Transcript Core-CT User Group Accounts Payable and Asset Management

Supply Chain & Financials
February 2010
Room 1002
ePro, Inv, PO,AP,AM, EPM
Agenda
•
Welcome
– Donalynn Black
•
EPM
– Barbara Jacius
•
Accounts Payable
–
–
–
–
–
–
•
Cynthia Babbitt
Lavern Thomas
Patty Cafazzo
Jane Larned
Yvonne Pierzchalski
Mark Aronowitz
Asset Management
– David Bonola
•
Purchasing
– Noreen Camara
– Dustin Guarino
– Kathleen Anderson
•
Closing
Welcome
 GRID Architecture
 Processing 40% faster
 Security Reminder
 New employees
 Transferring employees
 Employees with new duties
 UPK – User Productivity Kit
 What is this?
 Where is it?
UPK – Training on the Fly
Financials Training
Financials Training Reminder

Training Information: Core-CT Home Page> User
Training

Training Class schedules are developed from Class
Waitlists

Contact your Agency Training Registration Contact to
be placed on a Waitlist (Core-CT Home Page>
Financials User> Other Useful Links> Financials
Training Registration Contacts
Agenda
•
Welcome
– Donalynn Black
•
EPM
– Barbara Jacius
•
Accounts Payable
–
–
–
–
–
–
•
Cynthia Babbitt
Lavern Thomas
Patty Cafazzo
Jane Larned
Yvonne Pierzchalski
Mark Aronowitz
Asset Management
– David Bonola
•
Purchasing
– Noreen Camara
– Dustin Guarino
– Kathleen Anderson
•
Closing
EPM Enhancements
Security
New EPM-Only Reporting Role
CT_E_HR_BUDGET_REPORTING
• Gives Fiscal/Budget staff access to
relevant HRMS and Payroll Data in
EPM for Budget Reporting purposes
• No HRMS access is granted with
this role
EPM Enhancements
Purchasing
New Fields CTW_PO_TRANS
ACCOUNTING_DT - Accounting Date
MERCHANDISE_AMT - Merchandise Amt
PC_DISTRIB_AMT - PC Distribution Amount
ROLL_STAT_R - Rolled
EPM Enhancements
Purchasing
New Reporting Table
CTW_PO_DISPATCH - Purchase Order Dispatched
Reporting Table
The Purchase Order Dispatch Reporting table contains
Business Unit, Vendor ID, Purchase Order ID, dispatch
date and time, dispatch method and dispatch operator ID
EPM Enhancements
Purchasing
New Reporting Table
Supporting Query
 CT_CORE_FN_PO_DISPATCH_HISTRY
Query returns dispatch dates and operator ID's by
purchase order, Vendor, and a range of dispatch dates
EPM Enhancements
E-Pro
New Reporting Table
CTW_CORE10 - Core-10 Reporting Table
This table holds the Core-10 requisition header and the
Maintain Bid page information for all requisitions.
Users can query this table to view the Core-10 - ITD10, ITD-BID & DAS-BID values, the Attributes and the
Maintain Bid page values; which include planning,
cancel bid, bid award, closing and opening dates, SetAside, CT Recovery, EPP, Insurance requirements,
Political Subdivisions, Bonds, Bid Numbers, Templates,
Favorites and Descriptions
EPM Enhancements
E-Pro
Supporting Queries
 CT_CORE_FIN_CORE10_BU_REQ_DT
CORE10 requisition information by requisition date
 CT_CORE_FIN_CORE10_BY_FLG_DATE
CORE10 requisition information by CORE10 flag value &
requisition date
 CT_CORE_FIN_CORE10_BY_REQ_NBR
CORE10 information by requisition number
 CT_CORE_FIN_CORE10_VNDR_REQ_DT
CORE10 requisition information by vendor ID and
requisition date
EPM Enhancements
E-Pro
New Reporting Table
CTW_REQ_WRKF - Requisition Workflow Reporting
Table
This table holds the workflow status for all requisitions.
