Transcript AR/BI/GL User Group Meeting, April 2005

STATE OF CONNECTICUT
Core-CT Project
Financials User Group Meeting
AR / GL / Billing
April 2005
Agenda
• GL
–
–
–
–
–
Critical Reminders & Hot Topics
Running CFSR Reports
Encumbrance Balance Report
Combining Mod_Accrl and Mod_Cash for reporting
New GL Activity EPM Query
• AR/Billing
–
–
–
–
ET, ST, GT – What to use and when?
Proper Account Code and Revenue Distributions
Useful AR Reports & Queries
Year End Cleanup
• EPM Updates
Agenda
• GL
– Critical Reminders and Hot
Topics
– Running CFSR Reports
– Encumbrance Balance
Report
– Combining MOD_ACCRL
and MOD_CASH for
reporting
– New GL Activity Query
Reminders & Topics
GL Critical Reminders
Budget Journal Date
Report Processing
Carry-Forward Budgets
Payment Acctg Date
Hot Topics
CFSR Reports
4
Budget Journal Date
The Budget Journal Date
must fall within the
appropriate Budget Period.
Budget Journal Date
Report Processing
•
Fin PeopleTools> Process Scheduler>
Process Monitor
Report Processing
Carry-Forward Budgets
•
•
•
•
•
Control Budgets Only
APPROP
ALLOT
AGY1
PRJ1
Payment Accounting Date
These will now be the same.
CFSR Reports
• Distributed last business
day of the month.
• CFSRs can be run AdHoc at any time, for any
month-end.
Ad-Hoc CFSR Request
Ad-Hoc CFSR Request
This actually works!
Ad-Hoc CFSR Request
Scope Required
Scope = AGY
Core-CT – Financial User Support – GL Job Aids
• Updated CFSR Job Aid !
• Add New Report Request
• Scope Value Required
Encumbrance Report
Encumbrance Report
Pre-Encumbrance Report
18,243.27
Budget Details
Encumbrance Report
Rolled POs show 2 Transaction IDs
Encumbrance Report
Look for Closed POs encumbering funds.
Encumbrance Report
• Documents that make up encumbrance balance
• Rolled POs may show twice
• Use to research Encumbrance Balances
– Closed POs
– POs in Error
– Change Orders Not Checked
New EPM GL Queries
• CT_CORE_FIN_GL_MODACCR_MODCASH
• CT_CORE_FIN_MOD_ACCR_CSH_JRN
• CT_CORE_FIN_GL_ACTIVITY
CT_CORE_FIN_GL_MODACCR_MODCASH
• Ledger balances
• Research data on Collected Revenue
• Analyze deposits posted to GL
• Reconcile Billed expenses between GL
and KK ledgers
Analyze Data in Excel
Revenue Collected?
Expense Accounts on Bills?
KK_Ledger is not updated
until payment is applied.
CT_CORE_FIN_MOD_ACCR_CSH_JRN
• Similar to MODACCR_MODCASH Query
• Specific Journal ID/Source information
• Specific Department ID will improve performance
• Schedule Query
Journal and Source Information
CT_CORE_FIN_GL_ACTIVITY
• List of Journal IDs that make up a particular
General Ledger balance
• Posted Amount by Period
CT_CORE_FIN_GL_ACTIVITY
Schedule Query to run to Excel
CT_CORE_FIN_GL_ACTIVITY
Use Pivot Tables to analyze the data.
10-Minute Break
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AR/Billing
Billing Types - ET, ST, GT
Correct Accounting Codes
Payment Predictor Can Work for You
Auto Maintenance Creates $0 Deposits
Useful Reports & EPM Queries
Year End Cleanup
Critical Reminders
Start Cleanup Now
AR / Billing Labs
Aging Reports
Pending Receipts
Credits
On Account
Payments
Maintenance
Worksheets
Hot Topics
Splitting Deposits - Workaround
Credit/New Bill vs. Credit/Rebill
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Bill Types - Guidelines
Bill
Type
When To Use
Cust
AR Dist Accounting Distribution
ET
For Refunds of
Expenditures ONLY in
Budgeted and NonBudgeted Funds
STATE
11620
50000 ONLY
Creditor
and
Debtor
ST
For Revenues ONLY or
Revenues AND
Refunds of
Expenditures in
Budgeted and NonBudgeted Funds
STATE
11620
Creditor - 40000 ONLY
or
40000 AND 50000
(excluding 47100 and
47200)
Debtor – 50000 ONLY
Bill Types - Guidelines
Bill
Type
GT
When To Use
Cust
AR Dist
Accounting
Distribution
Creditor Agency bills
Debtor Agency for
Federal Grant Funds
STATE
11620
47100 Creditor
55110 Debtor
Creditor and Debtor
Fund - 12060*
SID - 2XXXX
STATE
11620
47200 Creditor
55110 Debtor
Debtor Fund - 12060*
SID - 3XXXX or
Fund – 11000
SID – Budgeted**
Debtor is passing
spending authority to
the Creditor
GT
Creditor Agency bills
Debtor Agency for
Non-Federal Grant
Funds
Debtor is passing
spending authority to
the Creditor
Creditor
Fund -12060*
SID 3XXXX
Is this a problem?
Is this a problem?
Is this a problem?
Is this a problem?
This should be an ET
GT’s are between State agencies
So far so good…..
