User Group Meeting January 2011 Accounts Receivable Billing General Ledger EPM.

User Group MeetingUser Group Meeting

January 2011

Accounts ReceivableBilling

General LedgerEPM

http://www.core-ct.state.ct.us/Default.htm

Welcome Donalynn Black

Billing Chris Marchese

AR Lynn Sheldon Tony Torcia

GL Donna Braga

EPM Barbara Jacius

Security Tracy Douglas

Closing Donalynn Black

AgendaAgenda

AgendaAgenda

– GAAP Reporting

– Consolidation of Agencies (BU)

– OFA Searchable Database

– Each module will touch on where this can appear

– Bundles

WelcomeWelcome





GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

BI AgendaBI Agenda• Reminders & Hot Topics

• Managing Your Customers

• Managing Your Billing Header Information

• How Inactive ChartField Values Impact Billing


Reminders & Hot Reminders & Hot TopicsTopics

• Transparency– Refrain from using

sensitive data when billing

• Billing Month-End Close– Closes with AR on the 5th

business day of the following month

• Billing UPK’s– Financials UPK Exercies


CustomersCustomers

• Creating a Customer


CustomersCustomersNAVIGATION: Customers > Customer Information > General Information

CustomersCustomers


• Customer Notes


CustomersCustomers

CustomersCustomers


• Customer Notes

• Updating an Address


CustomersCustomersStep 1

CustomersCustomers

Step 2 – Fill out information for Address Location 2

CustomersCustomers

Step 3

NAVIGATION: Billing > Maintain Bills > Standard Billing– Search for any existing bills or templates related to the Customer

Address Location that was updated

CustomersCustomers

Step 4

CustomersCustomers

• Click the Address hyperlink

• Update the Location to 2

Billing Header InfoBilling Header Info

• Maintaining Billing Specialists and Bill Inquiry Phone Numbers


• Set Up Financials/Supply Chain > Product Related > Billing > Setup > Billing Specialist– Verify the proper Billing Specialists are set up and

active– Set all other values to Inactive

• Set Up Financials/Supply Chain > Product Related > Billing > Setup > Bill Inquiry Phone– Verify the proper Bill Inquiry Phone Numbers are set

up and active– Set all other values to Inactive



• Maintaining Billing Specialists and Bill Inquiry Phone Numbers

• Billing Header Info Default Values


• Bus. Unit Level– Defaults based

on Business Unit

• Bill Type Level– Defaults based

on Bill Type


Inactive Inactive ChartFieldsChartFields

• Impact to BI Distribution Codes

• Impact to Billing Templates


Inactive Inactive ChartFieldsChartFields

• ISSUE:– BI Distribution Codes and Bill Templates may contain Inactive

ChartField Value(s)– Bills will Finalize, but fail to process as AR Items due to the Inactive

ChartField Value(s)

• SOLUTION:– Update ChartField Value(s) for identified BI Distribution Codes and/or

Bill Templates

• HOW TO IDENTIFY?– Ask your agency for a listing of any ChartField Values that will become

Inactive come the new fiscal year – As part of Billing Fiscal Year-End, we will send you a list of any BI

Distribution Codes and/or Bill Templates that need to be updated


BI Related UPK’sBI Related UPK’s• BI Related UPK’s

– Agency Configurable Options• Set Up a Billing Specialist• Set Up a Bill Inquiry Phone Number

– Billing Distribution Codes and Charge Codes• Add a Billing Distribution Code• Update a Billing Distribution Code

– Customers• Add a New Customer• Update a Customer Address


Any Questions?Any Questions?





GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

AR AgendaAR Agenda

– Reminders

– Conversations

– Direct Journals in Budget Error

– COP-9

– Grant Coding

AR RemindersAR Reminders– Check the EPM Query for Direct Journals in Budget Error

each day. The errors must be corrected for the money to post.

– Debtor agencies need to communicate with their creditor agencies if they are short paying a bill.

– At the end of the month, check the accounting date on any incomplete deposits.

– Call the Office of the Treasurer if you have any questions about banking issues with your deposits.

– Follow the Treasurer’s memo about completing deposits.

