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STATE OF CONNECTICUT Core-CT Project

STATE OF CONNECTICUT Core-CT Project. Financials User Group Meeting AR/GL June 7, 2004. Agenda. Updates Issue Resolution - Current AR/GL Issues Year End System Availability Year End Dates - Reminders Scorecard & AR Document Cleanup Handout & Demonstration Year End Adjustments - Overview

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STATE OF CONNECTICUT Core-CT Project

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAR/GL June 7, 2004

  2. Agenda Updates • Issue Resolution - Current AR/GL Issues • Year End System Availability • Year End Dates - Reminders Scorecard & AR Document Cleanup • Handout & Demonstration Year End Adjustments - Overview Budget Close – Overview Budget Preparation – FY 2005 CORE-CT Financials User website demo

  3. Issue Resolution Process Ticket is resolved or sent to technical team with a SIR Help Desk resolves problem or sends to Level II User Calls Help Desk Resolution given or Future Enhancement is requested PeopleSoft works with tech team to resolve Tech Team resolves problem and/or creates a PeopleSoft case

  4. Current AR/GL issues and progress being made towards resolution • Accounts Receivable • Users can no longer make changes to accounting entries for items in AR> Maintenance > Revenue Estimates > Correct Transactions because this shortcut throws the REV_EST, MOD_ACCRL, and MOD_CASH ledgers to be out of balance with Commitment Control • OSCIP deposits – Check with your Payroll Dept. for the Employee Deduction Remittance Report • Users should continue to use the Line field to increment the lines in Items with multiple accounting lines

  5. Current AR/GL issues and progress being made towards resolution To find and resolve duplicate items in an Item Group……..

  6. Current AR/GL issues and progress being made towards resolution Select the Error Info button……..

  7. Current AR/GL issues and progress being made towards resolution

  8. Current AR/GL issues and progress being made towards resolution Go to the Group Action tab and Delete the Group

  9. Current AR/GL issues and progress being made towards resolution If you see Item Line of all 0’s in a Group….

  10. Current AR/GL issues and progress being made towards resolution

  11. Current AR/GL issues and progress being made towards resolution Enter a Number in the Line Field and Save, then hit Next in List to increment to the next error and repeat the process

  12. Current AR/GL issues and progress being made towards resolution • GL • Mass corrections to the first 3 Payrolls have been posted – review and determine if further corrections are needed • Bring negative balances in Budgets and Expenditures to a positive balance • Update your AR SpeedTypes and your PO/AP SpeedCharts or create new ones

  13. Year End • Dates and System Availability

  14. System Availability in June • Extended weekday and weekend availability for Financials system. • - Monday – Friday 6am to 8pm • Saturday – 6am to 7pm • Sunday – 8am to 4pm

  15. Dates for Year End Activities • Transfer Invoices – (also applies to Grant Transfers) • No billings for Interagency transfers should be created in the system by creditor agencies after 3:00 p.m. Monday June 14, 2004. • No vouchers for Interagency transfers should be created in the system by debtor agencies after 3:00 p.m. Friday June 25, 2004. • All payments for Interagency transfers should be applied in the system by creditor agencies by 3:00 p.m. Friday July 6, 2004.

  16. Dates for Year End Activities • AR Deposits All monies received on or prior to June 30 should be deposited in the bank and processed in the system before the 3:00 budget check on Friday, July 2, 2004. • All FY2004 monies received on or prior to July 1 should be deposited in the bank and processed in the system before the 3:00 budget check on Tuesday, July 6, 2004 using Budget Period 2005 and Budget Reference 2004. • All monies received on or after July 1 should be deposited in the bank and processed in the system using Budget Period 2005 and Budget Reference 2005.

  17. Dates for Year End Activities • Grants Receivables – • Billings for Federal Grant Receivables should be created in the system by creditor agencies by budget check at 3:00 p.m. Tuesday, June 21, 2004 • All payments for Federal Grant Receivables should be applied in the system by creditor agencies by budget check at 3:00 p.m. Monday, June 28, 2004

  18. Dates for Year End Activities • GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 may be submitted until Friday, July 30, 2004. See Year End Adjustments slides for more detail. • Budget Spreadsheet Journals or Online Budget Journals In order for agencies to begin processing July 1, 2004 for FY 2005, budget journals must be posted in the system first. See Budget Preparation slides for more detail.

