1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/GLPOST FYE ‘04 August 2004

2 General Ledger *Update - Post FYE 04 *Associated Revenue for FY2004 *End of Year Reports *New CFSR Format Accounts Receivable *Update - Post FYE 04 *GIRO Payment Cancellations *User-Created Offsets vs. System-Created Offsets *Set up External Customers for Billing *Training Needs Agenda

3 General Ledger Update - Post FYE 04 Associated Revenue for FY2004 End of Year Reports New CFSR Format

4 Post FYE 04 Updates Update your AR SpeedTypes and your PO/AP SpeedCharts or create new ones Ledger Reconciliation – Commitment Control vs. General Ledger

5 Post FYE 04 Updates General Ledger > Review Journal/Ledger Data > Journals > KK_APP_EXP

6 Post FYE 04 Updates

7 Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

8 Post FYE 04 Updates

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10 Cash Offset Accounts When changing Funds and/or SID on an SSJ or AP Journal Voucher OSC requires Cash Offset entries Credit Expenditure and Debit Cash in old account Credit Cash and Debit Expenditure in new account

11 Year End Reporting At year end, include Adjustment Period ‘998’ in your GL Reporting Requests

12 Year End Reporting

13 Associated Revenues for Advance Funded Grants have been replaced in FY 2005 by direct appropriation and allotment of funds No action required by the agency OSC to use Daily Receipts report to increase APPROP and ALLOT budgets accordingly Budget Inquiries – look at your Budget line, not your Associated Revenue line for increased spending authority Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details > Budget Reports - look at your Budget column for increased spending authority Associated Revenue – FY2005

14 End of Year Reports Year End reports will be run and disbursed after August 20 CTGL311Trial Balance of Appropriation CTGL128Available Cash Balance CTGL316Detail & Summary Revenue CTGL140CFSR – A,B,C,D Same as “June 35” Reports

15 New CFSR Format All agencies will receive CFSR D KK_APPROP and KK_ALLOT Compared to APPROP budget ledger For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and Auditors will receive for all agencies OPM will receive CFSR D from all agencies with Projections by the 10 th of the following month

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18 Accounts Receivable Update - Post FYE 04 GIRO Payment Cancellations AR Monthly Clean Up User-Created Offsets vs. System-Created Offsets Set Up External Customers for Billing Training Needs

19 Accounts Receivable Users should continue to use the Line field to increment the lines in Items with multiple accounting lines

20 Items with Multiple Account Code Distributions

21 Items with Multiple Account Code Distributions

22 Items with Multiple Account Code Distributions

23 Items with Multiple Account Code Distributions

24 Items with Multiple Account Code Distributions

25 Post FYE ’04 Updates Unprocessed Deposits - Funds Awaiting Distribution Open Pending Item Groups for Refunds of Current Year Expenditures – 5XXXX accounts Create Open Item OR Direct Journal Use SID and Account 44410

26 GIRO Payment Cancellations Payment Status Action Required Reissue Payment? -GIRO Payment to Another State Agency – Deposit Not Yet Processed -Call Linda Carney (OSC) to cancel payment -Call Bob Gnocchi (OTT) to remove deposit -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 PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor

27 1.Identify Item Groups Not Posted or in Error 2.Identify Payment Groups Not Posted or in Error 3.Identify Item Groups Not Passed through Budget Check 4.Complete all Unprocessed Deposits 5.Identify Direct Journal Deposits Not Passed through Budget Check Monthly AR Cleanup – Steps for Agencies Monthly AR Cleanup – Steps for Agencies

28 AR Cleanup Job Aid Navigation:

29 Cash Offset – User vs. System Created Accounts Receivable > Collections > Item Information > Item Accounting Entries

30 Cash Offset – User vs. System Created Do not change the AR Offset !!!

31 Cash Offset – User vs. System Created Use the lightning bolt to create the Cash Offset !! Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries

32 Cash Offset – User vs. System Created Do not manually enter the Cash Offset !!!

33 Training UpdatePO Life Cycle Establish a Pending Item For transfer invoices, for federal drawdowns, for some grant transfers AR Update Process Updates the Customer Balances by closing Items that have had Payments applied Lockbox SQR & AR Payload Loads all bank deposits, including GIRO payments PENDING ITEM LIFE CYCLE AR Revenue Estimate & Revenue Reversal Recognizes the Revenue from Pending Items, then creates journal entries reversing it AR Budget Check Creates transactions in Commitment Control Journal Generator Posts the Journal entries created in AR that update the MOD_ACCRL and MOD_CASH ledgers Payment Predictor Matches GIRO payments to Open Pending Items AR Update & Receivables Aging Closes Items with GIRO Payments applied by Payment Predictor Updates Customer Balances

34 Training UpdatePO Life Cycle Establish a Pending Item For transfer invoices, for federal drawdowns, for some grant transfers AR Update Process Updates the Customer Balances by closing Items that have had Payments applied Lockbox SQR & AR Payload Loads all bank deposits, including GIRO payments DIRECT JOURNAL LIFE CYCLE AR Revenue Estimate & Revenue Reversal Recognizes the Revenue from Pending Items, then creates journal entries reversing it AR Budget Check Creates transactions in Commitment Control Journal Generator Posts the Journal entries created in AR that update the MOD_ACCRL and MOD_CASH ledgers Payment Predictor Matches GIRO payments to Open Pending Items AR Update & Receivables Aging Closes Items with GIRO Payments applied by Payment Predictor Updates Customer Balances

35 Set Up External Customers Customers > Customer Information > General Information > Find An Existing Value

36 Set Up External Customers Click on the Help link to see the WLA instructions

37 Set Up External Customers Click on the Help link to see the WLA instructions

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39 Training Needs What are your agency’s training needs? Who needs training? What training do they need? Why do they need the training? When do they need the training? your requests to: po.state.ct.us

40 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 ( ct.state.ct.us/) Next Meeting – August 4, E. River Drive, Room 1002 A&B AR/GL User Group Overflow 1 pm to 4 pm Closing