September 2007

September 2007

Welcome John Harnick

EPM Barb Jacius

Help Desk Lynn Sheldon

GL Donna Braga Joan Skripol

Billing Deb Carta Chris Marchese

AR Deb Carta

AgendaAgenda

Introduction to Billing October 2nd and 16th

Advanced Billing September 27th

Announced in Daily Mails

More classes to be released in the future

Seating is Limited

Classes Fill Quickly

Schedule available at http://www.core-ct.state.ct.us/training

TrainingTraining

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

Core-CT WebsiteCore-CT Website

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 for all Modules.If you link to By Module, you will get the next slide.

Core-CT WebsiteCore-CT WebsiteGo to the Section titled,

“Financials Job Aids”

Core-CT WebsiteCore-CT Website


EPM Barb Jacius




AR Deb Carta

AgendaAgenda

EPM-FAQ’s

How can I find a query to meet my needs?

All queries deployed by CORE-CT are organized in folders.

Access the folder name that correlates to the module (i.e. AP, PO, AM, AR, GL, etc.)

EPM-FAQ’s

EPM-Accounts Receivable

EPM-General Ledger

EPM-FAQ’s

Help, my Query doesn’t work!

Check your criteria Verify the validity of the table joins Log a Help Desk Ticket

How can I see only totals on my report?

Only display the fields you need to see.

Set up all criteria in the background.

EPM-FAQ’s

EPM

Questions?


EPM Barb Jacius




AR Deb Carta

AgendaAgenda

Ticket Counts from 7/1/07-9/14/07

Level II HelpDeskLevel II HelpDesk

New Tickets - 555

Closed Tickets - 553

SIR Tickets - 15

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 Deposit ID, Journal ID, Bill, Item ID 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 Deposits not falling off your screen, you need to check for Payment Worksheets that haven’t been completed, aren’t balanced, haven’t had accounting entries created, or haven’t been set to Batch Standard.

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


EPM Barb Jacius




AR Deb Carta

AgendaAgenda

GL Agenda

Hot Topics and GL Reminders

The Life of a Transaction in GL/KK – Billing/AR

GL Mini Training: Peoplesoft Trees

The Life of a Transaction inGL/KK – Req and PO


GL Reminders Process Monitor

Monthly Closing Dates

Hot Topics Effective Dated Reporting

On-Line Catalog Additions•Available Cash Trial Bal•Trial Balance of Approp•Federal Program Approp

GL Agenda





Billing Impact on Expenditures

Navigation: Commitment Control > Review Budget Activities > Budget Details

Billing Impact on Revenue


Bill Creation

Navigation: Billing > Maintain Bills > Standard Billing (Tab 1)

Accounting Distribution

Navigation: Billing > Maintain Bills > Standard Billing (Tab 3)



Drill Down to the Ledger




Drill down into theActivity Log

Ledger Drill Down

Activity Log Drill DownActivity Log Drill Down

Impact on the Expenditure Budget

Drill down into theLedger



Ledger Drill Down

Drill Down into theActivity Log

Ledger Drill Down

Activity Log Drill DownActivity Log Drill Down

Drill Down into The Ledger

Collected Revenue


Drill Down into theActivity Log

Ledger Drill Down

Activity Log Drill Down

Accounting Entries

Navigation: Billing > Review Billing Information > Review Entries by Invoice

• Billing and AR impact to General Ledger

• Detail Ledger information available in reporting

General Ledger Activity

Navigation: General Ledger > General Ledger Reports > Ledger Activity

GL Agenda





GL Mini Training

Core-CT Trees

Hierarchical organization of values

Defines the State’s reporting structures

Effective Dated Trees in reporting

Level 1 – Entire State

Level 2 – Entire Agency

GL Mini Training

Core-CT Tree Levels

Navigation: Fin Tree Manager> Tree Viewer

GL Mini Training

Level 3 – Agency Summary

Level 4 – Agency Detail Values

Core-CT Tree Levels

GL Mini Training

Navigation: General Ledger > General Reports > Flexible Ledger Analysis

GL Mini Training

GL Agenda





Purchasing Impact on Commitment Control

Purchasing Impact onCommitment Control


RequisitionRequisition

Navigation: eProcurement > Create Requisition

Req Accounting DistributionReq Accounting Distribution

Navigation: eProcurement > Manage Requisitions

Pre-Encumbrance ReportPre-Encumbrance Report

Navigation: Commitment Control> Budget Reports> Pre-Enc/Enc Report

Pre-Encumbrance ReportPre-Encumbrance Report

PO Accounting DistributionPO Accounting Distribution

Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders

Budget StatusBudget Status

Navigation: Commitment Control> Budget Reports> Budget Status Report

Encumbrance BalanceEncumbrance Balance

Voucher Accounting DistributionVoucher Accounting Distribution

Navigation: Accounts Payable > Review Accounts Payable Info > Voucher > Accounting Entries

Budget Transaction DetailBudget Transaction Detail

Navigation: Commitment Control> Budget Reports> Budget Status Report

Requisition > PO > VoucherRequisition > PO > Voucher

Flexible Ledger AnalysisFlexible Ledger Analysis

Navigation: General Ledger> General Reports> Flexible Ledger Analysis



Expenditure Impact on GLExpenditure Impact on GL

Ledger Activity ReportLedger Activity Report

Navigation: General Ledger> General Reports> Ledger Activity Report

Expenditure Impact on GLExpenditure Impact on GL

Questions ?

