STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/BI/GL August 2005

Welcome John Harnick GL Donna Braga BI Arlene Dussault AR Deb Carta EPM Mary Yabrosky

Help Desk Supervisor Carol “Lynne” Sheldon Introductions

4 Inventory Training Update Inventory Training – Wave 2  Training Starts August 29  Go Live is September 6 -For CME, DCF, DPS, DMR, DOL, DEP  Four separate classes (role specific)  Classes will be announced to Training Coordinators and Sponsors  Sign up in the PSFT Registration Tool Inventory Training – Wave 3  Training Starts September 26  Go Live is October 3 –For DOC, DVA, MHA, DOT  Four separate classes (role specific)  Classes will be announced to Training Coordinators and Sponsors  Sign up in the PSFT Registration Tool

User Acceptance Testing September 15 through 30 Volunteers Needed Contact Module Lead Go-Live October 1, 2005 Bundles

Critical Reminders & Hot Topics Budget Reference for Budgeted Funds General Ledger Activity Report Budget Reference at the Legal Budget Level Viewing Budget Carry Forward Entries Chartfield Inheritance Changes General Ledger Agenda

7 08/05/05 Payroll Journals Chartfield Changes CFSR Layouts for FY2005 Incl. Per 998 in Reporting Budget Period 2006 Projects Go-Live – Target-07/01/2006 Critical Reminders Hot Topics Updating AP Monthly Procedures Running GL Reports to CSV GL Activity Report Available General Ledger

08/05/05 Payroll Entries Accounts Payable (OSCIP Vouchers) have been posted for the 08/05/05 pay cycle. GL Journal Entries have not been posted yet. Entries should be posted with the 08/05/05 Journal Date. EPM

Chartfield Changes Remember… Active/InActive as of 07/01/05. Do not recycle values. Please provide replacement values.

New CFSR Layouts for FY 2005

Updating Monthly AP Procedures Changes to the Month-End AP Close Process – (In an effort to keep KK = GL) * We are no longer pushing budget checked/unposted vouchers into the new open period * We are pushing vouchers not yet budget checked into the new open period

Updating Monthly AP Procedures 1st Business Day of New Month – Identify Vouchers Budget Checked/Not Posted 3rd Business Day of New Month – Correct Budget Errors and Post 3rd Business Day of New Month – * Post all Valid Vouchers 3rd Business Day of New Month – * Delete remaining Vouchers in Budget Error * This means Reports generated on 1 st Business Day may differ from Reports generated upon the GL Close.

New - Custom CSV Format

Tip: Delete the Headings for ease of use.

GL Trial Balance Report

Budget Transaction Detail

Encumbrance Balance Report

Pre-Encumbrance Balance Report

Budgeted Funds = Bud Ref General Fund Transportation Fund Banking Fund Insurance Fund Consumer Counsel/DPUC Fund Workers Compensation Fund Mashantucket Pequot & Mohegan Fund Soldiers Saliors and Marines Fund Regional Market Operations Fund Criminal Injuries Compensation Fund

EPM Reporting Tools> …Schedule Query> CT_CORE_FIN_GL_BUD_REF_ERR

CT_CORE_FIN_GL_BUD_REF_ERR

General Ledger> General Reports> General Ledger Activity

General Ledger Activity

Enter specific criteria

General Ledger Activity

Report Processing

Budget Reference at Legal Level Bud Reference KK_ALLOT KK_BD_ALT KK_AGY1, 2 KK_PRJ1, 2, 3 No Budget Reference KK_APPROP KK_BD_AUTH KK_BD_ALLC

Update Search Criteria

Update Report Run Controls

Budget Carry-Forward Entries

Chartfield Inheritance Do Require Fund SID Dept ID Don’t Require Program Project Chartfield 1 Chartfield 2 Budget Reference Balance Sheet Accounts

Billing Example

Accounts Receivable Example

Accounts Payable Example

General Ledger Example

41 10-Minute Break

Billing Critical Reminders & Hot Topics Crediting/Adjusting a Account Bill created in FY05 Partial Payments Online Billing Report Recurring Bill Functionality Agenda

43 Billing closes on the 10 th of each month, if a bill is in RDY Status and has an Accounting Date of the month we are closing, the bill will not be picked up in that Accounting period Use Caution When Changing a Default Value Critical Reminders Hot Topics Billing can make your job easier with Recurring Bill feature Critical Reminders & Hot Topics

Pay Method & Remit To Defaults Don’t Change These Defaults!!

Crediting FY Bills

Cleaning Up Partial Payments Partial Payment Monitoring Fin Reporting Tools>Query>Query Manager CT_BI_PARTIAL_OPEN_EXP_BILLS Run this query once a month to find Items in Core that have partial payments applied

Partial Payment Query UnitInvoiceAcctg DateAccountDeptFundSIDProgram Bud RefAmountBalance Orig Item Amt CODM COD CODM COD CODM COD Report Downloaded to Excel

Once Partials are Identified – Do Your Research Are you still anticipating payment? Contact Customer and inquire on payment of balance Was original bill too much? Create Credit bill for remainder Cleaning Up Partial Payments

Online Billing Report Invoice Register by Customer (BIIVC003) Billing>Generate Invoices>Reports>Invoice Register

Online Billing Report Choose to sort by either Invoice Id or Customer

Online Billing Report Customer Name Customer Number Invoice Number Invoice Date Bill Source & Type Amount

Recurring Bill Option Create a Recurring Bill with a Bi-Weekly Billing Cycle for such things as: Leases & Rents for State Employees Payroll Cost Recovery

Recurring Bill Option Create a Recurring Bill Template in Standard Billing with a Bi-Weekly Billing Cycle

