state of connecticut core-ct. agenda welcome john harnick epm barbara jacius training steve...

STATE OF CONNECTICUT STATE OF CONNECTICUT Core-CTCore-CT

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

Welcome

Maintenance Packs Need volunteers for testing in March Go live is scheduled for April 5th weekend

Core-10 Coming Soon Fiscal Year End Catalog Management Changes

Customer Service

Users can call the

HelpDesk@ 860-622-2300, ext 1

For complex issues, send email to: Core.Support@po.state.ct.us

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

EPM EnhancementsAccounts Receivable/Billing

Projects/Costing Module Fields Added

ACTIVITY_ID ANALYSIS_TYPE BUSINESS_UNIT_PC PC_DISTRIB_STATUS RESOURCE_CATEGORY RESOURCE_SUB_CAT RESOURCE_TYPE PC_DISTRIB_STATUS

EPM EnhancementsAccounts Receivable/Billing

Projects/Costing Fields Added to EPM Reporting Tables:

CT_POSTED_ITEM CT_DIR_JRNL_PAY CT_BI_ACCTENTRY CT_BI_AR_PNDITN CT_BI_INVOICE

EPM Job Aids Updated

EPM Reporting Table Indexes & Join Criteria

Revised to include additional reporting tables.

All accurate table joins identified.

http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc

EPM Job Aids Updated

EPM Reporting Table Indexes & Join Criteria

Acceptable Join Criteria

EPM Job Aids Updated

EPM Reporting Table Indexes & Join Criteria

Inaccurate Join Criteria Spreadsheet

EPM Job Aids Updated

Reporting Table to Role Mapping

Updated to include all projects/costing module roles.

http://www.core-ct.state.ct.us/epm/

EPM Job Aids UpdatedReporting Table to Role Mapping

EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME

CT_LEDG_KK_BAL CT ACCOUNT CODE PROCESSOR

CT_LEDG_KK_BAL CT AGY GL APPROVER

CT_LEDG_KK_BAL CT AGY GL REVIEWER

CT_LEDG_KK_BAL CT AGY GL SYS TECH RESOURCE

CT_LEDG_KK_BAL CT AGY MANUAL RECON PROCESSOR

CT_LEDG_KK_BAL CT CNTRL GL APPROVER

CT_LEDG_KK_BAL CT CNTRL GL REVIEWER

CT_LEDG_KK_BAL CT CNTRL GL SYS TECH RESOURCE

CT_LEDG_KK_BAL CT CNTRL PAYMENT REVIEWER

CT_LEDG_KK_BAL CT CNTRL PAYMENT RPT INQUIRER

CT_LEDG_KK_BAL CTGLREPORTING

Questions?

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

Core-CT Training – Manager Guides

Summarizes knowledge a supervisor or manager should haveAccounts Payable, Supply Chain, InventoryAsset Management Accounts Receivable / BillingProject Costing / Customer ContractsHelp Desk, EPMGeneral Ledger / Commitment Control

Core-CT Training – Manager Guides

Sections of the GuideOverviewHigh level graphic viewBulleted informationLinks to more detailed informationReports associated with the moduleOther sections as needed

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

Reminders / Hot Topics

Budget Ledger Review

GL Mini-Training Detail and Summary Revenue Report

GL Agenda

GL Reminders & Hot Topics

Reminders MP8 Upgrade FIN Reporting Tools vs.

EPM/HR Reporting Tools CFSR Navigation in Report

Manager

Hot Topics Reports for Multiple Ledgers Updated Ledger Job Aid

CFSR Report Manager Navigation

Navigation: FIN Reporting Tools > Report Manager: Administration Tab

GL Reminders & Hot Topics

Reminders MP8 Upgrade FIN Reporting Tools vs.

EPM/HR Reporting Tools CFSR Navigation in Report

Manager

Hot Topics Reports for Multiple Ledgers Updated Ledger Job Aid

Reports for Multiple Ledgers

General Ledger>…Flexible Ledger AnalysisLedger ActivityTrial BalanceExpenditure Report by

ObjectDetail and Summary

RevenueCash Ledger

Ledger Job AidFinancials User Support > General Ledger/Chart of Accounts >

General Ledger Job Aids > Ledgers

Reminders / Hot Topics

Budget Ledger Review

GL Mini-Training Detail and Summary Revenue Report

GL Agenda

Control vs. Track Budgets

Control: Agencies post budget journals. Transactions must fall within the available budget to pass budget check.

Track: Agencies do not post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked for reporting purposes.

Track w/Budget: Agencies can post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked against the budgeted amount for reporting purposes only.

Agency Budgets

Agency Budgets break down Allotment budgets into lower, Department and/or Account levels of detail for controlling spending and/or reporting.

Agency Budgets may differ from appropriated. However, budget control will ultimately always reside at Appropriation/Allotment.

Agency Budgets

Agency 1 (KK_AGY1):

Agencies can control and/or report on funds based on agency defined departments, usually higher levels such as divisions, bureaus, facilities, etc.

May be established as control or track.

