financials user group meeting po / ap october 2004

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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: osc.apdvf@po.state.ct.us

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