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Financials User Group Meeting PO / AP October 2004

STATE OF CONNECTICUT Core-CT Project. Financials User Group Meeting PO / AP October 2004. Agenda. Purchasing Post FYE 04 Updates PO Monthly Cleanup Ordering with Sysco [ BREAK ] Accounts Payable Post FYE 04 Updates Telecom Bills Duplicate Vendor Invoice Checking

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Financials User Group Meeting PO / AP October 2004

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingPO / AP October 2004

  2. Agenda Purchasing • Post FYE 04 Updates • PO Monthly Cleanup • Ordering with Sysco [ BREAK ] Accounts Payable • Post FYE 04 Updates • Telecom Bills • Duplicate Vendor Invoice Checking • AP Monthly Cleanup • Recommended Reports & Queries

  3. PO Updates Critical Reminders • Cleanup of POs • 71,000 Account on Purchase Orders • Changing to “Amt Only” after PO Dispatch • October 7th & 8th PO Dispatch Incident • Clean Up Completed POs Monthly Up and Coming • SP2 Testing • CT Shops

  4. Changing to “Amt Only” after PODispatch

  5. Changing to “Amt Only” after PODispatch

  6. Changing to “Amt Only” after PODispatch

  7. October 7th & 8th PO Dispatch Incident DO NOTUse Reconciliation Workbench to Dispatch POs or

  8. Monthly PO Cleanup • Reconcile and Close POs Using Workbench • Reconcile and Close Requisitions Using Workbench

  9. Ordering from Sysco

  10. Ordering from Sysco

  11. Ordering from Sysco

  12. Ordering from Sysco

  13. SP2 Testing • Already Begun – End of January, 2005 • Recruiting Testing Assistance from Agency Users • DOC and MHA Already “On Board”

  14. CT Shops

  15. 10-Minute Break

  16. AP-Updates Critical Reminders • PO Numbers Missing on Invoices • Update to AP Job Aid on Vouchers • 1099 Reporting Help • Downloading from Inquiries • Modifying ChartFields after Voucher is Paid Up and Coming • AP/GL Periods Closing • More EPM Queries for Monitoring Transactions

  17. AP-Post FYE ’04 Updates Downloading from Inquiries – ie.Voucher Inquiry (Using “No Balance Remains”)

  18. AP-Post FYE ’04 Updates Downloading from Inquiries – Voucher Inquiry (use for searches only)

  19. Telecom Bills How do I download my bill?

  20. Telecom Bills How do I download my bill?

  21. Telecom Bills

  22. Telecom Bills General Ledger> Review Journal/Ledger Data> Ledger

  23. Telecom Bills Link to Ledger Activity

  24. Telecom Bills General Ledger> Review Journal/Ledger Data> Ledger

  25. Telecom Bills Sum by Period, Account, Dept

  26. Telecom Bills How do I find what was paid? Use the EPM Query –

  27. Duplicate Vendor Invoice Checking • Duplicate Invoice detection is based on: • Invoice Number • Business Unit • Vendor ID • If the three fields match, the voucher will be rejected • Consistency is imperative when entering Invoice Numbers

  28. Duplicate Vendor Invoice Checking Being inconsistent could cause duplicate payments… Vendor NameInvoice Number 5405017900030888 5405-0179-0003-0888 8885551234 888-555-1234 Rent Dec 03 Rent 12/03 Bank One Bank One SBC SBC ABC Realty ABC Realty

  29. Duplicate Vendor Invoice Checking • Some Vendors use account numbers in place of invoice numbers • E-mail those Vendor IDs to OSC for review at: osc.apdvf@po.state.ct.us • These Vendors may be set for 4-field duplicate invoice detection • You will be notified if your Vendor does not meet the requirements for change

  30. Duplicate Vendor Invoice Checking AP Interfaces • Ongoing – checks 3 fields (BU, Vendor ID, Invoice #) • One-Time – checks 4 fields (BU, Invoice #, Invoice Date, Gross Amount)

  31. Monthly AP Cleanup • 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)

  32. Monthly AP Cleanup TO EPM - • Unposted Vouchers CT_AP_VCHRS_UNPOSTED • Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED • Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD • Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8

  33. Monthly AP Cleanup • Run Budget Status Report • Run Transaction Details (AP trans only) • Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8 (by specific code or %) • Use other EPMs /Inquiries to troubleshoot

  34. AP-Recommended Queries

  35. AP-Recommended Queries

  36. AP-Recommended Queries

  37. Requests from AP Focus Group Match Exception Report-Include Quantity Accepted,ability to run by Buyer and/or Vendor ID(Pending) Vendor Payment Reports-Ability to run by BUSee EPM Query“CT_CORE_VENDOR_PAYMENT_HISTORY”Also, look for new EPM Query for FOI Reporting New Report Request-Summary report for all vouchers associated to a POSee EPM Query“CT_CORE_FIN_PO_BAL_SUM_BY_PO” or use PO Inquiry in Accounts Payable

  38. Questions?

  39. Closing Thank You for your participation today. We hope this information proved helpful… • Look for this presentation and meeting Q & A’son the Core-CT Website www.core-ct.state.ct.us/ • Next Meeting – PO/AP OverflowDate – October 19, 2004 9am - Noon101 E. River Drive, Room 4214 A & B(don’t forget to sign up)

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