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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAccounts Payable/PurchasingAccounts Payable/Purchasing

December 2003December 2003

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• Introduction/Production Support Elaine Pelletier

• Workflow Nayda Flores

• Purchasing– Catalog Management Joann Bellamo– Large Contracts– PO Dispatch– PO Set Up Options

• BREAK• Accounts Payable

– Payment Cancellation Holly Osburn– Voucher Matching & Match Exceptions Cynthia Babbitt– Voucher Tips Mark Aronowitz– Making Funds Available Deb Carta

AgendaAgenda

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Production SupportProduction Support

• Keep Core-CT Up and Running• Provide training to End-Users • Monitor the system for problems – both system and

user errors• Implement delayed functionality of Phase 1 modules• Coordinate and disseminate business process decisions

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Whole Support TeamWhole Support Team

Core-CT Production Support Team

DOIT Help DeskCentral Process Owners

OSC – Accounting ServicesOSC – Accounts Payable

DAS & DOIT – Procurement ServicesOTT - Treasurer

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Production Support TeamProduction Support Team

Elaine PelletierElaine Pelletier

Jeanne SkellettJeanne Skellett

Holly OsburnHolly Osburn

Development Development

Configuration & SecurityConfiguration & Security

Business SupportBusiness Support

Level 2 Help DeskLevel 2 Help Desk

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Production SupportProduction Support TeamTeam

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•FinancialsWorklist Procedures•Requisition Workflow•PO Workflow

WorkflowWorkflow

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Fin Worklist NavigationFin Worklist Navigation

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Fin Worklist ProceduresFin Worklist Procedures

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Fin Worklist ProceduresFin Worklist Procedures

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Training Update

Order delivered by vendor and received in Core-CT:Status: “Received”Both Goods and Services are received in Core-CT.

Return to Vendor:Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor.

Invoice Processed by Accounts Payable:Vouchers created and invoices posted for payment.

Payment Issued to the Vendor:The vouchers are “Matched”, the Pay Cycle Runs and payments are issued to the vendor.Status: “Complete”

Requisition:Requisition Created in eProcurementStatus: “Open”

Requisition Submitted for Approval:Status: “Pending” Result: “Approved”Amount: ChartField:Amt 1 (All Requisitions)Budget Approver

Amt 2 (>$2,500)Purchasing Amt 3 (>$10,000)Approver

Amt 4 (>$1,000,000)

Requisition Sourced Into a PO: AutoSelect ProcessPO Staging TablePO Calculations ProcessPO Create ProcessBatch Frequency: 4x daily.Status: “PO(s) Created”

PO Approval:Purchase Orders that were created from Requisitions do not require approval as a PO.

PO Dispatched to the Vendor:Status: “PO(s) Dispatched”Batch Frequency: 4x daily.

Requisition Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, a pre-encumbrance is created. Batch Frequency: 4x daily. Budget Status: “Valid”

Req. to Check

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Requisition WorkflowRequisition Workflow

Requisition Amount

Approver 1

Requisition Amount

Approver 2

Requisition Amount

Approver 3

Requisition Amount

Approver 4

Requisition Budget

Approver

Requisition Purchasing Approver

-All transactions

-Approve up to $2,500

- All transactions exceeding $2,500 Approve to $10,000

-All transactions exceeding $10K

-Approve to $1mm

-All transactions exceeding $1M

-Approve over $1mm

- All transactions regardless of amount

- Validates chartfield information

- All transactions regardless of amount

- Validates purchase information (General Buyer) Name prints on PO

Purchase Order Sent to Vendor

- Automated batch processing creates PO and sends to vendor

Additional Approval can be inserted at any time during the Approval process.

RequesterCreates

RequisitionOnline

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Reviewing Status of RequisitionsReviewing Status of Requisitions

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Reviewing Status of ApprovalReviewing Status of Approval

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Training UpdatePO Life Cycle

Agenda Topic goes hereOnline (Manual) PO:Purchase Order Created in the Purchasing ModuleStatus: “Open”

PO Submitted for Approval:Initial Status: “Pending Approval” Resulting Status: “Approved”Amount: ChartField:Amt 1 (All POs) PO Budget ApproverAmt 2 (>$10,000)

PO Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, an encumbrance is created for the PO.Batch Frequency: 4x daily.Budget Status: “Valid”

PO Dispatched to the Vendor:PO delivered to the vendor by fax, email, EDX, phone, or print method.Status: “Dispatched”Batch Frequency: 4x daily.

