Enter and Process Spreadsheet Journals

1
State of ConnecticutCore-CT Project Enter and
Process Spreadsheet Journals 4 hrs
Updated on 04/10/03
2
Getting Started
Welcome

• Welcome to the Enter and Process Spreadsheet
  Journals course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• Parking lot
• To participate in this course, you should have
  already completed the following training
• PeopleSoft Navigation Tutorial
• General Ledger Overview course
• Create and Maintain Budgets course

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Objectives
Welcome

• In this training, you will learn to
• Apply the new GL processes that you learned about
  in the Overview course. We will specifically
  focus on the following processes
• Creating Spreadsheet Journals using the Excel
  template
• Saving Spreadsheet Journals to a Flat File
• Uploading Spreadsheets into Core-CT
• Inquiring on Spreadsheet Journals in Core-CT
• Use Core-CT as a tool in supporting the processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda
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Training Tools
Welcome

• In this training session, we will use tools
  created specifically for this course.
• Presentation
• We will use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT to support those
  processes
• Exercises
• We have developed exercises that will enable you
  to practice the skills you will learn in each
  module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  changes may be made prior to go-live
• Data has been loaded into the system to help you
  learn how to use the system, not to reflect a
  specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We will also use a web-based help system during
  the class. This tool will be available to you
  after go-live.
• Web Learning Assistant
• Web-based tool that provides help for specific
  processes (e.g. Hire an Employee)
• Contains procedures, job aids, glossary
• Will be your primary reference tool once Core-CT
  goes live

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Training Tools
Welcome

• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Core-CT Navigation
Welcome

• Review of Core-CT Navigation.
• Universal Navigation Header
• Activity Log in and use the Universal Navigation
  Header to sign off Core-CT
• Left-Hand Navigation Menu
• Activity Use the Left-Hand Navigation Menu to
  step through the various levels of the directory
  structure
• Page Tabs
• Activity Use page tabs to move between pages
  within a component
• Links
• Activity Use links to access and return from
  pages within a component

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Agenda
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Overview
Creating Spreadsheet Journals

• Creating Spreadsheet journals involves the
  following
• Understanding the Components of the Journal
  Workbook
• Understanding Journal Defaults
• Agencies may need to set defaults after
  downloading the spreadsheet
• Entering Journal Headers and Lines
• Each journal must be created with a unique
  Journal ID

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Process Flow
Creating Spreadsheet Journals
Enter Journal Headers and Lines
Validate Journal defaults
Journals posted to the GL
Create the Flat File
Upload Journals
12
Key Points
Creating Spreadsheet Journals

• Remember the following when Creating Spreadsheet
  Journals
• Source for all Spreadsheet Journals is SSJ
• Set as a default and should not be changed
• Each user creating a spreadsheet journal entry
  must have a valid Core-CT Operator ID to use when
  creating the entry
• Follow the Journal ID naming standard to avoid
  creating duplicates
• Standard agency acronym sequential number
• Example DAS0000001

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Walk-through and Exercise
Creating Spreadsheet Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Creating Journal Entries using the
  Spreadsheet Journal template.
• WLA Path
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Entering Journal Defaults
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Entering Journal Headers
  and Lines
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Creating Reversing
  Entries
• On your own, complete exercises 4-5 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
15
Agenda
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Overview
Modifying Spreadsheet Journals

• Once created spreadsheet journals can be modified
  in the following ways
• Editing Existing Journals
• To complete incomplete journals
• Copying Journals
• To avoid redundant data entry
• Deleting Journals
• To delete journals that have not yet been
  uploaded to Core-CT

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Walk-through and Exercise
Modifying Spreadsheet Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Copying, Deleting, and Editing
  existing spreadsheet journals.
• WLA Path
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Copying Journals
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Deleting Journals
• General Ledger gt Using Spreadsheet Journals gt
  Data Entry Procedures gt Changing the Import
  Status of Journals
• On your own, complete exercise 9 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Uploading Spreadsheet Journals

• Uploading Spreadsheet Journals involves the
  following
• Creating the Flat File
• Save to a location determined by your agency
• Running the Spreadsheet Journal Import Process
• Process run daily by agency

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Process Flow
Uploading Spreadsheet Journals
Enter Journal Headers and Lines
Validate Journal defaults
Journals posted to the GL
Create the Flat File
Upload Journals
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Key Points
Uploading Spreadsheet Journals

• Remember the following regarding Uploading
  Spreadsheet Journals
• Agency responsibilities
• Run the Spreadsheet Journal Import Process daily
• Determine where the Flat File will be saved
• Each Flat File must be saved with a unique name
• Standard acronym date (MMDD) operators
  initials sequential number
• Example DMV0401JS1
• Central responsibilities
• OSC will review the spreadsheet journals online
  in Core-CT and then kick-off the Edit, Budget
  Check, and Post processes

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Walk-through and Exercise
Uploading Spreadsheet Journals

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Creating the flat file and running the
  spreadsheet journal import process
• WLA Path
• General Ledger gt Using Spreadsheet Journal Entry
  gt Data Entry Procedures gt Creating the Flat File
• General Ledger gt Using Spreadsheet Journal Entry
  gt Process Procedures gt Running the Spreadsheet
  Journal Import Process
• On your own, complete exercises 12-13 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Inquire on Spreadsheet Journals

• Journal and Ledger Inquiries
• Have drilldown functionality available, allowing
  you to see the details behind summarized data
• Allow you to view up to date information from the
  transactional database (where daily transactions
  occur)
• Are a quick way to validate information, because
  they pull information from the live transactional
  database

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Process Flow
Inquire on Spreadsheet Journals
Enter Journal Headers and Lines
Validate Journal defaults
Journals posted to the GL
Create the Flat File
Upload Journals
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Key Points
Inquire on Spreadsheet Journals

• Remember the following when performing an
  Inquiry
• Spreadsheet Journals will not be available for
  viewing online until they have been uploaded.
• Only data that has been saved and/or posted can
  be viewed through these pages
• You cannot update information through these pages
• If you want to use the parameters in a future
  search, save when you exit these pages

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Walk-through and Exercise
Inquire on Spreadsheet Journals

• Lets log-in to Core-CT.
• Now we will walk-through the process together
  for
• Journal Inquiry
• Ledger Inquiry
• WLA Path
• General Ledger gt Using Spreadsheet Journals gt
  View Procedures gt Viewing Journal Inquiry
• General Ledger gt Using Spreadsheet Journals gt
  View Procedures gt Viewing Ledger Inquiry

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Agenda
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Conclusion

• Wrapping Up Enter and Process Spreadsheet
  Journals
• Summary of Completed Course Objectives
• Creating Spreadsheet Journals using the Excel
  template
• Saving Spreadsheet Journals to a Flat File
• Uploading Spreadsheets into Core-CT
• Inquiring on Spreadsheet Journals in Core-CT
• Final Questions

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Sandbox Goals/ Action Plan/ Adjourn

• After this class, Central/Agency users can
• Use the Sandbox environment as a database that
  has been set up to utilize for practice on
  Core-CT to keep reinforcing what you have learned
  today.
• Use all of the exercises completed here in class
  as job aids in the Sandbox environment when you
  return to your agencies.
• Fill out the Action Plan sheet so the
  participants can plan when they will be utilizing
  the Sandbox and can make the commitment to do so.
• Complete the course evaluation forms.
• Wrap up and Adjourn the class.
• http//www.core-ct.state.ct.us/user/practice/Defau
  lt.htm