state of connecticut core-ct

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CTCore-CT

Financials User Group MeetingFinancials User Group MeetingPO/APPO/AP

December 2006December 2006

Post-Meeting Discussion GroupPost-Meeting Discussion Group

We Invite You…..to stay a little We Invite You…..to stay a little longer today.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

CustomerCustomer SupportSupport

Users can call HelpDesk@ 860-622-2300, ext 1

For complex issues, send email to [email protected]

Provide more details

Include screenshots

Give details on specific encumbrance issues

Use the same address to request topics for future User Groups

mailto:[email protected]

AgendaAgenda

Welcome John Harnick

EPM Barbara Jacius

HelpDesk Lynn Sheldon

ePro Kathleen Anderson

PO Noreen Camara

AP Cynthia Babbitt

EPM Training Initiative

EPM 2007 Training

EPM Training Needs Survey

Distribute at your Agency

Module Specific Training

To set up EPM agency on-site training, contact:

Barbara Jacius

Ph: 860-622-2002

E-mail: [email protected]

EPM Training InitiativeEPM Training Initiative


EPM Enhancements

Purchasing

EPM EnhancementsEPM Enhancements

New Public Query

CT_CORE_FIN_PO_FULLY_VOUCHERED

Identify PO’s fully vouchered and ready to be closed

Purchasing

Additional Reporting Fields

CT_PO_TRNS_TBL Reporting Table

PRICE_PO, Unit Price

CT_PO_LINE_DM254, PO Line Description CT_RECEIVER_TRN Reporting Table

RECEIVER_UOM, Receiver Unit of Measure

CT_RECV_PNL_AMT, Penalty Amount

DESCR254_MIXED, More Information


Accounts Payable


CT_VCHR_TRANS Reporting Table

PROCESS_MANUAL_CLOSEMANUAL_CLOSE_DT


EPM Enhancements

Asset Management


CT_AM_PHYSICAL Reporting Table

BUILDING, Building number

SECTOR, Sector


Accounts Payable

New Table Partitioned

CT_VC_ACCTG_LN Reporting Table Partitioned

ACCOUNTING_DATE

To Leverage for Optimum Performance, always

use this field in selection criteria


AgendaAgenda


EPM Barbara Jacius



PO Noreen Camara

AP Cynthia Babbitt

Ticket Counts from 11/14/06 – 12/6/06

Level II HelpDeskLevel II HelpDesk

New Tickets - 361

Closed Tickets - 323

SIR Tickets - 24

Do not try to make up your own work-arounds!This will cause issues in other modules, even though you may think you have solved your problem.

If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information.

When you call the Helpdesk, be sure that you give them all the information, such as your business unit, your name and phone number, the module that you are having trouble in, the specific PO, Voucher, Bill, Asset or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error.

HD RemindersHD Reminders

You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this.

If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem.

If you are having problems with POs in Open status, you need to check the contract information.

If your vouchers are in match exception or budget error, you need to go to the links and find out what your errors are, then correct them.

If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and .pdf files. If the request asks for “none,” you will get none.

Answers to Common HD QuestionsAnswers to Common HD Questions

1) Have the screen you want to copy on your monitor2) Push the Print Screen button on your keyboard3) Minimize the application you are in4) Open a new Word document5) Right click with your mouse6) Click on “Paste”7) Save your document to a file on one of your drives8) Open a new e-mail to the addressee9) Attach the screenshot document and Send

The Helpdesk person assisting you now has the documentation to use while resolving the

problem

Creating & Saving a ScreenshotCreating & Saving a Screenshot

Website UpdatesWebsite Updates

Go to the CORE website at : http://www.core-ct.state.ct.us/Click on Financials User

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


You can choose to go to the Master List or the List by Module.

If you link to the Master List, you will get a list of 9 pages of Job Aids.If you link to By Module, you will get the next slide.

Website UpdatesWebsite UpdatesGo to the Section titled,

“Financials Job Aids”


Link to Purchasing Job Aids

This list will tell you which Job Aids have been specifically updated for 8.9.

Please print the ones that apply to your job and use them as a guide when you transact in CORE.


