STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP November 2004

Purchasing Reminders and Updates Month-End Cleanup Review of PO Reconcile/Close [ BREAK ] Accounts Payable Reminders and Updates Review of Withholding Procedures Closing Periods in AP Agenda

3 Ordering with Sysco Timing Your Sysco Orders PO Updates Critical Reminders Up and Coming PO Reconciliation/Close Labs SP-2 Testing….Shipmates Needed

4 Ordering with Sysco Online Demonstration

5 Timing - Approvals/Workflow Budget Checking Order Dispatch Order Receipt at Sysco Sysco scheduled Delivery Dates KaBOOMS Ordering with Sysco

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 Workflow runs every 15 minutes Requisition Workflow

7 REQUISITIONS – Req’s must be Approved to be eligible for budget checking 10:00 am, Noon, 2:00pm, Overnight Ad-hoc batch process run by users Ad-hoc transaction budget checking Budget Timing

8 PO CALC/CREATE - Process runs after the Requisition has successfully passed Budget Check a little after 10:00 am, Noon, 2:00pm, Overnight PO Calc/Create Timing

9 DISPATCH – Process runs after the PO has been created a little after 10:00 am, Noon, 2:00pm, Overnight Typical PO Dispatch Timing

10 DISPATCH – Process runs after the PO has been created Manually kicked off by Production Support 2 times per day Prior to 9:00 am Prior to Noon (This means sending the POs to Integration Incorporated the Vendor who pushes the file to Sysco) PO Dispatch Timing PO Dispatch Timing

11 Sysco receives the Purchase Orders Once per day Sysco imports the file into their order entry system 9:00 am PO Receipt Timing PO Receipt Timing

12 1. Agency has a Sysco-Scheduled Delivery Date for Wednesday 2. Requisition should be entered on Thursday, and fully: - Approved - Budget Checked - PO Calc/Created 3. Friday prior to 9:00 am PO is dispatched to Sysco 4. Friday the PO is created in the Sysco ordering system 5. Tuesday the orders should be picked and placed on Sysco delivery truck 6. Wednesday the truck shows at the Agency’s delivery dock Ordering with Sysco No Problems Encountered

13 Ordering with Sysco - Timeline Thursday 3. Friday Before 9am 4. Friday 5. Tuesday 6. Wednesday No Problems Encountered

14 1. Agency has a Sysco-Scheduled Delivery Date for Wednesday 2 Requisition should be entered on Thursday, and fully: - Approved - Budget Checked - PO Calc/Created 3. Friday prior to 9am PO is dispatched to Sysco KaBOOM may occur (Wrong Account Number or missing data) 4. Monday prior to 9am PO is re-dispatched to Sysco 5. Monday PO is created in the Sysco ordering system 6. Tuesday the orders should be picked and placed on Sysco delivery truck 7. Wednesday the truck shows at the Agency’s delivery dock Ordering with Sysco Ordering with Sysco Problems Encountered KaBOOM

15 Ordering with Sysco - Timeline Ordering with Sysco - Timeline KaBOOM Problems Encountered

16 when Ordering with Sysco when Ordering with Sysco KaBOOM

17 when Ordering with Sysco when Ordering with Sysco KaBOOM

18 when Ordering with Sysco when Ordering with Sysco KaBOOM

19 Close and Reconcile POs Monthly Reconciliation Workbench is a Powerful tool Review the “Will my PO Qualify for Closing” Job Aid Procedures Review the “Using PO Reconciliation Workbench” Job Aid Procedures Clean up all Match Exceptions Month End Cleanup Critical Reminders

20 Using the PO Reconciliation Workbench Will my PO Qualify for Closing Month End Cleanup Job Aids Reports PO Balance Report

21 Review Job Aides Run PO Balance Report (monthly) Analyze Results of the Report Confirm with Requesting Unit and/or Accounts Payable that the PO needs to be closed Do a PO Change Order to bring down the balance of the PO to what was expended (if necessary) Run the PO Close Process Budget Check Run the Requisition Close Process (if necessary) Budget Check Month End Cleanup Steps

