STATE OF CONNECTICUT CoreCT Project Financials User Group

STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing December 2004

Agenda General Ledger Updates and Reminders SP 2 Updates Reporting Testing Report Processing HR Accounting Line & HR Account Code Tables Viewing Encumbrance Balances Accounts Receivable Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates

Agenda General Ledger Updates and Reminders Viewing Encumbrance Balances EPM Queries for HR SP 2 Updates Reports Testing Report Processing

GL Updates Critical Reminders AP Closes 3 pm – Last Business Day AR Closes 3 pm – 15 th Calendar Day Journal Entries due by 10 th Calendar Day Up and Coming GL Reports re-distributed on the 16 th SP-2 Testing…. Shipmates Needed 4

FY 2005 Encumbrances • Viewing FY 2005 Encumbrances. – FY 2004 Encumbrance balances are not affecting FY 2005 budgets. • Deleted distribution lines on Rolled POs.

FY 2005 Encumbrances • Budget Status Report • Budget Details Inquiry

FY 2005 Encumbrances

FY 2005 Encumbrances • Budget Transaction Details Report • KK Activity Log • PO Accounting Entries

FY 2005 Encumbrances • Commitment Control> Review Budget Activities> Budget Inquiry> Budget Details or Activity Log XXXM 1

EPM Queries Records • CT_HR_ACCTG_LN • ACCT_CD_TBL

EPM Queries

SP 2 Update • Commitment Control> Review Budget Activities> Budget Reports> Budget Transaction Detail Report

SP 2 Update • General Ledger> General Reports> Trial Balance Report

SP 2 Update To Volunteer: Please contact Donna Braga at donna. braga@po. state. ct. us Proud Volunteers DMR SDE DPW ESB APA DCF DSS

Report Processing • Fin People. Tools> Process Scheduler> Process Monitor

Report Processing

10 -Minute Break 17

Accounts Receivable Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates

Critical Reminders Check your open items before direct journaling deposits Don’t unpost an item if the payment has been applied Keep your deposit processing current Up and Coming SP 2 – We need volunteers for AR Billing “Go-Live” is February 1 19

Closing Periods in AR Overview Month-End Timeline Online Search for Incomplete Transactions

Closing Periods in AR Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL)

Closing Periods in AR

What Happens? in AR Closing Periods 1. OSC and CORE runs Queries to identify incomplete transactions 2. Agencies run online inquiries and “clean up” everything not posted 3. OSC Closes AR & GL Periods at 3 pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. Agencies reclassify or redistribute direct journal deposits from “Funds Awaiting Distribution”

Closing Periods in AR What Happens? Insert timeline OSC and Core CT Contacts Agencies About Incomplete Entries Agencies’ Last Chance to “Clean Up” Two Weeks Prior to Month End OSC Closes Period in AR & GL CORE Runs Daily Processes Last Day of Month later pm (Step#1) 15 th Day of Next Month at 3 pm Agencies Change Accounting Dates Agencies Reclassify Pending Receipts First Day of New Month

Accounts. Periods Payable Impacts Closing in AR At 3 pm on Period Closing Day… You CANNOT: You CAN: Post new items to period that is closing Change the accounting dates for pending items and payments to the new open period Post new items to new period Post payments to new period Direct journal deposits to new period Post payments to period that is closing Direct journal deposits to period that is closing

Closing Periods in AR New Items and Payment Groups Accounting Date and Budget Date default to Current Date Posted as of date of Cancellation/Unpost

Monthly Cleanup Pending Items, Payments, Deposits Look for transactions that haven’t been posted to the General Ledger

