1. STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/BI/GL December 2006

2. Post-Meeting Discussion Group We Invite You…..to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Group 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

3. Customer Support Users can call HelpDesk @ 860-622-2300, ext 1 For complex issues, send email to Core.Support@po.state.ct.us Core.Support@po.state.ct.us  Provide more details  Include screenshots  Give details on specific encumbrance issues  Use the same address to request topics for future User Groups

4. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

5. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

6. EPM Training Initiative EPM 2007 Training  EPM Training Needs Survey Distribute at your Agency Module Specific Training  To set up EPM agency on-site training, contact: Barbara Jacius Ph: 860-622-2002 E-mail: Barbara.Jacius@ct.govBarbara.Jacius@ct.gov EPM Training Initiative

7. EPM Enhancements Purchasing EPM Enhancements New Public Query CT_CORE_FIN_PO_FULLY_VOUCHERED Identify PO’s fully vouchered and ready to be closed

8. Purchasing Additional Reporting Fields  CT_PO_TRNS_TBL Reporting Table PRICE_PO, Unit Price CT_PO_LINE_DM254, PO Line Description  CT_RECEIVER_TRN Reporting Table RECEIVER_UOM, Receiver Unit of Measure CT_RECV_PNL_AMT, Penalty Amount DESCR254_MIXED, More Information EPM Enhancements

9. Accounts Payable Additional Reporting Fields  CT_VCHR_TRANS Reporting Table PROCESS_MANUAL_CLOSE MANUAL_CLOSE_DT EPM Enhancements

10. Asset Management Additional Reporting Fields  CT_AM_PHYSICAL Reporting Table BUILDING, Building number SECTOR, Sector EPM Enhancements

11. Accounts Receivable Additional Reporting Fields Added  CT_DIR_JRNL_PAY Reporting Table JOURNAL_COMPLETE PAYMENT_ID PAYMENT_METHOD EPM Enhancements

12. Accounts Receivable/General Ledger New Public Query CT_CORE_FIN_FED_GRANT_EXP Reconciliation tool for the SEFA Report EPM Enhancements

13. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

14. Ticket Counts from 11/14/06 – 12/6/06 Level II HelpDesk New Tickets - 361 Closed Tickets - 323 SIR Tickets - 24

15. Do not try to make up your own work-arounds! This will cause issues in other modules, even though you may think you have solved your problem. If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information. When you call the Helpdesk, be sure that you give them all the information, such as your business unit, your name and phone number, the module that you are having trouble in, the specific Deposit ID, Journal ID, Bill, Item ID or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error. HD Reminders

16. You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this. If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem. If you are having problems with Deposits not falling off your screen, you need to check for Payment Worksheets that haven’t been completed, aren’t balanced, haven’t had accounting entries created, or haven’t been set to Batch Standard. If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and.PDF files. If the request asks for “none,” you will get none. Answers to Common HD Questions

17. 1)Have the screen you want to copy on your monitor 2)Push the Print Screen button on your keyboard 3)Minimize the application you are in 4)Open a new Word document 5)Right click with your mouse 6)Click on “Paste” 7)Save your document to a file on one of your drives 8)Open a new e-mail to the addressee 9)Attach the screenshot document and Send The Helpdesk person assisting you now has the documentation to use while resolving the problem Creating & Saving a Screenshot

18. Website Updates Website Updates Go to the CORE website at : http://www.core-ct.state.ct.us/ http://www.core-ct.state.ct.us/ Click on Financials User

19. You can choose to go to the Master List or the List by Module. If you link to the Master List, you will get a list of 9 pages of Job Aids for all Modules. If you link to By Module, you will get the next slide. Website Updates Go to the Section titled, “Financials Job Aids”

20. Website Updates Link to Accounts Receivable Job Aids

21. This list will tell you which Job Aids have been specifically updated for 8.9. Please print the ones that apply to your job and use them as a guide when you transact in CORE. Website Updates

22. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

23. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs Flexible Ledger Analysis Report Ledger Inquiry Reconciliation Aids GL Mini-Training GL Agenda

24. GL Reminders & Hot Topics Critical Reminders Hot Topics Report Catalog Update coming soon CFSRs for FY2006 available Troubleshooting SSJs New version of Spreadsheet Upload Tools for 8.9 Set up new Run Controls by Report Name and/or Ledger Please provide detailed information for help tickets Please Monitor report processing

25. CFSR’s

26. Critical Reminders & Hot Topics Report Processing GL Agenda

27. Search Criteria Report Processing

28. To Cancel a report. Report Processing

30. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs GL Agenda

31. Visual Basic Errors? Remove old versions of the spreadsheet and macro from folder/drive. Clean out old cache via internet options. Delete spreadsheet and macro and re-download. Right click on link and “Save Target As” to your file folder/drive; save the macro first, as.xla. Do not copy 8.4 SSJs with the new tool; use copy with paste/special function. Troubleshooting SSJs

