STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing February 2005

GL –SP-2 Impacts –Reviewing PO Encumbrances –GL Reporting –Year End Preparation AR/Billing –SP-2 Impacts –Transition from AR to Billing –Closing Periods Update –Housekeeping BREAK –Billing FAQ's and Issues EPM Impacts - SP-2 Agenda

Acknowledgements SP2 User Acceptance Testing Participants SP2 User Validation Billing User Acceptance Testing Participants Billing User Validation

GL SP-2 Impacts New Run Controls GL Reporting/Inquiry Grants: Tying Revenues and Expenditures Commitment Control vs. General Ledger Encumbrance Accounting Entries Budget Reference vs. Budget Period PO Accounting Entries Year End Preparation Agenda

SP2 Impacts Budget Transaction Detail Report GL Trial Balance Report GL Activity Report Budgets Overview

Budget Transaction Detail Report Do not Select

Trial Balance Report Inactive Chartfields Available

GL Activity Report Blank From To Values OK

Budgets Overview Wildcards OK

GL Reporting / Inquiry Grants: Linking Revenue and Appropriation Budgets Commitment Control vs. General Ledger

Grants Revenue Budget Inquiry Recognized Revenue Collected Revenue Appropriation Budget Inquiry Budgeted Amount Expenditures

Grant Revenues

Grant Appropriation

Commitment Control vs. General Ledger Ledger Characteristics Reports Balances

Ledger Characteristics General Ledger Ledgers: MOD_ACCRL, MOD_CASH, ACCRUAL Balances by Period (Periods 1-12) No Encumbrances Posting Journal Entries update Ledgers Detail Account and Department Values SSJs, ONLs, DCs, PCs Accounting Date / Fiscal Year Commitment Control Ledgers: KK_APPROP, ALLOT, AGY, PRJ Balances YTD (Budget Period 2005) Encumbrances Budget Check updates Ledgers Roll-up Account and Department Values Budget Journals Budget Date / Budget Period

Commitment Control> Review Budget Activities> Budget Reports Trial Balance of Appropriations Budget Status Report Commitment Control> Review Budget Activities> Budget Inquiries Budget Transaction Details EPM Reporting Tools> PS nVision> Define Report Request CFSR Reports / Inquiries

General Ledger> General Reports Trial Balance Expenditure Detail Report Journal Entry Detail GL Activity General Ledger> Journals> Process Journals Detail and Summary Revenue Cash Trial Balance Report General Ledger> Review Journal Ledger Data Journal Ledger Reports / Inquiries

Commitment Control Balances

Budget Status Report

General Ledger Balances

GL Trial Balance Report

Encumbrance Accounting Entries Budget Reference vs. Budget Period PO Accounting Entries

Bud Ref vs. Bud Period Budget Reference Chartfield Value Entered Online Determines which pool of funds are being used for this transaction. Where is the money coming from? Budget Period Calculated based on Budget Date 7/01/2004-6/30/2005 = Budget Period 2005 Determines which Budget Year the transaction will be posted to. When is the transaction recorded?

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: Yes. See entry for Budget Period 2005.

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: No. Budget Period for all transactions is 2004.

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: No. Encumbrances for Budget Period 2005 have been fully reversed.

Year-End Preparation Review Agency Budgets Budgets Overview Inquiry

Budgets Overview ABC10000

Budgets Overview Look for potential issues that may require attention, prior to year-end.

Budgets Overview Payroll?

Budgets Overview What type of transaction would cause this? Drill down.

Budgets Overview

Year-End Preparation Review UnMatched POs Review UnSourced Reqs Review Transactions in Budget Error

Year-End Preparation Review Trial Balance Reports Confirm all General Ledger journal entries have been edited and posted to the General Ledger. EPM> CT_CORE_FIN_GL_JRNL_ERRORS EPM> CT_CORE_FIN_GL_VALID_JRNLS

SP-2 Impacts Transition from AR to Billing Closing Periods Update Housekeeping Open Items OA Payments Auto-Matching Maintenance Worksheets Billing FAQ's and Issues AR/Billing

40 Check your open items before direct journaling deposits Don’t unpost an item if the payment has been applied Keep your deposit processing current Critical Reminders SP-2 Impacts Payment Worksheets

AR SP2 Impact

AR/Billing Transition Agencies can no longer Direct Journal payments from: External Customers GIRO payments Federal Receivables ONLY miscellaneous cash deposits can be Direct Journaled Agencies should no longer issue or accept pre- printed CO-608 State Transfer Invoice forms, except from DOIT and DAS Fleet Operations Agencies should issue or accept only system- generated invoices, with the exception of DOIT and DAS Fleet Operations own system-generated invoices

AR/Billing Transition Users won’t have to separate payments according to type. A portion of a Deposit can be applied to an open Item The remainder can be Direct Journaled, if it is miscellaneous cash Agencies will create Bills for: External Customers Expenditure Transfer Invoices Service Transfer Invoices Grant Transfers Federal Receivables Agencies can use Payment Predictor for: State Customers External Customers Federal Customers

AR/Billing Transition If you need to credit an Item that was created in AR prior to Billing go live, users should Credit and then enter a New Bill. Users should use Spreadsheet Journals or Online Journals to correct accounting errors for Direct Journals. If you need to credit an Item that was created in Billing, users can Adjust Bill Lines or the Entire Bill using the Credit/Rebill function. Users should not use Spreadsheet Journals or Online Journals to correct accounting errors for Items or Bills.

