STATE OF CONNECTICUT Core-CT Project

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

2. Agenda • WelcomeGale Mattison • PO Joann Bellamo Noreen Camara • AP Cynthia Babbitt • EPMMary Yabrosky

3. PO Rollover Process • PO Rollover • Planning not to Roll PO’s forward to next Fiscal Year • Planning for new PO standards including Contract Identification requirements • New year PO’s will have to indicate Asset information and Unit of Measure standards for Inventory • Close your PO’s ASAP!!

4. 71000 Account • Elimination of the 71000 Account Code • Incorrect use of this account creates encumbrance and match exception issues • Agencies will no longer have budgeted lines with negative balances • Lessens the maintenance on POs, moving funds between the distribution lines • Agencies will not have to cancel the 71000 line to close the PO

5. Agenda • WelcomeGale Mattison • POJoann Bellamo Noreen Camara • AP Cynthia Babbitt • EPMMary Yabrosky

6. PO Agenda • Thank You • Welcome & Future Plans • Reminders and Hot Topics • Bundle Impacts • PO Rollover FYE Close Time Line • Changes for July

7. Thank You User Testers: MHA: Russ Tolles, William Cipollone, Evette Hecht DSS: Kerry Robinson DPH: Elizabeth Basso DEP: Victor Masi SDE: Karen Gliha Acceptance Testers: Victor Masi and Karen Gliha

8. Welcome & Future Plans Core-CT hires PO Module Lead • Noreen Camara Future Opportunities • Core-CT adding three more positionsto Supply Chain

9. Reminders & Topics PO Critical Reminders • Clean up Purchase Orders • Close POs monthly • Close Requisitions after POs are closed Hot Topics • Year End PO scenarios • Un-checking Rec. Req. to close PO • Amount vs. Quantity on POs

10. Hot Topics • Reduce POs to expended amount before closing;this is the list of problem vouchers I sent you - SIR #8525 • 2. Budget checking on rolled PO lines - SIR #8525 • 3. PO lines closed, header open - SIR #8614 & 7219 • 4. PO complete and open distribution line - SIR #8614 • 5. Change Orders on matched PO lines, (causes #1 to happen)sequence problems - SIR #8754 • 6. Closed POs in Budget Error-can’t be done until #5 is fixed - SIR #8614 • 7. Double Encumbrance, this happened when budget checking wasdone twice within 3 seconds of each other - SIR# 8753

11. Hot Topics Are you having problems trying to close PO’s ? We may have some answers for you… • POs not fully matched • Vouchers associated with the PO • Activity on PO within the last 30 days • Not checking Amount / Quantity appropriately

12. Amount vs. Quantity Be sure you identify Amount Only in both places on the PO – line details and distribution

13. Amount vs. Quantity If you can’t do a Change Order because you are getting the error, “Quantity has already been vouchered against,”verify these fields are appropriate on the PO.

14. Changes - SP2 Post Bundles Greater tightening of Commitment Control *Amount vs. Quantity *71000 Refresh

15. Changes SP2 Post Bunldes PO Close Process – Navigation:Purchasing>Purchase Orders>Reconcile POs>Close Purchase Orders 1. Close one Business Unit 2. Close a single Document 3. Close All Business Units“Never Select this Option”

16. Changes SP2 Post Bundles Change in Functionality— PO Dispatch Feature

17. Changes SP2 Post Bundles Change in Functionality—Requisition Line Link If you select the line before linking to the Requisition, the link disappears.

18. Changes SP2 Post Bundles Cont’d… Once the line is selected, the link is gone.

19. Changes SP2 Post Bundles Alternate Functionality—Requisition Line Link Because the Requisition link is gone, this is the only way to link to the Requisition Detail.

20. PO Rollover FYE Timeline • Core-CT will not be rolling POs • Agencies will need to close all POs by 6/21/05 • Agencies will need to close all Requisitions • associated with POs by 6/22/05 • The PO module will be open to create • Future Dated POs on 6/27/05* • * this could be moved if all Business Units are clean

21. Changes for July 2005! • Contract ID will be a required field • on Requisitions and POs • Agency Contracts must be entered • 71000 Account will no longer be used • Food will be ordered using E-Sysco

22. Changes for July 2005! Assets and Inventory Go Live Asset Pre-Training is happening Purchasing Folks will need to identify the asset in Req. or Purchasing Module Inventory Vendor data collection is taking place Unit of Measure Survey/Modification

