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AP PO User Group meeting, September 2008

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Title: AP PO User Group meeting, September 2008


1
Financial Supply Chain User Group
September 2008
State of Connecticut
2
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets David Bonola

3
How do we Reach a larger Audience
  • We can never hold enough sessions
  • 11 Modules
  • Sessions fill quickly
  • Specific topics arent published in advance and
    attendees may not be the best target audience
  • Distance Learning (web casting)
  • Can be viewed repeatedly at a users desk
  • Provides a permanent record
  • Reduces the number of user group sessions
  • Can track how many users connect and for how long
  • Can add a satisfaction survey

4
How do we reach a larger audience?
How do we Reach a larger Audience
Web Casting
  • Benefits
  • Save on Travel
  • Scheduling
  • Available to everyone at any time from the
    Core-CT website
  • Recorded in a professional studio in Rocky Hill
  • Recorded session available shortly after the
    session
  • Drawbacks
  • Audience will be limited
  • Limited live questions
  • Attendees might be recorded on camera or by audio
  • Audience selection

5
How do we reach a larger audience?
How do we Reach a larger Audience
  • Your Opinion
  • Contact
  • john.harnick_at_ct.gov
  • View an example
  • Procurement 101
  • http//www.conndot.ct.gov/media/das.aspx

6
Questions
Question Toggling between working and reference
windows results in being kicked back to the login
page, why?
Answer Single Session, cant sign out during
the second session.
Question Why does adding lines to a purchase
order require me to temporarily allow pop-ups?
Answer Work with your MIS staff, you may have
pop up blocker turned on.
7
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets David Bonola

8
EPM Agenda
  • EPM Enhancements
  • EPM 9.0 Upgrade

9
EPM Enhancements
  • Voucher Energy Reporting
  • CT_CORE_FIN_AP_CONSUMPTION_RPT
  • CT_CORE_FIN_AP_ACCT_CD_UTIL_CD

10
EPM 9.0
  • EPM Upgrade
  • September 15, 2008
  • Hardware Replacement
  • Application Upgrade Version 9.0

11
EPM 9.0
  • Why Upgrade?
  • Faster Table Refresh Times
  • Better Query Performance
  • Build the Foundation for Analytic Reporting

12
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

13
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

14
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

15
EPM 9.0
  • Query Impact
  • All Queries copied from EPM 8.8 to EPM 9.0 must
    be saved upon opening and before executing or
    scheduling

16
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

17
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

18
Questions ?
19
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets David Bonola

20
Purchasing Agenda
  • Reminders
  • Bundles
  • Mini-Training
  • Fiscal Year End/PO Roll
  • PO EPM Reports
  • Questions

21
Purchasing Reminders
  • Workflow has changed from running every 15
    minutes to running every 30 minutes
  • Withholding-If a vendor changes from
    non-withholding to withholding future copying
    of a PO does not reflect the WH updates.
  • Test Dispatch must not be checked when
    dispatching

22
Purchasing Bundles
PO Balance Report Quantity Column Data
Hidden for Amount Only POs
23
Purchasing Bundles
  • Enhancement to the Purchasing Process Regarding
    Fully Matched PO Lines
  • Users can now increase funds or quantities on
    fully matched PO lines. Prior to this
    enhancement, adding funds or quantities to a
    matched line caused accounting irregularities,
    such as deducting the additional funds directly
    from an agencys unencumbered budgets.
  • Example Your agency has contracted with a
    vendor for 1,000 of services. It is your
    agencys business practice to encumber funds
    quarterly. You create a purchase order for PO
    250 to cover the first quarter. When the time
    comes to encumber funds for the second quarter,
    you can create a change to add 250 so the PO
    equals 500.
  • Prior to this enhancement, you would have
    had to keep some funds on this line prior to
    creating the voucher to keep the PO from fully
    matching.

24
Please Remember
  • Although you can now add funds to fully
    matched lines, please note
  • Never add funds to an over expended line as
    always, do a change order to your PO prior to
    creating a voucher so that encumbrances will be
    properly reflected.
  • Over Expending a line takes funds directly
    from the unencumbered funds WITHOUT creating PO
    accounting entries.
  • You must have funds available on each
    distribution that you intend to roll fully
    matched lines do not qualify to roll.

