STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting BI/AR/GL November 2005

Welcome John Harnick GL Donna Braga BI Arlene Dussault AR Deb Carta Reporting Mike Riggott Introductions

To all of our user participants who gave their time and input during Bundle Testing and User Acceptance… Acknowledgements

Training Updates Inventory Training  Training Delivered November 9, 10 -For CME, DCF, DPS, DOL, DEP  One day training (role specific)  Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7 Inventory Training  Training will be scheduled for early December –For DOC, DVA, MHA, DMR, DCF  Five separate classes (role specific)  Classes have been announced to the Training Registration Contacts and Sponsors  Sign up in the PSFT Registration Tool

Critical Reminders & Hot Topics Budget Transaction Details Report (KK) Ledger Details Report (KK) KK to GL Reconciliation Items Payroll Reconciliation Job Aid General Ledger Agenda

6 No Budget Reference on KK_APPROP or KK_BD_AUTH Finding Payroll Bud_Ref Errors. Fund/SID Combination Edits Critical Reminders Hot Topics 08/05/05 Payroll Posted Budget Checking Issues from October resolved Voucher discounts are being budget checked and budgets are credited General Ledger

Fund / SID Combination Edits Fund / SID combinations will be edited and validated when documents are entered online. Transactions that fail editing cannot be saved. A list of valid Fund/SID combinations is available on the Core-CT General Ledger Job Aids web page.

Critical Reminders & Hot Topics Budget Transaction Details Report (KK) Ledger Details Report (KK) KK to GL Reconciliation Items Payroll Reconciliation Job Aid General Ledger Agenda

Budget Transaction Details Report (KK) Run by Fiscal Year and Accounting Period. Uses document Accounting Date to determine the Accounting Period Easier to compare to MOD_ACCRL ledger for Expenditures. More manageable size for viewing, printing, sorting, and research.

Budget Transaction Details Report (KK) Commitment Control> Review Budget Activities> Budget Reports>

KK to GL Reconciliation Items Documents Budget Checked but not Posted. Timing – EPM vs. Financials Preferable if GL Period is Closed. Include MOD_CASH Ledger in GL Budget Structures (i.e. DeptID roll-up)

Critical Reminders & Hot Topics Budget Transaction Details Report (KK) Ledger Details Report (KK) KK to GL Reconciliation Items Payroll Reconciliation Job Aid General Ledger Agenda

Ledger Details Report (KK)

Why not use KK Ledger Details Report to Find Budget Reference Errors? General Fund All Bud Refs

Ledger Details Report (KK)

Critical Reminders & Hot Topics Budget Transaction Details Report (KK) Ledger Details Report (KK) KK to GL Reconciliation Items Payroll Reconciliation Job Aid General Ledger Agenda

Payroll Reconciliation Job Aid

Critical Reminders & Hot Topics EPM Query – Partial Payments ing Bills Billing Agenda

22 Thank you to CSL for Bundle Testing in October When a job runs to “No Success” make a new Run Control for that job and avoid using the old one Critical Reminders Hot Topics New EPM Report to Find Partial Payments ing Bills Billing

23 Finding Bills with Partial Payments Applied EPM Query Path:  EPM Reporting Tools>Query>Query Manager Filename:  CT_BI_PARTIAL_OPEN_EXP_BILLS Run this query every month to find Items in Core that have partial payments applied

Results of Partial Payment Query Partial Open Expense Bills UnitInvoiceAcctg DateAccountDeptFundSIDProgramBud RefAmountBalance Orig Item Amt CODM1COD21678/25/ COD CODM1COD21678/25/ COD CODM1COD21678/25/ COD

Researching Partial Payments  Once Partials are Identified – Research  Are you still anticipating payment?  Contact Customer and inquire on balance of payment  Was original bill too much?  Create credit bill for remainder Please note, for access to EPM queries you must have the Role of CT EPM USER

26 ing Bills Instead of printing and mailing your bills via US Postal Service, you can Bills to your Customers The process is very similar to the same one used when printing bills Navigation: Generate Invoices>Non-Consolidated>Finalize and Print Invoices

27 ing Bills Enter same info as usual on Finalize and Print page

28 ing Bills Click Finalize & Print As Usual Change *Type to Change *Format to PDF Click on “Distribute to” Icon

