Transcript Accounts Payable-Purchasing User Group Meeting Presentation

STATE OF CONNECTICUT
Core-CT Project
Financials User Group Meeting
Accounts Payable/Purchasing
December 2003
1
Agenda
• Introduction/Production Support
• Workflow
• Purchasing
–
–
–
–
Catalog Management
Large Contracts
PO Dispatch
PO Set Up Options
Elaine Pelletier
Nayda Flores
Joann Bellamo
• BREAK
• Accounts Payable
–
–
–
–
Payment Cancellation
Voucher Matching & Match Exceptions
Voucher Tips
Making Funds Available
Holly Osburn
Cynthia Babbitt
Mark Aronowitz
Deb Carta
2
Production Support
• Keep Core-CT Up and Running
• Provide training to End-Users
• Monitor the system for problems – both system and
user errors
• Implement delayed functionality of Phase 1 modules
• Coordinate and disseminate business process decisions
3
Whole Support Team
Core-CT Production Support Team
Central Process Owners
OSC – Accounting Services
OSC – Accounts Payable
DAS & DOIT – Procurement Services
OTT - Treasurer
DOIT Help Desk
4
Production Support Team
Elaine Pelletier
Jeanne Skellett
Development
Configuration & Security
Holly Osburn
Business Support
Level 2 Help Desk
5
Production Support Team
6
Workflow
•FinancialsWorklist Procedures
•Requisition Workflow
•PO Workflow
7
Fin Worklist Navigation
8
Fin Worklist Procedures
9
Fin Worklist Procedures
10
Payment Issued to the Vendor:
The vouchers are “Matched”, the
Pay Cycle Runs and payments
are issued to the vendor.
Status: “Complete”
Requisition:
Requisition Created in
eProcurement
Status: “Open”
Training Update
Invoice Processed by Accounts
Payable:
Vouchers created and invoices
posted for payment.
Req. to Check
Amount:
ChartField:
Amt 1 (All Requisitions)
Approver
Amt 2 (>$2,500)
Amt 3 (>$10,000)
Amt 4 (>$1,000,000)
Budget
Purchasing
Approver
Requisition Budget Checked:
Validates sufficient funds are
available for the proposed
purchase by coding string. If
sufficient funds exist, a preencumbrance is created.
Batch Frequency: 4x daily.
Budget Status: “Valid”
Requisition Sourced Into a PO:
AutoSelect Process
PO Staging Table
PO Calculations Process
PO Create Process
Batch Frequency: 4x daily.
Status: “PO(s) Created”
Return to Vendor:
Optional – If items delivered by
the vendor do not meet State
expectations, the items can be
returned to the vendor.
Order delivered by vendor and
received in Core-CT:
Status: “Received”
Both Goods and Services are
received in Core-CT.
Requisition Submitted for Approval:
Status: “Pending”
Result:
“Approved”
PO Dispatched to the Vendor:
Status: “PO(s) Dispatched”
Batch Frequency: 4x daily.
PO Approval:
Purchase Orders that were created
from Requisitions do not require
11
approval as a PO.
Requisition Workflow
Requester
Creates
Requisition
Online
Requisition
Amount
Approver 1
-All transactions
-Approve up to
$2,500
Requisition
Amount
Approver 4
Requisition
Amount
Approver 2
- All transactions
exceeding $2,500
Approve to $10,000
Requisition
Budget
Approver
Requisition
Purchasing
Approver
-All transactions
exceeding $1M
- All transactions
regardless of amount
- All transactions
regardless of amount
-Approve over
$1mm
- 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 $10K
-Approve to $1mm
Purchase
Order Sent
to Vendor
- Automated batch
processing creates
PO and sends to
vendor
12
Reviewing Status of Requisitions
13
Reviewing Status of Approval
14
PO Closed and Reconciled:
Closing a PO sets the status of
the PO to “Complete” and signals
that the PO is completely
processed. Reconciling a PO
releases any unused
encumbrances associated with the
PO.
Status: “Complete”
Training
PO
Life Cycle
Update
Invoice Processed by AP and
Payment Issued to the Vendor:
The vouchers are created,
approved and “Matched”.
Additionally, the Pay Cycle
Runs and payments are issued
to the vendor.
Return to Vendor:
Optional – If items delivered
by the vendor do not meet
State expectations, the items
can be returned to the
vendor.
Online (Manual) PO:
Purchase Order
Created in the
Purchasing Module
Status: “Open”
Agenda
Topic
goes here
PO Submitted
for Approval:
Online PO
Life Cycle
Order delivered by vendor and
received in Core-CT:
Both Goods and Services are
received and keyed into Core-CT.