Agency Fiscal Administrative Reviewers must create and maintain agency budgets.

Non-Lapsing Funds carried forward at FYE

Agency Budgets

Agency 2 (KK_AGY2):

Agencies can report on funds based on agency defined departments, usually lower levels, such units, cost center, etc.

Agencies can also report on expenditures at the detail account level, just as they are posted in GL.

Established as track budget. It is used for reporting purposes only.

FYE balances are not carried forward

Project Budgets

Project Budgets (KK_PRJ) are based on agency defined Project ID values.

Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment.

Project IDs ending in NONPROJECT are NOT RECORDED here. They are tracked on the Agency 1 and/or Agency 2 budget structures.

Project Budgets

Project 1 (KK_PRJ1):

Agencies can control and/or report on funds based on agency defined Project IDs.

May be established as control or track.

Agency Fiscal Administrative Reviewers must create and maintain project budgets.

Non-Lapsing Funds carried forward atFYE

Project Budgets

Project 2 (KK_PRJ2):

Agencies can control and/or report on funds based on agency defined Project IDs, along with the detail account level, just as they are posted in GL.

May be established as control or track.

Agency Fiscal Administrative Reviewers must create and maintain project budgets.

FYE balances are not carried forward

Project Budgets

Project 3 (KK_PRJ3): Agencies can control and/or report on

funds based on agency defined Project IDs, along with agency defined Chartfield1 values.

May be established as control or track.

Agency Fiscal Administrative Reviewers must create and maintain project budgets.

FYE balances are not carried forward

Project Costing BudgetsProject Costing module (KK_PC) budgets are ONLY used by those Agencies that participate in Core-CT Project Costing.

Project Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment.

Project IDs that are not used in the Project Costing module are NOT RECORDED here. They are tracked on the AGY or PRJ budget structures.

Reminders / Hot Topics

Budget Ledger Review

GL Mini-Training Detail and Summary Revenue Report

GL Agenda

GL Mini-Training

Detail and Summary Revenue Report

Navigation: General Ledger > General Reports> Detail and Summary Revenue

GL Mini-Training

Detail and Summary Revenue Report

GL Mini-Training

Detail and Summary Revenue Report

MOD_ACCRL + MOD_CASH = collected revenues and collected

refunds of expenditure.

GL Mini-Training

Detail and Summary Revenue Report

Questions?

Coffee Break

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

Billing Agenda

Reminders / Hot Topics ET/ST Bill Type

Distribution Coding Billing BATCH

Processing Schedule Mini-Training

Adjust Entire Bill vs. Adjust Selected Bill Lines

Online Inquiries

ET/ST Distribution Coding

Option 1: Change your account code

Option 2: Change your Bill Type

ET/ST Distribution Coding

BIJOB01BIJOB01Finalize andFinalize andPrint InvoicePrint Invoice

BICURCNVConvert Currency

Amounts

BIPRELDPre-Load Process

BILDGL01Create Accounting

Entries

FS_BPRequest Budget

Check

BILDAR01Load Invoices to AR

ARUPDATEPS/AR Receivables

Update

CTARB272AR Revenue

Reversal

FS_JGENGenerate Journals

Billing BATCH Processes

Run Anytime 10AM, 12Noon, 2PM, Nightly

10AM, 12Noon, 2PM, Nightly

10AM, 12Noon, 2PM, Nightly 10AM, 12Noon, 2PM, Nightly

10AM, 12Noon, 2PM, Nightly

12Noon, Nightly 12Noon, Nightly 3PM, Nightly

Billing Summary

NAVIGATION: Billing Review Billing Information Summary Bill Summary Info 2 tab

MINI-TRAINING: Adjustments

NAVIGATION: Billing Maintain Bills Adjust Entire Bill OR Adjust Selected Bill Lines

Prerequisites Adjust Entire Bill

Bill must be Invoiced Bill must not have been

previously adjusted Adjust Selected Bill Lines

Bill must be Invoiced Bill must not have been

previously adjusted Bill should contain multiple

Bill Lines

MINI-TRAINING: Adjust Entire Bill

Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill

Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill

Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill

Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill

Credit & Rebill

MINI-TRAINING: Adjust Entire Bill

Credit & Rebill

MINI-TRAINING: Adjust Entire Bill

Credit & Rebill

MINI-TRAINING: Adjust Entire Bill

Credit & Rebill

MINI-TRAINING: Adjustment History

NAVIGATION: Billing Review Billing Information Adjustment History

MINI-TRAINING: Adjust Selected Bill Lines

Credit Line

2) Click OK.1) Select Radio Button.

3) Choose Credit Line.

4) Select Bill Line to Adjust.

MINI-TRAINING: Adjust Selected Bill Lines

Credit Line

MINI-TRAINING: Adjust Selected Bill Lines

Credit Line

MINI-TRAINING: Adjust Selected Bill Lines

Credit Line

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

2) Click OK.1) Select Radio Button.

3) Choose Create Reversal and Rebill.

4) Select Bill Line to Adjust.

