STATE OF CONNECTICUT Core-CT Project Financials User Group

STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP November 2004

Agenda Purchasing Reminders and Updates Month-End Cleanup Review of PO Reconcile/Close [ BREAK ] Accounts Payable Reminders and Updates Review of Withholding Procedures Closing Periods in AP

PO Updates Critical Reminders Ordering with Sysco Timing Your Sysco Orders Up and Coming PO Reconciliation/Close Labs SP-2 Testing…. Shipmates Needed 3

Ordering with Sysco Online Demonstration 4

Ordering with Sysco Timing - Approvals/Workflow Budget Checking Order Dispatch Order Receipt at Sysco scheduled Delivery Dates Ka. BOOMS 5

Requisition Workflow Requester Creates Requisition Online Requisition Amount Approver 1 -All transactions -Approve up to $2, 500 Requisition Amount Approver 4 Requisition Budget Approver Requisition Amount Approver 2 - All transactions exceeding $2, 500 Approve to $10, 000 Requisition Purchasing Approver -all transactions exceeding $1 M - all transactions regardless of amount -Approve over $1 mm - Validates chartfield information - Validates purchase information (General Buyer) Name prints on PO Additional Approval can be inserted at any time during the Approval process. Requisition Amount Approver 3 -All transactions exceeding $10 K -Approve to $1 mm Purchase Order Sent to Vendor - Automated batch processing creates PO and sends to vendor Workflow runs every 15 minutes

Budget Timing REQUISITIONS – Req’s must be Approved to be eligible for budget checking 10: 00 am, Noon, 2: 00 pm, Overnight Ad-hoc batch process run by users Ad-hoc transaction budget checking 7

PO Calc/Create Timing PO CALC/CREATE - Process runs after the Requisition has successfully passed Budget Check a little after 10: 00 am, Noon, 2: 00 pm, Overnight 8

Typical PO Dispatch Timing DISPATCH – Process runs after the PO has been created a little after 10: 00 am, Noon, 2: 00 pm, Overnight 9

PO Dispatch Timing DISPATCH – Process runs after the PO has been created Manually kicked off by Production Support 2 times per day Prior to 9: 00 am Prior to Noon (This means sending the POs to Integration Incorporated the Vendor who pushes the file to Sysco) 10

PO Receipt Timing Sysco receives the Purchase Orders Once per day Sysco imports the file into their order entry system 9: 00 am 11

Ordering with Sysco No Problems Encountered 1. Agency has a Sysco-Scheduled Delivery Date for Wednesday 2. Requisition should be entered on Thursday, and fully: - Approved - Budget Checked - PO Calc/Created 3. Friday prior to 9: 00 am PO is dispatched to Sysco 4. Friday the PO is created in the Sysco ordering system 5. Tuesday the orders should be picked and placed on Sysco delivery truck 6. Wednesday the truck shows at the Agency’s delivery dock 12

Ordering with Sysco - Timeline No Problems Encountered 2. Thursday 1. 3. Friday Before 9 am 4. Friday 6. Wednesday 5. Tuesday 13

OM Ordering with Sysco a. BO K Problems Encountered 1. Agency has a Sysco-Scheduled Delivery Date for Wednesday 2 Requisition should be entered on Thursday, and fully: - Approved - Budget Checked - PO Calc/Created 3. Friday prior to 9 am PO is dispatched to Sysco Ka. BOOM may occur (Wrong Account Number or missing data) 4. Monday prior to 9 am PO is re-dispatched to Sysco 5. Monday PO is created in the Sysco ordering system 6. Tuesday the orders should be picked and placed on Sysco delivery truck 7. Wednesday the truck shows at the Agency’s delivery dock 14

OM Ordering with Sysco - Timeline a. BO K Problems Encountered 15

when Ordering with Sysco OOM Ka. B K 16

OM when Ordering with Sysco BO a Ka 17

when Ordering with Sysco OOM Ka. B K 18

Month End Cleanup Critical Reminders Close and Reconcile POs Monthly Reconciliation Workbench is a Powerful tool Review the “Will my PO Qualify for Closing” Job Aid Procedures Review the “Using PO Reconciliation Workbench” Job Aid Procedures Clean up all Match Exceptions 19

