ap/po/am user group winter 2008 state of connecticut core-ct

AP/PO/AM

User Group

Winter 2008

STATE OF CONNECTICUT STATE OF CONNECTICUT Core-CTCore-CT

Agenda

Welcome John Harnick

EPM Barbara Jacius

Training Steve Perkins

CM John Winschel

Inventory Steve Beaulieu

ePro Kathleen M. Anderson

PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola

Integration Presentation

• Maintenance Packs – Need volunteers for testing in March– Go live is scheduled for April 5th

weekend

• Core-10 Coming Soon • Fiscal Year End• Catalog Management Changes

Welcome

Customer Service

Users can call the

HelpDesk@ 860-622-2300, ext 1

For complex issues, send email to: [email protected]

mailto:[email protected]

Agenda Welcome John Harnick

EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


EPM EnhancementsPurchasing

ACTIVITY_ID ANALYSIS_TYPE BUSINESS_UNIT_PC PC_DISTRIB_STATUS RESOURCE_CATEGORY RESOURCE_SUB_CAT RESOURCE_TYPE PC_DISTRIB_STATUS

Projects/Costing Module Fields Added:

EPM EnhancementsPurchasing

CT_PO_TRANS_TBL CT_RECEIVER_TRN CT_REQ_TRNS_TBL CT_VCNTRCT CT_VCNTRCT_DEF CT_VCNTRCT_MIL

Projects/Costing Fields Added to EPM Reporting Tables:

EPM EnhancementsAccounts Payable

CT_VCHR_LN_WTHD CT_CORE_FIN_AP_VENDOR_CREDIT CT_CORE_FIN_AP_VCHR_DT_COMPARE CT_CORE_FIN_AP_TELECOMM_EXPS CT_CORE_FIN_AP_VCHR_CNT_USERID

New EPM Table:

EPM EnhancementsAsset Management

New EPM Table:

LOCATION_TBL Join to EPM Asset Management tables by

location Sample Fields

Building Floor Sector Jurisdiction Address

EPM Job Aids Updated

EPM Reporting Table Indexes & Join Criteria

Revised to include additional reporting tables.

All accurate table joins identified.

http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc



Acceptable Join Criteria



Inaccurate Join Criteria Spreadsheet


Reporting Table to Role Mapping

Updated to include all projects/costing module roles.

http://www.core-ct.state.ct.us/epm/

EPM Job Aids UpdatedReporting Table to Role Mapping

EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME

CT_VCHR_LN_WTHD CT ADJ VOUCHER PROCESSOR

CT_VCHR_LN_WTHD CT AGY AP SYS TECH RESOURCE

CT_VCHR_LN_WTHD CT AGY ONETIME VENDOR APPROVER

CT_VCHR_LN_WTHD CT AGY ONETIME VENDOR PROCR

CT_VCHR_LN_WTHD CT AGY VENDOR VIEWER

CT_VCHR_LN_WTHD CT AP REPORT MAKER

CT_VCHR_LN_WTHD CT AP REVIEWER

CT_VCHR_LN_WTHD CT BUDGET CHECK PROCESSOR

CT_VCHR_LN_WTHD CT CNTRL 1099 PROCESSOR

CT_VCHR_LN_WTHD CT CNTRL AP CONFIGURATOR

CT_VCHR_LN_WTHD CT CNTRL AP SYS TECH RESOURCE

CT_VCHR_LN_WTHD CT CNTRL AP VIEWER

Questions?

Agenda Welcome John Harnick

EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


• Summarizes knowledge a supervisor or manager should have– Accounts Payable, Supply Chain, Inventory– Asset Management – Accounts Receivable / Billing– Project Costing / Customer Contracts– Help Desk, EPM– General Ledger / Commitment Control

Core-CT Training – Manager Guides

• Sections of the Guide– Overview– High level graphic view– Bulleted information– Links to more detailed

information– Reports associated with the

module– Other sections as needed

Core-CT Training – Manager Guides

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


CM Hot Topics

Effective February 6, 2008 the responsibility of loading and maintaining the catalog items will be performed at CORE-CT in East Hartford. All questions related to pricing or items in the catalog should be sent to the CORE-CT Help Desk for resolution.

Questions?

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


The Inventory module is used by 23 business units and in 2007 we recorded over 110,000 transactions.

Please remember to communicate your agencies Inventory business requirements on all future SP-10. (Soon to be CORE-10).

The Inventory module is highly integrated with the Catalog Management, ePro, PO and A/P modules

Inventory items are interfaced during the PO Receipt process and PO receivers will be alerted to that fact when adjusting saved receipts.

Inventory Reminders

Questions?

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


ePro Hot Topics

A Catalog Viewer Role has been created.