Users can query this table to view the approval history
and who has yet to approve a requisition. In addition, the
workflow administrator can measure the amount of time it
takes to approve requisitions for monitoring purposes
EPM Enhancements
E-Pro
Supporting Queries
 CT_CORE_FIN_DAYS_PEND_BY_REQ
Query returns the workflow status, the approver(s)
and number of days the requisition in pending status
for a specific requisition
 CT_CORE_FIN_REQS_BY_STATUS
Query returns all requisitions in a particular workflow
status such as pending by business unit
EPM Enhancements
Inventory
New Fields:
CT_WORK_ORD_NO - Work Order Number
CT_EQUIP_BUILD_NO - Equipment or Building Number
Added to the Reporting Tables:
CTW_IN_ACCT - Inventory Accounting Info. Rpt
CTW_IN_DEMND - Inventory Demand Rpt
CTW_IN_TRANS - Inventory Transactions Rpt Tbl
EPM Enhancements
Purchasing-Accounts Payable
New Reporting Table
 CTW_VNDR_ADRPHN - Vendor Address Phone Rpt
This EPM Reporting table contains vendor id, name,
address, e-mail, phone and contact information. For all
vendors used in the purchasing and accounts payable
systems
Supporting Query
 CT_CORE_FN_VNDR_ADDR_PHN_INFO
EPM Enhancements
Accounts Payable
Reporting Table Now Available for Reporting
 CTW_VNDR_WTHDJU - Vendor 1099 Withholding Rpt
The Vendor 1099 Withholding reporting table
contains vendor withholding jurisdiction
information including Vendor ID, Vendor Location,
Withholding Entity, Withholding Type and
Withholding Jurisdiction Code. This reporting table
provides 1099 information required by the IRS
EPM Enhancements
Accounts Payable
Query
 CT_CORE_FIN_AP_PYMNT_TERMS
Query returns all vouchers where the voucher payment
terms do not match the contract payment terms and
the contract payment terms involve a vendor
discount, payment terms code includes the letter D
EPM Enhancements
Accounts Payable
New Fields added to
 CTW_VCHR_TRANS - Voucher Trans Reporting
Table
DSCNT_AMT_NP - Line discount amount
CT_TEMPLATE_ID - Template ID
CT_TEMPLATE_STATUS - Template Status
EPM Enhancements
Accounts Payable
New Fields added to
 CTW_PAYVC_XREF - Pay Voucher Cross Reference
Reporting Table
CT_PYMNT_NOTES - Payment Notes
PYMNT_MESSAGE - Payment Message
EPM Enhancements
Accounts Payable
Supporting Queries
 CT_CORE_FIN_AP_VCHR_RA_NOTES
Query returns all vouchers with the payment handling code,
RA, payment date, amount and payment notes as required by the
COMPTROLLER'S MEMORANDUM NO.2009 - 31 issued September
18, 2009
 CT_CORE_FIN_VCHR_SRC_PYMNTNOTE
Query returns vouchers sourced by XML or QUCK, with
payment handling code of RA and associated payment notes and
messages. Query to be executed only by interfacing agencies
EPM Enhancements
Asset Management
Queries
 CT_CORE_FIN_AM_ASSET_DESCR_LOC
Query returns all in service assets with description
information such as manufacturer, model and serial
number by location
 CT_CORE_FN_AM_CAT_PRFILE_AUDIT
Query provides list of all in-service assets where the
category and profile do not match
EPM Enhancements
Asset Management
Queries
 CT_CORE_FN_AM_VCHR_ASSET_AUDIT
Query Reconciles AP Asset Vouchers with AM asset
detail transaction information. Query prompts for AP
Business Unit and Accounting Date. Voucher lines
posted in AM will display Asset ID. Voucher lines not
posted in AM will display "NO ASSET_ID"
EPM Enhancements
Asset Management
Queries
CT_CORE_FN_AM_DESCR_SYMBL_AUDT
Query provides a list of all in-service assets where the
asset description contains either the symbol (‘) single
quote or (“) double quote.
