1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting Accounts Payable/Purchasing December 2003

2 Introduction/Production Support Elaine Pelletier Workflow Nayda Flores Purchasing –Catalog Management Joann Bellamo –Large Contracts –PO Dispatch –PO Set Up Options BREAK Accounts Payable –Payment Cancellation Holly Osburn –Voucher Matching & Match ExceptionsCynthia Babbitt –Voucher TipsMark Aronowitz –Making Funds AvailableDeb Carta Agenda

3 Production Support Keep Core-CT Up and Running Provide training to End-Users Monitor the system for problems – both system and user errors Implement delayed functionality of Phase 1 modules Coordinate and disseminate business process decisions

4 Whole Support Team Core-CT Production Support Team DOIT Help Desk Central Process Owners OSC – Accounting Services OSC – Accounts Payable DAS & DOIT – Procurement Services OTT - Treasurer

5 Production Support Team Elaine Pelletier Jeanne Skellett Development Configuration & Security Holly Osburn Business Support Level 2 Help Desk

6 Production SupportTeam Production Support Team

7 FinancialsWorklist Procedures Requisition Workflow PO Workflow Workflow

8 Fin Worklist Navigation

9 Fin Worklist Procedures

10 Fin Worklist Procedures

11 Training Update Order delivered by vendor and received in Core-CT: Status: “Received” Both Goods and Services are received in Core-CT. Return to Vendor: Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor. Invoice Processed by Accounts Payable: Vouchers created and invoices posted for payment. Payment Issued to the Vendor: The vouchers are “Matched”, the Pay Cycle Runs and payments are issued to the vendor. Status: “Complete” Requisition: Requisition Created in eProcurement Status: “Open” Requisition Submitted for Approval: Status: “Pending” Result: “Approved” Amount: ChartField: Amt 1 (All Requisitions)Budget Approver Amt 2 (>$2,500)Purchasing Amt 3 (>$10,000)Approver Amt 4 (>$1,000,000) Requisition Sourced Into a PO: AutoSelect Process PO Staging Table PO Calculations Process PO Create Process Batch Frequency: 4x daily. Status: “PO(s) Created” PO Approval: Purchase Orders that were created from Requisitions do not require approval as a PO. PO Dispatched to the Vendor: Status: “PO(s) Dispatched” Batch Frequency: 4x daily. Requisition Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, a pre- encumbrance is created. Batch Frequency: 4x daily. Budget Status: “Valid” Req. to Check

12 Requisition Workflow Requisition Amount Approver 1 Requisition Amount Approver 2 Requisition Amount Approver 3 Requisition Amount Approver 4 Requisition Budget Approver Requisition Purchasing Approver -All transactions -Approve up to $2,500 - All transactions exceeding $2,500 Approve to $10,000 -All transactions exceeding $10K -Approve to $1mm -All transactions exceeding $1M -Approve over $1mm - All transactions regardless of amount - Validates chartfield information - All transactions regardless of amount - Validates purchase information (General Buyer) Name prints on PO Purchase Order Sent to Vendor - Automated batch processing creates PO and sends to vendor Additional Approval can be inserted at any time during the Approval process. Requester Creates Requisition Online

13 Reviewing Status of Requisitions

14 Reviewing Status of Approval

15 Training UpdatePO Life Cycle Agenda Topic goes here Online (Manual) PO: Purchase Order Created in the Purchasing Module Status: “Open” PO Submitted for Approval: Initial Status: “Pending Approval” Resulting Status: “Approved” Amount: ChartField: Amt 1 (All POs)PO Budget Approver Amt 2 (>$10,000) PO Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, an encumbrance is created for the PO. Batch Frequency: 4x daily. Budget Status: “Valid” PO Dispatched to the Vendor: PO delivered to the vendor by fax, , EDX, phone, or print method. Status: “Dispatched” Batch Frequency: 4x daily. Order delivered by vendor and received in Core-CT: Both Goods and Services are received and keyed into Core-CT. Resulting Status: “Received” Return to Vendor: Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor. Invoice Processed by AP and Payment Issued to the Vendor: The vouchers are created, approved and “Matched”. Additionally, the Pay Cycle Runs and payments are issued to the vendor. PO Closed and Reconciled: Closing a PO sets the status of the PO to “Complete” and signals that the PO is completely processed. Reconciling a PO releases any unused encumbrances associated with the PO. Status: “Complete” Online PO Life Cycle

16 PO Workflow Buyer Creates PO Online - All transactions- All transactions exceeding $10K - All transactions regardless of amount -Validates chartfield information -Name prints on PO -Manual PO Emergency or immediate need -PO created from RFQ -PO created from contract (POS, PSA, Right Of Way, Construction, RL, MOU, Grant ) PO Amount Approver 1 PO Budget Approver PO Amount Approver 2

17 PO Troubleshooting

18 PO Troubleshooting

19 PO Troubleshooting

20 PO Troubleshooting

21 Common Workflow Issues 1.Why don’t I have items on my Worklist? 2.I have items stuck on my Worklist… 3.I have duplicate items on my Worklist… 4.Why aren’t requisitions appearing on my Worklist?

