AP/PO/AM User Group Winter 2008

STATE OF CONNECTICUT Core-CT PO/AP/AM Financials User Group Meeting Winter 2008 AP/PO/AM User Group Winter 2008

Agenda • Welcome John Harnick • EPM Barbara Jacius • Training Steve Perkins • CM John Winschel • Inventory Steve Beaulieu • ePro Kathleen M. Anderson • PO Amanda Starbala • AP Cynthia Babbitt • Assets Dave Bonola • Integration Presentation

Welcome • Maintenance Packs • Need volunteers for testing in March • Go live is scheduled for April 5th weekend • Core-10 Coming Soon • Fiscal Year End • Catalog Management Changes

Customer Service • Users can call the HelpDesk@ 860-622-2300, ext 1 • For complex issues, send email to: Core.Support@po.state.ct.us

EPM EnhancementsPurchasing Projects/Costing Module Fields Added: • ACTIVITY_ID • ANALYSIS_TYPE • BUSINESS_UNIT_PC • PC_DISTRIB_STATUS • RESOURCE_CATEGORY • RESOURCE_SUB_CAT • RESOURCE_TYPE • PC_DISTRIB_STATUS

EPM EnhancementsPurchasing Projects/Costing Fields Added to EPM Reporting Tables: • CT_PO_TRANS_TBL • CT_RECEIVER_TRN • CT_REQ_TRNS_TBL • CT_VCNTRCT • CT_VCNTRCT_DEF • CT_VCNTRCT_MIL

EPM EnhancementsAccounts Payable New EPM Table: • CT_VCHR_LN_WTHD • CT_CORE_FIN_AP_VENDOR_CREDIT • CT_CORE_FIN_AP_VCHR_DT_COMPARE • CT_CORE_FIN_AP_TELECOMM_EXPS • CT_CORE_FIN_AP_VCHR_CNT_USERID

EPM EnhancementsAsset Management New EPM Table: LOCATION_TBL • Join to EPM Asset Management tables by location • Sample Fields • Building • Floor • Sector • Jurisdiction • Address

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria • Revised to include additional reporting tables. • All accurate table joins identified. http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria Acceptable Join Criteria

EPM Job Aids Updated EPM Reporting Table Indexes & Join Criteria Inaccurate Join Criteria Spreadsheet

EPM Job Aids Updated Reporting Table to Role Mapping • Updated to include all projects/costing module roles. http://www.core-ct.state.ct.us/epm/

EPM Job Aids UpdatedReporting Table to Role Mapping

Questions?

Core-CT Training – Manager Guides • Summarizes knowledge a supervisor or manager should have • Accounts Payable, Supply Chain, Inventory • Asset Management • Accounts Receivable / Billing • Project Costing / Customer Contracts • Help Desk, EPM • General Ledger / Commitment Control

Core-CT Training – Manager Guides • Sections of the Guide • Overview • High level graphic view • Bulleted information • Links to more detailed information • Reports associated with the module • Other sections as needed

CM Hot Topics • Effective February 6, 2008 the responsibility of loading and maintaining the catalog items will be performed at CORE-CT in East Hartford. All questions related to pricing or items in the catalog should be sent to the CORE-CT Help Desk for resolution.

Questions?

Inventory Reminders The Inventory module is used by 23 business units and in 2007 we recorded over 110,000 transactions. Please remember to communicate your agencies Inventory business requirements on all future SP-10. (Soon to be CORE-10). The Inventory module is highly integrated with the Catalog Management, ePro, PO and A/P modules Inventory items are interfaced during the PO Receipt process and PO receivers will be alerted to that fact when adjusting saved receipts.

