STATE OF CONNECTICUT Core-CT

1
STATE OF CONNECTICUTCore-CT
Financials User Group Meeting PO/AP December 2006
2
Post-Meeting Discussion Group
We Invite You..to stay a little longer today.
Live demonstrations on the Core-CT Production
Website following User Group to answer your
questions with your live data An opportunity
to learn from your fellow module users in other
agencies A chance to network with and reach out
to other agencies to discuss business processes
3
Customer Support

• Users can call HelpDesk_at_ 860-622-2300, ext 1
• For complex issues, send email to
  Core.Support_at_po.state.ct.us

• Provide more details
• Include screenshots
• Give details on specific encumbrance issues
• Use the same address to request topics for
  future User Groups

4
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

5
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

6
EPM Training Initiative
EPM Training Initiative
EPM 2007 Training

• EPM Training Needs Survey
• Distribute at your Agency
• Module Specific Training
• To set up EPM agency on-site training, contact
• Barbara Jacius
• Ph 860-622-2002
• E-mail Barbara.Jacius_at_ct.gov

7
EPM Enhancements
EPM Enhancements

• New Public Query
• CT_CORE_FIN_PO_FULLY_VOUCHERED
• Identify POs fully vouchered and ready to be
  closed

Purchasing
8
EPM Enhancements
Purchasing

• Additional Reporting Fields
• CT_PO_TRNS_TBL Reporting Table
• PRICE_PO, Unit Price
• CT_PO_LINE_DM254, PO Line Description
• CT_RECEIVER_TRN Reporting Table
• RECEIVER_UOM, Receiver Unit of Measure
• CT_RECV_PNL_AMT, Penalty Amount
• DESCR254_MIXED, More Information

9
EPM Enhancements
Accounts Payable

• Additional Reporting Fields
• CT_VCHR_TRANS Reporting Table
• PROCESS_MANUAL_CLOSE MANUAL_CLOSE_DT

10
EPM Enhancements
EPM Enhancements
Asset Management

• Additional Reporting Fields
• CT_AM_PHYSICAL Reporting Table
• BUILDING, Building number
• SECTOR, Sector

11
EPM Enhancements
Accounts Payable

• New Table Partitioned
• CT_VC_ACCTG_LN Reporting Table Partitioned
• ACCOUNTING_DATE
• To Leverage for Optimum Performance,
  always use this field in selection criteria

12
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

13
Level II HelpDesk
Ticket Counts from 11/14/06 12/6/06

• New Tickets - 361
• Closed Tickets - 323
• SIR Tickets - 24

14
HD Reminders

• Do not try to make up your own work-arounds!
• This will cause issues in other modules, even
  though you may think you have solved your
  problem.
• If you cannot get a transaction to work after you
  have read the Job Aids and the WLA, then call the
  Helpdesk for more information.
• When you call the Helpdesk, be sure that you give
  them all the information, such as your business
  unit, your name and phone number, the module that
  you are having trouble in, the specific PO,
  Voucher, Bill, Asset or Report that you are
  having issues with. If you are getting errors,
  please email the screenshots with the errors to
  the Helpdesk. Give us the specific steps you
  went through to receive the error.

15
Answers to Common HD Questions

• You need to take steps to analyze your error
  before calling the Helpdesk. Your job aids and
  WLAs will help you to do this.
• If you are having problems with reports not
  matching, you need to reconcile, to see what
  transactions are causing the problem.
• If you are having problems with POs in Open
  status, you need to check the contract
  information.
• If your vouchers are in match exception or budget
  error, you need to go to the links and find out
  what your errors are, then correct them.
• If your reports are not coming out, you need to
  check your parameters to be sure you are using
  correct budget references and the correct budget
  ledgers. Check your process schedule request to
  be sure you are asking for web and .pdf files.
  If the request asks for none, you will get none.

