user group meeting january 2011 accounts receivable billing general ledger epm
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User Group MeetingUser Group Meeting
January 2011
Accounts ReceivableBilling
General LedgerEPM
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
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
BI AgendaBI Agenda• Reminders & Hot Topics
• Managing Your Customers
• Managing Your Billing Header Information
• How Inactive ChartField Values Impact Billing
CustomersCustomersNAVIGATION: Customers > Customer Information > General Information
CustomersCustomers
• Creating a Customer
• Customer Notes
CustomersCustomers
CustomersCustomers
• Creating a Customer
• 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
BI AgendaBI Agenda• Reminders & Hot Topics
• Managing Your Customers
• Managing Your Billing Header Information
• How Inactive ChartField Values Impact Billing
Billing Header InfoBilling Header Info
• Maintaining Billing Specialists and Bill Inquiry Phone Numbers
Billing Header InfoBilling Header Info
Billing Header InfoBilling Header Info
• 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
Billing Header InfoBilling Header Info
Billing Header InfoBilling Header Info
• 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
Billing Header InfoBilling Header Info
BI AgendaBI Agenda• Reminders & Hot Topics
• Managing Your Customers
• Managing Your Billing Header Information
• How Inactive ChartField Values Impact Billing
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
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
ConversationsConversations
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
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
COP9 Accounting COP9 Accounting EntriesEntries
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
COP9 Accounting COP9 Accounting EntriesEntries
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
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
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
Journal SourceJournal Source
Journal SourceJournal Source
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
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
– Donna.Braga@ct.gov
– Joan.Skripol@ct.gov
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
Non-Approp Cash Status Non-Approp Cash Status ReportReport
Non-Approp Cash Status Non-Approp Cash Status ReportReport
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
Non-Approp Cash Status Non-Approp Cash Status ReportReport
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
Non-Approp Cash Status Non-Approp Cash Status ReportReport
Non-Approp Cash Status Non-Approp Cash Status ReportReport
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.
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
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
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
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
Trended Fund Trended Fund AnalysisAnalysis
Commitment Control> Budget Reports> Trended Fund Analysis
Trended Fund Trended Fund AnalysisAnalysis
Sample Trended Fund Analysis
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
Reconciling Enc. Reconciling Enc. ReportsReports
Encumbrance Reports
Budget Reports
Reconciling Enc. Reconciling Enc. ReportsReports
– 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
Reconciling Enc. Reconciling Enc. ReportsReports
EPM Reporting Tools> Query> Query ManagerCT_CORE_FIN_JRNL_DATCLN_RECON
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
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 CoreCT.Security@ct.gov
Security UpdateSecurity Update
Welcome Donalynn Black
Billing Chris Marchese
AR Lynn Sheldon Tony Torcia
GL Donna Braga
EPM Barbara Jacius
Security Tracy Douglas
Closing Donalynn Black
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
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