state of connecticut core-ct project

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAR / GL / BillingAR / GL / Billing

February 2005February 2005

• GL– SP-2 Impacts– Reviewing PO Encumbrances– GL Reporting– Year End Preparation

• AR/Billing– SP-2 Impacts– Transition from AR to Billing– Closing Periods Update– Housekeeping

BREAK– Billing FAQ's and Issues

• EPM Impacts - SP-2

AgendaAgenda

Acknowledgements

• SP2 User Acceptance Testing Participants

• SP2 User Validation• Billing User

Acceptance Testing Participants

• Billing User Validation

GLSP-2 Impacts

New Run Controls

GL Reporting/InquiryGrants: Tying Revenues and Expenditures

Commitment Control vs. General Ledger

Encumbrance Accounting EntriesBudget Reference vs. Budget Period

PO Accounting Entries

Year End Preparation

AgendaAgenda

SP2 Impacts

Budget Transaction Detail Report

GL Trial Balance Report

GL Activity Report

Budgets Overview

Budget Transaction Detail Report

Do not Select

Trial Balance Report

Inactive Chartfields Available

GL Activity Report

Blank From To Values

OK

Budgets Overview

Wildcards

OK

GL Reporting / Inquiry

Grants: Linking Revenue and Appropriation Budgets


Grants

Revenue Budget Inquiry

Recognized Revenue

Collected Revenue

Appropriation Budget Inquiry

Budgeted Amount

Expenditures

Grant Revenues

Grant Appropriation


Ledger Characteristics

Reports

Balances

Ledger CharacteristicsGeneral Ledger

• Ledgers: MOD_ACCRL, MOD_CASH, ACCRUAL

• Balances by Period (Periods 1-12)

• No Encumbrances

• Posting Journal Entries update Ledgers

• Detail Account and Department Values

• SSJs, ONLs, DCs, PCs

• Accounting Date / Fiscal Year

Commitment Control

• Ledgers: KK_APPROP, ALLOT, AGY, PRJ

• Balances YTD (Budget Period 2005)

• Encumbrances

• Budget Check updates Ledgers

• Roll-up Account and Department Values

• Budget Journals

• Budget Date / Budget Period

Commitment Control> Review Budget Activities> Budget Reports

• Trial Balance of Appropriations

• Budget Status Report

Commitment Control> Review Budget Activities> Budget Inquiries

• Budget Transaction Details

EPM Reporting Tools> PS nVision> Define Report Request

• CFSR

Reports / Inquiries

General Ledger> General Reports

• Trial Balance

• Expenditure Detail Report

• Journal Entry Detail

• GL Activity

General Ledger> Journals> Process Journals

• Detail and Summary Revenue

• Cash Trial Balance Report

General Ledger> Review Journal Ledger Data

• Journal

• Ledger

Reports / Inquiries

Commitment Control Balances

Budget Status Report

General Ledger Balances

GL Trial Balance Report

Encumbrance Accounting Entries

Budget Reference vs. Budget Period

PO Accounting Entries

Bud Ref vs. Bud PeriodBudget Reference

• Chartfield Value

• Entered Online

• Determines which pool of funds are being used for this transaction.

Where is the money coming from?

Budget Period

• Calculated based on Budget Date

• 7/01/2004-6/30/2005 = Budget Period 2005

• Determines which Budget Year the transaction will be posted to.

When is the transaction recorded?

PO Accounting EntriesQ: Is this PO Encumbering Funds in the Current Budget Period?


A: Yes. See entry for Budget Period 2005.


A: No. Budget Period for all transactions is 2004.


A: No. Encumbrances for Budget Period 2005 have been fully reversed.

Year-End Preparation

Review Agency BudgetsBudgets Overview Inquiry

Budgets Overview

ABC10000 ABC10000

Budgets Overview

Look for potential issues that may require attention, prior to year-end.

Budgets Overview

Payroll?

Budgets Overview

What type of transaction would cause this?

Drill down.

Budgets Overview


Review UnMatched POs

Review UnSourced Reqs

Review Transactions in Budget Error


Review Trial Balance Reports

Confirm all General Ledger journal entries have been edited and posted to the General Ledger.