EPM Job Aids Update
Catalog of Online Financial Reports and EPM Queries
EPM Queries added
http://www.core-ct.state.ct.us/reports/epm.asp
EPM Job Aids Update
EPM Job Aids Update
Using the Catalog of Online
Financial Reports and
EPM Queries
• On the On-line page, click
EPM Queries > Accounts
Payable
EPM Job Aids Update
All Core-CT public queries in
the AP Folder will be listed
that you can choose to
review
• Click the
ct_core_fin_ap_telecom_exps
link
EPM Job Aids Update
The Public Query detailed
Design becomes
available
• At the bottom of the
page, click the link below
to return to the On-Line
Catalog of Reports:
EPM Job Aids Update
• Click the link ‘Choosing
EPM Queries’
• Click on the Accounts
Payable link
EPM Job Aids Update
• Review explanations
provided under the ‘If
you want to’ heading to
help you find a general
purpose of the query’s
use
• Click on the link to the
right to view the query
description
EPM Job Aids Update
Click on the EPM Query
Summary Link to open a
complete spreadsheet of
all Core-CT public queries
in the On-Line Catalog
EPM Training
User Productivity Kit (UPK) Tool
Online Interactive Training Tool
Self Service
EPM Introduction Concepts & Steps
EPM Training
EPM Intermediate Level Classes
FRP 151 AP/PO: Understanding Reporting
Table Relationships and Table Joins
Agenda
•
Welcome
– Donalynn Black
•
EPM
– Barbara Jacius
•
Accounts Payable
–
–
–
–
–
–
•
Cynthia Babbitt
Lavern Thomas
Patty Cafazzo
Jane Larned
Yvonne Pierzchalski
Mark Aronowitz
Asset Management
– David Bonola
•
Purchasing
– Noreen Camara
– Dustin Guarino
– Kathleen Anderson
•
Closing
AP Reminders
FYE is Coming!
Scorecards Reduced this Year
Request eMail Addresses when
Adding/Updating Vendor Information
Call the HelpDesk with Issues, not Module
Leads
Classes Available for Payment
Cancellation, 1099 Processing and Vendors
Use From-To Dates on Voucher Inquiry
AP Topics
Combo Editing for Grant Transfers Affects
Voucher Distributions
Wrong Voucher Styles Used
UPK (User Productivity Kit)
Pay Terms
AP Topics-Grant Combo Edit
To Ensure Fund Code with Grant Accounts
Fund Codes
– 12060: Federal & Other Restricted Act
– 12062: Transportatn Gr & Restrct Acct
Account Codes
– 47100: Grant Transfer Fed Grant-Restr
• SID’s in the 2xxxx Range
– 47200: Grant Transfer Non-Fed-Restr
• SID’s in the 3xxxx/9xxxx Range
– 55110: Transfer-Grant-State Agencies
AP Topics-Grant Combo Edit
• Accounts 55040/55080 are Grant Expenditure
Accounts
– Primary use is to voucher back unspent Grant money
– These Accounts are Not Billable
AP Topics-Wrong Voucher Styles
Used
Agencies are…
Forgetting to ‘Adjust Match Values/Encumbrance’ when
creating an Adjustment Vchr that has a PO
Forgetting to update the ‘Associate Receiver’ link when
creating an Adjustment Vchr for a partial credit
Misunderstanding the use for Journal Vouchers
Creating Regular Vouchers to process a credit
Forgetting to use ‘Reverse Amt’ when creating an
Adjustment Vchr for a Credit
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
AP Topics-UPK
ABC COMPANY
AP Topics-UPK
ABC COMPANY
AP Topics-UPK
AP Topics-UPK
ABC COMPANY
AP Topics-UPK
ABC COMPANY
AP Topics-Pay Terms
Contract Payterms from DAS website
AP Topics-Pay Terms
Purchasing>Procurement Contracts>Add/Update Contracts>Find Existing Contracts
AP Topics-Pay Terms
Payment Terms default into voucher
XXXM1
ABC COMPANY
ABC COMPANY
OSCAPD Reminders
& New Functionality
Voucher Fields – Usage ~
Lavern Thomas
Voucher Approval
~
Patty Cafazzo
Withholding Review
~
Jane Larned
ACH Set Up
~
Yvonne Pierzchalski
Vendor Self-Serve
~
Mark Aronowitz
Voucher Fields - Usage
Invoice ID –
Aid vendor in identifying the bill that is being paid.
Vendor
Voucher Line
Description
Identifies WHAT was purchased –
the actual service or commodity purchased.
1099
Auditor
Comments
Should be used to explain anything peculiar to this
voucher.
Agency
Auditor
OSC
Payment
Messages
Should be used if the vendor needs additional
Information to properly apply the payment to your
account.
