1 state of connecticut core-ct project financials user group meeting ar/gl june 7, 2004

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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAR/GLAR/GL

June 7, 2004June 7, 2004

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Updates– Issue Resolution - Current AR/GL Issues– Year End System Availability– Year End Dates - Reminders

Scorecard & AR Document Cleanup– Handout & Demonstration

Year End Adjustments - OverviewBudget Close – OverviewBudget Preparation – FY 2005CORE-CT Financials User website demo

AgendaAgenda

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Issue Resolution Process

Help Desk resolves

problem or sends to Level II

Ticket is resolved or

sent to technical

team with a SIR

Tech Team resolves problem

and/or creates a PeopleSoft

case

PeopleSoft works with

tech team to resolve

Resolution given or Future

Enhancement is

requested

User Calls Help Desk

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Current AR/GL issues and progress being made towards resolution

Accounts Receivable

• Users can no longer make changes to accounting entries for items in AR> Maintenance > Revenue Estimates > Correct Transactions because this shortcut throws the REV_EST, MOD_ACCRL, and MOD_CASH ledgers to be out of balance with Commitment Control

• OSCIP deposits – Check with your Payroll Dept. for the Employee Deduction Remittance Report

• Users should continue to use the Line field to increment the lines in Items with multiple accounting lines

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To find and resolve duplicate items in an Item Group……..

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Select the Error Info button……..

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Current AR/GL issues and progress being made towards resolutionGo to the Group Action tab and Delete the Group

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If you see Item Line of all 0’s in a Group….

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Enter a Number in the Line Field and Save, then hit Next in Listto increment to the next error and repeat the process

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GL

• Mass corrections to the first 3 Payrolls have been posted – review and determine if further corrections are needed

• Bring negative balances in Budgets and Expenditures to a positive balance

•Update your AR SpeedTypes and your PO/AP SpeedCharts or create new ones

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Year End

Dates and System Availability

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System Availability in June

Extended weekday and weekend availability for Financials system.

- Monday – Friday 6am to 8pm

- Saturday – 6am to 7pm

- Sunday – 8am to 4pm

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Dates for Year End Activities

Transfer Invoices – (also applies to Grant Transfers)No billings for Interagency transfers should be created in the system by creditor agencies after 3:00 p.m. Monday June 14, 2004.

No vouchers for Interagency transfers should be created in the system by debtor agencies after 3:00 p.m. Friday June 25, 2004.

All payments for Interagency transfers should be applied in the system by creditor agencies by 3:00 p.m. Friday July 6, 2004.

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AR Deposits All monies received on or prior to June 30 should be deposited in the bank and processed in the system before the 3:00 budget check on Friday, July 2, 2004.

All FY2004 monies received on or prior to July 1 should be deposited in the bank and processed in the system before the 3:00 budget check on Tuesday, July 6, 2004 using Budget Period 2005 and Budget Reference 2004.

All monies received on or after July 1 should be deposited in the bank and processed in the system using Budget Period 2005 and Budget Reference 2005.

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Grants Receivables – Billings for Federal Grant Receivables should be created in the system by creditor agencies by budget check at 3:00 p.m. Tuesday, June 21, 2004

All payments for Federal Grant Receivables should be applied in the system by creditor agencies by budget check at 3:00 p.m. Monday, June 28, 2004

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GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 may be submitted until Friday, July 30, 2004. See Year End Adjustments slides for more detail.

Budget Spreadsheet Journals or Online Budget Journals In order for agencies to begin processing July 1, 2004 for FY 2005, budget journals must be posted in the system first. See Budget Preparation slides for more detail.

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HR Account Code Combinations –Agencies restructuring their Department and/or Budgets should have those changes to the COA Team, OPM and your agency’s HR unit by Friday, June 4, 2004. Those COA changes will be shared with the Core-CT HRMS Team by June 18.

Current HR account code combinations will be mapped to Budget Reference 2005 automatically for all budgeted funds.

Budget Reference 2004 account code combinations will remain active and Budget Reference 2005 will be created for Non-budgeted funds . Agencies should work with OPM and your HR unit to determine the appropriate mapping for salary expenses in FY 2005.

