STATE OF CONNECTICUT CoreCT Project Financials User Group

STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO/AP August 2005

Agenda Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt

Bundles User Acceptance Testing September 15 through 30 Go-Live ! October 3, 2005

Inventory Training Update üInventory Training – Wave 2 FTraining Starts August 29 FGo Live is September 6 -For CME, DCF, DPS, DMR, DOL, DEP FFour separate classes (role specific) FClasses will be announced to Training Coordinators and Sponsors FSign up in the PSFT Registration Tool üInventory Training – Wave 3 FTraining Starts September 26 FGo Live is October 3 –For DOC, DVA, MHA, DOT FFour separate classes (role specific) FClasses will be announced to Training Coordinators and Sponsors FSign up in the PSFT Registration Tool 4

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

Agenda Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt

PO Agenda FYE Recap Reminders & Topics New Year Processing Mini-Training Integration of Assets with Purchasing

FYE Recap – PO Successes Ø We rolled 3 Business Units successfully Ø DAS with 66 POs Ø DPW with 371 POs Ø DEP with 1141 POs Ø Thank you DAS, DPW and DEP 8

FYE Recap – PO Issues Ø During the Close process we discovered 21 different issues that impacted the closing of POs Ø Double-encumbering of POs Ø Some of the issues dealt with overriding match exceptions or receiving, closing requisitions prior to closing POs, and closing POs that had vouchers that were not yet paid 9

FYE Recap – PO As we move forward Ø Agencies should perform a Monthly close for POs Ø Prepare a Change Order before last payment is made to correctly reflect what is expended against the PO Ø Don’t force-close a PO, research and fix problems before closing Ø Work with your AP Units to ensure there are no unpaid vouchers related to a PO prior to closing 10

PO Reminders & Hot Topics PO Critical Reminders Agency Contracts must be entered in Core Contract ID is a required field New Purchasing Authority is being created for expired contracts when POs did not roll forward New details on budget checking Hot Topics e-Sysco to roll out to more Agencies Alternative for 71000 Bundle Package/Need volunteers to test 11

New Year Processing Requisitions - When, Why, and How Ø Requisitions must be used when creating a commodity purchase that will be placed in your agency’s warehouse Ø Requisition special request functionality can also be used when creating a purchase for a commodity that is not contained in the item catalog, however if this item is to be placed in your agency’s warehouse, *STOP* ! You will need a catalog management id number for this item for putaway purposes Ø The e-Procurement module has a more robust search engine to search the item catalog and you have the ability to use a template 12

New Year Processing Requisitions - When, Why, and How Ø e-Procurement requisitions require receiving, a must for Inventory and Assets Ø Requisitioners/Purchasing Approvers need to become familiar with their Agency’s requirements for identifying/classifying Assets Ø Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http: //www. core-ct. state. ct. us/user/finjobaids/docs/cntrcts_pos_reqs. doc 13

New Year Processing Changes for the New Year Ø Contract Id is a required field Ø New Translate Value for Expired Contracts (coming soon) Ø Steps to be taken to have an item loaded to the item master that will be placed in my inventory 14

New Year Processing

New Year Processing

New Year Processing POs - When, Why, and How Ø Online POs should be used when creating a purchase for a service (You have the option to remove receiving is required) Ø Online POs can also be used when creating a purchase for a commodity, however if this item is to be placed in your agency’s warehouse *STOP*! You will need a catalog management id number for this item for putaway purposes Ø Receiving is required for all purchases that will be placed in your Agency’s warehouse (Inventory) and for all items that are deemed as an Asset for your agency Ø Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http: //www. core-ct. state. ct. us/user/finjobaids/docs/cntrcts_pos_reqs. doc 17

New Year Processing Changes for the New Year Future Year Obligation Ø Core-CT is developing a new process for identifying and capturing information regarding Future Year Obligations Ø Only Online POs should be used when using this functionality Ø Reports are also being developed for your use 18

New Year Processing

New Year Processing

New Year Processing e-Sysco Roll Out Ø e-Sysco for ordering food is currently being rolled out Ø MHA was our Pilot Agency for CVH Ø Expanded in August to include all of MHA and DOC Ø More roll outs to come 21

