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

Purchasing Reminders and Updates SP2 Impacts Shipping Charges in PO/AP [ BREAK ] Accounts Payable Reminders and Updates SP2 Impacts EPM SP2 Impacts Agenda

3 FYE 04/05 - Proposed Dates for PO/AP NOTE: These dates are TENTATIVE - to be confirmed Purchase Orders including requisitions, Change Orders, POs encumbering PSAs, POS Contracts, Rents Must be ‘Dispatched’ Friday, June 17, 2005 Monday, June 20, 2005All PO Vouchers must be Budget Checked ‘Valid’ Friday, June 24, 2005 All Voucher Payment Cancellations must be received at OSC Wednesday, June 22, 2005 All NON-ROLLING Pos must be closed and Budget Checked ‘Valid’

4 FYE 04/05 - Proposed Dates for PO/AP NOTE: These dates are TENTATIVE - to be confirmed Friday, July 8, 2005 All 2005 Spreadsheet Journal Transactions must be Budget Checked ‘Valid’ Monday, July 18, 2005Carry Forward FY2005 Budgets are available Wednesday, June 29, 2005 Tuesday, June 28, 2005 All Voucher Payments to towns must be Budget Checked ‘Valid’ All Non-PO Vouchers must be Budget Checked ‘Valid’

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

6 PO Accounting Entries PO Close Voucher Warning PO Updates Critical Reminders Up and Coming Bundles/Patches Volunteers for Validation Year-End Labs

Q: Is this PO Encumbering Funds in the Current Budget Period? PO SP2 Impacts-PO Accounting Entries

Q: Is this PO Encumbering Funds in the Current Budget Period? A: Yes. See entry for Budget Period PO SP2 Impacts-PO Accounting Entries

Q: Is this PO Encumbering Funds in the Current Budget Period? PO SP2 Impacts-PO Accounting Entries

Q: Is this PO Encumbering Funds in the Current Budget Period? A: No. Budget Period for all transactions is PO SP2 Impacts-PO Accounting Entries

Q: Is this PO Encumbering Funds in the Current Budget Period? PO SP2 Impacts-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. PO SP2 Impacts-PO Accounting Entries

PO Close Voucher Warning

Mini-Training ~ Shipping Charges XXXM1

Mini-Training ~ Shipping Charges XXXM1 Only when you are getting one shipment

Mini-Training ~ Shipping Charges XXXM1 When you don’t know how many shipments you’ll get

17 Creating TEPF Vouchers AP SP2 Impacts FYE Preparation Telecom Funds AP Updates Critical Reminders Up and Coming Future Bundles/Patches Year-End Labs

18 Creating TEPF Vouchers What is TEPF? Tax Exempt Proceed Funds

19 Creating TEPF Vouchers XXXM1

20 Creating TEPF Vouchers XXXM1

21 Creating TEPF Vouchers

22 Creating TEPF Vouchers

The Service Pack 2 upgrade has changed Accounts Payable functionality in the following ways. WLAs (available online through Core-CT help menus) are being updated to reflect the new procedures. 1.Users will no longer be able to add or delete Voucher Distribution lines on a PO Voucher. 2.Users will no longer be able to delete Invoice lines on a PO Voucher. Use the Worksheet Copy option to create a Voucher from the PO or Receiver, then select the lines to copy onto the voucher. 3.When clicking the Finalize PO icon on the voucher entry page, the system will confirm with a prompt. This prompt is not functioning correctly. 4.The process of creating a Voucher from multiple POs is not functioning correctly. Until further notice, DO NOT use this functionality. AP SP2 Impacts

1. You can no longer Add or Delete PO Voucher Distribution Lines. AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry Distribution changes should be made on the PO whenever possible. You may use $0.00 amounts for distributions that are not being used. AP SP2 Impacts-Voucher Changes

Example: PO Voucher Use a $0.00 Amount for *Dist by: Amt. Use a [blank] Quantity for *Dist by: Qty. AP SP2 Impacts-Voucher Changes

WARNING: What goes up, will NOT come down. DO NOT INCREASE AMT or QTY on Voucher Distribution The encumbrance on PO Distr. Line 1 will NOT be Reversed. AP SP2 Impacts-Voucher Changes

WARNING: What goes up, will NOT come down. DO NOT INCREASE AMT or QTY on Voucher Distribution Instead, change the coding on another line. AP SP2 Impacts-Voucher Changes

4. You CAN still update a price if it is within PO tolerances Adjust the Invoice Line and Distribution to reflect the change AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry 2. You can no longer Delete PO Voucher Invoice Lines. AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry Instead, use the Worksheet Copy Option to Select Lines for payment. AP SP2 Impacts-Voucher Changes PO Receipt

Select PO/Receipt Schedule Lines for Payment Hint: Design POs that are easily paid according to Schedule Lines. AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry 3. You have the option to Finalize the PO from the Voucher. The system prompts with a warning. If you select “ NO”…. AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry The system TURNS ON the Finalize option regardless. AP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry Use the “Undo Finalize” icon to Turn OFF the Finalize option. AP SP2 Impacts-Voucher Changes

Problem: Until further notice, DO NOT Create a Voucher from Multiple POs. If you do … You might not be able to save the voucher The voucher might not reverse the encumbrance correctly You might have to close the PO We are working to learn the details of this problem, and will update you in a Daily Mail as soon as possible.

37 Match Exceptions (Match Manager or MatchExceptions Report) Pending Approval (Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”) Not Budget Checked (Voucher Inquiry) In Budget Error (Voucher Inquiry) On Hold (EPM Query “CT_VCHRS_ON_HOLD”) Control Groups Posted (Post Control Group) AP FYE Preparation

38 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 EPM Queries- AP FYE Preparation

39 Run Budget Status Report Run Transaction Details (AP trans only) Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8 (by specific code or %) Use other EPMs /Inquiries to troubleshoot AP FYE Preparation

SP2 - EPM HIGHLIGHTS Fixes Enhancements EPM SP2 Impacts

Fixes New Window Hyperlink Download to Excel Multiple Times EPM SP2 Impacts

New Window Hyperlink EPM SP2 Impacts

Download to Excel Multiple Times EPM SP2 Impacts

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 SP2 Impacts

Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink EPM SP2 Impacts

Advanced Query Search EPM SP2 Impacts

Advanced Query Search EPM SP2 Impacts

Create Folders / Add to Favorites / Copy Query to Another User EPM SP2 Impacts

Copy Query to Another User EPM SP2 Impacts

Reorder Criteria EPM SP2 Impacts

Reorder Criteria EPM SP2 Impacts

EPM Query Labs Core-CT Home Page Course EPM101 Schedule of EPM Help labs EPM SP2 Impacts

53 Questions?

for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & As on the Core-CT Website Next Meeting – PO/AP Extra Session Date – March 14, pm 101 E. River Drive, Room 4214 A & B (don’t forget to sign up) Closing