STATE OF CONNECTICUT Core-CT

Agenda  Welcome John Harnick  EPM Barbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

Welcome  Maintenance Packs  Need volunteers for testing in March  Go live is scheduled for April 5 th weekend  Core-10 Coming Soon  Fiscal Year End  Catalog Management Changes

Customer Service  Users can call the , ext 1  For complex issues, send to:

Agenda  Welcome John Harnick  EPMBarbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

EPM Enhancements Accounts Receivable/Billing Projects/Costing Module Fields Added  ACTIVITY_ID  ANALYSIS_TYPE  BUSINESS_UNIT_PC  PC_DISTRIB_STATUS  RESOURCE_CATEGORY  RESOURCE_SUB_CAT  RESOURCE_TYPE  PC_DISTRIB_STATUS

EPM Enhancements Accounts Receivable/Billing Projects/Costing Fields Added to EPM Reporting Tables:  CT_POSTED_ITEM  CT_DIR_JRNL_PAY  CT_BI_ACCTENTRY  CT_BI_AR_PNDITN  CT_BI_INVOICE

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria  Revised to include additional reporting tables.  All accurate table joins identified.

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria Acceptable Join Criteria

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria Inaccurate Join Criteria Spreadsheet

EPM Job Aids Updated Reporting Table to Role Mapping  Updated to include all projects/costing module roles.

EPM Job Aids Updated Reporting Table to Role Mapping EPM REPORTING TABLE or SECURITY ACCESS NODEROLENAME CT_LEDG_KK_BALCT ACCOUNT CODE PROCESSOR CT_LEDG_KK_BALCT AGY GL APPROVER CT_LEDG_KK_BALCT AGY GL REVIEWER CT_LEDG_KK_BALCT AGY GL SYS TECH RESOURCE CT_LEDG_KK_BALCT AGY MANUAL RECON PROCESSOR CT_LEDG_KK_BALCT CNTRL GL APPROVER CT_LEDG_KK_BALCT CNTRL GL REVIEWER CT_LEDG_KK_BALCT CNTRL GL SYS TECH RESOURCE CT_LEDG_KK_BALCT CNTRL PAYMENT REVIEWER CT_LEDG_KK_BALCT CNTRL PAYMENT RPT INQUIRER CT_LEDG_KK_BALCTGLREPORTING

Questions?

Agenda  Welcome John Harnick  EPM Barbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

Core-CT Training – Manager Guides  Summarizes knowledge a supervisor or manager should have  Accounts Payable, Supply Chain, Inventory  Asset Management  Accounts Receivable / Billing  Project Costing / Customer Contracts  Help Desk, EPM  General Ledger / Commitment Control

Core-CT Training – Manager Guides  Sections of the Guide  Overview  High level graphic view  Bulleted information  Links to more detailed information  Reports associated with the module  Other sections as needed

Agenda  Welcome John Harnick  EPM Barbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

 Reminders / Hot Topics  Budget Ledger Review  GL Mini-Training  Detail and Summary Revenue Report GL Agenda

GL Reminders & Hot Topics Reminders  MP8 Upgrade  FIN Reporting Tools vs. EPM/HR Reporting Tools  CFSR Navigation in Report Manager Hot Topics  Reports for Multiple Ledgers  Updated Ledger Job Aid

CFSR Report Manager Navigation Navigation: FIN Reporting Tools > Report Manager: Administration Tab

GL Reminders & Hot Topics Reminders  MP8 Upgrade  FIN Reporting Tools vs. EPM/HR Reporting Tools  CFSR Navigation in Report Manager Hot Topics  Reports for Multiple Ledgers  Updated Ledger Job Aid

Reports for Multiple Ledgers  General Ledger>…  Flexible Ledger Analysis  Ledger Activity  Trial Balance  Expenditure Report by Object  Detail and Summary Revenue  Cash Ledger

Ledger Job Aid Financials User Support > General Ledger/Chart of Accounts > General Ledger Job Aids > Ledgers

 Reminders / Hot Topics  Budget Ledger Review  GL Mini-Training  Detail and Summary Revenue Report GL Agenda

Control vs. Track Budgets  Control: Agencies post budget journals. Transactions must fall within the available budget to pass budget check.  Track: Agencies do not post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked for reporting purposes.  Track w/Budget: Agencies can post budget journals. All transactions pass budget check for this ledger, and are recorded/tracked against the budgeted amount for reporting purposes only.

Agency Budgets Agency Budgets break down Allotment budgets into lower, Department and/or Account levels of detail for controlling spending and/or reporting. Agency Budgets may differ from appropriated. However, budget control will ultimately always reside at Appropriation/Allotment.