AgendaAgenda


EPM Barbara Jacius



PO Noreen Camara

AP Cynthia Babbitt

8.9 Upgrade Post Go-Live Status

Current Issues

Resolved Issues

ePro/CM Reminders and Hot Topics

New Website Docs for ePro

ePro/Catalog ManagementePro/Catalog Management AgendaAgenda

8.9 Upgrade:8.9 Upgrade: Post Go-Live Status Post Go-Live Status

1. Pricing on templates is automatically updated when new pricing is loaded to the catalog.

2. The Save for Later Button has been replaced by the Save & Preview Approvals Button.

3. Several favorites can be added at one time.

4. Items that are associated with expired contracts are being grayed out on templates.

5. The Approval page is a new page in 8.9 that allows users to see exactly what stage a requisition is at and who the next approvers are.

6. 8.9 has a summary box that allows users to see what is being added to a requisition as they are adding items.

ePro/CatalogManagement

Add Several Items to Favorites & Save and Add Several Items to Favorites & Save and Preview ApprovalsPreview Approvals

Inactivated Item

Template with Inactivated ItemTemplate with Inactivated Item

Requisition Approval PageRequisition Approval Page

8.9 Upgrade:8.9 Upgrade: ePro/Catalog Management ePro/Catalog Management Current IssuesCurrent Issues

1. Requisition Split Funding can only be entered line by line.

2. Requisition Pre-Defined Defaults do not carrying the revised defaults to the requisition lines.

3. Users unable to search for items in the Catalog.

4. Users unable to access pages in Manage Requisition.

5. Requisitions are re-sourcing to several POs when change orders are created.

8.9 Upgrade: 8.9 Upgrade: ePro/Catalog Management ePro/Catalog Management Resolved Issues Resolved Issues

1. Requisition approval processing time is functioning properly.

2. “New Window” link added to the Create Requisition page.

3. Special Request Templates can now be accessed.

4. The new Eastern Bag file has been loaded and inactive items can no longer be brought up in ePro.

5. Left Hand Navigation Menu and Summary Box can now be minimized.

6. Requisitions lines can only be cancelled in the Requisition Reconciliation Workbench after the requisition is sourced to a Purchase Order.

Create Requisition PageCreate Requisition Page

ePro/Catalog ManagementePro/Catalog ManagementCritical RemindersCritical Reminders

Critical Reminders

1. Pre-defined fields that are changed on the Define Requisition page do not move forward to the requisition lines.

2. Items associated with expired contracts will be grayed out in personal templates and not available for purchase.

3. Each requisition should have one buyer.

4. Category codes must be used on all requisitions.

5. Questions on contract pricing in the catalog must be directed to the Contract Specialist at DAS.

ePro/Catalog ManagementePro/Catalog ManagementHot TopicsHot Topics

Hot Topics

1. Requisitions must be used when purchasing catalog and inventory items.

2. Requesting frequently used items and new inventory items to be added to the catalog should be sent to DAS Catalog Management at: [email protected]

3. If requisitions source to an “Open” status it should alert users that there is a contract issue.

4. Item ID is the Catalog Management number in CORE.


New Website Docs for eProNew Website Docs for ePro

Requisition Defaults

Requisition Split Funding

Requisition Ad Hoc Approval

Manage Personal Templates

eProcurement – Requisition Workflow

New or Revised ePro Job Aids

10-Minute Break10-Minute Break

AgendaAgenda


EPM Barbara Jacius



PO Noreen Camara

AP Cynthia Babbitt


Current Issues

Resolved Issues

Reminders and Hot Topics

New Website Docs

PO Mini-Training

Contract Mini-Training

POPO AgendaAgenda

8.9 Upgrade:8.9 Upgrade:Post Go-Live PO StatusPost Go-Live PO Status

Budget checking enhanced

Greater Integration between Purchasing and Contracts

8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO Issues

Rounding issue with rolled lines

PO Activity Summary has inconsistency in how the information is presented

Chartfield 1 is not to be used unless your agency has established valid chartfield values for this field

8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO Issues

8.9 Upgrade:8.9 Upgrade: Current PO Issues Current PO IssuesNavigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary

8.9 Upgrade:8.9 Upgrade: Resolved PO Issues Resolved PO Issues

Can now update the PO line amount after copying a PO associated with an amount only Contract

PO Defaults are now working properly when creating Contracts

Budget checking was looking at closed lines

All Categories are changed to 100% under tolerance

Reserved POs are not longer being closed when using the PO Reconciliation Workbench

