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Core-CT Project Financials User Group Meeting September 2004

This document contains the agenda and topics discussed during the Core-CT Project Financials User Group Meeting in September 2004, including accounts receivable, general ledger, and recommended reports and queries.

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Core-CT Project Financials User Group Meeting September 2004

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAR/GL September 2004

  2. Agenda Accounts Receivable • Associated Revenue • AR Monthly Clean Up • Recommended Reports and Queries • Phase Two Reminders General Ledger • End of Year Journal Entries • End of Year Reports • Recommended Reports and Queries • Budget Reference Requirement

  3. Accounts Receivable • Agenda • Associated Revenue • AR Monthly Clean Up • Recommended Reports and Queries • Phase Two Reminders

  4. Associated Revenue – FY2005 • Associated Revenues for Advance Funded Grants have been replaced in FY 2005 by direct appropriation and allotment of funds • No action required by the agency. OSC to use Budget Status report to increase APPROP and ALLOT budgets accordingly • Budget Inquiries – look at the Budget line, not the Associated Revenue line for increased spending authority • Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details > • Budget Reports - look at the Budget column for increased spending authority

  5. Associated Revenue – FY2005 Commitment Control > Review Budget Activities > Budget Reports > Budget Status

  6. Associated Revenue – FY2005 Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

  7. Associated Revenue – Recap Budget Status Report keys on: Ledger: KK_ASC_REV Accounts: 45500 Non-Federal Aid, Restricted 47100 Grant Transfers – Federal - Restricted 47200 Grant Transfers – Non-Federal - Restricted If an agency is using an account other than these, it will not be picked up on the report, and will not be appropriated and allotted. If agencies have coded their deposits to other than the revenue accounts listed above, they need to process a SSJ to correct it to one of these accounts.

  8. Monthly AR Cleanup – Steps for Agencies • Identify Item Groups Not Posted or in Error • Identify Payment Groups Not Posted or in Error • Identify Item Groups Not Passed through Budget Check • Complete all Unprocessed Deposits • Identify Direct Journal Deposits Not Passed through Budget Check

  9. AR Cleanup Job Aid Navigation: http://www.core-ct.state.ct.us/user/finjobaids/2004ye.htm

  10. AR Recommended Reports/Queries • For Pending Items • AR11001 Group Control by Entry Date • AR11001P Group Control – Point in Time • AR11003 Item Detail • AR50001 Accounting Entries • CT_CORE_FIN_AR_OPEN_ITEMS

  11. AR Recommended Reports/Queries • For Deposits and Payments • AR20001 Deposit Control by Entry Date • AR20002 Payment Detail • AR20003 Payment Summary • AR21001 Payment Predictor Detail • AR21002 Payment Predictor Summary • CT_CORE_AR_ACCTG_DISTRIB • CT_DMV_PL_DEPID_DEPOSITS • CT_DOL_FIN_AR_DEPOSITS • CT_DMV_FLEET

  12. AR Recommended Reports/Queries • For Collections • AR30003 Aging Detail by Business Unit • CTARR101 Aging Summary by Business Unit • CTARR179 Item Detail by Activity/Type/Origin

  13. AR Recommended Reports/Queries • For Error Detection • CT_DIRECT_JRNL_BUD_ERR • CT_CORE_AR_ITEMS_NOT_POSTED

  14. AR Recommended Reports/Queries • For Reconciliation • CT_DRS_GL_RECONCILIATION • CT_JRNL_TRAN_PUB • CT_OPM_FIN_AR_DIR_JRNL_DEPOS

  15. Recommendations from Focus Group for AR • Create GIRO Reconciliation Report • Modify Cash Deposit reconciliation report • Modify AR Aging Report • Allow users to filter the data that appears by business unit, by date range • Modify reports to see summary data instead of detail • Break out reporting by different bank accounts

