Transcript December 2004 AR-GL Meeting Presentation
STATE OF CONNECTICUT Core-CT Project
Financials User Group Meeting
AR / GL / Billing
December 2004
Agenda
General Ledger
Updates and Reminders SP2 Updates Reporting Testing Report Processing HR Accounting Line & HR Account Code Tables Viewing Encumbrance Balances
Accounts Receivable
Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates
Agenda
General Ledger
Updates and Reminders Viewing Encumbrance Balances EPM Queries for HR SP2 Updates Reports Testing Report Processing
GL Updates Critical Reminders AP Closes 3pm – Last Business Day AR Closes 3pm – 15 th Calendar Day Journal Entries due by 10 th Calendar Day Up and Coming GL Reports re-distributed on the 16th SP 2 Testing….Shipmates Needed
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FY2005 Encumbrances
• Viewing FY2005 Encumbrances.
– FY2004 Encumbrance balances are not affecting FY2005 budgets.
• Deleted distribution lines on Rolled POs.
FY2005 Encumbrances
• Budget Status Report • Budget Details Inquiry
FY2005 Encumbrances
FY2005 Encumbrances
• Budget Transaction Details Report • KK Activity Log • PO Accounting Entries
•
FY2005 Encumbrances
Commitment Control> Review Budget Activities> Budget Inquiry>
Budget Details or Activity Log
XXXM1
EPM Queries
Records • CT_HR_ACCTG_LN • ACCT_CD_TBL
EPM Queries
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SP2 Update
Commitment Control> Review Budget Activities> Budget Reports>
Budget Transaction Detail Report
SP2 Update
• General Ledger> General Reports>
Trial Balance Report
SP2 Update
To Volunteer: Please contact Donna Braga at [email protected]
Proud Volunteers DMR SDE DPW ESB APA DCF DSS
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Report Processing
Fin PeopleTools> Process Scheduler>
Process Monitor
Report Processing
10-Minute Break
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Accounts Receivable
Month End Cleanup Pending Receipts EPM Query GL Inquiry Billing Updates
Critical Reminders Check your open items before direct journaling deposits Don’t unpost an item if the payment has been applied Keep your deposit processing current Up and Coming SP2 – We need volunteers for AR Billing “Go-Live” is February 1
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Closing Periods in AR Overview Month-End Timeline Online Search for Incomplete Transactions
Closing Periods in AR Accounting Date – Sub-System (AP/AR) Budget Date – Commitment Control (KK Ledgers) Journal Date – General Ledger (MOD_ACCRL)
Closing Periods in AR
1. OSC and CORE runs Queries to identify incomplete transactions 2. Agencies run online inquiries and “clean up” everything not posted 3. OSC Closes AR & GL Periods at 3pm 4. CORE runs daily processes (including posting) and then month end processes including reports 5. Agencies reclassify or redistribute direct journal deposits from “Funds Awaiting Distribution”
OSC and Core-CT Contacts Agencies About Incomplete Entries Agencies’ Last Chance to “Clean Up” OSC Closes Period in AR & GL Agencies Change Accounting Dates CORE Runs Daily Processes Agencies Reclassify Pending Receipts Two Weeks Prior to Month-End Last Day of Month later pm (Step#1) 15th Day of Next Month at 3pm First Day of New Month
At 3pm on Period Closing Day…
You CANNOT: Post new items to period that is closing Post payments to period that is closing Direct journal deposits to period that is closing You CAN: Change the accounting dates for pending items and payments to the new open period Post new items to new period Post payments to new period Direct journal deposits to new period
Closing Periods in AR New Items and Payment Groups
Accounting Date and Budget Date default to Current Date Posted as of date of Cancellation/Unpost
Monthly Cleanup Pending Items, Payments, Deposits
Look for transactions that haven’t been posted to the General Ledger
Accounts Receivable > Pending Items > Review Items > All Items
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Month End Cleanup
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Month End Cleanup
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Accounts Receivable > Collections > Item Information > All Item Information
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AR > Pending Items > Change Pending Group Action > Online Pending Items
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Month End Cleanup
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Month End Cleanup
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Month End Cleanup
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AR > Update Receivables > Correct Posting Errors
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Month End Cleanup
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Month End Cleanup
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Month End Cleanup
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AR > Collections > Item Information > All Item Information
Month End Cleanup
AR > Payments > Review Payments > Groups Not Set to Post
Month End Cleanup No entries, no activity
Month End Cleanup No entries, no activity
Month End Cleanup
AR > Payments > Review Payments > Incomplete Payments
Month End Cleanup
AR > Payments > Apply Payments > Finalize Worksheet
AR > Payments > Review Payments > All Deposits
Accounts Payable > Vouchers > Entry > Regular Entry
Month End Cleanup
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Month End Cleanup
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AR > Update Receivables > Unpost Results > Online Group
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Errors Month End Cleanup
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Changing Periods in AR Choose a date in an open accounting period
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Changing Periods in AR Deposits
Agencies cannot change dates for deposits loaded from the bank files - Dates will be grayed out - Only OTT can change these dates Dates for Manual Deposits should be made in the current period - Applies to TRB, DOL, DMV only
EPM Reporting Tools > Query > Query Manager
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Pending Receipts - Cleanup
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GL > Review Journal/Ledger Data > Ledger
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Sum by Period, Account, Dept
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Pending Receipts - Cleanup Is it ours?
