Financial & Supply Chain User Group

Financial & Supply Chain User Group September 2008 State of Connecticut

Welcome John Harnick EPM Barbara Jacius PO Amanda Starbala AP Cynthia Babbitt Assets David Bonola Agenda

Distance Learning (web casting) Can be viewed repeatedly at a user’s desk Provides a permanent record Reduces the number of user group sessions Can track how many users connect and for how long Can add a satisfaction survey We can never hold enough sessions 11 Modules Sessions fill quickly Specific topics aren’t published in advance and attendees may not be the best target audience How do we Reach a larger Audience

How do we Reach a larger Audience How do we reach a larger audience? Web Casting • Benefits • Save on Travel • Scheduling • Available to everyone at any time from the Core-CT website • Recorded in a professional studio in Rocky Hill • Recorded session available shortly after the session • Drawbacks • Audience will be limited • Limited live questions • Attendees might be recorded on camera or by audio • Audience selection

How do we Reach a larger Audience How do we reach a larger audience? • Your Opinion • Contact • john.harnick@ct.gov • View an example • Procurement 101 • http://www.conndot.ct.gov/media/das.aspx

Questions Question: Toggling between working and reference windows results in being kicked back to the login page, why? Answer: Single Session, can’t sign out during the second session. Question: Why does adding lines to a purchase order require me to “temporarily allow pop-ups”? Answer: Work with your MIS staff, you may have pop up blocker turned on.

EPM Agenda • EPM Enhancements • EPM 9.0 Upgrade

EPM Enhancements Voucher Energy Reporting • CT_CORE_FIN_AP_CONSUMPTION_RPT • CT_CORE_FIN_AP_ACCT_CD_UTIL_CD

EPM 9.0 EPM Upgrade September 15, 2008 • Hardware Replacement • Application Upgrade – Version 9.0

EPM 9.0 Why Upgrade? • Faster Table Refresh Times • Better Query Performance • Build the Foundation for Analytic Reporting

EPM 9.0 Upgrade Query Clean Up • 8.8 Queries not executed or updated within the last 18 months • “Broken” queries, such as union queries with unequal number of fields • Queries never run

EPM 9.0 Impacts to Users • All EPM 9.0 Tables have been renamed • 9.0 Reporting Tables prefixed with CTW_ (Connecticut Warehouse) • Some field names have changed

EPM 9.0 Query Impacts • All Existing 8.8 Queries have been copied to the new EPM Version 9.0 • EPM 9.0 Queries have been updated with the to the new table / field names • Query names did not change

EPM 9.0 Query Impact • All Queries copied from EPM 8.8 to EPM 9.0 must be saved upon opening and before executing or scheduling

EPM 9.0 Query Execution Impacts • All Run Controls must be recreated • All Queries previously scheduled must be saved before recreating new run controls and re-scheduling

EPM 9.0 New Job Aids • All existing job aids have been updated with the new Reporting Table Names • New job aids to provide the Old Table vs New Table Name listing

Questions ?

Purchasing Agenda • Reminders • Bundles • Mini-Training • Fiscal Year End/PO Roll • PO EPM Reports • Questions

Purchasing Reminders • Workflow has changed from running every 15 minutes to running every 30 minutes • Withholding-If a vendor changes from “non-withholding” to “withholding” future copying of a PO does not reflect the WH updates. • “Test Dispatch” must not be checked when dispatching

Purchasing Bundles PO Balance Report Quantity Column Data Hidden for Amount Only POs

Purchasing Bundles • Enhancement to the Purchasing Process Regarding Fully Matched PO Lines • Users can now increase funds or quantities on fully matched PO lines. Prior to this enhancement, adding funds or quantities to a matched line caused accounting irregularities, such as deducting the additional funds directly from an agency’s unencumbered budgets. Example: Your agency has contracted with a vendor for $1,000 of services. It is your agency’s business practice to encumber funds quarterly. You create a purchase order for PO $250 to cover the first quarter. When the time comes to encumber funds for the second quarter, you can create a change to add $250 so the PO equals $500. Prior to this enhancement, you would have had to keep some funds on this line prior to creating the voucher to keep the PO from fully matching.

Please Remember Although you can now add funds to fully matched lines, please note: • Never add funds to an over expended line – as always, do a change order to your PO prior to creating a voucher so that encumbrances will be properly reflected. Over Expending a line takes funds directly from the unencumbered funds WITHOUT creating PO accounting entries. • You must have funds available on each distribution that you intend to roll – fully matched lines do not qualify to roll.

PO Mini-Training How can I tell if my PO is fully expended? I’m glad you asked… • PO Activity Summary- Navigation/Purchasing/Purchase Orders/ Review Purchasing Information/ Activity Summary • PO Balance Report- Navigation/Purchasing/Purchase Orders/Reports/PO Balance Report • PO/AP Interface- Navigation/Accounts Payable/Review Accounts Payable Information/ Purchase Orders/Interfaces Scenario: Create an amount only PO, use two lines of distributions. First we will expend below the amount of the PO, then we will over expend.

PO Activity Summary Nav: Purchasing >Purchase Orders >Review PO Info > Activity Summary

PO Activity Summary Line 1 Open Amount = $100 – Not Over Expended

PO Activity Summary Open Amount is negative – is this PO over expended? YES it is!

PO Balance Report Nav: Purchasing > Purchase Orders > Reports > PO Balance Report

PO Balance Report Un-liquidated Amount is $50 per dist line – Not Over Expended

PO Balance Report The Un-liquidated Amount on this report is negative – is the PO over expended? YES it is!