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Appropriations – Agencies must notify OPM no later than Tuesday, June 1, 2004 of all budgeted appropriations continuing into FY 2005.

See Budget Close - Overview slides for additional information on lapsing and continuing appropriations.

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Agency Scorecard

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Agency Scorecardand Document Cleanup

Agency

acronyms

and agency

names appear

in the first two

Columns

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Agency Scorecardand Document Cleanup

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1. Identify Item Groups Not Posted or in Error2. Identify Payment Groups Not Posted or in

Error3. Identify Item Groups Not Passed through

Budget Check4. Complete all Unprocessed Deposits5. Identify Direct Journal Deposits Not Passed

through Budget Check

AR Cleanup – Steps for AgenciesAR Cleanup – Steps for Agencies

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AR Cleanup – Step 1

Look for Items that haven’t Posted, correct the problems, then Post them

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Look for Groups with a status of Error, correct the problems, then Post them

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Look for Payment Groups that haven’t Posted, correct the errors, then Post them

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Finalize your worksheet, and Post it

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Finalize your worksheet, and Post it

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Identify and correct AR Items that haven’t passed Budget Check

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If the accounting entries are correct, Create the Budget Journal and Post it

If the accounting entries are not correct, Unpost the Item, correct the Accounting Entries, then Post it

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All deposits for FY2004 must be processed and budget checked by June 30.All payments for FY2004 budget period must be applied

and budget checked by July 6.

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Identify Direct Journal Deposits not passed through Budget Check and correct them

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Select one of the Direct Journals returned from the Search Page

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Click on the Line Exceptions page, Click on the drilldown for more details

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The Budget Chartfields tab gives some information, for more…

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Select the Budget Override tabIf the accounting entries are correct, create the Budget Journal.

If the accounting entries are incorrect, note the Deposit ID.

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Return to the Deposit, and Modify the Accounting Entries

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Deselect Complete, Click on the Red X icon, and the Chartfields will reopenCorrect the accounting entries, check Complete, and Save.

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EPM Queries for FYE

Current –CT_CORE_FIN_AR_OPEN_ITEMS

CT_CORE_AR_ACCTG_DISTRIB

In Development –CT_FIN_UNPOSTED_ITEMS

CT_ AR_DEP_CNTRL_FAIL_BUDCHK

CT_AR_GRP_CNTRL_NOT_COMPLETE

CT_AR_ITEM_ACTVTY_NOT_PROCESD

CT_AR_PAY_MISC_NOT_JRNLGEN

Navigation: EPM Reporting Tools > Query > Query Manager > Find An Existing Query

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AR Cleanup Job Aid

Navigation: http://www.core-ct.state.ct.us/user/finjobaids/2004ye.htm

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Year End Adjustments

GL Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 can be prepared immediately and they will be posted to Period 12 if entered before June 30.

Year End Spreadsheet Journal Corrections Spreadsheet journal corrections for FY2004 submitted after July 1, 2004 must be uploaded successfully by 5:00 p.m. Friday, July 30, 2004. They will be posted to Period 998. (See 2004 Year End Spreadsheet Journal Entry Job Aid).

•Allow additional time for the Upload process to succeed•Limit the number of journal lines to 100•Changing funds requires 4 lines of distribution, not 2

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Navigation: http://www.core-ct.state.ct.us/financials/gl/Default.htm

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This applies to Spreadsheet Journals prepared in July for FY 2004

Correction of Payroll 25 for SID 35121

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At year end, include Adjustment Period ‘998’ in your GL Reporting Requests

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Associated Revenue for Advance Funded Grants will be replaced in FY 2005 by direct appropriation and allotment of funds

•No action required by the agency

•OSC to use Daily Receipts report to increase APPROP and ALLOT budgets accordingly

•Budget Inquiries – look at your Budget line, not your Associate Revenue line for increased spending authority

