1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP POST FYE ’04 July...

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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO / AP POST FYE ’04PO / AP POST FYE ’04

July 2004July 2004

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PurchasingPost FYE 04 UpdatesUpdate on PO Rollover Update on PS CasesCommodities/ReceivingTraining Needs

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Accounts PayablePost FYE 04 UpdatesPayment Cancellation ReviewEffective Date of Budget ReferenceVoucher Date Field DefinitionsDuplicate Vendor Invoice ChangesTraining Needs

AgendaAgenda

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PO-Post FYE ’04 UpdatesPO-Post FYE ’04 Updates

A balance is required for a PO to roll

The 71000 account is a budgetary account so it does not roll

If your PO didn’t roll forward, you need to create a new PO in the new fiscal year

Make sure to use comments on POs/Contracts for audit purposes

Reconcile and Close PO and Requisitions Monthly

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Update on PO RolloverUpdate on PO Rollover

More than 8,200 POs were rolled at FYE

Roll over results sent to Sponsors

PO Cleanup Continues

PS Cases In Process

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Update on PS CasesUpdate on PS Cases

Closed Budget Period Error on Rolled Pos(Fixed)

Dynamic Insert when Budget Checking

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Commodities/ReceivingCommodities/Receiving

Removing Receiving Required from:

70000000 Farming, Fishing, Forestry & Wildlife Contracting Services71000000 Mining, Oil, & Gas Services72000000 Building, Construction & Maintenance Services73000000 Industrial Production & Manufacturing Services76000000 Industrial Cleaning Services77000000 Environmental Services78000000 Transportation, Storage & Mail Services80000000 Management, Business Professionals & Admin. Services81000000 Engineering, Research, & Technology-Based Services

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Commodities/ReceivingCommodities/Receiving

Removing Receiving Required from cont’d:

82000000 Editorial, Design, Graphic & Fine Art Services83000000 Public Utilities and Public Sector Related Services84000000 Financial and Insurance Services85000000 Healthcare Services86000000 Education and Training Services90000000 Travel, Food, Lodging & Entertainment Services91000000 Personal and Domestic Services92000000 National Defense, Public Order, Security & Safety Services93000000 Politics and Civic Affairs Services94000000 Organizations and Clubs

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PO Training NeedsPO Training Needs

What are your agency’s training needs?

•Who needs training?

•What training do they need?

•Why do they need the training?

•When do they need the training?

•Email your requests to:

[email protected]

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AP-Post FYE ’04 UpdatesAP-Post FYE ’04 Updates

Cleanup of Vouchers from ’04:

• 32 - Match Exception

• 71 - Pending Approval

• 7 - Budget Check Error

• 8 - Not Posted/Not Paid

• 104 - Posted/Not Paid

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Payment Cancellation ReviewPayment Cancellation Review

1. You determine that a payment needs to be cancelled.

2. Call OSC and possibly OTT

3. Fill out and submit required forms

4. You may have reversal vouchers to create, if original payment was PO-related and you need to make a change for the new payment.

CO-790/ 860

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Payment Cancellation Review CO-860Payment Cancellation Review CO-860

We didn’t get our check!

1. Vendor contacts agency to say they did not receive payment.

2. Agency submits a CO-860 to TreasurerCO-

860

3. Treasurer reviews payment with bank. If it has been cashed, then form is returned to the agency.

4. If payment has not been cashed/presented, a stop payment is requested from the bank and form goes to Gloria Martinelli and a new payment is authorized.

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Payment Cancellation ReviewPayment Cancellation ReviewPayment

StatusAction Required Reissue Payment?

-Payment Not Yet Issued to Vendor

-Call Linda Carney (OSC)702-3396

-Complete FormCO-790, Send to OSC/APD withproper backup

-If NO, and payment is non-PO, process is complete

-If NO, and payment is PO-related, prepare Reversal Voucher

-If YES, and payment is non-PO but for a wrong $amt and/or the wrong vendor, OSC will close the original voucher. You can prepare a Regular Voucher for the correct $amt and/or the correct vendor

-If YES, and payment is PO-related but for a wrong $amt and/or the wrong vendor, prepare a Reversal Voucher after OSC contacts you. Then prepare new Voucher for the correct $amt and/or the correct vendor

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Payment Cancellation ReviewPayment Cancellation ReviewPayment

StatusAction Required Reissue Payment?

-Payment Already Issued to Vendor But Not Cashed and Returned to Agency

-Call Linda Carney (OSC) 702-3396 for procedures

-Complete FormCO-790, Send to OSC/APD with proper backup





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Payment Cancellation ReviewPayment Cancellation ReviewPayment Status Action Required Reissue Payment?

-GIRO Payment to Another State Agency – Deposit Not Yet Processed

-Call Bob Gnocchi (OTT) 702-3108if you wish to remove deposit

-Call Linda Carney (OSC) 702-3396 if you wish tocancel payment





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Reversal VouchersReversal Vouchers

Always for negative $ amount

Reverses one voucher

Information is the same as original voucher (Remit-to vendor, address, location, pmt method, handling code)

Used when you cannot delete a voucher, and frequently after payment cancellation for PO-related vouchers

Put original voucher on “hold” until Reversalis ready for Pay Cycle selection

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Effective Date of Bud RefEffective Date of Bud Ref

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Effective Date of Bud RefEffective Date of Bud Ref

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Voucher Date Field DefinitionsVoucher Date Field Definitions

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Duplicate Vendor Invoice ChangesDuplicate Vendor Invoice Changes

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Training NeedsTraining Needs

•What are your agency’s training needs?

•Who needs training?

•What training do they need?

•Why do they need the training?

•When do they need the training?

•Email your requests to: [email protected]

mailto:[email protected]

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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/)

• Next Meeting – AR/GL User Group - August 2, 2004101 E. River Drive, Room 1002 A&B

ClosingClosing

1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP POST FYE ’04 July...

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