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Financials User Group Meeting PO/AP/AM November 2005. Agenda. Welcome Donalynn Black PO Noreen Camara Inventory Betty Daly Reporting Michael Riggott AP Cynthia Babbitt Linda Carney Assets Kelly Clark. Pre-Upgrade Bundles. Thank You to All Volunteers with …. - PowerPoint PPT Presentation
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Financials User Group MeetingPO/AP/AM
November 2005
Welcome Donalynn BlackPO Noreen CamaraInventory Betty Daly Reporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
User Acceptance Testing 9/15/05 – 9/30/05
Bundles Go-Live 10/2/05
Pre-Upgrade BundlesPre-Upgrade Bundles
Thank You to All Volunteers with …
User Acceptance TestingUser Acceptance Testing9/15-9/30/20059/15-9/30/2005
• DCF - Lori Sawicki• DCF - Kim DelGuidice • DEP - Vic Massi• DOL - Dorothy Fandacone• DOL - Christina Tracy• DPW - Crystal Bryant• DPW - Dorothy Barksdale• DPW - Crystal Bryant• DSR - Marie Stearns• MHA - Russ Tolles• MHA - Mary Sweetland• MHA - Tracey Eckstrom• MHA - Millie Cullen• MHA - Linda Woznikaitis• ESB - Min Ludecke• DHE - Sonia Gagne
User Validation (prior to Go-Live)User Validation (prior to Go-Live)Sunday - 10/02/2005Sunday - 10/02/2005
• MHA - Mary Sweetland• MHA - Tracey Eckstrom• MHA - Linda Woznikaitis• MHA - Linda Huskey• MHA - Evette Hecht• MHA - Kathleen Carr• SDE - Karen Gliha• SDE - Euguene Croce• DOL - Christina Tracy• DOL - Zen Bojko• ESB - Min Ludecke• DCF - Kim DelGuidice• DHE - Sonia Gagne
Pre-Upgrade BundlesPre-Upgrade Bundles
We Invite You …… to stay a little longer today.
Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data
An opportunity to learn from your fellow module users in other agencies
A chance to network with and reach out to other agencies to discuss business processes
Post-Meeting Discussion GroupPost-Meeting Discussion Group
Welcome Donalynn BlackPO Noreen CamaraInventory Betty Daly Reporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
• Reminders & Topics• New Purchasing Authority• Mini-Training-Future Obligation• Integration of Assets with
Purchasing
PO AgendaPO Agenda
8
PO Critical Reminders
Hot TopicsE-Sysco training complete MHA, DMR, SDE, DVA, DCF, DPSFuture Obligation, Reports to follow
Do change order before last payment Close POs at least monthlyDon’t force close POsNew Purchasing Authority is complete
PO Reminders & Hot TopicsPO Reminders & Hot Topics
New Purchasing AuthorityNew Purchasing Authority
10
PO Mini TrainingPO Mini Training
Future ObligationFuture Obligation
PO Mini TrainingPO Mini Training
Future ObligationFuture Obligation
PO Mini TrainingPO Mini Training
Future ObligationFuture Obligation
Welcome Donalynn BlackPO Noreen CamaraInventory Betty DalyReporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
14
Lab trainingImpacts to the POMatching the Voucher
Who needs to be there?Inventory BuyersE-pro Req UserInventory Receivers Voucher Processors
Inventory Inventory ImpactsImpacts to PO & AP Training to PO & AP Training
Inventory Training Training Delivered November 9, 10
-For CME, DCF, DPS, DOL, DEPOne day training (role specific)
Follow-up Inventory Impact Labs for Purchasing and Inventory personnel - December 6 & 7
Inventory TrainingTraining will be scheduled for early December
–For DOC, DVA, MHA, DCFFive separate classes (role specific)Classes have been announced to Training Registration Contacts and SponsorsSign up in the PSFT Registration Tool
Inventory Training UpdatesInventory Training Updates
Welcome Donalynn BlackPO Noreen CamaraInventory Betty Daly Reporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
17
Catalog of Online ReportsCatalog of Online Reports
Project Overview
Website
PO Balance Report
18
Catalog of Online ReportsCatalog of Online Reports
Project Overview
A web-based reporting tool
Intended users
Access to new reports
19
Catalog of Online ReportsCatalog of Online Reports
Project Overview
System performance
Low maintenance
Security / Roles
20
WebsiteUsers will access the catalog through the Core-CT home page
Select the Catalog of On-Line Financial Reports link
Catalog of Online ReportsCatalog of Online Reports
21
Website
Home page
Select a report category
Catalog of Online ReportsCatalog of Online Reports
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WebsiteListing of Reports by Category
Select a report entry
Catalog of Online ReportsCatalog of Online Reports
23
Catalog of Online ReportsCatalog of Online ReportsWebsiteCatalog Entry for Each Report
Purpose of the report Type of Report Legacy SAAAS / CAS reports Role(s) needed to access the report Navigation path to the report Suggested run times Report Parameters Example of report output
PO BalanceReport
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Catalog of Online ReportsCatalog of Online ReportsWebsiteCatalog Entry – Example (Introduction)
Introduction
Purpose of the ReportThe report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The run control page allows the user to specify agency PO business unit, date range, vendor ID, PO status and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated).
