STATE OF CONNECTICUT CoreCT Project Financials User Group

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

Agenda 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 2

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

Associated Revenue – FY 2005 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 4

Associated Revenue – FY 2005 Commitment Control > Review Budget Activities > Budget Reports > Budget Status 5

Associated Revenue – FY 2005 Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details 6

Associated Revenue – Recap Budget Status Report keys on: Ledger: KK_ASC_REV Accounts: 45500 47100 47200 Non-Federal Aid, Restricted Grant Transfers – Federal - Restricted Grant 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. 7

Monthly AR Cleanup – Steps for Agencies 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 8

AR Cleanup Job Aid Navigation: http: //www. core-ct. state. ct. us/user/finjobaids/2004 ye. htm 9

AR Recommended Reports/Queries • For Pending Items • AR 11001 Group Control by Entry Date • AR 11001 P Group Control – Point in Time • AR 11003 Item Detail • AR 50001 Accounting Entries • CT_CORE_FIN_AR_OPEN_ITEMS 10

AR Recommended Reports/Queries • For Deposits and Payments • AR 20001 Deposit Control by Entry Date • AR 20002 Payment Detail • AR 20003 Payment Summary • AR 21001 Payment Predictor Detail • AR 21002 Payment Predictor Summary • CT_CORE_AR_ACCTG_DISTRIB • CT_DMV_PL_DEPID_DEPOSITS • CT_DOL_FIN_AR_DEPOSITS • CT_DMV_FLEET 11

AR Recommended Reports/Queries • For Collections • AR 30003 Aging Detail by Business Unit • CTARR 101 Aging Summary by Business Unit • CTARR 179 Item Detail by Activity/Type/Origin 12

AR Recommended Reports/Queries • For Error Detection • CT_DIRECT_JRNL_BUD_ERR • CT_CORE_AR_ITEMS_NOT_POSTED 13

AR Recommended Reports/Queries • For Reconciliation • CT_DRS_GL_RECONCILIATION • CT_JRNL_TRAN_PUB • CT_OPM_FIN_AR_DIR_JRNL_DEPOS 14

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

Paying Transfer Invoices 123456 Your BU here Becomes Item ID # 16

Paying Transfer Invoices Transfer Invoice# 123456 DOCS 1 17

Paying Transfer Invoices DOC 0012345678 DOC 0000123456 18

Paying Transfer Invoices 19

Phase Two Reminders 20

Billing Configuration Tasks • 105 Billing 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. • 108 Billing Configuration Values – Transfer Invoices Including templates for Distribution Code, Charge Code, Billing Specialist, Billing Cycle, Bill Inquiry Phone, Remit To Address • 111 Set Up External Customers 21

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? 22

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

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: ” 24

Billing Configuration Decisions Config Unit Options Examples Dunning ID (for Dunning) Timespan Dunning Groups (for Dunning) Groupings Customer ID (for Statements) Choose one Open Items Only Balance Forward Customer Groups (for Statements) Groupings Group A = State Group B = Federal Group C = Towns Group D = Non-Profits Choose one or more Assign one Dunning Group to each Customer Assign one Customer Group to each Customer 30 -60 -90 Days 45 -90 -120 Days Group A = State Group B = Federal Group C = Towns Group D = Non-Profits 25

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

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

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

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

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 32

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

GL Journal Inquiries 34

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

Roll Forward Budget Entries Click Here 36

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

Roll Forward Budget Entries 38

Ledger Balance (CFSR) 39

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

Budgets Overview Inquiry Click Here to view Budget Journal 41

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” 42

General Ledger Reports • GL Reports – Recommended for Operational Use – – GLS 7012 Trial Balance Report GLS 8020 Budget Status Report CT_CORE_FIN_LEDG_KK_BAL (EPM) General Ledger Inquiry • Reports “Under Construction” – GLS 8010 – Budgets/Actuals Reconciliation – CTGLR 313 – Grant Trial Balance Report 43

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 44

New CFSR Format • For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and 12014 • CFSR D subtotals by SID for the following SIDs 45

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

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

General Ledger Activity View All? 48

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

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

Budget Reference Required 51

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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 (http: //www. corect. state. ct. us/) • Next Meeting – September 27, 2004 101 E. River Drive, Room 1002 A&B AP/PO User Group • 1 pm to 4 pm 53