Resulting Status: “Received”
Initial Status: “Pending Approval”
Resulting Status: “Approved”
Amount:
Amt 1 (All POs)
Approver
Amt 2 (>$10,000)
ChartField:
PO Budget
PO Budget Checked:
Validates sufficient funds
are available for the
proposed purchase by
coding string. If sufficient
funds exist, an
encumbrance is created for
the PO.
Batch Frequency: 4x daily.
Budget Status: “Valid”
PO Dispatched to the Vendor:
PO delivered to the vendor by fax,
email, EDX, phone, or print
method.
Status: “Dispatched”
Batch Frequency: 4x daily.
15
PO Workflow
Buyer
Creates
PO Online
-Manual PO Emergency or
immediate need
PO Amount
Approver 1
PO Amount
Approver 2
- All transactions
- All transactions
exceeding $10K
-PO created from RFQ
PO Budget
Approver
- All transactions
regardless of amount
-Validates chartfield
information
-PO created from contract
(POS, PSA, Right Of Way,
Construction, RL, MOU,
Grant)
-Name prints on PO
16
16
PO Troubleshooting
17
PO Troubleshooting
18
PO Troubleshooting
19
PO Troubleshooting
20
Common Workflow Issues
1. Why don’t I have items on my Worklist?
2. I have items stuck on my Worklist…
3. I have duplicate items on my Worklist…
4. Why aren’t requisitions appearing on my
Worklist?
21
Workflow
22
Purchasing
• Catalog Management
– Patch loaded 12/10
– File update process started 12/12
– File update completed by 1/1
– Listing of files loaded
23
Purchasing
24
Purchasing
• eProcurement – Advanced
Search
– By Vendor
– By Description
– By Manufacturer
– By Manufacturer Item ID
– By Item ID
25
Catalog Search
26
Advanced Search
27
Search Results
28
Purchasing
• Large Contracts
– Tolerances
– PO Change Orders
• PO Dispatch
29
Purchasing
• PO Set Up Options
– From a Requisition
– Online PO
– Amount Only vs. Quantity
– Receiving Required
30
Requisition vs. Online PO
Defaults
Requisition
Online PO
Searching the Item
Catalog
ePro utilizing the
Advanced Search
functionality
Does not utilize the
Advanced Search
functionality
Amount Only Checkbox
Is not a selectable option
in ePro
Is a selectable option
located on the Line Details
Page
Receiving
“Receiving is Required”
Defaults from the Item
and can not be changed
User decides to check the
receiving checkbox or not
31
PO Set Up Options
Distribute
by Type*
Requisition
Online PO
Amount Only
You CANNOT create an
Amount Only Requisition
Utilities
Purchase of Services (POSs)
Personal Service Agreements
(PSAs)
Quantity
Commodities
Food Orders
Office Supplies
Items Stocked in
Warehouses
Commodities
Fixed cost monthly services – Rent,
Snow Plowing, Lawn Service
Fixed cost monthly goods
*You CANNOT mix Amt Only
and Quantity on a PO
32
Troubleshooting
• Document Cross Reference
–PO to REQ
–REQ to PO
–PO Activity Summary
–Document Status
–Receiving Required Query
•Other Troubleshooting Aids
33
Troubleshooting
34
Troubleshooting
35
Troubleshooting
36
Troubleshooting
37
Troubleshooting
38
Troubleshooting
39
Troubleshooting
40
Purchasing
41
EPM User Groups
EPM User Groups are about to begin
• One User Group meeting on a monthly basis
− First Meeting: January 12, 2004 from 9 am to 12 pm at DOIT 1002 A & B
• Attendees
- Submitted by agency sponsor; 1 – 2 per agency per meeting is requested
- Communication forthcoming to Agency Sponsors requesting agency attendees
• Meeting Content
- Presentations on topics of interest (EPM enhancements and fundamentals)
- Q & A / Issues
• EPM User Group rollout will be announced at the Financials User Group’s
Purchasing / Accounts Payable (Group 1) meeting on December 15, 2003
• EPM User Group update will be provided at the Financial User Group’s General
Ledger / Accounts Receivable (Group 2) meeting in January 2004
42
Payment Cancellations
Payment
Status
-Payment
Not Yet
Issued to
Vendor
Action Required
-Call Linda
Carney (OSC)
702-3396
-Complete Form
CO-790, Send to
OSC/APD with
proper backup
Reissue Payment?
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal
Voucher
-If YES, and payment is PO-related with a wrong
$amt and/or a wrong vendor, prepare Reversal
Voucher after OSC contacts you that pmt
cancellation is processed. Then prepare new Regular
Voucher for the correct $amt and/or the correct
vendor
-If YES, and payment is non-PO with a wrong $amt
and/or a wrong vendor, prepare new Regular
Voucher for the correct $amt and/or the correct
vendor
43
Payment Cancellations
Payment
Status
Action Required
Reissue Payment?