This report is used to monitor and review PO balance data.
Type of ReportCrystal
Legacy SAAAS/CAS ReportsSAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports; CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis - Summary
Role(s) Needed for Access the ReportsAP Report Maker and PO Report Maker
Navigation Path to the ReportPurchasing > Purchase Orders > Reports > PO Balance Report
Suggested Run TimesAd hoc
25
WebsiteCatalog Entry – Example (Parameters)
PO Balance Report see screenshots below
In This Field Enter Notes
* Business Unit: type Business Unit or use the lookup to select user must enter agency PO business unit
Vendor ID type Vendor ID or use the lookup to select
leave blank to display all vendors for specified report parameters
enter vendor ID to display POs for a specific vendor ID
* From Date: type date or use the lookup to select
to display one day - enter same date in both fields
to display a date range – enter beginning and end date
to display year to date – enter 07/01/YYYY and current date
* Through Date: type date or use the lookup to select
* Include Status: select status from the dropdown menu recommended: select open status to view open POs
Include Future Obligation: select checkbox
Chartfield Criteria: type chartfield(s) or use the lookup to select
select chartfield combination to display POs based on coding
Catalog of Online ReportsCatalog of Online Reports
26
WebsiteCatalog Entry – Example (Example of Report Output)
Catalog of Online ReportsCatalog of Online Reports
27
Catalog of Online ReportsCatalog of Online Reports
Continue to build catalog
Tips and Tricks
Volunteers
Summary and Next Steps
28
10-Minute Break10-Minute Break
Welcome Donalynn BlackPO Noreen CamaraInventory Betty Daly Reporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
Reminders & Topics OSC Mini-Training:
Payment Cancellations
AP AgendaAP Agenda
31
AP Critical Reminders
Hot Topics
OSC - New Payment Cancellation InstructionsNew Payment Hold Reason Code
Budget Check Issues – Core applied Oracle SolutionVoucher/PO Budget Check Process IssuesSTATE Pay Cycle Change
AP Reminders & Hot TopicsAP Reminders & Hot Topics
32
Which Form do I submit?Which Form do I submit?CO-860 – Request for Vendor Check Information
Payment was a checkCheck is not available
CO-790 – Payment CancellationCheck - Attached or Treasurer’s outstanding listAny other payment method (GIRO, ACH, WIR)
CO-790S – Vendor Payment Cancellation Statement
Overpayment, duplicate, wrong amount , wrong vendorDetailed explanation why payment occurredForm must be signed by agency head or deputy only
OSC - AP Mini TrainingOSC - AP Mini Training
33
CO-860 – Request for Check InformationCO-860 – Request for Check Information
Stop Payment and ReissueSubmit CO-860 to Treasurer for stop payment Once stopped, Treasurer sends to OSC/APD to reissue Payment should be reissued as it was ( Same vendor, name, method, amount ….)