PO Reconciliation Workbench working properly

PO Reminders & Hot TopicsPO Reminders & Hot Topics

Critical Reminders

When creating Contracts “Price Can Be Changed on Order” must be checked in 2 places to function correctly, on the Order Contract Options on the Contract Tab and the Line Details icon for each line of the contract

In very rare instances should an agency create a contract that has the Open Item Reference checkbox selected or the Corporate Contract checkbox selected

If you create a PO by using the “Copy from Contract” functionality, check to ensure that the contract has been set up correctly before copying it into the PO

If you create an Online PO and it is associated with an agency specific contract please make sure that on the Line Details icon associated with that PO line you select the correct contract number and you must also select the correct contract line number

When you are creating an Online PO that is associated with an agency specific contract DO NOT create the new PO by copying an OLD PO most likely the OLD PO was not set up correctly for the new 8.9 functionality


Critical Reminders

Use GL71d as your Purchasing Authority for postage DO NOT use contract 01PSX0009, the Postage Equipment, Postage Meters and Mail Room Furniture contract as the purchase authority

Close POs monthly, don’t force close, and e-mail to have your days reduced to zero days

If your PO is associated to a contract to return funds back to the contract you must do change orders

Don’t cancel lines that are in budget error

Never cancel a rolled PO distribution line(s)

When submitting issues to the helpdesk please include your business unit name and screen shots

Hot Topics

Do not create change orders on fully matched PO lines the correct method is to add new PO lines

To avoid match exceptions know what functions need to be performed for your transaction (screen shots to follow)

Coming Soon the ability to save a multi line PO with mixed Purchasing Authorities on the line details (Contract and GL authorities only) The PO Type is GEN

Please don’t try workarounds with POs and or Contracts contact the Help Desk

Communicate with A/P on finalizing vouchers

Maintenance packs and bundles to be applied to 8.9 software in March 2007


• This transaction will go into match exception:• Navigation>Purchasing>Add/Update PO (or ) Find and Existing Value>Line Details icon


• This transaction will go into match exception:• Navigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary


• This transaction will go into match exception:


New Website Docs for PONew Website Docs for PO

Agency Acronyms

Contract Type/PO Type Purchasing Authority

Copying a PO from an Existing PO

Creating Contracts, Purchase Orders and E-Pro Requisitions

Purchasing Navigation

Reserving Purchase Order Numbers

The following Job Aids have been updated for 8.9

http://www.core-ct.state.ct.us/user/finjobaids/docs/agency_acronyms.doc

http://www.core-ct.state.ct.us/user/finjobaids/xls/cntrct_typ_po_typ_prchsng_athrty.xls

http://www.core-ct.state.ct.us/user/finjobaids/docs/cpng_po_frm_xstng_po.doc

http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.doc

http://www.core-ct.state.ct.us/user/finjobaids/docs/po_nav.doc

http://www.core-ct.state.ct.us/user/finjobaids/docs/rsrvng_prchs_rdr_nmbrs.doc

New Website Docs for PONew Website Docs for PO

Purchase Order Workflow Purchase Order Life Cycle Using PO Reconciliation Workbench Creating a PO with a Future Date

Financial Bulletin #4 P-Card

The following Job Aids have been updated for 8.9

PO – Mini TrainingPO – Mini Training

Contract – Mini TrainingContract – Mini Training

To Find Purchase Orders…

PO and EPM ReportsPO and EPM Reports

Not Fully Matched Inquiry: Activity Summary oron drop-down box #11 on PO

PO’s not Approved EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval

In Initial Status Inquiry: Maintain POs>Status>Initial

POs without Vouchers EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices

POs on Hold EPM Query “CT_FIN_POS_ON_HOLD”

POs with Recv Req’d EPM Query “CT_FIN_PO_RECV_REQ”

