AP/PO User Group Meeting March 2005

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingPO / AP March
2005
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• Purchasing
• Reminders and Updates
• SP2 Impacts
• Shipping Charges in PO/AP
• BREAK
• Accounts Payable
• Reminders and Updates
• SP2 Impacts
• EPM
• SP2 Impacts

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FYE 04/05 - Proposed Dates for PO/AP
NOTE These dates are TENTATIVE - to be confirmed
Purchase Orders including requisitions,Change
Orders, POs encumbering PSAs,POS Contracts,
Rents Must be Dispatched
Friday, June 17, 2005
Monday, June 20, 2005
All PO Vouchers must be Budget Checked Valid
All NON-ROLLING Pos must be closed and Budget
Checked Valid
Wednesday, June 22, 2005
All Voucher Payment Cancellations must
bereceived at OSC
Friday, June 24, 2005
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FYE 04/05 - Proposed Dates for PO/AP
NOTE These dates are TENTATIVE - to be confirmed
All Voucher Payments to towns must beBudget
Checked Valid
Tuesday, June 28, 2005
All Non-PO Vouchers must be Budget Checked Valid
Wednesday, June 29, 2005
All 2005 Spreadsheet Journal Transactions must be
Budget Checked Valid
Friday, July 8, 2005
Monday, July 18, 2005
Carry Forward FY2005 Budgets are available
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• SP2 User Acceptance Testing Participants
• SP2 User Validation
• Billing User Acceptance Testing Participants
• Billing User Validation

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PO Updates
Critical Reminders

• PO Accounting Entries
• PO Close Voucher Warning

Up and Coming

• Bundles/Patches
• Volunteers for Validation
• Year-End Labs

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Q Is this PO Encumbering Funds in the Current
Budget Period?
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Q Is this PO Encumbering Funds in the Current
Budget Period? A Yes. See entry for Budget
Period 2005.
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Q Is this PO Encumbering Funds in the Current
Budget Period?
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Q Is this PO Encumbering Funds in the Current
Budget Period? A No. Budget Period for all
transactions is 2004.
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Q Is this PO Encumbering Funds in the Current
Budget Period?
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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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PO Close Voucher Warning
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(No Transcript)
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XXXM1
Only when you are getting one shipment
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XXXM1
30.0000
1.00000
When you dont know how many shipments youll get
30.0000
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AP Updates
Up and Coming

• Future Bundles/Patches
• Year-End Labs

Critical Reminders

• Creating TEPF Vouchers
• AP SP2 Impacts
• FYE Preparation
• Telecom Funds

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Creating TEPF Vouchers
What is TEPF? TaxExempt ProceedFunds
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Creating TEPF Vouchers
XXXM1
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Creating TEPF Vouchers
XXXM1
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Creating TEPF Vouchers
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Creating TEPF Vouchers
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• The Service Pack 2 upgrade has changed Accounts
  Payable functionality in the following ways.
• WLAs (available online through Core-CT help
  menus) are being updated to reflect the new
  procedures.
• 1. Users will no longer be able to add or delete
  Voucher Distribution lines on a PO Voucher.
• 2. Users will no longer be able to delete Invoice
  lines on a PO Voucher. Use the Worksheet Copy
  option to create a Voucher from the PO or
  Receiver, then select the lines to copy onto the
  voucher.
• When clicking the Finalize PO icon on the voucher
  entry page, the system will confirm with a
  prompt. This prompt is not functioning
  correctly.
• The process of creating a Voucher from multiple
  POs is not functioning correctly. Until further
  notice, DO NOT use this functionality.

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1. You can no longer Add or Delete PO Voucher
Distribution Lines.
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Accounts Payablegt Vouchersgt Entrygt Regular Entry

• Distribution changes should be made on the PO
  whenever possible.
• You may use 0.00 amounts for distributions that
  are not being used.

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Example PO Voucher Use a 0.00 Amount for Dist
by Amt. Use a blank Quantity for Dist by Qty.
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WARNING What goes up, will NOT come down. DO NOT
INCREASE AMT or QTY on Voucher Distribution
The encumbrance on PO Distr. Line 1 will NOT be
Reversed.
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WARNING What goes up, will NOT come down. DO NOT
INCREASE AMT or QTY on Voucher Distribution
Instead, change the coding on another line.
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4. You CAN still update a price if it is within
PO tolerances
Adjust the Invoice Line and Distribution to
reflect the change
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Accounts Payablegt Vouchersgt Entrygt Regular Entry
2. You can no longer Delete PO Voucher Invoice
Lines.
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Accounts Payablegt Vouchersgt Entrygt Regular Entry
Instead, use the Worksheet Copy Option to Select
Lines for payment.
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Select PO/Receipt Schedule Lines for Payment
Hint Design POs that are easily paid according
to Schedule Lines.
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Accounts Payablegt Vouchersgt Entrygt Regular Entry
3. You have the option to Finalize the PO from
the Voucher. The system prompts with a
warning. If you select NO.
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Accounts Payablegt Vouchersgt Entrygt Regular Entry
The system TURNS ON the Finalize option
regardless.
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Accounts Payablegt Vouchersgt Entrygt Regular Entry
Use the Undo Finalize icon to Turn OFF the
Finalize option.
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Problem Until further notice, DO NOT Create a
Voucher from Multiple POs. If you do

• You might not be able to save the voucher
• The voucher might not reverse the encumbrance
  correctly
• You might have to close the PO

We are working to learn the details of this
problem, and will update you in a Daily Mail as
soon as possible.
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• Match Exceptions (Match Manager
  or Match Exceptions Report)
• Pending Approval (Voucher Inquiry or EPM Query
  CT_CORE_FIN_AP_VCHRS_UNAPPRVD)
• Not Budget Checked (Voucher Inquiry)
• In Budget Error (Voucher Inquiry)
• On Hold (EPM Query CT_VCHRS_ON_HOLD)
• Control Groups Posted (Post Control Group)

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EPM Queries-

• Unposted Vouchers CT_AP_VCHRS_UNPOSTED
• Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOS
  TED
• Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_V
  CHBUDCKD_UNPD
• Expenditures by Account CodeCT_CORE_FIN_SAAAS_OP
  TION16_5_8

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• Run Budget Status Report
• Run Transaction Details (AP trans only)
• Compare to EPM Report CT_CORE_FIN_SAAAS_O
  PTION16_5_8 (by specific code or )
• Use other EPMs /Inquiries to troubleshoot

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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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Questions?

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

• Look for this presentation and meeting Q As
  on the Core-CT Website www.core-ct.state.ct.us/
  
• Next Meeting PO/AP Extra Session Date
  March 14, 2005 1-4 pm
• 101 E. River Drive, Room 4214 A B (dont
  forget to sign up)