OR Payment should be stopped and not reissued THIS IS A NEW PROCESSStop Payment and Cancel
Submit CO-860 to Treasurer for stop paymentSubmit CO-790 to OSC/APD ( with a copy of the CO-860) to cancel this payment in Core-CT
OSC - AP Mini TrainingOSC - AP Mini Training
34
Payment CancellationsPayment Cancellations
New Form CO-790 announced on 8/12/05
Refer to OSC Memorandum 2005-26 New CO-790 form is available at:
http:www.osc.state.ct.us/agencies/forms/
Form allows for some cancellation / reissues with corrections
OSC - AP Mini TrainingOSC - AP Mini Training
35
CO-790 Payment CancellationsCO-790 Payment CancellationsSubmit CO-790 to OSC/APD to cancel this payment in Core-CT
Check – Attached or Treasurer’s outstanding list or No check and a copy of the CO-860 (stop payment)
Any other payment ( GIRO, ACH, WIR )
OSC - AP Mini TrainingOSC - AP Mini Training
36
Payment CancellationsPayment CancellationsReissue ( CO-790 )
Used when …The payment was incorrect due to error in the vendor file, which has since been fixed or
One of the following must be changed on the voucher:Payment Method / LocationPayee Name / Address Handling CodeSeparate Payment
OSC - AP Mini TrainingOSC - AP Mini Training
37
Payment CancellationsPayment CancellationsOpen Liability – Put on Hold
Used when …Payment should be reissued with a changePayment of PO vouchers – OSC will notify the agency by e-mail that a reversal/adjustment voucher is requiredPayment of any prior year voucher – OSC will notify the agency by e-mail that a reversal or adjustment voucher is required
OSC - AP Mini TrainingOSC - AP Mini Training
38
Payment CancellationsPayment Cancellations Close Used when …… ever possible.
The payment should not have been issued (duplicate, overpayment, wrong $ amount, wrong vendor) AND It was created in the current year, ANDIt did not reference a PO.
OSC - AP Mini TrainingOSC - AP Mini Training
39
Common MistakesCommon MistakesForm is not completed properly – incorrect reference number, voucher numbers, etc.
Wrong Accounting Date – Voucher vs Payment
Reissue specified, but no check attached
Reissue specified, but no changes indicated
Conflicting instructions
Control Group check box not checked
Copy of voucher screen not attached
OSC - AP Mini TrainingOSC - AP Mini Training
40
Common Mistakes - continuedCommon Mistakes - continuedWrong vendor is specified on the form when it should be wrong address in order to get the correct alternate payee name.
CO-790S not included for overpayments or duplicate payments – not signed by agency head or deputy- detailed explanation why and how payment happened
When processing reversal vouchers and vendor is inactive, contact vendor file section to reactivate vendor. The vendor will be deactivated as soon as the reversal voucher has been processed.
OSC - AP Mini TrainingOSC - AP Mini Training
41
Information on a REVERSAL is the same as the Original voucher (Remit-to Vendor, location, address, pmt method, handling code, scheduled due date)
*Use ‘RA’ handling code for ‘CHK’ method on both vouchers
*Use 17th of next month for Scheduled Due Date on both vouchers
1 Reversal for each Voucher cancelled. Create a reversal by copying/relating to the Original voucher***THIS INFO MUST MATCH EXACTLY
The Vendor information must be active (Location/Address) – Contact vendor file unit to activate a vendor to process a reversal.
‘Separate Payment’ must be unchecked on Original and Reversal Vouchers
Original voucher is put on “hold” until the agency takes if off of hold IN THE AFTERNOON.
Agency must REPLY TO e-mail IMMEDIATELY after taking vouchers off of hold.
Reversal Voucher and Original voucher go in the same Pay Cycle
Payment CancellationsPayment CancellationsPayment CancellationsOSC - AP Mini TrainingOSC - AP Mini Training
42
OSC – APD Contact ListOSC – APD Contact ListCancellations:Linda Carney 860-702-3396 [email protected]
Offsets: Arline Adamovich-Witek 860-702-3403 [email protected]
Vendor File:Lisa Simpson 860-702-3411 [email protected] [email protected] Replacement (status only):Gloria Martinelli 860-702-3409 [email protected]
Questions or Training requests [email protected]
Welcome Donalynn BlackPO Noreen CamaraInventory Betty DalyReporting Michael RiggottAP Cynthia Babbitt
Linda Carney Assets Kelly Clark
AgendaAgenda
• Hot Topics and Critical Reminders– Adding additional components to existing ass
ets– Do not uncheck Capitalize check box on PO– Adjusting Depreciation for Assets in a closed
period– Asset Management Flow
Integration AP/PO to AMIntegration AP/PO to AM
RECEIVEAGAINSTTHE PO
POCREATED
CREATEVOUCHER
FROMRECEIPT
LOAD ASSETSINTO
TABLES(Batch)
CONSOLIDATEAND UNITIZE
ASSETS
RUNTRANSACTION
LOADER
PREVIEW THELOADER TABLES
REVIEW ASSETSIN AM
CREATEREQUISITION
(Optional)
RUNPO ASSET
QUERY
AM Impact on Purchase OrdersAM Impact on Purchase Orders
RECEIVEAGAINSTTHE PO
POCREATED
CREATEVOUCHER
FROMRECEIPT
LOAD ASSETSINTO
TABLES(Batch)
CONSOLIDATEAND UNITIZE
ASSETS
RUNTRANSACTION
LOADER
PREVIEW THELOADER TABLES
REVIEW ASSETSIN AM
CREATEREQUISITION
(Optional)
RUNPO ASSET
QUERY
CT_IDENTIFY_ASSETS_IN_POCT_IDENTIFY_CONTROL_IN_PO
AM PO Asset QueryAM PO Asset Query
RECEIVEAGAINSTTHE PO
POCREATED
CREATEVOUCHER
FROMRECEIPT
LOAD ASSETSINTO
TABLES(Batch)
CONSOLIDATEAND UNITIZE
ASSETS
RUNTRANSACTION
LOADER
PREVIEW THELOADER TABLES
REVIEW ASSETSIN AM
CREATEREQUISITION
(Optional)
RUNPO ASSET
QUERY
AM Impact on Accounts PayableAM Impact on Accounts Payable
AM Impact on Accounts PayableAM Impact on Accounts Payable
Did the Buyer do thefollowing:
Enter the correct AMBU/Profile ID?