32. PCBU – NONPC Activity – Do not use. Source Type – Do not use. Category – Do not use. Subcategory – Do not use. Troubleshooting SSJs

33. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs Flexible Ledger Analysis Report GL Agenda

34. Flexible Ledger Analysis

35. MOD_ACCRL + MOD_CASH = collected revenues and collected refunds of expenditure. Flexible Ledger Analysis

36. Enterprise Funds may want to combine MOD_ACCRL and ACCRUAL Ledgers. Flexible Ledger Analysis

38. Do Not Select All 3 Ledgers Flexible Ledger Analysis

39. Select the appropriate Tree Level and Refresh Nodes available turn green Nodes chosen turn red

40. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs Flexible Ledger Analysis Report Ledger Inquiry GL Agenda

41. Ledger Inquiry Currently Unavailable

42. Ledger Inquiry Replaces Hyperlinks (Sum by, etc…)

43. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs Flexible Ledger Analysis Report Ledger Inquiry Reconciliation Aids GL Agenda

44.  General Ledger > General Reports o Flexible Ledger Analysis o Trial Balance o Ledger Activity  General Ledger > Review Financial Information o Journals o Ledger Reconciliation Aids

45.  Commitment Control> Budget Reports o Budget Status Report o Budget Transaction Details o Pre-Encumbrance/Encumbrance Balance Report Reconciliation Aids

46. Documents Budget Checked but not Posted Timing – EPM vs. Financials Preferable if GL Period is Closed Include MOD_CASH Ledger for Ref of Exps Budget Structures (i.e. DeptID roll-up)

47. Critical Reminders & Hot Topics Report Processing Troubleshooting SSJs Flexible Ledger Analysis Report Ledger Inquiry Reconciliation Aids GL Mini-Training GL Agenda

48. Use Run Control IDs to save specific Report Criteria GL – Mini Training GL Report Run Controls

49. Renamed Include CF = Select Summarize = Subtotal GL – Mini Training GL Report Run Controls

50. New fields GL – Mini Training GL Report Run Controls

51. The following interactive exercises are now available on the Core-CT website: Entering Online Journal Entries General Ledger Inquiry Entering a Spreadsheet Budget Journal Reviewing Budget Exceptions http://www.core-ct.state.ct.us/89-training/exercise/gl/Default.htm GL – Mini Training

52. 10-Minute Break

53. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

54. Important Reminders & Hot Topics 8.9 Upgrade  Post Go-Live Status  Current Issues Mini Training  Creating Recurring Bill Templates Billing Agenda

55. Billing Reminders & Hot Topics Important Reminders Hot Topics Unable to access Bills to Reprint Use Charge Codes & Distribution Codes to streamline data entry Use NONPC in PC_Business_Unit fields

56. 8.9 Upgrade: Post Go-Live Status CUSTOMER NUMBERS: If you added a new Customer and used the ‘Next’ feature, the Customer number had leading zeros, which populated the entire 15-character Customer Number field (i.e. 000000000000854). This issue has been resolved and there are no leading zeros now. If you are unhappy with the 15-character number, Inactivate that Customer and add it again, making sure to enter only the actual number part (i.e. 854).

57. Current Issues Reprinting Invoices: When trying to Reprint an invoice, no document shows up on the “Bills To Be Processed” page Bills to be Processed Icon

58. Current Issues If you cannot access a bill to Reprint it – call or email the Helpdesk: 860-622-2300, ext 1 Or Core.support@po.state.ct.us Bills To Be Processed Page:

59. Billing – Mini Training Recurring Bill Templates Navigation: Billing>Maintain Bills>Standard Billing Complete Header-Info 1 Page with Cycle ID and Frequency

60. Complete Line-Info 1 Page Click on the Accounting Link Billing – Mini Training Recurring Bill Templates Navigation: Billing>Maintain Bills>Standard Billing – Line-Info 1 page

61. Complete the Acctg-Rev Distribution Page Return to the Header-Info 1 page Billing – Mini Training Recurring Bill Templates Navigation: Billing>Maintain Bills>Standard Billing – Acctg – Rev Distribution

62. Header-Info 1 Page Click the Recurring Bill Schedule hyperlink Billing – Mini Training Recurring Bill Templates

63. Enter the Start and End Dates Click the “gear” Icon to Generate the Schedule Billing – Mini Training Recurring Bill Templates Navigation: Billing>Maintain Bills>Standard Billing>Recurring Bill Schedule