AR Collections Maintenance Payment Predictor (Auto Maintenance) Auto Maintenance matches debits and credits under a Customer ID in AR so users do not have to manually match them up on a Payment or Maintenance worksheet Auto Maintenance will not match items if there is more than one item for the same amount under one Customer ID for a Business Unit

AR> Collections Before Issuing Customer Statements, Dunning Letters or Overdue Charges Research Outstanding Balances Online Aging Report

AR> Collections> Customer Information> Credit Profile

AR> Collections> Customer Information> Credit Profile> 121+

AR> Collections> Reports> Aging Reports> Aging Detail by Unit

AR> Maintenance Create: Credit adjustments for items Maintenance Worksheets Match: Credits to open items On Account payments to open items

AR> Maintenance> Maintenance Worksheet > Create Worksheet

Match your credits and On Account payments to open items Create accounting entries Post the Maintenance Worksheet Wait for AR_UPDATE and Receivables Aging processes to run Process your Statements, Dunning Letters and Overdue Charges

Closing Periods in AR Month-End Timeline Online Search for Incomplete Transactions Pending Items Bills Payments Direct Journal Deposits

Accounts Payable Impacts Closing Periods in AR/Billing At 3pm on the 10 th of the month… You CANNOT: Post new bills to period that is closing Post payments to period that is closing Direct journal deposits to period that is closing You CAN: Change the accounting dates for bills and payments to the new open period Post new bills to new period Post payments to new period Direct journal deposits to new period

New Bills, Payments and Unpost Groups Accounting Date and Budget Date default to Current Date Posted as of date of Cancellation/Unpost Closing Periods in AR/Billing

59 AR > Update Receivables> Correct Posting Errors>Online Items or Payment Groups Choose a date in an open accounting period 02/10/2005

Pending Items, Bills, Payments, Deposits Look for transactions that haven’t been posted to the General Ledger AR/Billing Monthly Cleanup

AR> Maintenance> Revenue Estimates> Review Trans by Activity

62 10-Minute Break

ST –Bill state agencies for goods or service –Revenues only, or revenue and expenditure coding on separate bill lines –Account values will not be defaulted –Valid offset account configured as ET –Bills state agencies to credit current year expenditures –Expenditures only, no revenue coding –Account values will not be defaulted –Valid offset account configured as Do I use the statewide Bill Type if I have a Bill Type set up specific to my agency? Why? Use ST to bill all State agencies because the AR Distribution Code is defaulted to Use your agency-specific Bill Type for External Customers is defaulted to ET GT Billing Reminder

GT Bill state agencies for Federal Restricted grants being passed through Valid revenue account configured as Valid offset account configured as GT Bill state agencies for Non-Federal Restricted grants being passed through Valid revenue account configured as Valid offset account configured as 11620

Billing

Billing

Adding Locations to an Existing Customer USA Finalize and Print Invoices Additional choice on Process Scheduler Print only Unprinted Invoices Effective Dating on Distribution Codes New Chartfields Deactivated Chartfields Valid Account Values to Use Revenues Expenditures Billing

Billing Correcting Accounting Errors on Bills Entering Multiple Funding on Bills Sales Tax

Billing Surcharges –Sales Tax Mass Change Status of Bills –Status Change in Standard Billing Billing Source –Use MISC Business Category

AR/Billing Federal Receivables Processing Expenditure Accounts used in Billing for Refund of Expenditures Debtor Agency creates the Transfer Invoice (TI) for the Creditor Agency

Billing Job Aids

Online Instruction Manual

Billing Job Aids The AR to Billing Transition document from the Daily Mail The AR to Billing Transition document from the Daily Mail

Specific directions for Grants and Grant Transfers Specific directions for Grants and Grant Transfers Billing Job Aids

Job Aids for creating new values in Billing Job Aids for creating new values in Billing Billing Job Aids

Job Aids for Billing Interface Agencies Job Aids for Billing Interface Agencies Billing Job Aids

Job Aids for running Billing reports Job Aids for running Billing reports Billing Job Aids

78 Billing Updates 2-Day Billing Classes End February 16 Billing Labs are held every Friday  Core-CT, Room 2024  8:30am, 10:00am, and 11:30am  Classes limited to 8 Users  Sign up in the PSFT Registration Tool Refresh your training  Online Billing classes and exercises  Sandbox  Link from the Core-CT website through Training Home Page Billing Reporting Classes – RP100  Scheduled February 23 through March 16  Sign up in the PSFT Registration Tool address for problems or questions about the Sandbox environment:

EPM Queries CT_CORE_FIN_BI_ACCT_ENTRY CT_CORE_FIN_BI_AR_PNDITM CT_CORE_FIN_BI_INVOICE AR/Billing

EPM Impacts from SP-2 SP2 - EPM HIGHLIGHTS Fixes Enhancements

EPM Impacts from SP-2 Fixes New Window Hyperlink Download to Excel Multiple Times

EPM Impacts from SP-2 New Window Hyperlink

EPM Impacts from SP-2 Download to Excel Multiple Times

EPM Impacts from SP-2 Enhancements Advanced Query Search Run to HTML Hyperlink Run to Excel Hyperlink Create Folders Add to Favorites Copy Query to Another User Reorder Criteria

EPM Impacts from SP-2 Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink

EPM Impacts from SP-2 Advanced Query Search

EPM Impacts from SP-2 Advanced Query Search

EPM Impacts from SP-2 Create Folders / Add to Favorites / Copy Query to Another User

EPM Impacts from SP-2 Copy Query to Another User

EPM Impacts from SP-2 Reorder Criteria

EPM Impacts from SP-2 Reorder Criteria

EPM Impacts from SP-2 EPM Query Labs Core-CT Home Page Course EPM101 Schedule of EPM Help labs

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 – AR/GL/Billing Date – February 22 1pm – 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 020 (don’t forget to sign up) Closing

94 Questions?