29 ing Bills On Distribution Detail Page Enter: subject (Optional but highly recommended) Message Text (Optional) Address List (Required) Put your Customer’s address Put your address if you want the sent to you also – if there is more than one address, put a semicolon after the first address, hit the space bar and then start typing the next address (repeat this as necessary) Reprint functionality may be used to print a copy for your files also Click OK Note: please ensure address is correct or the will be undeliverable

30 ing Bills Brings you back to Process Scheduler Request Click OK

31 ing Bills Look for Process Instance number so you know job was dispatched click on your Process Monitor link

32 ing Bills Refresh page until you have a: Run Status of Success Distribution Status of Posted

33 Receiving ed Bills If you sent a copy to yourself, check your and click on the.PDF file to bring up your Invoice and print it if desired

Critical Reminders & Hot Topics Payroll Cost Recovery Report Detail and Summary Revenue Report “On Account” Payments Accounts Receivable Agenda

35 OSC Needs Your Grant Funds Expenditure Reports Critical Reminders Hot Topics AR Month End Close Date Grant Fund Accounting Accounts Receivable

Grant Funds Accounting Grant Transfers – Outgoing to State Agencies  Grantee creates Bill for Grant Funds using – Account (Federal) – Account (Non-Federal) – AR Account  Grantor issues Voucher using – Account Grant Transfers – Unspent, Return of Funds to State Agencies  Grantor creates Bill for Unspent Remainder using – Account – AR Account  Grantee creates Voucher for Unspent Remainder using – Account Cash account for all of these GIRO transactions is 10436

Grant Funds Accounting Pass Through Grants – Outgoing to Municipalities and Other than State Agencies  Grantor issues Voucher using – Account – Cash Account Pass Through Grants – Unspent, Return of Funds to Municipalities and Other than State Agencies  Grantor creates Bill for Unspent Remainder using – Account – AR Account 11224

Grant Funds Accounting

Grant Funds Accounting

Critical Reminders & Hot Topics Payroll Cost Recovery Report Detail and Summary Revenue Report “On Account” Payments Accounts Receivable Agenda

41 Payroll Cost Recovery Report AR users will be receiving this info on a bi-weekly basis Each Wednesday of a check date week address is Users wishing to be added to or removed from this list should contact with

Payroll Cost Recoveries The attached spreadsheet contains agency recovery and/or petty cash deductions that were entered for the current payroll cycle. Agency recovery deductions are denoted by deduction codes that begin with a Y. Agency recovery deduction dollars ultimately post to your Inter-Agency GIRO Account. Petty cash deductions are denoted by deduction codes that begin with a Z. Petty cash deduction dollars ultimately post to your Agency Petty Cash Bank account. These deductions are typically entered by your agency payroll officers/staff members (within your department). All questions regarding these deductions should be directed to your agency payroll staff members. The text of the begins………….

Payroll Cost Recoveries If the DEPTID field contains a department that is not linked to your agency, one of the following scenarios is occurring: 1) A different agency has taken a deduction from an employee and the deduction (liability) is coded to your funding source. 2) A different agency has refunded an employee and the refund has been charged to your funding source (the amount field will contain a negative under this scenario). If you feel you have received this information in error or if you have any specific questions regarding this process...please send them to: The text of the continues………….

44 Payroll Cost Recovery Report

45 Payroll Cost Recovery Report

46 Payroll Cost Recovery Report

Critical Reminders & Hot Topics Payroll Cost Recovery Report Detail and Summary Revenue Report “On Account” Payments Accounts Receivable Agenda

Detail and Summary Revenue Report Old ReportNew Report  GL-based, with Journal ID, no Deposit ID  Includes BI journals  MOD_ACCRL based for Bursted Reports  Ability to choose only one Ledger when running adhoc  AR-based, with Deposit ID and Journal ID  Excludes BI journals  MOD_ACCRL and MOD_CASH based for Bursted Reports  Ability to choose up to three Ledgers when running adhoc