16
Creating Saving a Screenshot

• Have the screen you want to copy on your monitor
• Push the Print Screen button on your keyboard
• Minimize the application you are in
• Open a new Word document
• Right click with your mouse
• Click on Paste
• Save your document to a file on one of your
  drives
• Open a new e-mail to the addressee
• Attach the screenshot document and Send
• The Helpdesk person assisting you now has the
  documentation to use while resolving the problem

17
Website Updates
Go to the CORE website at http//www.core-ct.sta
te.ct.us/ Click on Financials User
18
Website Updates
Go to the Section titled, Financials Job Aids
You can choose to go to the Master List or the
List by Module. If you link to the Master List,
you will get a list of 9 pages of Job Aids. If
you link to By Module, you will get the next
slide.
19
Website Updates
Link to Purchasing Job Aids
20
Website Updates
This list will tell you which Job Aids have been
specifically updated for 8.9. Please print the
ones that apply to your job and use them as a
guide when you transact in CORE.
21
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

22
ePro/Catalog Management Agenda

• 8.9 Upgrade
• Post Go-Live Status
• Current Issues
• Resolved Issues
• ePro/CM Reminders and Hot Topics
• New Website Docs for ePro

23
8.9 Upgrade Post Go-Live Status
ePro/CatalogManagement

1. Pricing on templates is automatically updated
   when new pricing is loaded to the catalog.
2. The Save for Later Button has been replaced by
   the Save Preview Approvals Button.
3. Several favorites can be added at one time.
4. Items that are associated with expired contracts
   are being grayed out on templates.
5. The Approval page is a new page in 8.9 that
   allows users to see exactly what stage a
   requisition is at and who the next approvers are.
6. 8.9 has a summary box that allows users to see
   what is being added to a requisition as they are
   adding items.

24
Add Several Items to Favorites Save and Preview
Approvals
25
Template with Inactivated Item
Inactivated Item
26
Requisition Approval Page
27
8.9 Upgrade ePro/Catalog Management Current
Issues

1. Requisition Split Funding can only be entered
   line by line.
2. Requisition Pre-Defined Defaults do not carrying
   the revised defaults to the requisition lines.
3. Users unable to search for items in the Catalog.
4. Users unable to access pages in Manage
   Requisition.
5. Requisitions are re-sourcing to several POs when
   change orders are created.

28
8.9 Upgrade ePro/Catalog Management Resolved
Issues

1. Requisition approval processing time is
   functioning properly.
2. New Window link added to the Create
   Requisition page.
3. Special Request Templates can now be accessed.
4. The new Eastern Bag file has been loaded and
   inactive items can no longer be brought up in
   ePro.
5. Left Hand Navigation Menu and Summary Box can now
   be minimized.
6. Requisitions lines can only be cancelled in the
   Requisition Reconciliation Workbench after the
   requisition is sourced to a Purchase Order.

29
Create Requisition Page
30
ePro/Catalog ManagementCritical Reminders
Critical Reminders

• Pre-defined fields that are changed on the Define
  Requisition page do not move forward to the
  requisition lines.
• Items associated with expired contracts will be
  grayed out in personal templates and not
  available for purchase.
• Each requisition should have one buyer.
• Category codes must be used on all requisitions.
• Questions on contract pricing in the catalog must
  be directed to the Contract Specialist at DAS.

31
ePro/Catalog ManagementHot Topics
Hot Topics

1. Requisitions must be used when purchasing
   catalog and inventory items.
2. Requesting frequently used items and new
   inventory items to be added to the catalog should
   be sent to DAS Catalog Management at
   catalog.management_at_ct.gov
3. If requisitions source to an Open status it
   should alert users that there is a contract
   issue.
4. Item ID is the Catalog Management number in CORE.

32
New Website Docs for ePro
New or Revised ePro Job Aids

• Requisition Defaults
• Requisition Split Funding
• Requisition Ad Hoc Approval
• Manage Personal Templates
• eProcurement Requisition Workflow

33
10-Minute Break
34
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

35
PO Agenda

• 8.9 Upgrade
• Post Go-Live Status
• Current Issues
• Resolved Issues
• Reminders and Hot Topics
• New Website Docs
• PO Mini-Training
• Contract Mini-Training

36
8.9 UpgradePost Go-Live PO Status

• Budget checking enhanced
• Greater Integration between Purchasing and
  Contracts

37
8.9 Upgrade Current PO Issues

• Rounding issue with rolled lines
• PO Activity Summary has inconsistency in how
  the information is presented
• Chartfield 1 is not to be used unless your
  agency has established valid chartfield values
  for this field

