December 2004 AR-GL Meeting Presentation

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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingAR / GL / Billing
December 2004
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• General Ledger
• Updates and Reminders
• SP2 Updates
• Reporting
• Testing
• Report Processing
• HR Accounting Line HR Account Code Tables
• Viewing Encumbrance Balances
• Accounts Receivable
• Month End Cleanup
• Pending Receipts
• EPM Query
• GL Inquiry
• Billing Updates

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• General Ledger
• Updates and Reminders
• Viewing Encumbrance Balances
• EPM Queries for HR
• SP2 Updates
• Reports
• Testing
• Report Processing

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Critical Reminders

• AP Closes 3pm Last Business Day
• AR Closes 3pm 15th Calendar Day
• Journal Entries due by 10th Calendar Day

Up and Coming

• GL Reports re-distributed on the 16th
• SP-2 Testing.Shipmates Needed

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FY2005 Encumbrances

• Viewing FY2005 Encumbrances.
• FY2004 Encumbrance balances are not affecting
  FY2005 budgets.
• Deleted distribution lines on Rolled POs.

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FY2005 Encumbrances

• Budget Status Report
• Budget Details Inquiry

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FY2005 Encumbrances
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FY2005 Encumbrances

• Budget Transaction Details Report
• KK Activity Log
• PO Accounting Entries

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FY2005 Encumbrances

• Commitment Controlgt Review Budget Activitiesgt
  Budget Inquirygt
• Budget Details or Activity Log

XXXM1
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EPM Queries

• Records
• CT_HR_ACCTG_LN
• ACCT_CD_TBL

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EPM Queries
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SP2 Update

• Commitment Controlgt Review Budget Activitiesgt
  Budget Reportsgt
• Budget Transaction Detail Report

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SP2 Update

• General Ledgergt General Reportsgt
• Trial Balance Report

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SP2 Update
To Volunteer Please contact Donna Braga
at donna.braga_at_po.state.ct.us

• Proud Volunteers
• DMR
• SDE
• DPW
• ESB
• APA
• DCF
• DSS

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Report Processing

• Fin PeopleToolsgt Process Schedulergt
• Process Monitor

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Report Processing
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• Month End Cleanup
• Pending Receipts
• EPM Query
• GL Inquiry
• Billing Updates

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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

Up and Coming

• SP2 We need volunteers for AR
• Billing Go-Live is February 1

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Overview Month-End Timeline Online Search
for Incomplete Transactions
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Accounting Date Sub-System (AP/AR) Budget
Date Commitment Control (KK
Ledgers) Journal Date General Ledger
(MOD_ACCRL)
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Accounting Date
Budget Date
Journal Date
AP/AR
KK_LEDGER
MOD_ACCRL
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What Happens?

• 1. OSC and CORE runs Queries to identify
  incomplete transactions
• 2. Agencies run online inquiries and clean up
  everything not posted
• 3. OSC Closes AR GL Periods at 3pm
• 4. CORE runs daily processes (including posting)
  and then month end processes including reports
• 5. Agencies reclassify or redistribute direct
  journal deposits from Funds Awaiting
  Distribution

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What Happens? Insert timeline

AgenciesLast Chance toClean Up
AgenciesReclassify Pending Receipts
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Accounts Payable Impacts
At 3pm on Period Closing Day
You CANNOT Post new items 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 pending
items and payments to the new open period Post
new items to new period Post payments to new
period Direct journal deposits to new period
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New Items and Payment Groups

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

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Pending Items, Payments, Deposits

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

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Accounts Receivable gt Pending Items gt Review
Items gt All Items

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Month End Cleanup
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Month End Cleanup

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Accounts Receivable gt Collections gt Item
Information gt All Item Information

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AR gt Pending Items gt Change Pending Group Action
gt Online Pending Items

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Month End Cleanup

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Month End Cleanup

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Month End Cleanup

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AR gt Update Receivables gt Correct Posting Errors