New Year Processing Contracts - When, Why, and How Ø Contracts are used to track what the State is purchasing Ø DAS and DOIT create contracts that can be used by all State agencies or for specific agencies for commodities or services Ø Contracts are created by agencies for goods/services based on delegated purchase authorities or State Statutes. (These contracts should be restricted for use to only your agency) ØUse the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http: //www. core-ct. state. ct. us/user/finjobaids/docs/cntrcts_pos_reqs. doc 22

Job Aid Contract Type/PO Type/Purchasing Authority CT Contract Type (Contract Header) PO Type (PO Header Details) Purchasing Authority (Line Details) BU Award GEN Contract CON: Construction CON Contract Grant GRT Contract Loan Contract MOU: Memorandum of Understanding MOU Contract POS Competitive POC Contract POS Noncompetitive PON Contract PSA Competitive PSC Contract PSA Noncompetitive PSN Contract Rental Lease RL Contract Rights of Way ROW Contract Statewide Award GEN or MLYR Contract GEN or BLKT CGS (CT General Statute) GL GL-71 (a, b, c, d, e, f, g) GEN MA (Master Agreement) GEN ST (Standardization Transaction) GL or BLKT* can only be used from online PO GL-71 d* GEN or MLYR* can only be used from online PO Contin PO*

Helpful Hints! ü Setting up POs by Amount or Quantity ü PO by Amount – Pay Voucher by Amount ü PO by Quantity – Pay Voucher by Quantity ü Multi-Year Purchase Orders ü Set up multiple lines, distributions and schedules for each month/year ü Detail Listing Report-tracking of POs ü Track POs that can be closed, making year-end easier

PO – Mini Training Reporting How to set up POs that run for multiple years 25

PO – Mini Training

PO – Mini Training Multi-Year POs

PO – Mini Training Multi-Year POs

Mini Training Detail Listings Report Purchasing/Purchase Orders/Reports/Detail Listings

Mini Training Run by date, vendor and or buyer

Mini Training Change format to PDF file!

Mini Training Double-Click on Process Monitor

Mini Training Double-Click on details for report

Mini Training Double-Click on View Log/Trace to get PDF file

Mini Training Double-Click on PDF file for report

Mini Training PO Detail Listing by PO Date PO Detail Listing by Buyer Report

FYE Recap - PO What we Learned from FYE 2005 DO …Track all purchase orders (open) …Make sure POs are closed on a regular basis… …Do Change Orders before last payment is made …Set up POs by Amount or Quantity - NOT BOTH …Close POs before closing Reqs DON’T …Try to force POs closed, look at the message log …Delete distribution lines …Change coding on a distribution that has a voucher against it, add a new line instead …Make dollar changes on the voucher if it isn’t an amount only PO …Start service POs as a requisition …Do a Change Order on a line that is fully matched 37

Agenda Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt

Integration of Assets w/Purchasing Rules for Assets Ø ALL Assets are Capitalized Ø ALL Assets must be Received Ø Purchase by Quantity 39

Integration of Assets w/Purchasing CAPITAL ASSETS Ø State-wide Rules Ø Cost Equal to or Over $1000 Ø Account Code 55000 series Ø Reported on CO-59 Ø Property Control Manual (OSC) Ø Land/Building Ø JESTIR maintenance Ø CORE maintenance 40

Integration of Assets w/Purchasing CONTROLLABLE ASSETS Ø Agency-Specific Ø Under $1000 Ø Agency List provided to Purchasing/Payables staff Ø Controllable Asset Query – Account 54150 41

Integration of Assets w/Purchasing Frequently Asked Questions Ø Freight Ø Asset Acquisition Detail Line Ø Consolidated Asset Ø Location 42

Questions 43

10 -Minute Break 44

Agenda Welcome John Harnick PO Noreen Camara Sandra Hurrie AP Cynthia Babbitt

AP Agenda FYE Recap – Issues FYE Recap – What we Learned Reminders & Topics Reversal Vouchers Updating Speed. Charts Updating Monthly AP Procedures AP Mini-Training

FYE Recap – AP Issues During Year-End Close Ø POs closed before Vouchers Processed Ø Payments Canceled, but no Reversals and v. v. Ø Too many Adjustment and Reversal Vouchers Unprocessed at Year-End Ø Management of Inter-Agency Accounts 47

