1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/GLSeptember 2004

2 Accounts Receivable *Associated Revenue *AR Monthly Clean Up *Recommended Reports and Queries *Phase Two Reminders General Ledger *End of Year Journal Entries *End of Year Reports *Recommended Reports and Queries *Budget Reference Requirement Agenda

3 Accounts Receivable Agenda *Associated Revenue *AR Monthly Clean Up *Recommended Reports and Queries *Phase Two Reminders

4 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 Budget Status report to increase APPROP and ALLOT budgets accordingly Budget Inquiries – look at the Budget line, not the Associated Revenue line for increased spending authority Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details > Budget Reports - look at the Budget column for increased spending authority Associated Revenue – FY2005

5 Commitment Control > Review Budget Activities > Budget Reports > Budget Status

6 Associated Revenue – FY2005 Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

7 Associated Revenue – Recap Budget Status Report keys on: Ledger:KK_ASC_REV Accounts: 45500Non-Federal Aid, Restricted 47100Grant Transfers – Federal - Restricted 47200Grant Transfers – Non-Federal - Restricted If an agency is using an account other than these, it will not be picked up on the report, and will not be appropriated and allotted. If agencies have coded their deposits to other than the revenue accounts listed above, they need to process a SSJ to correct it to one of these accounts.

8 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

9 AR Cleanup Job Aid Navigation:

10 AR Recommended Reports/Queries For Pending Items AR11001 Group Control by Entry Date AR11001P Group Control – Point in Time AR11003 Item Detail AR50001 Accounting Entries CT_CORE_FIN_AR_OPEN_ITEMS

11 AR Recommended Reports/Queries For Deposits and Payments AR20001 Deposit Control by Entry Date AR20002 Payment Detail AR20003 Payment Summary AR21001 Payment Predictor Detail AR21002 Payment Predictor Summary CT_CORE_AR_ACCTG_DISTRIB CT_DMV_PL_DEPID_DEPOSITS CT_DOL_FIN_AR_DEPOSITS CT_DMV_FLEET

12 AR Recommended Reports/Queries For Collections AR30003 Aging Detail by Business Unit CTARR101 Aging Summary by Business Unit CTARR179 Item Detail by Activity/Type/Origin

13 AR Recommended Reports/Queries For Error Detection CT_DIRECT_JRNL_BUD_ERR CT_CORE_AR_ITEMS_NOT_POSTED

14 AR Recommended Reports/Queries For Reconciliation CT_DRS_GL_RECONCILIATION CT_JRNL_TRAN_PUB CT_OPM_FIN_AR_DIR_JRNL_DEPOS

15 Recommendations from Focus Group for AR Create GIRO Reconciliation Report Modify Cash Deposit reconciliation report Modify AR Aging Report Allow users to filter the data that appears by business unit, by date range Modify reports to see summary data instead of detail Break out reporting by different bank accounts

16 Paying Transfer Invoices Becomes Item ID # Your BU here

17 Paying Transfer Invoices Transfer Invoice# DOCS1

18 Paying Transfer Invoices DOC DOC

19 Paying Transfer Invoices

20 Phase Two Reminders

21 Billing Configuration Tasks Configuration Tasks 105Billing Interfaces (DOT, DOC, DAS, ITD, DEP, and CME) 107 Billing Configuration Values Including templates for Standard Notes, Remit To Address, Surcharges, Payment Terms, Invoice Number ID, Bill Type, Collector, Statement, Dunning, etc. 108Billing Configuration Values – Transfer Invoices Including templates for Distribution Code, Charge Code, Billing Specialist, Billing Cycle, Bill Inquiry Phone, Remit To Address 111Set Up External Customers

22 Billing Configuration Decisions Will you be sending Dunning Letters, Customer Statements and Overdue Charge Notices to….. All Customers? Some Customers? State agencies? Federal agencies? External Customers?

23 Billing Configuration Decisions Whose name and phone number will appear on Invoices ? By Billing BU By Bill Type By Customer By Bill

24 Billing Configuration Decisions What notes will appear on the Invoices ? Examples: “Make Remittance Payable To:” “Payment is Due in 30 Days” “Visit our website at:” “To Request a Catalog Call:”

25 Billing Configuration Decisions Config UnitOptionsExamples Dunning ID (for Dunning) Timespan Choose one or more Days Days Dunning Groups (for Dunning) Groupings Assign one Dunning Group to each Customer Group A = State Group B = Federal Group C = Towns Group D = Non-Profits Customer ID (for Statements) Choose oneOpen Items Only Balance Forward Customer Groups (for Statements) Groupings Assign one Customer Group to each Customer Group A = State Group B = Federal Group C = Towns Group D = Non-Profits

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

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

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

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31 General Ledger Agenda *End of Year Journal Entries *End of Year Reports *Recommended Reports and Queries *Budget Reference Requirement

32 Budget Roll Forward GL Journal Inquiries for year-end journals Budget Roll Forward Overview –Budget Detail Inquiry –Roll Forward Budget Entries –Ledger Balance (CFSR) –Budgets Overview Inquiry

33 GL Journal Inquiries General Ledger > Review Journal/Ledger Data > Journals > KK_APP_EXP

34 GL Journal Inquiries

35 Budget Detail Inquiry Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

36 Roll Forward Budget Entries Click Here

37 Roll Forward Budget Entries Commitment Control > Maintain Budgets > Budget Journals > Enter Budget Journals

38 Roll Forward Budget Entries

39 Ledger Balance (CFSR)

40 Budgets Overview Inquiry Commitment Control > Review Budget Activities > Budget Inquiry > Budgets Overview

41 Budgets Overview Inquiry Click Here to view Budget Journal

42 Recommended Reports/Queries General Ledger Reports Reports Recommended for Operational Use Reports Under Construction New CFSR Format –Budget Status Report General Ledger Activity Inquiry Expenditure Detail Inquiry Reports “Under Construction”

43 General Ledger Reports GL Reports –Recommended for Operational Use –GLS7012 Trial Balance Report –GLS 8020 Budget Status Report –CT_CORE_FIN_LEDG_KK_BAL (EPM) –General Ledger Inquiry Reports “Under Construction” –GLS8010 – Budgets/Actuals Reconciliation –CTGLR313 – Grant Trial Balance Report

44 New CFSR Format All agencies will receive CFSR D KK_APPROP and KK_ALLOT Compared to APPROP budget ledger Auditors will receive for all agencies OPM will receive CFSR D from all agencies with Projections by the 10 th of the following month

45 New CFSR Format For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and CFSR D subtotals by SID for the following SIDs

46 Budget Status Report Commitment Control> Review Budget Activities> Budget Reports> Budget Status Report

47 General Ledger Activity General Ledger> Review Journal/Ledger Data> Ledger

48 General Ledger Activity View All?

49 Expenditure Detail General Ledger> Review Journal/Ledger Data> Ledger

50 Expenditure Detail General Ledger> Review Journal/Ledger Data> Ledger

51 Budget Reference Required

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53 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 – September 27, E. River Drive, Room 1002 A&B AP/PO User Group 1 pm to 4 pm Closing