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

Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt Agenda

User Acceptance Testing September 15 through 30 Go-Live ! October 3, 2005 Bundles

4 Inventory Training – Wave 2  Training Starts August 29  Go Live is September 6 -For CME, DCF, DPS, DMR, DOL, DEP  Four separate classes (role specific)  Classes will be announced to Training Coordinators and Sponsors  Sign up in the PSFT Registration Tool Inventory Training – Wave 3  Training Starts September 26  Go Live is October 3 –For DOC, DVA, MHA, DOT  Four separate classes (role specific)  Classes will be announced to Training Coordinators and Sponsors  Sign up in the PSFT Registration Tool Inventory Training Update

We Invite You …… to stay a little longer today. Need More Assistance? Live demonstrations on the Core-CT Production Website following User Group 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

Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt Agenda

FYE Recap Reminders & Topics New Year Processing Mini-Training Integration of Assets with Purchasing PO Agenda

8 Successes FYE Recap – PO  We rolled 3 Business Units successfully  DAS with 66 POs  DPW with 371 POs  DEP with 1141 POs  Thank you DAS, DPW and DEP

9 Issues FYE Recap – PO  During the Close process we discovered 21 different issues that impacted the closing of POs  Double-encumbering of POs  Some of the issues dealt with overriding match exceptions or receiving, closing requisitions prior to closing POs, and closing POs that had vouchers that were not yet paid

10 As we move forward FYE Recap – PO  Agencies should perform a Monthly close for POs  Prepare a Change Order before last payment is made to correctly reflect what is expended against the PO  Don’t force-close a PO, research and fix problems before closing  Work with your AP Units to ensure there are no unpaid vouchers related to a PO prior to closing

11 PO Critical Reminders Hot Topics e-Sysco to roll out to more Agencies Alternative for Bundle Package/Need volunteers to test Agency Contracts must be entered in Core Contract ID is a required field New Purchasing Authority is being created for expired contracts when POs did not roll forward New details on budget checking PO Reminders & Hot Topics

12 Requisitions - When, Why, and How New Year Processing  Requisitions must be used when creating a commodity purchase that will be placed in your agency’s warehouse  Requisition special request functionality can also be used when creating a purchase for a commodity that is not contained in the item catalog, however if this item is to be placed in your agency’s warehouse, *STOP* ! You will need a catalog management id number for this item for putaway purposes  The e-Procurement module has a more robust search engine to search the item catalog and you have the ability to use a template

13 Requisitions - When, Why, and How New Year Processing  e-Procurement requisitions require receiving, a must for Inventory and Assets  Requisitioners/Purchasing Approvers need to become familiar with their Agency’s requirements for identifying/classifying Assets  Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”

14 Changes for the New Year New Year Processing  Contract Id is a required field  New Translate Value for Expired Contracts (coming soon)  Steps to be taken to have an item loaded to the item master that will be placed in my inventory

New Year Processing

17 POs - When, Why, and How New Year Processing  Online POs should be used when creating a purchase for a service (You have the option to remove receiving is required)  Online POs can also be used when creating a purchase for a commodity, however if this item is to be placed in your agency’s warehouse *STOP*! You will need a catalog management id number for this item for putaway purposes  Receiving is required for all purchases that will be placed in your Agency’s warehouse (Inventory) and for all items that are deemed as an Asset for your agency  Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”

18 Changes for the New Year Future Year Obligation New Year Processing  Core-CT is developing a new process for identifying and capturing information regarding Future Year Obligations  Only Online POs should be used when using this functionality  Reports are also being developed for your use

New Year Processing

21 e-Sysco Roll Out New Year Processing  e-Sysco for ordering food is currently being rolled out  MHA was our Pilot Agency for CVH  Expanded in August to include all of MHA and DOC  More roll outs to come

22 Contracts - When, Why, and How New Year Processing  Contracts are used to track what the State is purchasing  DAS and DOIT create contracts that can be used by all State agencies or for specific agencies for commodities or services  Contracts are created by agencies for goods/services based on delegated purchase authorities or State Statutes. (These contracts should be restricted for use to only your agency)  Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT”

Contract Type/PO Type/Purchasing Authority CT Contract Type (Contract Header)PO Type (PO Header Details)Purchasing Authority (Line Details) BU AwardGENContract CON: ConstructionCONContract GrantGRTContract Loan Contract MOU: Memorandum of UnderstandingMOUContract POS CompetitivePOCContract POS NoncompetitivePONContract PSA CompetitivePSCContract PSA NoncompetitivePSNContract Rental LeaseRLContract Rights of WayROWContract Statewide AwardGEN or MLYRContract GEN or BLKTCGS (CT General Statute) GLGL-71 (a, b, c, d, e, f, g) GENMA (Master Agreement) GENST (Standardization Transaction) GL or BLKT* can only be used from online PO GL-71d* GEN or MLYR* can only be used from online PO Contin PO* Job Aid

Setting up POs by Amount or Quantity PO by Amount – Pay Voucher by Amount PO by Quantity – Pay Voucher by Quantity Multi-Year Purchase Orders Set up multiple lines, distributions and schedules for each month/year Detail Listing Report-tracking of POs Track POs that can be closed, making year-end easier Helpful Hints!