Coffee Break


EPM Barb Jacius




AR Deb Carta

AgendaAgenda

Billing Agenda Critical Reminders Hot Topics Billing Batch Processes

What are they? What do they do? When do they run?

ST/ET Coding Mini-Training: Grant Transfer Bills,

Payments and Refunds

BI Reminders and Hot Topics

Critical Reminders

ET – Expenditures, State Agencies onlyST - Revenues, State Agencies onlyGT – Grant Transfers, State Agencies onlyFED – Federal agencies onlyEXT – External customers only

Changes to Customer Information and the impact to existing Bills and/or Bill Templates

Hot Topics

Bill Types and AR AccountsBill Types and AR Accounts

• ET – Expenditures, State Agencies only• ST - Revenues, State Agencies only• GT – Grant Transfers, State Agencies only


• FED – Federal agencies only


• EXT – External customers only

Bill Types and AR AccountsBill Types and AR AccountsSummary and Detail GAAP Fund Consolidation Trial Balance Report

Updating Customer InformationUpdating Customer Information

Customers> Customer Information> General Information

Ensure that any changes to Customer Information has been updated to any existing Bills or Bill Templates (Installment/Recurring)

Customer StatusCustomer Address Location SequencesBill To/Ship To/Sold To StatusEffective Dating

Finalize and Print Invoice will process to ERROR if any existing Bills or Bill Templates are not updated


• Address Location Sequence 1 has been Inactivated for DPWM1, Customer 6

• Address Location Sequence 2 was added and is the new Active Address for DPWM1, Customer 6

• Locate all existing Bills and Bill Templates related to the Customer that was updated.

• On the Header –Info 1 page, click the Address hyperlink to access to Address Info


• Address Location points to Inactive Address Location Sequence 1

• Use the Look-Up Icon to choose the updated Address Location Sequence 2 – Notice the Address Info is populated


Billing Batch ProcessesBIJOB01BIJOB01Finalize andFinalize andPrint InvoicePrint Invoice

BICURCNVConvert Currency

Amounts

BIPRELDPre-Load Process

BILDGL01Create Accounting

Entries

FS_BPRequest Budget

Check

BILDAR01Load Invoices to AR

ARUPDATEPS/AR Receivables

Update

CTARB272AR Revenue

Reversal

FS_JGENGenerate Journals

BI Job AidsFor Collections Generating Customer Statements

Dunning Letter Process

For Adjusting Bills

Adjusting Selected Bill Lines

For Other Reasons Troubleshooting the Invoice Reprint

Process

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

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

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

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

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

ST / ET Coding

ST / ET Coding

Option 1: Change your account code

Option 2: Change your Bill Type

BI Mini Training

Grant Transfers

Pass Through

Federal or Private

Receivable or Advance Funded

Pass FromFrom Agency Receives Funds

from External Source

Pass FromFrom Agency Notifies OSC and Pass ToTo Agency

OSC Creates APPROP and ALLOT

Budgets for Pass FromFrom Agency

Pass ToTo AgencyBills Pass FromFrom

Agency for Funds

Pass FromFrom Agency Creates Voucher to

Pass ToTo Agency

Pass ToTo Agency Receives Funds and

Applies Payment to Bill


Budgets for Pass ToTo Agency

Refund – Pass FromFrom Agency

Bills Pass ToToAgency for Unexpended

Balance

Pass FromFrom Agency Receives Funds and

Applies Payment to Bill For Unexpended

Balance

Mini Training: Grant Transfer







Agency for Funds


Pass ToTo Agency







Balance



Balance


Billing> Maintain Bills> Standard Billing> Add New Value


Prompts the User to insert the CFDA CFDA number – not the SID or a description – of the grant you are receiving.


All Grant TRANSFER BILLS will have these elements in common: All Grant TRANSFER BILLS will have these elements in common: ◊ GT Identifier – GT_47100 or GT_47200GT Identifier – GT_47100 or GT_47200◊ CFDA# Description – from Federal Programs ReportCFDA# Description – from Federal Programs Report◊ Account - 47100 or 47200, depending on funding sourceAccount - 47100 or 47200, depending on funding source








Agency for Funds


Pass ToTo Agency







Balance



Balance


Mini Training: Grant TransferAll Grant All Grant TRANSFER VOUCHERSTRANSFER VOUCHERS will have these elements in common: will have these elements in common: ◊ GT Invoice Number – from the bill receivedGT Invoice Number – from the bill received◊ CFDA# Description – from Federal Programs ReportCFDA# Description – from Federal Programs Report◊ Account - 55110 for granting fundsAccount - 55110 for granting funds

The User to insert the CFDACFDA number – not the SID or a description – of the grant you are giving.








