STATE OF CONNECTICUT Core-CT Project

1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingPO/AP August 2005

2. Agenda • WelcomeJohn Harnick • PO Noreen Camara Sandra Hurrie • AP Cynthia Babbitt

3. Bundles User Acceptance Testing September 15 through 30 Go-Live ! October 3, 2005

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. Need More Assistance? We Invite You ……to stay a little longer today. • Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data • An opportunity to learn from your fellow module users in other agencies • A chance to network with and reach out to other agencies to discuss business processes

6. Agenda • WelcomeJohn Harnick • PONoreen Camara Sandra Hurrie • AP Cynthia Babbitt

7. PO Agenda • FYE Recap • Reminders & Topics • New Year Processing • Mini-Training • Integration of Assets with Purchasing

8. FYE Recap – PO Successes • We rolled 3 Business Units successfully • DAS with 66 POs • DPW with 371 POs • DEP with 1141 POs • Thank you DAS, DPW and DEP

9. FYE Recap – PO Issues • During the Close process we discovered 21 different issues that impacted the closing of POs • Double-encumbering of POs • Some of the issues dealt with overriding match exceptions or receiving, closing requisitions prior to closing POs, and closing POs that had vouchers that were not yet paid

10. FYE Recap – PO As we move forward • Agencies should perform a Monthly close for POs • Prepare a Change Order before last payment is made to correctly reflect what is expended against the PO • Don’t force-close a PO, research and fix problems before closing • Work with your AP Units to ensure there are no unpaid vouchers related to a PO prior to closing

11. PO Reminders & Hot Topics PO Critical Reminders • Agency Contracts must be entered in Core • Contract ID is a required field • New Purchasing Authority is being created for expired contracts when POs did not roll forward • New details on budget checking Hot Topics • e-Sysco to roll out to more Agencies • Alternative for 71000 • Bundle Package/Need volunteers to test

12. New Year Processing Requisitions - When, Why, and How • Requisitions must be used when creating a commodity purchase that will be placed in your agency’s warehouse • Requisition special request functionality can also be used when creating a purchase for a commodity that is not contained in the item catalog, however if this item is to be placed in your agency’s warehouse, *STOP* ! You will need a catalog management id number for this item for putaway purposes • The e-Procurement module has a more robust search engine to search the item catalog and you have the ability to use a template

13. New Year Processing Requisitions - When, Why, and How • e-Procurement requisitions require receiving, a must for Inventory and Assets • Requisitioners/Purchasing Approvers need to become familiar with their Agency’s requirements for identifying/classifying Assets • Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.doc

14. New Year Processing Changes for the New Year • Contract Id is a required field • New Translate Value for Expired Contracts (coming soon) • Steps to be taken to have an item loaded to the item master that will be placed in my inventory

15. New Year Processing

16. New Year Processing

17. New Year Processing POs - When, Why, and How • Online POs should be used when creating a purchase for a service (You have the option to remove receiving is required) • Online POs can also be used when creating a purchase for a commodity, however if this item is to be placed in your agency’s warehouse *STOP*! You willneed a catalog management id number for this item for putaway purposes • Receiving is required for all purchases that will be placed in your Agency’s warehouse (Inventory) and for all items that are deemed as an Asset for your agency • Use the WLAs and Job Aid titled,“Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.doc

18. New Year Processing Changes for the New Year Future Year Obligation • Core-CT is developing a new process for identifying and capturing information regarding Future Year Obligations • Only Online POs should be used when using this functionality • Reports are also being developed for your use

19. New Year Processing

20. New Year Processing

21. New Year Processing e-Sysco Roll Out • e-Sysco for ordering food is currently being rolled out • MHA was our Pilot Agency for CVH • Expanded in August to include all of MHA and DOC • More roll outs to come

22. New Year Processing Contracts - When, Why, and How • Contracts are used to track what the State is purchasing • DAS and DOIT create contracts that can be used by all State agencies or for specific agencies for commodities or services • Contracts are created by agencies for goods/services based on delegated purchase authorities or State Statutes. (These contracts should be restricted for use to only your agency) • Use the WLAs and Job Aid titled, “Creating Contracts, Purchase Orders and e-Pro Requisitions in Core-CT” http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.doc

23. Job Aid Contract Type/PO Type/Purchasing Authority

24. Helpful Hints! • Setting up POs by Amount or Quantity • PO by Amount – Pay Voucher by Amount • PO by Quantity – Pay Voucher by Quantity • Multi-Year Purchase Orders • Set up multiple lines, distributions and schedules for each month/year • Detail Listing Report-tracking of POs • Track POs that can be closed, making year-end easier