38
8.9 Upgrade Current PO Issues
39
8.9 Upgrade Current PO Issues
Navigation PurchasinggtPurchase OrdersgtReview PO
InformationgtActivity Summary
40
8.9 Upgrade Resolved PO Issues

• Can now update the PO line amount after
  copying a PO associated with an amount only
  Contract
• PO Defaults are now working properly when
  creating Contracts
• Budget checking was looking at closed lines
• All Categories are changed to 100 under
  tolerance
• Reserved POs are not longer being closed when
  using the PO Reconciliation Workbench
• PO Reconciliation Workbench working properly

41
PO Reminders Hot Topics
Critical Reminders

• When creating Contracts Price Can Be Changed on
  Order must be checked in 2 places to function
  correctly, on the Order Contract Options on the
  Contract Tab and the Line Details icon for each
  line of the contract
• In very rare instances should an agency create a
  contract that has the Open Item Reference
  checkbox selected or the Corporate Contract
  checkbox selected
• If you create a PO by using the Copy from
  Contract functionality, check to ensure that the
  contract has been set up correctly before copying
  it into the PO
• If you create an Online PO and it is associated
  with an agency specific contract please make sure
  that on the Line Details icon associated with
  that PO line you select the correct contract
  number and you must also select the correct
  contract line number
• When you are creating an Online PO that is
  associated with an agency specific contract DO
  NOT create the new PO by copying an OLD PO most
  likely the OLD PO was not set up correctly for
  the new 8.9 functionality

42
PO Reminders Hot Topics
Critical Reminders

• Use GL71d as your Purchasing Authority for
  postage DO NOT use contract 01PSX0009, the
  Postage Equipment, Postage Meters and Mail Room
  Furniture contract as the purchase authority
• Close POs monthly, dont force close, and e-mail
  to have your days reduced to zero days
• If your PO is associated to a contract to return
  funds back to the contract you must do change
  orders
• Dont cancel lines that are in budget error
• Never cancel a rolled PO distribution line(s)
• When submitting issues to the helpdesk please
  include your business unit name and screen shots

43
PO Reminders Hot Topics

• Hot Topics
• Do not create change orders on fully matched PO
  lines the correct method is to add new PO lines
• To avoid match exceptions know what functions
  need to be performed for your transaction (screen
  shots to follow)
• Coming Soon the ability to save a multi line PO
  with mixed Purchasing Authorities on the line
  details (Contract and GL authorities only) The
  PO Type is GEN
• Please dont try workarounds with POs and or
  Contracts contact the Help Desk
• Communicate with A/P on finalizing vouchers
• Maintenance packs and bundles to be applied to
  8.9 software in March 2007

44
PO Reminders Hot Topics

• This transaction will go into match exception
• NavigationgtPurchasinggtAdd/Update PO (or ) Find
  and Existing ValuegtLine Details icon

45
PO Reminders Hot Topics

• This transaction will go into match exception
• Navigation PurchasinggtPurchase OrdersgtReview PO
  InformationgtActivity Summary

46
PO Reminders Hot Topics

• This transaction will go into match exception

47
New Website Docs for PO
The following Job Aids have been updated for 8.9

• Agency Acronyms
• Contract Type/PO Type Purchasing Authority
• Copying a PO from an Existing PO
• Creating Contracts, Purchase Orders and E-Pro
  Requisitions
• Purchasing Navigation
• Reserving Purchase Order Numbers

48
New Website Docs for PO
The following Job Aids have been updated for 8.9

• Purchase Order Workflow
• Purchase Order Life Cycle
• Using PO Reconciliation Workbench
• Creating a PO with a Future Date
• Financial Bulletin 4 P-Card

49
PO Mini Training
50
PO Mini Training
51
PO Mini Training
52
PO Mini Training
53
Contract Mini Training
54
Contract Mini Training
55
Contract Mini Training
56
Contract Mini Training
57
PO and EPM Reports

To Find Purchase Orders
58
Agenda

• Welcome John Harnick
• EPM Barbara Jacius
• HelpDesk Lynn Sheldon
• ePro Kathleen Anderson
• PO Noreen Camara
• AP Cynthia Babbitt

59
AP Agenda

• 8.9 Upgrade
• Post Go-Live Status
• Current Issues
• Resolved Issues
• Reminders and Hot Topics
• New Website Docs
• Mini-Training

