STATE OF CONNECTICUT Core-CT Project

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP

March 2005March 2005

PurchasingReminders and UpdatesSP2 ImpactsShipping Charges in PO/AP

[ BREAK ]

Accounts PayableReminders and UpdatesSP2 Impacts

EPMSP2 Impacts

AgendaAgenda

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FYE 04/05 - Proposed Dates for PO/APFYE 04/05 - Proposed Dates for PO/APNOTE: These dates are TENTATIVE - to be confirmed

Purchase Orders including requisitions,Change Orders, POs encumbering PSAs,POS Contracts, Rents Must be ‘Dispatched’

Friday, June 17, 2005

Monday, June 20, 2005 All PO Vouchers must be Budget Checked ‘Valid’

Friday, June 24, 2005 All Voucher Payment Cancellations must bereceived at OSC

Wednesday, June 22, 2005All NON-ROLLING Pos must be closed and Budget Checked ‘Valid’

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FYE 04/05 - Proposed Dates for PO/APFYE 04/05 - Proposed Dates for PO/APNOTE: These dates are TENTATIVE - to be confirmed

Friday, July 8, 2005All 2005 Spreadsheet Journal Transactions must be Budget Checked ‘Valid’

Monday, July 18, 2005 Carry Forward FY2005 Budgets are available

Wednesday, June 29, 2005

Tuesday, June 28, 2005 All Voucher Payments to towns must beBudget Checked ‘Valid’

All Non-PO Vouchers must be Budget Checked ‘Valid’

AcknowledgementsAcknowledgements

• SP2 User Acceptance Testing Participants

• SP2 User Validation• Billing User

Acceptance Testing Participants

• Billing User Validation

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PO Accounting Entries

PO Close Voucher Warning

PO UpdatesPO Updates

Critical Reminders

Up and Coming

Bundles/PatchesVolunteers for ValidationYear-End Labs

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

PO SP2 Impacts-PO Accounting EntriesPO SP2 Impacts-PO Accounting Entries


A: Yes. See entry for Budget Period 2005.





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





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


PO Close Voucher WarningPO Close Voucher Warning

Mini-TrainingMini-Training ~ Shipping Charges ~ Shipping Charges

XXXM1


XXXM1

Only when you are getting one shipment


30.0000 1.00000

30.0000

XXXM1

When you don’t know how many shipments you’ll get

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Creating TEPF Vouchers AP SP2 Impacts FYE Preparation Telecom Funds

AP UpdatesAP Updates

Critical Reminders

Up and Coming

Future Bundles/Patches Year-End Labs

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Creating TEPF VouchersCreating TEPF Vouchers

What is TEPF?

TaxExempt ProceedFunds

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XXXM1

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XXXM1

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The Service Pack 2 upgrade has changed Accounts Payable functionality in the following ways. WLAs (available online through Core-CT help menus) are being updated to reflect the new procedures.

1. Users will no longer be able to add or delete Voucher Distribution lines on a PO Voucher.

2. Users will no longer be able to delete Invoice lines on a PO Voucher. Use the Worksheet Copy option to create a Voucher from the PO or Receiver, then select the lines to copy onto the voucher.

3. When clicking the Finalize PO icon on the voucher entry page, the system will confirm with a prompt. This prompt is not functioning correctly.

4. The process of creating a Voucher from multiple POs is not functioning correctly. Until further notice, DO NOT use this functionality.

AP SP2 ImpactsAP SP2 Impacts

1. You can no longer Add or Delete PO Voucher Distribution Lines.

AP SP2 Impacts-Voucher ChangesAP SP2 Impacts-Voucher Changes

Accounts Payable> Vouchers> Entry> Regular Entry

•Distribution changes should be made on the PO whenever possible.

•You may use $0.00 amounts for distributions that are not being used.


Example: PO Voucher

Use a $0.00 Amount for *Dist by: Amt.

Use a [blank] Quantity for *Dist by: Qty.


WARNING: What goes up, will NOT come down.

DO NOT INCREASE AMT or QTY on Voucher Distribution

The encumbrance on PO Distr. Line 1 will NOT be Reversed.


WARNING: What goes up, will NOT come down.

DO NOT INCREASE AMT or QTY on Voucher Distribution

Instead, change the coding on another line.


4. You CAN still update a price if it is within PO tolerances

Adjust the Invoice Line and Distribution to reflect the change



2. You can no longer Delete PO Voucher Invoice Lines.



Instead, use the Worksheet Copy Option to Select Lines for payment.


PO Receipt

Select PO/Receipt Schedule Lines for Payment

Hint: Design POs that are easily paid according to Schedule Lines.



3. You have the option to Finalize the PO from the Voucher.

The system prompts with a warning. If you select “ NO”….



The system TURNS ON the Finalize option regardless.



Use the “Undo Finalize” icon to Turn OFF the Finalize option.



Problem: Until further notice, DO NOT

Create a Voucher from Multiple POs.

If you do …

You might not be able to save the voucher

The voucher might not reverse the encumbrance correctly

You might have to close the PO

We are working to learn the details of this problem, and will update you in a Daily Mail as soon as possible.

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Match Exceptions (Match Manager orMatch Exceptions Report)

Pending Approval (Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”)

Not Budget Checked (Voucher Inquiry)

In Budget Error (Voucher Inquiry)

On Hold (EPM Query “CT_VCHRS_ON_HOLD”)

Control Groups Posted (Post Control Group)

AP FYE PreparationAP FYE Preparation

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Unposted Vouchers CT_AP_VCHRS_UNPOSTED

Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED

Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD

Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8

EPM Queries-


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Run Budget Status Report

Run Transaction Details (AP trans only)

Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8

(by specific code or %)

Use other EPMs /Inquiries to troubleshoot


SP2 - EPM HIGHLIGHTS

• Fixes

• Enhancements

EPM SP2 ImpactsEPM SP2 Impacts

Fixes

New Window Hyperlink

Download to Excel Multiple Times


New Window Hyperlink


Download to Excel Multiple Times


Enhancements

Advanced Query SearchRun to HTML HyperlinkRun to Excel HyperlinkCreate FoldersAdd to Favorites Copy Query to Another UserReorder Criteria


Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink


Advanced Query Search


Advanced Query Search


Create Folders / Add to Favorites / Copy Query to Another User


Copy Query to Another User


Reorder Criteria


Reorder Criteria


EPM Query Labs

Core-CT Home Page

Course EPM101

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

Schedule of EPM Help labs


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

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Questions?Questions?

for your

participation today. We hope this information proved helpful…

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

Next Meeting – PO/AP Extra Session Date – March 14, 2005 1-4 pm

101 E. River Drive, Room 4214 A & B (don’t forget to sign up)

ClosingClosing

Documents

STATE OF CONNECTICUT Core-CT Project