64. Recurring Bill Schedule Page Billing – Mini Training Recurring Bill Templates Navigation: Billing>Maintain Bills>Standard Billing>Recurring Bill Schedule

65. Click Save Click Return to Bill Entry Billing – Mini Training Recurring Bill Templates

66. Change Status of Template to Ready (RDY) Click Save Billing – Mini Training Recurring Bill Templates

67. To Generate Recurring Bills From Template Navigation: Billing>Maintain Bills>Create Recurring Bills Choose Range Selection Criteria and Enter Information if Applicable Click Run Billing – Mini Training Recurring Bill Templates

68. Select PSUNX for Server Name Make sure Generate Recurring Bills is Checked Click OK Billing – Mini Training Recurring Bill Templates

69. Click on Process Monitor Link Billing – Mini Training Recurring Bill Templates

70. Look for Success and Posted Billing – Mini Training Recurring Bill Templates

71. Return to Recurring Bill Schedule To See Invoice Numbers Finalize & Print Invoices as Usual Billing – Mini Training Recurring Bill Templates

72. Welcome John Harnick EPM Barb Jacius Help Desk Lynn Sheldon GL Donna Braga Billing Arlene Dussault AR Deb Carta Agenda

73. AR Agenda Critical Reminders & Hot Topics 8.9 Upgrade  Post Go Live Status  Current Issues  Resolved Issues Tips for Using Payment Predictor Tips for AR Reports and Run Controls New Website Docs for AR Mini Training  Managing Your Aging Report

74. AR Reminders & Hot Topics Critical Reminders Hot Topics Payment Predictor is CASE SENSITIVE Use Payment Worksheets OR Payment Predictor Month End Close – November AR Accounting Entries - MOD_ACCRL vs. Null New EPM Query CT_CORE_FIN_FED_GRANT_EXP Use Speed Types to streamline data entry Use the Catalog of Online Reports http://www.core-ct.state.ct.us/reports/ Use NONPC in PC_Business_Unit fields

75. MOD_ACCRL vs. NULL AR Accounting Entries Before 8.9 Null appears in Ledger Group

76. MOD_ACCRL vs. NULL AR Accounting Entries After 8.9 MOD_ACCRL appears in Ledger Group

77. 8.9 Upgrade: Post Go-Live Status AR Batch Schedules have resumed as before Upgrade Bank files have all been loaded and deposits created All GIRO’s have been loaded and deposits created AR has been closed successfully for November 2006 Month End Close will resume around the 10 th of each month

78. 8.9 Upgrade: Resolved Issues Payment Predictor Receivables Update Deposits Falling Off Bank Reconciliation Issues Duplicate Unbalanced GIRO’s

79. 8.9 Upgrade: Current Issues External Pending Item DRSM1 only - Cannot Add Accounting Line and Set to Post Gray out BATCH PRIORITY button from ALL AR Posting Action pages – Use BATCH STANDARD Only

80. AR Agenda Critical Reminders & Hot Topics 8.9 Upgrade  Post Go Live Status  Current Issues  Resolved Issues Tips for Using Payment Predictor Tips for AR Reports and Run Controls New Website Docs for AR Mini Training  Managing Your Aging Report

81. Tips for Using Payment Predictor AR> Payments> Apply Payments> Create Worksheet PAYMENT PREDICTOR IS CASE SENSITIVE!

82. Tips for Using Payment Predictor PAYMENT PREDICTOR IS CASE SENSITIVE! AR> Payments> Apply Payments> Create Worksheet

83. Tips for Using Payment Predictor ITEM INCLUSION OPTIONS REALLY WORKS ! AR> Payments> Apply Payments> Create Worksheet

84. Tips for Using Payment Predictor ITEM INCLUSION OPTIONS REALLY WORKS ! AR> Payments> Apply Payments> Create Worksheet

85. Tips for Using Payment Predictor PAYMENT PREDICTOR IS “TYPO” SENSITIVE ! STO6802 - with an O AR> Payments> Apply Payments> Create Worksheet

86. Tips for Using Payment Predictor ST06802 - with a zero PAYMENT PREDICTOR IS “TYPO” SENSITIVE ! AR> Payments> Apply Payments> Create Worksheet

87. AR Agenda Critical Reminders & Hot Topics 8.9 Upgrade  Post Go Live Status  Current Issues  Resolved Issues Tips for Using Payment Predictor Tips for AR Reports and Run Controls New Website Docs for AR Mini Training  Managing Your Aging Report

88. Tips for AR Run Controls and Reports AGING REPORT USES “STATE” FOR AGING CATEGORIES Use SetID STATE for Aging Categories Selecting a Sales Person Limits the Report Results to one Business Category

