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STATE OF CONNECTICUT Core-CT Project

STATE OF CONNECTICUT Core-CT Project. Financials User Group Meeting PO / AP May 24, 2004. Agenda. Updates and Year End Instructions Issue Resolution - Current AP/PO Issues Updates to Year End Instructions Dates for Year End activities – Handout Questions???

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STATE OF CONNECTICUT Core-CT Project

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingPO / APMay 24, 2004

  2. Agenda Updates and Year End Instructions • Issue Resolution - Current AP/PO Issues • Updates to Year End Instructions • Dates for Year End activities – Handout • Questions??? Scorecard & AP/PO Document Cleanup • Handout • Online Demonstration CORE-CT Financials User website demo

  3. Issue Resolution Process Ticket is resolved or sent to technical team with a SIR Help Desk resolves problem or sends to Level II User Calls Help Desk Resolution given or Future Enhancement is requested Tech Team resolves problem and/or creates a PeopleSoft case PeopleSoft works with tech team to resolve

  4. Current AP/PO issues and progress being made towards resolution • Accounts Payable • Commitment Control issues • Voucher Inquiry panel

  5. Current AP/PO issues and progress being made towards resolution • Purchasing • Requisitions stuck in Sourcing Workbench • Purchase Order Approvals not working consistently - RESOLVED • PO Closure/Recon returns encumbrances to pre-encumbrances • Commitment Control issues

  6. Current AP/PO issues and progress being made towards resolution • Purchasing • Requisitions not clearing PO_CALC • Purchase Orders that can not be opened due to references to a large contract on the PO lines • Completed PO’s in Header status of Error

  7. Year End • Dates and System Availability

  8. System Availability in June • Extended weekday and weekend availability for Financials system. • - Monday – Friday 6am to 8pm • Saturday – 6am to 4pm • Sunday – 8am to 4pm

  9. Dates for Year End Activities • Purchase Orders - (includes requisitions, change orders, purchase orders encumbering personal service agreements, purchase of service contracts, and rent/lease agreements) must be entered into Core-CT and budget checked by Sunday, June 20, 2004. • Expenditure Vouchers – For PO vouchers -must be approved and budget checked by 3:00 p.m. Monday June 21, 2004. For Non-PO vouchers -must be approved and budget checked by 3:00 p.m. Tuesday June 29, 2004.

  10. Dates for Year End Activities • Voucher Pay Cycle The Comptroller’s last paycycle for fiscal year 2003-2004 will be run following the 3:00 budget check on Tuesday June 29, 2004. Agencies that have payments to towns and municipalities must process vouchers no later than June 28, 2004. • Vendor Check Cancellation Vendor check cancellation documentation must be received in the Accounts Payable Division by 5:00 p.m. Monday June 28, 2004.

  11. ANY QUESTIONS?

  12. Agency Scorecard

  13. Agency Scorecardand Document Cleanup • Scorecard

  14. Agency Scorecardand Document Cleanup

  15. Voucher Inquiry VOUCHERS POSTED BUT NOT PAID VOUCHER INQUIRY

  16. Exceptions FIND/RESOLVE EXCEPTIONS You can either run a report of Match Exceptions

  17. Exceptions

  18. Exceptions Or you can view Match Manager for Exceptions

  19. Exceptions View all Exception Rules – View the PO or Receiver to compare with the voucher.

  20. Vouchers Not Approved

  21. EPM Queries for FYE

  22. PO Reconciliation

  23. PO Reconciliation Workbench

  24. PO Reconciliation Workbench Continued

  25. PO Reconciliation Workbench

  26. Recon Workbench Results

  27. Recon Log

  28. Override Closure - CAUTION

  29. ANY QUESTIONS?

  30. Navigating the Core-CT Website Why use the website? Why not pick up the phone? - Get information quicker - Save taxpayer dollars What is there and useful? - Core-CT job aids - Indexed Daily Mails - Core-CT Extra Newsletters Make it a habit! -A browser favorite (click Favorites, Add) -Your home page (Link on Core-CT Home Page gives instructions)

  31. 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 (http://www.core-ct.state.ct.us/) • GL/AR Meetings (2 sessions) – June 7, 2004101 E. River Drive, Room 1002 A&B – 9am and 1pm

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