supply chain & financials - connecticut · 2011-02-17 · supply chain & financials (epro,...

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User Group MeetingUser Group Meeting

February 2011

Supply Chain & Financials(ePro, Purchasing, Accounts Payable, Asset

Management and Inventory)

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Welcome Donalynn Black

ePro Kathleen Anderson

Inv Steven Beaulieu

PO Noreen Camara Carol Wilson

AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius

Security Tracy Douglas

Closing Donalynn Black

AgendaAgenda

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AgendaAgendaGAAP ReportingConsolidation of Agencies (BU)OFA Searchable Database & FOIs

Each module will touch on where this can appearEPM is the source

Bundles 30-38Grant Coding – explanation and hand outUPK – online help when you need it

WelcomeWelcome

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AgendaAgenda55110/55120 Coding

55110 used only if the invoice is from another state agency, and it must be a GT.Send it back to AR if it isn’t correct, the invoice needs to start with GT or coded differently

Invoices received from UOC, UHC, CCC and CSU will be an ST or ET and the voucher should be coded to an expenditure account other than 55110.Grants being transferred to UOC, UHC, CCC and CSU should use 55120.DO NOT CODE Purchases of services or goods to account 55110.

55050 CodingAccount to be used for pass through to external entities.This account is used to report pass through funds provided to sub-recipients to the federal government. Incorrectly coded will impact SEFA (Schedule of Expenditures of Federal Awards).DO NOT CODE purchases of goods and services to account 55050.

OSC Monitors and reconciles grant coding on a monthly basis. If you are notified to correct your coding, you must correct the coding within the month it occurred, or the immediate open period. These corrections should be posted ASAP.

Any questions, please call Tony Torcia 860-702-3354

Grant CodingGrant Coding

AP units the following on grant coding to account 55110: Transfer-Grant-State-Agencies

The colleges (UOC, UHC, CCC and CSU) Federal Grants are lumped into their operating fund. The bill type ST is used in place of GT by them. Anytime an invoice is received from any of these institutions, the bill type should be either an ST or ET. The AP voucher should be coded to an expenditure account other than account 55110. You can either use a specific expenditure account or the more generic account 55120 (Transfer Grant Expenditure - State Agencies). You can refer to the grant section of the January 2011 GL/AR/BI user group http://www.core-ct.state.ct.us/financials/pps/201101_arbigl.pps . You can also share the attached transfer coding sheet with your agency staff.The AP voucher should only be coded to account 55110 if: the invoice is from a state agency, and the transfer invoice is a "GT'' (the invoice begins with GTXXXXX). For other grants being transferred to the colleges (UOC, UHC, CCC and CSU) use expenditure account 55120. DO NOT CODE Purchases of goods and services to account 55110.

Please instruct AP on grant coding to account 55050: DO NOT CODE Purchases of goods and services to account 55050.

Account 55050 should only reflect amount passed through to external entities. (see the Grant Job Aid ) Expenditures for this account will be used to report pass through funds provided to sub-recipients for certain grants to the federal government. Incorrect coding to this account will impact SEFA (Schedule of Expenditures of Federal Awards) which is part of the State’s single audit reporting.

OSC – monitors and reconciles grant coding monthly to achieve consistent coding. Upon notification from OSC, you must correct grant coding errors in the month they occurred, or the immediate open accounting period. These corrections should be posted ASAP.

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UPK UPK –– Online HelpOnline HelpThe UPK will pop up in a new boxwithout taking you out of Core-CT

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UPK UPK –– Where are they?Where are they?

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UPK UPK –– Print ItPrint It

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UPK UPK -- PrintedPrinted

All UPKs can now be printed for reference.

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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ePro AgendaePro Agenda

eProcurementDefine RequisitionsSourcing WorkbenchCatalog Search TipsTiered PricingDatabase Reminders

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ePro ePro –– Define RequisitionsDefine Requisitions

When pulling items from the catalog DO NOT populate the vendor, category and unit of measure fields on the Define Requisition page. If you do, the system will pull the standard price for the item and not the current price. This will result in an error in the sourcing workbench if the item it greater than the 10% tolerance.

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ePro ePro –– Define RequisitionsDefine Requisitions

The original load process established an item and creates the standard price. (First time the item is loaded).Notice the standard price for this item was $6.51 and the last PO price is $2.70. If the difference between the two prices is less than 10% the line will source to a Purchase order and you may have to do a change order as the vendor will most likely invoice for a different price. If the difference between the two prices is greater than 10% the line will get stuck in the sourcing workbench.

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ePro ePro –– Sourcing WorkbenchSourcing WorkbenchPurchasing > Purchase Orders > Stage and Source requests > Sourcing Workbench

If a requisition line gets stuck in the sourcing workbench because the system has chosen the standard price rather than the current price, a Core-CT Help Desk ticket must be called in to correct the line. Once corrected, the line will source to a purchase order.

The error message indicates that the price on your requisition that was pulled in through catalog management, is 10% more than the standard price and the system would not allowed it to process.

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ePro ePro –– Sourcing WorkbenchSourcing Workbench

When a user creates a Special Request a vendor must be added to the requisition. (All lines) If there is no vendor on any line(s), the requisition will get stuck in the sourcing workbench.

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ePro ePro –– Sourcing WorkbenchSourcing Workbench

When a requisition is created without a vendor the error above will display. The requisition will need to be purged and reset to remove it from the sourcing workbench. The user will then have to edit the requisition and add the vendor to the line(s) in error.

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ePro ePro –– Sourcing Workbench Sourcing Workbench Navigation: Purchasing > Purchase Order > Stage and Source Request > Sourcing Workbench

Reset and Purging a Requisition in Error

Click on the down arrow on the Stage Status field and choose Reset/Purg to release the requisition from the Sourcing workbench.

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ePro ePro -- Catalog Search TipsCatalog Search Tips

Click on the Search Tips link to display

Navigation – eProcurement > Create Requisition > Add Items and Services > Catalog

Navigation – eProcurement > Create Requisition > Add Items and Services > Catalog

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ePro ePro –– Catalog Search TipsCatalog Search Tips

Tiered pricing is added to the description of the items that have tiered pricing associated with them. Enter “*TIERED PRICING” in the search catalog Description field and all items in the catalog with tiered pricing will display. Narrow the search by adding the vendor name in the vendor field.