Agency Budgets Agency 1 (KK_AGY1):  Agencies can control and/or report on funds based on agency defined departments, usually higher levels such as divisions, bureaus, facilities, etc.  May be established as control or track.  Agency Fiscal Administrative Reviewers must create and maintain agency budgets.  Non-Lapsing Funds carried forward at FYE

Agency Budgets Agency 2 (KK_AGY2):  Agencies can report on funds based on agency defined departments, usually lower levels, such units, cost center, etc.  Agencies can also report on expenditures at the detail account level, just as they are posted in GL.  Established as track budget. It is used for reporting purposes only.  FYE balances are not carried forward

Project Budgets Project Budgets (KK_PRJ) are based on agency defined Project ID values. Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment. Project IDs ending in NONPROJECT are NOT RECORDED here. They are tracked on the Agency 1 and/or Agency 2 budget structures.

Project Budgets Project 1 (KK_PRJ1):  Agencies can control and/or report on funds based on agency defined Project IDs.  May be established as control or track.  Agency Fiscal Administrative Reviewers must create and maintain project budgets.  Non-Lapsing Funds carried forward at FYE

Project Budgets Project 2 (KK_PRJ2):  Agencies can control and/or report on funds based on agency defined Project IDs, along with the detail account level, just as they are posted in GL.  May be established as control or track.  Agency Fiscal Administrative Reviewers must create and maintain project budgets.  FYE balances are not carried forward

Project Budgets Project 3 (KK_PRJ3):  Agencies can control and/or report on funds based on agency defined Project IDs, along with agency defined Chartfield1 values.  May be established as control or track.  Agency Fiscal Administrative Reviewers must create and maintain project budgets.  FYE balances are not carried forward

Project Costing Budgets Project Costing module (KK_PC) budgets are ONLY used by those Agencies that participate in Core-CT Project Costing. Project Budgets may differ from the Appropriation. However, budget control will ultimately always reside at Appropriation/Allotment. Project IDs that are not used in the Project Costing module are NOT RECORDED here. They are tracked on the AGY or PRJ budget structures.

 Reminders / Hot Topics  Budget Ledger Review  GL Mini-Training  Detail and Summary Revenue Report GL Agenda

GL Mini-Training Detail and Summary Revenue Report Navigation: General Ledger > General Reports> Detail and Summary Revenue

GL Mini-Training Detail and Summary Revenue Report

GL Mini-Training Detail and Summary Revenue Report MOD_ACCRL + MOD_CASH = collected revenues and collected refunds of expenditure.

GL Mini-Training Detail and Summary Revenue Report

Questions?

Coffee Break

Agenda  Welcome John Harnick  EPM Barbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

Billing Agenda  Reminders / Hot Topics  ET/ST Bill Type Distribution Coding  Billing BATCH Processing Schedule  Mini-Training  Adjust Entire Bill vs. Adjust Selected Bill Lines  Online Inquiries

ET/ST Distribution Coding

Option 1:Change your account code Option 2:Change your Bill Type ET/ST Distribution Coding

BIJOB01 Finalize and Print Invoice BICURCNV Convert Currency Amounts BIPRELD Pre-Load Process BILDGL01 Create Accounting Entries FS_BP Request Budget Check BILDAR01 Load Invoices to AR ARUPDATE PS/AR Receivables Update CTARB272 AR Revenue Reversal FS_JGEN Generate Journals Billing BATCH Processes Run Anytime 10AM, 12Noon, 2PM, Nightly 12Noon, Nightly 3PM, Nightly

Billing Summary  NAVIGATION: Billing  Review Billing Information  Summary  Bill Summary Info 2 tab

MINI-TRAINING: Adjustments  NAVIGATION: Billing  Maintain Bills  Adjust Entire Bill OR Adjust Selected Bill Lines  Prerequisites  Adjust Entire Bill  Bill must be Invoiced  Bill must not have been previously adjusted  Adjust Selected Bill Lines  Bill must be Invoiced  Bill must not have been previously adjusted  Bill should contain multiple Bill Lines

MINI-TRAINING: Adjust Entire Bill  Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill  Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill  Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill  Credit Entire Bill

MINI-TRAINING: Adjust Entire Bill  Credit & Rebill

MINI-TRAINING: Adjust Entire Bill  Credit & Rebill

MINI-TRAINING: Adjust Entire Bill  Credit & Rebill

MINI-TRAINING: Adjust Entire Bill  Credit & Rebill

MINI-TRAINING: Adjustment History  NAVIGATION: Billing  Review Billing Information  Adjustment History

MINI-TRAINING: Adjust Selected Bill Lines  Credit Line 2) Click OK. 1)Select Radio Button. 3) Choose Credit Line. 4) Select Bill Line to Adjust.

MINI-TRAINING: Adjust Selected Bill Lines  Credit Line

MINI-TRAINING: Adjust Selected Bill Lines  Credit Line

MINI-TRAINING: Adjust Selected Bill Lines  Credit Line

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill 2) Click OK. 1)Select Radio Button. 3) Choose Create Reversal and Rebill. 4) Select Bill Line to Adjust.

