1. 1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP POST FYE ’04 July 2004

2. 2 Purchasing Post FYE 04 Updates Update on PO Rollover Update on PS Cases Commodities/Receiving Training Needs [ BREAK ] Accounts Payable Post FYE 04 Updates Payment Cancellation Review Effective Date of Budget Reference Voucher Date Field Definitions Duplicate Vendor Invoice Changes Training Needs Agenda

3. 3 PO-Post FYE ’04 Updates A balance is required for a PO to roll The 71000 account is a budgetary account so it does not roll If your PO didn’t roll forward, you need to create a new PO in the new fiscal year Make sure to use comments on POs/Contracts for audit purposes Reconcile and Close PO and Requisitions Monthly

4. 4 Update on PO Rollover  More than 8,200 POs were rolled at FYE  Roll over results sent to Sponsors  PO Cleanup Continues  PS Cases In Process

5. 5 Update on PS Cases  Closed Budget Period Error on Rolled Pos (Fixed)  Dynamic Insert when Budget Checking

6. 6 Commodities/Receiving Removing Receiving Required from: 70000000Farming, Fishing, Forestry & Wildlife Contracting Services 71000000Mining, Oil, & Gas Services 72000000Building, Construction & Maintenance Services 73000000Industrial Production & Manufacturing Services 76000000Industrial Cleaning Services 77000000Environmental Services 78000000Transportation, Storage & Mail Services 80000000Management, Business Professionals & Admin. Services 81000000Engineering, Research, & Technology-Based Services

7. 7 Commodities/Receiving Removing Receiving Required from cont’d: 82000000Editorial, Design, Graphic & Fine Art Services 83000000Public Utilities and Public Sector Related Services 84000000Financial and Insurance Services 85000000Healthcare Services 86000000Education and Training Services 90000000Travel, Food, Lodging & Entertainment Services 91000000Personal and Domestic Services 92000000National Defense, Public Order, Security & Safety Services 93000000Politics and Civic Affairs Services 94000000Organizations and Clubs

8. 8 PO Training Needs What are your agency’s training needs? Who needs training? What training do they need? Why do they need the training? When do they need the training? Email your requests to: holly.osburn@po.state.ct.us

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10. 10 AP-Post FYE ’04 Updates Cleanup of Vouchers from ’04: 32 - Match Exception 71 - Pending Approval 7 - Budget Check Error 8 - Not Posted/Not Paid 104 - Posted/Not Paid

11. 11 Payment Cancellation Review 1. You determine that a payment needs to be cancelled. 2. Call OSC and possibly OTT 3. Fill out and submit required forms 4. You may have reversal vouchers to create, if original payment was PO- related and you need to make a change for the new payment. CO- 790/ 860

12. 12 Payment Cancellation Review CO-860 We didn’t get our check! 1. Vendor contacts agency to say they did not receive payment. 2. Agency submits a CO-860 to Treasurer CO- 860 3. Treasurer reviews payment with bank. If it has been cashed, then form is returned to the agency. 4. If payment has not been cashed/presented, a stop payment is requested from the bank and form goes to Gloria Martinelli and a new payment is authorized.

13. 13 Payment Cancellation Review Payment Status Action RequiredReissue Payment? -Payment Not Yet Issued to Vendor -Call Linda Carney (OSC) 702-3396 -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 non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -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. Then prepare new Voucher for the correct $amt and/or the correct vendor

14. 14 Payment Cancellation Review Payment Status Action RequiredReissue Payment? -Payment Already Issued to Vendor But Not Cashed and Returned to Agency -Call Linda Carney (OSC) 702-3396 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 non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -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. Then prepare new Voucher for the correct $amt and/or the correct vendor

15. 15 Payment Cancellation Review Payment StatusAction RequiredReissue Payment? -GIRO Payment to Another State Agency – Deposit Not Yet Processed -Call Bob Gnocchi (OTT) 702-3108 if you wish to remove deposit -Call Linda Carney (OSC) 702-3396 if you wish 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 non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor -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. Then prepare new Voucher for the correct $amt and/or the correct vendor

16. 16 Reversal Vouchers Always for negative $ amount Reverses one voucher Information is the same as original voucher (Remit-to vendor, address, location, pmt method, handling code) Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers Put original voucher on “hold” until Reversal is ready for Pay Cycle selection

17. 17 Reversal Vouchers

18. 18 Reversal Vouchers

19. 19 Reversal Vouchers

20. 20 Reversal Vouchers

21. 21 Reversal Vouchers

22. 22 Effective Date of Bud Ref

23. 23 Effective Date of Bud Ref

24. 24 Voucher Date Field Definitions

25. 25 Duplicate Vendor Invoice Changes

26. 26 Training Needs What are your agency’s training needs? Who needs training? What training do they need? Why do they need the training? When do they need the training? Email your requests to: holly.osburn@po.state.ct.us holly.osburn@po.state.ct.us

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28. 28 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 (http://www.core- ct.state.ct.us/) Next Meeting – AR/GL User Group - August 2, 2004 101 E. River Drive, Room 1002 A&B Closing