AR/GL User Group Meeting, February 2005

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingAR / GL / Billing
February 2005
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• GL
• SP-2 Impacts
• Reviewing PO Encumbrances
• GL Reporting
• Year End Preparation
• AR/Billing
• SP-2 Impacts
• Transition from AR to Billing
• Closing Periods Update
• Housekeeping
• BREAK
• Billing FAQ's and Issues
• EPM Impacts - SP-2

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Acknowledgements

• SP2 User Acceptance Testing Participants
• SP2 User Validation
• Billing User Acceptance Testing Participants
• Billing User Validation

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• GL
• SP-2 Impacts
• New Run Controls
• GL Reporting/Inquiry
• Grants Tying Revenues and Expenditures
• Commitment Control vs. General Ledger
• Encumbrance Accounting Entries
• Budget Reference vs. Budget Period
• PO Accounting Entries
• Year End Preparation

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SP2 Impacts

• Budget Transaction Detail Report
• GL Trial Balance Report
• GL Activity Report
• Budgets Overview

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Budget Transaction Detail Report
Do not Select
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Trial Balance Report
Inactive Chartfields Available
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GL Activity Report
Blank From To Values OK
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Budgets Overview
Wildcards OK
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GL Reporting / Inquiry

• Grants Linking Revenue and Appropriation Budgets
• Commitment Control vs. General Ledger

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Grants

• Revenue Budget Inquiry
• Recognized Revenue
• Collected Revenue
• Appropriation Budget Inquiry
• Budgeted Amount
• Expenditures

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Grant Revenues
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Grant Appropriation
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Commitment Control vs. General Ledger

• Ledger Characteristics
• Reports
• Balances

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Ledger Characteristics

• General Ledger
• Ledgers MOD_ACCRL, MOD_CASH, ACCRUAL
• Balances by Period (Periods 1-12)
• No Encumbrances
• Posting Journal Entries update Ledgers
• Detail Account and Department Values
• SSJs, ONLs, DCs, PCs
• Accounting Date / Fiscal Year

• Commitment Control
• Ledgers KK_APPROP, ALLOT, AGY, PRJ
• Balances YTD (Budget Period 2005)
• Encumbrances
• Budget Check updates Ledgers
• Roll-up Account and Department Values
• Budget Journals
• Budget Date / Budget Period

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Reports / Inquiries

• Commitment Controlgt Review Budget Activitiesgt
  Budget Reports
• Trial Balance of Appropriations
• Budget Status Report
• Commitment Controlgt Review Budget Activitiesgt
  Budget Inquiries
• Budget Transaction Details
• EPM Reporting Toolsgt PS nVisiongt Define Report
  Request
• CFSR

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Reports / Inquiries

• General Ledgergt General Reports
• Trial Balance
• Expenditure Detail Report
• Journal Entry Detail
• GL Activity
• General Ledgergt Journalsgt Process Journals
• Detail and Summary Revenue
• Cash Trial Balance Report
• General Ledgergt Review Journal Ledger Data
• Journal
• Ledger

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Commitment Control Balances
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Commitment Control Balances
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Budget Status Report
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General Ledger Balances
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GL Trial Balance Report
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Encumbrance Accounting Entries

• Budget Reference vs. Budget Period
• PO Accounting Entries

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Bud Ref vs. Bud Period

• Budget Reference
• Chartfield Value
• Entered Online
• Determines which pool of funds are being used for
  this transaction.
• Where is the money coming from?

• Budget Period
• Calculated based on Budget Date
• 7/01/2004-6/30/2005 Budget Period 2005
• Determines which Budget Year the transaction will
  be posted to.
• When is the transaction recorded?