25
PO Mini-Training
  • How can I tell if my PO is fully expended? Im
    glad you asked
  • PO Activity Summary- Navigation/Purchasing/Purchas
    e Orders/ Review Purchasing Information/ Activity
    Summary
  • PO Balance Report- Navigation/Purchasing/Purchase
    Orders/Reports/PO Balance Report
  • PO/AP Interface- Navigation/Accounts
    Payable/Review Accounts Payable Information/
    Purchase Orders/Interfaces
  • Scenario Create an amount only PO, use two
    lines of distributions. First we will expend
    below the amount of the PO, then we will over
    expend.

26
PO Activity Summary
Nav Purchasing gtPurchase Orders gtReview PO Info
gt Activity Summary
27
PO Activity Summary
Line 1 Open Amount 100 Not Over
Expended
28
PO Activity Summary
Open Amount is negative is this PO
over expended? YES it is!
29
PO Balance Report
  • Nav Purchasing gt Purchase Orders gt
    Reports gt PO Balance Report

30
PO Balance Report
Un-liquidated Amount is 50 per dist line Not
Over Expended
31
PO Balance Report
The Un-liquidated Amount on this report is
negative is the PO over expended? YES
it is!
32
PO/AP Interface
Nav Accounts Payable gt Review AP Info gt
Interfaces gt Purchase Order
33
PO/AP Interface
PO Amt 1000, Voucher(s) 900 Not
Over Expended
34
PO/AP Interface
PO Amt 1000, Voucher(s) 1100 is this PO
over expended?
YES it is!
35
Purchasing Fiscal Year End/PO Roll
  • This year Core-CT rolled 17,180 purchase orders,
    exceeding last years roll by 5,096 purchase
    orders
  • PO, Accounting and Budget dates should be
    identical on new POs rolled POs will have a PO
    date from a previous FY the Accounting Date and
    Budget Date on rolled distribution will change to
    the first day of the new fiscal year
  • You can no longer delete Distribution Lines
    Created By the Roll Process these lines have
    already gone through budget check . Reduce or
    cancel lines.

36
Purchasing Fiscal Year End/PO Roll
  • The following are examples of POs that must be
    closed prior to PO
  • roll as they do not qualify to roll
  • Fully reversed POs (aka fully matched)
  • Pending Approval, Pending Cancel and Open POs
  • POs in Budget Error
  • Make a Fiscal New Year Resolution
  • CLOSE POs EARLY (dont wait until year end)
  • CLOSE OFTEN (run PO Reconciliation at least once
    a month)

37
Purchasing EPM Reports
  • DOTPO_003_EPRO_REQUSITION_LIST Requisition List
    by Date and Dept
  • DOTPO_W12_PO_REQ_CF_MISMATCH PO vs Requisition
    chartfield mismatch
  • DOTPO_W16_PO_VCH_CF_MISMATCH PO vs Voucher
    chartfield mismatch
  • DOTPO_W17_PO_RECEIPT_CF_MSMTCH PO vs Receipt
    chartfield mismatch
  • DOTPO_W18_PO_CNTRCT_CF_MISMTCH PO vs Contract
    chartfield mismatch
  • CT_CORE_FIN_PO_COMPL_BUD_ERROR PO Complete
    Budget Error
  • CT_CORE_FIN_PO_COMPL_BUD_CHKD PO Complete
    Budget Checked
  • BF_CORE_FIN_PO_GL71_REPORT_C GL 71 
    Annual PO Reporting - DAS
  • CT_CORE_FIN_EXPIRED_CONTRACTS Expired but active
    contracts
  • CT_CORE_FIN_PO_BAL_ALL_PO All PO Bal w/ or w/o
    Vouchers
  • CT_CORE_FIN_PO_BAL_SUM_BY_PO Remaining PO Bal
    Sum by PO
  • CT_CORE_FIN_PO_CONTRACT_ACCTG Contract
    information
  • CT_CORE_FIN_PO_FULLY_VOUCHERED PO/Voucher by
    date range
  • CT_CORE_FIN_PO_GL71_REPORTING GL 71 Annual PO
    Reporting
  • CT_CORE_FIN_PO_NO_VOUCHERS PO's w/o vouchers by
    Fund,
  • SID CT_CORE_FIN_VENDOR_COMMITMENTS Vendor
    Commitment
  • CT_CORE_PO_CONTRACT_EXPIRE PO Contract Expire
    Date
  • CT_FIN_PEND_OR_CANCELED_POS EOY PO Pending,
    Approve
  • CT_FIN_POS_ON_HOLD EOY POs On Hold