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Month End Cleanup

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Month End Cleanup

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Month End Cleanup

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AR gt Collections gt Item Information gt All Item
Information
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Month End Cleanup
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AR gt Payments gt Review Payments gt Groups Not Set
to Post
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Month End Cleanup
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Month End Cleanup
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Month End Cleanup
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AR gt Payments gt Review Payments gt Incomplete
Payments
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Month End Cleanup
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AR gt Payments gt Apply Payments gt Finalize
Worksheet
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AR gt Payments gt Review Payments gt All Deposits
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Accounts Payable gt Vouchers gt Entry gt Regular
Entry
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Month End Cleanup

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Month End Cleanup

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AR gt Update Receivables gt Unpost Results gt Online
Group

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Month End Cleanup

Errors
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Deposits

• Agencies cannot change dates for deposits loaded
  from the bank files
• Dates will be grayed out
• Only OTT can change these dates
• Dates for Manual Deposits should be made in the
  current period
• Applies to TRB, DOL, DMV only

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EPM Reporting Tools gt Query gt Query Manager

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AR gt Payments gtDirect Journal Payments gt Modify
Accounting Entries
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General Ledger gt Journals gt Journal Entry gt
Create Journal Entries
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Is it somebody elses ?
Talk to the your AP staff to ensure that the
payment wasnt already cancelled.
Talk to the agency that paid you incorrectly to
see if theyve discovered the error.
Agree on the method youll use to correct the
error, and who will be responsible for each step
in the process.
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Is it somebody elses ?

• If youre canceling the GIRO payment
• - Fill out the paperwork
• Call OSC and ask them to cancel the payment
• If it was a PO Voucher, you must create a
  Reversal Voucher
• Contact the other agency when youve completed
  the process

When youve heard from the other agency that the
GIRO payment was cancelled - Call OTT and ask
them to delete the GIRO payment from your Deposit
list
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Is it somebody elses ?
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Configured values for the Standard Bill Types
GT Grant Transfer ET Expenditure Transfer
Invoice ST Revenue Transfer Invoice FED
Federal Billing EXT External Customers
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Configured values for the Standard Charge Codes
GT_47100 Grant Transfers, Fed Grants,
Restricted GT_47200 Grant Transfers, Non- Fed
Grants, Restricted FED_45020 Federal Aid,
Restricted NFED_45500 Non- Federal Aid,
Restricted FED_45300 Federal Aid,
Miscellaneous REFUND/REIMBURSEMT Refund of
Current Year Expenditure
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• Pre-training sessions are complete
• Sandbox is constructed
• Sandbox will be available
• Super Users - December 22
• All other users - January 3
• Web address will be published this week
• Link from the Core-CT website through Training
  Home Page
• Environment will refresh daily
• Data will not remain beyond a working day
• All processes must be run Ad Hoc by users
• Can create bills, run pro-forma and finalize
  bills
• Email address for problems or questions about the
  Sandbox environment Training.Questions_at_po.state.
  ct.us
• Environment not working, call 860-622-2582,
  Stephen Perkins

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• The Receivable Processor will apply the deposit
  to an open receivable if Customer Reference on
  Deposit Payment page shows it was billed on an
  ST, GT or ET invoice or any other reference value
  from an External Customer

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• The Receivable Processor will direct journal the
  deposit as a Refund of Current Expenditures
  (except GIROs) or a Standard Revenue if there is
  no Customer Reference on Deposit Payment page

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• Agencies will no longer have the option to Direct
  Journal GIRO payments (Exceptions to this are
  Offset payments to DRSM1 and Payroll Recoveries
  to all agencies issued by OSCIP).
• Agencies no longer have to use SSJs to correct
  accounting code errors or dollar amounts for AR
  Direct Journals
• Agencies can use Online Journal Processing in the
  GL module to make adjustments and corrections for
  errors in AR Direct Journals

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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
  December 29, 2004 1pm 4pm
• 101 E. River Drive, Room 4214 A B FUG100,
  Session 018
• (dont forget to sign up)