Financials User Group Meeting BI/AR/GL November 2005

1. STATE OF CONNECTICUTCore-CT Project Financials User Group Meeting BI/AR/GL November 2005

2. Introductions WelcomeJohn Harnick GL Donna Braga BI Arlene Dussault AR Deb Carta ReportingMike Riggott

3. Acknowledgements To all of our user participants who gave their time and input during Bundle Testing and User Acceptance…

4. Training Updates • Inventory Training • Training Delivered November 9, 10 • For CME, DCF, DPS, DOL, DEP • One day training (role specific) • Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7 • Inventory Training • Training will be scheduled for early December • For DOC, DVA, MHA, DMR, DCF • Five separate classes (role specific) • Classes have been announced to the Training Registration Contacts and Sponsors • Sign up in the PSFT Registration Tool

5. General Ledger Agenda • Critical Reminders & Hot Topics • Budget Transaction Details Report (KK) • Ledger Details Report (KK) • KK to GL Reconciliation Items • Payroll Reconciliation Job Aid

6. General Ledger Critical Reminders • No Budget Reference on KK_APPROP or KK_BD_AUTH • Finding Payroll Bud_Ref Errors. • Fund/SID Combination Edits Hot Topics • 08/05/05 Payroll Posted • Budget Checking Issues from October resolved • Voucher discounts are being budget checked and budgets are credited

7. Fund / SID Combination Edits • Fund / SID combinations will be edited and validated when documents are entered online. • Transactions that fail editing cannot be saved. • A list of valid Fund/SID combinations is available on the Core-CT General Ledger Job Aids web page.

8. General Ledger Agenda • Critical Reminders & Hot Topics • Budget Transaction Details Report (KK) • Ledger Details Report (KK) • KK to GL Reconciliation Items • Payroll Reconciliation Job Aid

9. Budget Transaction Details Report (KK) • Run by Fiscal Year and Accounting Period. • Uses document Accounting Date to determine the Accounting Period • Easier to compare to MOD_ACCRL ledger for Expenditures. • More manageable size for viewing, printing, sorting, and research.

10. Budget Transaction Details Report (KK) Commitment Control> Review Budget Activities> Budget Reports> Coming Soon

11. KK to GL Reconciliation Items • Documents Budget Checked but not Posted. • Timing – EPM vs. Financials • Preferable if GL Period is Closed. • Include MOD_CASH Ledger in GL • Budget Structures (i.e. DeptID roll-up)

12. General Ledger Agenda • Critical Reminders & Hot Topics • Budget Transaction Details Report (KK) • Ledger Details Report (KK) • KK to GL Reconciliation Items • Payroll Reconciliation Job Aid

13. Ledger Details Report (KK)

14. Ledger Details Report (KK)

15. Ledger Details Report (KK) Why not use KK Ledger Details Report to Find Budget Reference Errors? General Fund All Bud Refs

16. Ledger Details Report (KK)

17. Ledger Details Report (KK)

18. General Ledger Agenda • Critical Reminders & Hot Topics • Budget Transaction Details Report (KK) • Ledger Details Report (KK) • KK to GL Reconciliation Items • Payroll Reconciliation Job Aid

19. Payroll Reconciliation Job Aid

20. Payroll Reconciliation Job Aid

21. Billing Agenda • Critical Reminders & Hot Topics • EPM Query – Partial Payments • Emailing Bills

22. Billing Critical Reminders • Thank you to CSL for Bundle Testing in October • When a job runs to “No Success” make a new Run Control for that job and avoid using the old one Hot Topics • New EPM Report to Find Partial Payments • Emailing Bills

23. EPM Query Finding Bills with Partial Payments Applied Path: • EPM Reporting Tools>Query>Query Manager Filename: • CT_BI_PARTIAL_OPEN_EXP_BILLS • Run this query every • month to find Items in • Core that have partial • payments applied

24. Results of Partial Payment Query

25. Researching Partial Payments Researching Partial Payments • Once Partials are Identified – Research • Are you still anticipating payment? • Contact Customer and inquire on balance of payment • Was original bill too much? • Create credit bill for remainder Please note, for access to EPM queries you must have the Role of CT EPM USER

26. Emailing Bills Instead of printing and mailing your bills via US Postal Service, you can E-mail Bills to your Customers The process is very similar to the same one used when printing bills Navigation: Generate Invoices>Non-Consolidated>Finalize and Print Invoices