38
Questions ?
39
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets David Bonola

40
Accounts Payable Agenda
  • Hot Topics Reminders
  • OSC Reminders
  • Voucher Styles
  • Mini-Training
  • Consumption Page

41
AP Hot Topics Reminders
  • If you don't want a payment to be issued, PUT THE
    PMT ON HOLD LEAVE IT
  • Include Journal Vouchers in Month-End cleanup
    procedures
  • Check Post Group on your Control Groups
  • New Reports in Catalog of Online Reports
  • Use JobAid for GIRO Creation/Management

42
AP Hot Topics Reminders
Visit the Catalog of Online Financial Reports
43
OSC Reminders
  • Remember to use/verify accurate descriptions on
    voucher Invoice Lines
  • Describe what you are buying first
  • Use only standard abbreviations
  • Details are especially important for non-PO
    vouchers
  • Purchase Orders for GIROs
  • POs to pay other state agencies are OPTIONAL
  • POs to pay other state agencies may be required
    by creditor agency
  • POs to pay other state agencies are OPTIONAL if
    debtor agency initiates the transaction (Grant
    Transfers)
  • It is NEVER acceptable to create a PO after the
    receipt of goods,
    services, or invoice agencys or vendors

44
Voucher Styles
  • Regular
  • Reversal
  • Adjustment
  • Journal
  • Template

45
Regular Voucher
Regular PO Voucher
46
Reversal Voucher
Reversal voucher is taking back the full amount
of PO, posted not paid.
47
Adjustment Voucher
48
Adjustment Voucher
Adjustment Voucher is a partial credit, the
related voucher has not paid yet
49
Journal Voucher
50
Template Voucher
Template Vouchers have a Voucher ID and a
Template ID (name)
51
Voucher Style Overview
  • Regular Vouchers
  • Used to pay vendors, employees, state agencies.
    Always for a positive amount
  • Reversal Vouchers
  • Used to take back a voucher that should have not
    processed thru AP. Always for a negative amount.
  • Adjustment Vouchers
  • Used for debit or credit memos
  • Journal Vouchers
  • Used to correct coding
  • Template Vouchers
  • Forms used to create NON-PO vouchers.

52
AP Mini-Training Consumption Page
Enter Usage details here
Utility Acct Codes now have Attributes
53
Consumption Page
54
Consumption Page
SELECT UNIT TYPE
55
Consumption Page
Forgetting to fill in Consumption Information
Selecting Yes will save the voucher. Selecting
No produces the following informational message
Clicking OK allows you to navigate to the
Consumption Page to enter utility details. Then,
save the voucher.
56
Consumption Page
MULTIPLE UTILITY CODES ON ONE VOUCHER
Remember the rule that only one vendor invoice
may be entered onto a voucher.
57
Consumption Page
SECOND CONSUMPTION INFORMATION GROUPBOX (for
additional Utility Code)
58
Consumption Page
Note that when adding another Consumption
Information groupbox, Utility Codes must be
unique values. (i.e., you cannot have two
Electr. Codes) and attempting to save the
voucher will produce the following error
Once you see the error, click OK, and insert
the appropriate Utility Code where identified in
red then update the values in the Quantity
and/or Unit Type fields. If the groupbox was
added in error, use the minus icon to remove that
groupbox.
59
Consumption Page
MANAGING UTILITY VOUCHERS
  • Manage your utility vouchers before and after
    approval
  • Prior to approving Use EPM Query to compare
    Account Code to Utility Code
  • After approval/payment Use EPM Query to
    analyze/report on utility details
  • Use EPM Query as the basis for agency-created
    private queries for consumption analysis