Enter another search using “AND” in between two words and all items with those two words will display.

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ePro ePro -- Catalog Search TipsCatalog Search Tips

When searching on the Catalog Management number, Users can exclude the “CM_2157”by adding an asterisk * before the 3rd sequence of the CM number.

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ePro ePro –– Tiered PricingTiered Pricing

An item(s) is loaded into the catalog with price breaks for different quantities purchased.

For example, quantities for: 1 – 100 will cost $100/box101 – 500 will cost $85/box501 – 5000 will cost $70/box

The higher the quantity purchased the lower the cost.

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ePro ePro -- Tiered PricingTiered Pricing

Search for an item and once it displays

click on the Item Description link.

Searching can be done by several different scenarios as we previously discussed.

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ePro ePro Tiered PricingTiered PricingClick on the Blue .

Notice in the long description it indicates that Tiered Pricing is involved with the item. Click on the Blue i to display the pricing tiers.

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Price breaks will then display and users can see what the corresponding price for the

item is.

Once a user enters the quantity of the item into the requisition, the system will generate the correct price.

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As you can see, for a quantity of 1, the price is $149.50.

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If you change the quantity to 4, the price changes to $147.90 per unit.

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If you change the quantity to 10, the price changes to $146.90 per unit.

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Contract # 10PSX0262

Displayed on DAS portal

Price breaks displayed in

Core-CT

Contract 10PSX0262 is an example of Tiered Pricing.The first table displayed is the Contract Price Schedule on the DAS Biz Net site. These tiered prices are loaded into the catalog and will display as seen in the second table above when the Blue i is clicked.

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ePro ePro –– SensitiveSensitive DataDataWhen creating requisitions, especially special requests, users should ensure

that SENSITIVE DATA is not added in the description and/or comments fields. i.e., names, phone numbers, DOBs, social security numbers…etc.

Any attachments added to CORE-10s should be thoroughly reviewed and edited if necessary prior to attaching to a requisition.

Personal information can be easily obtained. Sensitive data should not be used.

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ePro ePro –– RemindersRemindersThe vendor name in Core-CT for DOCS1 Inventory has been updated

to Correctional Enterprises of Connecticut. This change makes it much easier for users to search in the State Catalog on the updated vendor name to return all of Correctional Enterprises' loaded items.

CEC sells various products and offers services to many state agencies, municipalities, non-profit organizations and federal agencies.

Users can just put in part of the name and search or use a * as a wildcard in lieu of typing in the entire name for CEC.

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ePro ePro –– RemindersRemindersItems loaded to Vendor Number 9999910002 Correctional

Enterprises of Connecticut (CEC)

There are 1177 items currently loaded into Core-CT for CEC.

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ePro ePro –– RemindersReminders

Users should call in a Core-CT Help Desk ticket for any RFIs initiated with a CORE-10 that need to be closed.

Core-CT only supports one vendor on each requisition. If there is an issue with a requisition and there is more than one vendor it is more difficult to rectify.

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eProePro

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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Inventory AgendaInventory Agenda• Communication• Integration with other modules • Catalog Management item IDs • Units of Measure • Developed EPM queries• World Café

Communication - the importance for agencies to communicate their inventory item requirements. Integration with other modules – starts with Catalog Management to ePro to Purchasing to Accounts Payable.Catalog Management Item ID’s – advantages of establishing & using them.Units of Measure – difference between Purchasing Units of Measure and Standard Units of Measure. Developed Inventory EPM queries – an exceptional way to quantify your departments business activityWORLD CAFÉ

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CommunicationCommunicationCommunication is KEY – share the knowledge you gain today with your co-workers. They will appreciate it.

Participate in user groups, user acceptance testing (UAT), andfuture procurement forums.

Please communicate your agencies business requirements.

Continue to participate in user groups and share what you’ve learned. Offer your services to run your processes in our test environments.

The Inventory module would not be as successful if it weren’t for the dialog we’ve established with my end users.

We have several years of useful data stored in the data base to assist agencies better communicate their procure-to-pay requirements.

There are several developed EPM queries to assist capitalize on our investment.

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Inventory StatisticsInventory StatisticsInventory module is one of the Supply Chain modules. Almost 900 people currently use the Inventory Module with great success. 25 active Business Units within 8 agencies. Inventory transactions recorded annually:

216,000 in 2008221,903 in 2009 216,892 in 2010

Recorded on-hand value at the end of 2010 was over $23 million

The Inventory module is one of the Supply Chain modules (along with Catalog Management, ePro, PO and Procurement Contracts) and is intended to support a variety of agencies business requirements.

Inventory is used by the following agencies to track supplies and day-to-day commonly used items that are warehoused. D.E.P., D.O.C., S.O.S., D.D.S., D.C.F., D.O.L, D.S.R. & D.O.T.

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Inventory IntegrationInventory IntegrationItems maintained in warehouses or stockrooms must have

Catalog Management item IDs.

Item IDs contain specific detailed information used throughout the procurement-to-pay process.

Item IDs reduce unnecessary key strokes during the procurement process. It’s simply point and click.

Using an item ID allows the system to move the item quantity on a PO directly into the Inventory module.

An item must be added to an Inventory Business Unit before it can be transacted against.

The use of item IDs in the procurement process is more efficient and eliminates unnecessary key strokes. Point and click eliminates the need for special requests.

Simply adding the Inventory Business Unit to the ePro Requisition’s Accounting Lines will begin the process of moving the item into Inventory.

Using PO Receipt with an item ID allows for batch processes to move the item directly into INV eliminating the need for an Express Putaway where errors can occur with prices and UOM.

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Advantages of an Item IDAdvantages of an Item IDAn association to a specific contract and specific vendor or vendors.

Contains purchasing attributes such as Manufacturer, Manufacturer Part Number, Price & Unit of Measure.

One of the best identifiers to capture & analyze proper spend.

Used to negotiate better contracts.

Several EPM queries have been developed based on the use of item IDs.

One of the primary advantages of using an item ID is the item’s association to a specific contract and specific vendor or vendors.

The item ID contains purchasing attributes such as Manufacturer, Manufacturer Part Number, Price and Unit of Measure.