Code to either capital orcontrollable expenditure
account code?
PO Created
Consolidateor
Unitize
ReviewLoader Tables
CreateVoucher
Receiveagainst PO
Run POAsset Query
QUESTIONS TO ASK YOURSELF:1) Are there multiple assets on (1) Distribution line?
If Yes, UNITIZE the Distribution lineIf No, go to the Receipt (ensure Asset ID is entered on the Receipt.
2) Is there (1) Asset on (1) Distribution line and other related componentsassociated to that asset?
If Yes, perform CONSOLIDATION (ensure you leave the Asset ID set to NEXT)If No, go to Receipt (ensure Asset ID isentered on Receipt)
3) Are there multiple assets on (1) Distribution line and related assets onadditional Distribution lines?
If Yes, UNITIZE the multiple assets on the 1stDistribution Line and remove the AMBU andProfile ID on the related Asset Distribution lines.If No, go to Receipt (ensure Asset ID is entered)
4) Are you going to split funding for an asset?If Yes, perform CONSOLIDATION (ensure you leave the Asset ID set to NEXT on each Distribution line.If No, go to the Receipt (ensure Asset ID is entered on Receipt)
* If scenario meets any of the defined conditions (above), do NOT enter Asset IDon the receipt.Note: Do NOT hard-code NEXT into the Asset ID field. This will prevent theAsset from loading into Asset Management. Simply leave the field blank.
RunTransaction
Loader
Do you need toCONSOLIDATE
or UNITIZE?
Enter Asset ID.
Ensure Asset IDis set to NEXT
Create Voucherfrom POReceipt
Yes
No
Yes
No
The Voucher Processor willprocess the voucher by
selecting PO Receipt from theWorksheet Copy Option.
Review Loader Tables CONSOLIDATE orUNITIZE
RunTransaction
Loader
Preview Physical Aand/or Financial
tables for each Assetto determine the needto CONSOLIDATE or
UNITIZE.
Do you need toCONSOLIDATE
or UNITIZE?
Yes
No
Ensure theBuyer completes
this step.
Run either:CT_IDENTIFY_ASSETS_IN_PO
CT_IDENTIFY_CONTROL_IN_PO
NOTE:If the Asset ID is set toNEXT, and you are not
Consolidating orUnitizing, return Voucher
to receiver, updatereceipt, then enter an
Asser ID.
NOTE:Select Error for the LoadStatus field to eliminatelines from loading the
staging table.
Refer to the appropriateWLAs if you need
assistance withConsolidation or Unitization.
REMEMBER: A batch process takes any posted vouchers to the AM Pre-Interface
(Staging) tables. Therefore, once posted, you cannot return to any previous step
(PO, Receipt, or Voucher) to modify Asset information. At this point, Assets
are in Pending status, awaiting the Transaction Loader.
Asset Management FlowAsset Management Flow
52
Users can call Help Desk @ 860-622-2300, ext. 1
Due to the complexity of year end and other issues, users can email [email protected]
Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2
Use the same address [email protected] to request topics for future User Groups
HelpDesk InformationHelpDesk Information
53
Questions?Questions?
Thank You for your participation today. We hope this information proved helpful…
Look for this presentation andmeeting Q & A’s on the Core-CT Website
www.core-ct.state.ct.us/
PO/AP/AM User Group Mtg 11/29/05 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
AR/BI/GL User Group Mtg 11/21/05 & 11/28/05 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
***(don’t forget to sign up)
ClosingClosing