22 Workflow

23 Catalog Management –Patch loaded 12/10 –File update process started 12/12 –File update completed by 1/1 –Listing of files loaded Purchasing

24 Purchasing

25 Purchasing eProcurement – Advanced Search –By Vendor –By Description –By Manufacturer –By Manufacturer Item ID –By Item ID

26 Catalog Search

27 Advanced Search

28 Search Results

29 Purchasing Large Contracts –Tolerances –PO Change Orders PO Dispatch

30 PO Set Up Options –From a Requisition –Online PO –Amount Only vs. Quantity –Receiving Required Purchasing

31 Requisition vs. Online PO DefaultsRequisitionOnline PO Searching the Item Catalog ePro utilizing the Advanced Search functionality Does not utilize the Advanced Search functionality Amount Only CheckboxIs not a selectable option in ePro Is a selectable option located on the Line Details Page Receiving“Receiving is Required” Defaults from the Item and can not be changed User decides to check the receiving checkbox or not

32 PO Set Up Options Distribute by Type* RequisitionOnline PO Amount OnlyYou CANNOT create an Amount Only Requisition Utilities Purchase of Services (POSs) Personal Service Agreements (PSAs) QuantityCommodities Food Orders Office Supplies Items Stocked in Warehouses Commodities Fixed cost monthly services – Rent, Snow Plowing, Lawn Service Fixed cost monthly goods *You CANNOT mix Amt Only and Quantity on a PO

33 Troubleshooting Document Cross Reference –PO to REQ –REQ to PO –PO Activity Summary –Document Status –Receiving Required Query Other Troubleshooting Aids

34 Troubleshooting

35 Troubleshooting

36 Troubleshooting

37 Troubleshooting

38 Troubleshooting

39 Troubleshooting

40 Troubleshooting

41 Purchasing

42 EPM User Groups EPM User Groups are about to begin One User Group meeting on a monthly basis −First Meeting: January 12, 2004 from 9 am to 12 pm at DOIT 1002 A & B Attendees -Submitted by agency sponsor; 1 – 2 per agency per meeting is requested -Communication forthcoming to Agency Sponsors requesting agency attendees Meeting Content -Presentations on topics of interest (EPM enhancements and fundamentals) -Q & A / Issues EPM User Group rollout will be announced at the Financials User Group’s Purchasing / Accounts Payable (Group 1) meeting on December 15, 2003 EPM User Group update will be provided at the Financial User Group’s General Ledger / Accounts Receivable (Group 2) meeting in January 2004

43 Payment Cancellations Payment Status Action RequiredReissue Payment? -Payment Not Yet Issued to Vendor -Call Linda Carney (OSC) Complete Form CO-790, Send to OSC/APD with proper backup -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is PO-related with a wrong $amt and/or a wrong vendor, prepare Reversal Voucher after OSC contacts you that pmt cancellation is processed. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is non-PO with a wrong $amt and/or a wrong vendor, prepare new Regular Voucher for the correct $amt and/or the correct vendor

44 Payment Cancellations Payment Status Action RequiredReissue Payment? -Payment Already Issued to Vendor But Not Cashed and Returned to Agency -Call Linda Carney (OSC) for procedures -Complete Form CO-790, Send to OSC/APD with proper backup -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor

45 Payment Cancellations Payment Status Action RequiredReissue Payment? -GIRO Payment to Another State Agency – Deposit Not Yet Processed -Call Bob Gnocchi (OTT) to remove deposit -Call Linda Carney (OSC) to cancel payment -If NO, and payment is non-PO, process is complete -If NO, and payment is PO-related, prepare Reversal Voucher -If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor -If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor

46 Payment Cancellations Void PaymentStop Payment Action Required Payment is not yet Issued Payment is issued but not yet returned to Agency (in jeopardy of being cashed) Complete form CO- 860 and send to Joanne Vallo, (OTT)

47 Create Voucher Match Process Resolve Match Exceptions Approve Voucher Budget Check Process Resolve Budget Exceptions Post Voucher Generate/Post Payment START END Voucher Life Cycle Review

48 Match Exceptions Unmatched receivers exist Exceeded PO Tolerances Amount Vs. Quantity Consequences of overriding Match Exceptions Matching

49 Reviewing Matching

50 Understanding Match Rules

51 Voucher Tips - Can I delete this voucher?

52 Voucher Tips - Can I delete this voucher?

53 Voucher Tips - Can I delete this voucher?

54 Voucher Tips - Where is my payment?

55 Voucher Tips - Where is my payment?

56 Voucher Tips - Duplicate Invoice Checking

57 Duplicate Invoice Checking Voucher Tips - Duplicate Invoice Checking

58 Voucher Tips - Duplicate Invoice Checking Medical Services 9/10/03 Jennings Dr Marks 10/15/03 Dental Health Care 8/10 Haslam Kaplan Cox Dr Baker 7/1/03 Medicaid Real Estate Transactions 7/10/03 Closing for Smith Main St Avon Rent 7/1/03 to 7/31/03 Rent 159 High St Waterbury 7/1/03 to 7/31/03 Rent 999 Asylum St Hartford 7/1/03 to 7/31/03 Taxes 25 Sigourney St Hartford Professional Services PSA 3621 final payment Annual audit /30/03 Design for CCSU Child/Foster Care 7/1/03 to 7/15/03 shelter Catering Service 7/2/ and 8/6 catering services Board Member Reimbursements 7/7 and 7/8 board fees Per Diem Reimbursements 5/4 5/5 5/11 5/12 Construction Project number 5025 Postage First class presort account Permit fee account Transportation Shoreline East 7/03 Transportation 10/23-11/8/03 GIRO Utilities Account /03 Account /03

59 Voucher Tips - Knowing your Voucher Dates

60 Duplicate Invoice Checking Voucher Tips - Knowing your Voucher Dates

61 Process Deposits and Interagency Payments Manage Match Exceptions Manage Requisitions Manage Purchase Orders Making Funds Available “Show me the money!”

62 Accounts Payable

63 Thank You for your participation today. We look forward to continuing our work together to make Core-CT a Success! Look for this presentation and meeting Q & A’s on the Core-CT Website ( ct.state.ct.us/) Overflow Meeting - January 5, E. River Drive, Room 1002 A&B - AP/PO/Overflow AR/GL/Reporting Meeting - January 26, E. River Drive, Room 1002 A&B - AR/GL/ Reporting Closing