STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing December 2004

General Ledger Updates and Reminders SP2 Updates Reporting Testing Report Processing HR Accounting Line & HR Account Code Tables Viewing Encumbrance Balances Accounts Receivable Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates Agenda

General Ledger Updates and Reminders Viewing Encumbrance Balances EPM Queries for HR SP2 Updates Reports Testing Report Processing Agenda

4 AP Closes 3pm – Last Business Day AR Closes 3pm – 15 th Calendar Day Journal Entries due by 10 th Calendar Day GL Updates Critical Reminders Up and Coming GL Reports re-distributed on the 16th SP-2 Testing….Shipmates Needed

FY2005 Encumbrances Viewing FY2005 Encumbrances. –FY2004 Encumbrance balances are not affecting FY2005 budgets. Deleted distribution lines on Rolled POs.

FY2005 Encumbrances Budget Status Report Budget Details Inquiry

FY2005 Encumbrances

Budget Transaction Details Report KK Activity Log PO Accounting Entries

FY2005 Encumbrances Commitment Control> Review Budget Activities> Budget Inquiry> Budget Details or Activity Log XXXM1

EPM Queries Records CT_HR_ACCTG_LN ACCT_CD_TBL

EPM Queries

SP2 Update Commitment Control> Review Budget Activities> Budget Reports> Budget Transaction Detail Report

SP2 Update General Ledger> General Reports> Trial Balance Report

SP2 Update Proud Volunteers DMR SDE DPW ESB APA DCF DSS To Volunteer: Please contact Donna Braga at

Report Processing Fin PeopleTools> Process Scheduler> Process Monitor

Report Processing

17 10-Minute Break

Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates Accounts Receivable

19 Check your open items before direct journaling deposits Don’t unpost an item if the payment has been applied Keep your deposit processing current Critical Reminders Up and Coming SP2 – We need volunteers for AR Billing “Go-Live” is February 1

Closing Periods in AR Overview Month-End Timeline Online Search for Incomplete Transactions

Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL) Closing Periods in AR

What Happens? 1. OSC and CORE runs Queries to identify incomplete transactions 2. Agencies run online inquiries and “clean up” everything not posted 3. OSC Closes AR & GL Periods at 3pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. Agencies reclassify or redistribute direct journal deposits from “Funds Awaiting Distribution” Closing Periods in AR

What Happens? Insert timeline Closing Periods in AR Two Weeks Prior to Month-End OSC and Core-CT Contacts Agencies About Incomplete Entries Agencies’ Last Chance to “Clean Up” 15th Day of Next Month at 3pm OSC Closes Period in AR & GL Last Day of Month later pm (Step#1) CORE Runs Daily Processes First Day of New Month Agencies Change Accounting Dates Agencies Reclassify Pending Receipts

Accounts Payable Impacts Closing Periods in AR At 3pm on Period Closing Day… You CANNOT: Post new items to period that is closing Post payments to period that is closing Direct journal deposits to period that is closing You CAN: Change the accounting dates for pending items and payments to the new open period Post new items to new period Post payments to new period Direct journal deposits to new period

New Items and Payment Groups Accounting Date and Budget Date default to Current Date Posted as of date of Cancellation/Unpost Closing Periods in AR

Pending Items, Payments, Deposits Look for transactions that haven’t been posted to the General Ledger Monthly Cleanup