Vendor
Payment
Notes
To document actions to be taken on the voucher
or payment.
OSC
Voucher Fields - Usage
XXXM1
Invoice Number: 2694380
Comments
ABC COMPANY
Voucher Line Descr: SPLIT BOLT CONNECTORS
Voucher Fields - Usage
This link should be used to explain any discrepancies between the
invoice and the voucher, or the lateness of processing the voucher, or
anything else that is peculiar with the voucher.
Voucher Fields - Usage
Message: Acct 31178
Payment Note: To be closed by OSC as the voucher
was entered incorrectly and inadvertently approved.
This voucher is replaced by voucher # 12346.
Payment Note: RA – Check required to be sent with….
Remittance Advice
XXXM1
ABC COMPANY
Invoice Number
3134785
Invoice Date
1/11/2010
Voucher ID
00027564
Gross Amount
138.00
INV#3134785 CUST#85312-000 PO#17666 A/P PH#860/692-7887
3137534
1/22/2010
00027565
69.00
INV#3137534 ACC#85312-000 PO#17666 A/P PH#860/692-7887
Funding and Trained Workers for your job vacancies. Call 866-844-1903
If additional information is required, please call DOC – Correctional Industries at (860)692-7480
XXXM1
ABC COMPANY
Voucher Approval
What do you look at before approving a voucher in Core-CT?
 Vendor Invoice
 Voucher - Invoice Information
 Voucher - Payment
Voucher Approval Page
XXXM1
ABC COMPANY
ABC COMPANY
Voucher Approval - Invoice
XXXM1
Invoice Number:
Invoice Date:
9915793
06/30/2009
ABC COMPANY
Receipt Date:
06/19/2009
Withholding
Withholding
CVH-Laundry Rental and
Account
51730
Voucher Approval - Payments
XXXM1
Pay Terms
Location: MAIN-ACH
Address: 3
TEXTILE RENTAL SERV
PKWY
MOUNT VERNON NY 10550
Method:ACH
Message: CVH
Discount:
3.0/10-45
14.08
Withholding Review
1099 MISC - Miscellaneous Income
1099 S - Proceeds from Real Estate
Transactions
1099 G – Certain Gov’t Grants
1099 INT - Interest Income
Withholding Review
ABC COMPANY
Withholding Review
ABC COMPANY
Withholding Review
XXXM1
ABC COMPANY
Withholding Review
Withholding Code box
must be blank at all times
Verify Withholding
box is checked
for a Withholding PO
Withholding Review
XXXM1
ABC COMPANY
Match with account code
Click On Withholding
Hyperlink to view
Withholding on the
Voucher
Match with description
Withholding Review
XXXM1
ABC COMPANY
Withholding Review
INDUSTRIES LLC
Withholding Review
INDUSTRIES LLC
Withholding Review
XXXM1
Withholding Review
UNIVERSITY
Withholding Review
XXXM1
UNIVERSITY
Withholding Review
XXXM1
To make voucher
Non-Withholding
Uncheck in box
Withholding Review
ACH / EFT Program
BENEFITS
Cost efficient and convenient
No handling or mailing delays
Quick and easy enrollment process
Fast and secure
Comprehensive electronic
payment information
ACH Remittance
Vendors receive REMITTANCE in EXCEL by email
Information includes:
–
–
–
–
–
–
–
–
–
Payment Reference Number
Payment Date
Payment Amount
Invoice ID
Invoice Date
Invoice Amount
Discount
Net Paid
Payment Message
Agency
Agency Phone
Business Unit
Voucher ID
Payee Name
Vendor ID
Set ID
Payment Method
‫ ٭‬If there are multiple payments to the vendor for the day, they will all
be listed in one excel spreadsheet with all of the above information.
ACH / EFT Program
ENCOURAGE VENDORS TO PARTICIPATE !
Frequent payments
Large and recurring payments
To sign up or learn more…
www.osc.state.ct.us/apd/eftprogram
Download the EFT enrollment form and instructions
QUESTIONS:
Email [email protected]
Lisa Simpson 860.702.3411
Yvonne Pierzchalski 860.702.3581
Vendor Self-Serve
 What is Vendor Self-Serve?
 What are some of the Benefits?
 The Pilot Program
 What can the vendor see? – Sample
 How you can learn more…
Vendor Self-Serve
What is Vendor Self-Serve (VSS)?
