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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP

May 24, 2004May 24, 2004

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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

AgendaAgenda

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Issue Resolution Process

Help Desk resolves

problem or sends to Level II

Ticket is resolved or

sent to technical

team with a SIR

Tech Team resolves problem

and/or creates a PeopleSoft

case

PeopleSoft works with

tech team to resolve

Resolution given or Future

Enhancement is

requested

User Calls Help Desk

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Current AP/PO issues and progress being made towards resolution

Accounts Payable

• Commitment Control issues

• Voucher Inquiry panel

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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

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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 PO’s in Header status of Error

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Year End

Dates and System Availability

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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

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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 3:00 p.m. Monday June 21, 2004. For Non-PO vouchers -must be approved and budget checked by 3:00 p.m. Tuesday June 29, 2004.

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Dates for Year End Activities

Voucher Pay Cycle The Comptroller’s last paycycle for fiscal year 2003-2004 will be run following the 3:00 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 5:00 p.m. Monday June 28, 2004.

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Agency Scorecard

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Agency Scorecardand Document Cleanup

• Scorecard

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Agency Scorecardand Document Cleanup

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Voucher Inquiry

VOUCHERS POSTED BUT NOT PAIDVOUCHER INQUIRY

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Exceptions

FIND/RESOLVE EXCEPTIONSYou can either run a report of Match Exceptions

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Exceptions

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Exceptions

Or you can view Match Manager for Exceptions

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Exceptions

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

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Vouchers Not Approved

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EPM Queries for FYE

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PO Reconciliation

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PO Reconciliation Workbench

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PO Reconciliation Workbench

Continued

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PO Reconciliation Workbench

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Recon Workbench Results

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Recon Log

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Override Closure - CAUTION

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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)

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Thank You for your participation today. We hope this information proved helpful…

• Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/)

• GL/AR Meetings (2 sessions) – June 7, 2004101 E. River Drive, Room 1002 A&B – 9am and 1pm

ClosingClosing