Financials User Group Meeting PO/AP/AM November 2005

1. Financials User Group MeetingPO/AP/AM November 2005

2. Agenda WelcomeDonalynn BlackPO Noreen CamaraInventoryBetty Daly ReportingMichael Riggott AP Cynthia Babbitt Linda Carney Assets Kelly Clark

3. Pre-Upgrade Bundles Thank Youto All Volunteers with … • User Acceptance Testing9/15/05 – 9/30/05 • Bundles Go-Live10/2/05

4. Pre-Upgrade Bundles User Validation (prior to Go-Live) Sunday - 10/02/2005 • MHA - Mary Sweetland • MHA - Tracey Eckstrom • MHA - Linda Woznikaitis • MHA - Linda Huskey • MHA - Evette Hecht • MHA - Kathleen Carr • SDE - Karen Gliha • SDE - Euguene Croce • DOL - Christina Tracy • DOL - Zen Bojko • ESB - Min Ludecke • DCF - Kim DelGuidice • DHE - Sonia Gagne User Acceptance Testing 9/15-9/30/2005 • DCF - Lori Sawicki • DCF - Kim DelGuidice • DEP - Vic Massi • DOL - Dorothy Fandacone • DOL - Christina Tracy • DPW - Crystal Bryant • DPW - Dorothy Barksdale • DPW - Crystal Bryant • DSR - Marie Stearns • MHA - Russ Tolles • MHA - Mary Sweetland • MHA - Tracey Eckstrom • MHA - Millie Cullen • MHA - Linda Woznikaitis • ESB - Min Ludecke • DHE - Sonia Gagne

5. Post-Meeting Discussion Group We Invite You ……to stay a little longer today. • Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data • An opportunity to learn from your fellow module users in other agencies • A chance to network with and reach out to other agencies to discuss business processes

6. Agenda WelcomeDonalynn BlackPONoreen CamaraInventoryBetty Daly ReportingMichael Riggott AP Cynthia Babbitt Linda Carney Assets Kelly Clark

7. PO Agenda • Reminders & Topics • New Purchasing Authority • Mini-Training-Future Obligation • Integration of Assets with Purchasing

8. PO Reminders & Hot Topics PO Critical Reminders • Do change order before last payment • Close POs at least monthly • Don’t force close POs • New Purchasing Authority is complete Hot Topics • E-Sysco training complete MHA, DMR, SDE, DVA, DCF, DPS • Future Obligation, Reports to follow

9. New Purchasing Authority

10. PO Mini Training Future Obligation

11. PO Mini Training Future Obligation

12. PO Mini Training Future Obligation

13. Agenda WelcomeDonalynn BlackPO Noreen CamaraInventoryBetty DalyReportingMichael Riggott AP Cynthia Babbitt Linda Carney Assets Kelly Clark

14. Inventory Impacts to PO & AP Training • Lab training • Impacts to the PO • Matching the Voucher • Who needs to be there? • Inventory Buyers • E-pro Req User • Inventory Receivers • Voucher Processors

15. Inventory Training Updates • Inventory Training • Training Delivered November 9, 10 • For CME, DCF, DPS, DOL, DEP • One day training (role specific) • Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7 • Inventory Training • Training will be scheduled for early December • For DOC, DVA, MHA, DCF • Five separate classes (role specific) • Classes have been announced to Training Registration Contacts and Sponsors • Sign up in the PSFT Registration Tool

16. Agenda WelcomeDonalynn BlackPO Noreen CamaraInventoryBetty Daly ReportingMichael Riggott AP Cynthia Babbitt Linda Carney Assets Kelly Clark

17. Catalog of Online Reports • Project Overview • Website • PO Balance Report

18. Catalog of Online Reports ProjectOverview • A web-based reporting tool • Intended users • Access to new reports

19. Catalog of Online Reports ProjectOverview • System performance • Low maintenance • Security / Roles

20. Catalog of Online Reports Website Users will access the catalog through the Core-CT home page • Select the Catalog of On-Line Financial Reports link

21. Catalog of Online Reports Website Home page • Select a report category

22. Catalog of Online Reports Website Listing of Reports by Category • Select a report entry

23. Catalog of Online Reports Website Catalog Entry for Each Report • Purpose of the report • Type of Report • Legacy SAAAS / CAS reports • Role(s) needed to access the report • Navigation path to the report • Suggested run times • Report Parameters • Example of report output PO Balance Report

24. Catalog of Online Reports Website Catalog Entry – Example (Introduction) Introduction Purpose of the Report The report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The run control page allows the user to specify agency PO business unit, date range, vendor ID, PO status and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated). This report is used to monitor and review PO balance data. Type of Report Crystal Legacy SAAAS/CAS Reports SAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports; CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis - Summary Role(s) Needed for Access the Reports AP Report Maker and PO Report Maker Navigation Path to the Report Purchasing > Purchase Orders > Reports > PO Balance Report Suggested Run Times Ad hoc

25. Catalog of Online Reports Website Catalog Entry – Example (Parameters)

26. Catalog of Online Reports Website Catalog Entry – Example (Example of Report Output)

27. Catalog of Online Reports Summary and Next Steps • Continue to build catalog • Tips and Tricks • Volunteers

28. 10-Minute Break

29. Agenda WelcomeDonalynn BlackPO Noreen CamaraInventoryBetty Daly ReportingMichael Riggott APCynthia Babbitt Linda Carney Assets Kelly Clark

30. AP Agenda • Reminders & Topics • OSC Mini-Training: Payment Cancellations

31. AP Reminders & Hot Topics AP Critical Reminders • Budget Check Issues – Core applied Oracle Solution • Voucher/PO Budget Check Process Issues • STATE Pay Cycle Change Hot Topics • OSC - New Payment Cancellation Instructions • New Payment Hold Reason Code

