getting started

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2. Getting Started. Welcome to the Enter

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getting started

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2. 2

3. 3 Objectives In this training, you will learn to: Apply the new Accounts Receivable processes that you learned about in the Overview course. We will specifically focus on the following processes: Direct Journal non AR payments Create Worksheets to apply payments to open AR items Inquire on deposits and payments Use Core-CT as a tool in supporting the processes Utilize PeopleSoft functionality to maximize your efficiency

4. 4 Agenda

5. 5 Training Tools In this training session, we use tools created specifically for this course. Presentation We use a PowerPoint presentation to guide us through our discussion of processes and key points related to using Core-CT to support those processes Exercises We developed exercises that enable you to practice the skills you learn in each module Training Database The functionality in our database mirrors the Core-CT production environment closely, though some changes will likely be made prior to go-live Significant changes made after training will be communicated to you Data is loaded into the Core-CT training database to help you learn how to use Core-CT, not to reflect a specific agencys transactions You can make mistakes and experiment without consequence

6. 6 Training Tools Web Learning Assistant Web-based tool that provides help and detailed information for specific Core-CT job functions Contains: concepts, procedures, flows, job aids, and a glossary The WLA is your primary reference tool once Core-CT goes live The WLA will evolve with Core-CT. As functionality changes, so will the content of the WLA Job Aids Available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT. General Job Aids Module Specific Job Aids Reporting Job Aids

7. 7 Agenda

8. 8 Overview Core-CT deposits are recorded through three methods: lockbox, bank statement, or manual deposit entry. Lockbox Deposits are used for Inter-Agency Transfers. Bank Statements are interfaced for Federal Agency Payments and miscellaneous cash receipts. Manual Deposits are used exclusively for Petty Cash reimbursement (except for the Department of Motor Vehicles).

9. 9 Inter-Agency Payments

10. 10 Federal Wires & Miscellaneous Cash

11. 11 DMV & Petty Cash

12. 12 Key Points Payment information can be changed regardless of the method that the deposit was entered into Core-CT: Payment information can only be changed if you have not begun application Deposit control information can only be changed on manual deposits

13. 13 Overview Determine how the payments are to be applied: Lockbox payments are applied with Payment Predictor This is an automated process that matches payments to open items State agency payments are handled this way Bank Statement payments must be directly journalled or applied to open items with manual worksheets The majority of non-state agency payments are directly journalled to Core-CT General Ledger as non-AR revenue Manually deposited payments are applied by the user DMV payments are applied in worksheets Petty cash transactions are directly journalled

14. 14 Lockbox AR Payments

15. 15 Bank Statement - AR

16. 16 Bank Statement - Non AR

17. 17 Key Points When applying payments, remember the following: Payments must be completely applied before accounting entries can be created The deposit accounting date becomes the accounting date for each payment The payment accounting date then becomes the default accounting date for all pending items created from that payment The accounting date drives aging and determines which accounting period the transaction will post to in the General Ledger

18. 18 Agenda

19. 19 Agenda

20. 20 Overview Payments that do not correspond to AR open items are considered miscellaneous cash receipts or non AR cash. These are known as Direct Journal Entry Payments in Core-CT. Accounting entries are created for posting to the General Ledger Payments are not applied to open items The following types of payments will be direct journal entries: Petty cash and DMV manual deposits Miscellaneous daily cash receipts Pending Receipts

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22. 22 Key Points When creating direct journal entries, remember the following: You are creating the accounting entries in order to direct where the funds will be applied All payment accounting entries must be marked Complete to be processed by the Journal Generator and posted to the General Ledger

23. 23 Walk-through and Exercise Lets login to Core-CT. First, we will walk-through the process together Scenarios: Pending Receipts / Direct Journal Payments to Other Agencies WLA Path: Accounts Receivable > Apply Payments > View Procedures > Viewing Incomplete Payments WLA Path: Accounts Receivable > Entering Payments > Data Entry Procedures > Entering Direct Journal Payments On your own, complete exercises #3 and #4 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

24. 24 Agenda

25. 25 Agenda

26. 26 Overview During the payment process, you will match payments with existing items on a worksheet to close them The following functions can be performed with a payment worksheet: Fully apply the payment to an open item Partially pay an item with an underpayment Pay an item and put the overpayment on account Put the entire payment on account Prepay an item that has not yet posted to the customers account

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28. 28 Key Points When creating payment worksheets, remember the following: Deposits must balance before payment worksheets can be created Worksheets must balance before they can be posted Users will have the opportunity to correct errors and set the payment worksheets to post again in the next batch process Worksheets are created for each payment, not for each deposit

29. 29 Walk-through and Exercise Lets log-in to Core-CT. First, we will walk-through the process together Scenario: Fully pay an item and partially pay another with an underpayment WLA Path: Receivables > Review Payments > View Procedures > Viewing Incomplete Deposits Receivables WLA Path: Receivables > Apply Payments > Data Entry Procedures > Using Payment Worksheets On your own, complete exercise 6 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

30. 30 Agenda

31. 31 Overview Core-CT provides many ways to inquire on information that has been entered, posted or is in error: Viewing Deposit Information Viewing Payments Viewing Groups When reviewing and inquiring on deposits and payments, remember the following: Only data that has been saved and/or posted can be viewed through these pages You cannot update information through these pages There is no need to save when you exit these pages

32. 32 Walk-through and Exercise Lets log-in to Core-CT. We will walk-through the process together Scenario: Review deposit and payment information WLA Path: Accounts Receivable > Review Payments > View Procedures

33. 33 Agenda

34. 34 Conclusion Wrapping Up the Enter and Apply Payments Course: Summary of Completed Course Objectives Understanding Core-CT Deposit & Payment Methods Understanding Direct Journal Entry Understanding Payment Worksheet Application Review and Inquire on Deposits and Payments Final Questions

35. 35 Sandbox Goals/ Action Plan/ Adjourn After this class, Central/Agency users can: Use the Sandbox environment as a database that has been set up to utilize for practice on Core-CT to keep reinforcing what you have learned today. Use all of the exercises completed here in class as job aids in the Sandbox environment when you return to your agencies. Fill out the Action Plan sheet so you can plan when you will be utilizing the Sandbox and make the commitment to do so. Complete the course evaluation forms.

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