financials user group meeting

Agenda

Welcome John Harnick

EPM Barb Jacius

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

Distance Learning (web casting)Can be viewed repeatedly

at a user’s deskProvides a permanent

recordReduces the number of

user group sessionsCan track how many users

connect and for how longCan add a satisfaction

survey

We can never hold enough sessions11 ModulesSessions fill quicklySpecific topics aren’t published

in advance and attendees may not be the best target audience

How do we reach a larger audience?

BenefitsSave on TravelSchedulingAvailable to everyone at any

time from the Core-CT websiteRecorded in a professional

studio in Rocky HillRecorded session available

shortly after the session

DrawbacksAudience will be limitedLimited live questions Attendees might be recorded

on camera or by audioAudience selection

How do we reach a larger audience?

Your Opinion

Contact john.harnick@ct.gov

View an example Procurement 101 http://

www.conndot.ct.gov/media/das.aspx

How do we reach a larger audience?

Agenda

Welcome John Harnick

EPM Barb Jacius

GL Donna Braga Joan Skripol

Billing Chris Marchese

AR Lynn Sheldon

EPM 9.0

EPM UpgradeSeptember 15, 2008

Hardware Replacement

Application Upgrade –Version 9.0

EPM 9.0

Why Upgrade?

Faster Table Refresh Times

Better Query Performance

Build the Foundation for Analytic Reporting

EPM 9.0

Upgrade Query Clean Up

8.8 Queries not executed or updated within the last 18 months

“Broken” queries, such as union queries with unequal number of fields

Queries never run

EPM 9.0

Impacts to Users

All EPM 9.0 Tables have been renamed 9.0 Reporting Tables prefixed with CTW_

(Connecticut Warehouse)

Some field names have changed

EPM 9.0

Query Impacts

All Existing 8.8 Queries have been copied to the new EPM Version 9.0

EPM 9.0 Queries have been updated with the to the new table / field names

Query names did not change

Query Impacts

All Queries copied from EPM 8.8 to EPM 9.0 must be saved upon opening and before executing or scheduling

EPM 9.0

EPM 9.0

Query Execution Impacts

All Run Controls must be recreated

All Queries previously scheduled must be saved before recreating new run controls and re-scheduling

EPM 9.0

New Job Aids

All existing job aids have been updated with the new Reporting Table Names

New job aids to provide the Old Table vs New Table Name listing

GL Agenda

GL Reminders and Hot Topics

Detail & Summary Revenue Report

Reconciling Commitment Control to GL

GL Reminders and Hot Topics

GL Reminders Managers Guide

Inactivating Chartfields

Hot Topics Print Journal Feature

Journal Find & Replace

Print Journal Feature

Journal Find & Replace

Journal Find & Replace

#1 #2

Journal Find & Replace

Detail & Summary RevenueGL > General Reports > Detail and Summary Revenue Report

Detail & Summary RevenueGL > General Reports > Detail and Summary Revenue Report

Detail & Summary Revenue

Detail & Summary Revenue

KK/GL Reconciliation

1. Budget Status vs. Flexible Ledger Analysis

2. EPM Queries

3. Budget Transaction Detail Report

4. Ledger Activity Report

Budget Status ReportNavigation: Commitment Control> Budget Reports

Budget Status Report

Flexible Ledger AnalysisNavigation: General Ledger> General Reports

Flexible Ledger Analysis

Flexible Ledger Analysis

Select Ledgers

Flexible Ledger Analysis

Manager’s Guide GL/KK

EPM QueriesNavigation: EPM Reporting Tools> Query Manager> (GL Folder)

CT_CORE_BUDGET_STATUS_REPORT

Flexible Ledger AnalysisNavigation: General Ledger> General Reports

Flexible Ledger Analysis

Budget Transaction Detail

Navigation: Commitment Control> Budget Reports

Budget Transaction Detail

Billing Agenda

Reminders / Hot TopicsBI Distribution Codes

BI Charge Codes

Things to ComeDR Bill Type

Accounting Date Customization

Mini-TrainingRecurring Bills

Invoice Register by Bill Type

BI Distribution Codes

NAVIGATION: Set Up Financials/Supply Chain > Common Definitions > Distribution Accounting > Distribution Code

Distribution Codes…Simplify

Save Time

Are Accurate

BI Distribution Codes

Helpful HintsUse a naming convention that means something to you.

Back-date the Effective Date.

Always use Revenue as the Distribution Type.

Account is the only ChartField Value required.

BI Distribution Codes

Update Distribution Codes

Click Add a Row Icon.Update the Effective Date.Update the ChartField Value.

The new row will copy all of the data from the row before it.

BI Charge Codes

NAVIGATION: Set Up Financials/Supply Chain > Product Related > Billing > Setup > Charge Code

Charge Codes…Simplify

Save Time

Can tie to Distribution Codes

BI Charge Codes

Helpful HintsUse a naming convention that means something to you.Back-date the Effective Date.Enter the particular Unit of Measure.By entering a Revenue Distribution Code, you have the option to tie this Charge Code to an existing Distribution Code.

Charge Codes & Dist. Codes

Line – Info 1Choose ID (PS/Billing Charge ID).Choose a Charge Code as the Identifier.

What is Deferred Revenue (DR)? Cash collected in one fiscal year, but not recognized as revenue until a future fiscal year—when the revenue is earned.

Prepayments (Rent, Leases, etc.)Federal Grants (The provider must stipulate the amount or portion of the grant award that must be spent for each grant year.)

-- OSC/OTT

PurposeDeferred Revenue is to be reported on annually via the GAAP Closing Package for the State of Connecticut.External and Federal Customers Only (NOT Inter-Agency)DR Bill Type Allows for Easy Reporting.