FYE Recap - AP What we Learned from FYE 2005 DO DON’T … Delete a voucher immediately after Rejecting … Close Vouchers (now done Centrally only) … Troubleshoot Budget Errors promptly … Unpost Vouchers (now done Centrally only) … Work with Purchasing to complete the last voucher-inform they can now close the PO … Override Matching (we cannot Post Overridden Vouchers) … Manage/reconcile Adj and Reversal Vouchers (monthly) … Manage/reconcile Inter-Agency Accounts (monthly) … Wait until the last budget check process at FYE to process a voucher … Call Module Leads to circumvent the Help. Desk 48

AP Reminders & Topics AP Critical Reminders DO NOT Override Match Exceptions! Wait to do Reversal Voucher during Cancellations Budget Check after Deleting Vouchers Double Check Voucher ‘Pay Terms’ and Due Date Voucher Close and Unpost Voucher Hot Topics Reversal Vouchers Updating Speed. Charts for new FY Update Monthly AP Procedures Reconciling Vendor Accounts 49

Reversal Vouchers Always for negative $ amount Reverses one voucher – created by copying/relating to the Original voucher/***THIS INFO MUST MATCH EXACTLY Information is the same as Original voucher (Remit-to Vendor, address, location, pmt method, handling code) *Use ‘RA’ handling code for ‘CHK’ method on both vouchers The Vendor information must be active (Location/Address) ‘Separate Payment’ must be unchecked on Original and Reversal Vouchers Scheduled Due Date must be current date or earlier Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers +$ -$ Original voucher is put on “hold” until Reversal is ready for Pay Cycle selection Reversal Voucher and Original voucher go in the same Pay Cycle 50

Updating Speed. Charts 51

Updating Speed. Charts 52

Updating Speed. Charts 53

Updating Monthly AP Procedures Changes to the Month-End AP Close Process – (In an effort to keep KK = GL) 1 st Business Day of New Month – Identify Vouchers Budget Checked/Not Posted 3 rd Business Day of New Month – Correct Budget Errors and Post 3 rd Business Day of New Month – Post all Valid Vouchers 3 rd Business Day of New Month – * Delete remaining Vouchers in Budget Error * We are no longer pushing budget checked/unposted vouchers into the new open period * We are pushing vouchers not yet budget checked into the new open period 54

Updating Monthly AP Procedures Sample of New Unposted Voucher Report 55

Updating Monthly AP Procedures Key fields added in results 56

Updating Monthly AP Procedures EPM Queries. Unposted Vouchers CT_AP_VCHRS_UNPOSTED Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED Vouchers Budget Checked/Not Paid CT_CORE_FIN_AP_VCHBUDCKD_UNPD Vouchers Budget Checked/Not Posted CT_CORE_FIN_AP_VCHBUDCKD_UNPOST Expenditures by Account Code CT_CORE_FIN_SAAAS_OPTION 16_5_8 57

AP – Mini Training Managing Vouchers on a Regular Basis Use Vouchers Budget Checked, but Not Paid to Manage Unpaid Vouchers 58

AP – Mini Training Managing Vouchers on a Regular Basis Results of ‘Vouchers Budget Checked, but Not Paid’ Query What does this tell you? 59

AP – Mini Training Managing Vouchers on a Regular Basis Results of ‘Vouchers Budget Checked, but Not Paid’ Query What does this tell you? 60

AP – Mini Training Reconciling/troubleshooting a Vendor’s Account Run a ‘Vendor Current Balance’ Inquiry XXXM 1 Corporate Express 61

AP – Mini Training Reconciling/troubleshooting a Vendor’s Account These are all Adjustment Vouchers. Credit Memos were never applied XXXM 1 Resolution: 1 - Enter Adjustment Vouchers for +$ to ‘wash’ in the next $0 Pay Cycle, 2 - Contact Vendor for refund 62

AP – Mini Training Reconciling/troubleshooting a Vendor’s Account Run Vendor Aging Inquiry XXXM 1 63

Questions 64

Customer Support üUsers can call Help Desk @ 860 -622 -2300, ext. 1 üDue to the complexity of year end and other issues, users can email Core. Support@po. state. ct. us Ø Provide more details Ø Include screenshots Ø Specific encumbrance issues Ø Becomes a ticket and escalated to Level 2 üUse the same address Core. Support@po. state. ct. us to request topics for future User Groups 65

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 AR/BI/GL User Group Mtg 9/8/05 9 -12 am & 1 -4 pm 101 East River Drive, Room 1002 A&B ***(don’t forget to sign up)