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill

MINI-TRAINING: Adjust Selected Bill Lines  Create Reversal and Rebill

MINI-TRAINING: Review Line History  NAVIGATION: Billing  Review Billing Information  Review Line History  Adjustment Line Summary

MINI-TRAINING: Review Line History  Adjustment Line History

MINI-TRAINING: Adjustments  Adjust Entire Bill  Credit Entire Bill  1 Credit Invoice Created  Set to RDY Status  Cannot Modify  Credit and Rebill  2 Invoices Created  1 Credit Invoice  1 Rebill Invoice  Can Modify Rebill Invoice Only  Adjust Selected Bill Lines  Credit Line  1 Credit Invoice Created  Set to NEW Status  Cannot Modify  Create Reversal and Rebill  1 Credit Invoice Created  Bill Line 1 consists of Credit Line  Bill Line 2 consists of Rebill Line  Can Modify Rebill Line Only

Questions?

Agenda  Welcome John Harnick  EPM Barbara Jacius  Training Steve Perkins  GL Donna Braga Joan Skripol  Billing Chris Marchese  AR Lynn Sheldon

AR Agenda  Reminders / Hot Topics  Case Sensitive Bill Numbers  OSCIP Deposits  AR Mini-Training  Incorrect GIRO payments

AR Reminders & Hot Topics  Reminder  Clear your deposit pick list daily  Deposits need to be applied or direct journaled daily  Call the Helpdesk for help to clean up your deposits  Do not wait until the end of the month – this leaves little time to troubleshoot

AR Reminders & Hot Topics  When you are applying a payment from a voucher  the payment reference # is entered exactly as it is on the voucher  if you use upper or lower case letters or put spaces then, Payment Predictor will not match up the voucher and the bill  a payment worksheet that will not build due to mismatch of letters, then it needs to be deleted and the payment ID on the deposit corrected Case Sensitive Bill Numbers

AR Reminders & Hot Topics  If the debtor agency does not enter your billing invoice number the same way you have billed them for, Payment Predictor will not pick it up.

AR Reminders & Hot Topics This invoice number needs to match the bill number

AR Reminders & Hot Topics This reference number comes in from the invoice number of the voucher

AR Reminders & Hot Topics Note the same reference number from the voucher

AR Reminders & Hot Topics This is blank because the invoice number is not recognized

AR Reminders & Hot Topics Second, add in the correct reference number First, hit the minus button to delete the row

AR Reminders & Hot Topics Now you see the bill info

AR Reminders & Hot Topics OSCIP Deposits This is a deposit from the Central Payroll Interface

AR Reminders & Hot Topics Note the location, reference number and the payment predictor checkbox

AR Mini-Training INCORRECT GIRO DEPOSITS Note the DOT GIRO Deposit. It should not go to this agency.

AR Mini Training 1. DPH determines that this is not a payment that they had billed for. They research and find out the funds do not belong to them. They put in a ticket to the CORE Helpdesk with all the information about the deposit. 2. The Helpdesk will be able to find the original voucher and will call back the agency with all the information they need to contact the originating agency and make arrangements to send the funds back by using a NON- PO Voucher. 3. The receiving agency, in this case, DPH, will direct journal this deposit with all the proper coding for Funds Awaiting Distribution (Pending Receipts). 4. This coding is: FUND: 34003, SID: 42350, and ACCOUNT: 20920

AR Mini Training 5. After the journal has been completed, a copy needs to go to the Accounts Payable department so they can create a NON-PO Voucher. They will use the correct address for the originating agency so it will go back to them as a GIRO. The Invoice on the voucher must use “GIRO” followed by the Payment ID on the deposit. They will put the information about the incorrect GIRO in the “Comments Link” and “Description” of the voucher so there will be an audit trail. Accounts Payable will use the same coding string that is on the direct journal. 6. This will be a wash for the incorrect deposit. It will not be in the receiving agency’s budget. It will show in the Pending Receipts account in the General Ledger as a debit and a credit, netting to -0-.

AR Mini-Training The Payment ID on the deposit needs to be inserted as the invoice number on the voucher

AR Mini-Training Look at the invoice number on this voucher, it HAS TO BE the Payment ID from the deposit.

AR Mini-Training The originating agency will now be getting the funds back in their deposit list as a GIRO. It is up to them to ensure they direct journal the deposit with the same expenditure coding as they had on the original incorrect voucher. Once this is done, the cycle has been completed. The agency can now process their payment correctly. They should add a comment on the new voucher to tie the new payment to the incorrect one for an audit trail.

AR Mini-Training  A CO-790S must be completed and sent to the Office of the State Comptroller's Accounts Payable Division. A payment sent in error constitutes an overpayment and therefore requires a CO-790S, which must identify 1) the procedures that led to the issuance of the overpayment, 2) the internal controls in place at the time the overpayment was made, and 3) a description of how a recurrence will be prevented; this form must be signed by the agency head or deputy. The CO-790 will not be sent with the required CO-790S.

Questions?

Closing  Look for this presentation and meeting Q & A’s on the Core-CT Website  Next Meeting GL/AR/BI User Group Meeting is on January 29th ***(DON’T FORGET TO SIGN UP)  AP/PO User Group Meeting on January 31 st & February 5th Thank You for your participation today. We hope this information proved helpful…