PO/AP User Group Meeting, August 2005

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingPO/AP August
2005
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Agenda

• Welcome John Harnick
• PO Noreen Camara Sandra Hurrie
• AP Cynthia Babbitt

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Bundles
User Acceptance Testing September 15 through
30 Go-Live ! October 3, 2005
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Inventory Training Update

• Inventory Training Wave 2
• Training Starts August 29
• Go Live is September 6
• For CME, DCF, DPS, DMR, DOL, DEP
• Four separate classes (role specific)
• Classes will be announced to Training
  Coordinators and Sponsors
• Sign up in the PSFT Registration Tool

• Inventory Training Wave 3
• Training Starts September 26
• Go Live is October 3
• For DOC, DVA, MHA, DOT
• Four separate classes (role specific)
• Classes will be announced to Training
  Coordinators and Sponsors
• Sign up in the PSFT Registration Tool

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Need More Assistance?
We Invite You to stay a little longer
today.

• Live demonstrations on the Core-CT Production
  Website following User Group to answer your
  questions with your live data
• An opportunity to learn from your fellow module
  users in other agencies
• A chance to network with and reach out to other
  agencies to discuss business processes

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Agenda

• Welcome John Harnick
• PO Noreen Camara
• Sandra Hurrie
• AP Cynthia Babbitt

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PO Agenda

• FYE Recap
• Reminders Topics
• New Year Processing
• Mini-Training
• Integration of Assets with Purchasing

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FYE Recap PO
Successes

• We rolled 3 Business Units successfully
• DAS with 66 POs
• DPW with 371 POs
• DEP with 1141 POs
• Thank you DAS, DPW and DEP

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FYE Recap PO
Issues

• During the Close process we discovered
  21 different issues that impacted the closing of
  POs
• Double-encumbering of POs
• Some of the issues dealt with overriding match
  exceptions or receiving, closing requisitions
  prior to closing POs, and closing POs that had
  vouchers that were not yet paid

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FYE Recap PO
As we move forward

• Agencies should perform a Monthly close for POs
• Prepare a Change Order before last payment is
  made to correctly reflect what is expended
  against the PO
• Dont force-close a PO, research and fix
  problems before closing
• Work with your AP Units to ensure there are no
  unpaid vouchers related to a PO prior to closing

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PO Reminders Hot Topics
PO Critical Reminders

• Agency Contracts must be entered in Core
• Contract ID is a required field
• New Purchasing Authority is being created for
  expired contracts when POs did not roll forward
• New details on budget checking

Hot Topics

• e-Sysco to roll out to more Agencies
• Alternative for 71000
• Bundle Package/Need volunteers to test

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New Year Processing
Requisitions - When, Why, and How

• Requisitions must be used when creating a
  commodity purchase that will be placed in your
  agencys warehouse
• Requisition special request functionality can
  also be used when creating a purchase for a
  commodity that is not contained in the item
  catalog, however if this item is to be placed in
  your agencys warehouse, STOP ! You will need
  a catalog management id number for this item for
  putaway purposes
• The e-Procurement module has a more robust
  search engine to search the item catalog and you
  have the ability to use a template

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New Year Processing
Requisitions - When, Why, and How

• e-Procurement requisitions require receiving, a
  must for Inventory and Assets
• Requisitioners/Purchasing Approvers need to
  become familiar with their Agencys requirements
  for identifying/classifying Assets
• Use the WLAs and Job Aid titled,
• Creating Contracts, Purchase Orders and e-Pro
  Requisitions in Core-CT
• http//www.core-ct.state.ct.us/user/finjobaids/doc
  s/cntrcts_pos_reqs.doc

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New Year Processing
Changes for the New Year

• Contract Id is a required field
• New Translate Value for Expired Contracts
  (coming soon)
• Steps to be taken to have an item loaded to the
  item master that will be placed in my inventory

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New Year Processing
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New Year Processing
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New Year Processing
POs - When, Why, and How

• Online POs should be used when creating a
  purchase for a service (You have the option to
  remove receiving is required)
• Online POs can also be used when creating a
  purchase for a commodity, however if this item
  is to be placed in your agencys warehouse
  STOP! You will need a catalog management id
  number for this item for putaway purposes
• Receiving is required for all purchases that
  will be placed in your Agencys warehouse
  (Inventory) and for all items that are deemed as
  an Asset for your agency
• Use the WLAs and Job Aid titled, Creating
  Contracts, Purchase Orders and e-Pro Requisitions
  in Core-CT
• http//www.core-ct.state.ct.us/user/finjobaids/doc
  s/cntrcts_pos_reqs.doc

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New Year Processing
Changes for the New Year Future Year Obligation

• Core-CT is developing a new process for
  identifying and capturing information regarding
  Future Year Obligations
• Only Online POs should be used when using this
  functionality
• Reports are also being developed for your use

