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STATE OF CONNECTICUT Core-CT Project

This December 2004 meeting agenda focuses on General Ledger and Billing updates, testing, and reporting reminders. Participants will discuss SP2 updates, account inquiries, encumbrance balances, and more.

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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 / Billing December 2004

  2. Agenda General Ledger • Updates and Reminders • SP2 Updates • Reporting • Testing • Report Processing • HR Accounting Line & HR Account Code Tables • Viewing Encumbrance Balances Accounts Receivable • Month End Cleanup • Pending Receipts • EPM Query • GL Inquiry • Billing Updates

  3. Agenda General Ledger • Updates and Reminders • Viewing Encumbrance Balances • EPM Queries for HR • SP2 Updates • Reports • Testing • Report Processing

  4. GL Updates • AP Closes 3pm – Last Business Day • AR Closes 3pm – 15th Calendar Day • Journal Entries due by 10th Calendar Day Critical Reminders Up and Coming • GL Reports re-distributed on the 16th • SP-2 Testing….Shipmates Needed

  5. FY2005 Encumbrances • Viewing FY2005 Encumbrances. • FY2004 Encumbrance balances are not affecting FY2005 budgets. • Deleted distribution lines on Rolled POs.

  6. FY2005 Encumbrances • Budget Status Report • Budget Details Inquiry

  7. FY2005 Encumbrances

  8. FY2005 Encumbrances • Budget Transaction Details Report • KK Activity Log • PO Accounting Entries

  9. FY2005 Encumbrances XXXM1 • Commitment Control> Review Budget Activities> Budget Inquiry> Budget Details or Activity Log

  10. EPM Queries Records • CT_HR_ACCTG_LN • ACCT_CD_TBL

  11. EPM Queries

  12. SP2 Update • Commitment Control> Review Budget Activities> Budget Reports> Budget Transaction Detail Report

  13. SP2 Update • General Ledger> General Reports> Trial Balance Report

  14. SP2 Update To Volunteer: Please contact Donna Braga at donna.braga@po.state.ct.us Proud Volunteers DMR SDE DPW ESB APA DCF DSS

  15. Report Processing • Fin PeopleTools> Process Scheduler> Process Monitor

  16. Report Processing

  17. 10-Minute Break

  18. Accounts Receivable • Month End Cleanup • Pending Receipts • EPM Query • GL Inquiry • Billing Updates

  19. Critical Reminders • Check your open items before direct journaling deposits • Don’t unpost an item if the payment has been applied • Keep your deposit processing current Up and Coming • SP2 – We need volunteers for AR • Billing “Go-Live” is February 1

  20. Closing Periods in AR Overview Month-End Timeline Online Search for Incomplete Transactions

  21. Closing Periods in AR Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL)

  22. Closing Periods in AR Accounting Date = Budget Date = Journal Date AP/AR= KK_LEDGER= MOD_ACCRL

  23. Closing Periods in AR What Happens? 1. OSC and COREruns Queries to identify incomplete transactions 2. Agencies run online inquiries and “clean up” everything not posted 3. OSC Closes AR & GL Periods at 3pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. Agencies reclassify or redistribute direct journal deposits from “Funds Awaiting Distribution”

  24. Closing Periods in AR OSC ClosesPeriod in AR & GL OSC and Core-CT Contacts Agencies About Incomplete Entries AgenciesChange Accounting Dates CORE RunsDailyProcesses First Dayof NewMonth 15th Dayof Next Monthat 3pm Last Dayof Monthlater pm(Step#1) Two Weeks Prior to Month-End What Happens? Insert timeline Agencies’Last Chance to“Clean Up” AgenciesReclassify Pending Receipts

  25. Closing Periods in AR Accounts Payable Impacts At 3pm on Period Closing Day… You CANNOT: Post new items to period that is closing Post payments to period that is closing Direct journal deposits to period that is closing You CAN: Change the accounting dates for pending items and payments to the new open period Post new items to new period Post payments to new period Direct journal deposits to new period

  26. Closing Periods in AR New Items and Payment Groups • Accounting Date and Budget Date default to Current Date • Posted as of date of Cancellation/Unpost

  27. Monthly Cleanup Pending Items, Payments, Deposits • Look for transactions that haven’t been posted to the General Ledger

  28. Accounts Receivable > Pending Items > Review Items > All Items

  29. Month End Cleanup

  30. Month End Cleanup

  31. Accounts Receivable > Collections > Item Information > All Item Information

  32. AR > Pending Items > Change Pending Group Action > Online Pending Items

  33. Month End Cleanup

  34. Month End Cleanup

  35. Month End Cleanup

  36. AR > Update Receivables > Correct Posting Errors

  37. Month End Cleanup

  38. Month End Cleanup

  39. Month End Cleanup

  40. AR > Collections > Item Information > All Item Information

  41. Month End Cleanup

  42. AR > Payments > Review Payments > Groups Not Set to Post

  43. No entries, no activity Month End Cleanup

  44. No entries, no activity Month End Cleanup

  45. Month End Cleanup

  46. AR > Payments > Review Payments > Incomplete Payments

  47. Month End Cleanup

  48. AR > Payments > Apply Payments > Finalize Worksheet

  49. AR > Payments > Review Payments > All Deposits

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