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.
Download ReportTranscript 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.
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 ChartField Values Impact Billing Reminders & Hot Topics • Transparency – Refrain from using sensitive data when billing • Billing Month-End Close – Closes with AR on the 5th 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 ChartField 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 ChartField Values Impact Billing Billing Header Info • Maintaining Billing Specialists and Bill Inquiry Phone Numbers Billing Header Info 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 ChartField Values Impact Billing Inactive ChartFields • Impact to BI Distribution Codes • Impact to Billing Templates Inactive ChartFields • ISSUE: – BI Distribution Codes and Bill Templates may contain Inactive ChartField Value(s) – Bills will Finalize, but fail to process as AR Items due to the Inactive ChartField Value(s) • SOLUTION: – Update ChartField Value(s) for identified BI Distribution Codes and/or Bill Templates • HOW TO IDENTIFY? – Ask your agency for a listing of any ChartField 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 Conversations Conversations Conversations Conversations-Keyword 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 COP9 A COP9 is created by an agency’s payroll department after a FULL refund of payroll expenditures. COP9 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 COP9 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. COP9 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_COP9_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 ProcessGrant 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/fin2/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 Journal Source Journal Source 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 1st through September 30th). 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 – [email protected] – [email protected] 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 (104xxx) 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 (104xx) 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 DeptID 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> 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): – KEYWORD1, KEYWORD2, KEYWORD3 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 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 Security Update 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 [email protected] 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.core-ct.state.ct.us