1 state of connecticut core-ct project financials user group meeting ar/glseptember 2004

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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAR/GLAR/GL September 2004September 2004

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Accounts Receivable* Associated Revenue

* AR Monthly Clean Up

* Recommended Reports and Queries

* Phase Two Reminders

General Ledger* End of Year Journal Entries* End of Year Reports

* Recommended Reports and Queries

* Budget Reference Requirement

AgendaAgenda

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Accounts ReceivableAccounts Receivable

Agenda

*Associated Revenue*AR Monthly Clean Up*Recommended Reports and Queries*Phase Two Reminders

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Associated Revenues for Advance Funded Grants have been replaced in FY 2005 by direct appropriation and allotment of funds

•No action required by the agency. OSC to use Budget Status report to increase APPROP and ALLOT budgets accordingly

•Budget Inquiries – look at the Budget line, not the Associated Revenue line for increased spending authority

•Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details >

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

Associated Revenue – FY2005Associated Revenue – FY2005

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Commitment Control > Review Budget Activities > Budget Reports > Budget Status

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Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

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Associated Revenue – RecapAssociated Revenue – Recap

Budget Status Report keys on:Ledger: KK_ASC_REV

Accounts:45500 Non-Federal Aid, Restricted47100 Grant Transfers – Federal - Restricted47200 Grant Transfers – Non-Federal - Restricted

If an agency is using an account other than these, it will not be picked up on the report, and will not be appropriated and allotted.

If agencies have coded their deposits to other than the revenue accounts listed above, they need to process a SSJ to correct it to one of these accounts.

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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

Monthly AR Cleanup Monthly AR Cleanup – Steps for Agencies– Steps for Agencies

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AR Cleanup Job AidAR Cleanup Job Aid

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

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AR Recommended Reports/QueriesAR Recommended Reports/Queries

•For Pending Items

•AR11001 Group Control by Entry Date

•AR11001P Group Control – Point in Time

•AR11003 Item Detail

•AR50001 Accounting Entries

•CT_CORE_FIN_AR_OPEN_ITEMS

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•For Deposits and Payments

•AR20001 Deposit Control by Entry Date

•AR20002 Payment Detail

•AR20003 Payment Summary

•AR21001 Payment Predictor Detail

•AR21002 Payment Predictor Summary

•CT_CORE_AR_ACCTG_DISTRIB

•CT_DMV_PL_DEPID_DEPOSITS

•CT_DOL_FIN_AR_DEPOSITS

•CT_DMV_FLEET

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•For Collections

•AR30003 Aging Detail by Business Unit

•CTARR101 Aging Summary by Business Unit

•CTARR179 Item Detail by Activity/Type/Origin

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•For Error Detection

•CT_DIRECT_JRNL_BUD_ERR

•CT_CORE_AR_ITEMS_NOT_POSTED

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•For Reconciliation

•CT_DRS_GL_RECONCILIATION

•CT_JRNL_TRAN_PUB

•CT_OPM_FIN_AR_DIR_JRNL_DEPOS

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Recommendations from Focus Group for ARRecommendations from Focus Group for AR

Create GIRO Reconciliation Report

Modify Cash Deposit reconciliation report

Modify AR Aging Report

Allow users to filter the data that appears by business unit, by date range

Modify reports to see summary data instead of detail

Break out reporting by different bank accounts

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Paying Transfer InvoicesPaying Transfer Invoices

BecomesItem ID #

123456

Your BU here

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123456

TransferInvoice#

DOCS1

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DOC0012345678DOC0000123456

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Phase Two RemindersPhase Two Reminders

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Billing Configuration TasksBilling Configuration Tasks

Configuration Tasks

•105 Billing Interfaces (DOT, DOC, DAS, ITD, DEP, and CME)

•107 Billing Configuration ValuesIncluding templates for Standard Notes, Remit To Address, Surcharges, Payment Terms, Invoice Number ID, Bill Type, Collector, Statement, Dunning, etc.

•108 Billing Configuration Values – Transfer InvoicesIncluding templates for Distribution Code, Charge Code,Billing Specialist, Billing Cycle, Bill Inquiry Phone, Remit To

Address

•111 Set Up External Customers

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Billing Configuration DecisionsBilling Configuration Decisions

Will you be sending Dunning Letters, Customer Statements and Overdue Charge Notices to…..

All Customers? Some Customers?

State agencies?Federal agencies?External Customers?

