APPO user group meeting May 24, 2004

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingPO / APMay 24, 2004
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Agenda

• Updates and Year End Instructions
• Issue Resolution - Current AP/PO Issues
• Updates to Year End Instructions
• Dates for Year End activities Handout
• Questions???
• Scorecard AP/PO Document Cleanup
• Handout
• Online Demonstration
• CORE-CT Financials User website demo

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Issue Resolution Process
Ticket is resolved or sent to technical team with
a SIR
Help Desk resolves problem or sends to Level II
User Calls Help Desk
Resolution given or Future Enhancement is
requested
Tech Team resolves problem and/or creates a
PeopleSoft case
PeopleSoft works with tech team to resolve
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Current AP/PO issues and progress being made
towards resolution

• Accounts Payable
• Commitment Control issues
• Voucher Inquiry panel

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Current AP/PO issues and progress being made
towards resolution

• Purchasing
• Requisitions stuck in Sourcing Workbench
• Purchase Order Approvals not working
  consistently - RESOLVED
• PO Closure/Recon returns encumbrances to
  pre-encumbrances
• Commitment Control issues

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Current AP/PO issues and progress being made
towards resolution

• Purchasing
• Requisitions not clearing PO_CALC
• Purchase Orders that can not be opened due to
  references to a large contract on the PO lines
• Completed POs in Header status of Error

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Year End
Dates and System Availability
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System Availability in June

• Extended weekday and weekend availability for
  Financials system.
• - Monday Friday 6am to 8pm
• Saturday 6am to 4pm
• Sunday 8am to 4pm

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Dates for Year End Activities

• Purchase Orders - (includes requisitions, change
  orders, purchase orders encumbering personal
  service agreements, purchase of service
  contracts, and rent/lease agreements) must be
  entered into Core-CT and budget checked by
  Sunday, June 20, 2004.
• Expenditure Vouchers For PO vouchers -must be
  approved and budget checked by 300 p.m. Monday
  June 21, 2004. For Non-PO vouchers -must be
  approved and budget checked by 300 p.m. Tuesday
  June 29, 2004.

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Dates for Year End Activities

• Voucher Pay Cycle The Comptrollers last
  paycycle for fiscal year 2003-2004 will be run
  following the 300 budget check on Tuesday June
  29, 2004. Agencies that have payments to towns
  and municipalities must process vouchers no later
  than June 28, 2004.
• Vendor Check Cancellation Vendor check
  cancellation documentation must be received in
  the Accounts Payable Division by 500 p.m. Monday
  June 28, 2004.

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ANY QUESTIONS?
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Agency Scorecard

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Agency Scorecardand Document Cleanup

• Scorecard

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Agency Scorecardand Document Cleanup
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Voucher Inquiry
VOUCHERS POSTED BUT NOT PAID VOUCHER INQUIRY
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Exceptions
FIND/RESOLVE EXCEPTIONS You can either run a
report of Match Exceptions

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Exceptions

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Exceptions
Or you can view Match Manager for Exceptions

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Exceptions
View all Exception Rules View the PO or
Receiver to compare with the voucher.

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Vouchers Not Approved

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EPM Queries for FYE

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PO Reconciliation

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PO Reconciliation Workbench

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PO Reconciliation Workbench
Continued

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PO Reconciliation Workbench

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Recon Workbench Results

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Recon Log

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Override Closure - CAUTION

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ANY QUESTIONS?
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Navigating the Core-CT Website
Why use the website? Why not pick up the
phone? - Get information quicker - Save
taxpayer dollars What is there and useful? -
Core-CT job aids - Indexed Daily Mails -
Core-CT Extra Newsletters Make it a habit! -A
browser favorite (click Favorites, Add) -Your
home page (Link on Core-CT Home Page gives
instructions)
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Closing
Thank You for your participation today. We hope
this information proved helpful

• Look for this presentation and meeting Q
  Ason the Core-CT Website (http//www.core-ct.sta
  te.ct.us/)
• GL/AR Meetings (2 sessions) June 7, 2004101 E.
  River Drive, Room 1002 AB 9am and 1pm