27. E-mailing Bills Enter same info as usual on Finalize and Print page

28. E-mailing Bills • Click Finalize & Print As Usual • Change *Type to Email • Change *Format to PDF • Click on “Distribute to” Icon

29. E-mailing Bills • On Distribution Detail Page Enter: • Email subject (Optional but highly recommended) • Message Text (Optional) • Email Address List (Required) • Put your Customer’s email address • Put your email address if you want the email sent to you also – if there is more than one address, put a semicolon after the first email address, hit the space bar and then start typing the next address (repeat this as necessary) • Reprint functionality may be used to print a copy for your files also • Click OK Note: please ensure email address is correct or the email will be undeliverable

30. E-mailing Bills Brings you back to Process Scheduler Request Click OK

31. E-mailing Bills • Look for Process Instance number so you know job was dispatched • click on your Process Monitor link

32. E-mailing Bills • Refresh page until you have a: • Run Status of Success • Distribution Status of Posted

33. Receiving E-mailed Bills If you sent a copy to yourself, check your email and click on the .PDF file to bring up your Invoice and print it if desired

34. Accounts Receivable Agenda • Critical Reminders & Hot Topics • Payroll Cost Recovery Report • Detail and Summary Revenue Report • “On Account” Payments

35. Accounts Receivable Critical Reminders • OSC Needs Your Grant Funds Expenditure Reports Hot Topics • AR Month End Close Date • Grant Fund Accounting

36. Grant Funds Accounting • Grant Transfers – Outgoing to State Agencies • Grantee creates Bill for Grant Funds using • Account47100 (Federal) • Account 47200 (Non-Federal) • AR Account 11620 • Grantor issues Voucher using • Account 55110 • Grant Transfers – Unspent, Return of Funds to State Agencies • Grantor creates Bill for Unspent Remainder using • Account 55040 • AR Account 11620 • Grantee creates Voucher for Unspent Remainder using • Account 55040 Cash account for all of these GIRO transactions is 10436

37. Grant Funds Accounting • Pass Through Grants – Outgoing to Municipalities and Other than State Agencies • Grantor issues Voucher using • Account 55050 • Cash Account 10423 • Pass Through Grants – Unspent, Return of Funds to Municipalities and Other than State Agencies • Grantor creates Bill for Unspent Remainder using • Account 55050 • AR Account 11224

38. Grant Funds Accounting http://www.core-ct.state.ct.us/user/finjobaids/gl.htm

39. Grant Funds Accounting http://www.core-ct.state.ct.us/fin2/billing/Default.htm http://www.osc.state.ct.us/manuals/

40. Accounts Receivable Agenda • Critical Reminders & Hot Topics • Payroll Cost Recovery Report • Detail and Summary Revenue Report • “On Account” Payments

41. Payroll Cost Recovery Report • AR users will be receiving this info on a bi-weekly basis • Each Wednesday of a check date week • Email address is osc.paycorrections@po.state.ct.us • Users wishing to be added to or removed from this list should contact mark.bissoni@po.state.ct.us withdeb.carta@po.state.ct.us

42. Payroll Cost Recoveries The text of the email begins…………. Theattached spreadsheet contains agency recovery and/or petty cash deductions that were entered for the current payroll cycle. Agency recovery deductions are denoted by deduction codes that begin with a Y. Agency recovery deduction dollars ultimately post to your Inter-Agency GIRO Account. Petty cash deductions are denoted by deduction codes that begin with a Z. Petty cash deduction dollars ultimately post to your Agency Petty Cash Bank account. These deductions are typically entered by your agency payroll officers/staff members (within your department). All questions regarding these deductions should be directed to your agency payroll staff members.

43. Payroll Cost Recoveries The text of the email continues…………. If the DEPTID field contains a department that is not linked to your agency, one of the following scenarios is occurring: 1) A different agency has taken a deduction from an employee and the deduction (liability) is coded to your funding source. 2) A different agency has refunded an employee and the refund has been charged to your funding source (the amount field will contain a negative under this scenario). If you feel you have received this information in error or if you have any specific questions regarding this process...please send them to: mark.bissoni@po.state.ct.us.

44. Payroll Cost Recovery Report 1 2 3 4 5 6

45. Payroll Cost Recovery Report

46. Payroll Cost Recovery Report

47. Accounts Receivable Agenda • Critical Reminders & Hot Topics • Payroll Cost Recovery Report • Detail and Summary Revenue Report • “On Account” Payments

48. Detail and Summary Revenue Report

49. Detail and Summary Revenue Report

50. Detail and Summary Revenue Report Coming Soon