User Group Meeting Accounts Receivable Billing General Ledger

User Group Meeting Accounts Receivable Billing General Ledger EPM January 2011

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

Agenda Welcome – GAAP Reporting – Consolidation of Agencies (BU) – OFA Searchable Database – Each module will touch on where this can appear – Bundles

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

BI Agenda • Reminders & Hot Topics • Managing Your Customers • Managing Your Billing Header Information • How Inactive Chart. Field Values Impact Billing

Reminders & Hot Topics • Transparency – Refrain from using sensitive data when billing • Billing Month-End Close – Closes with AR on the 5 th business day of the following month • Billing UPK’s – Financials UPK Exercies

BI Agenda • Reminders & Hot Topics • Managing Your Customers • Managing Your Billing Header Information • How Inactive Chart. Field Values Impact Billing

Customers • Creating a Customer

Customers NAVIGATION: Customers > Customer Information > General Information

Customers • Creating a Customer • Customer Notes

Customers

Customers • Creating a Customer • Customer Notes • Updating an Address

Customers Step 1

Customers Step 2 – Fill out information for Address Location 2

Customers Step 3

Customers NAVIGATION: Billing > Maintain Bills > Standard Billing – Search for any existing bills or templates related to the Customer Address Location that was updated Step 4

Customers • Click the Address hyperlink • Update the Location to 2

BI Agenda • Reminders & Hot Topics • Managing Your Customers • Managing Your Billing Header Information • How Inactive Chart. Field Values Impact Billing

Billing Header Info • Maintaining Billing Specialists and Bill Inquiry Phone Numbers

Billing Header Info

Billing 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 Info • Maintaining Billing Specialists and Bill Inquiry Phone Numbers • Billing Header Info Default Values

Billing Header Info • Bus. Unit Level – Defaults based on Business Unit • Bill Type Level – Defaults based on Bill Type

BI Agenda • Reminders & Hot Topics • Managing Your Customers • Managing Your Billing Header Information • How Inactive Chart. Field Values Impact Billing

Inactive Chart. Fields • Impact to BI Distribution Codes • Impact to Billing Templates

Inactive Chart. Fields • ISSUE: – BI Distribution Codes and Bill Templates may contain Inactive Chart. Field Value(s) – Bills will Finalize, but fail to process as AR Items due to the Inactive Chart. Field Value(s) • SOLUTION: – Update Chart. Field Value(s) for identified BI Distribution Codes and/or Bill Templates • HOW TO IDENTIFY? – Ask your agency for a listing of any Chart. Field 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’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?

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

AR Agenda – Reminders – Conversations – Direct Journals in Budget Error – COP-9 – Grant Coding

AR 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 Memo

Conversations Accounts Receivable> Customer Accounts> Item Information>Item List

Conversations

Conversations-Keyword Values

Conversation Query CT_CORE_FIN_AR_CUST_CONVRS

Conversation Query CT_CORE_FN_AR_CUST_CONVR_KEYWD

Conversation Inquiry Accounts Receivable> Customer Interactions> Conversations>View/Update Conversations

Conversation Inquiry

Direct Journal in Budget Error EPM QUERY CT_CORE_AR_DIR_JRNL_BDGT_ERROR Navigation: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries

COP 9 A COP 9 is created by an agency’s payroll department after a FULL refund of payroll expenditures.

COP 9 Accounting Entries Payroll Check Date 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

COP 9 Accounting Entries Navigation: Accounts Receivable>Payments>Direct Journal Entry>Create Accounting Entries 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.

COP 9 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.

EPM Accounts Receivable Comptroller’s Memorandum 2010 -13: Agency Payroll Recoveries New Supporting Public Query: CT_CORE_FN_AR_COP 9_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 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 Coding ─ Grant Transfers ─ Other Transfers ─ Pass-Through Non-State, Non-Federal Agencies

Grant Transfer Process 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 Process 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/fin 2/xls/osc_bllng_cdng_chrt. xls

Grant Coding • Correct coding of GT Invoices

Return Unspent Funds 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 Coding Correct Coding for Return Unspent Grant Monies

Grant Coding Pass-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”

Grants 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 Corrections 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 Coding Summary 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?

Break

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

GL Agenda General Ledger – Reminders and Hot Topics – Non-Appropriated Fund Cash Status Report – Cash Ledger Report – Trended Fund Analysis Report – Reconciling Encumbrance Reports to Budget

GL 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 Source – PC • Payroll Correction – DC • Deposit Correction – ONL • Online Journal Entry – SSJ • Spreadsheet Journal

Journal Source

GL Hot Topics – Tree Viewer – Budget Overview – Federal Ledgers

Tree Viewer FIN Tree Manager> Tree Utilities> Tree Viewer [CT_DEPT Tree]

Budgets Overview

Budgets Overview UPK for Budget Overview

Federal 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 1 st through September 30 th).

Federal Ledgers What WOULD be available? – Ledger Inquiry – Flexible Ledger Analysis – Trial Balance – Ledger Summary – Expenditure Report by Object

Federal Ledgers What would NOT be available? – Commitment Control Reports – Pre-Enc/Encumbrances – AP/BI/AR/PO transactions/reports

Federal Ledgers What’s next? – Questionnaires • Copies available at the door – Volunteers • Please contact us at – Donna. Braga@ct. gov – Joan. Skripol@ct. gov

GL Agenda General 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 Report – 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 Report

Non-Approp Cash Status Report Balance FYE – Balances shown are the cash account (104 xxx) 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 Report Beginning Balance – Beginning Balance is the starting cash account (104 xx) 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 Report

Non-Approp Cash Status Report 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 Agenda General 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 Report – 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 Dept. ID on a fiscal year and accounting period basis. – May also be used to identify entries/transfers made to cash accounts.

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

Cash Ledger Report Sample Cash Ledger Report

GL Agenda General 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 Analysis – 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 Analysis Commitment Control> Budget Reports> Trended Fund Analysis

Trended Fund Analysis Sample Trended Fund Analysis

GL Agenda General 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. Reports Encumbrance Reports Budget Reports

Reconciling Enc. 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

Reconciling Enc. Reports EPM Reporting Tools> Query Manager CT_CORE_FIN_JRNL_DATCLN_RECON

Questions?

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

EPM Accounts Receivable New Fields Added to the AR Customer Conversations Reporting Table (CTW_CUST_CONVER): – KEYWORD 1, KEYWORD 2, KEYWORD 3 New Supporting Public Query: CT_CORE_FN_AR_CUST_CONVR_KEYWD – Customer conversations, items and keywords

EPM Job 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

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

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 Update

Security 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 Core. CT. Security@ct. gov

Agenda Welcome Donalynn Black Billing Chris Marchese AR Lynn Sheldon Tony Torcia GL Donna Braga EPM Barbara Jacius Security Tracy Douglas Closing Donalynn Black

Closing Thank you for your participation today We hope this information proved helpful Look for this presentation on the Core-CT website www. corect. state. ct. us