The item ID is one of the best identifiers to capture and analyze proper spend and negotiate better contracts.

Another advantage realized is a reduction in rogue spending. Agencies have been able to better manage spending by reducing the number of options (PENS & PENCILS).

Several EPM queries have been developed based on the use of item IDs.

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Within Core-CT there are Units of Measure which are specific to the applicable modules – Purchasing Unit of Measure and Standard Unit of Measure.

When requesting Catalog Management item IDs, be cognizant of the fact vendors may supply product with one UOM when the agency itself issues it out at using a different UOM.

Ex. A case of glass cleaner is purchased through ePro but the business unit issues it out per can.

Please contact our help desk ([email protected]) if current Catalog Management item IDs have units of measure that do not support your operation. We will work with you to meet your needs.

Units of MeasureUnits of Measure

When establishing Catalog Management item IDs, be cognizant of the fact that vendors may supply product in bulk packages, such as case, but your department may wish to distribute in a smaller unit, such as box.

Setting up the correct Standard Unit of Measure for an item is important because using an incorrect UOM can cause errors on the MSR and during the Demand Fulfillment process.

The Inventory Item UOM Change Request Form can be found on the Core-CT home page (Financials User>Inventory)

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Developed EPM QueriesDeveloped EPM QueriesHere are a few of the public queries that have been developed based on agency specific needs:

CT_DAS_ALL_ITEMS_W_WO_BUIdentifies active catalog items associated with a contract or vendor and if items are active in the BU

CT_DAS_CATALOG_ITMS_BY_CNTRCTDisplays all items associated with a contract

CT_DAS_INV_ITEMS_BY_CONTRACTDisplays all Inventory items associated with a contract

CT_DOC_INV_USAGE_INFO_ITEM_IDprovides item usage, shipping and accounting info

DOTOTH_11_STORES_CATALOGList of items and item info by BU

1. Identifies active catalog items associated with a contract or vendor, tells if items are active in BU

2. Displays all items associated with a contract3. Displays all Inventory items associated with a contract4. Item usage, shipping and accounting info5. List of items and item info by BU

During the past few years we have worked with several agencies to develop reports based on agency specific needs.

We have also been fortunate to leverage the knowledge gained and modify existing queries for the betterment of all.

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World CafWorld CafééA meeting involving agency staff, DAS Procurement and Core-CT together to discuss “How can we do better?”

Participants were from Department of Corrections, Department of Environmental Protection, Department of Developmental Services, Department of Mental Health & Addiction Services, Department of Children and Families, Department of Transportation

Outcome: a new World Café Group is being formed and we have common themes to begin to work on

The World Café brought DAS Procurement Staff, Agency Staff, and Core-CT together to explore and discuss How can we do better? There were 4 tables and each table had a moderator and recorder of notes, each table explored a different question that the participants discussed and shared ideas on. The participants traveled to each table for a defined period of time. After the participants made it through each table, there was a town meeting to see if we had common themes amongst the groups participating. Yes there was. We now are reviewing the common themes and will be creating a World CaféGroup to discuss the common themes to see how we can make improvements to Contracting and business processes, Training & outreach, and to potentially modifications to the system that will enhance the user experience. Stay tuned for more…and remember if asked to participate Jump at the Opportunity!

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INVINV

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Inv Steven Beaulieu

PO Noreen CamaraCarol Wilson

AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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PO AgendaPO Agenda

OFA-Sensitive DataHot TopicsCritical Contract RemindersPO Workflow and ApprovalsOver expended distribution linesFiscal Year End Reminders

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Sensitive Information such as:

Social Security NumbersEmployee/Client NamesEmployee Address

Should never be entered in the description and/or commentsection of the Purchase Order

Sensitive DataSensitive Data

Each agency should know what this information is, if not ask your supervisor.

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PO Hot TopicsPO Hot TopicsBundles 2011

Applying Bundles #30 – 38

They will be applied to the Production environment in March 2011

Volunteers will be needed for testing. Please email: [email protected]

Voucher Comments – Explanations must be provided in the comments link identifying the reason for the Adjustment, Reversal, or Journal Vouchers. A point of contact should also be listed. This allows an auditor to contact you directly for more details if necessary. Generally, this link is like a ‘Post-It’ note, reminding you of anything special about this voucher. Adj vouchers resulting from credit or debit memos do not require voucher comments.Closing Vouchers - When a voucher is created in error, and you simply want it 'gone,' you can delete it, as long as it has not been voucher posted.Once a voucher has progressed through the stage of voucher post, and you do not want it to proceed to payment, it must be updated to a 'Closed' status. Both agency AP staff and the Office of the State Comptroller, Accounts Payable Division, take steps to accomplish a voucher closure. Make use of the UPK for the topic, ‘Voucher Closure,’ for detailed steps. The APD staff process voucher closures at the end of each month by locating all vouchers with Payment Note, “TO BE CLOSED BY OSC.” No email is necessary. However, if funds from this closure are needed immediately, send an email to OSC-APD.

Voucher Activity Report – This report was updated earlier this year. We will go over the details in another slide

Bundles 2011 – AP (along with the other modules) is in the midst of testing Bundles #30 – 38. They will be applied to the Production environment sometime in March. This group of bundles has many fixes to Withholding, the Excel Upload process, AP Match, payments and vouchers.

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Do not dispatch Contracts

All contracts must have Max Amounts

Once a Contract has been created and saved, you should never make changes to the “Allow for Open Item Reference”checkbox. Changing the checkbox causes the contract to calculate incorrectly, which will cause negative amounts.

Agency established contracts should never have the Corporate Contract checkbox selected

Contract Critical RemindersContract Critical Reminders

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Once a contract is created, NEVER change ‘Allow Open Item Reference’Navigation: Purchasing > Procurement Contracts>Add/Update Contracts

Here is an example of a contract being changed. It originally was not an Allow Open Item Reference Contract. It was a line item reference with purchase orders being created and some vouchered, then changed to an Allow Open Item Reference.

How can we tell that this is the case 1. There are funds on the Total Line Released Amount2. There are funds on the Open Item Amount Released.3. The Remaining Amount is a negative4. A line is created, but you have Allow Open Item Reference checked-you should not

have a line createdIf you have an Allow Open Item Reference contract you should not have a line, and you

should not have funds on the Total Line Released Amount.

