Enter and Process Vouchers

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State of ConnecticutCore-CT Project Processing
Petty Cash 8 hrs
Updated 03/03/2003
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Getting Started
Welcome

• Welcome to the Processing Petty Cash course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• Parking LotTo participate in this course, you
  should have already completed the following
  training
• CBT PSFT Navigation computer-based training
• FAP100 AP Business Process Overview, Navigation
  and Reporting
• FAP300 Enter and Process Vouchers Course

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Objectives
Welcome

• In this training, you will learn to
• Apply the new Accounts Payable processes that you
  learned about in the Overview course. We will
  specifically focus on the following processes
• Enter and Inquire on Vendors
• Enter Regular Vouchers
• Create Express Checks
• Enter Manual Deposit
• Replenish Petty Cash Fund
• Perform Manual Bank Reconciliation
• Use Core-CT as a tool in supporting the processes
• Utilize PeopleSoft functionality to maximize your
  efficiency

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Agenda
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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
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA

Lets walk-through the tool together now.
WLA Browse Path Give path to course topic and
have class explore
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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

• Together we will practice the skills you learned
  in the Core-CT Navigation Tutorial.
• Universal Navigation Header
• Activity Log in and find the sign off link in
  the Universal Navigation Header
• Left-Hand Navigation Menu
• Activity Use the Navigation Menu to walk through
  the levels of the directory structure
• Page Tabs and Links
• Activity Use the page tabs and links to move
  between pages within a component
• Timing Out and Managing your Core-CT windows

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Agenda
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Overview
Enter New Vendor Information

• Custodians enter employees as vendors for the
  purpose of creating express checks. Information
  entered will be minimal in comparison to other
  vendors in Core-CT.
• Petty Cash Custodians will enter basic vendor
  information for new vendors (employees)
• Vendor status Approved (OSC does not approve)
• Entering a new vendor in Core-CT requires the
  following steps
• Enter general vendor information
• Enter vendor address information
• Enter vendor location information

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Process Flow
Enter New Vendor Information
Enter Identification Information
EnterAddressInformation
EnterLocationInformation
Save
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Key Points
Enter New Vendor Information

• When entering a new vendor in Core-CT, there are
  several activities that are critical to success
• Defaults should not be changed
• Agencies can use their Agency address or the
  employees home address
• Save the vendor only after all the information
  has been entered

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Walk-through and Exercise
Enter New Vendor Information

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario An employee has requested
  reimbursement for an out-of-pocket approved
  expense. Petty Cash will process this
  reimbursement. Before the voucher and Express
  Check can be created, the employee must be
  entered into the Petty Cash Vendor File. Create a
  new vendor.
• WLA Paths
• Accounts Payable, Maintaining Vendors, Data Entry
  Procedures, Enter Vendor Information
• On your own, complete exercises 2 and 3 in
  your Exercise packet
• Remember to use the Web Learning Assistant for
  Entering Vendors.
• Raise your hand if you need any assistance

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Agenda
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Overview
Create Regular Vouchers

• Regular vouchers are used when there is a need to
  replenish the Petty Cash fund or to issue an
  Express Check. All vouchers for Petty Cash are
• Non-PO
• Pre-Approved
• Un-Matched

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Process Flow
Create Regular Vouchers
Budget CheckVoucher
SaveVoucher
Post Voucher
CreateVoucher
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Key Points
Create Regular Vouchers

• Keep the following in mind when creating a
  voucher
• You can only use Petty Cash vendors when entering
  vouchers
• CO-17-RPC will be revised for Core-CT
  replenishment, Manual Supervisor, and Outstanding
  Advance page

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Walk-through and Exercise
Create Regular Vouchers

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario To be reimbursed for an out-of-pocket
  expense, a voucher must be created for James
  Flynn.
• WLA Paths
• Payables, Entering Online Vouchers, Data Entry
  Procedures, Entering a Non-PO Voucher
• On your own, complete exercises 5 and 6 in
  your Exercise packet
• Remember to utilize the Web Learning Assistant
  for Entering Vouchers
• Raise your hand if you need any assistance

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Agenda
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Agenda
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Overview
Create Express Checks

• Express checks are printed locally by the Petty
  Cash Custodian for immediate disbursement for
• Employee's out-of-pocket expenditures
• Small, but not necessary operating items, not
  to exceed 50
• Travel advances
• Worker's Compensation First Check"

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Process Flow
Create Express Checks
CreateRegularVoucher
Create orSelect aVendor
Print Express Check
Approver Sign Check
Payment Post Process Batch
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Key Points
Create Express Checks

• Keep the following in mind when creating an
  Express Check
• The vendor must be entered into the system to
  enter a voucher for it
• The voucher must be entered and budget checked
  before an Express Check can be issued
• Custodians create and print Express Checks
  Approvers sign them
• Payment Post Process

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Walk-through and Exercise
Create Express Checks

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Now that the vendor has been entered
  and the voucher is processed, an Express Check
  must be created and printed locally for immediate
  disbursement to James Flynn.
• WLA Paths
• Payables, Processing Payments, Data Entry
  Procedures, Creating Express Checks
• On your own, complete exercises 8 and 9 in
  your Exercise packet
• Remember to utilize the Web Learning Assistant
  for Entering Vouchers
• Raise your hand if you need any assistance

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Agenda
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Overview
Inquire on Vendor Information

• Inquiring on existing vendor information allows
  you to view a vendors previously entered
  information
• General vendor information
• Payment information

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Process Flow
Inquire on Vendor Information
EnterVendor Information
InquireVendorInformation
ViewPayment Information
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Key Points
Inquire on Vendor Information