Questions?

ePro Hot Topics • A Catalog Viewer Role has been created. • Introducing the CORE-10

ePro Hot TopicsCatalog Viewer Role • The Catalog Viewer role will allow eProcurement Approvers the ability to view items in the catalog, validate pricing and ensure that the most cost effective items are selected. • This role would allow users access to the catalog search screen in the eProcurement module but would not allow the user the “Save and Submit” the requisition.

ePro Hot TopicsCORE-10 • The Core-10 will be replacing the DOIT-10 system that agencies currently use for IT Procurements, the DAS paper SP-10 and the Standardization Transaction paper process. • These processes will all start as eProcurement requisitions. • A new role has been created named CT Multi Requestor which will allow the user access to the CORE-10 drop-down box and CORE-10 Attribute links on the Create Requisition page. • For those Agencies that do not currently use the eProcurement Module, the IT Managers will be coordinating security, roles & workflow to provide access to the new functionality. • Those Agencies that do use eProcurement will have the new role assigned to specific users as identified by the IT Managers.

ePro Hot TopicsCORE-10 The Approval Workflow is configured based on the value that is chosen. There will be 5 values: • BLANK (existing functionality). • DAS-BID • DAS-ST • ITD-10 • ITD-BID • ITD-ST

Questions?

PO Reminders • Batch processes now run at 10am, 12pm, 3pm and overnight. • If a PO is opened but not changed, click Cancel to close the document – not Save . • Cannot reduce and cancel a PO in one step. First reduce to the amount expended. Wait for Budget Check to complete - then Cancel. • When doing a change order to a PO sourced from a requisition, always answer “No” when asked if you want to re-source, return open quantity or re-open the requisition. • If a PO does not show up when trying to receive or invoice, check the status of the PO. It must be in Dispatched status. • If a PO does not show up on the approval worklist.

PO HOT TOPICS Creating separate run controls for Dispatch, Pending Cancel and Print purchase orders will ensure proper processing. PO Obligation should be equal to the net amount due on open POs IF there has been more than one PO issued per contract.

Pending Cancel and Dispatch Run Control Navigation: Purchasing > Purchase Orders > Dispatch Purchase Orders

Print PO Run Control Navigation: Purchasing > Purchase Orders > Review PO Information > Print POs

PO Obligation • PO Obligation should be equal to the net amount due on open POs IF there has been more than one PO issued per contract. Example: DOC issues a two year PSN contract for religious services. The contract is copied into PO 70403 which is to be used for the life of the contract. The PO Obligation page would be represented as follows:

PO Obligation • PO Obligation should be equal to the net amount due on open POs IF there has been more than one PO issued per contract. After only $5000 was expended on PO 70403, the PO was inadvertently closed. A new PO was issued for the balance. The PO Obligation on the new PO must reflect only the amount due on the open PO, not the entire amount of the contract:

Questions?

AP Reminders and Hot Topics Critical Reminders • New Column on PO Inquiry Results • DO NOT Run Voucher Listing by Chartfield • AP Interfaces - Duplicate Files loaded, and invalid ChartFields on records • Overriding contract pay terms Hot Topics • April 08 Bundles • Incorrect GIRO vouchers

A ‘Close Status’ Column has been added to the PO Inquiry Page to show the status of the vouchers PO Inquiry • Accounts Payable>Review Accounts Payable Info>Interfaces>Purchase Order

Incorrect GIRO Payments 1. Enter GIRO payment ID here 2. Enter Additional Details about the error here 3. Identify error here 4.Add same coding as that on the Direct Journal

Questions?

Asset Hot Topics • Scanner Software Update • Asset Location Codes • EPM Reporting Timetable

Assets Scanner Software Update A required software upgrade is now available for the Intermec CK31 Asset Scanner. This important upgrade is not downloadable and must be installed by Core-CT staff located at 101 East River Drive, East Hartford.

Assets Asset Location Codes • New Buyer/Requestor Default • ACORE • Temporary Work Around for Receiving

Assets

Assets • EPM Reporting Timetable Assets Transactions Entered Today are not available for EPM Reporting for 48 hours

AP/PO/AM User Group Winter 2008