Recurring Bill Option Recurring Schedule with 26 Bills

56 Month End Close – 10 th of month following Keep Accounts Current Run Your Aging Report Match Your Debits and Credits Match Your On-Account Payments to Open Items Credit Bills for Direct Journaled Payments Contact Your Debtors Avoid Pending Receipts GAAP Reporting Critical Reminders Hot Topics Zero Dollar Deposits Customers must be “Active” prior to Bill Date Helpful AR and BI Reports

Zero Dollar Deposits AR> Payments> Review Payments> All Deposits

AR> Update Receivables> Posting Results – Payments> Item Activity from Payment

Item Activity from Payment

Year End – Lessons Learned Why Are My Deposits Stuck? Placing Items in Dispute Collectibles vs. Uncollectibles Helpful Reports Accounts Receivable

Stay on top of your open receivables as part of your month end closing process Match credits and bills Match “On Account” payments and bills Credit bills associated with direct journaled deposits Contact your debtors for anything over 45 days and ask when you can expect to receive payment Year End – Lessons Learned

Avoid them Process deposits within hours Receive the payments “On Account” for that Customer See Job Aid on the Core-CT website Accounts Receivable/Billing - Placing Payments On AccountPlacing Payments On Account Pending Receipts

Identify them OSC sends list each month EPM Reporting Tools> Query> Query Manager> CT_CORE_FIN_AR_PEND_RECEIPTS GL> Review Journal/ Ledger Data> Ledger> Account Value “20920” and DeptID Value “XXX%” is your agency Pending Receipts

Reclassify them if they’re yours SSJ or Online Journal Source is ALWAYS “DC” Reverse the entries exactly as they appear on the Deposit Don’t forget the cash lines when you’re changing Fund and/or SID Move them out if they’re not yours Voucher payable to correct recipient Use the entries exactly as they appear on the Deposit Pending Receipts

Audience Participation and Feedback Year End – Lessons Learned

Payment Predictor, Journal Directly fields are grayed out on the Payments page Check for a payment worksheet associated with your deposit AR> Payments> Apply Payments> Update Worksheet – Delete the worksheet Control Total and Count on the Deposit Control page don’t agree with the total and count on the Payments page Why (and Where) Are My Deposits Stuck?

The Customer you’re trying to apply payment to isn’t “Active” as of the Accounting Date on your Deposit Customers> Customer Information> General Information – Check 3 pages on the record General Information Bill To Options Address The item you’re applying the payment against is no longer open Compare with Aging or Receivables Activity Reports Why (and Where) Are My Deposits Stuck?

You’ve created the accounting entries on your direct journal deposit, but you haven’t checked the “Complete” box AR> Payments> Direct Journal Payments> Create Accounting Entries Your deposit is in “Budget Error” status To find Budget Errors Commitment Control> Review Budget Exceptions> Direct Journal To change those accounting entries AR> Payments> Direct Journal Payments> Create Accounting Entries Why (and Where) Are My Deposits Stuck?

Track billing disputes in Core-CT Track payment disputes in Core-CT Updates Aging Report Placing Items in Dispute

AR> Collections> Item Information> Update Item Activity Placing Items in Dispute -

AR> Collections> Item Information> Update Item Activity

Placing Items in Dispute

Follow guidelines in Comptroller’s Memo  At least three documented efforts should be made to collect all delinquent accounts over $25. Accounts $25 and under require only one documented attempt.  When an account has been determined as Uncollectible, Contact the Financial Services Center Unit of the Department of Administrative Services for assistance. Collectibles vs. Uncollectibles

Follow guidelines in Comptroller’s Memo  All accounts which are more than 30 days past due must be subjected to collection procedures.  A record must be kept for each action taken to collect an account, the name of the person taking the action, and the date the action was taken. This documentary evidence of collection efforts must be available at the agency to support classifying an account as uncollectible. Collectibles vs. Uncollectibles

Agencies are permitted to write-off amounts under $1,000 without OPM approval. An agency must request approval from OPM to write off a receivable over $1,000 when certain criteria are met. –A valid receivable does exist –The receivable is past due –The agency has complied with the "Minimum Collection Procedure" section, without success The state agency must maintain all information relating to the receivables, which were written off. Write-Off Uncollectible Receivables

Aging Report AR> Collections> Aging Report Gives you all open activity for a Customer Run it weekly AR Pending Item Report Billing> Generate Invoices: Reproduce Report> AR Pending Item Report Receivables Activity Report AR> Update Receivables> Posting Results- Upd Pend Items> Receivables Activity Report Payment Detail Report AR> Payments> Reports> Payment Detail Gives you all payment activity for a specific deposit Gives you all payment activity for a specific date Helpful Reports

Billing> Generate Invoices> Reproduce Report> AR Pending Item Report

AR Pending Item Report

AR> UR AR> Update Receivables> Posting Results-Upd Pend Items> Receivables Activity Report

Receivables Activity Report

AR> Payments> Review Payments> All Deposits Receivables Activity Report

Aging Report

AR> Payments> Reports> Payment Detail

Payment Detail Report

93 Customer Support Users can call Help , ext. 1 Due to the complexity of year end and other issues, users can  Provide more details  Include screenshots  Specific encumbrance issues  Becomes a ticket and escalated to Level 2 Use the same address to request topics for future User Groups

94 Questions?

We Invite You …… to stay a little longer today. Need More Assistance? We Invite You …… to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Groups to answer your questions with your “live” data 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

96 Lunch Break

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 Extra Session – AR/BI/GLUser Group Mtg September 8, am to 12pm 1pm to 4pm 101 East River Drive, Room 1002A&B *** (don’t forget to sign up)Closing