Proper use of account code
Is this a problem?
AR> Collection> Item Information> Item Status
AR> Collections> Aging Reports> Aging Detail by Unit
Sales Person = Business Category
AR> Collections> Aging Reports> Aging Detail by Unit
Choosing a value in this
field allows you to filter
your Aging Reports for a
single Business Category
AR> Collections> Aging Reports> Aging Detail by Unit
AR> Payments> Online Payments> Regular Deposits
AR> Payments> Review Payments> All Deposits
AR> Payments> Review Payments> All Deposits
AR> Collections> Item Information> All Item Information
AR> Collections> Item Information> All Item Information
Refunds of Prior Year Expenditures
Type
Examples of
Funds
Accounting Distribution
Budgeted
11000
12001
Use Fund and DeptID of original
expenditure
SID 18010 and Account 44410
NonBudgeted
Bond
Special Revenue
Use entire distribution of the
original expenditure
The last day that a GIRO Pay Cycle will be run is June 15
Any open bills for refund of current expenditures in a Budgeted fund
at the end of the fiscal year will be Credited and Rebilled by Core-CT
according to the guidelines in the Budgeted example above
Don’t bill a State agency for refund of current expenditures in a
budgeted fund if you don’t expect to receive payment by June 15
Billing Reporting FAQ’s
I ran my Aging Report and there are items that are listed as 120+ days and I
know I’ve received the payment. What does that mean?
Either you direct journaled the deposit instead of
applying the payment to the open item.
Or you created another item and matched the
payment to it.
Billing Reporting FAQ’s
Now you have to:
 Create a Credit in Billing
 Allow the Batch processes to run
 Create a Maintenance Worksheet
 Apply the Credit to the open Item to close it out
 Allow the Batch processes to run again
 Run your Aging Report again
Billing> Generate Invoices> Reproduce Report> AR Pending Item Report
AR> Payments> Reports> Payment Detail
AR> Payments> Reports> Payment Detail
AR> Payments> Reports> Deposit Control
AR> Payments> Reports> Deposit Summary
AR> Payments> Reports> Payment Predictor Detail
AR> Payments> Reports> Payment Predictor Detail
AR> Payments> Reports> Payment Detail
AR> Payments> Reports> Payment Summary
AR> Payments> Reports> Payment Summary
AR> Payments> Reports> Payment Detail – Point in Time
Lists detailed information for all payments within a deposit.
Users can specify a point in time when you run the report.
AR> Payments> Reports> Payment Detail – Point in Time
Payment Detail – Point in Time – Status Values
•C - Complete, payment was applied to an item and that
payment has been successfully posted by AR_UPDATE
•U - Unidentified, payment exists but it has not been tagged to
be direct journaled nor does it have any Customer or Item
Reference Information
•I - Identified, payment has Customer or Item reference
information defined on it but a worksheet has not been created
•W - Worksheet, payment has been identified and a worksheet
has been built but a payment has not been applied to an item
•A - Applied, payment has been identified and applied but the
payment has not been posted yet by AR_UPDATE
•J - Journaled, payment has been direct journaled
EPM Reporting Tools > Query> Query Manager
Try these EPM Queries:
 CT_CORE_FIN_AR_PENDING_RECEIPTS
For Pending Receipts – to identify what
transactions for your BU have hit account 20920,
both deposits and the means used to correct
them
 CT_CORE_FIN_REFUND_OF_EXP For
Refund of Current Year Expenditures – to identify
what transactions for your BU hit accounts 5%
 CT_CORE_AR_DEPT_DEPOSIT_IDS For
Deposit ID’s with Accounting Entries – to identify
the Journal ID and the Accounting Entries
associated with a Deposit in your BU
EPM Query Folders
CORE-CT has created folders
for public queries for each
Financial module :




AR/BI Users
AP Users
PO Users
GL Users
Use the Advance Search link
on the EPM Query Viewer
page to search for queries for
a specific module
EPM Reporting Tools>Query> Query Manager
EPM Survey Results
Of the surveys completed by
users at the last four
Financial User Group
Meetings:
 84% were EPM Users
 38% used both Financial and HR
 75% use EPM Daily, Weekly, and
or Monthly
 50% have attended EPM User
Groups
 70% want to continue having
EPM involvement in Financial
User Group meetings
 70% prefer to get information
about EPM through emails and
website announcements
Training Updates
Last AR/Billing Labs will be held
Thursday, April 14
Core-CT, Room 2024
9:00am, 10:00am, and 11:00am
Classes limited to 8 Users
Sign up in the PSFT Registration Tool
Year End Cleanup Labs
For AP/PO
For Billing/AR/GL
Dates, Times and Locations TBA in Daily Mail
Classes limited to 8 Users
Sign up in the PSFT Registration Tool
Run your reports and BRING YOUR WORK !!
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Customer Support
Users can call Help Desk @ 860-622-2300, ext. 1
Due to the complexity of year end and other issues, users can
email [email protected]
 Provide more details
 Include screenshots
 Specific encumbrance issues
 Becomes a ticket and escalated to Level 2
Use the same address [email protected]
to request topics for future User Groups
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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 – AP/PO
Date – May 16 1pm – 4pm
101 E. River Drive, Room 4214 A & B
FUG100, Session 025
(don’t forget to sign up)
Questions?
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