A new Module to Core-CT
 Available only to Vendors to Inquire on
 Vendor Addresses (including Alternate Names)
 Invoices
 Payments
 Administered by the OSC-APD
 Help Desk support is provided by OSC-APD
Vendor Self-Serve
What are some of the benefits?
 Reduces calls to agencies and OSC
 Provides information for reconciliation
 Accessible even when we are not…
Vendor Self-Serve
The Pilot Program
Four Vendors Selected:
 Suburban Stationers
 W.W. Grainger
 The Community Renewal Team
 Town of West Hartford
Vendor Self-Serve
Access to VSS
 From the APD Website
 Hidden access during the Pilot
 VSS Page will have:
 VSS link
 UPK link
 AP & PO Contact link
 Information about VSS
 VSS FAQ
Vendor Self-Serve
What can the Vendor see?
Vendor Self-Serve
Want to learn more about Vendor Self-Serve?
Agenda
•
Welcome
– Donalynn Black
•
EPM
– Barbara Jacius
•
Accounts Payable
–
–
–
–
–
–
•
Cynthia Babbitt
Lavern Thomas
Patty Cafazzo
Jane Larned
Yvonne Pierzchalski
Mark Aronowitz
Asset Management
– David Bonola
•
Purchasing
– Noreen Camara
– Dustin Guarino
– Kathleen Anderson
•
Closing
Assets Agenda
Duplicate Serial Numbers
Use of Quotes
Category/Profile ID
Scanner Software Upgrade
Duplicate Serial Numbers
Use Serial Numbers To:
Help with Physical Identification of Assets
Track and Audit
Validate Factory Warranties
Duplicate Serial Numbers
Serial Number is NOT a required Field
System still allows DUPLICATES
Physical Inventory will NOT process
Assets with Duplicate Serial ID’s
Duplicates Need to be Addressed
Duplicate Serial Numbers
 There are over 700 duplicate serial numbers in
CORE that still need to be cleaned up
 Emails were sent to agencies in effort to clean up
 It is important to get the serials resolved for
Inventory processing
If there is no Serial ID provided,
leave the field blank
Duplicate Serial Numbers
Duplicate Serial IDs can be corrected in Basic Add:
Asset Management>Asset Transactions>Owned Assets>Basic Add
9876
9876
123456789
6789
123456789
6789
Duplicate Serial Numbers
Highly unusual to have Duplicates from the
same Manufacturer
Possible to have Duplicates with different
Manufacturers
Verified Duplicates need to be
differentiated
Duplicate Serial Numbers
Duplicate Serial IDs can be updated in Basic Add:
Asset Management>Asset Transactions>Owned Assets>Basic Add
9876
123456789G
9876
Add a suffix (First Letter of Manufacturer
Name)
to the end of the serial number
6789
123456789
6789
Quotes
CANNOT Extract Data from Key Fields
That Contain Quotes
 Commonly used to
describe Inches (“)
 Single (‘) and Double (“)
Quotes
 Remove or Replace
Quotes
Some of the key fields include~
MODEL
DESCRIPTION
MANUFACTURER
Quotes
CT_CORE_FN_AM_DESCR_SYMBL_AUDT
Audit Descr fld symbol”
Public
AM
Quotes
Asset Management>Asset Transactions>Owned Assets>Basic Add
Edit or Replace
Category/Profile ID
Category and Profile Should Always be In Sync
Asset Categories classify assets by type for
accounting entry purposes (CO-59)
Initially, Categories default from Profile
Incomplete Profile Changes and Recats
Category/Profile ID
Category/Profile ID
CT_CORE_FN_AM_CAT_PRFILE_AUDIT
Category/Profile Mismatch
Public
AM
Category/Profile ID
Asset Management>Asset Transactions>History >Review Cost
Category/Profile ID
Asset Management>Asset Transactions>Owned Assets>Basic Add
Category/Profile ID
Category/Profile ID
Asset Management>Asset Transactions>Financial Transactions>Cost/Adjust Transfer
Category/Profile ID
Scanner Software Upgrade
Core-CT Implements Updated Software
No More Blind Scanning
90% of All Scanner Agencies Updated
Initial Training Completed
March Help Labs by Appointment
Scanner Software Upgrade
IMPROVED PHYSICAL INVENTORY
Efficiency With On-Site Reconciliation
Reduced User Follow-up
On-Site Reporting
Maximize Resources
Reduce Loss/Increase Asset Effectiveness
Scanner Software Upgrade
CHANGES