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For the same contract if you click on the line you can see the Total Line Released Amount, and again with an Allow for Open Item Reference you shouldn’t have a line or funds released to it.

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Navigation: Purchasing > Procurement Contracts>Add/Update Contracts

Here is another example, but this was an Allow Open Item Reference then unchecked to make it a line item reference, again how I do I know this.

1. There are funds on the Total Line Released Amount2. There are funds on the Open Item Amount Released.3. The Remaining Amount is a negative4. There is a line created which probably wasn’t created initially but added after the Allow

Open Item Reference was unchecked since there are also funds in the Total Line Released Amount.

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Here is an Allow Open Item Reference Contract that has not been changed?1. Total Line Released Amount doesn’t have any funds expended2. Remaining Amount is a positive figure, not negative 3. A line was not created

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PO Workflow and ApprovalsPO Workflow and Approvals

Workflow runs every 30 minutes

Many users call asking how they can tell if an amount approval and or chartfield approval needs to be done on a PO. By using your left hand navigation menu, navigate to: Purchasing>Purchase Orders> Approve Amounts if you see the Approval Status of Initial this means that the PO Amount Approval has not occurred.

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PO Workflow and ApprovalsPO Workflow and ApprovalsPO Workflow and ApprovalsPO Workflow and Approvals

This slide is showing the Approval Status of In Process this is telling you that someone has either looked at it and or is attempting to approve it. It is not approved at this point and still needs approval.

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This slide is showing you how you can tell if all the all the Amount Approvals have taken place. The Approval Status is Complete.

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To find out if the Chartfield Approval has taken place. By using your left hand navigation menu, navigate to: Purchasing>Purchase Orders> Approve Charflelds if you see the Approval Status of Initial this means that the PO Chartfieldt Approval has not occurred.

Many users call asking how they can tell if an amount approval and or chartfield approval needs to be done on a PO. You can go to the left hand navigation and click on Approve Chartfield and if it’s in Initial status it has not been approved or no one has attempted to approve it.

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This slide is showing the Approval Status of In Process this is telling you that someone has either looked at it and or is attempting to approve it. It is not approved and this point and still needs approval.

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This slide is showing you how you can tell if all the Charftield Approval have taken place. The Approval Status is Complete.

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Although you can now add funds to fully matched lines, please note:

Never add funds to an over expended line – as always, do a change order to your PO prior to creating a voucher so that encumbrances will be properly reflected. Over Expending a line takes funds directly from the unencumbered funds WITHOUT creating PO accounting entries.

You must have funds available on each distribution that you intend to roll – fully matched lines do not qualify to roll.

PO RemindersPO Reminders

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How can I tell if my PO is fully expended?

1. PO Activity Summary- Navigation/Purchasing/Purchase Orders/ Review Purchasing Information/ Activity Summary

2. PO Balance Report- Navigation/Purchasing/Purchase Orders/Reports/PO Balance Report

3. PO/AP Interface- Navigation/Accounts Payable/Review Accounts Payable Information/ Purchase Orders/Interfaces

PO RemindersPO Reminders

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The following are examples of POs that must be closed prior to PO roll as they do not qualify to roll:

Fully reversed POs (aka fully matched) Pending Approval, Pending Cancel and Open POsPOs in Budget Error

Make a Fiscal New Year Resolution:CLOSE POs EARLY (don’t wait until year end) CLOSE OFTEN (run PO Reconciliation at least once a month)

Fiscal Year End RemindersFiscal Year End Reminders

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PO, Accounting and Budget dates should be identical on new POs; rolled POs will have a PO date from a previous FY the Accounting Date and Budget Date on rolled distribution will change to the first day of the new fiscal yearYou can no longer delete Distribution Lines Created By the Roll Process – these lines have already gone through budget check. Reduce or cancel lines.E-mail Core-CT PO Team to bring your close days down to 0.

[email protected]@[email protected]

Fiscal Year End RemindersFiscal Year End Reminders

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POPO

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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PO and Pay Tips from DAS/ProcurementPO and Pay Tips from DAS/ProcurementAgendaAgenda

Taking Advantage of Prompt Payment Discounts

Invoice Discrepancies

Contract Maximum Amounts

Importance of Selecting Correct Contract # on Purchase Orders

Buylines

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Prompt Payment DiscountsPrompt Payment Discounts

Review Contract Award Document to identify prompt payment discounts (i.e., 3%10/net 45) Could vary by Vendor.

Upon Receipt of Invoice, if accurate, work to make payment within discount timeframes.

Huge Opportunity for Savings!

If you’re typically paying in 15 days, and the discount kicks in at 10 days, strive to pay within 10 days of receipt to obtain discount.The state is paying right now at an average of 13 days. Contract payment terms are typically Net 45/ Net 30 for SBE/MBE;Many Contracts have discount structures built into payment terms.DAS will be negotiating more discount terms for prompt payments.

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Invoice DiscrepanciesInvoice Discrepancies

Prior to Making a Purchase – Review Contract to ensure correct contract Price is utilized on PO

If Invoice is less than PO amount, pay the lower amount;

If Invoice is more than PO amount, research before making payment, contact Core-CT Helpdesk to validate pricing and advise of Vendor Invoice breach.

Catalog Contracts – May need to get help desk involved to ensure it’s not user error when creating the requisition.

-Many invoices being paid at higher amount than should; Losing Savings.-Agency Purchasers and Agency Payers should be communicating when discrepancies arise.-When in doubt, contact Core-CT HELPDESK (catalog items) or DAS/Procurement Contract Specialist for Vendor Invoicing issues (non-catalog items).

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Contract Maximum AmountsContract Maximum Amounts

Agency Users should not change Contract Maximum Amounts on any DAS Contracts Ex:10PSX1234

Call DAS Procurement Hotline 860-713-5095 when amount is nearing limit or has reached limit.

DAS staff will fix immediately. DAS will be monitoring max amount reports/changes.

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Importance of Selecting Correct Contract # Importance of Selecting Correct Contract # on POon PO’’ss

When establishing PO, it’s critical to select correct contract #.

When this isn’t done – misapplies purchase information; DAS has inaccurate information on spend when negotiating contracts;

Review Contract first prior to establishing PO to ensure accurate Contract #.