EPM> CT_CORE_FIN_GL_JRNL_ERRORS

EPM> CT_CORE_FIN_GL_VALID_JRNLS

• SP-2 Impacts

• Transition from AR to Billing

• Closing Periods Update

• Housekeeping • Open Items• OA Payments• Auto-Matching • Maintenance Worksheets

• Billing FAQ's and Issues

AR/BillingAR/Billing

40

Check your open items before direct journaling deposits

Don’t unpost an item if the payment has been applied

Keep your deposit processing current

Critical Reminders

SP-2 Impacts

Payment Worksheets

AR SP2 ImpactAR SP2 Impact

AR/Billing TransitionAR/Billing Transition

Agencies can no longer Direct Journal payments from:External Customers GIRO paymentsFederal Receivables ONLY miscellaneous cash deposits can be Direct Journaled

Agencies should no longer issue or accept pre-printed CO-608 State Transfer Invoice forms, except from DOIT and DAS Fleet Operations

Agencies should issue or accept only system-generated invoices, with the exception of DOIT and DAS Fleet Operations own system-generated invoices


Users won’t have to separate payments according to type. A portion of a Deposit can be applied to an open ItemThe remainder can be Direct Journaled, if it is miscellaneous cash

Agencies will create Bills for:External Customers Expenditure Transfer InvoicesService Transfer InvoicesGrant TransfersFederal Receivables

Agencies can use Payment Predictor for:State CustomersExternal CustomersFederal Customers


If you need to credit an Item that was created in AR prior to Billing go live, users should Credit and then enter a New Bill.

Users should use Spreadsheet Journals or Online Journals to correct accounting errors for Direct Journals.

If you need to credit an Item that was created in Billing, users can Adjust Bill Lines or the Entire Bill using the Credit/Rebill function.

Users should not use Spreadsheet Journals or Online Journals to correct accounting errors for Items or Bills.

ARAR• Collections

• Maintenance

• Payment Predictor (Auto Maintenance)• Auto Maintenance matches debits and

credits under a Customer ID in AR so users do not have to manually match them up on a Payment or Maintenance worksheet

• Auto Maintenance will not match items if there is more than one item for the same amount under one Customer ID for a Business Unit

AR> CollectionsAR> Collections

Before Issuing Customer Statements, Dunning Letters or Overdue Charges

• Research Outstanding Balances• Online• Aging Report

Before Issuing Customer Statements, Dunning Letters or Overdue Charges

• Research Outstanding Balances• Online• Aging Report

AR> Collections> Customer Information> Credit ProfileAR> Collections> Customer Information> Credit Profile

AR> Collections> Customer Information> Credit Profile> 121+AR> Collections> Customer Information> Credit Profile> 121+

AR> Collections> Reports> Aging Reports> Aging Detail by Unit

AR> MaintenanceAR> Maintenance

Create: Credit adjustments for itemsMaintenance Worksheets

Match: Credits to open items

On Account payments to open items

Create: Credit adjustments for itemsMaintenance Worksheets

Match: Credits to open items

On Account payments to open items

AR> Maintenance> Maintenance Worksheet > Create Worksheet

AR> Maintenance> Maintenance Worksheet > Create Worksheet

•Match your credits and On Account payments to open items

•Create accounting entries

•Post the Maintenance Worksheet

•Wait for AR_UPDATE and Receivables Aging processes to run

•Process your Statements, Dunning Letters and Overdue Charges

•Match your credits and On Account payments to open items

•Create accounting entries

•Post the Maintenance Worksheet

•Wait for AR_UPDATE and Receivables Aging processes to run

•Process your Statements, Dunning Letters and Overdue Charges

Closing Periods in ARClosing Periods in AR

Month-End Timeline

Online Search for Incomplete Transactions

Pending ItemsBillsPaymentsDirect Journal Deposits

Accounts Payable ImpactsClosing Periods in AR/BillingClosing Periods in AR/Billing

At 3pm on the At 3pm on the 1010thth of of the month…the month…

You CANNOT:

Post new bills to period that is closing

Post payments to period that is closing

Direct journal deposits to period that is closing

You CAN:

Change the accounting dates for bills and payments to the new open periodPost new bills to new period Post payments to new period Direct journal deposits to new period

New Bills, Payments and Unpost Groups

Accounting Date and Budget Datedefault to Current Date

Posted as of date of Cancellation/Unpost

Closing Periods in AR/BillingClosing Periods in AR/Billing

59

AR > Update Receivables> Correct Posting Errors>Online ItemsAR > Update Receivables> Correct Posting Errors>Online Itemsor Payment Groups or Payment Groups

Choose a date in an open accounting period

02/10/2005

Pending Items, Bills, Payments, Deposits

Look for transactions that haven’t been posted to the General Ledger

AR/Billing Monthly CleanupAR/Billing Monthly Cleanup

AR> Maintenance> Revenue Estimates> Review Trans by ActivityAR> Maintenance> Revenue Estimates> Review Trans by Activity

62

10-Minute Break10-Minute Break

• ST– Bill state agencies for goods or service – Revenues only, or revenue and expenditure coding on separate bill lines– Account values will not be defaulted – Valid offset account configured as 11620

• ET– Bills state agencies to credit current year expenditures– Expenditures only, no revenue coding – Account values will not be defaulted– Valid offset account configured as 11620

• Do I use the statewide Bill Type if I have a Bill Type set up specific to my agency? Why?

