AP-PO user group meeting May 24, 2004 - PowerPoint PPT Presentation

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AP-PO user group meeting May 24, 2004

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STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP May 24, 2004 Agency Scorecard Closing Draft Agency Scorecard Closing SIR stands for System ... – PowerPoint PPT presentation

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Title: AP-PO user group meeting May 24, 2004


1
STATE OF CONNECTICUT Core-CT Project
Financials User Group Meeting PO / AP May 24, 2004
2
Agenda
  • Updates and Year End Instructions
  • Issue Resolution - Current AP/PO Issues
  • Updates to Year End Instructions
  • Dates for Year End activities Handout
  • Questions???
  • Scorecard AP/PO Document Cleanup
  • Handout
  • Online Demonstration
  • CORE-CT Financials User website demo

3
Issue Resolution Process
Ticket is resolved or sent to technical team with
a SIR
Help Desk resolves problem or sends to Level II
User Calls Help Desk
Resolution given or Future Enhancement is
requested
Tech Team resolves problem and/or creates a
PeopleSoft case
PeopleSoft works with tech team to resolve
4
Current AP/PO issues and progress being made
towards resolution
  • Accounts Payable
  • Commitment Control issues
  • Voucher Inquiry panel

5
Current AP/PO issues and progress being made
towards resolution
  • Purchasing
  • Requisitions stuck in Sourcing Workbench
  • Purchase Order Approvals not working
    consistently - RESOLVED
  • PO Closure/Recon returns encumbrances to
    pre-encumbrances
  • Commitment Control issues

6
Current AP/PO issues and progress being made
towards resolution
  • Purchasing
  • Requisitions not clearing PO_CALC
  • Purchase Orders that can not be opened due to
    references to a large contract on the PO lines
  • Completed POs in Header status of Error

7
Year End
Dates and System Availability
8
System Availability in June
  • Extended weekday and weekend availability for
    Financials system.
  • - Monday Friday 6am to 8pm
  • Saturday 6am to 4pm
  • Sunday 8am to 4pm

9
Dates for Year End Activities
  • Purchase Orders - (includes requisitions, change
    orders, purchase orders encumbering personal
    service agreements, purchase of service
    contracts, and rent/lease agreements) must be
    entered into Core-CT and budget checked by
    Sunday, June 20, 2004.
  • Expenditure Vouchers For PO vouchers -must be
    approved and budget checked by 300 p.m. Monday
    June 21, 2004. For Non-PO vouchers -must be
    approved and budget checked by 300 p.m. Tuesday
    June 29, 2004.

10
Dates for Year End Activities
  • Voucher Pay Cycle The Comptrollers last
    paycycle for fiscal year 2003-2004 will be run
    following the 300 budget check on Tuesday June
    29, 2004. Agencies that have payments to towns
    and municipalities must process vouchers no later
    than June 28, 2004.
  • Vendor Check Cancellation Vendor check
    cancellation documentation must be received in
    the Accounts Payable Division by 500 p.m. Monday
    June 28, 2004.

11

ANY QUESTIONS?
12
Agency Scorecard

13
Agency Scorecard and Document Cleanup
  • Scorecard

14
Agency Scorecard and Document Cleanup
15
Voucher Inquiry
VOUCHERS POSTED BUT NOT PAID VOUCHER INQUIRY
16
Exceptions
FIND/RESOLVE EXCEPTIONS You can either run a
report of Match Exceptions

17
Exceptions

18
Exceptions
Or you can view Match Manager for Exceptions

19
Exceptions
View all Exception Rules View the PO or
Receiver to compare with the voucher.

20
Vouchers Not Approved

21
EPM Queries for FYE

22
PO Reconciliation

23
PO Reconciliation Workbench

24
PO Reconciliation Workbench
Continued

25
PO Reconciliation Workbench

26
Recon Workbench Results

27
Recon Log

28
Override Closure - CAUTION

29

ANY QUESTIONS?
30
Navigating the Core-CT Website
Why use the website? Why not pick up the
phone? - Get information quicker - Save
taxpayer dollars What is there and useful? -
Core-CT job aids - Indexed Daily Mails -
Core-CT Extra Newsletters Make it a habit! -A
browser favorite (click Favorites, Add) -Your
home page (Link on Core-CT Home Page gives
instructions)
31
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 (http//www.core-ct.sta
    te.ct.us/)
  • GL/AR Meetings (2 sessions) June 7, 2004 101 E.
    River Drive, Room 1002 AB 9am and 1pm
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