STATE OF CONNECTICUT Core-CT Project

1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAR/BI/GL August 2005

2. WelcomeJohn Harnick GL Donna Braga BI Arlene Dussault AR Deb Carta EPMMary Yabrosky

3. Introductions Help Desk Supervisor Carol “Lynne” Sheldon

4. Inventory Training Update • Inventory Training – Wave 2 • Training Starts August 29 • Go Live is September 6 • For CME, DCF, DPS, DMR, DOL, DEP • Four separate classes (role specific) • Classes will be announced to Training Coordinators and Sponsors • Sign up in the PSFT Registration Tool • Inventory Training – Wave 3 • Training Starts September 26 • Go Live is October 3 • For DOC, DVA, MHA, DOT • Four separate classes (role specific) • Classes will be announced to Training Coordinators and Sponsors • Sign up in the PSFT Registration Tool

5. Bundles User Acceptance Testing September 15 through 30 Volunteers Needed Contact Module Lead Go-Live October 1, 2005

6. General Ledger Agenda • Critical Reminders & Hot Topics • Budget Reference for Budgeted Funds • General Ledger Activity Report • Budget Reference at the Legal Budget Level • Viewing Budget Carry Forward Entries • Chartfield Inheritance Changes

7. General Ledger Critical Reminders • 08/05/05 Payroll Journals • Chartfield Changes • CFSR Layouts for FY2005 • Incl. Per 998 in Reporting • Budget Period 2006 • Projects Go-Live – Target-07/01/2006 Hot Topics • Updating AP Monthly Procedures • Running GL Reports to CSV • GL Activity Report Available

8. 08/05/05 Payroll Entries • Accounts Payable (OSCIP Vouchers) have been posted for the 08/05/05 pay cycle. • GL Journal Entries have not been posted yet. • Entries should be posted with the 08/05/05 Journal Date. • EPM

9. Chartfield Changes Remember… • Active/InActive as of 07/01/05. • Do not recycle values. • Please provide replacement values.

10. New CFSR Layouts for FY 2005

11. Updating Monthly AP Procedures Changes to the Month-End AP Close Process –(In an effort to keep KK = GL) * We are no longer pushing budget checked/unposted vouchers into the new open period * We are pushing vouchers not yet budget checked into the new open period

12. Updating Monthly AP Procedures • 1st Business Day of New Month – Identify Vouchers Budget Checked/Not Posted • 3rd Business Day of New Month – Correct Budget Errors and Post • 3rd Business Day of New Month – *Post all Valid Vouchers • 3rd Business Day of New Month – * Delete remaining Vouchers in Budget Error * This means Reports generated on 1st Business Day may differ from Reports generated upon the GL Close.

13. New - Custom CSV Format

14. New - Custom CSV Format

15. New - Custom CSV Format

16. Tip: Delete the Headings for ease of use. New - Custom CSV Format

17. GL Trial Balance Report

18. Budget Transaction Detail

19. Encumbrance Balance Report

20. Pre-Encumbrance Balance Report

21. Budgeted Funds = Bud Ref 2006 • 11000 General Fund • 12001 Transportation Fund • 12003 Banking Fund • 12004 Insurance Fund • 12006 Consumer Counsel/DPUC Fund • 12007 Workers Compensation Fund • 12009 Mashantucket Pequot & Mohegan Fund • 12010 Soldiers Saliors and Marines Fund • 12013 Regional Market Operations Fund • 12014 Criminal Injuries Compensation Fund

22. EPM Reporting Tools> …Schedule Query> CT_CORE_FIN_GL_BUD_REF_ERR

23. CT_CORE_FIN_GL_BUD_REF_ERR

24. General Ledger> General Reports> General Ledger Activity

25. General Ledger Activity

26. General Ledger Activity Enter specific criteria

27. General Ledger Activity

28. Report Processing

29. Report Processing

30. Bud Reference KK_ALLOT KK_BD_ALT KK_AGY1, 2 KK_PRJ1, 2, 3 No Budget Reference KK_APPROP KK_BD_AUTH KK_BD_ALLC Budget Reference at Legal Level

31. Update Search Criteria

32. Update Report Run Controls

33. Budget Carry-Forward Entries

34. Budget Carry-Forward Entries

35. Budget Carry-Forward Entries

36. Do Require Fund SID Dept ID Don’t Require Program Project Chartfield 1 Chartfield 2 Budget Reference Chartfield Inheritance Balance Sheet Accounts

37. Billing Example

38. Accounts Receivable Example

39. Accounts Payable Example

40. General Ledger Example

41. 10-Minute Break

42. Agenda • Billing • Critical Reminders & Hot Topics • Crediting/Adjusting a 50000 Account Bill created in FY05 • Partial Payments • Online Billing Report • Recurring Bill Functionality

43. Critical Reminders & Hot Topics Critical Reminders • Billing closes on the 10th of each month, if a bill is in RDY Status and has an Accounting Date of the month we are closing, the bill will not be picked up in that Accounting period • Use Caution When Changing a Default Value Hot Topics • Billing can make your job easier with Recurring Bill feature

44. Pay Method & Remit To Defaults Don’t Change These Defaults!!

45. Crediting FY05 50000 Bills

46. Crediting FY05 50000 Bills X

47. Cleaning Up Partial Payments • Partial Payment Monitoring • Fin Reporting Tools>Query>Query Manager • CT_BI_PARTIAL_OPEN_EXP_BILLS • Run this query once a month to find Items in Core that have partial payments applied

48. Partial Payment Query • Report Downloaded to Excel

49. Cleaning Up Partial Payments • Once Partials are Identified – Do Your Research • Are you still anticipating payment? • Contact Customer and inquire on payment of balance • Was original bill too much? • Create Credit bill for remainder

50. Online Billing Report • Invoice Register by Customer (BIIVC003) • Billing>Generate Invoices>Reports>Invoice Register