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 Agenda

 Introduction to Billing October 2 nd 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 ct.state.ct.us/training ct.state.ct.us/trainingTraining

Core-CT Website Core-CT Website Go to the CORE website at : Click on Financials User

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 Website Go to the Section titled, “Financials Job Aids”

Core-CT Website

Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta Agenda

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?

Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta Agenda

Ticket Counts from 7/1/07-9/14/07 Level II HelpDesk New Tickets Closed Tickets 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 the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error. HD 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 Questions

1)Have the screen you want to copy on your monitor 2)Push the Print Screen button on your keyboard 3)Minimize the application you are in 4)Open a new Word document 5)Right click with your mouse 6)Click on “Paste” 7)Save your document to a file on one of your drives 8)Open a new to the addressee 9)Attach the screenshot document and Send The Helpdesk person assisting you now has the documentation to use while resolving the problem Creating & Saving a Screenshot

Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta Agenda

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 in GL/KK – Req and PO 

Hot Topics and GL Reminders 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  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 in GL/KK – Req and PO 

Billing Impact on Expenditures Navigation: Commitment Control > Review Budget Activities > Budget Details

Billing Impact on Revenue Navigation: Commitment Control > Review Budget Activities > Budget Details

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

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

Billing Impact on Expenditures Navigation: Commitment Control > Review Budget Activities > Budget Details

Drill Down to the Ledger Billing Impact on Revenue Navigation: Commitment Control > Review Budget Activities > Budget Details

Billing Impact on Revenue Drill down into the Activity Log Ledger Drill Down

Activity Log Drill Down

Impact on the Expenditure Budget Drill down into the Ledger Billing Impact on Expenditures Navigation: Commitment Control > Review Budget Activities > Budget Details

Ledger Drill Down Drill Down into the Activity Log Ledger Drill Down

Activity Log Drill Down

Drill Down into The Ledger Collected Revenue Navigation: Commitment Control > Review Budget Activities > Budget Details

Drill Down into the Activity 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  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 in GL/KK – Req and PO 

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  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 in GL/KK – Req and PO 

Purchasing Impact on Commitment Control Navigation: Commitment Control > Review Budget Activities > Budget Details

Requisition Navigation: eProcurement > Create Requisition

Req Accounting Distribution Navigation: eProcurement > Manage Requisitions

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

Pre-Encumbrance Report

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

Budget Status Navigation: Commitment Control> Budget Reports> Budget Status Report

Encumbrance Balance

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

Budget Transaction Detail Navigation: Commitment Control> Budget Reports> Budget Status Report

Requisition > PO > Voucher

Flexible Ledger Analysis Navigation: General Ledger> General Reports> Flexible Ledger Analysis

Flexible Ledger Analysis

Expenditure Impact on GL

Ledger Activity Report Navigation: General Ledger> General Reports> Ledger Activity Report

Expenditure Impact on GL

Questions ?

Coffee Break

Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta Agenda

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 only ST - Revenues, State Agencies only GT – Grant Transfers, State Agencies only FED – Federal agencies only EXT – External customers only Changes to Customer Information and the impact to existing Bills and/or Bill Templates Hot Topics

Bill Types and AR Accounts ET – Expenditures, State Agencies only ST - Revenues, State Agencies only GT – Grant Transfers, State Agencies only

Bill Types and AR Accounts FED – Federal agencies only

Bill Types and AR Accounts EXT – External customers only

Bill Types and AR Accounts Summary and Detail GAAP Fund Consolidation Trial Balance Report

Updating 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 Status Customer Address Location Sequences Bill To/Ship To/Sold To Status Effective Dating Finalize and Print Invoice will process to ERROR if any existing Bills or Bill Templates are not updated

Updating Customer Information 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 Updating Customer Information

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 Updating Customer Information

Billing Batch Processes BIJOB01 Finalize and Print Invoice BICURCNV Convert Currency Amounts BIPRELD Pre-Load Process BILDGL01 Create Accounting Entries FS_BP Request Budget Check BILDAR01 Load Invoices to AR ARUPDATE PS/AR Receivables Update CTARB272 AR Revenue Reversal FS_JGEN Generate Journals

BI Job Aids For Collections  Generating Customer Statements Generating Customer Statements  Dunning Letter Process Dunning Letter Process For Adjusting Bills  Adjusting Selected Bill Lines Adjusting Selected Bill Lines For Other Reasons  Troubleshooting the Invoice Reprint Process Troubleshooting the Invoice Reprint Process

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

From Pass From Agency Receives Funds from External Source From Pass From Agency Notifies OSC and To Pass To Agency OSC Creates APPROP and ALLOT Budgets for From Pass From Agency To Pass To Agency From Bills Pass From Agency for Funds From Pass From Agency Creates Voucher to To Pass To Agency Receives Funds and Applies Payment to Bill OSC Creates APPROP and ALLOT Budgets for To Pass To Agency Refund – From Pass From Agency To Bills Pass To Agency for Unexpended Balance From Pass From Agency Receives Funds and Applies Payment to Bill For Unexpended Balance Mini Training: Grant Transfer

