1. STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR / GL / Billing April 2005

2. GL –Critical Reminders & Hot Topics –Running CFSR Reports –Encumbrance Balance Report –Combining Mod_Accrl and Mod_Cash for reporting –New GL Activity EPM Query AR/Billing –ET, ST, GT – What to use and when? –Proper Account Code and Revenue Distributions –Useful AR Reports & Queries –Year End Cleanup EPM Updates Agenda

3. Agenda GL –Critical Reminders and Hot Topics –Running CFSR Reports –Encumbrance Balance Report –Combining MOD_ACCRL and MOD_CASH for reporting –New GL Activity Query

4. 4 GL Critical Reminders Hot Topics CFSR Reports Budget Journal Date Report Processing Carry-Forward Budgets Payment Acctg Date Reminders & Topics

5. The Budget Journal Date must fall within the appropriate Budget Period. Budget Journal Date

7. Report Processing Fin PeopleTools> Process Scheduler> Process Monitor

8. Report Processing

9. Carry-Forward Budgets Control Budgets Only APPROP ALLOT AGY1 PRJ1

10. Payment Accounting Date These will now be the same.

11. Distributed last business day of the month. CFSRs can be run Ad- Hoc at any time, for any month-end. CFSR Reports

12. Ad-Hoc CFSR Request

13. This actually works!

14. Ad-Hoc CFSR Request Scope Required Scope = AGY

15. Core-CT – Financial User Support – GL Job Aids Updated CFSR Job Aid ! Add New Report Request Scope Value Required

16. Encumbrance Report

18. Pre-Encumbrance Report 18,243.27

19. Budget Details

20. Encumbrance Report Rolled POs show 2 Transaction IDs

21. Encumbrance Report Look for Closed POs encumbering funds.

22. Encumbrance Report Documents that make up encumbrance balance Rolled POs may show twice Use to research Encumbrance Balances –Closed POs –POs in Error –Change Orders Not Checked

23. New EPM GL Queries CT_CORE_FIN_GL_MODACCR_MODCASH CT_CORE_FIN_MOD_ACCR_CSH_JRN CT_CORE_FIN_GL_ACTIVITY

24. CT_CORE_FIN_GL_MODACCR_MODCASH Ledger balances Research data on Collected Revenue Analyze deposits posted to GL Reconcile Billed expenses between GL and KK ledgers

25. Analyze Data in Excel

26. Revenue Collected?

27. Expense Accounts on Bills? KK_Ledger is not updated until payment is applied.

28. CT_CORE_FIN_MOD_ACCR_CSH_JRN Similar to MODACCR_MODCASH Query Specific Journal ID/Source information Specific Department ID will improve performance Schedule Query

29. Journal and Source Information

30. CT_CORE_FIN_GL_ACTIVITY List of Journal IDs that make up a particular General Ledger balance Posted Amount by Period

31. CT_CORE_FIN_GL_ACTIVITY Schedule Query to run to Excel

32. CT_CORE_FIN_GL_ACTIVITY Use Pivot Tables to analyze the data.

33. 33 10-Minute Break

34. Billing Types - ET, ST, GT Correct Accounting Codes Payment Predictor Can Work for You Auto Maintenance Creates $0 Deposits Useful Reports & EPM Queries Year End Cleanup AR/Billing

35. 35 Start Cleanup Now AR / Billing Labs Aging Reports Pending Receipts Credits On Account Payments Maintenance Worksheets Critical Reminders Hot Topics Splitting Deposits - Workaround Credit/New Bill vs. Credit/Rebill

36. Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution ETFor Refunds of Expenditures ONLY in Budgeted and Non- Budgeted Funds STATE1162050000 ONLY Creditor and Debtor STFor Revenues ONLY or Revenues AND Refunds of Expenditures in Budgeted and Non- Budgeted Funds STATE11620Creditor - 40000 ONLY or 40000 AND 50000 (excluding 47100 and 47200) Debtor – 50000 ONLY

37. Bill Types - Guidelines Bill Type When To UseCustAR DistAccounting Distribution GTCreditor Agency bills Debtor Agency for Federal Grant Funds Debtor is passing spending authority to the Creditor STATE1162047100 Creditor 55110 Debtor Creditor and Debtor Fund - 12060* SID - 2XXXX GTCreditor Agency bills Debtor Agency for Non-Federal Grant Funds Debtor is passing spending authority to the Creditor STATE11620 Creditor Fund -12060* SID 3XXXX 47200 Creditor 55110 Debtor Debtor - Fund - 12060* SID - 3XXXX or Fund – 11000 SID – Budgeted**