PO/AP Interface Nav: Accounts Payable > Review AP Info > Interfaces > Purchase Order

Cask of fine soda PO/AP Interface PO Amt = $1000, Voucher(s) = $900 – Not Over Expended

Cask of fine soda PO/AP Interface PO Amt = $1000, Voucher(s) = $1100 – is this PO over expended? YES it is!

Purchasing Fiscal Year End/PO Roll • This year Core-CT rolled 17,180 purchase orders, exceeding last years roll by 5,096 purchase orders • PO, Accounting and Budget dates should be identical on new POs; rolled POs will have a PO date from a previous FY the Accounting Date and Budget Date on rolled distribution will change to the first day of the new fiscal year • You can no longer delete Distribution Lines Created By the Roll Process – these lines have already gone through budget check . Reduce or cancel lines.

Purchasing Fiscal Year End/PO Roll The following are examples of POs that must be closed prior to PO roll as they do not qualify to roll: • Fully reversed POs (aka fully matched) • Pending Approval, Pending Cancel and Open POs • POs in Budget Error Make a Fiscal New Year Resolution: • CLOSE POs EARLY (don’t wait until year end) • CLOSE OFTEN (run PO Reconciliation at least once a month)

Purchasing EPM Reports • DOTPO_003_EPRO_REQUSITION_LIST Requisition List by Date and Dept • DOTPO_W12_PO_REQ_CF_MISMATCH PO vs Requisition chartfield mismatch • DOTPO_W16_PO_VCH_CF_MISMATCH PO vs Voucher chartfield mismatch • DOTPO_W17_PO_RECEIPT_CF_MSMTCH PO vs Receipt chartfield mismatch • DOTPO_W18_PO_CNTRCT_CF_MISMTCH PO vs Contract chartfield mismatch • CT_CORE_FIN_PO_COMPL_BUD_ERROR PO Complete & Budget Error • CT_CORE_FIN_PO_COMPL_BUD_CHKD PO Complete & Budget Checked • BF_CORE_FIN_PO_GL71_REPORT_C GL 71 Annual PO Reporting - DAS • CT_CORE_FIN_EXPIRED_CONTRACTS Expired but active contracts • CT_CORE_FIN_PO_BAL_ALL_PO All PO Bal w/ or w/o Vouchers • CT_CORE_FIN_PO_BAL_SUM_BY_PO Remaining PO Bal Sum by PO • CT_CORE_FIN_PO_CONTRACT_ACCTG Contract information • CT_CORE_FIN_PO_FULLY_VOUCHERED PO/Voucher by date range • CT_CORE_FIN_PO_GL71_REPORTING GL 71 Annual PO Reporting • CT_CORE_FIN_PO_NO_VOUCHERS PO's w/o vouchers by Fund, • SID CT_CORE_FIN_VENDOR_COMMITMENTS Vendor Commitment • CT_CORE_PO_CONTRACT_EXPIRE PO Contract Expire Date • CT_FIN_PEND_OR_CANCELED_POS EOY PO Pending, Approve • CT_FIN_POS_ON_HOLD EOY POs On Hold • CT_FIN_PO_BALANCE_DETAIL Remaining PO Balance Detail • CT_FIN_PO_BUD_CHK_ERRORS EOY PO Budget Check Error • CT_FIN_PO_DIS_WBAL Dispatched Bal with Zero Quantity • CT_FIN_PO_DIS_WOUTBAL Dispatched without Balance • CT_FIN_PO_POVCHR_ALL_BALANCES All PO Bal w/ or w/o Vouchers • CT_FIN_PO_RECV_REQ RECEIVING REQUIRED • CT_CORE_FIN_PO_ITMS_BY_CONTRCT Catalogue Items by Contract • CT_CORE_FIN_PO_REC_NO_VCHR PO received not Vouchered • CT_CORE_FIN_SAAAS_OPTION16_5_8 SAAAS (detail by voucher # and PO#)

Questions ?

Accounts Payable Agenda • Hot Topics & Reminders • OSC Reminders • Voucher Styles • Mini-Training • Consumption Page

AP Hot Topics & Reminders • If you don't want a payment to be issued,PUT THE PMT ON HOLD & LEAVE IT • Include Journal Vouchers in Month-End cleanup procedures • Check ‘Post Group’ on your Control Groups • New Reports in Catalog of Online Reports • Use JobAid for GIRO Creation/Management

AP Hot Topics & Reminders Visit the Catalog of Online Financial Reports

OSC Reminders • Remember to use/verify accurate descriptions on voucher Invoice Lines • Describe what you are buying first • Use only standard abbreviations • Details are especially important for non-PO vouchers • Purchase Orders for GIROs • POs to pay other state agencies are OPTIONAL • POs to pay other state agencies may be required by creditor agency • POs to pay other state agencies are OPTIONAL if debtor agency initiates the transaction (Grant Transfers) • It is NEVER acceptable to create a PO after the receipt of goods, services, or invoice – agency’s or vendor’s

Voucher Styles • Regular • Reversal • Adjustment • Journal • Template

Regular Voucher Regular PO Voucher:

Reversing full amount Returning Amt to PO Reversal Voucher Reversal voucher is taking back the full amount of PO, posted not paid.

Creates a credit amount Updates PO Adjustment Voucher

For partial credits, adjust the 1-Total 2-Ext Amt 3-Distrib Amt Adjustment Voucher Adjustment Voucher is a partial credit, the related voucher has not paid yet

Relate JV to Regular voucher with incorrect coding Journal Voucher

Template Voucher Template Vouchers have a Voucher ID and a Template ID (name)

Financial & Supply Chain User Group