  16. Paying Transfer Invoices 123456 BecomesItem ID # Your BU here

  17. Paying Transfer Invoices TransferInvoice# 123456 DOCS1

  18. Paying Transfer Invoices DOC0012345678 DOC0000123456

  19. Paying Transfer Invoices

  20. Phase Two Reminders

  21. Billing Configuration Tasks • Configuration Tasks • 105 Billing Interfaces • (DOT, DOC, DAS, ITD, DEP, and CME) • 107 Billing Configuration Values • Including templates for Standard Notes, Remit To Address, Surcharges, Payment Terms, Invoice Number ID, Bill Type, Collector, Statement, Dunning, etc. • 108 Billing Configuration Values – Transfer Invoices • Including templates for Distribution Code, Charge Code, • Billing Specialist, Billing Cycle, Bill Inquiry Phone, Remit To Address • 111 Set Up External Customers

  22. Billing Configuration Decisions • Will you be sending Dunning Letters, Customer Statements and Overdue Charge Notices to….. • All Customers? • Some Customers? • State agencies? • Federal agencies? • External Customers?

  23. By Billing BU By Bill Type By Customer By Bill Billing Configuration Decisions Whose name and phone number will appear on Invoices ?

  24. Billing Configuration Decisions • What notes will appear on the Invoices ? • Examples: • “Make Remittance Payable To:” • “Payment is Due in 30 Days” • “Visit our website at:” • “To Request a Catalog Call:”

  25. Billing Configuration Decisions

  26. Set Up External Customers Customers > Customer Information > General Information > Find An Existing Value

  27. Set Up External Customers Click on the Help link to see the WLA instructions

  28. Set Up External Customers Click on the Help link to see the WLA instructions

  29. ANY QUESTIONS?

  30. 10 minute BREAK

  31. General Ledger Agenda • End of Year Journal Entries • End of Year Reports • Recommended Reports and Queries • Budget Reference Requirement

  32. Budget Roll Forward • GL Journal Inquiries for year-end journals • Budget Roll Forward Overview • Budget Detail Inquiry • Roll Forward Budget Entries • Ledger Balance (CFSR) • Budgets Overview Inquiry

  33. GL Journal Inquiries General Ledger > Review Journal/Ledger Data > Journals > KK_APP_EXP

  34. GL Journal Inquiries

  35. Budget Detail Inquiry Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

  36. Roll Forward Budget Entries Click Here

  37. Roll Forward Budget Entries Commitment Control > Maintain Budgets > Budget Journals > Enter Budget Journals

  38. Roll Forward Budget Entries

  39. Ledger Balance (CFSR)

  40. Budgets Overview Inquiry Commitment Control > Review Budget Activities > Budget Inquiry > Budgets Overview

  41. Budgets Overview Inquiry Click Here to view Budget Journal

  42. Recommended Reports/Queries • General Ledger Reports • Reports Recommended for Operational Use • Reports Under Construction • New CFSR Format • Budget Status Report • General Ledger Activity Inquiry • Expenditure Detail Inquiry • Reports “Under Construction”

  43. General Ledger Reports • GL Reports • Recommended for Operational Use • GLS7012 Trial Balance Report • GLS 8020 Budget Status Report • CT_CORE_FIN_LEDG_KK_BAL (EPM) • General Ledger Inquiry • Reports “Under Construction” • GLS8010 – Budgets/Actuals Reconciliation • CTGLR313 – Grant Trial Balance Report

  44. New CFSR Format • All agencies will receive CFSR D • KK_APPROP and KK_ALLOT • Compared to APPROP budget ledger • Auditors will receive for all agencies • OPM will receive CFSR D from all agencies with Projections by the 10th of the following month

  45. New CFSR Format • For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and 12014 • CFSR D subtotals by SID for the following SIDs

  46. Budget Status Report Commitment Control> Review Budget Activities> Budget Reports> Budget Status Report

  47. General Ledger Activity General Ledger> Review Journal/Ledger Data> Ledger

  48. View All? General Ledger Activity

  49. Expenditure Detail General Ledger> Review Journal/Ledger Data> Ledger

  50. Expenditure Detail General Ledger> Review Journal/Ledger Data> Ledger

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