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STATE OF CONNECTICUT Core-CT Project PowerPoint Presentation
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STATE OF CONNECTICUT Core-CT Project

STATE OF CONNECTICUT Core-CT Project

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STATE OF CONNECTICUT Core-CT Project

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAccounts Payable/Purchasing December 2003

  2. Agenda • Introduction/Production SupportElaine Pelletier • WorkflowNayda Flores • Purchasing • Catalog Management Joann Bellamo • Large Contracts • PO Dispatch • PO Set Up Options • BREAK • Accounts Payable • Payment Cancellation Holly Osburn • Voucher Matching & Match Exceptions Cynthia Babbitt • Voucher Tips Mark Aronowitz • Making Funds Available Deb Carta

  3. Production Support • Keep Core-CT Up and Running • Provide training to End-Users • Monitor the system for problems – both system and user errors • Implement delayed functionality of Phase 1 modules • Coordinate and disseminate business process decisions

  4. Whole Support Team

  5. Production Support Team

  6. Production SupportTeam ANY QUESTIONS?

  7. Workflow • FinancialsWorklist Procedures • Requisition Workflow • PO Workflow

  8. Fin Worklist Navigation

  9. Fin Worklist Procedures

  10. Fin Worklist Procedures

  11. Requisition Submitted for Approval: • Status: “Pending” Result: “Approved” • Amount:ChartField: • Amt 1 (All Requisitions) Budget Approver • Amt 2 (>$2,500) Purchasing • Amt 3 (>$10,000) Approver • Amt 4 (>$1,000,000) Requisition: Requisition Created in eProcurement Status: “Open” Payment Issued to the Vendor: The vouchers are “Matched”, the Pay Cycle Runs and payments are issued to the vendor. Status: “Complete” Training Update Requisition Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, a pre-encumbrance is created. Batch Frequency: 4x daily. Budget Status: “Valid” Invoice Processed by Accounts Payable: Vouchers created and invoices posted for payment. Req. to Check Requisition Sourced Into a PO: AutoSelect Process PO Staging Table PO Calculations Process PO Create Process Batch Frequency: 4x daily. Status: “PO(s) Created” Return to Vendor: Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor. Order delivered by vendor and received in Core-CT: Status: “Received” Both Goods and Services are received in Core-CT. PO Approval: Purchase Orders that were created from Requisitions do not require approval as a PO. PO Dispatched to the Vendor: Status: “PO(s) Dispatched” Batch Frequency: 4x daily.

  12. Requisition Workflow RequesterCreatesRequisitionOnline Requisition Amount Approver 3 Requisition Amount Approver 2 Requisition Amount Approver1 • All transactions exceeding $10K • Approve to $1mm • All transactions • Approve up to $2,500 - All transactions exceeding $2,500 Approve to $10,000 Requisition Amount Approver 4 Requisition Budget Approver Purchase Order Sent to Vendor Requisition Purchasing Approver - All transactions regardless of amount - Validates chartfield information - All transactions regardless of amount - Validates purchase information (General Buyer) Name prints on PO - Automated batch processing creates PO and sends to vendor • All transactions exceeding $1M • Approve over $1mm Additional Approval can be inserted at any time during the Approval process.

  13. Reviewing Status of Requisitions

  14. Reviewing Status of Approval

  15. Agenda Topic goes here PO Closed and Reconciled: Closing a PO sets the status of the PO to “Complete” and signals that the PO is completely processed. Reconciling a PO releases any unused encumbrances associated with the PO. Status: “Complete” Online (Manual) PO: Purchase Order Created in the Purchasing Module Status: “Open” PO Submitted for Approval: Initial Status: “Pending Approval” Resulting Status: “Approved” Amount:ChartField: Amt 1 (All POs) PO Budget Approver Amt 2 (>$10,000) Training Update PO Life Cycle PO Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, an encumbrance is created for the PO. Batch Frequency: 4x daily. Budget Status: “Valid” Invoice Processed by AP and Payment Issued to the Vendor: The vouchers are created, approved and “Matched”. Additionally, the Pay Cycle Runs and payments are issued to the vendor. Online PO Life Cycle PO Dispatched to the Vendor: PO delivered to the vendor by fax, email, EDX, phone, or print method. Status: “Dispatched” Batch Frequency: 4x daily. Return to Vendor: Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor. Order delivered by vendor and received in Core-CT: Both Goods and Services are received and keyed into Core-CT. Resulting Status: “Received”

  16. PO Workflow PO AmountApprover 1 PO AmountApprover 2 PO BudgetApprover Buyer Creates PO Online • Manual PO Emergency or immediate need • PO created from RFQ • PO created from contract (POS, PSA, Right Of Way, Construction, RL, MOU, Grant) - All transactions - All transactions exceeding $10K • - All transactions regardless of amount • Validates chartfield information • Name prints on PO 16

  17. PO Troubleshooting

  18. PO Troubleshooting

  19. PO Troubleshooting

  20. PO Troubleshooting

  21. Common Workflow Issues • Why don’t I have items on my Worklist? • I have items stuck on my Worklist… • I have duplicate items on my Worklist… • Why aren’t requisitions appearing on myWorklist?

  22. Workflow ANY QUESTIONS?

  23. Purchasing • Catalog Management • Patch loaded 12/10 • File update process started 12/12 • File update completed by 1/1 • Listing of files loaded

  24. Purchasing

  25. Purchasing • eProcurement – Advanced Search • By Vendor • By Description • By Manufacturer • By Manufacturer Item ID • By Item ID

  26. Catalog Search

  27. Advanced Search

  28. Search Results

  29. Purchasing • Large Contracts • Tolerances • PO Change Orders • PO Dispatch

  30. Purchasing • PO Set Up Options • From a Requisition • Online PO • Amount Only vs. Quantity • Receiving Required

  31. Requisition vs. Online PO

  32. PO Set Up Options *You CANNOT mix Amt Only and Quantity on a PO

  33. Troubleshooting • DocumentCross Reference • PO to REQ • REQ to PO • PO Activity Summary • Document Status • Receiving Required Query • Other Troubleshooting Aids

  34. Troubleshooting

  35. Troubleshooting

  36. Troubleshooting

  37. Troubleshooting

  38. Troubleshooting

  39. Troubleshooting

  40. Troubleshooting

  41. Purchasing ANY QUESTIONS?

  42. EPM User Groups EPM User Groups are about to begin • One User Group meeting on a monthly basis • First Meeting: January 12, 2004 from 9 am to 12 pm at DOIT 1002 A & B • Attendees • Submitted by agency sponsor; 1 – 2 per agency per meeting is requested • Communication forthcoming to Agency Sponsors requesting agency attendees • Meeting Content • Presentations on topics of interest (EPM enhancements and fundamentals) • Q & A / Issues • EPM User Group rollout will be announced at the Financials User Group’s Purchasing / Accounts Payable (Group 1) meeting on December 15, 2003 • EPM User Group update will be provided at the Financial User Group’s General Ledger / Accounts Receivable (Group 2) meeting in January 2004

  43. Payment Cancellations

  44. Payment Cancellations

  45. Payment Cancellations

  46. Payment Cancellations

  47. Voucher Life Cycle Review Create Voucher Match Process Generate/Post Payment START END Resolve Match Exceptions PostVoucher Resolve Budget Exceptions Approve Voucher Budget Check Process

  48. Matching • Match Exceptions • Unmatched receivers exist • Exceeded PO Tolerances • Amount Vs. Quantity • Consequences of overriding Match Exceptions

  49. Reviewing Matching

  50. Understanding Match Rules