60
8.9 Upgrade Post Go-Live Status

• AP Batch Processes are running as Scheduled
• STATE Pay Cycle Suppresses 0 Payments
• Deleted Vouchers are automatically Budget
  Checked at time of Deletion
• Vouchers become unmatched immediately

61
8.9 Upgrade Current Issues

• Altering Agency Security Access to Maintain
  Template Vouchers
• Planning to Remove Inactive SpeedCharts
• Fixing Voucher Logic Behind PO Balance Report
• Fixing Performance of Voucher Activity Report
• Fixing PO and Receiver Info hyperlink on
  Voucher
• Reviewing Voucher Maintenance Functionality

62
8.9 Upgrade Resolved Issues

• Fixed Receipt Date on Summary Page of Voucher
  Component
• Fixed Several AP issues on day of Go-Live
• Tuned AP Match process
• Assisted agencies with understanding Match
  Exceptions
• Tuned Budget Check process
• Redesigned - Adjustment and Reversal Vouchers
• Resolved Vendor field date- Mapping issue
• Enhanced Inserted WH Name info on Vendors for
  OSC

63
AP Reminders Hot Topics
Critical Reminders

• Start Voucher cleanup early
• Prepare Vouchers for P-Card Payments on time
• Voucher Maintenance functionality
• Checking Finalize PO on Voucher

Hot Topics

• Monitor your Processes! (see separate slides)
• Inform OSC of any 1099 Adjustments
• Paying 99.99 under price tolerance

64
AP Reminders Hot Topics
Adjustments to 1099s

• Withholding corrections for payments made in
  calendar year 2006 must be e-mailed to Jane
  Larned at OSC.1099_at_po.state.ct.us.
• She may be contacted by phone at
  860-702-3585.
• Please include the following information
• Voucher Number
• Vendor ID
• Description ( non-withholding to withholding
  or vice versa,
• line item change, etc)
• Corrections are made to the 1099 file and will
  not appear on the voucher.
• January 10, 2007 is the last day OSC will make
  corrections for calendar year 2006.

65
New Website Docs for AP

• How to Unmatch a Voucher in 8.9
• Creating and Naming AP Search Criteria for
  Inquiries
• WLA Adjustment and Reversal Vouchers in 8.9

66
AP Mini Training
Unmatching a Voucher in 8.9
Navigation Accounts PayablegtReview AP
InfogtVouchersgtMatch Workbench
67
AP Mini Training
Unmatching a Voucher in 8.9
68
AP Mini Training
Creating and Naming AP Search Criteria in 8.9
69
AP Mini Training
AP Search Criteria
1. Add an AP Search Criteria (notice naming
convention)
Name identifying inquiry type and descriptive to
purpose of the inquiry
Your Initials
Business Unit
70
AP Mini Training
AP Search Criteria
2. Identify fields necessary and save criteria.
Identify fields necessary for inquiry
X
X
X
71
AP Mini Training
AP Search Criteria
3. Select Fields Identified
72
AP Mini Training
AP Search Criteria
4. Save the criteria
73
AP Mini Training

• 5. Run the inquiry using your saved AP Search
  Criteria.
• Change ALL criteria to your named criteria.

AP Search Criteria
74
AP Mini Training
AP Search Criteria
6. Enter your BU to isolate your criteria. Then
use lookup.
75
AP Mini Training
AP Search Criteria
7. Notice only your criteria appears
76
AP Mini Training
8. And only the fields you selected appear.
Enter or update data as needed.
AP Search Criteria
77
AP Mini Training
9. You can also update saved criteria to remove
selected fieldsor add new ones. Remember to
resave.
AP Search Criteria
IMPORTANT NOTE NEVER alter the ALL criteria.
78
Report Processing
79
Report Processing
80
Report Processing
81
Questions?
82
Closing
Thank You for your participation today. We
hope this information proved helpful

• Look for this presentation andmeeting Q As
  on the Core-CT Website www.core-ct.state.ct.us/
• PO/AP User Group Mtg 12/13/2006 9am-noon
  (w/p.m. discussion) 101 East River Drive, Room
  1002 AB
• AR/BI/GL User Group Mtg 12/14/2006
  12/20/2006 9am-noon (w/p.m. discussion) 101
  East River Drive, Room 1002 AB
• (dont forget to sign up)