Month End Cleanup Job Aids http: //www. core-ct. state. ct. us/user/finjobaids/purchasing. htm Using the PO Reconciliation Workbench Will my PO Qualify for Closing Reports PO Balance Report 20

Month End Cleanup Steps Review Job Aides Run PO Balance Report (monthly) Analyze Results of the Report Confirm with Requesting Unit and/or Accounts Payable that the PO needs to be closed Do a PO Change Order to bring down the balance of the PO to what was expended (if necessary) Run the PO Close Process Budget Check Run the Requisition Close Process (if necessary) Budget Check 21

Review of PO Reconcile/Close Steps 1. Begin by selecting Purchasing> Purchase Orders> Reconcile POs> Reconciliation Workbench to display the PO Reconciliation Workbench Search page. 22

Review of PO Reconcile/Close Steps 2. Select a Workbench ID. In this example, the Workbench ID is CLOSE PO. If using the process for the first time, users must create a Workbench ID. Select the Add a New Value Tab Select or Verify that your Business Unit is correct in the Business Unit Field Create your Workbench ID by typing a name in the Workbench ID Field, such as PO_CLOSE Click the Add Button 23

Review of PO Reconcile/Close Steps 3. The PO Reconciliation Workbench - Filter Options page displays. 24

Review of PO Reconcile/Close Steps 4. The PO Reconciliation Workbench page displays. This page shows the results of the search. The key piece of information on this page is the Last Activity column. If the last activity is within the last 30 days, the purchase order will not qualify for closure. In this screen you will need to select the purchase order(s) that you want to attempt to process. 25

Review of PO Reconcile/Close Steps 4. Then click on the Close button to allow the application to validate whether or not the purchase order meets the criteria for closure. 26

Review of PO Reconcile/Close Steps 5. If you have selected multiple purchase orders, click “Clear All. ” Core-CT removes the checkmark in the checkbox to the left of each purchase order that display in the PO Reconciliation Workbench. This step is precautionary. By selecting Clear All, you are able to choose which purchase orders you want to process through the PO Reconciliation Workbench. Review the list of available purchase orders. Locate and select (by selecting the checkbox to the left of the Purchase Order field) the purchase order(s) that you want to close from the PO Reconciliation Workbench page. 27

Review of PO Reconcile/Close Steps 5. If you did not limit your search to an individual purchase order or to a small number of purchase orders, you may have several pages of purchase orders to review. Click the arrows to move forwards and backwards through the list of purchase orders that display in the PO Reconciliation Workbench. 28

Review of PO Reconcile/Close Steps 6. This Processing Results page shows the results of the process. In this example the Purchase Order is not qualified for closure. To view more details about the reasons that this PO is not qualified, click on the Log link next to the Purchase Order number. If this purchase order was qualified for closure you would click on the Proceed (Yes) button and there would be one final chance to verify that you want to close this purchase order. 29

Review of PO Reconcile/Close Steps 6. If you have multiple purchase orders, review the list of qualified purchase orders to determine that each purchase order in the list should be closed. In the event that you have a qualified purchase order that you do not want to close, click the minus button associated with that PO. Once you have reviewed each purchase order, continue with this procedure. 30

Review of PO Reconcile/Close Steps 7. Click “Yes” button. Core-CT automatically processes all qualified purchase orders that remain in the Qualified group box and any selected purchase orders from the Not Qualified group box. You are prompted with a confirmation message asking you whether or not you would like to close the qualified purchase orders. Click “Yes” button to confirm that you would like to close the qualified purchase orders. Core-CT may take a few moments to process this request. 31

Review of PO Reconcile/Close Steps 8. If you chose the Log link, the Purchase Order Logs page would display. This shows us that this purchase order required receiving and the receipt has not been created to date. Resolution is to create a receiver and complete the payables process. 32

Review of PO Reconcile/Close Steps 33

Review of PO Reconcile/Close Steps 9. *Important: The next step is not advised unless all other corrective steps have been tried. You have the ability to force a Purchase Order from “Not Qualified” to “Qualified” by selecting the PO ID and then clicking the arrow in between the Not Qualified and Qualified box to force the Purchase Order to a Qualified status. Once this is done, you can click on Proceed to close out the Purchase Order 34