22 1. Begin by selecting Purchasing> Purchase Orders> Reconcile POs> Reconciliation Workbench to display the PO Reconciliation Workbench Search page. Review of PO Reconcile/Close Steps

23 2. Select a Workbench ID. In this example, the Workbench ID is CLOSE PO. If using the process for the first time, users must create a Workbench ID. Select the Add a New Value Tab Select or Verify that your Business Unit is correct in the Business Unit Field Create your Workbench ID by typing a name in the Workbench ID Field, such as PO_CLOSE Click the Add Button Review of PO Reconcile/Close Steps

24 3. The PO Reconciliation Workbench - Filter Options page displays. Review of PO Reconcile/Close Steps

25 4. The PO Reconciliation Workbench page displays. This page shows the results of the search. The key piece of information on this page is the Last Activity column. If the last activity is within the last 30 days, the purchase order will not qualify for closure. In this screen you will need to select the purchase order(s) that you want to attempt to process. Review of PO Reconcile/Close Steps

26 4. Then click on the Close button to allow the application to validate whether or not the purchase order meets the criteria for closure. Review of PO Reconcile/Close Steps

27 5. If you have selected multiple purchase orders, click “Clear All.” Core-CT removes the checkmark in the checkbox to the left of each purchase order that display in the PO Reconciliation Workbench. This step is precautionary. By selecting Clear All, you are able to choose which purchase orders you want to process through the PO Reconciliation Workbench. Review the list of available purchase orders. Locate and select (by selecting the checkbox to the left of the Purchase Order field) the purchase order(s) that you want to close from the PO Reconciliation Workbench page. Review of PO Reconcile/Close Steps

28 5. If you did not limit your search to an individual purchase order or to a small number of purchase orders, you may have several pages of purchase orders to review. Click the arrows to move forwards and backwards through the list of purchase orders that display in the PO Reconciliation Workbench. Review of PO Reconcile/Close Steps

29 6. This Processing Results page shows the results of the process. In this example the Purchase Order is not qualified for closure. To view more details about the reasons that this PO is not qualified, click on the Log link next to the Purchase Order number. If this purchase order was qualified for closure you would click on the Proceed (Yes) button and there would be one final chance to verify that you want to close this purchase order. Review of PO Reconcile/Close Steps

30 6. If you have multiple purchase orders, review the list of qualified purchase orders to determine that each purchase order in the list should be closed. In the event that you have a qualified purchase order that you do not want to close, click the minus button associated with that PO. Once you have reviewed each purchase order, continue with this procedure. Review of PO Reconcile/Close Steps

31 7. Click “Yes” button. Core-CT automatically processes all qualified purchase orders that remain in the Qualified group box and any selected purchase orders from the Not Qualified group box. You are prompted with a confirmation message asking you whether or not you would like to close the qualified purchase orders. Click “Yes” button to confirm that you would like to close the qualified purchase orders. Core-CT may take a few moments to process this request. Review of PO Reconcile/Close Steps

32 8. If you chose the Log link, the Purchase Order Logs page would display. This shows us that this purchase order required receiving and the receipt has not been created to date. Resolution is to create a receiver and complete the payables process. Review of PO Reconcile/Close Steps

33 Review of PO Reconcile/Close Steps

34 9. *Important: The next step is not advised unless all other corrective steps have been tried. You have the ability to force a Purchase Order from “Not Qualified” to “Qualified” by selecting the PO ID and then clicking the arrow in between the Not Qualified and Qualified box to force the Purchase Order to a Qualified status. Once this is done, you can click on Proceed to close out the Purchase Order Review of PO Reconcile/Close Steps

35 Review of PO Reconcile/Close Steps

36 10-Minute Break

37 Altering Vouchers after Copying from PO PO Numbers Missing on Vendor Invoices Multiple Vendor Invoices on Vouchers “Zero Dollar” Pay Cycle SIR 7838 – Resolved in SP2 Funds for Telecom Bills Acctg and Budget Dates on Vouchers AP-Updates Critical Reminders Up and Coming SP2 – Recruiting for Testing Give us Your Ideas!