-Payment
Already
Issued to
Vendor But
Not Cashed
and Returned
to Agency
-Call Linda
Carney (OSC)
702-3396 for
procedures
-Complete Form
CO-790, Send to
OSC/APD with
proper backup
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal
Voucher
-If YES, and payment is PO-related but for a wrong
$amt and/or the wrong vendor, prepare a Reversal
Voucher after OSC contacts you that pmt
cancellation is complete. Then prepare new Regular
Voucher for the correct $amt and/or the correct
vendor
-If YES, and payment is non-PO but for a wrong
$amt and/or the wrong vendor, prepare a Regular
Voucher for the correct $amt and/or the correct
vendor
44
Payment Cancellations
Payment
Status
Action Required
Reissue Payment?
-GIRO
Payment to
Another State
Agency –
Deposit Not Yet
Processed
-Call Bob
Gnocchi (OTT)
702-3108
to remove deposit
-Call Linda
Carney (OSC)
702-3396 to
cancel payment
-If NO, and payment is non-PO, process is complete
-If NO, and payment is PO-related, prepare Reversal
Voucher
-If YES, and payment is PO-related but for a wrong
$amt and/or the wrong vendor, prepare a Reversal
Voucher after OSC contacts you that pmt
cancellation is complete. Then prepare new Regular
Voucher for the correct $amt and/or the correct
vendor
-If YES, and payment is non-PO but for a wrong
$amt and/or the wrong vendor, prepare a Regular
Voucher for the correct $amt and/or the correct
vendor
45
Payment Cancellations
Void Payment
Stop Payment
Action Required
Payment is not yet
Issued
Payment is issued but
not yet returned to
Agency (in jeopardy of
being cashed)
Complete form CO860 and send to
Joanne Vallo, (OTT).
860-702-3115.
46
Voucher Life Cycle Review
Create Voucher
Match Process
Generate/Post
Payment
END
START
Resolve
Match
Exceptions
Post
Voucher
Resolve Budget
Exceptions
Approve
Voucher
Budget Check
Process
47
Matching
Match Exceptions
•Unmatched receivers exist
•Exceeded PO Tolerances
•Amount Vs. Quantity
•Consequences of
overriding Match Exceptions
48
Reviewing Matching
49
Understanding Match Rules
50
Voucher Tips - Can I delete this voucher?
51
Voucher Tips - Can I delete this voucher?
52
Voucher Tips - Can I delete this voucher?
53
Voucher Tips - Where is my payment?
54
Voucher Tips - Where is my payment?
55
Voucher Tips - Duplicate Invoice Checking
56
Voucher Tips
- Duplicate
Invoice
Checking
Duplicate
Invoice
Checking
57
Voucher Tips - Duplicate Invoice Checking
Medical Services
9/10/03 Jennings Dr Marks
10/15/03 Dental Health Care
8/10 Haslam Kaplan Cox
1603122 Dr Baker
7/1/03 Medicaid 06020
Real Estate Transactions
7/10/03 Closing for Smith Main St Avon
Rent
7/1/03 to 7/31/03 Rent 159 High St Waterbury
7/1/03 to 7/31/03 Rent 999 Asylum St Hartford
7/1/03 to 7/31/03 Taxes 25 Sigourney St Hartford
Catering Service
7/2/ and 8/6 catering services
Professional Services
PSA 3621 final payment
Annual audit 2003
11/30/03 Design for CCSU
Board Member
Reimbursements
7/7 and 7/8 board fees
Postage
Child/Foster Care
First class presort account 03212
Permit fee account 0470440
7/1/03 to 7/15/03 shelter
Per Diem Reimbursements
Construction
5/4 5/5 5/11 5/12
Project 576396 number 5025
Transportation
Shoreline East 7/03
Transportation 10/23-11/8/03
GIRO
123456
Utilities
Account 54321 7/03
Account 65432 7/03
58
Voucher Tips - Knowing your Voucher Dates
59
Voucher Tips
- Knowing
your Voucher
Dates
Duplicate
Invoice
Checking
60
Making Funds Available
•Process Deposits and Interagency Payments
•Manage Match Exceptions
•Manage Requisitions
•Manage Purchase Orders
“Show me
the money!”
61
Accounts Payable
62
Closing
Thank You for your participation today.
We look forward to continuing our work together to make
Core-CT a Success!
• Look for this presentation and meeting Q & A’s
on the Core-CT Website (http://www.corect.state.ct.us/)
• Overflow Meeting - January 5, 2004
101 E. River Drive, Room 1002 A&B - AP/PO/Overflow
• AR/GL/Reporting Meeting - January 26, 2004
101 E. River Drive, Room 1002 A&B - AR/GL/
Reporting
63