Extracted Data Loaded onto Scanner
Scanner Finds Data For Scanned Assets
Ability to Modify Data For Core-CT Upload
Capture Pertinent Data for New Assets
Scanner Software Upgrade
Must Setup New PI Processes
Extracts
Scopes
PI Occurrences
Scanner Software Upgrade
Manual Agencies Affected
Can No Longer Clear Contents Of Manual
Upload File
Agenda
•
Welcome
– Donalynn Black
•
EPM
– Barbara Jacius
•
Accounts Payable
–
–
–
–
–
–
•
Cynthia Babbitt
Lavern Thomas
Patty Cafazzo
Jane Larned
Yvonne Pierzchalski
Mark Aronowitz
Asset Management
– David Bonola
•
Purchasing
– Noreen Camara
– Dustin Guarino
– Kathleen Anderson
•
Closing
Purchasing
• Topic
– Creating Contracts
– Payment Terms
• Reminders-Defaults for Buyers
• Fiscal Year End/PO Roll-Getting POs ready
• PO EPM Reports
Purchasing Topic
Payment Terms: If you
create a new contract and the
payment terms are not in CoreCT, please email the Helpdesk
to create a ticket.
Payment terms must be
configured in Core-CT before
they can be associated to a
contract.
Payment terms should only
have 2 digits after the decimal
place.
A contract can have only 1
payment term associated to it.
Purchasing Topic
Creating Contracts
 Once a Contract has been created and saved, you
should never make changes to the “Allow for Open Item
Reference” checkbox. Changing the checkbox causes
the contract to calculate incorrectly, which will cause
negative amounts.
 Agency established contracts should never have the
Open Item Reference checkbox selected
 Agency established contracts should never have the
Corporate Contract checkbox selected
Purchasing Topic
1
2
3
4
Purchasing
Topic
Purchasing Topic
Purchasing Topic
3
1
2
3
Purchasing Topic
1
3
2
Purchasing Reminders
Purchase Order Creators – When changing a buyer on a Purchase
Order, the following fields can be impacted depending on your response to the
prompts in the box below:
The 1st prompt is reminding you that changing the buyer will change the default values and
asks if you want to continue. Click on Cancel if you just want to change the buyer field.
The 2nd prompt reminds you that changing the buyer will change the defaults. Press ‘OK’ to
update the Ship To, Dept ID and Locations with the new Buyer’s information.
WARNING You cannot make changes to the chartfield coding if the
Purchase Order has already been vouchered.
Purchasing/Reminders
Although you can now add funds to fully matched lines, please note:
 Never add funds to an over-expended line – as always, do
a Change Order to your PO prior to creating a voucher so that
encumbrances will be properly reflected.
Over-expending a line takes funds directly from the unencumbered
(your budget) WITHOUT creating PO accounting entries.
 You must have funds available on each distribution line
that you intend to roll – fully matched lines do not qualify to roll.
 Never delete lines that had activity or lines that have
rolled
Purchasing/Reminders
1.
How can I tell if my PO is fully expended?
PO Activity Summary-Now shows un-vouchered
amounts
NAVIGATION: Purchasing>Purchase Orders>Review Purchasing
Information>Activity Summary
1.
PO Balance Report- Has the Encumbered, Expended and
Unliquidated balances that reconcile to Commitment Control
NAVIGATION: Purchasing>Purchase Orders>Reports>PO
Balance Report
2.
PO/AP Interface- NAVIGATION: Accounts Payable>Review
Accounts Payable Information>Interfaces>PO>PO Inquiry
Purchasing/Fiscal Year End PO Roll
 Core-CT rolled 18,280 Purchase Orders
 PO, Accounting and Budget dates should be identical on
new POs; rolled POs will have a PO date from a
previous FY the Accounting Date and Budget Date on
rolled distribution will change to the first day of the new
fiscal year.
You can no longer delete Distribution Lines
Created By the Roll Process – these lines have
already gone through budget check . Reduce or cancel
lines.