25 Reporting How to set up POs that run for multiple years PO – Mini Training

Multi-Year POs

PO – Mini Training Multi-Year POs

Detail Listings Report Purchasing/Purchase Orders/Reports/Detail Listings Mini Training

Run by date, vendor and or buyer Mini Training

Change format to PDF file! Mini Training

Double-Click on Process Monitor Mini Training

Double-Click on details for report Mini Training

Double-Click on View Log/Trace to get PDF file Mini Training

Double-Click on PDF file for report Mini Training

PO Detail Listing by PO Date Mini Training PO Detail Listing by Buyer Report

37 What we Learned from FYE 2005 FYE Recap - PO DO …Try to force POs closed, look at the message log …Delete distribution lines …Change coding on a distribution that has a voucher against it, add a new line instead …Make dollar changes on the voucher if it isn’t an amount only PO …Start service POs as a requisition …Do a Change Order on a line that is fully matched …Track all purchase orders (open) …Make sure POs are closed on a regular basis… …Do Change Orders before last payment is made …Set up POs by Amount or Quantity - NOT BOTH …Close POs before closing Reqs DON’T

Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt Agenda

39 Integration of Assets w/Purchasing  ALL Assets are Capitalized  ALL Assets must be Received  Purchase by Quantity Rules for Assets

40  State-wide Rules  Cost Equal to or Over $1000  Account Code series  Reported on CO-59  Property Control Manual (OSC)  Land/Building  JESTIR maintenance  CORE maintenance CAPITAL ASSETS Integration of Assets w/Purchasing

41  Agency-Specific  Under $1000  Agency List provided to Purchasing/Payables staff  Controllable Asset Query – Account CONTROLLABLE ASSETS Integration of Assets w/Purchasing

42  Freight  Asset Acquisition Detail Line  Consolidated Asset  Location Frequently Asked Questions Integration of Assets w/Purchasing

43 Questions

44 10-Minute Break

Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt Agenda

FYE Recap – Issues FYE Recap – What we Learned Reminders & Topics Reversal Vouchers Updating SpeedCharts Updating Monthly AP Procedures AP Mini-Training AP Agenda

47 Issues During Year-End Close FYE Recap – AP  POs closed before Vouchers Processed  Payments Canceled, but no Reversals and v.v.  Too many Adjustment and Reversal Vouchers Unprocessed at Year-End  Management of Inter-Agency Accounts

48 What we Learned from FYE 2005 FYE Recap - AP DO DON’T … Close Vouchers (now done Centrally only) … Unpost Vouchers (now done Centrally only) … Override Matching (we cannot Post Overridden Vouchers) … Wait until the last budget check process at FYE to process a voucher … Call Module Leads to circumvent the HelpDesk … Delete a voucher immediately after Rejecting … Troubleshoot Budget Errors promptly … Work with Purchasing to complete the last voucher-inform them they can now close the PO … Manage/reconcile Adj and Reversal Vouchers (monthly) … Manage/reconcile Inter-Agency Accounts (monthly)

49 AP Critical Reminders Hot Topics Reversal Vouchers Updating SpeedCharts for new FY Update Monthly AP Procedures Reconciling Vendor Accounts DO NOT Override Match Exceptions! Wait to do Reversal Voucher during Cancellations Budget Check after Deleting Vouchers Double Check Voucher ‘Pay Terms’ and Due Date Voucher Close and Unpost Voucher AP Reminders & Topics

50 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) *Use ‘RA’ handling code for ‘CHK’ method on both vouchers 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 + $ - $ Reversal Vouchers

51 Updating SpeedCharts

52 Updating SpeedCharts

53 Updating SpeedCharts

54 Updating Monthly AP Procedures Changes to the Month-End AP Close Process – (In an effort to keep KK = GL) 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 * 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

55 Updating Monthly AP Procedures Sample of New Unposted Voucher Report

56 Updating Monthly AP Procedures Key fields added in results

57 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 Vouchers Budget Checked/Not Posted CT_CORE_FIN_AP_VCHBUDCKD_UNPOST Expenditures by Account Code CT_CORE_FIN_SAAAS_OPTION16_5_8 EPM Queries- Updating Monthly AP Procedures

58 AP – Mini Training Managing Vouchers on a Regular Basis Use Vouchers Budget Checked, but Not Paid to Manage Unpaid Vouchers

59 AP – Mini Training Results of ‘Vouchers Budget Checked, but Not Paid’ Query What does this tell you? Managing Vouchers on a Regular Basis

60 AP – Mini Training Results of ‘Vouchers Budget Checked, but Not Paid’ Query What does this tell you? Managing Vouchers on a Regular Basis

61 AP – Mini Training Reconciling/troubleshooting a Vendor’s Account Run a ‘Vendor Current Balance’ Inquiry Corporate Express XXXM1

62 AP – Mini Training Reconciling/troubleshooting a Vendor’s Account These are all Adjustment Vouchers- Credit Memos were never applied Resolution: 1- Enter Adjustment Vouchers for +$ to ‘wash’ in the next $0 Pay Cycle, 2- Contact Vendor for refund XXXM1

63 AP – Mini Training Reconciling/troubleshooting a Vendor’s Account Run Vendor Aging Inquiry XXXM1

64 Questions

65 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

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 AR/BI/GL User Group Mtg 9/8/ am & 1-4pm 101 East River Drive, Room 1002A&B *** (don’t forget to sign up) Closing