• When inquiring on an existing vendor, take these
  points into account
• When performing an inquiry, information can only
  be viewed, not updated
• There is no need to save when you exit the page
  you have been inquiring on
• All vendors will have a status of Approved

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Walk-through and Exercise
Inquire on Vendor Information

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Locate the employees information to
  view all payments he has received.
• WLA Path
• Accounts Payable, Maintaining Vendors, View
  Procedures, Viewing Payment Information
• On your own, complete exercises 11 and 12 in
  your Exercise packet
• Remember to use the Web Learning Assistant for
  Inquiring on Vendor Payment Information.
• Raise your hand if you need any assistance

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Agenda
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Agenda
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Overview
Enter Manual Deposits

• Petty cash transactions will be handled
  exclusively by Manual Deposit entry. You create
  direct journal entries to determine where the
  funds will be applied.
• Check received by Agency for replenishment,
  workers first check, or an employee pays
  back Petty Cash
• Bank Deposit prepared
• Custodian manually enters deposit in Core-CT
• Custodian creates Direct Journal entry in
  Core-CT for the deposit

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Process Flow
Enter Manual Deposits
EnterManual Deposit
Create AccountingEntries(Direct Journal)
Run Journal Generator Process
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Key Points
Enter Manual Deposits

• Keep the following in mind when entering a Manual
  Deposit
• Accounting Date is critical (dictates the GL
  posting date)
• If you have 2 user IDs, make sure you use your
  Petty Cash ID
• After you receive the cash and deposit it into
  the bank, create the manual deposit so the direct
  journal can be created

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Walk-through and Exercise
Enter Manual Deposits

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario A deposit is required for the
  replenishment amount.
• WLA Paths
• Receivables, Entering Payments, Data Entry
  Procedures, Entering and Updating Regular
  Deposits
• Receivables, Entering Payments, Data Entry
  Procedures, Entering Direct Journal Entry
  Payments
• On your own, complete exercises 14 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
  for Entering Manual Deposits.
• Raise your hand if you need any assistance

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Walk-through and Exercise
Enter Accounting Entries

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario A deposit has been entered and the
  accounting entries need to be entered.
• WLA Paths
• Receivables, Entering Payments, Data Entry
  Procedures, Entering and Updating Regular
  Deposits
• On your own, complete exercise 16 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
  for Entering Manual Deposits.
• Raise your hand if you need any assistance

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Agenda
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Overview
Replenish Petty Cash Fund

• The Petty Cash Custodian identifies the need to
  replenish the Petty Cash Fund.
• The CO-17RPC Form Report provides your agencys
  Petty Cash balance and identifies how much money
  is out in travel advances
• As prescribed in the State Accounting Manual,
  replenishment should occur monthly however, the
  frequency depends on the total of the
  disbursements in relation to the size of the fund
  authorized
• The Custodian enters the Manual Deposit and
  Direct Journals the deposits.

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Process Flow
Replenish Petty Cash Fund
Enter Regular Voucher
Request Petty Cash Replenishment
Process Voucher
Process Payment
Process Deposit
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Key Points
Replenish Petty Cash Fund

• Petty Cash Replenishment comes from the Accounts
  Payable Department at your Agency.
• Replenishment is from the Main AP Business Unit
• Vendor is the Agency Petty Cash Fund
• Processed same as a Regular Voucher (needs
  approval)

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Walk-through and Exercise
Replenish Petty Cash Fund

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Replenish the Petty Cash Fund Account
  for the same amount that you created the Express
  Check for James Flynn.
• WLA Paths
• Receivables, Entering Payments, Data Entry
  Procedures, Entering and Updating Manual Deposits
• On your own, complete exercises 20 and 21 in
  your Exercise packet
• Remember to utilize the Web Learning Assistant
  for Replenishment
• Raise your hand if you need any assistance

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Agenda
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Agenda
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Overview
Perform Manual Bank Reconciliation

• The manual bank account reconciliation enables
  you to reconcile statements for banks that don't
  provide an electronic file of their transaction
  data.  
• This process is completed on a monthly basis
• Users receive paper bank statements for Petty
  Cash and DMV accounts that are used to manually
  reconcile bank transactions within Core-CT
• All Agencies will be reconciling their own Petty
  Cash and DMV accounts and can only access those
  accounts associated with their agencys SetID

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Process Flow
Perform Manual Bank Reconciliation
Search for Core-CT Bank Statement Files
Locate and Select Transactions
Mark Transactions for Reconciliation
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Key Points
Perform Manual Bank Reconciliation

• Keep the following in mind when performing a
  manual bank reconciliation
• Transactions must be entered in Core-CT to
  manually reconcile against the paper copies of
  the bank transactions
• The Petty Cash Custodian will not be the user
  that performs a manual bank reconciliation

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Walk-through and Exercise
Perform Manual Bank Reconciliation

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Perform a Manual Bank Reconciliation
• WLA Path
• Receivables, Bank Reconciliation, Data Entry
  Procedures, Manual Reconciliation
• On your own, complete exercises 20 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
  for performing Manual Bank Reconciliation
• Raise your hand if you need any assistance

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Agenda
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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.
• http//www.core-ct.state.ct.us/user/practice/Defau
  lt.htm

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Conclusion

• Wrapping Up the Processing Petty Cash
• Summary of Completed Course Objectives
• Enter and Inquire on Vendors
• Enter Pre-Approved Vouchers
• Create Express Checks
• Enter Manual Deposit
• Replenish Petty Cash Fund
• Perform Manual Bank Reconciliation
• Final Questions