28 Accounts Receivable > Pending Items > Review Items > All Items

29 Month End Cleanup

30 Month End Cleanup

31 Accounts Receivable > Collections > Item Information > All Item Information

32 AR > Pending Items > Change Pending Group Action > Online Pending Items

33 Month End Cleanup

34 Month End Cleanup

35 Month End Cleanup

36

37 AR > Update Receivables > Correct Posting Errors

38 Month End Cleanup

39 Month End Cleanup

40 Month End Cleanup

AR > Collections > Item Information > All Item Information

Month End Cleanup

AR > Payments > Review Payments > Groups Not Set to Post

Month End Cleanup No entries, no activity

Month End Cleanup No entries, no activity

Month End Cleanup

AR > Payments > Review Payments > Incomplete Payments

Month End Cleanup

AR > Payments > Apply Payments > Finalize Worksheet

AR > Payments > Review Payments > All Deposits

Accounts Payable > Vouchers > Entry > Regular Entry

52 Month End Cleanup

53 Month End Cleanup

54 AR > Update Receivables > Unpost Results > Online Group

55 Month End Cleanup Errors

56 Changing Periods in AR Choose a date in an open accounting period

Agencies cannot change dates for deposits loaded from the bank files ­Dates will be grayed out ­Only OTT can change these dates Dates for Manual Deposits should be made in the current period ­Applies to TRB, DOL, DMV only Changing Periods in AR Deposits

58 EPM Reporting Tools > Query > Query Manager

59 Pending Receipts - Cleanup

60 GL > Review Journal/Ledger Data > Ledger

61 Sum by Period, Account, Dept

62 Is it ours? Is it someone else’s? Was the payment cancelled? Should the payment be reissued? Was the payment reissued? Should the deposit be deleted? Pending Receipts - Cleanup

63 AR > Payments >Direct Journal Payments > Modify Accounting Entries

64 Pending Receipts - Cleanup

65 Pending Receipts - Cleanup

66 General Ledger > Journals > Journal Entry > Create Journal Entries DC

67 Talk to the your AP staff to ensure that the payment wasn’t already cancelled. Talk to the agency that paid you incorrectly to see if they’ve discovered the error. Agree on the method you’ll use to correct the error, and who will be responsible for each step in the process. Is it somebody else’s ? Pending Receipts - Cleanup

68 If you’re canceling the GIRO payment: - Fill out the paperwork - Call OSC and ask them to cancel the payment - If it was a PO Voucher, you must create a Reversal Voucher - Contact the other agency when you’ve completed the process When you’ve heard from the other agency that the GIRO payment was cancelled: - Call OTT and ask them to delete the GIRO payment from your Deposit list Is it somebody else’s ? Pending Receipts - Cleanup

69 Is it somebody else’s ? Pending Receipts - Cleanup

70 Billing Updates GT: Grant Transfer ET: Expenditure Transfer Invoice ST: Revenue Transfer Invoice FED: Federal Billing EXT: External Customers Configured values for the Standard Bill Types:

71 Billing Updates GT_47100: Grant Transfers, Fed Grants, Restricted GT_47200: Grant Transfers, Non- Fed Grants, Restricted FED_45020: Federal Aid, Restricted NFED_45500: Non- Federal Aid, Restricted FED_45300: Federal Aid, Miscellaneous REFUND/REIMBURSEMT: Refund of Current Year Expenditure Configured values for the Standard Charge Codes:

72 Billing Updates Pre-training sessions are complete  Sandbox is constructed Sandbox will be available  Super Users - December 22  All other users - January 3  Web address will be published this week  Link from the Core-CT website through Training Home Page Environment will refresh daily  Data will not remain beyond a working day  All processes must be run Ad Hoc by users  Can create bills, run pro-forma and finalize bills address for problems or questions about the Sandbox environment: Environment not working, call , Stephen Perkins

 The Receivable Processor will apply the deposit to an open receivable if Customer Reference on Deposit Payment page shows it was billed on an ST, GT or ET invoice or any other reference value from an External Customer ST00226 Billing Reminder

 The Receivable Processor will direct journal the deposit as a Refund of Current Expenditures (except GIROs) or a Standard Revenue if there is no Customer Reference on Deposit Payment page Billing Reminder

 Agencies will no longer have the option to Direct Journal GIRO payments (Exceptions to this are Offset payments to DRSM1 and Payroll Recoveries to all agencies issued by OSCIP).  Agencies no longer have to use SSJ’s to correct accounting code errors or dollar amounts for AR Direct Journals  Agencies can use Online Journal Processing in the GL module to make adjustments and corrections for errors in AR Direct Journals Billing Reminder

76 Questions?

Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website Next Meeting – AR/GL/Billing Date – December 29, pm – 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 018 (don’t forget to sign up) Closing