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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period?
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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period? A Yes. See entry for Budget
Period 2005.
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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period?
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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period? A No. Budget Period for all
transactions is 2004.
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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period?
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PO Accounting Entries
Q Is this PO Encumbering Funds in the Current
Budget Period? A No. Encumbrances for Budget
Period 2005 have been fully reversed.
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Year-End Preparation

• Review Agency Budgets
• Budgets Overview Inquiry

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Budgets Overview
ABC10000
ABC10000
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Budgets Overview
Look for potential issues that may require
attention, prior to year-end.
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Budgets Overview
Payroll?
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Budgets Overview
What type of transaction would cause
this? Drill down.
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Budgets Overview
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Year-End Preparation

• Review UnMatched POs
• Review UnSourced Reqs
• Review Transactions in Budget Error

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Year-End Preparation

• Review Trial Balance Reports
• Confirm all General Ledger journal entries have
  been edited and posted to the General Ledger.
• EPMgt CT_CORE_FIN_GL_JRNL_ERRORS
• EPMgt CT_CORE_FIN_GL_VALID_JRNLS

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• SP-2 Impacts
• Transition from AR to Billing
• Closing Periods Update
• Housekeeping
• Open Items
• OA Payments
• Auto-Matching
• Maintenance Worksheets
• Billing FAQ's and Issues

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Critical Reminders

• Check your open items before direct journaling
  deposits
• Dont unpost an item if the payment has been
  applied
• Keep your deposit processing current

SP-2 Impacts

• Payment Worksheets

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Agencies can no longer Direct Journal payments
from External Customers GIRO payments Federal
Receivables ONLY miscellaneous cash deposits
can be Direct Journaled Agencies should no
longer issue or accept pre-printed CO-608 State
Transfer Invoice forms, except from DOIT and DAS
Fleet Operations Agencies should issue or
accept only system-generated invoices, with the
exception of DOIT and DAS Fleet Operations own
system-generated invoices
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Users wont have to separate payments according
to type. A portion of a Deposit can be applied
to an open Item The remainder can be Direct
Journaled, if it is miscellaneous cash Agencies
will create Bills for External Customers
Expenditure Transfer Invoices Service Transfer
Invoices Grant Transfers Federal Receivables
Agencies can use Payment Predictor for State
Customers External Customers Federal Customers
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• Collections
• Maintenance
• Payment Predictor (Auto Maintenance)
• Auto Maintenance matches debits and credits under
  a Customer ID in AR so users do not have to
  manually match them up on a Payment or
  Maintenance worksheet
• Auto Maintenance will not match items if there is
  more than one item for the same amount under one
  Customer ID for a Business Unit

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• Before Issuing Customer Statements, Dunning
  Letters or Overdue Charges
• Research Outstanding Balances
• Online
• Aging Report

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ARgt Collectionsgt Customer Informationgt Credit
Profilegt 121
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ARgt Collectionsgt Customer Informationgt Credit
Profilegt 121
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• Create
• Credit adjustments for items
• Maintenance Worksheets
• Match
• Credits to open items
• On Account payments
• to open items

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ARgt Maintenancegt Maintenance Worksheet gt Create
Worksheet
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ARgt Maintenancegt Maintenance Worksheet gt Create
Worksheet
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ARgt Maintenancegt Maintenance Worksheet gt Create
Worksheet

• Match your credits and On Account payments to
  open items
• Create accounting entries
• Post the Maintenance Worksheet
• Wait for AR_UPDATE and Receivables Aging
  processes to run
• Process your Statements, Dunning Letters and
  Overdue Charges

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Month-End Timeline Online Search for
Incomplete Transactions Pending
Items Bills Payments Direct Journal Deposits

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Accounts Payable Impacts
At 3pm on the 10th of the month
You CANNOT Post new bills 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 bills
and payments to the new open period Post new
bills to new period Post payments to new period
Direct journal deposits to new period
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New Bills, Payments and Unpost Groups

• Accounting Date and Budget Date default to
  Current Date
• Posted as of date of Cancellation/Unpost

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02/10/2005
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Pending Items, Bills, Payments, Deposits