Introducing the CORE-10

ePro Hot TopicsCatalog Viewer Role

The Catalog Viewer role will allow eProcurement Approvers the ability to view items in the catalog, validate pricing and ensure that the most cost effective items are selected.

This role would allow users access to the catalog search screen in the eProcurement module but would not allow the user the “Save and Submit” the requisition.

ePro Hot TopicsCORE-10

The Core-10 will be replacing the DOIT-10 system that agencies currently use for IT Procurements, the DAS paper SP-10 and the Standardization Transaction paper process.

These processes will all start as eProcurement requisitions. A new role has been created named CT Multi Requestor which

will allow the user access to the CORE-10 drop-down box and CORE-10 Attribute links on the Create Requisition page.

For those Agencies that do not currently use the eProcurement Module, the IT Managers will be coordinating security, roles & workflow to provide access to the new functionality.

Those Agencies that do use eProcurement will have the new role assigned to specific users as identified by the IT Managers.

ePro Hot TopicsCORE-10

• BLANK (existing functionality).• DAS-BID• DAS-ST • ITD-10• ITD-BID• ITD-ST

The Approval Workflow is configured based on the value that is chosen. There will be 5 values:

Questions?

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


PO Reminders Batch processes now run at 10am, 12pm, 3pm and overnight.If a PO is opened but not changed, click Cancel to close the document – not Save .Cannot reduce and cancel a PO in one step. First reduce to the amount expended. Wait for Budget Check to complete - then Cancel.When doing a change order to a PO sourced from a requisition, always answer “No” when asked if you want to re-source, return open quantity or re-open the requisition.If a PO does not show up when trying to receive or invoice, check the status of the PO. It must be in Dispatched status. If a PO does not show up on the approval worklist.

PO HOT TOPICSCreating separate run controls for Dispatch, Pending Cancel and Print purchase orders will ensure proper processing. PO Obligation should be

equal to the net amount due on open POs IF there has been more

than one PO issued per contract.

Pending Cancel and Dispatch Run Control

Navigation: Purchasing > Purchase Orders > Dispatch Purchase Orders

Print PO Run Control

Navigation: Purchasing > Purchase Orders > Review PO Information > Print POs

PO Obligation should be equal to the net amount due on open POs IF there has been more than one PO issued per contract.

Example: DOC issues a two year PSN contract for religious services. The contract is copied into PO 70403 which is to be used for the life of the contract. The PO Obligation page would be represented as follows:

PO Obligation

PO Obligation should be equal to the net amount due on open POs IF there has been more than one PO issued per contract.

After only $5000 was expended on PO 70403, the PO was inadvertently closed. A new PO was issued for the balance. The PO Obligation on the new PO must reflect only the amount due on the open PO, not the entire amount of the contract:

PO Obligation

Questions?

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


AP Reminders and Hot Topics

Critical Reminders

Hot Topics

April 08 BundlesIncorrect GIRO vouchers

New Column on PO Inquiry ResultsDO NOT Run Voucher Listing by ChartfieldAP Interfaces - Duplicate Files loaded, and invalid ChartFields on recordsOverriding contract pay terms

PO Inquiry Accounts Payable>Review Accounts Payable Info>Interfaces>Purchase Order

A ‘Close Status’ Column has been added to the PO Inquiry Page to show the status of the vouchers

1. Enter GIRO payment ID here

2. Enter Additional Details about the error here

3. Identify error here

4. Add same coding as that on the Direct Journal

Incorrect GIRO Payments

Questions?

Agenda


EPM Barbara Jacius


CM John Winschel



PO Amanda Starbala

AP Cynthia Babbitt

Assets Dave Bonola


Asset Hot Topics

Scanner Software Update Asset Location Codes EPM Reporting Timetable

Assets

Scanner Software Update

A required software upgrade is now available for the Intermec CK31 Asset Scanner. This important upgrade is not downloadable and must be installed by Core-CT staff located at 101 East River Drive, East Hartford.

Assets

Asset Location Codes

New Buyer/Requestor Default ACORE Temporary Work Around for Receiving

Assets

• EPM Reporting Timetable

Assets Transactions Entered Today are not available for EPM Reporting for 48 hours

Assets

Questions?

Closing

Look for this presentation and meeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/

AP/PO User Group Meeting on Jan. 31st & Feb. 5th, Feb. 7th

Thank You for your participation

today. We hope this information proved helpful…

http://www.core-ct.state.ct.us/

http://www.core-ct.state.ct.us/

Coffee Break

ap/po/am user group winter 2008 state of connecticut core-ct

Documents

tbl ct

vcntrct ct

wthdct ap reviewer ct

def ct

trn ct

exps ct

compare ct

credit ct