Importance of Selecting Correct Contract # on Importance of Selecting Correct Contract # on Purchase OrdersPurchase Orders

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BuylinesBuylinesBi-monthly Newsletter for Agency PurchasersElectronicFreeUpdates on new contractsTips on State Contracting Portal and Other Contract topics.Link to subscribe to Buylines:http://www.das.state.ct.us/cr1.aspx?page=164

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POPO

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BreakBreak

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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AP AgendaAP AgendaHot TopicsRemindersUpdates to Voucher Activity ReportManaging Vouchers

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AP Hot TopicsAP Hot TopicsVoucher Comments –

When to write them, when it isn’t necessary

Closing Vouchers –When, Why, Who and How

Voucher Activity Report –Report redesigned

Bundles 2011 –Applying Bundles #30 - 38

Voucher Comments – Explanations must be provided in the comments link identifying the reason for the Adjustment, Reversal, or Journal Vouchers. A point of contact should also be listed. This allows an auditor to contact you directly for more details if necessary. Generally, this link is like a ‘Post-It’ note, reminding you of anything special about this voucher. Adj vouchers resulting from credit or debit memos do not require voucher comments.Closing Vouchers - When a voucher is created in error, and you simply want it 'gone,' you can delete it, as long as it has not been voucher posted.Once a voucher has progressed through the stage of voucher post, and you do not want it to proceed to payment, it must be updated to a 'Closed' status. Both agency AP staff and the Office of the State Comptroller, Accounts Payable Division, take steps to accomplish a voucher closure. Make use of the UPK for the topic, ‘Voucher Closure,’ for detailed steps. The APD staff process voucher closures at the end of each month by locating all vouchers with Payment Note, “TO BE CLOSED BY OSC.” No email is necessary. However, if funds from this closure are needed immediately, send an email to OSC-APD.

Voucher Activity Report – This report was updated earlier this year. We will go over the details in another slide

Bundles 2011 – AP (along with the other modules) is in the midst of testing Bundles #30 – 38. They will be applied to the Production environment sometime in March. This group of bundles has many fixes to Withholding, the Excel Upload process, AP Match, payments and vouchers.

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AP RemindersAP RemindersUse of ‘Sensitive’ Information

SS#s, Client #s, Names, etc.

Discounts -Ensure Prompt Payment Discounts are awarded

Journal Vouchers -Always insert related Voucher ID

Vendor Self Serve –Program is expanding

APD Audit Training –To review repeating errors

Entering ‘Sensitive’ information: We have all heard how the new administration stresses the importance of transparency. This trickles down to voucher processors and how vouchers are set up. Items like social security numbers, credit card numbers, dates of birth, and even client names are information you would not want made public for whatever reasons should not be used; much of what we manage as government employees can be obtained through an Freedom of Information request. This information will be included in a searchable database. Searching for personal information using key words results in data similar to ‘googling’ by a key word. Remember this when creating your vouchers! Discounts: Agencies are urged to take prompt payment discounts. In FY 2010, the average payment time for all agencies was 15.6 calendar days. This is a rapid turnaround time, so reducing the payment time by another few days to those vendors offering a discount shouldn't be too difficult. Generally, the payment terms will default from contracts and POs to the voucher. Only those vendors that have different discount methods (Sysco) should be treated differently. Now more than ever, taking advantage of discounts is our priority. APD has begun reviewing payments with lost discounts.

Journal Vouchers: Agencies are being reminded to always insert the related voucher. You need the original voucher to create the journal voucher, since it doesn’t copy coding like the adjustment voucher and reversal voucher. IMPORTANT REMINDER: A Journal voucher is a correction to ONE original voucher. There must be a one-to-one relationship for any adjusting style voucher. The vendor must be the SAME vendor as was on the original voucher. Creating a ‘group’ journal voucher to reclassify coding on a listing of vouchers (to various vendors) is absolutely not allowed. The audit trail has been lost when this is done. APD will begin citing agencies that do not have a related voucher listed. Expect to be contacted if you create ‘group’ journal vouchers.

Vendor Self Serve: OSC will be expanding the program to all interested vendors. We are modifying our OSC APD website to promote VSS. Agency AP staff is encouraged to direct vendors calling for payment/invoice information to the OSC website to consider enlisting in the VSS program. VSS is a good tool for the vendor to reconcile their payments.

APD Audit Training: Beginning in February, the APD Audit Section will be contacting agencies to attend training sessions. At the training sessions APD will review the specific repetitive errors detected in recent monthly audits and instruct agency users of the required corrective measures. If your agency feels it needs help with specific problems, sign up for this training. Bring your issue details to the training.

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APAP--Voucher Activity RptVoucher Activity RptReport Redesign:

Now includes PO & Non-PO vouchersNew ‘Budget Date From & To’Removal of ‘Accounting Date From & To’Results can now include multiple Budget Ref Years

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APAP--Voucher Activity RptVoucher Activity RptNavigation: Accounts Payable>Reports>Vouchers> Voucher Activity

This sample Run Control has criteria that will produce voucher lines with coding from multiple Budget References.

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APAP--Voucher Activity RptVoucher Activity RptBudget Date

Range

Includes Multiple Bud Refs

Includes PO & Non PO Vchrs

Note in the results the small Budget Date range, but the voucher lines with multiple Budget References. Remember, the results will be by voucher LINE. You can also isolate results for a specific Budget Reference. The redesign of the Voucher Activity Report has made it more versatile and especially more helpful to larger agencies managing for numerous Business Units.