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New Year Processing
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New Year Processing
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New Year Processing
e-Sysco Roll Out

• e-Sysco for ordering food is currently being
  rolled out
• MHA was our Pilot Agency for CVH
• Expanded in August to include all of MHA and DOC
• More roll outs to come

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New Year Processing
Contracts - When, Why, and How

• Contracts are used to track what the State is
  purchasing
• DAS and DOIT create contracts that can be used
  by all State agencies or for specific agencies
  for commodities or services
• Contracts are created by agencies for
  goods/services based on delegated purchase
  authorities or State Statutes. (These contracts
  should be restricted for use to only your agency)
  
• Use the WLAs and Job Aid titled, Creating
  Contracts, Purchase Orders and e-Pro Requisitions
  in Core-CT
• http//www.core-ct.state.ct.us/user/finjobaids/doc
  s/cntrcts_pos_reqs.doc

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Contract Type/PO Type/Purchasing
Authority
CT Contract Type (Contract Header) PO Type (PO Header Details) Purchasing Authority (Line Details)
BU Award GEN Contract
CON Construction CON Contract
Grant GRT Contract
Loan Loan Contract
MOU Memorandum of Understanding MOU Contract
POS Competitive POC Contract
POS Noncompetitive PON Contract
PSA Competitive PSC Contract
PSA Noncompetitive PSN Contract
Rental Lease RL Contract
Rights of Way ROW Contract
Statewide Award GEN or MLYR Contract
GEN or BLKT CGS (CT General Statute)
GL GL-71 (a, b, c, d, e, f, g)
GEN MA (Master Agreement)
GEN ST (Standardization Transaction)
GL or BLKT can only be used from online PO GL-71d
GEN or MLYR can only be used from online PO Contin PO
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Helpful Hints!

• Setting up POs by Amount or Quantity
• PO by Amount Pay Voucher by Amount
• PO by Quantity Pay Voucher by Quantity
• Multi-Year Purchase Orders
• Set up multiple lines, distributions and
  schedules for each month/year
• Detail Listing Report-tracking of POs
• Track POs that can be closed, making year-end
  easier

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PO Mini Training
Reporting How to set up POs that run for multiple
years
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PO Mini Training
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PO Mini Training
Multi-Year POs
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PO Mini Training
Multi-Year POs
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Mini Training
Detail Listings
Report Purchasing/Purchase Orders/Reports/Detail
Listings
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Run by date, vendor and or buyer
Mini Training
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Change format to PDF file!
Mini Training
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Double-Click on Process Monitor
Mini Training
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Double-Click on details for report
Mini Training
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Double-Click on View Log/Trace to get PDF file
Mini Training
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Double-Click on PDF file for report
Mini Training
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PO Detail Listing by PO Date
Mini Training
PO Detail Listing by Buyer Report
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FYE Recap - PO
What we Learned from FYE 2005

• Try to force POs closed, look at the message log
• Delete distribution lines
• Change coding on a distribution that has a
  voucher against it, add a new line instead
• Make dollar changes on the voucher if it isnt
  an amount only PO
• Start service POs as a requisition
• Do a Change Order on a line that
• is fully matched

Track all purchase orders (open) Make sure POs
are closed on a regular basis Do Change Orders
before last payment is made Set up POs by Amount
or Quantity - NOT BOTH Close POs before closing
Reqs
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Agenda

• Welcome John Harnick
• PO Noreen Camara
• Sandra Hurrie
• AP Cynthia Babbitt

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Integration of Assets w/Purchasing
Rules for Assets

• ALL Assets are Capitalized
• ALL Assets must be Received
• Purchase by Quantity

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Integration of Assets w/Purchasing
CAPITAL ASSETS

• State-wide Rules
• Cost Equal to or Over 1000
• Account Code 55000 series
• Reported on CO-59
• Property Control Manual (OSC)
• Land/Building
• JESTIR maintenance
• CORE maintenance

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Integration of Assets w/Purchasing

CONTROLLABLE ASSETS

• Agency-Specific
• Under 1000
• Agency List provided to Purchasing/Payables staff
• Controllable Asset Query Account 54150

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Integration of Assets w/Purchasing

Frequently Asked Questions

• Freight
• Asset Acquisition Detail Line
• Consolidated Asset
• Location

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Questions

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10-Minute Break

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Agenda

• Welcome John Harnick
• PO Noreen Camara
• Sandra Hurrie
• AP Cynthia Babbitt

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AP Agenda

• FYE Recap Issues
• FYE Recap What we Learned
• Reminders Topics
• Reversal Vouchers
• Updating SpeedCharts
• Updating Monthly AP Procedures
• AP Mini-Training

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FYE Recap AP
Issues During Year-End Close

• POs closed before Vouchers Processed
• Payments Canceled, but no Reversals and v.v.
• Too many Adjustment and Reversal Vouchers
  Unprocessed at Year-End
• Management of Inter-Agency Accounts

