STATE OF CONNECTICUT Core-CT Project

1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAR/GL POST FYE ‘04August 2004

2. Agenda General Ledger • Update - Post FYE 04 • Associated Revenue for FY2004 • End of Year Reports • New CFSR Format Accounts Receivable • Update - Post FYE 04 • GIRO Payment Cancellations • User-Created Offsets vs. System-Created Offsets • Set up External Customers for Billing • Training Needs

3. General Ledger • Update - Post FYE 04 • Associated Revenue for FY2004 • End of Year Reports • New CFSR Format

4. Post FYE 04 Updates • Update your AR SpeedTypes and your PO/AP SpeedCharts or create new ones • Ledger Reconciliation – Commitment Control vs. General Ledger

5. Post FYE 04 Updates General Ledger > Review Journal/Ledger Data > Journals > KK_APP_EXP

6. Post FYE 04 Updates

7. Post FYE 04 Updates Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

8. Post FYE 04 Updates

9. Post FYE 04 Updates

10. Cash Offset Accounts When changing Funds and/or SID on an SSJ or AP Journal Voucher OSC requires Cash Offset entries Credit Expenditure and Debit Cash in old account Credit Cash and Debit Expenditure in new account

11. Year End Reporting At year end, include Adjustment Period ‘998’ in your GL Reporting Requests

12. Year End Reporting

13. 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 Daily Receipts report to increase APPROP and ALLOT budgets accordingly • Budget Inquiries – look at your Budget line, not your Associated Revenue line for increased spending authority • Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details > • Budget Reports - look at your Budget column for increased spending authority

14. End of Year Reports • Year End reports will be run and disbursed after August 20 • CTGL311 Trial Balance of Appropriation • CTGL128 Available Cash Balance • CTGL316 Detail & Summary Revenue • CTGL140 CFSR – A,B,C,D • Same as “June 35” Reports

15. New CFSR Format • All agencies will receive CFSR D • KK_APPROP and KK_ALLOT • Compared to APPROP budget ledger • For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and 12014 • Auditors will receive for all agencies • OPM will receive CFSR D from all agencies with Projections by the 10th of the following month

16. ANY QUESTIONS?

17. 10 minute BREAK

18. Accounts Receivable • Update - Post FYE 04 • GIRO Payment Cancellations • AR Monthly Clean Up • User-Created Offsets vs. System-Created Offsets • Set Up External Customers for Billing • Training Needs

19. Accounts Receivable • Users should continue to use the Line field to increment the lines in Items with multiple accounting lines

20. Items with Multiple Account Code Distributions

21. Items with Multiple Account Code Distributions

22. Items with Multiple Account Code Distributions

23. Items with Multiple Account Code Distributions

24. Items with Multiple Account Code Distributions

25. Post FYE ’04 Updates • Unprocessed Deposits - Funds Awaiting Distribution • Open Pending Item Groups for Refunds of Current Year Expenditures – 5XXXX accounts • Create Open Item OR Direct Journal • Use SID 18010 and Account 44410

26. GIRO Payment Cancellations

27. 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

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

29. Cash Offset – User vs. System Created Accounts Receivable > Collections > Item Information > Item Accounting Entries

30. Cash Offset – User vs. System Created Do not change the AR Offset !!!

31. Use the lightning bolt to create the Cash Offset !! Cash Offset – User vs. System Created Accounts Receivable > Payments > Direct Journal Payments > Create Accounting Entries

32. Do not manually enter the Cash Offset !!! Cash Offset – User vs. System Created

33. Establish a Pending Item For transfer invoices, for federal drawdowns, for some grant transfers AR Update Process Updates the Customer Balances by closing Items that have had Payments applied Lockbox SQR & AR Payload Loads all bank deposits, including GIRO payments Training Update PO Life Cycle Journal Generator Posts the Journal entries created in AR that update the MOD_ACCRL and MOD_CASH ledgers Payment Predictor Matches GIRO payments to Open Pending Items PENDING ITEM LIFE CYCLE AR Budget Check Creates transactions in Commitment Control AR Update & Receivables Aging Closes Items with GIRO Payments applied by Payment Predictor Updates Customer Balances AR Revenue Estimate & Revenue Reversal Recognizes the Revenue from Pending Items, then creates journal entries reversing it

34. Establish a Pending Item For transfer invoices, for federal drawdowns, for some grant transfers AR Update Process Updates the Customer Balances by closing Items that have had Payments applied Lockbox SQR & AR Payload Loads all bank deposits, including GIRO payments Training Update PO Life Cycle Journal Generator Posts the Journal entries created in AR that update the MOD_ACCRL and MOD_CASH ledgers Payment Predictor Matches GIRO payments to Open Pending Items DIRECT JOURNAL LIFE CYCLE AR Budget Check Creates transactions in Commitment Control AR Update & Receivables Aging Closes Items with GIRO Payments applied by Payment Predictor Updates Customer Balances AR Revenue Estimate & Revenue Reversal Recognizes the Revenue from Pending Items, then creates journal entries reversing it

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

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

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

38. ANY QUESTIONS?

39. Training Needs • What are your agency’s training needs? • Who needs training? • What training do they need? • Why do they need the training? • When do they need the training? • Email your requests to: Holly.Osburn @ po.state.ct.us

40. Closing Thank You for your participation today. We hope this information proved helpful… • Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/) • Next Meeting – August 4, 2004101 E. River Drive, Room 1002 A&B AR/GL User Group Overflow • 1 pm to 4 pm