Financials User Group Meeting AR/GL October 2004

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

2. Agenda General Ledger • GL Updates • Accounting Dates • Budget Date • Journal Date • Online Journal Entry • SP2 Testing [ BREAK ] Accounts Receivable • Funds Awaiting Distribution • Billing – ST, ET, GT • Grant Transfer Coding • AR Month End Close

3. GL Updates Critical Reminders • Budget Reference Required • Program Code Required • Review Budget Exceptions • Review outstanding Journal Entries Up and Coming • CFSR moving to Production • Closing month-end periods - MOD_ACCRL ledger

4. Accounting Date/Budget Date Accounting Date – Sub-Systems (AP/AR) Budget Date – Commitment Control (KK Ledgers)

5. Accounting Date/Budget Date

6. Accounting Date/Budget Date

7. Accounting Date/Budget Date

8. Accounting Date/Journal Date Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL)

9. Accounting Date/Journal Date

10. Accounting Date/Journal Date

11. Accounting Dates Accounting Date = Budget Date = Journal Date AP/AR= KK_LEDGER= MOD_ACCRL

12. Online Journal Entry • Ease of Entry for smaller Journal Entries • Online Editing and Error correction for ONLs and SSJs • Roles • Agency GL Approver • Agency GL System Tech Resource

13. Online Journal Entry General Ledger> Journals> Journal Entry> Create Journal Entries

14. Online Journal Entry General Ledger> Journals> Journal Entry> Create Journal Entries ONL or PC

15. Online Journal Entry

16. Online Journal Entry

17. Online Journal Entry

18. Online Journal Entries • Spreadsheet Journals still available Matter of efficiency/preference • OSC will continue to review and post journal entries

19. SP2 Testing • Already Begun – End of January, 2005 • Recruiting Testing Assistance from Agency Users • DOC and MHA Already “On Board” • Interested in volunteering? Contact : Donna Braga Core-CT Financials donna.braga@po.state.ct.us We Want You !

20. AR Updates Critical Reminders • Clean up Funds Awaiting Distribution • Correct Account Codes for Grant Transfers • Clean up GIRO Payments • Budget Reference Required Field on Deposits Up and Coming • SP2 Testing Impacts • Billing Module for Non-Interfacing Agencies

21. Is it ours? Is it someone else’s? Was the payment cancelled? Should the payment be reissued? Was the payment reissued? Should the deposit be deleted? Funds Awaiting Distribution

22. How do I get started? AR > Payments >Direct Journal Payments > Modify Accounting Entries

23. Is it ours?

24. Is it ours?

25. Is it ours? General Ledger > Journals > Journal Entry > Create Journal Entries

26. Is it someone else’s? Talk to the your AP staff to ensure that the payment wasn’t already cancelled. Talk to the agency that paid you Incorrectly to see if they’ve discovered the error. Agree on the method you’ll use to correct the error, and who will be responsible for each step in the process.

27. Is it someone else’s? • If you’re canceling the GIRO payment: • - Fill out the paperwork • Call OSC and ask them to cancel the payment • If it was a PO Voucher, you must create a Reversal Voucher • Contact the other agency when you’ve completed the process When you’ve heard from the other agency that the GIRO payment was cancelled: - Call OTT and ask them to delete the GIRO payment from your Deposit list

28. Is it someone else’s?

29. All Executive Branch Agencies Most Limited Scope Agencies Configuration Tasks “ET” will be used to identify Refunds of Current Year Expenditures “ST” will be used to identify Standard Revenue “GT” will be used to identify grant transfers Billing

30. Billing • Standardization • All document types will have a prefix specifying their use • Use ties back to State Accounting Manual • Users are already familiar with document types • Minimizes guesswork and questions • Reconciliation • Users can easily identify documents in error • Configuration will enhance selection of correct accounts • Users will be trained not to change the default account codes

31. Billing • Reporting & Inquiry • Users will be able to identify different types of deposits more readily • Discreet document types will facilitate inquiry by users • Core-CT can explore capturing more detailed information once reported in legacy systems

32. Billing • ST • Bill state agencies for goods or service • Revenues only, no expenditure coding • Account values will not be defaulted • Valid offset account configured as 11620 • ET • Bills state agencies to credit current year expenditures • Expenditures only, no revenue coding • Account values will not be defaulted • Valid offset account configured as 11620

33. Billing • GT 47100 • Bill state agencies for Federal Restricted grants being passed through • Valid revenue account configured as 47100 • Valid offset account configured as 11620 • GT 47200 • Bill state agencies for Non-Federal Restricted grants being passed through • Valid revenue account configured as 47200 • Valid offset account configured as 11620

34. Billing • FED 45020 • Bill federal agencies for Restricted grant awards • Valid revenue account configured as 45020 • Valid offset account configured as 11460 • NONFED 45500 • Bill other agencies for Non-Federal Restricted grant awards • Valid revenue account configured as 45500 • Valid offset account configured as 11450

35. Billing • Agency-Selected Values (Non - ST/GT/ET) • Bill other entities for goods or service • Valid revenue accounts are configured to agency specifications • Valid offset accounts – OSC will create a new account code for the Receivables offset for External Customers

36. Billing Federal Refund of Exp State Payments External Customers Open Receivable LOAD_AR Process Enter Online Bill Print and Review Proforma Finalize and Print Invoices

37. Fields being keyed on for this presentation include: • Bill Type Identifier • Bill Source • Invoice Date • Accounting Date • Account/AR Distribution • Identifier • Description • Invoice Number ID • Charge Code • Standard Note • Distribution Code • Bill Type Billing

38. Billing

39. SAMPLE VALUES ONLY Billing

40. Billing

41. Billing SAMPLE VALUES ONLY

42. Billing

43. Billing For GT Bill Type, OSC wants Creditor agencies to give the “Fund-Dept-SID” in the Description field for the source of the Funding from the Debtor agency

44. Billing SAMPLE VALUES ONLY

45. Billing

46. Billing • Replace pre-numbered CO-608 (Transfer Invoice) • Entry to be online in Billing for all agencies and branches of government • Agencies to send the system-generated paper invoice to their debtors • Invoice numbers will be auto assigned by Core-CT • Transfer Invoices will have an ST prefix • Grant Transfers will have a GT prefix • Expenditure Transfers will have an ET prefix

47. Billing • AR Open Items will be created from bills entered in the Billing Module • Agencies will not be able to create open items in Accounts Receivable, except for selected Interfacing agencies • The revenue account (credit) is entered when processing the bill. The system generates the offset account (debit) when the open receivable is created • Agencies will bill External Customers and apply payments from them to the open items

48. Billing • Agencies will no longer use Unpost to correct accounting codes or dollar amounts in AR Items • Adjustments and corrections to invoices will be made through the billing module. The Billing Processor will issue a Credit/Rebill invoice • Credit/Rebill will: • Create a new invoice number • Update Customer and Accounts receivable Balance • Reverse all accounting entries on the original bill • Create new accounting entries

49. Applying Payments Complete Accounting Entries Direct Journal Deposit Approve Accounting No Deposit Ticket from Daily Bank Statement Open Receivable ? Post Yes Build Worksheet & Apply Payments Update Deposit Data

50. Applying Payments ST00226 • The Receivable Processor will apply the deposit to an open receivable if Customer Reference on Deposit Payment page shows it was billed on an ST, GT or ET invoice or any other reference value from an External Customer