Deferred Revenue Bill Type – (DR)

Reminders / Hot TopicsBI Distribution Codes

BI Charge Codes

Things to ComeDR Bill Type

Accounting Date Customization

Mini-TrainingRecurring Bills

Invoice Register by Bill Type

Billing Agenda

Header – Info 1Set the Status to RDY.Click SAVE.The Accounting Date will default with the current date.

This date may be changed to another date as long as it is within the Open Period.

Accounting Date Customization

NAVIGATION: Billing > Maintain Bills > Standard Billing

Recurring Bills…Reproduce Bills and Generate Invoices by using Recurring Bill Templates

Control When and How Often Recurring Bills are Generated

MINI-TRAINING: Recurring Bills

MINI-TRAINING: Recurring Bills

Header – Info 1Choose the Cycle ID.

Bi-Weekly, Monthly, Quarterly, Semi-Annually, Yearly Set the Frequency to Recurring.Click SAVE.Click the Recurring Bill Schedule hyperlink.

Recurring Bill ScheduleSet you Start Date and End Date.

Click the “Generate Recurring Bill Schedule” IconWhen generating the schedule, the Start Date/End Date and Cycle ID are the determining factors.

MINI-TRAINING: Recurring Bills

Recurring Bill ScheduleThe Recurring Schedule displays the following:

Invoice Date – The date that will appear on the actual Invoice.Generate Date – The earliest the Invoice may be generated.Bill Header From Date/To Date – The time frame for which the Invoice is intended for.

Click SAVE.Click the Return to Bill Entry hyperlink.

MINI-TRAINING: Recurring Bills

MINI-TRAINING: Recurring Bills

Header – Info 1Set the Status to RDY.

Click SAVE.This Recurring Bill Template is ready to Generate Invoices.

NAVIGATION: Billing > Maintain Bills > Create Recurring Bills

MINI-TRAINING: Recurring Bills

NAVIGATION: Billing > Maintain Bills > Recurring Bill Schedule

Recurring Bill ScheduleShows that the Invoice has been generated (not finalized), the date it was generated, and gives the Invoice ID.You may Finalize and Print this Invoice.

MINI-TRAINING: Recurring Bills

NAVIGATION: Billing > Generate Invoices > Reports > Invoice Register

Reports…Invoice Register by Invoice ID

Invoice Register by Customer ID

MINI-TRAINING: Invoice Register by Bill Type

MINI-TRAINING: Invoice Register by Bill Type

MINI-TRAINING: Invoice Register by Bill Type

Critical Reminders

Hot Topics

New Report

MINI-TRAININGMINI-TRAINING - Managing Your Receivables

AR Agenda

Critical Reminders

Close out your On Accounts (OA’s) each month

Clean up your Pending Receipts each month

Use Conversations to document changes to an item

Do not correct coding errors in Billing/AR – Use the GL

Look at Aging Report before creating Maintenance Worksheets

Please clean up incomplete deposits in a timely manner

AR Critical Reminders

Hot Topics

Hot Topics

Maintenance Worksheets – Can only match exact coding string

Review open items older than 7/1/2007 – close or collect - Use Conversations on items

Use Incorrect GIRO Deposits Job Aid on the CORE-CT website – know where to find AR Job Aids – know that help is out there

Write-Offs may no longer be processed on a maintenance worksheet. A credit bill must be processed.

Hot Topics

Navigate to this page at http://www.core-ct.state.ct.us/

Click on the link for Financials Job Aids

Hot Topics

NEW REPORT

Navigation: Accounts Receivable>Receivables Analysis>Aging>Reverse Aging Detail Report

NEW REPORT

CLEAN UP OLD RECEIVABLES

RUN AN AGING REPORT FOR YOUR AGENCY

Match up any debits and credits that have not been picked up by Auto Maintenance that belong together

MINI-TRAINING

MINI-TRAINING

Match up Items

Look at your oldest items on the report.

Are they legitimate bills? Are they collectible? Have you collected the funds but

entered them on a Direct

journal?

MINI-TRAINING

Are they legitimate?

Was this bill created in error and forgotten about?

Look at inquiries on items or customers. Run reports. Look for duplicates. You need to research.

If this bill was in error, create a reversal bill and be sure to document all information in the notes section of the bill.

MINI-TRAINING

Are they collectible?

Navigation: Accounts Receivable>Customer Accounts>Item Information>View/Update Item Details>Find An Existing Value

MINI-TRAINING

MINI-TRAINING

MINI-TRAINING

MINI-TRAININGThis is a copy of the OPM authorization. The number 09-10 is

the number you would put in your

conversation.

If you are crediting a bill for a grant fund,

you must send a copy of this and your

backup paperwork with chartfield coding

to Julie Wilson at OSC. If you have any questions about this procedure you can

call Julie at 702-3377.

MINI-TRAININGConversations are a very powerful tool

Very easy to use

Can enter multiple conversations

Documentation is on line

Anyone can look at the item and see the history

No need for yellow sticky notes on

paperwork

Documentation will not get lost

Leaves an audit trail

Have you processed the funds on a Direct Journal?

MINI-TRAINING

Navigation: Accounts Receivable>Payments>Review Payments>All PaymentsMINI-TRAINING

MINI-TRAINING

MINI-TRAINING

MINI-TRAINING

YOU SHOULD NOT HAVE ANY NEGATIVE RECEIVABLES UNLESS THEY ARE GOING TO REDUCE YOUR NEXT BILL

1. Research

2. Correct Problem

3. Match up against a debit bill

4. Set to Batch Standard

MINI-TRAINING