Order delivered by vendor and received in Core-CT:Both Goods and Services are received and keyed into Core-CT.Resulting Status: “Received”

Return to Vendor:Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor.

Invoice Processed by AP and Payment Issued to the Vendor:The vouchers are created, approved and “Matched”. Additionally, the Pay Cycle Runs and payments are issued to the vendor.

PO Closed and Reconciled:Closing a PO sets the status of the PO to “Complete” and signals that the PO is completely processed. Reconciling a PO releases any unused encumbrances associated with the PO.Status: “Complete”

Online PO Life Cycle

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PO WorkflowPO Workflow

Buyer Creates

PO Online

- All transactions - All transactions exceeding $10K

- All transactions regardless of amount

-Validates chartfield information

-Name prints on PO

-Manual PO Emergency or immediate need

-PO created from RFQ

-PO created from contract (POS, PSA, Right Of Way, Construction, RL, MOU, Grant)

PO AmountApprover 1

PO BudgetApprover

PO AmountApprover 2

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PO TroubleshootingPO Troubleshooting

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PO TroubleshootingPO Troubleshooting

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PO TroubleshootingPO Troubleshooting

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PO TroubleshootingPO Troubleshooting

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Common Workflow IssuesCommon Workflow Issues

1. Why don’t I have items on my Worklist?

2. I have items stuck on my Worklist…

3. I have duplicate items on my Worklist…

4. Why aren’t requisitions appearing on myWorklist?

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WorkflowWorkflow

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• Catalog Management– Patch loaded 12/10– File update process started 12/12– File update completed by 1/1– Listing of files loaded

PurchasingPurchasing

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PurchasingPurchasing

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PurchasingPurchasing

• eProcurement – Advanced Search

– By Vendor– By Description– By Manufacturer– By Manufacturer Item ID– By Item ID

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Catalog SearchCatalog Search

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Advanced SearchAdvanced Search

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Search ResultsSearch Results

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PurchasingPurchasing

• Large Contracts– Tolerances– PO Change Orders

• PO Dispatch

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• PO Set Up Options– From a Requisition– Online PO– Amount Only vs. Quantity– Receiving Required

PurchasingPurchasing

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Requisition vs. Online PORequisition vs. Online PO

Defaults Requisition Online PO

Searching the ItemCatalog

ePro utilizing the Advanced Search functionality

Does not utilize the Advanced Search functionality

Amount Only Checkbox Is not a selectable option in ePro

Is a selectable option located on the Line Details Page

Receiving “Receiving is Required”

Defaults from the Item and can not be changed

User decides to check the receiving checkbox or not

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PO Set Up OptionsPO Set Up Options

Distributeby Type*

Requisition Online PO

Amount Only You CANNOT create anAmount Only Requisition

UtilitiesPurchase of Services (POSs)Personal Service Agreements (PSAs)

Quantity CommoditiesFood OrdersOffice Supplies

Items Stocked in Warehouses

CommoditiesFixed cost monthly services – Rent, Snow Plowing, Lawn Service

Fixed cost monthly goods

*You CANNOT mix Amt Only and Quantity on a PO

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TroubleshootingTroubleshooting

• Document Cross Reference–PO to REQ–REQ to PO–PO Activity Summary–Document Status–Receiving Required Query

•Other Troubleshooting Aids

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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TroubleshootingTroubleshooting

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PurchasingPurchasing

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EPM User Groups

EPM User Groups are about to begin

• One User Group meeting on a monthly basis

− First Meeting: January 12, 2004 from 9 am to 12 pm at DOIT 1002 A & B

• Attendees

- Submitted by agency sponsor; 1 – 2 per agency per meeting is requested

- Communication forthcoming to Agency Sponsors requesting agency attendees

• Meeting Content

- Presentations on topics of interest (EPM enhancements and fundamentals)

- Q & A / Issues

• EPM User Group rollout will be announced at the Financials User Group’s Purchasing / Accounts Payable (Group 1) meeting on December 15, 2003

• EPM User Group update will be provided at the Financial User Group’s General Ledger / Accounts Receivable (Group 2) meeting in January 2004

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Payment CancellationsPayment CancellationsPayment

StatusAction Required Reissue Payment?