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Understanding Payment TermsReviewing Vouchers for DiscountsAnalyzing Your Discounted Payments

AP AP –– Managing PaymentsManaging Payments

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XXXM1

Gross Amount: 379.62Discount: 3.80

Scheduled Due: 10/04/2010Discount Due: 9/25/2010

Invoice Date: 9/15/2010

Payment Date: 10/06/2010

Pay Terms: 1.0/10-30

AP AP –– Managing PaymentsManaging PaymentsReviewing Vouchers for Discounts

Payment terms for the State of Connecticut default to ‘Due Now.’ This will schedule the payment for ‘today’ when you save the voucher. If you create a voucher from a source document (PO Contract), the term might populate with an incentive pay term. This term should NOT be overwritten unless the processor knows that it should be. The Pay Term field should always be reviewed when creating ANY voucher.The example above is a voucher created on 10/04/2010 with a pay term of 1.0/10-30 (1% discount if paid in 10 days, or net if paid in 30 days).The discount pay term gives incentive for the agency to get the payment out in time for the discount to be awarded, thus reducing the payment.The basis date for determining the discount award is the Invoice Date. The Discount listed on the Payments Page is not what was awarded, it is what will be awarded if the voucher is paid within the parameters of the term.Using the Invoice Date as the basis date, and comparing the Discount Due date to the Payment Date, do you believe the discount was awarded or lost?(Link to Payment Inquiry for the answer)

Do Not Change Payment Terms to ‘DUE NOW’

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Reviewing Vouchers for Discounts


Discount wasLost Here

Discount was Awarded Here

XXXM1XXXM1

The Discount was lost for the first payment. However, the discount was awarded for the payment on the second row.Discounts are also revealed in the voucher’s accounting entries.

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XXXM1

MonroeMar

DiMaggioJ

Navigation: Accounts Payable>Vouchers>Add/Update

You can also see the discount effects in the voucher’s Accounting entries. Use the link on the voucher’s Summary page.

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________

The Payment portion of the accounting entries reveals the discount earned. Discounts are not revealed in the accrual portion of the accounting entries.

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Analyzing Your Discounted Payments


Compares Vouchers for Invoice Dt to Entered Dt and to Payment Dt

Shows vouchers that don’t agree with Contract Pay Terms

The first EPM query compares the basis date for awarding a discount on a pay term (the Invoice Date) with the date the voucher was entered, and also to the date of the payment. It is so important that a voucher be entered quickly after receipt of the invoice and continue quickly through to payment. This query shows you where vouchers may be held up, or who may be holding them up.

To help agencies push vouchers quickly through AP in CORE and have them ready for the morning PayCycle, we have added an AP_MATCH process at 7AM every weekday.

The query revealing different pay terms between the contract and voucher is important when awarding discounts from vouchers created from PO Contracts, and should be run on a regular basis.

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AP AP -- OSC ClassesOSC ClassesCourse Title

FAP901--Withholding/1099ReportingFAP902--Understanding the Vendor FileFAP905--Payment Cancellations Forms & Process

OSC offers these classes. Note that they are scheduled when an adequate number of ‘students’ has signed up.

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APAP

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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AM AgendaAM AgendaSoftware LicensesPhysical Inventory “Unders”Accounting Dates and Loading Adjustments and Transaction DatesSensitive Data

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AM Software Licenses AM Software Licenses – GASB 51 Intangible Assets

Licensed Software CapitalizedPermanent Land Easements

Summary Reporting FY 2005-2010Detail Reporting FY2011 and beyond

The Governmental Accounting Standards Board (GASB), issued Accounting and Financial reporting standards for Intangible assets. This is intended to reduce inconsistencies and develop comparable reporting for State Government.

Intangible Assets are • Nonfinancial in nature (has value, but not in monetary form like cash)• Useful life beyond a single reporting period• Lacks Physical Substance

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AM Software Licenses AM Software Licenses – XXXNew CO-59

CATEGORIESNew CO-59

CATEGORIES

EASEEASE

LSOFTLSOFT

EASE - Easements are the right to use LAND for a specific purposeLSOFT – A specific license to use computer software

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AM Software Licenses AM Software Licenses

EASEEASE LSOFTLSOFT

Profile ID1EASEMENTS


Profile IDLSOFTWARE

Profile IDLSOFTWARE

Two new Asset Profiles have been established in Core-CT. Beginning this Fiscal Year FY2011 as each of these types of assets are acquired, it should be identified as an asset in the Core-CT Asset Management module with the correct asset profile.

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AM Software Licenses AM Software Licenses Profile ID

1EASEMENTS

Permanent Land Easements Acquired Regardless of Cost


Permanent Land Easements Acquired Regardless of Cost

Profile IDLSOFTWARE

Licensed Software Acquired Meeting the Capitalization Threshold of $1000.00 Dollars

Profile IDLSOFTWARE

Licensed Software Acquired Meeting the Capitalization Threshold of $1000.00 Dollars

Licensed Software acquired prior to FY2011 should have already been reported as summary assets for FY2005 through FY2010. Licensed Software will depreciate with a useful life of 5 years (60 Months).

Easements do NOT depreciate, and are not subject to a specific cost threshold.

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AM Software Licenses AM Software Licenses – XXX

The CO-59 has been updated to include the new Asset Categories. Any costs for FY2011 should be included in Column 4 as additions, and any Retirements should be included in column 5 as deletions.

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AM Software Licenses AM Software Licenses Annual Renewal Fees should be Expensed

Maintenance Costs should be Expensed

Upgrades to Existing Software should be Capitalized

Old Versions should be Retired as Deletions

Internally Generated Software is NOT a License

Frequently Asked QuestionsFrequently Asked Questions

These are answers to frequently asked questions.

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AM Software Licenses AM Software Licenses Non-Reportable Software

Defined as: Individual Licenses' Costing Less than $1000.00 dollars

OSC will be contacting select Agencies to obtain feedback for development of a Statewide standard for Non-Reportable Software

OSC will be contacting select Agencies to obtain feedback for development of a Statewide standard for Non-Reportable Software

Currently, Non-Reportable Software, is NOT to be entered in Core-CT. OSC is in the process of examining options for tracking this type of Software.

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AM PI Unders AM PI Unders

New Process

Physical Inventory UNDERS are assets that were expected to be found, but were not. Oracle has made a change to the way that this is handled during Reconciliation.

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The PI Match Status displays the UNDER status. Previously the Status could be updated as required, to effectively change the status to INVENTORY.

This option is no longer available. The Match Status is now greyed out. In order to account for assets that have an UNDER Status, a new Physical Inventory file will need to be loaded.

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Navigate to the Physical Inventory Occurrence under Load/Match/Reconcile. The Last PI Step is 4, but you will need to Delete Res in order to Load the new file with the UNDER assets.

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Once the Delete Res has been run, the Last PI Step will revert back to 3. You are now ready to load the new file that contains the UNDERS. DO NOT load another file that contains assets that have already been inventoried. Once this file has been loaded successfully, Gen Results to return back to Step 4.