Review of PO Reconcile/Close Steps 35

10 -Minute Break 36

AP-Updates Critical Reminders Altering Vouchers after Copying from PO Numbers Missing on Vendor Invoices Multiple Vendor Invoices on Vouchers “Zero Dollar” Pay Cycle SIR 7838 – Resolved in SP 2 Funds for Telecom Bills Acctg and Budget Dates on Vouchers Up and Coming SP 2 – Recruiting for Testing Give us Your Ideas! 37

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Withholding = Reportability

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Withholding defaults are set on the vendor A vendor may have different types of withholding, only one will default Withholding should be determined based on the type of payment and the vendor’s business entity, not by the vendor file set up Withholding must be reviewed and verified at the time a voucher is created

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Steps to take when creating a Voucher for Withholding Determine Withholding Type & Class for Voucher (see handout page 1) a. Type: Type of 1099 Form b. Class: Block on the 1099 Form where income should be reported Verify that default is correct Request changes to Vendor if needed

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Steps to take when creating a voucher for Withholding Make changes to Voucher as required – Withholding can be overridden Withholding can be changed on individual lines, not on distribution System does not validate changes to the Vendor

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Sample Form 1099 Misc

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Withholding Detail Hyperlink on Voucher

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Withholding Detail Information

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers Withholding Checkbox on Vendor

Mini-Training ~ Withholding Procedures Determining Withholding on Vouchers 1099 Page on Vendor

Closing Periods in AP Overview Month-End Timeline Reports and Queries Accounts Payable Impacts

Closing Periods in AP Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL)

Closing Periods in AP

What Happens? Closing Periods in AP 1. OSC Bursts Unposted Voucher Report 2. Agencies run Month-End Queries and “clean up” everything not posted 3. OSC Closes Period at 3 pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. CORE moves any unposted vouchers into next period

What Happens? Insert timeline Closing Periods in AP OSC Bursts Unposted Voucher Rpt to Agencies OSC Closes Period CORE Runs Daily Processes Agencies’ Last Chance to “Clean Up” Two Bus Days Prior to Month-End Last Day of Month 3 pm Last Day of Month later pm (Step#1) Acctg & Budget Dates Moved to Day #1 of New Month CORE Runs Monthly Processes Last Day of Month later pm (Step#2) Agencies Enter Vouchers First Day of New Month

Closing Periods in AP State of Connecticut GL Unposted Voucher Report XXXM 1

Closing Periods in AP - Queries ~ Match Exceptions: Match Exceptions Report ~ Vouchers that require approval: CT_CORE_FIN_AP_VCHRS_UNAPPRVD ~ Verify all Vouchers are BCM Valid: Voucher Inquiry ~ Vouchers in BCM exception/error: Review Budget Activities or Voucher Inquiry ~ BCM Valid, not Paid: CT_CORE_FIN_AP_VCHBUDCKD_UNPD ~ Vouchers on Hold: CT_CORE_FIN_AP_VCHRS_ON_HOLD ~ Vouchers Paid, Not Posted: CT_CORE_FIN_VCHRS_PD_UNPST

Accounts Payable Impacts Closing Periods in AP AP Impacts At 3 pm on Last Business Day… You CANNOT: You CAN: Enter New Vouchers Match Vouchers Edit Existing Vouchers Approve Vouchers Budget Check Vouchers Run Reports

Accounts Payable Impacts-update this slide w/donna Closing Periods in AP New Vouchers Unposted Vouchers Reversal Vouchers Cancelled Payments Voucher Close

Closing Periods in AP New Vouchers (All Styles) Accounting Date and Budget Date default to Current Date Accounting Date is Read-Only

Closing Periods in AP Payment Cancellation & Voucher Close Posted as of date of Cancellation/Closure

Closing Periods in AP Interfacing Vouchers Month-End files Automatically moved to new Period and budget checked. No processing delay. Back-Dated Vouchers Recycled Status Agencies must use Online Error Correction

Questions? 59

Closing Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website www. core-ct. state. ct. us/ Next Meeting – PO/AP Overflow Date – November 29, 2004 1 pm – 4 pm 101 E. River Drive, Room 4214 A & B (don’t forget to sign up) Happy Thanksgiving!