STATE OF CONNECTICUT Core-CT Project

1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingPO / AP March 2005

2. Agenda Purchasing • Reminders and Updates • SP2 Impacts • Shipping Charges in PO/AP [ BREAK ] Accounts Payable • Reminders and Updates • SP2 Impacts EPM • SP2 Impacts

3. FYE 04/05 - Proposed Dates for PO/AP NOTE: These dates areTENTATIVE- 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

4. FYE 04/05 - Proposed Dates for PO/AP NOTE: These dates areTENTATIVE- 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

5. Acknowledgements • SP2 User Acceptance Testing Participants • SP2 User Validation • Billing User Acceptance Testing Participants • Billing User Validation

6. PO Updates Critical Reminders • PO Accounting Entries • PO Close Voucher Warning Up and Coming • Bundles/Patches • Volunteers for Validation • Year-End Labs

7. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

8. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: Yes. See entry for Budget Period 2005.

9. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

10. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: No. Budget Period for all transactions is 2004.

11. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period?

12. PO SP2 Impacts-PO Accounting Entries Q: Is this PO Encumbering Funds in the Current Budget Period? A: No. Encumbrances for Budget Period 2005 have been fully reversed.

13. PO Close Voucher Warning

14. Mini-Training ~ Shipping Charges XXXM1

15. Mini-Training ~ Shipping Charges XXXM1 Only when you are getting one shipment

16. Mini-Training ~ Shipping Charges XXXM1 30.0000 1.00000 When you don’t know how many shipments you’ll get 30.0000

17. AP Updates Up and Coming • Creating TEPF Vouchers • AP SP2 Impacts • FYE Preparation • Telecom Funds • Future Bundles/Patches • Year-End Labs Critical Reminders

18. Creating TEPF Vouchers What isTEPF? TaxExempt ProceedFunds

19. Creating TEPF Vouchers XXXM1

20. Creating TEPF Vouchers XXXM1

21. Creating TEPF Vouchers

22. Creating TEPF Vouchers

23. AP SP2 Impacts 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.

24. AP SP2 Impacts-Voucher Changes 1. You can no longer Add or Delete PO Voucher Distribution Lines.

25. AP SP2 Impacts-Voucher Changes Accounts Payable> Vouchers> Entry> 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.

26. AP SP2 Impacts-Voucher Changes Example: PO Voucher Use a $0.00 Amount for *Dist by: Amt. Use a [blank] Quantity for *Dist by: Qty.

27. AP SP2 Impacts-Voucher Changes 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.

28. AP SP2 Impacts-Voucher Changes WARNING: What goes up, will NOT come down. DO NOT INCREASE AMT or QTY on Voucher Distribution Instead, change the coding on another line.

29. AP SP2 Impacts-Voucher Changes 4. You CAN still update a price if it is within PO tolerances Adjust the Invoice Line and Distribution to reflect the change

30. AP SP2 Impacts-Voucher Changes Accounts Payable> Vouchers> Entry> Regular Entry 2. You can no longer Delete PO Voucher Invoice Lines.

31. AP SP2 Impacts-Voucher Changes PO Receipt Accounts Payable> Vouchers> Entry> Regular Entry Instead, use the Worksheet Copy Option to Select Lines for payment.

32. AP SP2 Impacts-Voucher Changes Select PO/Receipt Schedule Lines for Payment Hint: Design POs that are easily paid according to Schedule Lines.

33. AP SP2 Impacts-Voucher Changes Accounts Payable> Vouchers> Entry> Regular Entry 3. You have the option to Finalize the PO from the Voucher. The system prompts with a warning. If you select “ NO”….

34. AP SP2 Impacts-Voucher Changes Accounts Payable> Vouchers> Entry> Regular Entry The system TURNS ON the Finalize option regardless.

35. AP SP2 Impacts-Voucher Changes Accounts Payable> Vouchers> Entry> Regular Entry Use the “Undo Finalize” icon to Turn OFF the Finalize option.

36. AP SP2 Impacts-Voucher Changes 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.

37. AP FYE Preparation • 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)

38. AP FYE Preparation EPM Queries- • 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

39. AP FYE Preparation • 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

40. EPM SP2 Impacts SP2 - EPM HIGHLIGHTS • Fixes • Enhancements

41. EPM SP2 Impacts Fixes • New Window Hyperlink • Download to Excel Multiple Times

42. EPM SP2 Impacts New Window Hyperlink

43. EPM SP2 Impacts • Download to Excel Multiple Times

44. EPM SP2 Impacts Enhancements • Advanced Query Search • Run to HTML Hyperlink • Run to Excel Hyperlink • Create Folders • Add to Favorites • Copy Query to Another User • Reorder Criteria

45. EPM SP2 Impacts Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink

46. EPM SP2 Impacts Advanced Query Search

47. EPM SP2 Impacts Advanced Query Search

48. EPM SP2 Impacts Create Folders / Add to Favorites / Copy Query to Another User

49. EPM SP2 Impacts Copy Query to Another User

50. EPM SP2 Impacts Reorder Criteria