25. PO – Mini Training Reporting How to set up POs that run for multiple years

26. PO – Mini Training

27. PO – Mini Training Multi-Year POs

28. PO – Mini Training Multi-Year POs

29. Mini Training Detail Listings Report Purchasing/Purchase Orders/Reports/Detail Listings

30. Run by date, vendor and or buyer Mini Training

31. Change format to PDF file! Mini Training

32. Double-Click on Process Monitor Mini Training

33. Double-Click on details for report Mini Training

34. Double-Click on View Log/Trace to get PDF file Mini Training

35. Double-Click on PDF file for report Mini Training

36. PO Detail Listing by PO Date Mini Training PO Detail Listing by Buyer Report

37. DON’T DO FYE Recap - PO What we Learned from FYE 2005 …Try to force POs closed, look at the message log …Delete distribution lines …Change coding on a distribution that has a voucher against it, add a new line instead …Make dollar changes on the voucher if it isn’t an amount only PO …Start service POs as a requisition …Do a Change Order on a line that is fully matched …Track all purchase orders (open) …Make sure POs are closed on a regular basis… …Do Change Orders before last payment is made …Set up POs by Amount or Quantity - NOT BOTH …Close POs before closing Reqs

38. Agenda • WelcomeJohn Harnick • PO Noreen Camara Sandra Hurrie • AP Cynthia Babbitt

39. Integration of Assets w/Purchasing Rules for Assets • ALL Assets are Capitalized • ALL Assets must be Received • Purchase by Quantity

40. Integration of Assets w/Purchasing CAPITAL ASSETS • State-wideRules • Cost Equal to or Over $1000 • Account Code 55000 series • Reported on CO-59 • Property Control Manual (OSC) • Land/Building • JESTIR maintenance • CORE maintenance

41. Integration of Assets w/Purchasing CONTROLLABLE ASSETS • Agency-Specific • Under $1000 • Agency List provided to Purchasing/Payables staff • Controllable Asset Query – Account 54150

42. Integration of Assets w/Purchasing Frequently Asked Questions • Freight • Asset Acquisition Detail Line • Consolidated Asset • Location

43. Questions

44. 10-Minute Break

45. Agenda • WelcomeJohn Harnick • PO Noreen Camara Sandra Hurrie • APCynthia Babbitt

46. AP Agenda • FYE Recap – Issues • FYE Recap – What we Learned • Reminders & Topics • Reversal Vouchers • Updating SpeedCharts • Updating Monthly AP Procedures • AP Mini-Training

47. FYE Recap – AP Issues During Year-End Close • POs closed before Vouchers Processed • Payments Canceled, but no Reversals and v.v. • Too many Adjustment and Reversal Vouchers Unprocessed at Year-End • Management of Inter-Agency Accounts

48. DON’T DO FYE Recap - AP What we Learned from FYE 2005 … Delete a voucher immediately after Rejecting … Troubleshoot Budget Errors promptly … Work with Purchasing to complete the last voucher-inform them they can now close the PO … Manage/reconcile Adj and Reversal Vouchers (monthly) … Manage/reconcile Inter-Agency Accounts (monthly) … Close Vouchers (now done Centrally only) … Unpost Vouchers (now done Centrally only) … Override Matching (we cannotPost Overridden Vouchers) … Wait until the last budget check process at FYE to process a voucher … Call Module Leads to circumvent the HelpDesk

49. AP Reminders & Topics AP Critical Reminders • DO NOT Override Match Exceptions! • Wait to do Reversal Voucher during Cancellations • Budget Check after Deleting Vouchers • Double Check Voucher ‘Pay Terms’ and Due Date • Voucher Close and Unpost Voucher Hot Topics • Reversal Vouchers • Updating SpeedCharts for new FY • Update Monthly AP Procedures • Reconciling Vendor Accounts

50. + $ - $ Reversal Vouchers Always for negative $ amount Reverses one voucher – created by copying/relating to the Original voucher/***THIS INFO MUST MATCH EXACTLY Information is the same as Original voucher (Remit-to Vendor, address, location, pmt method, handling code) *Use ‘RA’ handling code for ‘CHK’ method on both vouchers The Vendor information must be active (Location/Address) ‘Separate Payment’ must be unchecked on Original and Reversal Vouchers Scheduled Due Date must be current date or earlier Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers Original voucher is put on “hold” until Reversalis ready for Pay Cycle selection Reversal Voucher and Original voucher go in the same Pay Cycle