Detail and Summary Revenue Report

On Account Payments 1. Run your Aging Report AR> Collections> Aging Report> Aging Detail by Bus Unit 2. Open your deposit AR> Payments> Online Payments> Regular Deposits 3. Does the Item reference value exist? If yes, then Select Payment Predictor on the Deposit, or Build a Payment Worksheet to match the payment to the Item If no, then Delete the item information from the bottom of the Deposit Build a Payment Worksheet to place the payment “On Account” for that Customer Create a bill to match to the “On Account” payment

AR> Payments> Online Payments> Regular Deposits This bill does not exist on the Aging Report – Delete the Ref Value

AR> Payments> Apply Payments> Create Worksheet Unidentified – No worksheet built, no Customer or Item Refs Identified – Customer or Item Refs present Worksheet – Worksheet is built that’s unfinished Applied –Worksheet is built and set it to Post

AR> Payments> Apply Payments> Create Worksheet Enter the Customer ID Enter your BU Click on Build button

On Account Payments Select the checkbox Enter the Payment with a “-” sign Enter Item Line 1 Enter Type “OA” Enter Reason “STATE” Your BU and Customer Default from Worksheet Selection page Click “Save”

On Account Payments OA-357 The system assigns an “OA” Item ID The Adjusted amount is the value of the Payment The Remaining amount is 0.00 Click on the Worksheet Action link Create/Review accounting entries Return to Previous Panel Set the Worksheet to Post Now

57 Questions ?

58  Project Overview  Website  Flexible Ledger Analysis Report Catalog of Online Reports

59 Project Overview  A web-based reporting tool  Intended users  Access to new reports Catalog of Online Reports

60 Project Overview  System performance  Low maintenance  Security / Roles Catalog of Online Reports

61 Website Users will access the catalog through the Core-CT home page  Select the Catalog of On-Line Financial Reports link Catalog of Online Reports

62 Website Home page  Select a report category Catalog of Online Reports

63 Website Listing of Reports by Category  Select a report entry Catalog of Online Reports

64 Website Catalog Entry for Each Report  Purpose of the report  Type of Report  Legacy SAAAS / CAS reports  Role(s) needed to access the report  Navigation path to the report  Suggested run times  Report Parameters  Example of report output Flexible Ledger Analysis Catalog of Online Reports

65 Website Catalog Entry – Example (Introduction) Flexible Ledger Analysis (CTGLR317) Introduction Purpose of the Report The report displays a detail listing of account code balances posted to the General Ledger for a single or multiple reporting periods. The run control page provides the user with unique flexibility to select chartfield combinations and to further specify whether they would like the report based on tree nodes or detail values for each chartfield. User can specify balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures). The report can be sorted and subtotaled by chartfield. The report can be run to a PDF or CSV (MS Excel) format. Report is used to monitor and review account code ledger balances. Type of Report Structured Query Report (SQR) Legacy SAAAS/CAS Reports SAAAS 5-1 Expenditure Detail / CAS ACRC 51 Analysis of Expenditures – Monthly Summary, ACRX58 Analysis of Expenditures – Monthly Detail Role(s) Needed for Access the Reports Central GL Approver, Central GL Report Maker, Central GL Reviewer, and Central GL Sys Tech Resource, Agency GL Approver, Agency GL Report Maker Agency GL Reviewer, Agency GL System Tech Resource Navigation Path to the Report General Ledger > General Reports > Flexible Ledger Analysis Suggested Run Times Ad hoc Catalog of Online Reports

66 Website Catalog Entry – Example (Parameters) Catalog of Online Reports

67 Website Catalog Entry – Example (Example of Report Output) Catalog of Online Reports

68 Flexible Ledger Analysis (CTGLR317)  A detail listing of account code balances  Single or multiple reporting periods  Chartfield combinations  Tree nodes or detail values  Balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures)  Run to PDF or CSV (MS Excel) file format Catalog of Online Reports

69  Continue to build catalog  Tips and Tricks  Volunteers Summary and Next Steps Catalog of Online Reports

70 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 Core-CT Support

71 Questions ?

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

73 Lunch Break

Look for this presentation and meeting Q & A’s on the Core-CT Website Extra Session – AR/BI/GLUser Group Mtg November 28, am to 12pm 1pm to 4pm 101 East River Drive, Room 1002A&B *** (don’t forget to sign up) Thank You for your participation today. We hope this information proved helpful… Closing