• Use ST to bill all State agencies because the AR Distribution Code is defaulted to 11620

• Use your agency-specific Bill Type for External Customers is defaulted to 11224• ET• GT

Billing ReminderBilling Reminder

Billing ReminderBilling Reminder

• GT 47100• Bill state agencies for Federal Restricted grants

being passed through

• Valid revenue account configured as 47100

• Valid offset account configured as 11620

• GT 47200• Bill state agencies for Non-Federal Restricted grants

being passed through

• Valid revenue account configured as 47200

• Valid offset account configured as 11620

BillingBilling

• Adding Locations to an Existing CustomerUSA

• Finalize and Print InvoicesAdditional choice on Process SchedulerPrint only Unprinted Invoices

• Effective Dating on Distribution CodesNew ChartfieldsDeactivated Chartfields

• Valid Account Values to UseRevenuesExpenditures

BillingBilling

BillingBilling• Correcting Accounting Errors on Bills

• Entering Multiple Funding on Bills

• Sales Tax

BillingBilling

• Surcharges – Sales Tax

• Mass Change Status of Bills– Status Change in Standard Billing

• Billing Source– Use MISC

• Business Category

AR/BillingAR/Billing• Federal Receivables Processing

• Expenditure Accounts used in Billing for Refund of Expenditures

• Debtor Agency creates the Transfer Invoice (TI) for the Creditor Agency

Billing Job AidsBilling Job Aids

Online Instruction ManualOnline Instruction Manual


The AR to BillingTransition document from the Daily Mail

The AR to BillingTransition document from the Daily Mail

Specific directions forGrants and GrantTransfers

Specific directions forGrants and GrantTransfers


Job Aids for creatingnew values in Billing

Job Aids for creatingnew values in Billing


Job Aids forBilling InterfaceAgencies

Job Aids forBilling InterfaceAgencies


Job Aids forrunning Billing reports

Job Aids forrunning Billing reports


78

Billing UpdatesBilling Updates2-Day Billing Classes End February 16

Billing Labs are held every Friday Core-CT, Room 20248:30am, 10:00am, and 11:30amClasses limited to 8 UsersSign up in the PSFT Registration Tool

Refresh your training Online Billing classes and exercisesSandboxLink from the Core-CT website through Training Home Page

Billing Reporting Classes – RP100Scheduled February 23 through March 16Sign up in the PSFT Registration Tool

Email address for problems or questions about the Sandbox environment: [email protected]

• EPM Queries

• CT_CORE_FIN_BI_ACCT_ENTRY

• CT_CORE_FIN_BI_AR_PNDITM

• CT_CORE_FIN_BI_INVOICE

AR/BillingAR/Billing

EPM Impacts from SP-2EPM Impacts from SP-2

SP2 - EPM HIGHLIGHTS

• Fixes

• Enhancements


Fixes

• New Window Hyperlink

• Download to Excel Multiple Times

EPM Impacts from SP-2EPM Impacts from SP-2New Window Hyperlink

EPM Impacts from SP-2EPM Impacts from SP-2Download to Excel Multiple Times


Enhancements

• Advanced Query Search• Run to HTML Hyperlink• Run to Excel Hyperlink• Create Folders• Add to Favorites • Copy Query to Another User• Reorder Criteria

EPM Impacts from SP-2EPM Impacts from SP-2Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink

EPM Impacts from SP-2EPM Impacts from SP-2Advanced Query Search

EPM Impacts from SP-2EPM Impacts from SP-2Create Folders / Add to Favorites / Copy Query to Another User

EPM Impacts from SP-2EPM Impacts from SP-2Copy Query to Another User

EPM Impacts from SP-2EPM Impacts from SP-2Reorder Criteria


EPM Query Labs

Core-CT Home Page

Course EPM101

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

Schedule of EPM Help labs

Thank You for your participation

today. We hope this information proved helpful…

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

Next Meeting – AR/GL/Billing Date – February 22 1pm – 4pm

101 E. River Drive, Room 4214 A & B FUG100, Session 020

(don’t forget to sign up)

ClosingClosing

94

Questions?Questions?

state of connecticut core-ct project

Documents

current budget period

budget date7012004

budget periodcalculated

budget year

prjbalances ytd budget

po accounting entriesq

po encumbering funds

period periods