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FYE Recap - AP
What we Learned from FYE 2005
Delete a voucher immediately after
Rejecting Troubleshoot Budget Errors promptly
Work with Purchasing to complete the last
voucher-inform them they can now close the PO
Manage/reconcile Adj and Reversal Vouchers
(monthly) Manage/reconcile Inter-Agency
Accounts (monthly)
Close Vouchers (now done Centrally only)
Unpost Vouchers (now done Centrally only)
Override Matching (we cannotPost Overridden
Vouchers) Wait until the last budget check
process at FYE to process a voucher Call
Module Leads to circumvent the HelpDesk
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AP Reminders Topics
AP Critical Reminders

• DO NOT Override Match Exceptions!
• Wait to do Reversal Voucher during Cancellations
• Budget Check after Deleting Vouchers
• Double Check Voucher Pay Terms and Due Date
• Voucher Close and Unpost Voucher

Hot Topics

• Reversal Vouchers
• Updating SpeedCharts for new FY
• Update Monthly AP Procedures
• Reconciling Vendor Accounts

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Reversal Vouchers

• Always for negative amount
• Reverses one voucher created by
  copying/relating to the Original voucher/THIS
  INFO MUST MATCH EXACTLY
• Information is the same as Original voucher
  (Remit-to Vendor, address, location, pmt method,
  handling code) Use RA handling code for CHK
  method on both vouchers
• The Vendor information must be active
  (Location/Address)
• Separate Payment must be unchecked on Original
  and Reversal Vouchers
• Scheduled Due Date must be current date or
  earlier
• Used when you cannot delete a voucher, and
  frequently after payment cancellation for
  PO-related vouchers
• Original voucher is put on hold until
  Reversalis ready for Pay Cycle selection
• Reversal Voucher and Original voucher go in the
  same Pay Cycle

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Updating SpeedCharts
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Updating SpeedCharts
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Updating SpeedCharts
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Updating Monthly AP Procedures
Changes to the Month-End AP Close Process (In
an effort to keep KK GL)

• 1st Business Day of New Month Identify
  Vouchers Budget Checked/Not Posted
• 3rd Business Day of New Month Correct Budget
  Errors and Post
• 3rd Business Day of New Month Post all
  Valid Vouchers
• 3rd Business Day of New Month Delete
  remaining Vouchers in Budget Error

We are pushing vouchers not yet budget checked
into the new open period
We are no longer pushing budget
checked/unposted vouchers into the new open period
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Updating Monthly AP Procedures
Sample of New Unposted Voucher Report
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Updating Monthly AP Procedures
Key fields added in results
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Updating Monthly AP Procedures
EPM Queries-

• Unposted VouchersCT_AP_VCHRS_UNPOSTED
• Vouchers Paid but UnpostedCT_AP_VCHRS_PAID_UNPOS
  TED
• Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_V
  CHBUDCKD_UNPD
• Vouchers Budget Checked/Not PostedCT_CORE_FIN_AP
  _VCHBUDCKD_UNPOST
• Expenditures by Account CodeCT_CORE_FIN_SAAAS_OP
  TION16_5_8

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AP Mini Training
Managing Vouchers on a Regular Basis
Use Vouchers Budget Checked, but Not Paid to
Manage Unpaid Vouchers

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AP Mini Training
Managing Vouchers on a Regular Basis
Results of Vouchers Budget Checked,but Not
Paid Query
What does this tell you?
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AP Mini Training
Managing Vouchers on a Regular Basis
Results of Vouchers Budget Checked,but Not
Paid Query
What does this tell you?
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AP Mini Training
Reconciling/troubleshooting a Vendors Account
Run a Vendor Current Balance Inquiry

XXXM1
XXXM1
Corporate Express
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AP Mini Training
Reconciling/troubleshooting a Vendors Account
These are all Adjustment Vouchers-Credit Memos
were never applied

XXXM1
XXXM1
XXXM1
XXXM1
Resolution 1- Enter Adjustment Vouchers for
to wash in the next 0 Pay Cycle, 2- Contact
Vendor for refund
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AP Mini Training
Reconciling/troubleshooting a Vendors Account

Run Vendor Aging Inquiry
XXXM1
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Questions

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Customer Support

• Users can call Help Desk _at_ 860-622-2300, ext. 1
• Due to the complexity of year end and other
  issues, users can email Core.Support_at_po.sta
  te.ct.us
• Provide more details
• Include screenshots
• Specific encumbrance issues
• Becomes a ticket and escalated to Level 2
• Use the same address Core.Support_at_po.state.ct.us
• to request topics for future User Groups

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

• Look for this presentation andmeeting Q As
  on the Core-CT Website www.core-ct.state.ct.us/
• AR/BI/GL User Group Mtg 9/8/05 9-12am
  1-4pm 101 East River Drive, Room 1002AB
• (dont forget to sign up)