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 [email protected]
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