Treasurer’s MemoTreasurer’s Memo

ConversationsConversationsAccounts Receivable> Customer Accounts> Item Information>Item List

ConversationsConversations

Conversations-Conversations-KeywordKeyword

Keyword Values


Conversation Conversation QueryQuery

CT_CORE_FIN_AR_CUST_CONVRS


Conversation Conversation QueryQuery

CT_CORE_FN_AR_CUST_CONVR_KEYWD


Conversation Conversation InquiryInquiryAccounts Receivable> Customer Interactions> Conversations>View/Update

Conversations

Conversation Conversation InquiryInquiry


Direct Journal in Budget Direct Journal in Budget ErrorError

CT_CORE_AR_DIR_JRNL_BDGT_ERROR

EPM QUERY

Navigation: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries


COP9COP9A COP9 is created by an agency’s payroll department

after a FULL refund of payroll expenditures.

COP9 Accounting COP9 Accounting EntriesEntries

If the check date is prior fiscal year:

Budgeted Funds: Use account 44430 on deposit

Non-Budgeted Funds: Use account 50235 on deposit

If the check date is current fiscal year:

Budgeted Funds: Use account 50235 on deposit

Non-Budgeted Funds: Use account 50235 on deposit

Payroll Check Date


All payroll recoveries must be entered on a Direct Journal. Create the accounting entries, then click on the “Show All Columns” icon, then

scroll all the way to the right of the page.

Navigation: Accounts Receivable>Payments>Direct Journal Entry>Create Accounting Entries


Enter the Employee ID, followed by 1 space, and the Last Name only, in the Line Description field.

Only 1 Employee per Line.

The AR Processor must make a copy of the deposit to give to Payroll.

Write Deposit ID on ALL pages.

EPMEPMAccounts ReceivableAccounts Receivable

Comptroller’s Memorandum 2010-13: Agency Payroll Recoveries

New Supporting Public Query:

CT_CORE_FN_AR_COP9_EMPL_PYRL – Identify employee payroll transactions referenced

by the COP-9– Budget staff with access to Payroll Data OR who

have the HR Budget Reporting role in EPM

Grant AgendaGrant Agenda– Grant Transfer Business Process

– Return of Unspent Grant Funds State Agency

– Pass Through Funds Non-State Agency

– Correcting Grant Transfer Coding

– Recap and Comments


Grant CodingGrant Coding

─ Grant Transfers

─ Other Transfers

─ Pass-Through Non-State, Non-Federal Agencies

Grant Transfer Grant Transfer ProcessProcess

Grant Transfer Business Process

Grant Receiving Agency (AR)

─ Creates a (TI) Transfer Invoice with GT bill type─ The fund must be 12060 or 12062─ Revenue account number is 47100 or 47200─ The GIRO deposit receipt is in fund 12060/12062


Grant Transfer Grant Transfer ProcessProcess

Grant Transfer Business Process-

Grant Paying Agency (AP)

In the AP invoice field, enter the exact same billing invoice number beginning with GT and use account code 55110.

The fund should be the restricted funds 12060 or 12062.

General Information:

Job Aid coding for restricted Revenue -

http://www.core-ct.state.ct.us/fin2/xls/osc_bllng_cdng_chrt.xls

http://www.core-ct.state.ct.us/fin2/xls/osc_bllng_cdng_chrt.xls


Grant CodingGrant Coding• Correct coding of GT Invoices


Return Unspent Return Unspent FundsFunds

Return of Unspent Grant Funds

The Grantor’s AR unit bills using “ET” bill type

The account is 55110

The Grantee’s AP unit returns the funds

The voucher payment uses account 55040

Proper coding – helps determine accurate Grant

Receipts and expenditures


Grant CodingGrant Coding

Correct Coding for Return Unspent Grant Monies


Grant CodingGrant CodingPass-Through/ Other Transfers

Between State agencies

AR unit uses bill type “ST” for Higher Ed. with account code 47300.