23. FYE Cleanup PO Checklist To Find Purchase Orders… • Not Fully Matched • Not Approved • In Initial Status • POs without Vouchers • POs on Hold • POs with Recv Req’d Inquiry: Activity Summary oron drop-down box #11 on PO EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval Inquiry: Maintain POs>Status>Initial EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices EPM Query “CT_FIN_POS_ON_HOLD” EPM Query “CT_FIN_PO_RECV_REQ”

24. 10-Minute Break

25. Agenda • WelcomeGale Mattison • PO Joann Bellamo Noreen Camara • APCynthia Babbitt • EPMMary Yabrosky

26. AP Agenda • Thank You • Reminders and Topics • Bundles Impacts • Bill Types Guidelines (ETs, STs, GTs) • Refund of Prior Yr Expenditures • FYE Cleanup AP Checklist • FYE Preparation

27. AP Reminders & Topics AP Critical Reminders • Watch timing of Reversal Vouchers • Keep Adequate Funds Available for Telecomm Bills • DO NOT Close Non-PO Vouchers from Previous FYs • Be sure your Control Groups are Verified/Paid/Posted • CO-860 Request for Vendor Check Information • Templates will be “pushed” into new FY by CORE Hot Topics • Fiscal Year End Labs – Going On Now! • 1099 Labs at 55 Elm St. this Summer • Additional duties for Voucher Processors/Approvers with implementation of Assets/Inventory

28. CO-860 Vendor Check Information • Form CO-860 should only be submitted for actual payments sent to a vendor • Review Payment Inquiry prior to completing the form • If the payment amount is zero (spaces), DO NOT submit a CO-860 – the payment was not sent out

29. CO-860 Vendor Check Information

30. CO-860 Vendor Check Information

31. Bundles Impacts • Use .PDF for Crystal Reports • Finalize Icon on Voucher • Vouchers for Multiple POs • Journal Vouchers for ACH Vendors

32. Bundles Impacts Use .PDF for Crystal Reports

33. Bundles Impacts • Journal Vouchers for ACH Vendors

34. Bundles Impacts • Journal Vouchers for ACH Vendors

35. Bill Types-Guidelines

36. Bill Types-Guidelines

37. Refund of Prior Year Expenditures The last day that a GIRO Pay Cycle will be run is June 15 Any open bills for refund of current expenditures in a Budgeted fund at the end of the fiscal year will be Credited and Rebilled by Core-CT according to the guidelines in the Budgeted example above Don’t bill a State agency for refund of current expenditures in a budgeted fund if you don’t expect to receive payment by June 15

38. FYE Cleanup AP Checklist • 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 or Commitment Control • On Hold EPM Query “CT_CORE_FIN_AP_VCHRS_ON_HOLD” • Not Paid Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHBUDCKD_UNPD” • Paid but Not Posted EPM Query “CT_CORE_FIN_AP_VCHRS_PD_UNPST” • Control Groups Verified and Posted Post Control Group

39. Fiscal Year End Preparation Try these 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 • Deleted Vouchers by AccountingDateCT_CORE_FIN_AP_DELETED_VOUCHER

40. FYE Prep – Payment Cancellations

41. FYE Prep – Payment Cancellations

42. FYE Prep – Payment Cancellations

43. FYE Prep – Reversal Vouchers + $ - $ Always for negative $ amount Reverses one voucher – created by copying/relating to the Original voucher/***THIS INFO MUST MATCH EXACTLY Information is the same as Original voucher (Remit-to Vendor, address, location, pmt method, handling code) The Vendor information must be active (Location/Address) ‘Separate Payment’ must be unchecked on Original and Reversal Vouchers Scheduled Due Date must be current date or earlier Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers Original voucher is put on “hold” until Reversalis ready for Pay Cycle selection Reversal Voucher and Original voucher go in the same Pay Cycle

44. FYE Prep – Reversal Vouchers

45. FYE Prep – Reversal Vouchers CRITICAL DETAILS –MUST BE REVERSE VALUES

46. FYE Prep – Reversal Vouchers

47. FYE Prep – Reversal Vouchers

48. FYE Prep – Adjustment Vouchers As the Fiscal Year End approaches, remember to… • Review Credits still not applied • Analyze timeframe of next positive payment • Either ask for a refund (to be deposited or…) • Be sure Credits will be applied before end of Fiscal Year

49. Agenda • WelcomeGale Mattison • PO Joann Bellamo Noreen Camara • AP Cynthia Babbitt • EPMMary Yabrosky

50. EPM Survey Results Of the surveys completed by users at the last AP/PO Financial User Group Meetings: • 70% were EPM Users • 40% used both Financial and HR • 65% use EPM Daily, Weekly, and or Monthly • 32% have attended EPM User Groups • 72% want to continue having EPM involvement in Financial User Group meetings • 83% prefer to get information about EPM through emails and website announcements