1 Financials User Group Meeting AR/GL October 2004 STATE OF CONNECTICUT Core-CT Project

2 General Ledger GL Updates Accounting Dates  Budget Date  Journal Date Online Journal Entry SP2 Testing [ BREAK ] Accounts Receivable Funds Awaiting Distribution Billing – ST, ET, GT Grant Transfer Coding AR Month End Close Agenda

3 Budget Reference Required Program Code Required Review Budget Exceptions Review outstanding Journal Entries GL Updates Critical Reminders Up and Coming CFSR moving to Production Closing month-end periods - MOD_ACCRL ledger

4 Accounting Date – Sub-Systems (AP/AR) Budget Date – Commitment Control (KK Ledgers) Accounting Date/Budget Date

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

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10 Accounting Date/Journal Date

11 Accounting Dates

12 Ease of Entry for smaller Journal Entries Online Editing and Error correction for ONLs and SSJs Roles  Agency GL Approver  Agency GL System Tech Resource Online Journal Entry

13 Online Journal Entry General Ledger> Journals> Journal Entry> Create Journal Entries

14 Online Journal Entry General Ledger> Journals> Journal Entry> Create Journal Entries ONL or PC

15 Online Journal Entry

16 Online Journal Entry

17 Online Journal Entry

18 Spreadsheet Journals still available Matter of efficiency/preference OSC will continue to review and post journal entries Online Journal Entries

19 SP2 Testing Already Begun – End of January, 2005 Recruiting Testing Assistance from Agency Users DOC and MHA Already “On Board” Interested in volunteering? Contact : Donna Braga Core-CT Financials

20 Clean up Funds Awaiting Distribution Correct Account Codes for Grant Transfers Clean up GIRO Payments Budget Reference Required Field on Deposits AR Updates Critical Reminders Up and Coming SP2 Testing Impacts Billing Module for Non-Interfacing Agencies

21 Funds Awaiting Distribution 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?

22 How do I get started? AR > Payments >Direct Journal Payments > Modify Accounting Entries

23 Is it ours?

24 Is it ours?

25 General Ledger > Journals > Journal Entry > Create Journal Entries Is it ours?

26 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 someone else’s?

27 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 someone else’s?

28 Is it someone else’s?

29 Billing All Executive Branch Agencies Most Limited Scope Agencies Configuration Tasks “ET” will be used to identify Refunds of Current Year Expenditures “ST” will be used to identify Standard Revenue “GT” will be used to identify grant transfers

30 Billing  Standardization All document types will have a prefix specifying their use Use ties back to State Accounting Manual Users are already familiar with document types Minimizes guesswork and questions  Reconciliation Users can easily identify documents in error Configuration will enhance selection of correct accounts Users will be trained not to change the default account codes

31 Billing  Reporting & Inquiry Users will be able to identify different types of deposits more readily Discreet document types will facilitate inquiry by users Core-CT can explore capturing more detailed information once reported in legacy systems

32 Billing  ST Bill state agencies for goods or service Revenues only, no expenditure coding Account values will not be defaulted Valid offset account configured as  ET Bills state agencies to credit current year expenditures Expenditures only, no revenue coding Account values will not be defaulted Valid offset account configured as 11620

33  GT Bill state agencies for Federal Restricted grants being passed through Valid revenue account configured as Valid offset account configured as  GT Bill state agencies for Non-Federal Restricted grants being passed through Valid revenue account configured as Valid offset account configured as Billing

34  FED Bill federal agencies for Restricted grant awards Valid revenue account configured as Valid offset account configured as  NONFED Bill other agencies for Non-Federal Restricted grant awards Valid revenue account configured as Valid offset account configured as Billing

35  Agency-Selected Values (Non - ST/GT/ET) Bill other entities for goods or service Valid revenue accounts are configured to agency specifications Valid offset accounts – OSC will create a new account code for the Receivables offset for External Customers Billing