AP unit uses 55120 expenditure account Cannot use 12060 and 12062 for both the AP and AR

transactions. When returning unspent funds use 55080 on the AP

side and 55120 on the AR side with bill type “ET”


GrantsGrants

Pass-Through to Non-State, Non-Federal Agencies

– The AP agency codes the voucher to account 55050– The fund may be 12060 or 12062 – The sub-recipient (municipality or nonprofit) bills the

state agency (per sub-award agreement)– The receipt is coded to 55050 for return of excess

funds


Grant Coding Grant Coding CorrectionsCorrections

Correcting Grant Transfers Coding Errors

– AR: Spreadsheet journal, use source DC deposit correction

– AP: Use journal voucher process in the month of occurrence. Expenditure source ONL or SSJ if correction needs to be posted in GL.

– AP: If remit vendor is a higher education agency, and/or internal service fund – never code a voucher payment to account 55110, use account 55120 or more specific expenditure account.


Grant CodingGrant CodingSummary

Grant Transfers between state agencies─ GT – Transfer only between funds 12060/12062─ AP should be coded to account 55110─ AR should be coded to either 47100 or 47200─ ET – Return unspent grant funds –AP uses account

55040 AR uses account 55110.

Pass-Through Grants to Non State Entities AP payment uses account 55050 AR codes return unspent funds to 55050


Questions?Questions?


BreakBreak





GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

GL AgendaGL AgendaGeneral Ledger– Reminders and Hot Topics– Non-Appropriated Fund Cash

Status Report– Cash Ledger Report– Trended Fund Analysis Report– Reconciling Encumbrance

Reports to Budget


GL RemindersGL Reminders– Payroll Posting Schedule

• GL Payroll Journals are posted the Wednesday prior to check date

• Fringe Benefit Cost Allocations are posted the Saturday after check date

– Sensitive data

• Journal Description

• Journal Line Ref

– Journal Source and SSJs

• Uses

• Defaults

Journal SourceJournal Source– PC

• Payroll Correction

– DC

• Deposit Correction

– ONL

• Online Journal Entry

– SSJ

• Spreadsheet Journal

Journal SourceJournal Source

GL Hot TopicsGL Hot Topics

– Tree Viewer

– Budget Overview

– Federal Ledgers

Tree ViewerTree ViewerFIN Tree Manager> Tree Utilities> Tree Viewer [CT_DEPT Tree]

Budgets OverviewBudgets Overview

Budgets OverviewBudgets Overview

UPK for Budget Overview

https://corect.ct.gov:10000/psp/PEPRD/EMPLOYEE/EMPL/h/?tab=DEFAULT

Federal LedgersFederal Ledgers– Testing 2 new ledgers,

• FEDERAL • FED_CASH

– Posted balances from • FEDERAL ~ MOD_ACCRL • FED_CASH ~ MOD_CASH

– Based on a Federal Fiscal Year (October 1st through September 30th).


Federal LedgersFederal LedgersWhat WOULD be available?

– Ledger Inquiry

– Flexible Ledger Analysis

– Trial Balance

– Ledger Summary

– Expenditure Report by Object


Federal LedgersFederal Ledgers

What would NOT be available?

– Commitment Control Reports– Pre-Enc/Encumbrances– AP/BI/AR/PO transactions/reports


Federal LedgersFederal LedgersWhat’s next?

– Questionnaires• Copies available at the door

– Volunteers• Please contact us at

– [email protected]

– [email protected]

mailto:[email protected]

mailto:[email protected]


GL AgendaGL AgendaGeneral Ledger– Reminders and Hot Topics– Non-Appropriated Fund

Cash Status Report– Cash Ledger Report– Trended Fund Analysis Report– Reconciling Encumbrance

Reports to Budget


Non-Approp Cash Status Non-Approp Cash Status ReportReport

– Designed to meet reporting requirements specified under Section 10 (c) of Public Act 09-07 of the September Special Session

– Appears each month in Report Manager for all users with the CT GL REPORT_AGY role

– May be run on an ad hoc basis



Balance FYE

– Balances shown are the cash account (104xxx) balances for the Fund/SID combination as of the specified Fiscal Year-End. The report displays the three fiscal year end balances prior to the current fiscal year.

– Balances are not budget balances



Beginning Balance– Beginning Balance is the starting cash account (104xx) balances for the

Fund/SID combination for the current fiscal year. Beginning Balance is not the budget balance.