• Look for transactions that havent been posted
  to the General Ledger

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• ST
• Bill state agencies for goods or service
• Revenues only, or revenue and expenditure coding
  on separate bill lines
• Account values will not be defaulted
• Valid offset account configured as 11620
• ET
• Bills state agencies to credit current year
  expenditures
• Expenditures only, no revenue coding
• Account values will not be defaulted
• Valid offset account configured as 11620
• Do I use the statewide Bill Type if I have a Bill
  Type set up specific to my agency? Why?
• Use ST to bill all State agencies because the AR
  Distribution Code is defaulted to 11620
• Use your agency-specific Bill Type for External
  Customers is defaulted to 11224
• ET
• GT

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• GT 47100
• Bill state agencies for Federal Restricted grants
  being passed through
• Valid revenue account configured as 47100
• Valid offset account configured as 11620
• GT 47200
• Bill state agencies for Non-Federal Restricted
  grants being passed through
• Valid revenue account configured as 47200
• Valid offset account configured as 11620

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• Adding Locations to an Existing Customer
• USA
• Finalize and Print Invoices
• Additional choice on Process Scheduler
• Print only Unprinted Invoices
• Effective Dating on Distribution Codes
• New Chartfields
• Deactivated Chartfields
• Valid Account Values to Use
• Revenues
• Expenditures

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• Correcting Accounting Errors on Bills
• Entering Multiple Funding on Bills
• Sales Tax

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• Surcharges
• Sales Tax
• Mass Change Status of Bills
• Status Change in Standard Billing
• Billing Source
• Use MISC
• Business Category

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• Federal Receivables Processing
• Expenditure Accounts used in Billing for Refund
  of Expenditures
• Debtor Agency creates the Transfer Invoice (TI)
  for the Creditor Agency

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The AR to Billing Transition document from the
Daily Mail
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Specific directions for Grants and
Grant Transfers
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Job Aids for creating new values in Billing
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Job Aids for Billing Interface Agencies
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Job Aids for running Billing reports
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• 2-Day Billing Classes End February 16
• Billing Labs are held every Friday
• Core-CT, Room 2024
• 830am, 1000am, and 1130am
• Classes limited to 8 Users
• Sign up in the PSFT Registration Tool
• Refresh your training
• Online Billing classes and exercises
• Sandbox
• Link from the Core-CT website through Training
  Home Page
• Billing Reporting Classes RP100
• Scheduled February 23 through March 16
• Sign up in the PSFT Registration Tool
• Email address for problems or questions about the
  Sandbox environment Training.Questions_at_po.state.
  ct.us

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• EPM Queries
• CT_CORE_FIN_BI_ACCT_ENTRY
• CT_CORE_FIN_BI_AR_PNDITM
• CT_CORE_FIN_BI_INVOICE

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• SP2 - EPM HIGHLIGHTS
• Fixes
• Enhancements

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• Fixes
• New Window Hyperlink
• Download to Excel Multiple Times

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New Window Hyperlink
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• Download to Excel Multiple Times

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• Enhancements
• Advanced Query Search
• Run to HTML Hyperlink
• Run to Excel Hyperlink
• Create Folders
• Add to Favorites
• Copy Query to Another User
• Reorder Criteria

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Advanced Query Search / Run to HTML Hyperlink /
Run to Excel Hyperlink
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Advanced Query Search
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Advanced Query Search
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Create Folders / Add to Favorites / Copy Query to
Another User
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Copy Query to Another User
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Reorder Criteria
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Reorder Criteria
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EPM Query Labs Core-CT Home Page Course
EPM101 http//www.core-ct.state.ct.us/epm/ Schedul
e of EPM Help labs
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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/
• Next Meeting AR/GL/Billing Date
  February 22 1pm 4pm
• 101 E. River Drive, Room 4214 A B FUG100,
  Session 020
• (dont forget to sign up)

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