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					                 Agenda


Welcome   John Harnick

EPM       Barb Jacius

GL        Donna Braga
          Joan Skripol

Billing   Chris Marchese

AR        Lynn Sheldon
 How do we reach a larger audience?
We can never hold enough              Distance Learning (web
 sessions                               casting)
  11 Modules                            Can be viewed repeatedly
  Sessions fill quickly                  at a user’s desk
  Specific topics aren’t published      Provides a permanent
   in advance and attendees may
                                          record
   not be the best target audience
                                         Reduces the number of
                                          user group sessions
                                         Can track how many users
                                          connect and for how long
                                         Can add a satisfaction
                                          survey
 How do we reach a larger audience?

Benefits                          Drawbacks
  Save on Travel                   Audience will be limited
  Scheduling                       Limited live questions
  Available to everyone at any     Attendees might be recorded
   time from the Core-CT website     on camera or by audio
  Recorded in a professional       Audience selection
   studio in Rocky Hill
  Recorded session available
   shortly after the session
 How do we reach a larger audience?

Your Opinion

  Contact
     john.harnick@ct.gov



  View an example
     Procurement 101
     http://www.conndot.ct.gov/
       media/das.aspx
                 Agenda


Welcome   John Harnick

EPM       Barb Jacius

GL        Donna Braga
          Joan Skripol

Billing   Chris Marchese

AR        Lynn Sheldon
               EPM 9.0

              EPM Upgrade
              September 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
               EPM 9.0

             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
        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




#2      #1
Journal Find & Replace
Detail & Summary Revenue
GL > General Reports > Detail and Summary Revenue Report
Detail & Summary Revenue
GL > 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 Report
Navigation: Commitment Control> Budget Reports
Budget Status Report
     Flexible Ledger Analysis
Navigation: General Ledger> General Reports
Flexible Ledger Analysis
Flexible Ledger Analysis

        Select Ledgers
Flexible Ledger Analysis
Manager’s Guide GL/KK
                  EPM Queries
Navigation: EPM Reporting Tools> Query Manager> (GL Folder)
                CT_CORE_BUDGET_STATUS_REPORT
    Flexible Ledger Analysis
Navigation: General Ledger> General Reports
Flexible Ledger Analysis
  Budget Transaction Detail
Navigation: Commitment Control> Budget Reports
Budget Transaction Detail
            Billing Agenda

Reminders / Hot Topics
  BI Distribution Codes
  BI Charge Codes
Things to Come
  DR Bill Type
  Accounting Date Customization
Mini-Training
  Recurring 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 Hints
   Use 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
                               The new row will copy all
Codes                          of the data from the row
  Click Add a Row Icon.        before it.
  Update the Effective Date.
  Update the ChartField
  Value.
         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 Hints
   Use 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 1
                    Choose ID
                    (PS/Billing Charge
                    ID).
                    Choose a Charge
                    Code as the
                    Identifier.
          Deferred Revenue
           Bill Type – (DR)
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


Purpose
  Deferred 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.
            Billing Agenda

Reminders / Hot Topics
  BI Distribution Codes
  BI Charge Codes
Things to Come
  DR Bill Type
  Accounting Date Customization
Mini-Training
  Recurring Bills
  Invoice Register by Bill Type
Accounting Date Customization

 Header – Info 1
   Set 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.
MINI-TRAINING: Recurring Bills

  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

  Header – Info 1
    Choose the Cycle ID.
       Bi-Weekly, Monthly, Quarterly, Semi-Annually, Yearly
    Set the Frequency to Recurring.
    Click SAVE.
    Click the Recurring Bill Schedule hyperlink.
MINI-TRAINING: Recurring Bills

  Recurring Bill Schedule
    Set you Start Date and End Date.
    Click the “Generate Recurring Bill Schedule” Icon
       When generating the schedule, the Start Date/End Date and Cycle ID are
       the determining factors.
MINI-TRAINING: Recurring Bills

  Recurring Bill Schedule
    The 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

  Header – Info 1
    Set the Status to RDY.
    Click SAVE.
       This Recurring Bill Template is ready to Generate Invoices.
MINI-TRAINING: Recurring Bills

  NAVIGATION: Billing > Maintain Bills > Create Recurring
  Bills
MINI-TRAINING:                                Recurring Bills

 NAVIGATION: Billing > Maintain Bills > Recurring Bill Schedule

 Recurring Bill Schedule
    Shows 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: Invoice Register by
                        Bill Type

  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
AR Agenda

         Critical Reminders

         Hot Topics

         New Report

         MINI-TRAINING -
      Managing Your Receivables
AR Critical Reminders

           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
 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
           MINI-TRAINING


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

 Match up Items
          MINI-TRAINING

    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
          This 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-TRAINING
          Conversations 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
      MINI-TRAINING




Have you processed the funds on a
         Direct Journal?
             MINI-TRAINING
Navigation: Accounts Receivable>Payments>Review Payments>All Payments
MINI-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

				
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