POs in Error CT_FIN_PO_BUD_CHK_ERRORS

AgendaAgenda


EPM Barbara Jacius



PO Noreen Camara

AP Cynthia Babbitt

APAP AgendaAgenda


Current Issues

Resolved Issues

Reminders and Hot Topics

New Website Docs

Mini-Training

8.9 Upgrade:8.9 Upgrade: Post Go-Live Status Post Go-Live Status

AP Batch Processes are running as Scheduled

STATE Pay Cycle Suppresses $0 Payments

Deleted Vouchers are automatically Budget Checkedat time of Deletion

Vouchers become unmatched immediately

8.9 Upgrade:8.9 Upgrade: Current Issues Current Issues

Altering Agency Security Access to Maintain Template Vouchers

Planning to Remove Inactive SpeedCharts

Fixing Voucher Logic Behind PO Balance Report

Fixing Performance of Voucher Activity Report

Fixing ‘PO and Receiver Info’ hyperlink on Voucher

Reviewing Voucher Maintenance Functionality

8.9 Upgrade:8.9 Upgrade: Resolved Issues Resolved Issues

Fixed – Receipt Date on Summary Page of Voucher Component

Fixed – Several AP issues on day of Go-Live

Tuned – AP Match process

Assisted agencies with understanding Match Exceptions

Tuned – Budget Check process

Redesigned - Adjustment and Reversal Vouchers

Resolved – Vendor field date- Mapping issue

Enhanced – Inserted WH Name info on Vendors for OSC

AP Reminders & Hot TopicsAP Reminders & Hot Topics

Critical Reminders

Hot Topics

Monitor your Processes! (see separate slides)Inform OSC of any 1099 AdjustmentsPaying 99.99% under price tolerance

Start Voucher cleanup earlyPrepare Vouchers for P-Card Payments on timeVoucher Maintenance functionalityChecking ‘Finalize PO’ on Voucher

AP Reminders & Hot TopicsAP Reminders & Hot Topics

Withholding corrections for payments made in calendar year 2006 must be e-mailed to Jane Larned at [email protected]. She may be contacted by phone at 860-702-3585.

Please include the following information:Voucher Number Vendor ID Description ( non-withholding to withholding or vice versa,line item change, etc)

Corrections are made to the 1099 file and will not appear on the voucher.

January 10, 2007 is the last day OSC will make corrections for calendar year 2006.

Adjustments to 1099s


New Website Docs for APNew Website Docs for AP

How to Unmatch a Voucher in 8.9

Creating and Naming AP Search Criteria for Inquiries

WLA – Adjustment and Reversal Vouchers in 8.9

AP – Mini TrainingAP – Mini TrainingUnmatching a Voucher in 8.9

Navigation: Accounts Payable>Review AP Info>Vouchers>Match Workbench

AP – Mini TrainingAP – Mini Training

UNDO MATCHING

x

Unmatching a Voucher in 8.9

AP – Mini TrainingAP – Mini TrainingCreating and Naming AP Search Criteria in 8.9

AP – Mini TrainingAP – Mini Training1. Add an AP Search Criteria (notice naming convention)

Business UnitYour Initials

Name identifying inquiry type and descriptive to purpose of the inquiry

AP Search Criteria

AP – Mini TrainingAP – Mini Training2. Identify fields necessary and save criteria.

X

X

X

Identify fields necessary for inquiry

AP Search Criteria

AP – Mini TrainingAP – Mini Training3. Select Fields Identified AP Search Criteria

AP – Mini TrainingAP – Mini Training4. Save the criteria AP Search Criteria

AP – Mini TrainingAP – Mini Training5. Run the inquiry using your saved AP Search Criteria.

• Change ‘ALL’ criteria to your named criteria.AP Search Criteria

AP – Mini TrainingAP – Mini Training6. Enter your BU to isolate your criteria. Then use ‘lookup.’ AP Search Criteria

AP – Mini TrainingAP – Mini Training7. Notice only your criteria appears AP Search Criteria

AP – Mini TrainingAP – Mini Training8. And only the fields you selected appear.

Enter or update data as needed.AP Search Criteria

AP – Mini TrainingAP – Mini Training9. You can also update saved criteria to remove selected fields

or add new ones. Remember to resave.AP Search Criteria

IMPORTANT NOTE: NEVER alter the ‘ALL’ criteria.

Search Criteria

Report ProcessingReport Processing


To Cancel a report.

Questions?Questions?

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/

PO/AP User Group Mtg 12/13/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

AR/BI/GL User Group Mtg 12/14/2006 & 12/20/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

***(don’t forget to sign up)

ClosingClosing


state of connecticut core-ct

Documents

specific po

po line descriptionct

trans reporting tableprocess

trn reporting tablereceiver

tbl reporting tableprice

helpdesk new tickets

specific steps

specific encumbrance