STATE OF CONNECTICUTCore-CT Project Financials User Group MeetingAccounts Payable/Purchasing December 2003
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
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
Production SupportTeam ANY QUESTIONS?
Workflow • FinancialsWorklist Procedures • Requisition Workflow • PO Workflow
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.
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.
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”
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
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?
Workflow ANY QUESTIONS?
Purchasing • Catalog Management • Patch loaded 12/10 • File update process started 12/12 • File update completed by 1/1 • Listing of files loaded
Purchasing • eProcurement – Advanced Search • By Vendor • By Description • By Manufacturer • By Manufacturer Item ID • By Item ID
Purchasing • Large Contracts • Tolerances • PO Change Orders • PO Dispatch
Purchasing • PO Set Up Options • From a Requisition • Online PO • Amount Only vs. Quantity • Receiving Required
PO Set Up Options *You CANNOT mix Amt Only and Quantity on a PO
Troubleshooting • DocumentCross Reference • PO to REQ • REQ to PO • PO Activity Summary • Document Status • Receiving Required Query • Other Troubleshooting Aids
Purchasing ANY QUESTIONS?
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
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
Matching • Match Exceptions • Unmatched receivers exist • Exceeded PO Tolerances • Amount Vs. Quantity • Consequences of overriding Match Exceptions