From Pass From Agency Receives Funds from External Source From Pass From Agency Notifies OSC and To Pass To Agency OSC Creates APPROP and ALLOT Budgets for From Pass From Agency To Pass To Agency From Bills Pass From Agency for Funds From Pass From Agency Creates Voucher to To Pass To Agency Receives Funds and Applies Payment to Bill OSC Creates APPROP and ALLOT Budgets for To Pass To Agency Refund – From Pass From Agency To Bills Pass To Agency for Unexpended Balance From Pass From Agency Receives Funds and Applies Payment to Bill For Unexpended Balance Mini Training: Grant Transfer

Billing> Maintain Bills> Standard Billing> Add New Value Mini Training: Grant Transfer CFDA Prompts the User to insert the CFDA number – not the SID or a description – of the grant you are receiving.

Mini Training: Grant Transfer

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

From Pass From Agency Receives Funds from External Source From Pass From Agency Notifies OSC and To Pass To Agency OSC Creates APPROP and ALLOT Budgets for From Pass From Agency To Pass To Agency From Bills Pass From Agency for Funds From Pass From Agency Creates Voucher to To Pass To Agency Receives Funds and Applies Payment to Bill OSC Creates APPROP and ALLOT Budgets for To Pass To Agency Refund – From Pass From Agency To Bills Pass To Agency for Unexpended Balance From Pass From Agency Receives Funds and Applies Payment to Bill For Unexpended Balance Mini Training: Grant Transfer

All Grant TRANSFER VOUCHERS will have these elements in common: ◊ GT Invoice Number – from the bill received ◊ CFDA# Description – from Federal Programs Report ◊ Account for granting funds CFDA The User to insert the CFDA number – not the SID or a description – of the grant you are giving.

Mini Training: Grant Transfer From Pass From Agency Receives Funds from External Source From Pass From Agency Notifies OSC and To Pass To Agency OSC Creates APPROP and ALLOT Budgets for From Pass From Agency To Pass To Agency From Bills Pass From Agency for Funds From Pass From Agency Creates Voucher to To Pass To Agency Receives Funds and Applies Payment to Bill OSC Creates APPROP and ALLOT Budgets for To Pass To Agency Refund – From Pass From Agency To Bills Pass To Agency for Unexpended Balance From Pass From Agency Receives Funds and Applies Payment to Bill For Unexpended Balance

Mini Training: Grant Transfer All Grant REFUND BILLS will have these elements in common: ◊ GT Identifier – GT_47100 or GT_47200 ◊ CFDA# Description – REFUND ◊ Account OR 47200

Mini Training: Grant Transfer

From Pass From Agency Receives Funds from External Source From Pass From Agency Notifies OSC and To Pass To Agency OSC Creates APPROP and ALLOT Budgets for From Pass From Agency To Pass To Agency From Bills Pass From Agency for Funds From Pass From Agency Creates Voucher to To Pass To Agency Receives Funds and Applies Payment to Bill OSC Creates APPROP and ALLOT Budgets for To Pass To Agency Refund – From Pass From Agency To Bills Pass To Agency for Unexpended Balance From Pass From Agency Receives Funds and Applies Payment to Bill For Unexpended Balance

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

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

Questions ?

Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Joan Skripol Billing Deb Carta Chris Marchese AR Deb Carta Agenda

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-TRAINING  MINI-TRAINING Federal Program Appropriation Report – CTGLR122  Best Practices  Best 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 month Clean up your Pending Receipts each month Use Conversations to document changes to an item Hot Topics

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 Queries For 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 Aids For SEFA  Reconciling Grant Expenditures for SEFA Reconciling Grant Expenditures for SEFA  Federal Program Appropriations Report (CTGLR122) Federal Program Appropriations Report (CTGLR122) For OA’s  Closing Out an On Account (OA) Item Closing Out an On Account (OA) Item For Write Off’s  Write-Off Uncollectible Receivables Write-Off Uncollectible Receivables

Best Practices  Send your agency’s best practices to Module Lead  Describe your process comprehensively  Illustrate the savings of time and effort  Attach documentation

Best Practices  DOTM1  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  TRBM1  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! MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

The report can be run without CFDA values … MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

The report can be run with CFDA values... MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

Select the SQR Report Process Type... MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

Report output is in both PDF and CSV... MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

Sample of PDF output... MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

Sample of CSV output... MINI TRAINING: CTGLR122 – Federal Program Appropriations Report

 Fund and  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  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…

Post-Meeting Discussion Group We Invite You…..to stay a little 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