Agency for Funds


Pass ToTo Agency







Balance



Balance

Mini Training: Grant TransferAll Grant All Grant REFUND BILLSREFUND BILLS will have these elements in common: will have these elements in common: ◊ GT Identifier – GT_47100 or GT_47200GT Identifier – GT_47100 or GT_47200◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 47100 OR 47200Account - 47100 OR 47200









Agency for Funds


Pass ToTo Agency







Balance



Balance

Mini Training: Grant TransferAll Grant All Grant REFUND VOUCHERSREFUND VOUCHERS to the STATE Grantor will have these to the STATE Grantor will have these elements in common: elements in common: ◊ GT Identifier – from the Grantor’s billGT Identifier – from the Grantor’s bill◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 55110Account - 55110

Mini Training: Grant TransferAll Grant All Grant REFUND VOUCHERSREFUND VOUCHERS to the FEDERAL Grantor will have these to the FEDERAL Grantor will have these elements in common: elements in common: ◊ GT Identifier – from the Grantor’s billGT Identifier – from the Grantor’s bill◊ CFDA# Description – REFUNDCFDA# Description – REFUND◊ Account - 55040Account - 55040

Questions ?


EPM Barb Jacius




AR Deb Carta

AgendaAgenda

Accounts Receivable Critical Reminders Hot Topics EPM queries

To identify refunds of expenditures, and refunds of prior year expenditures

To reconcile for the SEFA Report

Maintenance worksheets - non-matching accounting distributions

MINI-TRAININGMINI-TRAINING Federal Program Appropriation Report – CTGLR122

Best PracticesBest Practices – some clever ways users have made Core-CT work for them

AR Reminders and Hot Topics

Critical Reminders

Maintenance Worksheets – change made for matching accounting distributions Complete review of Federal grants for Statewide Single Audit (SEFA)Review open items older than 7/1/2006 – close or collect

Close out your On Accounts (OA’s) each monthClean up your Pending Receipts each monthUse Conversations to document changes to an item

Hot Topics

Maintenance Worksheets

Maintenance Worksheets

Hint 1:Hint 1: OA’s can only be matched with bills coded to Pending Receipts

Hint 2:Hint 2: Review bill entries before attempting to match debits and credits

Hint 3:Hint 3: If the items are associated on the Aging Report, their accounting entries are the same

EPM QueriesFor SEFA CT_CORE_FIN_FED_GRANT_EXP

For Refunds of Expenditures CT_CORE_AR_ACCT_DISTRIB_50000

For Refunds of Expenditures, Revenues CT_CORE_AR_ACCT_DISTRIB

For Researching Pending Receipts

CT_CORE_FIN_AR_PEND_RECEIPTS

AR Job AidsFor SEFA Reconciling Grant Expenditures for

SEFA

Federal Program Appropriations Report (CTGLR122)

For OA’s Closing Out an On Account (OA) Ite

m

For Write Off’s

Write-Off Uncollectible Receivables

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

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

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

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

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

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

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

http://www.staples.com/sbd/cre/marketing/easybutton/index.html

Best PracticesBest Practices

Send your agency’s best practices to Module Lead

Describe your process comprehensively

Illustrate the savings of time and effort

Attach documentation

Best PracticesBest Practices DOTM1DOTM1

Tie Journal Sheets to Deposits Use Journal Sheet # as part of Payment ID Run EPM query to subtotal by Journal Sheet #

Reconcile Accounts Receivable using Aging Report Invoice Register Payment Detail

TRBM1TRBM1 Tie Payments from Towns to Deposits

Use Town Number as part of Payment ID Run EPM query to subtotal by Town Easier to reconcile unbilled revenues

MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

What?

Shows the carry forward, adjustments to appropriation, total appropriation, expenditures, and continued appropriation, subtotaled by SID for a CFDA or range of CFDAs.

Why? Monitor and review budgetary activity for Federal Grants. The

report can be sorted and subtotaled by chartfield. It runs in both PDF and CSV (MS Excel) format simultaneously.

How? Specify a range of CFDA numbers within a Federal Fund, or a

range of SID’s

Who? Central GL Approver, Central GL Reviewer, Central GL Sys

Tech Resource, Agency GL Approver, Agency GL Reviewer, Agency GL System Tech Resource, Fiscal Administrative Reviewer

Where? Commitment Control > Budget Reports > Federal Program

Appropriations

When? Available now!


The report can be run without CFDA values … The report can be run without CFDA values …


The report can be run with CFDA values ... The report can be run with CFDA values ...


Select the SQR Report Process Type ... Select the SQR Report Process Type ...


Report output is in both PDF and CSV ... Report output is in both PDF and CSV ...


Sample of PDF output ... Sample of PDF output ...


Sample of CSV output ... Sample of CSV output ...



Fund 12060 and 12062

Limited Scope Agencies (LSA’s) not

transacting in these funds cannot use this report

Community Colleges State Universities Quasi-public agencies

Questions ?

Closing

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

PO/AP User Group Meeting September 26th

AR/BI/GL User Group Meeting September 27th

***(DON’T FORGET TO SIGN UP)

Thank You for your participation

today. We hope this information proved helpful…

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

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.Question and answer session using your “live” data on the Core-CT Production Website following User Group

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

Short Break

Documents

September 2007