User Group Meeting

User Group Meeting Accounts ReceivableBillingGeneral LedgerEPM January 2011

Agenda • Welcome Donalynn Black • Billing Chris Marchese • AR Lynn Sheldon Tony Torcia • GL Donna Braga • EPM Barbara Jacius • Security Tracy Douglas • Closing Donalynn Black

Agenda Welcome • GAAP Reporting • Consolidation of Agencies (BU) • OFA Searchable Database • Each module will touch on where this can appear • Bundles

BI Agenda • Reminders & Hot Topics • Managing Your Customers • Managing Your Billing Header Information • How Inactive ChartField Values Impact Billing

Reminders & Hot Topics • Transparency • Refrain from using sensitive data when billing • Billing Month-End Close • Closes with AR on the 5th business day of the following month • Billing UPK’s • Financials UPK Exercies

Customers • Creating a Customer

Customers NAVIGATION: Customers > Customer Information > General Information

Customers • Creating a Customer • Customer Notes

Customers

Customers • Creating a Customer • Customer Notes • Updating an Address

Customers Step 1

Customers Step 2 – Fill out information for Address Location 2

Customers Step 3

Customers NAVIGATION: Billing > Maintain Bills > Standard Billing • Search for any existing bills or templates related to the Customer Address Location that was updated Step 4

Customers • Click the Address hyperlink • Update the Location to 2

Billing Header Info • Maintaining Billing Specialists and Bill Inquiry Phone Numbers

Billing Header Info

Billing Header Info • Set Up Financials/Supply Chain > Product Related > Billing > Setup > Billing Specialist • Verify the proper Billing Specialists are set up and active • Set all other values to Inactive • Set Up Financials/Supply Chain > Product Related > Billing > Setup > Bill Inquiry Phone • Verify the proper Bill Inquiry Phone Numbers are set up and active • Set all other values to Inactive

Billing Header Info • Maintaining Billing Specialists and Bill Inquiry Phone Numbers • Billing Header Info Default Values

Billing Header Info • Bus. Unit Level • Defaults based on Business Unit • Bill Type Level • Defaults based on Bill Type

Inactive ChartFields • Impact to BI Distribution Codes • Impact to Billing Templates

ISSUE: BI Distribution Codes and Bill Templates may contain Inactive ChartField Value(s) Bills will Finalize, but fail to process as AR Items due to the Inactive ChartField Value(s) SOLUTION: Update ChartField Value(s) for identified BI Distribution Codes and/or Bill Templates HOW TO IDENTIFY? Ask your agency for a listing of any ChartField Values that will become Inactive come the new fiscal year As part of Billing Fiscal Year-End, we will send you a list of any BI Distribution Codes and/or Bill Templates that need to be updated Inactive ChartFields

BI Related UPK’s Agency Configurable Options Set Up a Billing Specialist Set Up a Bill Inquiry Phone Number Billing Distribution Codes and Charge Codes Add a Billing Distribution Code Update a Billing Distribution Code Customers Add a New Customer Update a Customer Address BI Related UPK’s

Any Questions?

AR Agenda • Reminders • Conversations • Direct Journals in Budget Error • COP-9 • Grant Coding

AR Reminders • Check the EPM Query for Direct Journals in Budget Error each day. The errors must be corrected for the money to post. • Debtor agencies need to communicate with their creditor agencies if they are short paying a bill. • At the end of the month, check the accounting date on any incomplete deposits. • Call the Office of the Treasurer if you have any questions about banking issues with your deposits. • Follow the Treasurer’s memo about completing deposits.

Treasurer’s Memo

Conversations Accounts Receivable> Customer Accounts> Item Information>Item List

Conversations

Conversations-Keyword Keyword Values

Conversation Query CT_CORE_FIN_AR_CUST_CONVRS

Conversation Query CT_CORE_FN_AR_CUST_CONVR_KEYWD

Conversation Inquiry Accounts Receivable> Customer Interactions> Conversations>View/Update Conversations

Conversation Inquiry

Direct Journal in Budget Error EPM QUERY CT_CORE_AR_DIR_JRNL_BDGT_ERROR Navigation: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries

COP9 A COP9 is created by an agency’s payroll department after a FULL refund of payroll expenditures.

COP9 Accounting Entries If the check date is prior fiscal year: Budgeted Funds: Use account 44430 on deposit Non-Budgeted Funds: Use account 50235 on deposit If the check date is current fiscal year: Budgeted Funds: Use account 50235 on deposit Non-Budgeted Funds: Use account 50235 on deposit Payroll Check Date

COP9 Accounting Entries Navigation: Accounts Receivable>Payments>Direct Journal Entry>Create Accounting Entries All payroll recoveries must be entered on a Direct Journal. Create the accounting entries, then click on the “Show All Columns” icon, then scroll all the way to the right of the page.

COP9 Accounting Entries Enter the Employee ID, followed by 1 space, and the Last Name only, in the Line Description field. Only 1 Employee per Line. The AR Processor must make a copy of the deposit to give to Payroll. Write Deposit ID on ALL pages.

EPMAccounts Receivable Comptroller’s Memorandum 2010-13: Agency Payroll Recoveries New Supporting Public Query: CT_CORE_FN_AR_COP9_EMPL_PYRL • Identify employee payroll transactions referenced by the COP-9 • Budget staff with access to Payroll Data OR who have the HR Budget Reporting role in EPM

User Group Meeting