Purchasing/Fiscal Year
Purchasing/Fiscal
YearEnd
EndPO
PORoll
Roll
The following are examples of POs that must be closed
prior to PO roll as they do not qualify to roll:






Fully reversed POs (aka fully matched)
POs in Open Status
POs not Approved
POs in Initial Status
POs in Budget Error
POs on Hold
Make a Fiscal New Year Resolution!!!
 CLOSE POs EARLY (don’t wait until year end)
 CLOSE OFTEN (run PO Reconciliation at least once a month)
Purchasing EPM Reports
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DOTPO_003_EPRO_REQUSITION_LIST
DOTPO_006_RECV_NOT_VOUCHERED
DOTPO_W12_PO_REQ_CF_MISMATCH
DOTPO_W16_PO_VCH_CF_MISMATCH
DOTPO_W17_PO_RECEIPT_CF_MSMTCH
DOTPO_W18_PO_CNTRCT_CF_MISMTCH
CT_CORE_FIN_PO_COMPL_BUD_ERROR
CT_CORE_FIN_PO_COMPL_BUD_CHKD
CT_DAS_PO_BY_Contracts_items_1_2
BF_CORE_FIN_PO_GL71_REPORT_C GL 71
CT_CORE_FIN_EXPIRED_CONTRACTS
CT_CORE_FIN_PO_BAL_ALL_PO
CT_CORE_FIN_PO_BAL_SUM_BY_PO
CT_CORE_FIN_PO_CONTRACT_ACCTG
CT_CORE_FIN_PO_FULLY_VOUCHERED
CT_CORE_FIN_PO_GL71_REPORTING
CT_CORE_FIN_PO_NO_VOUCHERS
SID CT_CORE_FIN_VENDOR_COMMITMENTS
CT_CORE_PO_CONTRACT_EXPIRE
CT_FIN_PEND_OR_CANCELED_POS
CT_FIN_POS_ON_HOLD EOY
CT_FIN_PO_BALANCE_DETAIL
CT_FIN_PO_BUD_CHK_ERRORS EOY
CT_FIN_PO_DIS_WBAL
CT_FIN_PO_DIS_WOUTBAL
CT_FIN_PO_POVCHR_ALL_BALANCES
CT_FIN_PO_RECV_REQ
CT_CORE_FIN_PO_ITMS_BY_CONTRCT
CT_CORE_FIN_PO_REC_NO_VCHR
CT_CORE_FIN_SAAAS_OPTION16_5_8
Requisition List by Date and Dept
POs Received but not Vouchered
PO vs Requisition chartfield mismatch
PO vs Voucher chartfield mismatch
PO vs Receipt chartfield mismatch
PO vs Contract chartfield mismatch
PO Complete & Budget Error
PO Complete & Budget Checked
DAS Contracts
Annual PO Reporting - DAS
Expired but active contracts
All PO Bal w/ or w/o Vouchers
Remaining PO Bal Sum by PO
Contract information
PO/Voucher by date range
GL 71 Annual PO Reporting
PO's w/o vouchers by Fund,
Vendor Commitment
PO Contract Expire Date
EOY PO Pending, Approve
POs On Hold
Remaining PO Balance Detail
PO Budget Check Error
Dispatched Bal with Zero Quantity
Dispatched without Balance
All PO Bal w/ or w/o Vouchers
RECEIVING REQUIRED
Catalogue Items by Contract
PO received not Vouchered
SAAAS (detail by voucher # and PO#)
Inventory
Statistics – BU transactions, On-Hand value ($)
Reminders – SpeedTypes, Approving MSR’s, Useful
Report
Links – UPK training exercises, adding items to the
catalog
Inventory EPM Reports – What’s New
Inventory Stats - 2009
 10 Agencies currently use the
Inventory Module
 25 Active Business Units
 221,903 Transactions processed
(up from 216,000 in 2008)
 On-Hand value of over $25 million
Inventory
• Speed Types: When requesting items from a Business Unit
(Express Issue or Material Stock Request), users often have
common transactions in which they must enter the same
combination of ChartField values repeatedly. By creating
SpeedTypes for these frequently used combinations of ChartFields,
users can increase entry efficiency and reduce errors.
