1. 1 Financials User Group Meeting PO / AP October 2004 STATE OF CONNECTICUT Core-CT Project

2. 2 Purchasing Post FYE 04 Updates PO Monthly Cleanup Ordering with Sysco [ BREAK ] Accounts Payable Post FYE 04 Updates Telecom Bills Duplicate Vendor Invoice Checking AP Monthly Cleanup Recommended Reports & Queries Agenda

3. 3 Cleanup of POs 71,000 Account on Purchase Orders Changing to “Amt Only” after PO Dispatch October 7th & 8th PO Dispatch Incident Clean Up Completed POs Monthly PO Updates Critical Reminders Up and Coming SP2 Testing CT Shops

4. 4 Changing to “Amt Only” after PODispatch Changing to “Amt Only” after PO Dispatch

5. 5

6. 6

7. 7 October 7 th & 8 th PO Dispatch Incident DO NOT Use Reconciliation Workbench to Dispatch POs or

8. 8 Reconcile and Close POs Using Workbench Reconcile and Close Requisitions Using Workbench Monthly PO Cleanup

9. 9 Ordering from Sysco

10. 10 Ordering from Sysco

11. 11 Ordering from Sysco

12. 12 Ordering from Sysco

13. 13 SP2 Testing Already Begun – End of January, 2005 Recruiting Testing Assistance from Agency Users DOC and MHA Already “On Board”

14. 14 CT Shops

15. 15 10-Minute Break

16. 16 PO Numbers Missing on Invoices Update to AP Job Aid on Vouchers 1099 Reporting Help Downloading from Inquiries Modifying ChartFields after Voucher is Paid AP-Updates Critical Reminders Up and Coming AP/GL Periods Closing More EPM Queries for Monitoring Transactions

17. 17 Downloading from Inquiries – ie.Voucher Inquiry (Using “No Balance Remains”) AP-Post FYE ’04 Updates

18. 18 Downloading from Inquiries – Voucher Inquiry ( use for searches only) AP-Post FYE ’04 Updates

19. 19 How do I download my bill? Telecom Bills

20. 20 How do I download my bill? Telecom Bills

21. 21 Telecom Bills

22. 22 General Ledger> Review Journal/Ledger Data> Ledger Telecom Bills

23. 23 Link to Ledger Activity Telecom Bills

24. 24 General Ledger> Review Journal/Ledger Data> Ledger Telecom Bills

25. 25 Sum by Period, Account, Dept Telecom Bills

26. 26 How do I find what was paid? Use the EPM Query – Telecom Bills

27. 27 Duplicate Invoice detection is based on: Invoice Number Business Unit Vendor ID If the three fields match, the voucher will be rejected Consistency is imperative when entering Invoice Numbers Duplicate Vendor Invoice Checking

28. 28 Vendor NameInvoice Number Bank One SBC ABC Realty 5405017900030888 5405-0179-0003-0888 8885551234 888-555-1234 Rent Dec 03 Rent 12/03 Being inconsistent could cause duplicate payments… Duplicate Vendor Invoice Checking

29. 29 Some Vendors use account numbers in place of invoice numbers E-mail those Vendor IDs to OSC for review at: osc.apdvf@po.state.ct.us osc.apdvf@po.state.ct.us These Vendors may be set for 4-field duplicate invoice detection You will be notified if your Vendor does not meet the requirements for change Duplicate Vendor Invoice Checking

30. 30 AP Interfaces Ongoing – checks 3 fields (BU, Vendor ID, Invoice #) One-Time – checks 4 fields (BU, Invoice #, Invoice Date, Gross Amount) Duplicate Vendor Invoice Checking

31. 31 Match Exceptions (Match Manager or MatchExceptions Report) Pending Approval (Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”) Not Budget Checked (Voucher Inquiry) In Budget Error (Voucher Inquiry) On Hold (EPM Query “CT_VCHRS_ON_HOLD”) Control Groups Posted (Post Control Group) Monthly AP Cleanup

32. 32 Unposted Vouchers CT_AP_VCHRS_UNPOSTED Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED Vouchers Budget Checked/Not Paid CT_CORE_FIN_AP_VCHBUDCKD_UNPD Expenditures by Account Code CT_CORE_FIN_SAAAS_OPTION16_5_8 Monthly AP Cleanup TO EPM -

33. 33 Run Budget Status Report Run Transaction Details (AP trans only) Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8 (by specific code or %) Use other EPMs /Inquiries to troubleshoot Monthly AP Cleanup

34. 34 AP-Recommended Queries

35. 35 AP-Recommended Queries

36. 36 AP-Recommended Queries

37. 37 Match Exception Report-Include Quantity Accepted, ability to run by Buyer and/or Vendor ID (Pending) Vendor Payment Reports-Ability to run by BU See EPM Query “CT_CORE_VENDOR_PAYMENT_HISTORY” Also, look for new EPM Query for FOI Reporting New Report Request-Summary report for all vouchers associated to a PO See EPM Query “CT_CORE_FIN_PO_BAL_SUM_BY_PO” or use PO Inquiry in Accounts Payable Requests from AP Focus Group

38. 38 Questions?

39. 39 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 – PO/AP Overflow Date – October 19, 2004 9am - Noon 101 E. River Drive, Room 4214 A & B (don’t forget to sign up) Closing