Is it someone else’s?
Was the payment cancelled?
Should the payment be reissued?
Was the payment reissued?
Should the deposit be deleted?
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AR > Payments >Direct Journal Payments > Modify Accounting Entries
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Pending Receipts - Cleanup
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Pending Receipts - Cleanup
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General Ledger > Journals > Journal Entry > Create Journal Entries DC
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Talk to the your AP staff to ensure that the payment wasn’t already cancelled.
Talk to the agency that paid you incorrectly to see if they’ve discovered the error.
Agree on the method you’ll use to correct the error, and who will be responsible for each step in the process.
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If you’re canceling the GIRO payment: - Fill out the paperwork - Call OSC and ask them to cancel the payment - If it was a PO Voucher, you must create a Reversal Voucher - Contact the other agency when you’ve completed the process When you’ve heard from the other agency that the GIRO payment was cancelled: - Call OTT and ask them to delete the GIRO payment from your Deposit list
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Billing Updates Configured values for the Standard Bill Types: GT: Grant Transfer ET: Expenditure Transfer Invoice ST: Revenue Transfer Invoice FED: Federal Billing EXT: External Customers
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Billing Updates Configured values for the Standard Charge Codes: GT_47100: Grant Transfers, Fed Grants, Restricted GT_47200: Grant Transfers, Non- Fed Grants, Restricted FED_45020: Federal Aid, Restricted NFED_45500: Non- Federal Aid, Restricted FED_45300: Federal Aid, Miscellaneous REFUND/REIMBURSEMT: Refund of Current Year Expenditure
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Billing Updates
Pre-training sessions are complete
Sandbox is constructed
Sandbox will be available
Super Users - December 22
All other users - January 3
Web address will be published this week
Link from the Core-CT website through Training Home Page
Environment will refresh daily
Data will not remain beyond a working day
All processes must be run Ad Hoc by users
Can create bills, run pro-forma and finalize bills
Email address for problems or questions about the Sandbox environment: [email protected]
Environment not working, call 860-622-2582, Stephen Perkins
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Billing Reminder The Receivable Processor will apply the deposit to an open receivable if Customer Reference on Deposit Payment page shows it was billed on an ST, GT or ET invoice or any other reference value from an External Customer
ST00226
Billing Reminder The Receivable Processor will direct journal the deposit as a Refund of Current Expenditures (except GIROs) or a Standard Revenue if there is no Customer Reference on Deposit Payment page
Billing Reminder Agencies will no longer have the option to Direct Journal GIRO payments OSCIP).
(Exceptions to this are Offset payments to DRSM1 and Payroll Recoveries to all agencies issued by Agencies no longer have to use SSJ’s to correct accounting code errors or dollar amounts for AR Direct Journals Agencies can use Online Journal Processing in the GL module to make adjustments and corrections for errors in AR Direct Journals
Questions?
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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 – Date
–
AR/GL/Billing December 29, 2004 1pm – 4pm 101 E. River Drive, Room 4214 A & B FUG100, Session 018
(don’t forget to sign up)