57
1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting Financials User Group Meeting PO / AP PO / AP February/March 2004 February/March 2004
1
STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP
February/March 2004February/March 2004
2
• Updates– Replenishments to Petty Cash– Budget Check glitch– UNSPSC searching– Catalog Management– Extra help– Using Messages on Vouchers– Withholding Vendors
• BREAK– Return to Vendor– Popular Match Exceptions– Adjustment, Journal & Reversal Vouchers– Paying Transfer Invoices– New Reports & Queries
AgendaAgenda
3
UpdatesUpdates
• Replenishments to Petty Cash• Budget Check glitch• UNSPSC searching• Catalog Management• Extra help• Using Messages on Vouchers• Withholding Vendors
4
Payroll Cost RecoveriesPayroll Cost Recoveries
5
Payroll Cost RecoveriesPayroll Cost Recoveries
6
Payroll Cost RecoveriesPayroll Cost Recoveries
P0121331
P0119344
7
Payroll Cost RecoveriesPayroll Cost Recoveries
8
Payroll Cost RecoveriesPayroll Cost Recoveries
20920
9
Replenishments to Petty CashReplenishments to Petty Cash
10
Replenishments to Petty CashReplenishments to Petty Cash
11
UNSPSC SearchingUNSPSC Searching
12
UNSPSC SearchingUNSPSC Searching
13
UNSPSC SearchingUNSPSC Searching
14
UNSPSC SearchingUNSPSC Searching
15
UNSPSC SearchingUNSPSC Searching
16
UNSPSC SearchingUNSPSC Searching
17
UNSPSC SearchingUNSPSC Searching
18
UNSPSC SearchingUNSPSC Searching
19
Using Messages on VouchersUsing Messages on Vouchers
20
Using Messages on VouchersUsing Messages on Vouchers
21
Review Withholding on VouchersReview Withholding on VouchersVoucher Invoice Information pageVoucher Invoice Information page
Review Withholding on VouchersReview Withholding on VouchersVoucher Withholding linkVoucher Withholding link
Review Withholding on VouchersReview Withholding on VouchersFed. Form 1099 MiscFed. Form 1099 Misc
Review Withholding on VouchersReview Withholding on VouchersVoucher Withholding linkVoucher Withholding link
Review Withholding on VouchersReview Withholding on VouchersVendor File Identifying Information pageVendor File Identifying Information page
26
Review Withholding on VouchersReview Withholding on VouchersVendor File 1099 pageVendor File 1099 page
27
28
Return to Vendor – Basic StepsReturn to Vendor – Basic Steps
•Determine the Source PO or Receipt to associate with RTV
•Create RTV using RTV and related pages
•Ship goods to vendor, close RTV transaction(use RTV Reconciliation Process)
•Run Voucher Build to stage Adjustment Voucher (credit memo)
•AP staff completes Adjustment Voucher processing (Approval, BCM)
29
Rejecting ItemsRejecting Items
Conditions for Rejecting Required Actions
At time of delivery 1. Reject for credit(notify Purchasing staff to reduce PO Qty to actual Qty rec’d)
2. Reject for Replacement(receipt stays open for receipt of replacement items)
*Note: This is NOT RTV
30
Rejecting Items (not RTV)Rejecting Items (not RTV)
31
Rejecting Items (not RTV)Rejecting Items (not RTV)
32
Conditions for Returning Required Actions•After receipt has been made
•During the inspection process
•May occur for a closed PO
1. Return for creditreturn items to vendor. Do not request replacement (you can elect to have system “build” the adjustment voucher
2. Return for Replacement(used when the same item is being replaced for the damaged item)
Returning ItemsReturning Items
*Note: This IS RTV
33
Returning Items (RTV)Returning Items (RTV)
34
Returning Items (RTV)Returning Items (RTV)
35
Returning Items (RTV)Returning Items (RTV)
36
Returning Items (RTV)Returning Items (RTV)
37
Popular Match ExceptionsPopular Match Exceptions
38
Popular Match ExceptionsPopular Match Exceptions
39
Popular Match ExceptionsPopular Match Exceptions
40
Popular Match ExceptionsPopular Match Exceptions
41
Popular Match ExceptionsPopular Match ExceptionsPO Inquiry
42
Popular Match ExceptionsPopular Match ExceptionsActivity Summary
43
Adjustment VouchersAdjustment Vouchers
•Used for Credit Memos
•Reduces next payment to Vendor
•References original Voucher
44
Adjustment VouchersAdjustment Vouchers
45
Reversal VouchersReversal Vouchers
•Always for negative $ amount
•Reverses one voucher
•Distribution must be same as original voucher
•Used when you cannot delete a voucher
•Put original voucher on “hold” until Reversalis ready for Pay Cycle selection
46
Reversal VouchersReversal Vouchers
47
Reversal VouchersReversal Vouchers
48
Reversal VouchersReversal Vouchers
49
Journal VouchersJournal Vouchers
•Nets to $0
•Corrects distribution after the fact
•References original voucher
50
Journal VouchersJournal Vouchers
51
Paying Transfer InvoicesPaying Transfer Invoices
BecomesItem ID #
123456
Your BU here (EX: DOCS1)
52
Paying Transfer InvoicesPaying Transfer Invoices
123456
TransferInvoice#
DOCS1
53
Paying Transfer InvoicesPaying Transfer Invoices
DOC0012345678DOC0000123456
54
Paying Transfer InvoicesPaying Transfer Invoices
55
New Reports & QueriesNew Reports & Queries
56
57
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/)
• Overflow Meeting – March 1, 2004101 E. River Drive, Room 1002 A&B AP/PO/AR Overflow
• GL/Reporting Meeting – April 26, 2004101 E. River Drive, Room 1002 A&B - GL/ Reporting
ClosingClosing
*Note: No User Group Meetings are scheduled for March 22 or 29. (The Business Support Team is testing Service Pack 1 at that time.)
