July 2003 - Core-CT Agency Readiness Sponsor Meeting

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingPO / AP October
2004
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• Purchasing
• Post FYE 04 Updates
• PO Monthly Cleanup
• Ordering with Sysco
• BREAK
• Accounts Payable
• Post FYE 04 Updates
• Telecom Bills
• Duplicate Vendor Invoice Checking
• AP Monthly Cleanup
• Recommended Reports Queries

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Critical Reminders

• Cleanup of POs
• 71,000 Account on Purchase Orders
• Changing to Amt Only after PO Dispatch
• October 7th 8th PO Dispatch Incident
• Clean Up Completed POs Monthly

Up and Coming

• SP2 Testing
• CT Shops

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DO NOT Use Reconciliation Workbench to Dispatch
POs
or
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• Reconcile and Close POs Using Workbench
• Reconcile and Close Requisitions Using
  Workbench

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• Already Begun End of January, 2005
• Recruiting Testing Assistance from Agency Users
• DOC and MHA Already On Board

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Critical Reminders

• PO Numbers Missing on Invoices
• Update to AP Job Aid on Vouchers
• 1099 Reporting Help
• Downloading from Inquiries
• Modifying ChartFields after Voucher is Paid

Up and Coming

• AP/GL Periods Closing
• More EPM Queries for Monitoring Transactions

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Downloading from Inquiries ie.Voucher Inquiry
(Using No Balance Remains)
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Downloading from Inquiries Voucher Inquiry (use
for searches only)
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How do I download my bill?
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How do I download my bill?

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General Ledgergt Review Journal/Ledger Datagt Ledger

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Link to Ledger Activity

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General Ledgergt Review Journal/Ledger Datagt Ledger

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Sum by Period, Account, Dept

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Use the EPM Query

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• Duplicate Invoice detection is based on
• Invoice Number
• Business Unit
• Vendor ID
• If the three fields match, the voucher will be
  rejected
• Consistency is imperative when entering Invoice
  Numbers

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Being inconsistent could cause duplicate payments

Vendor Name Invoice Number
Bank One Bank One SBC SBC ABC Realty ABC Realty
5405017900030888 5405-0179-0003-0888 8885551234 88
8-555-1234 Rent Dec 03 Rent 12/03
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• Some Vendors use account numbers in place of
  invoice numbers
• E-mail those Vendor IDs to OSC for review at
  osc.apdvf_at_po.state.ct.us
• These Vendors may be set for 4-field duplicate
  invoice detection
• You will be notified if your Vendor does
  not meet the requirements for change

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AP Interfaces

• Ongoing checks 3 fields (BU, Vendor ID,
  Invoice )
• One-Time checks 4 fields (BU, Invoice ,
  Invoice Date, Gross Amount)

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• Match Exceptions (Match Manager
  or Match Exceptions Report)
• Pending Approval (Voucher Inquiry or EPM Query
  CT_CORE_FIN_AP_VCHRS_UNAPPRVD)
• Not Budget Checked (Voucher Inquiry)
• In Budget Error (Voucher Inquiry)
• On Hold (EPM Query CT_VCHRS_ON_HOLD)
• Control Groups Posted (Post Control Group)

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TO EPM -

• Unposted Vouchers CT_AP_VCHRS_UNPOSTED
• Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOS
  TED
• Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_V
  CHBUDCKD_UNPD
• Expenditures by Account CodeCT_CORE_FIN_SAAAS_OP
  TION16_5_8

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• Run Budget Status Report
• Run Transaction Details (AP trans only)
• Compare to EPM Report CT_CORE_FIN_SAAAS_O
  PTION16_5_8 (by specific code or )
• Use other EPMs /Inquiries to troubleshoot

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AP-Recommended Queries

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• Match Exception Report-Include Quantity
  Accepted,ability to run by Buyer and/or Vendor
  ID (Pending)
• Vendor Payment Reports-Ability to run by BU See
  EPM Query CT_CORE_VENDOR_PAYMENT_HISTORYAlso,
  look for new EPM Query for FOI Reporting
• New Report Request-Summary report for all
  vouchers associated to a PO See EPM
  QueryCT_CORE_FIN_PO_BAL_SUM_BY_PO or use PO
  Inquiry in Accounts Payable

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Thank You for your participation today.
We hope this information proved helpful

• Look for this presentation and meeting Q
  Ason the Core-CT Website www.core-ct.state.ct.u
  s/
• Next Meeting PO/AP Overflow Date October
  19, 2004 9am - Noon101 E. River Drive, Room 4214
  A B(dont forget to sign up)