Withholding = Reportability Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers

Withholding defaults are set on the vendor A vendor may have different types of withholding, only one will default Withholding should be determined based on the type of payment and the vendor’s business entity, not by the vendor file set up Withholding must be reviewed and verified at the time a voucher is created Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers

Determine Withholding Type & Class for Voucher ( see handout page 1) a.Type: Type of 1099 Form b.Class: Block on the 1099 Form where income should be reported Verify that default is correct Request changes to Vendor if needed Mini-Training ~ Withholding Procedures Steps to take when creating a Voucher for Withholding Determining Withholding on Vouchers

Make changes to Voucher as required – Withholding can be overridden Withholding can be changed on individual lines, not on distribution System does not validate changes to the Vendor Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Steps to take when creating a voucher for Withholding

Mini-Training ~ Withholding Procedures Sample Form 1099 Misc Determining Withholding on Vouchers

Mini-Training ~ Withholding Procedures Withholding Detail Hyperlink on Voucher Determining Withholding on Vouchers

Mini-Training ~ Withholding Procedures Withholding Detail Information Determining Withholding on Vouchers

Mini-Training ~ Withholding Procedures Withholding Checkbox on Vendor Determining Withholding on Vouchers

Mini-Training ~ Withholding Procedures 1099 Page on Vendor Determining Withholding on Vouchers

Closing Periods in AP Overview Month-End Timeline Reports and Queries Accounts Payable Impacts

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

What Happens? 1. OSC Bursts Unposted Voucher Report 2. Agencies run Month-End Queries and “clean up” everything not posted 3. OSC Closes Period at 3pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. CORE moves any unposted vouchers into next period Closing Periods in AP

What Happens? Insert timeline Closing Periods in AP Two Bus Days Prior to Month-End OSC Bursts Unposted Voucher Rpt to Agencies Agencies’ Last Chance to “Clean Up” Last Day of Month 3pm OSC Closes Period Last Day of Month later pm (Step#1) CORE Runs Daily Processes First Day of New Month Agencies Enter Vouchers Last Day of Month later pm (Step#2) CORE Runs Monthly Processes Acctg & Budget Dates Moved to Day #1of New Month

Closing Periods in AP State of Connecticut GL Unposted Voucher Report XXXM1

~ Match Exceptions: Match Exceptions Report ~ Vouchers that require approval: CT_CORE_FIN_AP_VCHRS_UNAPPRVD ~ Verify all Vouchers are BCM Valid: Voucher Inquiry ~ Vouchers in BCM exception/error: Review Budget Activities or Voucher Inquiry ~ BCM Valid, not Paid: CT_CORE_FIN_AP_VCHBUDCKD_UNPD ~ Vouchers on Hold: CT_CORE_FIN_AP_VCHRS_ON_HOLD ~ Vouchers Paid, Not Posted: CT_CORE_FIN_VCHRS_PD_UNPST Closing Periods in AP - Queries

Accounts Payable Impacts Closing Periods in AP At 3pm on Last Business Day… You CANNOT: Enter New Vouchers Edit Existing Vouchers You CAN: Match Vouchers Approve Vouchers Budget Check Vouchers Run Reports AP Impacts

Accounts Payable Impacts-update this slide w/donna New Vouchers Unposted Vouchers Reversal Vouchers Cancelled Payments Voucher Close Closing Periods in AP

New Vouchers (All Styles) Accounting Date and Budget Date default to Current Date Accounting Date is Read-Only Closing Periods in AP

Payment Cancellation & Voucher Close Posted as of date of Cancellation/Closure Closing Periods in AP

Interfacing Vouchers Month-End files Automatically moved to new Period and budget checked. No processing delay. Back-Dated Vouchers Recycled Status Agencies must use Online Error Correction Closing Periods in AP

59 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 – PO/AP Overflow Date – November 29, pm – 4pm 101 E. River Drive, Room 4214 A & B (don’t forget to sign up) Closing Happy Thanksgiving!