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Whose name and phone number will appear on Invoices ?

By Billing BU

By Bill Type

By Customer

By Bill

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What notes will appear on the Invoices ?

Examples:

“Make Remittance Payable To:”

“Payment is Due in 30 Days”

“Visit our website at:”

“To Request a Catalog Call:”

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Config Unit Options ExamplesDunning ID

(for Dunning)

TimespanChoose one or more

30-60-90 Days

45-90-120 Days

Dunning Groups

(for Dunning)

GroupingsAssign one Dunning Group to each Customer

Group A = State

Group B = Federal

Group C = Towns

Group D = Non-Profits

Customer ID

(for Statements)

Choose one Open Items Only

Balance Forward

Customer Groups

(for Statements)

GroupingsAssign one Customer Group to each Customer

Group A = State

Group B = Federal

Group C = Towns

Group D = Non-Profits

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Set Up External CustomersSet Up External Customers

Customers > Customer Information > General Information > Find An Existing Value

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Click on the Help link to see the WLA instructions

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Click on the Help link to see the WLA instructions

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General LedgerGeneral Ledger

Agenda

*End of Year Journal Entries*End of Year Reports*Recommended Reports and Queries*Budget Reference Requirement

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Budget Roll ForwardBudget Roll Forward

• GL Journal Inquiries for year-end journals

• Budget Roll Forward Overview– Budget Detail Inquiry– Roll Forward Budget Entries– Ledger Balance (CFSR)– Budgets Overview Inquiry

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GL Journal InquiriesGL Journal Inquiries

General Ledger > Review Journal/Ledger Data > Journals > KK_APP_EXP

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GL Journal InquiriesGL Journal Inquiries

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Budget Detail InquiryBudget Detail Inquiry

Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

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Roll Forward Budget EntriesRoll Forward Budget Entries

Click Here

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Roll Forward Budget EntriesRoll Forward Budget EntriesCommitment Control > Maintain Budgets > Budget Journals > Enter Budget Journals

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Roll Forward Budget EntriesRoll Forward Budget Entries

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Ledger Balance (CFSR)Ledger Balance (CFSR)

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Budgets Overview InquiryBudgets Overview Inquiry

Commitment Control > Review Budget Activities > Budget Inquiry > Budgets Overview

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Budgets Overview InquiryBudgets Overview Inquiry

Click Here to view Budget Journal

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Recommended Reports/QueriesRecommended Reports/Queries

• General Ledger Reports • Reports Recommended for Operational Use• Reports Under Construction

• New CFSR Format– Budget Status Report

• General Ledger Activity Inquiry

• Expenditure Detail Inquiry

• Reports “Under Construction”

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General Ledger ReportsGeneral Ledger Reports

• GL Reports– Recommended for Operational Use

– GLS7012 Trial Balance Report– GLS 8020 Budget Status Report– CT_CORE_FIN_LEDG_KK_BAL (EPM)– General Ledger Inquiry

• Reports “Under Construction”– GLS8010 – Budgets/Actuals Reconciliation– CTGLR313 – Grant Trial Balance Report

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New CFSR FormatNew CFSR Format

•All agencies will receive CFSR D

•KK_APPROP and KK_ALLOT

•Compared to APPROP budget ledger

•Auditors will receive for all agencies

•OPM will receive CFSR D from all agencies with Projections by the 10th of the following month

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New CFSR FormatNew CFSR Format

•For funds: 11000, 12001, 12003, 12004, 12005, 12006, 12007, 12009, 12010, 12013, and 12014

•CFSR D subtotals by SID for the following SIDs

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Budget Status ReportBudget Status Report

Commitment Control> Review Budget Activities> Budget Reports> Budget Status Report

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General Ledger ActivityGeneral Ledger Activity

General Ledger> Review Journal/Ledger Data> Ledger

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General Ledger ActivityGeneral Ledger Activity

View All?

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Expenditure DetailExpenditure Detail


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Expenditure DetailExpenditure Detail


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Budget Reference RequiredBudget Reference Required

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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/)

• Next Meeting – September 27, 2004101 E. River Drive, Room 1002 A&B AP/PO User Group

• 1 pm to 4 pm

ClosingClosing

1 state of connecticut core-ct project financials user group meeting ar/glseptember 2004

Documents

budget line

ar recommended reportsqueries

budget column

budget inquiries

deposits ct

activitytypeorigin slide

fleet slide

ar monthly clean