negative $ amount Reverses one voucher – created by copying/relating to the Original voucher/***THIS INFO MUST MATCH EXACTLY Information is the same as Original voucher (Remit-to Vendor, address, location, pmt method, handling code) The Vendor information must be active (Location/Address) ‘Separate Payment’ must be unchecked on Original and Reversal Vouchers Scheduled Due Date must be current date or earlier Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers Original voucher is put on “hold” until Reversal is ready for Pay Cycle selection Reversal Voucher and Original voucher go in the same Pay Cycle + $ - $ FYE Prep – Reversal Vouchers

44 FYE Prep – Reversal Vouchers

45 FYE Prep – Reversal Vouchers CRITICAL DETAILS – MUST BE REVERSE VALUES

46 FYE Prep – Reversal Vouchers

47 FYE Prep – Reversal Vouchers

48 As the Fiscal Year End approaches, remember to… Review Credits still not applied Analyze timeframe of next positive payment Either ask for a refund (to be deposited or…) Be sure Credits will be applied before end of Fiscal Year FYE Prep – Adjustment Vouchers

WelcomeGale Mattison POJoann Bellamo Noreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

EPM Survey Results Of the surveys completed by users at the last AP/PO Financial User Group Meetings: 70% were EPM Users 40% used both Financial and HR 65% use EPM Daily, Weekly, and or Monthly 32% have attended EPM User Groups 72% want to continue having EPM involvement in Financial User Group meetings 83% prefer to get information about EPM through s and website announcements

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 Query Folders

EPM Reporting Tools>Query>Query Manager Basic Query Search for all Queries in Folder Name PO User

EPM Reporting Tools>Query>Query Manager Basic Query Search Results on all Queries in the PO Folder

EPM Reporting Tools>Query>Query Manager GETPO/AP RESULTS FROM MARY Advanced Query Search:

EPM Reporting Tools>Query>Query Manager Advanced Query Search for all ‘CT’ Public Queries in the AP User Folder

EPM Reporting Tools>Query>Query Manager Advanced Query Search Results on all ‘CT’ Public Queries in the AP User Folder:

57 Year End Cleanup Labs  For AP/PO  For Billing/AR/GL  Dates, Times and Locations are in Daily Mail  Classes limited – Sign up NOW !!  Sign up in the PSFT Registration Tool  Run your reports and BRING YOUR WORK !! FYE Updates

58 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 Customer Support

59 Questions mmmmmmmmm Got a Question ?

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 Extra Session – PO/AP User Group Mtg May 23, pm 101 East River Drive, Room 1002A&B *** (don’t forget to sign up) Closing