32. Which Form do I submit? OSC - AP Mini Training • CO-860 – Request for Vendor Check Information • Payment was a check • Check is not available • CO-790 – Payment Cancellation • Check - Attached or Treasurer’s outstanding list • Any other payment method (GIRO, ACH, WIR) • CO-790S – Vendor Payment Cancellation Statement • Overpayment, duplicate, wrong amount , wrong vendor • Detailed explanation why payment occurred • Form must be signed by agency head or deputy only

33. CO-860 – Request for Check Information OSC - AP Mini Training • Stop Payment and Reissue • Submit CO-860 to Treasurer for stop payment • Once stopped, Treasurer sends to OSC/APD to reissue • Payment should be reissued as it was ( Same vendor, name, method, amount ….) OR Payment should be stopped and not reissued THIS IS A NEW PROCESS • Stop Payment and Cancel • Submit CO-860 to Treasurer for stop payment • Submit CO-790 to OSC/APD ( with a copy of the CO-860) to cancel this payment in Core-CT

34. Payment Cancellations OSC - AP Mini Training • New Form CO-790 announced on 8/12/05 • Refer to OSC Memorandum 2005-26 New CO-790 form is available at: http:www.osc.state.ct.us/agencies/forms/ • Form allows for some cancellation / reissues with corrections

35. CO-790 Payment Cancellations OSC - AP Mini Training • Submit CO-790 to OSC/APD to cancel this payment in Core-CT • Check – Attached or • Treasurer’s outstanding list or • No check and a copy of the CO-860 (stop payment) • Any other payment ( GIRO, ACH, WIR )

36. Payment Cancellations OSC - AP Mini Training • Reissue ( CO-790 ) Used when … • The payment was incorrect due to error in the vendor file, which has since been fixed or One of the following must be changed on the voucher: • Payment Method / Location • Payee Name / Address • Handling Code • Separate Payment

37. Payment Cancellations OSC - AP Mini Training • Open Liability – Put on Hold Used when … • Payment should be reissued with a change • Payment of PO vouchers – OSC will notify the agency by e-mail that a reversal/adjustment voucher is required • Payment of any prior year voucher – OSC will notify the agency by e-mail that a reversal or adjustment voucher is required

38. Payment Cancellations OSC - AP Mini Training • Close Used when … … ever possible. • The payment should not have been issued (duplicate, overpayment, wrong $ amount, wrong vendor) AND • It was created in the current year, AND • It did not reference a PO.

39. Common Mistakes OSC - AP Mini Training • Form is not completed properly – incorrect reference number, voucher numbers, etc. • Wrong Accounting Date – Voucher vs Payment • Reissue specified, but no check attached • Reissue specified, but no changes indicated • Conflicting instructions • Control Group check box not checked • Copy of voucher screen not attached

40. Common Mistakes - continued OSC - AP Mini Training • Wrong vendor is specified on the form when it should be wrong address in order to get the correct alternate payee name. • CO-790S not included for overpayments or duplicate payments – not signed by agency head or deputy- detailed explanation why and how payment happened • When processing reversal vouchers and vendor is inactive, contact vendor file section to reactivate vendor. The vendor will be deactivated as soon as the reversal voucher has been processed.

41. Payment Cancellations OSC - AP Mini Training Payment Cancellations Information on a REVERSAL is the same as the Original voucher (Remit-to Vendor, location, address, pmt method, handling code, scheduled due date) *Use ‘RA’ handling code for ‘CHK’ method on both vouchers *Use 17th of next month for Scheduled Due Date on both vouchers 1 Reversal for each Voucher cancelled. Create a reversal by copying/relating to the Original voucher***THIS INFO MUST MATCH EXACTLY The Vendor information must be active (Location/Address) – Contact vendor file unit to activate a vendor to process a reversal. ‘Separate Payment’ must be unchecked on Original and Reversal Vouchers Original voucher is put on “hold” until the agency takes if off of hold IN THE AFTERNOON. Agency must REPLY TO e-mail IMMEDIATELY after taking vouchers off of hold. Reversal Voucher and Original voucher go in the same Pay Cycle

42. OSC – APD Contact List Cancellations: Linda Carney 860-702-3396 linda.carney@po.state.ct.us Offsets: Arline Adamovich-Witek 860-702-3403 arline.adamovich@po.state.ct.us Vendor File: Lisa Simpson 860-702-3411 lisa.simpson@po.state.ct.us osc.apdvf@po.state.ct.us Check Replacement (status only): Gloria Martinelli 860-702-3409 gloria.martinelli@po.state.ct.us Questions or Training requests osc.apd@po.state.ct.us

43. Agenda WelcomeDonalynn BlackPO Noreen CamaraInventoryBetty Daly ReportingMichael Riggott AP Cynthia Babbitt Linda Carney AssetsKelly Clark

44. Integration AP/PO to AM • Hot Topics and Critical Reminders • Adding additional components to existing assets • Do not uncheck Capitalize check box on PO • Adjusting Depreciation for Assets in a closed period • Asset Management Flow

45. AM Impact on Purchase Orders

46. AM PO Asset Query CT_IDENTIFY_ASSETS_IN_PO CT_IDENTIFY_CONTROL_IN_PO

47. AM Impact on Accounts Payable

48. AM Impact on Accounts Payable

49. Asset Management Flow Procurement AM

50. HelpDesk Information • Users can call Help Desk @ 860-622-2300, ext. 1 • Due to the complexity of year end and other issues, users can email Core.Support@po.state.ct.us • Provide more details • Include screenshots • Specific encumbrance issues • Becomes a ticket and escalated to Level 2 • Use the same address Core.Support@po.state.ct.us to request topics for future User Groups