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STATE OF CONNECTICUT Core-CT

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ePro Kathleen Anderson. PO Noreen Camara. AP Cynthia Babbitt ... trouble in, the specific PO, Voucher, Bill, Asset or Report that you are having issues with. ... – PowerPoint PPT presentation

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Title: 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)
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