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines

Create Reversal and Rebill

MINI-TRAINING: Review Line History

NAVIGATION: Billing Review Billing Information Review Line HistoryAdjustment Line Summary

MINI-TRAINING: Review Line History

Adjustment Line History

MINI-TRAINING: Adjustments

Adjust Entire Bill Credit Entire Bill

1 Credit Invoice Created Set to RDY Status Cannot Modify

Credit and Rebill 2 Invoices Created

1 Credit Invoice 1 Rebill Invoice

Can Modify Rebill Invoice Only

Adjust Selected Bill Lines Credit Line

1 Credit Invoice Created Set to NEW Status Cannot Modify

Create Reversal and Rebill 1 Credit Invoice Created

Bill Line 1 consists of Credit Line

Bill Line 2 consists of Rebill Line

Can Modify Rebill Line Only

Questions?

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

AR Agenda

Reminders / Hot Topics Case Sensitive Bill Numbers

OSCIP Deposits

AR Mini-Training Incorrect GIRO payments

AR Reminders & Hot Topics

Reminder Clear your deposit pick list

daily Deposits need to be

applied or direct journaled daily

Call the Helpdesk for help to clean up your deposits

Do not wait until the end of the month – this leaves little time to troubleshoot

AR Reminders & Hot Topics

When you are applying a payment from a voucher the payment reference # is entered exactly as it is

on the voucher if you use upper or lower case letters or put spaces

then, Payment Predictor will not match up the voucher and the bill

a payment worksheet that will not build due to mismatch of letters, then it needs to be deleted and the payment ID on the deposit corrected

Case Sensitive Bill Numbers

AR Reminders & Hot Topics If the debtor

agency does not enter your billing invoice number the same way you have billed them for, Payment Predictor will not pick it up.

AR Reminders & Hot Topics

This invoice number needs to match the

bill number

AR Reminders & Hot Topics

This reference number comes in from the invoice number of the voucher

AR Reminders & Hot Topics

Note the same reference number from the voucher

AR Reminders & Hot Topics

This is blank because the invoice number is not recognized

AR Reminders & Hot Topics

Second, add in the correct reference number

First, hit the minus button to delete the row

AR Reminders & Hot Topics

Now you see the bill info

AR Reminders & Hot TopicsOSCIP Deposits

This is a deposit from the Central Payroll Interface

AR Reminders & Hot Topics

Note the location, reference number and the payment predictor checkbox

AR Mini-TrainingINCORRECT GIRO DEPOSITS

Note the DOT GIRO Deposit. It should not go to this agency.

AR Mini Training

1. DPH determines that this is not a payment that they had billed for. They research and find out the funds do not belong to them. They put in a ticket to the CORE Helpdesk with all the information about the deposit.

2. The Helpdesk will be able to find the original voucher and will call back the agency with all the information they need to contact the originating agency and make arrangements to send the funds back by using a NON-PO Voucher.

3. The receiving agency, in this case, DPH, will direct journal this deposit with all the proper coding for Funds Awaiting Distribution (Pending Receipts).

4. This coding is: FUND: 34003, SID: 42350, and ACCOUNT: 20920

AR Mini Training

5. After the journal has been completed, a copy needs to go to the Accounts Payable department so they can create a NON-PO Voucher. They will use the correct address for the originating agency so it will go back to them as a GIRO. The Invoice on the voucher must use “GIRO” followed by the Payment ID on the deposit. They will put the information about the incorrect GIRO in the “Comments Link” and “Description” of the voucher so there will be an audit trail. Accounts Payable will use the same coding string that is on the direct journal.

6. This will be a wash for the incorrect deposit. It will not be in the receiving agency’s budget. It will show in the Pending Receipts account in the General Ledger as a debit and a credit, netting to -0-.

AR Mini-Training

The Payment ID on the deposit needs to be inserted as the invoice number on the voucher

AR Mini-Training

Look at the invoice number on this voucher, it HAS TO BE the Payment ID from the deposit.

AR Mini-Training

The originating agency will now be getting the funds back in their deposit list as a GIRO. It is up to them to ensure they direct journal the deposit with the same expenditure coding as they had on the original incorrect voucher. Once this is done, the cycle has been completed. The agency can now process their payment correctly. They should add a comment on the new voucher to tie the new payment to the incorrect one for an audit trail.

AR Mini-TrainingA CO-790S must be completed and sent to the

Office of the State Comptroller's Accounts Payable Division.  A payment sent in error constitutes an overpayment and therefore requires a CO-790S, which must identify 1) the procedures that led to the issuance of the overpayment, 2) the internal controls in place at the time the overpayment was made, and 3) a description of how a recurrence will be prevented; this form must be signed by the agency head or deputy.  The CO-790 will not be sent with the required CO-790S. 

Questions?

Closing

Look for this presentation and meeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/

Next Meeting GL/AR/BI User Group Meeting is on January 29th

***(DON’T FORGET TO SIGN UP)

AP/PO User Group Meeting on January 31st & February 5th

Thank You for your participation

today. We hope this information proved helpful…