Inventory
Inventory
Inventory Reports
Navigation:
Inventory>Manage
Inventory>Reports
Inventory
Inventory Links
• To add an item to the State catalog
– http://www.corect.state.ct.us/user/finjobaids/xls/rqst_new_catlg_itms.
xls
Send requests to [email protected]
Inventory Links
• UPK interactive training exercises
– https://corect.ct.gov:11000/UPK_pub_docs/Publishing%20Conte
nt/PlayerPackage/toc.html
Select Modules and Topics from the left hand menu, then
select the Playback Mode to begin the training simulation.
Inventory EPM Reports
•
•
•
•
•
•
•
CT_CORE_FIN_IN_CO_59_DEP
CT_CORE_FIN_IN_CO_59_RCV
CT_DOC_INV_USAGE_INFO_DEPT_ID
CT_DOC_INV_USAGE_INFO_ITEM_ID
CT_DOC_INV_USAGE_ITEM_BY_FAC
DOTOTH_11_STORES_CATALOG
DOTOTH_14_INV_DEPL_INACTIV_ITM
•
•
•
•
•
DOTOTH_15_INV_USAGE_SHIP_INFO
DOTOTH_16_INV_ITM_PRICE_DIFF
DOTOTH_17_INV_CYCLE_COUNT_ADJ
DOTOTH_19_INV_ITEM_USAGE
DOTOTH_W03_INV_MSR_NO_ACCT_CD
CO-59 for Inventory Depletions
CO-59 for Inventory Receptions
Inventory accounting info for all depletions by Dept ID
Inventory accounting info for all depletions by Item ID
Catalog of Business Unit items
Items by Business Unit that have all item vendors
inactive
Inventory accounting info for all depletions
Compares the average item cost with the last PO price
Cycle Count adjustments
Lists total items issued and total received
Identifies MSR’s with missing account code info
eProcurement
ePro Reminder
Core-10
WorkFlow
Worklist
Viewing
Attachments
Core-10 EPM
Queries
UPK
ePro Reminders
Requesters-
When creating a requisition you must enter the buyer on the ‘Define
Requisition’ page before entering your requisition line(s).
eProcurement
Core-10
Navigation: eProcurement>Create Requisition
• The eProcurement Core-10 process was implemented
statewide during 2009.
• The Core-10 replaced the DAS SP-10 and the DOIT-10.
• Core-10s are initiated by a CT Multi-Requester.
• The translate values for the Core-10 are: ITD-10, ITD-Bid or
DAS-Bid.
eProcurement
Workflow
• DOIT ITD-10
Core-10 Workflow
•ITD-10
Agency
Chartfield
Approval
DOIT BDD
Approval
CIO/CTO
Approval
Over $10,000
ITD Buyer
Approval
ITD CPD
Director
Approval
Agency
Purchasing
Approval
Sourcing
Purchase
Order
•ITD-BID
Agency
Purchasing
Approval
DOIT BDD
Approval
CIO/CTO
Approval
Over $10,000
ITD Buyer
Approval
ITD CPD
Director
Approval
Convert to
Contract
Agency Users will need
to create a new req. or
PO to use contract
eProcurement
Core-10 Workflow
DAS-BID
Agency
Requester
Ad Hoc
+
Agency
Amount
Approval
Agency
Chartfield
Approval
Agency
Purchasing
Approval
DAS Team
Leaders
Contract
Specialist
BID/RFP
Agency Users will
need to create a
new req. or PO to
use the contract.
CONTRACT
AWARD
eProcurement
Worklist
•
Navigation – Finworklist > Worklist
eProcurement
Worklist
Navigation: Finworklist > Worklist
Searching your FINWorklist
Users can use Ctrl F on your keyboard to
search by Requisition IDs or
Description
eProcurement
Viewing Attachments – Comments Bubble
eProcurement
Viewing Attachments
http://www.core-ct.state.ct.us/epm/docs/dwnldng_excel.doc
eProcurement
Core-10 EPM Queries
Navigation: EPM Reporting Tools > Query >Query Manager
• CT_CORE_FIN_CORE10_BU_REQ_DT
• CT_CORE_FIN_CORE10_BY_FLG_DATE
• CT_CORE_FIN_CORE10_BY_REQ_NBR
• CT_CORE_FIN_CORE10_VNDR_REQ_DT
eProcurement
Closing
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