89. Tips for AR Run Controls and Reports PAYMENT PREDICTOR DETAIL REPORT Sample Run Control

90. Tips for AR Run Controls and Reports PAYMENT PREDICTOR DETAIL REPORT Sample Report Output

91. Tips for AR Run Controls and Reports PAYMENT DETAIL REPORT Sample Run Control

92. Tips for AR Run Controls and Reports PAYMENT DETAIL REPORT Sample Report Output

93. Tips for AR EPM Queries LOOK IN THE AR/BI USERS FOLDER FOR USEFUL QUERIES

94. Tips for AR EPM Queries LOOK IN THE AR/BI USERS FOLDER FOR USEFUL QUERIES

95. Tips for AR EPM Queries LOOK IN THE AR/BI USERS FOLDER FOR USEFUL QUERIES

96. Tips for AR EPM Queries CT_CORE_AR_ACCTG_DISTRIB

97. AR Agenda Critical Reminders & Hot Topics 8.9 Upgrade  Post Go Live Status  Current Issues  Resolved Issues Tips for Using Payment Predictor Tips for AR Reports and Run Controls New Website Docs for AR Mini Training  Managing Your Aging Report

98. New Job Aids for AR http://www.core-ct.state.ct.us/user/finjobaids/ar.htm Aging by Chartfield Report (New for 8.9)Aging by Chartfield Report Item Audit HistoryItem Audit History (New for 8.9)

99. AR> Receivables Analysis> Aging> Aging by Chartfield Rpt Aging by Chartfield Report (New for 8.9)Aging by Chartfield Report Use ONLY Receivables Account Codes – 11224, 11460, 11620 and 11221 (DRS only) Sample Run Control Sample Run Control

100. New Job Aids for AR Aging by Chartfield Report (New for 8.9)Aging by Chartfield Report Sample Report Output Sample Report Output

101. New Job Aids for AR Item Audit History (New for 8.9)Item Audit History Make the change here See the results here

102. AR > Customer Accounts> Item Information> Item List> Multi-Item Update AR > Customer Accounts> Item Information> Item List> Multi-Item Update Make the changes here See the results here

103. AR Agenda Critical Reminders & Hot Topics 8.9 Upgrade  Post Go Live Status  Current Issues  Resolved Issues Tips for Using Payment Predictor Tips for AR Reports and Run Controls New Website Docs for AR Mini Training  Managing Your Aging Report

104. AR – Mini Training AR – Mini Training Managing Your Receivables – Scenario – You need to find all of the overdue Receivables for Fund 11000 and SID 10010 for your External customers. Step 1 – Run your Aging by Chartfield Report

105. AR – Mini Training AR – Mini Training Sample Report Output

106. AR – Mini Training AR – Mini Training Step 2 – Research all overdue items for this Customer.

107. AR > Customer Accounts> Item Information> Item List> Multi-Item Update AR > Customer Accounts> Item Information> Item List> Multi-Item Update Step 3 – Begin managing these overdue items by contacting the Customer and discussing why payment has not been made. Reprint Invoices Tie to a Conversation Generate a Dunning Letter

108. AR > Customer Accounts> Item Information> Item List> Tie to a New Conversation AR > Customer Accounts> Item Information> Item List> Tie to a New Conversation Step 4 – From the Item List page, document the conversation with the Customer, providing as much detail as possible. This conversation will be tied to each of the 19 items being placed in Collection.

109. AR – Mini Training AR – Mini Training Step 5 – Continue managing these overdue items by making arrangements for payment from the Customer or turning the items over for collection Place Them in Collection

110. AR – Mini Training AR – Mini Training Step 5 – Place the items in Collection status according to State Accounting Manual Handout- Management of Receivables - Recommended Practice, excerpt from State Accounting ManualManagement of Receivables - Recommended Practice

111. AR – Mini Training AR – Mini Training Step 6 - When receiving payments from this Customer for regular items, be sure to exclude those items that have already been placed in Collection. This will prevent payments from being misapplied to those items.

112. AR – Mini Training AR – Mini Training Step 7 – If your agency receives the appropriate written authorization to write off these items as uncollectible, contact the Core-CT Help Desk or OSC/BFA for assistance.

113. Questions?

114. Post-Meeting Discussion Group We Invite You…..to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Group 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

115. 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/ www.core-ct.state.ct.us/ Inventory User Group Mtg 12/15/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B Asset Management User Group Mtg 12/18/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B AR/BI/GL User Group Mtg 12/20/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 4214 A&B *** (don’t forget to sign up) Closing

116. Lunch Break