-Payment Not Yet Issued to Vendor

-Call Linda Carney (OSC)702-3396

-Complete FormCO-790, Send to OSC/APD withproper backup

-If NO, and payment is non-PO, process is complete

-If NO, and payment is PO-related, prepare Reversal Voucher

-If YES, and payment is PO-related with a wrong $amt and/or a wrong vendor, prepare Reversal Voucher after OSC contacts you that pmt cancellation is processed. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor

-If YES, and payment is non-PO with a wrong $amt and/or a wrong vendor, prepare new Regular Voucher for the correct $amt and/or the correct vendor

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Payment CancellationsPayment CancellationsPayment

StatusAction Required Reissue Payment?

-Payment Already Issued to Vendor But Not Cashed and Returned to Agency

-Call Linda Carney (OSC) 702-3396 for procedures

-Complete FormCO-790, Send to OSC/APD with proper backup

-If NO, and payment is non-PO, process is complete

-If NO, and payment is PO-related, prepare Reversal Voucher

-If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor

-If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor

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Payment CancellationsPayment CancellationsPayment

StatusAction Required Reissue Payment?

-GIRO Payment to Another State Agency – Deposit Not Yet Processed

-Call Bob Gnocchi (OTT) 702-3108to remove deposit

-Call Linda Carney (OSC) 702-3396 tocancel payment

-If NO, and payment is non-PO, process is complete

-If NO, and payment is PO-related, prepare Reversal Voucher

-If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you that pmt cancellation is complete. Then prepare new Regular Voucher for the correct $amt and/or the correct vendor

-If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, prepare a Regular Voucher for the correct $amt and/or the correct vendor

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Payment CancellationsPayment Cancellations

Void Payment Stop Payment Action Required

Payment is not yet Issued

Payment is issued but not yet returned to

Agency (in jeopardy of being cashed)

Complete form CO-860 and send to

Joanne Vallo, (OTT). 860-702-3115.

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Create Voucher Match

Process

Resolve Match Exceptions

Approve Voucher

Budget Check

Process

Resolve Budget

Exceptions

PostVouch

er

Generate/Post Payment

STARTEND

Voucher Life Cycle ReviewVoucher Life Cycle Review

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Match Exceptions•Unmatched receivers exist•Exceeded PO Tolerances•Amount Vs. Quantity•Consequences of overriding Match Exceptions

MatchingMatching

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Reviewing MatchingReviewing Matching

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Understanding Match RulesUnderstanding Match Rules

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Voucher Tips - Can I delete this voucher?

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Voucher Tips - Can I delete this voucher?

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Voucher Tips - Can I delete this voucher?

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Voucher Tips - Where is my payment?

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Voucher Tips - Where is my payment?

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Voucher Tips - Duplicate Invoice Checking

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Duplicate Invoice CheckingDuplicate Invoice CheckingVoucher Tips - Duplicate Invoice Checking

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Voucher Tips - Duplicate Invoice CheckingMedical Services9/10/03 Jennings Dr Marks10/15/03 Dental Health Care8/10 Haslam Kaplan Cox1603122 Dr Baker7/1/03 Medicaid 06020

Real Estate Transactions

7/10/03 Closing for Smith Main St Avon

Rent

7/1/03 to 7/31/03 Rent 159 High St Waterbury7/1/03 to 7/31/03 Rent 999 Asylum St Hartford7/1/03 to 7/31/03 Taxes 25 Sigourney St Hartford

Professional Services

PSA 3621 final paymentAnnual audit 200311/30/03 Design for CCSU

Child/Foster Care

7/1/03 to 7/15/03 shelter

Catering Service

7/2/ and 8/6 catering services

Board Member Reimbursements

7/7 and 7/8 board fees

Per Diem Reimbursements

5/4 5/5 5/11 5/12Construction

Project 576396 number 5025

Postage

First class presort account 03212Permit fee account 0470440

Transportation

Shoreline East 7/03Transportation 10/23-11/8/03

GIRO

123456

Utilities

Account 54321 7/03Account 65432 7/03

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Voucher Tips - Knowing your Voucher Dates

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Duplicate Invoice CheckingDuplicate Invoice CheckingVoucher Tips - Knowing your Voucher Dates

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•Process Deposits and Interagency Payments•Manage Match Exceptions•Manage Requisitions•Manage Purchase Orders

Making Funds AvailableMaking Funds Available

“Show me the

money!”

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Accounts PayableAccounts Payable

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Thank You for your participation today. We look forward to continuing our work together to makeCore-CT a Success!

• Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/)

• Overflow Meeting - January 5, 2004101 E. River Drive, Room 1002 A&B - AP/PO/Overflow

• AR/GL/Reporting Meeting - January 26, 2004101 E. River Drive, Room 1002 A&B - AR/GL/ Reporting

ClosingClosing