Accounts Receivable > Pending Items > Review Items > All Items 28

Month End Cleanup 29

Month End Cleanup 30

Accounts Receivable > Collections > Item Information > All Item Information 31

AR > Pending Items > Change Pending Group Action > Online Pending Items 32

Month End Cleanup 33

Month End Cleanup 34

Month End Cleanup 35

36

AR > Update Receivables > Correct Posting Errors 37

Month End Cleanup 38

Month End Cleanup 39

Month End Cleanup 40

AR > Collections > Item Information > All Item Information

Month End Cleanup

AR > Payments > Review Payments > Groups Not Set to Post

Month End Cleanup No entries, no activity

Month End Cleanup No entries, no activity

Month End Cleanup

AR > Payments > Review Payments > Incomplete Payments

Month End Cleanup

AR > Payments > Apply Payments > Finalize Worksheet

AR > Payments > Review Payments > All Deposits

Accounts Payable > Vouchers > Entry > Regular Entry

Month End Cleanup 52

Month End Cleanup 53

AR > Update Receivables > Unpost Results > Online Group 54

Month End Cleanup Errors 55

Changing Periods in AR Choose a date in an open accounting period 56

Changing Periods in AR Deposits Agencies cannot change dates for deposits loaded from the bank files Dates will be grayed out Only OTT can change these dates Dates for Manual Deposits should be made in the current period Applies to TRB, DOL, DMV only

EPM Reporting Tools > Query Manager 58

Pending Receipts - Cleanup 59

GL > Review Journal/Ledger Data > Ledger 60

Sum by Period, Account, Dept 61

Pending Receipts - Cleanup Is it ours? Is it someone else’s? Was the payment cancelled? Should the payment be reissued? Was the payment reissued? Should the deposit be deleted? 62

AR > Payments >Direct Journal Payments > Modify Accounting Entries 63

Pending Receipts - Cleanup 64

Pending Receipts - Cleanup 65

General Ledger > Journals > Journal Entry > Create Journal Entries DC 66

Is it somebody. Receipts else’s ? Pending - Cleanup Talk to the your AP staff to ensure that the payment wasn’t already cancelled. Talk to the agency that paid you incorrectly to see if they’ve discovered the error. Agree on the method you’ll use to correct the error, and who will be responsible for each step in the process. 67

Is it somebody. Receipts else’s ? Pending - Cleanup If you’re canceling the GIRO payment: - Fill out the paperwork - Call OSC and ask them to cancel the payment - If it was a PO Voucher, you must create a Reversal Voucher - Contact the other agency when you’ve completed the process When you’ve heard from the other agency that the GIRO payment was cancelled: - Call OTT and ask them to delete the GIRO payment from your Deposit list 68

Is it somebody. Receipts else’s ? Pending - Cleanup 69

Billing Updates Configured values for the Standard Bill Types: GT: Grant Transfer ET: Expenditure Transfer Invoice ST: Revenue Transfer Invoice FED: Federal Billing EXT: External Customers 70

Billing Updates Configured values for the Standard Charge Codes: GT_47100: Grant Transfers, Fed Grants, Restricted GT_47200: Grant Transfers, Non- Fed Grants, Restricted FED_45020: Federal Aid, Restricted NFED_45500: Non- Federal Aid, Restricted FED_45300: Federal Aid, Miscellaneous REFUND/REIMBURSEMT: Refund of Current Year Expenditure 71

Billing Updates üPre-training sessions are complete FSandbox is constructed üSandbox will be available FSuper Users - December 22 FAll other users - January 3 FWeb address will be published this week FLink from the Core-CT website through Training Home Page üEnvironment will refresh daily FData will not remain beyond a working day FAll processes must be run Ad Hoc by users FCan create bills, run pro-forma and finalize bills üEmail address for problems or questions about the Sandbox environment: Training. Questions@po. state. ct. us üEnvironment not working, call 860 -622 -2582, Stephen Perkins 72

Billing Reminder Ø The Receivable Processor will apply the deposit to an open receivable if Customer Reference on Deposit Payment page shows it was billed on an ST, GT or ET invoice or any other reference value from an External Customer ST 00226

Billing Reminder Ø The Receivable Processor will direct journal the deposit as a Refund of Current Expenditures (except GIROs) or a Standard Revenue if there is no Customer Reference on Deposit Payment page

Billing Reminder Ø Agencies will no longer have the option to Direct Journal GIRO payments (Exceptions to this are Offset payments to DRSM 1 and Payroll Recoveries to all agencies issued by OSCIP). Ø Agencies no longer have to use SSJ’s to correct accounting code errors or dollar amounts for AR Direct Journals Ø Agencies can use Online Journal Processing in the GL module to make adjustments and corrections for errors in AR Direct Journals

Questions? 76

Closing 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 www. core-ct. state. ct. us/ Next Meeting – AR/GL/Billing Date – December 29, 2004 1 pm – 4 pm 101 E. River Drive, Room 4214 A & B FUG 100, Session 018 (don’t forget to sign up)