Finally return to Review Matching and continue the Reconciliation process.

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AM Accounting Dates AM Accounting Dates Critical Date = Accounting Date

Accounting Date = Voucher Accounting DateCurrent Open Financial PeriodInterfaces MUST be Loaded in Open PeriodMany Reports and Queries Driven by Accounting Date

Asset Interfaces must be loaded in an Open Accounting Period. Accounting dates will NOT be changed. Interfaces that are not loaded in time must be manually entered (Basic Add) with all pertinent purchasing, receiving, and vouchering information by the Agency.

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AM Accounting Dates AM Accounting Dates

The Accounting Date can be seen in the Financial Interface screen.

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AM Accounting Dates AM Accounting Dates

The Date/Time stamp is the date that the Core-CT process runs. This is not the Accounting Date and has nothing to do with the Open Periods.

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AM Accounting Dates AM Accounting Dates -Accounting Date

Accounting Dates will NOT be updatedCloses on the 10th of the Month (for preceding month)Reminders E-Mailed every MonthDictates when Depreciation is Accounted for

Recap of Accounting Date reminders.

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AM Adjustment Transaction DatesAM Adjustment Transaction Dates

- Transaction DateTransaction Date = Date Event Took PlaceDate should be entered to reflect

retroactive changes

You may want to transfer assets retroactively if they were transferred during a prior accounting period, but are not yet entered in Asset Management. To do this, enter the transaction and accounting dates on the Main Transaction page and enter the appropriate cost information in the Edit Cost Information group box. The system will create correcting entries that back out depreciation from the original department for the period between the transaction date and the accounting date. Prior period depreciation for that same period will be posted for the new department. Denotes the date this transaction occurred. Example: An asset was purchased and placed into service on 15 April, 1997, but was added to the system on 5 June, 1997. The company wanted the add to hit the general ledger for period 5 (May). In this example the transaction date would be 15 April, 1997. The accounting date most likely would be 31 May, 1997.

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AM Adjustment AM Adjustment Transaction Dates Transaction Dates

Pay attention to the original Transaction Date of the Cost Record that you want to update.

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AM Adjustment AM Adjustment Transaction Dates Transaction Dates

Making a Cost Adjustment, adjust the Transaction Date to reflect the original date. This will ensure that Depreciation is recalculated properly.

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AM Sensitive DataAM Sensitive Data

Data elements that might be considered sensitive.

Please be aware that certain data elements are susceptible to Public Viewing. Care should be taken to ensure that sensitive data is not entered in the Asset Management Module.

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Suppressed License Plates

If an Agency maintains Suppressed License plates for vehicles (i.e. Under Cover), Do not populate this information in the Reg # field.

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Do not use Software Key Codes affiliated with Software Licenses. Serial numbers should be used where appropriate.

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AMAM

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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EPMEPMPublic Act No. 10-155: AN ACT REQUIRING THE

ESTABLISHMENT OF A SEARCHABLE DATABASE FOR STATE EXPENDITURES

Approved June 7, 2010 To increase transparency in state spendingCore-CT Teams are assisting OFA in populating this dbase

All data to be displayed on the new website is to be extracted from CORE via EPM specialized views

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EPMEPMP.A. 10-155 (a)

On or before July 1, 2011, the legislative Office of Fiscal Analysis shall establish and maintain searchable electronic databases on the Internet and located on said office's Internet web site for purposes of posting state expenditures, including state contracts and grants.

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EPMEPMP.A. 10-155 (e)

Nothing in this section shall be construed to require a state agency to: (1) Create unavailable financial or management data or an information technology system that does not exist, or (2) disclose consumer, client, patient or student information otherwise protected by law from disclosure.

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EPMEPMSearchable Database will include:

Payroll DetailPurchase orders/Contracts DetailVoucher DetailLedger Summary Data

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EPMEPMPayroll Detail

Includes: Employee ID, Name, Agency, Compensation

Excludes Sensitive data: Employee address and any monetary entry NOT associated with a state accounting string

Exclusions include such entries as car insurance payments, garnishments, employee share of health insurance. For a complete list of all criteria, please log a Help Desk Ticket

Fields Included:EMPLID, EMPL_RCD, DEPTID, POSITION_NBR, COMPANY, PAYGROUP, PAY_END_DT, OFF_CYCLE, PAGE_NUM, LINE_NUM, SEPCHK, CT_BENEFIT_RCD_NBR, CT_TRANS_TYPE, CT_TRANSACTION_CD, CT_TRANS_CD_DESCR, DED_CLASS, PLAN_TYPE, BENEFIT_PLAN, STATE, LOCALITY, FISCAL_YEAR, ACCOUNTING_PERIOD, ACCT_CD, BUDGET_DATA, BALANCE_ID, BALANCE_YEAR, ACCOUNT, FUND_CODE, CLASS_FLD, BUDGET_REF, CT_AMOUNT, CHECK_DT, NAME, CT_DEPT_DESCR, CT_POSITION_DESCR, CT_PAYGROUP_DESCR, JOBCODE, CT_JOBCODE_DESCR, CT_LOCATION_DESCR, UNION_CD, FULL_PART_TIME, COMP_FREQUENCY, GRADE, STEP

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EPMEPMPurchase orders/Contracts Detail

Includes: Purchase Order Number, Contract Number, Vendor name, PO Merchandise Amount, Maximum Contract Amount, Contract Line description, Vendor NameAgencies need to ensure Contract Line description, Vendor Name fields do not include any sensitive data

The only exclusions are canceled contracts or purchase orders.Fields included:BUSINESS_UNIT, PO_ID, LINE_NBR, BUSINESS_UNIT_DESCR, PO_TYPE, CT_OBLIGATED_AMT, VENDOR_ID, CT_VNDR_NAME1, CT_VNDR_ADD_NAME1, MERCHANDISE_AMT_PO, CT_PO_AUTHORITY, PO_STATUS, BUDGET_REF, CNTRCT_ID, CNTRCT_LINE_NBR, CT_FUND_DESCR, CT_GL_ACC_DESCR, CT_PRGRM_DESCR, CT_PROJCT_DESCR, CT_SID, CT_SID_DESCR, MONETARY_AMOUNT, AMT_CNTRCT_MAX, AMT_LINE_RELEASED, CNTRCT_BEGIN_DT, CNTRCT_EXPIRE_DT, CT_CTRCT_LN_DM254, CT_STCNTRCT_TYP, GROSS_AMT, MERCHANDISE_AMT

