1 financials user group meeting po / ap october 2004 state of connecticut core-ct project
TRANSCRIPT
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Financials User Group MeetingFinancials User Group MeetingPO / AP PO / AP
October 2004October 2004
STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project
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PurchasingPost FYE 04 UpdatesPO Monthly CleanupOrdering with Sysco
[ BREAK ]
Accounts PayablePost FYE 04 UpdatesTelecom BillsDuplicate Vendor Invoice CheckingAP Monthly CleanupRecommended Reports & Queries
AgendaAgenda
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Cleanup of POs 71,000 Account on Purchase Orders Changing to “Amt Only” after PO Dispatch October 7th & 8th PO Dispatch Incident Clean Up Completed POs Monthly
PO UpdatesPO Updates
Critical Reminders
Up and Coming
SP2 Testing CT Shops
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Changing to “Amt Only” after POChanging to “Amt Only” after PO DispatchDispatch
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Changing to “Amt Only” after POChanging to “Amt Only” after PO DispatchDispatch
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Changing to “Amt Only” after POChanging to “Amt Only” after PO DispatchDispatch
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October 7October 7thth & 8 & 8thth PO Dispatch Incident PO Dispatch IncidentDO NOT Use Reconciliation Workbench to Dispatch POs
or
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Reconcile and Close POsUsing Workbench
Reconcile and Close RequisitionsUsing Workbench
Monthly PO CleanupMonthly PO Cleanup
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Ordering from SyscoOrdering from Sysco
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Ordering from SyscoOrdering from Sysco
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Ordering from SyscoOrdering from Sysco
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Ordering from SyscoOrdering from Sysco
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SP2 TestingSP2 Testing
Already Begun – End of January, 2005
Recruiting Testing Assistance from Agency Users
DOC and MHA Already “On Board”
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CT ShopsCT Shops
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10-Minute Break10-Minute Break
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PO Numbers Missing on InvoicesUpdate to AP Job Aid on Vouchers1099 Reporting HelpDownloading from InquiriesModifying ChartFields after
Voucher is Paid
AP-UpdatesAP-Updates
Critical Reminders
Up and Coming
AP/GL Periods Closing More EPM Queries for
Monitoring Transactions
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Downloading from Inquiries – ie.Voucher Inquiry (Using “No Balance Remains”)
AP-Post FYE ’04 UpdatesAP-Post FYE ’04 Updates
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Downloading from Inquiries – Voucher Inquiry (use for searches only)
AP-Post FYE ’04 UpdatesAP-Post FYE ’04 Updates
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How do I download my bill?
Telecom BillsTelecom Bills
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How do I download my bill?
Telecom BillsTelecom Bills
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Telecom BillsTelecom Bills
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General Ledger> Review Journal/Ledger Data> Ledger
Telecom BillsTelecom Bills
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Link to Ledger Activity
Telecom BillsTelecom Bills
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General Ledger> Review Journal/Ledger Data> Ledger
Telecom BillsTelecom Bills
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Sum by Period, Account, Dept
Telecom BillsTelecom Bills
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How do I find what was paid?
Use the EPM Query –
Telecom BillsTelecom Bills
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Duplicate Invoice detection is based on:
Invoice Number
Business Unit
Vendor ID
If the three fields match, the voucher will be rejected
Consistency is imperative when entering Invoice Numbers
Duplicate Vendor Invoice CheckingDuplicate Vendor Invoice Checking
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Vendor Name Invoice Number
Bank One
Bank One
SBC
SBC
ABC Realty
ABC Realty
5405017900030888
5405-0179-0003-0888
8885551234
888-555-1234
Rent Dec 03
Rent 12/03
Being inconsistent could cause duplicate payments…
Duplicate Vendor Invoice CheckingDuplicate Vendor Invoice Checking
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Some Vendors use account numbersin place of invoice numbers
E-mail those Vendor IDs to OSC for review at: [email protected]
These Vendors may be set for 4-fieldduplicate invoice detection
You will be notified if your Vendor does notmeet the requirements for change
Duplicate Vendor Invoice CheckingDuplicate Vendor Invoice Checking
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AP Interfaces
Ongoing – checks 3 fields(BU, Vendor ID, Invoice #)
One-Time – checks 4 fields(BU, Invoice #, Invoice Date, Gross Amount)
Duplicate Vendor Invoice CheckingDuplicate Vendor Invoice Checking
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Match Exceptions (Match Manager orMatch Exceptions Report)
Pending Approval (Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”)
Not Budget Checked (Voucher Inquiry)
In Budget Error (Voucher Inquiry)
On Hold (EPM Query “CT_VCHRS_ON_HOLD”)
Control Groups Posted (Post Control Group)
Monthly AP CleanupMonthly AP Cleanup
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Unposted Vouchers CT_AP_VCHRS_UNPOSTED
Vouchers Paid but Unposted CT_AP_VCHRS_PAID_UNPOSTED
Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD
Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8
Monthly AP CleanupMonthly AP CleanupTO EPM -
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Run Budget Status Report
Run Transaction Details (AP trans only)
Compare to EPM Report CT_CORE_FIN_SAAAS_OPTION16_5_8
(by specific code or %)
Use other EPMs /Inquiries to troubleshoot
Monthly AP CleanupMonthly AP Cleanup
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AP-Recommended QueriesAP-Recommended Queries
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AP-Recommended QueriesAP-Recommended Queries
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AP-Recommended QueriesAP-Recommended Queries
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Match Exception Report-Include Quantity Accepted,ability to run by Buyer and/or Vendor ID (Pending)
Vendor Payment Reports-Ability to run by BUSee EPM Query
“CT_CORE_VENDOR_PAYMENT_HISTORY”Also, look for new EPM Query for FOI Reporting
New Report Request-Summary report for all vouchers associated to a PO
See EPM Query“CT_CORE_FIN_PO_BAL_SUM_BY_PO” or use PO Inquiry in Accounts Payable
Requests from AP Focus GroupRequests from AP Focus Group
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Questions?Questions?
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Thank You for your participation
today. We hope this information proved helpful…
Look for this presentation and meeting Q & A’son the Core-CT Website www.core-ct.state.ct.us/
Next Meeting – PO/AP Overflow Date – October 19, 2004 9am - Noon101 E. River Drive, Room 4214 A & B(don’t forget to sign up)
ClosingClosing