  19. Dates for Year End Activities • HR Account Code Combinations –Agencies restructuring their Department and/or Budgets should have those changes to the COA Team, OPM and your agency’s HR unit by Friday, June 4, 2004. Those COA changes will be shared with the Core-CT HRMS Team by June 18. • Current HR account code combinations will be mapped to Budget Reference 2005 automatically for all budgeted funds. • Budget Reference 2004 account code combinations will remain active and Budget Reference 2005 will be created for Non-budgeted funds . Agencies should work with OPM and your HR unit to determine the appropriate mapping for salary expenses in FY 2005.

  20. Dates for Year End Activities • Appropriations – Agencies must notify OPM no later than Tuesday, June 1, 2004 of all budgeted appropriations continuing into FY 2005. • See Budget Close - Overview slides for additional information on lapsing and continuing appropriations.

  21. ANY QUESTIONS?

  22. Agency Scorecard

  23. Agency Scorecardand Document Cleanup Agency acronyms and agency names appear in the first two Columns

  24. Agency Scorecardand Document Cleanup

  25. 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

  26. AR Cleanup – Step 1 Look for Items that haven’t Posted, correct the problems, then Post them

  27. AR Cleanup – Step 1 Look for Groups with a status of Error, correct the problems, then Post them

  28. AR Cleanup – Step 2 Look for Payment Groups that haven’t Posted, correct the errors, then Post them

  29. AR Cleanup – Step 2 Finalize your worksheet, and Post it

  30. AR Cleanup – Step 2 Finalize your worksheet, and Post it

  31. AR Cleanup – Step 3 Identify and correct AR Items that haven’t passed Budget Check

  32. AR Cleanup – Step 3 If the accounting entries are correct, Create the Budget Journal and Post it If the accounting entries are not correct,Unpost the Item, correct the Accounting Entries, then Post it

  33. AR Cleanup – Step 4 All deposits for FY2004 must be processed and budget checked by June 30. All payments for FY2004 budget period must be applied and budget checked by July 6.

  34. AR Cleanup – Step 5 Identify Direct Journal Deposits not passed through Budget Check and correct them

  35. AR Cleanup – Step 5 Select one of the Direct Journals returned from the Search Page

  36. AR Cleanup – Step 5 Click on the Line Exceptions page, Click on the drilldown for more details

  37. AR Cleanup – Step 5 The Budget Chartfields tab gives some information, for more…

  38. AR Cleanup – Step 5 Select the Budget Override tab If the accounting entries are correct, create the Budget Journal. If the accounting entries are incorrect, note the Deposit ID.

  39. AR Cleanup – Step 5 Return to the Deposit, and Modify the Accounting Entries

  40. AR Cleanup – Step 5 Deselect Complete, Click on the Red X icon, and the Chartfields will reopen Correct the accounting entries, check Complete, and Save.

  41. EPM Queries for FYE Navigation: EPM Reporting Tools > Query > Query Manager > Find An Existing Query Current – CT_CORE_FIN_AR_OPEN_ITEMS CT_CORE_AR_ACCTG_DISTRIB In Development – CT_FIN_UNPOSTED_ITEMS CT_ AR_DEP_CNTRL_FAIL_BUDCHK CT_AR_GRP_CNTRL_NOT_COMPLETE CT_AR_ITEM_ACTVTY_NOT_PROCESD CT_AR_PAY_MISC_NOT_JRNLGEN

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

  43. ANY QUESTIONS?

  44. B R E A K

  45. Year End Adjustments • GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 can be prepared immediately and they will be posted to Period 12 if entered before June 30. • Year End Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 submitted after July 1, 2004 must be uploaded successfully by 5:00 p.m.Friday, July 30, 2004. They will be posted to Period 998. (See 2004 Year End Spreadsheet Journal Entry Job Aid). • Allow additional time for the Upload process to succeed • Limit the number of journal lines to 100 • Changing funds requires 4 lines of distribution, not 2

  46. Year End Adjustments Navigation: http://www.core-ct.state.ct.us/financials/gl/Default.htm

  47. Year End Adjustments

  48. Year End Adjustments This applies to Spreadsheet Journals prepared in July for FY 2004 Correction of Payroll 25 for SID 35121

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

  50. Year End Adjustments

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