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EPMEPMVoucher Detail

Includes: Vendor ID, Name, Voucher, Voucher Line Description, Issuing Business Unit, Monetary Amount

Agencies need to ensure that Voucher Line Descriptions do not include any sensitive data

Sample Exclusions: Statutorily protected data such as payments for the DCJ witness protection plan, all payments for business unit OSCIP, certain client/vendors of BESBE. For a complete list of exclusions, please log a Help Desk Ticket

Fields Included:BUSINESS_UNIT, VOUCHER_ID, BUSINESS_UNIT_DESCR, CT_VNDR_NAME1, CT_VNDR_NAME2, VENDOR_ID, CT_VCHR_LN_DESCR, ACCOUNTING_DT, ACCOUNT, CT_GL_ACC_DESCR, BUDGET_REF, CT_SID, CT_SID_DESCR, DEPTID, FUND_CODE, PROGRAM_CODE, CT_PRGRM_DESCR, MONETARY_AMOUNT

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EPMEPM

Ledger Summary

No exclusions necessary

All data is at a summary level

Fields Included:DEPTID, CT_DEPT_DESCR, FISCAL_YEAR, ACCOUNTING_PERIOD, BUDGET_REF, FUND_CODE, CT_FUND_DESCR, ACCOUNT, CT_GL_ACC_DESCR, CT_SID, CT_SID_DESCR, CHARTFIELD1, CT_CHRTF1_DESCR, CHARTFIELD2, CT_CHRTF2_DESCR, PROGRAM_CODE, CT_PRGRM_DESCR, PROJECT_ID, CT_PROJCT_DESCR, POSTED_TOTAL_AMT

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EPMEPMOSC MEMORANDUM NO. 2010-28, October 4, 2010: Use of Personal Information in the Financial Modules of Core-CT

State agencies shall not use the personal taxpayer identification number (TIN) including SSN, FEIN, or ITIN for anything other than federal and state tax withholding and/or reporting purposes.

http://www.osc.state.ct.us/2010memos/numbered/201028.htm

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EPMEPM

OSC MEMORANDUM NO. 2010-28, cont.

…Therefore, the TIN should not be recorded in ANY financial transaction, including the Comments, Conversations, Descriptions, Invoice Numbers, Messages, Notes, or any other field not specifically reserved for this purpose.

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EPM EPM Asset ManagementAsset Management

New Reporting Table:

CTW_ASSET_NBV Net book value of in service assets

New Supporting Public Query:

CT_CORE_FIN_AM_ASSET_NBV

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EPMEPMAsset ManagementAsset Management

New AM Public Queries:

CT_CORE_FIN_AM_DUP_SERIAL_NBRSAudit for duplicate serial numbers

CT_CORE_FIN_AM_ASSET_LIST Asset/Physical Inventory information

CT_CORE_FN_AM_ASSETS_BY_FY Replicates AMAS2000; Fiscal year & Accounting period

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EPMEPMInventoryInventory

New Reporting Table:CTW_EVENT_INV

Inventory Counting Event Reporting

New Supporting Public Query:CT_CORE_FN_IN_COUNTNG_EVENT

Assist staff in performance of physical Inventory

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EPMEPMInventoryInventory

Enhanced Reporting Table:

CTW_IN_ITEMNow includes all inventory items associated with an inventory business unit whether or not the item is physically put away in the inventory business unit; for example, a timing scenario where an item is purchased but not put away.

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EPMEPMPurchasingPurchasing

New PO Public Query:

CT_CORE_FIN_PO_CNTRCT_PRC_CMPRList of purchase orders and related vouchers where the purchase order unit price is more than the catalog item contract unit price. Results produced from this query are intended to be a preliminary list necessitating further in-depth research.

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EPMEPMAccounts PayableAccounts Payable

New Reporting Table:

CTW_VCHR_PO_VW - Voucher Purchase Order View

Combines voucher and purchase order information where the agency is the same but the business units differ.Designed for agency Internal Service Business Unit

reportingDAS, DOC and ITD

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EPMEPMAccounts PayableAccounts Payable

Supporting Query:CT_CORE_FIN_AP_M1_S1_RPT

EPM only role required:CT_E_APBUS1REPORTING

Pre-requisite: Access to both M1 and S1 Business Units

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EPMEPMJob Aid EnhancementsJob Aid Enhancements

General Ledger/Payroll Reconciliation

Query Design Analytical Tool

Query Quick Reference Job Aid

http://www.core-ct.state.ct.us/epm/jobaids/Default.htm

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EPMEPM

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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Security Update

New Security Functionality

Automated Forgotten Password Reset Feature in Core-CT

• Agency users must first update their System profile in Core-CT.• Users must have a state email address and be able to receive

external emails in their agencies.• Users without a state email address must continue to contact their

Agency Security Liaison for a password reset. • Users are NOT to contact the Core-CT Help Desk for password

resets.

Security UpdateSecurity Update

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My System ProfileMy System Profile

Users can change/update their E address here. Also, please be sure that the email type is Business and that the primary email account box is checked.

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Security UpdateSecurity UpdateSecurity Update


Instructions for setting up your User System Profile in Core-CT can be found at:http://www.core-ct.state.ct.us/security/pps/pwreset.pps

FAQs: http://www.core-ct.state.ct.us/security/docs/psswrd_rst_faq.doc

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Security UpdateSecurity UpdateSecurity Update


Instructions for setting up your User System Profile in Core-CT can be found at:http://www.core-ct.state.ct.us/security/pps/pwreset.pps

FAQs: http://www.core-ct.state.ct.us/security/docs/psswrd_rst_faq.doc

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Inv Steven Beaulieu


AP Cynthia Babbitt

AM David Bonola

EPM Barbara Jacius



AgendaAgenda

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Thank you for your participation today

We hope this information proved helpful

Reminder – Grant Coding handoutLook for this presentation on theCore-CT website www.core-ct.state.ct.us

ClosingClosing

supply chain & financials - connecticut · 2011-02-17 · supply chain & financials (epro,...

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