•Budget Reports - look at your Budget column for increased spending authority

Associated Revenue – FY2005

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Budget Close - Overview

Lapsing Appropriations for FY 2004 –

•No balances will be brought forward

•Brings all budgets equal to expenditures, closing out the budget in Period 999

•PO Rollover will recommit all unliquidated encumbrances

•Expenditures liquidating these encumbrances are charged against FY2005

appropriation

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Continuing Appropriations for FY 2004 –

•All Federal and Other Grants or Insurance Recoveries should be balanced and closed by Wednesday, June 30, 2004

•All unexpended balances will be brought forward after the balances are verified by Monday, August 16, 2004. Contact John Clark at 702-3350 if your agency requires access to funds prior to this date


•Expenditures liquidating these encumbrances will be recorded as new year expenditures

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Lapsing Appropriations not renewed with a FY 2005 appropriation –

•Will be extended until Saturday, July 31, 2004 to liquidate obligations incurred in FY 2004.


•Expenditures liquidating these encumbrances will be recorded as new year expenditures

•After Saturday, July 31, 2004 the unliquidated balance will lapse.

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Appropriation 2004 Budget 100,000 Pre-Enc 0 Enc 0 Expenditure 30,000 Remaining 70,000

2004 Agency Dept A 2004 Agency Dept B Budget 60,000 Budget 40,000 Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 10,000 Expenditure 20,000 Remaining 50,000 Remaining 20,000

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Appropriation 2005 Budget 70,000 Pre-Enc 0 Enc 0 Expenditure 0 Remaining 70,000

2005 Agency Dept A 2005 Agency Dept B Budget 50,000 Budget 20,000 Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 0 Expenditure 0 Remaining 50,000 Remaining 20,000

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Appropriation 2005 Budget (70,000+85,000)

155,000

Pre-Enc 0 Enc 0 Expenditure 0 Remaining 155,000

2005 Agency Dept A 2005 Agency Dept B Budget (50,000+30,000)

80,000 Budget (20,000+55,000)

75,000

Pre-Enc 0 Pre-Enc 0 Enc 0 Enc 0 Expenditure 0 Expenditure 0 Remaining 80,000 Remaining 75,000

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Budget Preparation – FY 2005

Budget Spreadsheet Journals or Online Budget Journals All by 5:00 p.m. Monday June 28, 2004

•If preparing a Budget Spreadsheet Journal, allow one week additional for the Upload process to complete successfully and for the journal to be Posted

•Upload by 5:00 p.m. Monday, June 21, 2004•Limit the number of lines per journal to 100

•If preparing Budget journals online, allow three business days for the journal to be Posted

•Enter and Post by 5:00 p.m. Wednesday, June 23, 2004•Limit to the number of lines per journal to 300

•Handout – 2005 Budget Spreadsheet Journal Entry

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Ledger Name Value Agency 1 KK_AGY1_BD Agency 2 KK_AGY2_BD Project 1 KK_PRJ1_BD Project 2 KK_PRJ2_BD Project 3 KK_PRJ3_BD

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…..

Ledger should equal one of the KK_ ledger groups on the previous slide

All agency budgets should have a budget period equal to 2005

Budget Reference should equal 2005 or the appropriate year

Journal date should be July 1, 2004 or later. (See Header Line above)

KK_AGY1_BD

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Navigation: http://www.core-ct.state.ct.us/financials/gl/Default.htm

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Navigating the Core-CT Website

Why use the website? Why not pick up the phone?- Get information quicker- Save taxpayer dollars

What is there and useful?- Core-CT job aids- Indexed Daily Mails

- Core-CT Extra Newsletters

Make it a habit!-A browser favorite (click Favorites, Add)-Your home page (Link on Core-CT Home Page gives

instructions)

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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 (http://www.core-ct.state.ct.us/financials/usergrp/index.htm)

• Look on the Core-CT Website for more detailed Year-End Closing Instructions as they become available (http://www.core-ct.state.ct.us/financials/2004fye/Default.htm)

ClosingClosing

1 state of connecticut core-ct project financials user group meeting ar/gl june 7, 2004

Documents

resolutioncurrent argl

deskcurrent argl issues

groupcurrent argl issues

processcurrent argl

financials system

year end activitiesar

item group

interagency transfers