36 Print and Review Proforma Enter Online Bill Open Receivable Finalize and Print Invoices LOAD_AR Process Federal Refund of Exp State Payments External Customers Billing

37 Billing Bill Type Identifier Bill Source Invoice Date Accounting Date Account/AR Distribution Identifier Fields being keyed on for this presentation include: Description Invoice Number ID Charge Code Standard Note Distribution Code Bill Type

38 Billing

39 Billing SAMPLE VALUES ONLY

40 Billing

41 Billing SAMPLE VALUES ONLY

42 Billing

43 For GT Bill Type, OSC wants Creditor agencies to give the “Fund-Dept-SID” in the Description field for the source of the Funding from the Debtor agency Billing

44 SAMPLE VALUES ONLY Billing

45 Billing

46  Replace pre-numbered CO-608 (Transfer Invoice) Entry to be online in Billing for all agencies and branches of government Agencies to send the system-generated paper invoice to their debtors Invoice numbers will be auto assigned by Core-CT - Transfer Invoices will have an ST prefix - Grant Transfers will have a GT prefix - Expenditure Transfers will have an ET prefix Billing

47  AR Open Items will be created from bills entered in the Billing Module Agencies will not be able to create open items in Accounts Receivable, except for selected Interfacing agencies  The revenue account (credit) is entered when processing the bill. The system generates the offset account (debit) when the open receivable is created  Agencies will bill External Customers and apply payments from them to the open items Billing

48  Agencies will no longer use Unpost to correct accounting codes or dollar amounts in AR Items  Adjustments and corrections to invoices will be made through the billing module. The Billing Processor will issue a Credit/Rebill invoice  Credit/Rebill will: Create a new invoice number Update Customer and Accounts receivable Balance Reverse all accounting entries on the original bill Create new accounting entries Billing

49 Update Deposit Data Deposit Ticket from Daily Bank Statement Approve Accounting Complete Accounting Entries Build Worksheet & Apply Payments Yes No Direct Journal Deposit Open Receivable ? Post Applying Payments

50  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 Applying Payments

51  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 Applying Payments

52  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 will no longer use SSJ’s to correct accounting code errors or dollar amounts for AR Direct Journals  Agencies will use Online Journal Processing in the GL module to make adjustments and corrections for errors in AR Direct Journals Applying Payments

53 Adjust Bills Copy Bills Reprint Invoices Locate Bills Generate Customer Statements Apply Overdue Charges Generate Dunning Letters Other Features

54 Reminder Configuration Tasks 105Billing Interfaces (DOT, DOC, DAS, ITD, DEP, and CME) 107 Billing Configuration Values Including templates for Standard Notes, Remit To Address, Surcharges, Payment Terms, Invoice Number ID, Bill Type, Collector, Statement, Dunning, etc. 108Billing Configuration Values – Transfer Invoices Including templates for Distribution Code, Charge Code, Billing Specialist, Billing Cycle, Bill Inquiry Phone, Remit To Address 111Set Up External Customers

55 Grant Transfers Between State Agencies Only Use for FED, for NON-FED Use for State, for Other B-107 or CO-608 ? Billing will use “GT” bill identifier Grant Transfer Report

56 AR Month End Close Enter, Correct, Post Your Receivable Items Direct Journal Your Cash Apply Payments to Open Items Run EPM Queries to Monitor Posting to GL Run Reports and Queries to Review Reconcile transactions to GL

57 For Error Detection CT_DIRECT_JRNL_BUD_ERR CT_CORE_AR_ITEMS_NOT_POSTED Recommended EPM Queries

58 Recommended EPM Queries For Reconciliation CT_DRS_GL_RECONCILIATION CT_JRNL_TRAN_PUB CT_OPM_FIN_AR_DIR_JRNL_DEPOS

59 Questions? Questions ?

60 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 Overflow Date – November 1, pm – 4pm 101 E. River Drive, Room 4214 A & B Register for using the PeopleSoft Registration Tool Class FUG100 Session 014 Closing