38. Is this a problem?

42. This should be an ET

43. GT’s are between State agencies

44. So far so good…..

45. Proper use of account code

46. Is this a problem?

47. AR> Collection> Item Information> Item Status

48. AR> Collections> Aging Reports> Aging Detail by Unit Sales Person = Business Category

49. AR> Collections> Aging Reports> Aging Detail by Unit Choosing a value in this field allows you to filter your Aging Reports for a single Business Category

50. AR> Collections> Aging Reports> Aging Detail by Unit

51. AR> Payments> Online Payments> Regular Deposits

52. AR> Payments> Review Payments> All Deposits

54. AR> Collections> Item Information> All Item Information

56. Refunds of Prior Year Expenditures TypeExamples of Funds Accounting Distribution Budgeted11000 12001 Use Fund and DeptID of original expenditure SID 18010 and Account 44410 Non- Budgeted Bond Special Revenue Use entire distribution of the original expenditure Don’t bill a State agency for refund of current expenditures in a budgeted fund if you don’t expect to receive payment by June 15 The last day that a GIRO Pay Cycle will be run is June 15 Any open bills for refund of current expenditures in a Budgeted fund at the end of the fiscal year will be Credited and Rebilled by Core-CT according to the guidelines in the Budgeted example above

57. Billing Reporting FAQ’s I ran my Aging Report and there are items that are listed as 120+ days and I know I’ve received the payment. What does that mean? Either you direct journaled the deposit instead of applying the payment to the open item. Or you created another item and matched the payment to it.

58. Billing Reporting FAQ’s Now you have to: Create a Credit in Billing Allow the Batch processes to run Create a Maintenance Worksheet Apply the Credit to the open Item to close it out Allow the Batch processes to run again Run your Aging Report again

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

60. AR> Payments> Reports> Payment Detail

62. AR> Payments> Reports> Deposit Control

63. AR> Payments> Reports> Deposit Summary

64. AR> Payments> Reports> Payment Predictor Detail

66. AR> Payments> Reports> Payment Detail

67. AR> Payments> Reports> Payment Summary

69. Lists detailed information for all payments within a deposit. Users can specify a point in time when you run the report. AR> Payments> Reports> Payment Detail – Point in Time

71. C - Complete, payment was applied to an item and that payment has been successfully posted by AR_UPDATE U - Unidentified, payment exists but it has not been tagged to be direct journaled nor does it have any Customer or Item Reference Information I - Identified, payment has Customer or Item reference information defined on it but a worksheet has not been created W - Worksheet, payment has been identified and a worksheet has been built but a payment has not been applied to an item A - Applied, payment has been identified and applied but the payment has not been posted yet by AR_UPDATE J - Journaled, payment has been direct journaled Payment Detail – Point in Time – Status Values

72. EPM Reporting Tools > Query> Query Manager Try these EPM Queries: CT_CORE_FIN_AR_PENDING_RECEIPTS For Pending Receipts – to identify what transactions for your BU have hit account 20920, both deposits and the means used to correct them CT_CORE_FIN_REFUND_OF_EXP For Refund of Current Year Expenditures – to identify what transactions for your BU hit accounts 5% CT_CORE_AR_DEPT_DEPOSIT_IDS For Deposit ID’s with Accounting Entries – to identify the Journal ID and the Accounting Entries associated with a Deposit in your BU

73. EPM Query Folders CORE-CT has created folders for public queries for each Financial module : AR/BI Users AP Users PO Users GL Users Use the Advance Search link on the EPM Query Viewer page to search for queries for a specific module

74. EPM Reporting Tools>Query> Query Manager

75. EPM Survey Results Of the surveys completed by users at the last four Financial User Group Meetings: 84% were EPM Users 38% used both Financial and HR 75% use EPM Daily, Weekly, and or Monthly 50% have attended EPM User Groups 70% want to continue having EPM involvement in Financial User Group meetings 70% prefer to get information about EPM through emails and website announcements

76. 76 Training Updates Last AR/Billing Labs will be held  Thursday, April 14  Core-CT, Room 2024  9:00am, 10:00am, and 11:00am  Classes limited to 8 Users  Sign up in the PSFT Registration Tool Year End Cleanup Labs  For AP/PO  For Billing/AR/GL  Dates, Times and Locations TBA in Daily Mail  Classes limited to 8 Users  Sign up in the PSFT Registration Tool  Run your reports and BRING YOUR WORK !!

77. 77 Customer Support Users can call Help Desk @ 860-622-2300, ext. 1 Due to the complexity of year end and other issues, users can email Core.Support@po.state.ct.us Core.Support@po.state.ct.us  Provide more details  Include screenshots  Specific encumbrance issues  Becomes a ticket and escalated to Level 2 Use the same address Core.Support@po.state.ct.usCore.Support@po.state.ct.us to request topics for future User Groups

78. 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 www.core-ct.state.ct.us/ Next Meeting – AP/PO Date – May 16 1pm – 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 025 (don’t forget to sign up) Closing

79. 79 Questions?