YTD Revenue– This represents year-to-date collected/deposited revenue for the current

fiscal year. (MOD_ACCRL, MOD_CASH)

YTD Expenditures– This represents year-to-date expenditures for the current fiscal year.

(MOD_ACCRL, MOD_CASH)

Available Cash– Beginning Balance + YTD Revenue – YTD Expenditures = Available Cash



Est Deposits to EOY– Agencies must enter an estimate of anticipated deposits for the remainder

of the current fiscal year.

Est Expenditures to EOY– Agencies must enter an estimate of anticipated expenditures for the

remainder of the current fiscal year.

Cash Balance as of EOY– End-Of-Year Balance is calculated by adding Estimated Deposits, then

subtracting Estimated Expenditures from the Available Cash balance. (Available Cash + Est Deposits – Est Expenditures = Balance EOY)

Encumbrances Posted in Core-CT– Total amount of pre-encumbrances (requisitions) plus encumbrances

(purchase orders) posted year-to-date to Core-CT. This column is an information only field and is not used in any report calculation.




Reports to Budget


Cash Ledger Cash Ledger ReportReport

– Used to view monthly cash ledger activity and balances

– Includes the payments, receipts, and transfers that affect cash account balances

– Can be run by fund, SID and DeptID on a fiscal year and accounting period basis.

– May also be used to identify entries/transfers made to cash accounts.


Cash Ledger Cash Ledger ReportReportGeneral Ledger> General Reports> Cash Ledger Report


Cash Ledger Cash Ledger ReportReport

Sample Cash Ledger Report




Reports to Budget


Trended Fund Trended Fund AnalysisAnalysis

– Encumbrance balances, expenditure amounts, and available allotted balances for multiple fiscal years.

– KK_APPROP/ALLOT for appropriated funds

– KK_BD_AUTH/ALLC/ALLT for bond funds



Commitment Control> Budget Reports> Trended Fund Analysis



Sample Trended Fund Analysis




Reports to Budget


Reconciling Enc. Reconciling Enc. ReportsReports

Encumbrance Reports

Budget Reports



– In order to correct pre-/encumbrance issues on closed Reqs/POs, GL Journal Entries are posted to the system by OSC.

– All entries begin with the Journal ID of DATCLEAN or DATCLN.

– EPM query to reconcile CTGLR 341/342 to Budget



EPM Reporting Tools> Query> Query ManagerCT_CORE_FIN_JRNL_DATCLN_RECON


Questions?Questions?





GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

EPMEPMAccounts ReceivableAccounts Receivable

New Fields Added to the AR Customer

Conversations Reporting Table(CTW_CUST_CONVER): – KEYWORD1, KEYWORD2, KEYWORD3

New Supporting Public Query:

CT_CORE_FN_AR_CUST_CONVR_KEYWD – Customer conversations, items and keywords

EPMEPMJob Aid EnhancementsJob Aid Enhancements

General Ledger/Payroll Reconciliation

Query Design Analytical Tool

Query Quick Reference Job Aid

http://www.core-ct.state.ct.us/epm/jobaids/Default.htm




GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

Security Update

New Security Functionality

Automated Forgotten Password Reset Feature in Core-CT

• Agency users must first update their System profile in Core-CT.

• Users must have a state email address and be able to receive

external emails in their agencies.

• Users without a state email address must continue to contact their

Agency Security Liaison for a password reset.

• Users are NOT to contact the Core-CT Help Desk for password

resets.

Security UpdateSecurity Update

Security UpdateSecurity UpdateSecurity Update

New Security Functionality, Continued

Automated Forgotten Password Reset Feature in Core-CT

• Security Liaisons can contact the Core-CT Security Team Mailbox for a list of all Users in their agencies who should, but have not yet set up a System Profile [email protected]

Security UpdateSecurity Update




GL Donna Braga

EPM Barbara Jacius



AgendaAgenda

Thank you for your participation today

We hope this information proved helpful

Look for this presentation on the Core-CT website www.core-ct.state.ct.us

ClosingClosing

User Group Meeting January 2011 Accounts Receivable Billing General Ledger EPM.

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Transcript of User Group Meeting January 2011 Accounts Receivable Billing General Ledger EPM.