60
Consumption Page
CORRECTING UTILITY INFORMATION
  • Use a Journal Voucher to correct usage errors
  • Relate it to the original Regular Voucher
  • Create only ONE distribution (0) with the same
    coding as the original Regular Voucher
  • EPM queries should display both amounts and
    total to the correct usage

61
Consumption Page
UTILITY CODES / ACCOUNT CODES
UTILITY CODE ACCOUNT CODE ACCT CODE DESCRIPTION
BIO-DIESEL 53018 Motor Vehicle Fuel-Bio Diesel
53039 Aircraft Fuel-Bio Diesel
53059 Watercraft Fuel-Bio Diesel
BIO-HEAT 53345 Bio-Heat
CABLE 53900 Television/Cable Services
CHIL. WATER 53347 Chilled Water
DIESEL 53017 Motor Vehicle Fuel-Diesel
53038 Aircraft Fuel-Diesel
53058 Watercraft Fuel-Diesel
53348 Diesel-Generator
ELECTR. 53331 Electricity
ETHANOL BLND 53021 Motor Vehicle Fuel-Ethanol Blend
53040 Aircraft Fuel-Ethanol Blend
53060 Watercraft Fuel-Ethanol Blend
62
Consumption Page
UTILITY CODES / ACCOUNT CODES
UTILITY CODE ACCOUNT CODE ACCT CODE DESCRIPTION
GASOLINE 53020 Motor Vehicle Fuel-Gasoline
53037 Aircraft Fuel-Gasoline
53057 Watercraft Fuel-Gasoline
HOT WATER 53344 Hot Water
KEROSENE 53346 Kerosene-Heating
NAT. GAS 53338 Natural Gas
53022 Motor Vehicle Fuel-Natural Gas
OIL 2 53340 Oil 2
OIL 4 53341 Oil 4
OIL 6 53342 Oil 6
PROPANE 53339 Propane
53023 Motor Vehicle Fuel-Propane
SEWER 53335 Sewer
STEAM 53343 Steam
WATER 53334 Water
63
Questions ?
64
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets David Bonola

65
Assets Agenda
  • Interfacing Receipt Information
  • Keeping Interface Tables in Synch
  • Depreciated Value/CO-853
  • Duplicate Serial Numbers
  • CO-59
  • Questions

66
Interfacing Receipt Information
  • All Asset Information Now Correctly Flows from
    PO Receipt to Asset Staging Tables

67
Interfacing Receipt Information
Navigation Purchasing, Receipts, Add/Update
Receipts
68
Interfacing Receipt Information
69
Keeping Interface Tables in Synch
  • Load Preview Physical A
  • Load Preview Financial

Adds Adjustments
Worksheet Retirements
  • Load Preview Financial

Physical Inventory
  • Load Preview Physical A

70
Keeping Interface Tables in Synch
  • Navigate to Interface Tables

71
Keeping Interface Tables in Synch
72
Keeping Interface Tables in Synch
Load Status

73
Depreciated Value/CO-853
  • Report of Loss or Damage to State Owned Real and
    Personal Property
  • FORM CO-853 Has been Updated to include

Depreciated Value
Original Cost less Accumulated Depreciation
74
Depreciated Value/CO-853
75
Depreciated Value/CO-853
Navigation Asset Management, Depreciation,
Review Depreciation Info, Asset Depreciation
76
Duplicate Serial Numbers
  • Why is this important
  • Should be Unique
  • Reconciliation Issues
  • Serials can be Blank
  • N/A (Not Valid)
  • NONE (Not Valid)

77
Duplicate Serial Numbers

Overtype Existing Information
78
CO-59
  • Important Reminders
  • October 1 deadline for Submission
  • Change deadline was July 15

79
Assets
80
Closing
Thank You for your participation today
We hope this information proved helpful
  • Look for this presentation and meeting Q
    As on the Core-CT
    Website www.core-ct.state.ct.us/
  • PO/AP User Group Meeting 10/02/2008
  • AR/GL/BI User Group Meeting 9/25/08 9/30/08
  • (DONT FORGET TO SIGN UP)
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