1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP February/March 2004.
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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
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Transcript of 1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP February/March 2004.
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STATE OF CONNECTICUTCore-CT Project
Financials User Group MeetingFinancials User Group MeetingPO / APPO / AP
February/March 2004February/March 2004
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• 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
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UpdatesUpdates
• Replenishments to Petty Cash• Budget Check glitch• UNSPSC searching• Catalog Management• Extra help• Using Messages on Vouchers• Withholding Vendors
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Payroll Cost RecoveriesPayroll Cost Recoveries
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Payroll Cost RecoveriesPayroll Cost Recoveries
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Payroll Cost RecoveriesPayroll Cost Recoveries
P0121331
P0119344
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Payroll Cost RecoveriesPayroll Cost Recoveries
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Payroll Cost RecoveriesPayroll Cost Recoveries
20920
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Replenishments to Petty CashReplenishments to Petty Cash
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Replenishments to Petty CashReplenishments to Petty Cash
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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UNSPSC SearchingUNSPSC Searching
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Using Messages on VouchersUsing Messages on Vouchers
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Using Messages on VouchersUsing Messages on Vouchers
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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
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Review Withholding on VouchersReview Withholding on VouchersVendor File 1099 pageVendor File 1099 page
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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)
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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
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Rejecting Items (not RTV)Rejecting Items (not RTV)
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Rejecting Items (not RTV)Rejecting Items (not RTV)
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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
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Returning Items (RTV)Returning Items (RTV)
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Returning Items (RTV)Returning Items (RTV)
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Returning Items (RTV)Returning Items (RTV)
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Returning Items (RTV)Returning Items (RTV)
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Popular Match ExceptionsPopular Match Exceptions
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Popular Match ExceptionsPopular Match Exceptions
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Popular Match ExceptionsPopular Match Exceptions
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Popular Match ExceptionsPopular Match Exceptions
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Popular Match ExceptionsPopular Match ExceptionsPO Inquiry
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Popular Match ExceptionsPopular Match ExceptionsActivity Summary
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Adjustment VouchersAdjustment Vouchers
•Used for Credit Memos
•Reduces next payment to Vendor
•References original Voucher
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Adjustment VouchersAdjustment Vouchers
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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
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Reversal VouchersReversal Vouchers
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Reversal VouchersReversal Vouchers
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Reversal VouchersReversal Vouchers
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Journal VouchersJournal Vouchers
•Nets to $0
•Corrects distribution after the fact
•References original voucher
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Journal VouchersJournal Vouchers
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Paying Transfer InvoicesPaying Transfer Invoices
BecomesItem ID #
123456
Your BU here (EX: DOCS1)
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Paying Transfer InvoicesPaying Transfer Invoices
123456
TransferInvoice#
DOCS1
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Paying Transfer InvoicesPaying Transfer Invoices
DOC0012345678DOC0000123456
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Paying Transfer InvoicesPaying Transfer Invoices
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New Reports & QueriesNew Reports & Queries
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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/)
• 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.)
