Supply Chain & Financials

Supply Chain & Financials

February 2010Room 1002ePro, Inv, PO,AP,AM, EPM

AgendaWelcome Donalynn BlackEPMBarbara JaciusAccounts PayableCynthia BabbittLavern ThomasPatty CafazzoJane LarnedYvonne PierzchalskiMark AronowitzAsset ManagementDavid BonolaPurchasing Noreen CamaraDustin GuarinoKathleen AndersonClosing

WelcomeGRID Architecture Processing 40% fasterSecurity Reminder New employees Transferring employees Employees with new dutiesUPK User Productivity Kit What is this? Where is it?

UPK Training on the Fly

Financials Training ReminderTraining Information: Core-CT Home Page> User Training

Training Class schedules are developed from Class Waitlists

Contact your Agency Training Registration Contact to be placed on a Waitlist (Core-CT Home Page> Financials User> Other Useful Links> Financials Training Registration ContactsFinancials Training

EPM EnhancementsSecurity

New EPM-Only Reporting Role

CT_E_HR_BUDGET_REPORTING

Gives Fiscal/Budget staff access to relevant HRMS and Payroll Data in EPM for Budget Reporting purposes No HRMS access is granted with this role

EPM EnhancementsPurchasing

New Fields CTW_PO_TRANS

ACCOUNTING_DT - Accounting Date

MERCHANDISE_AMT - Merchandise Amt

PC_DISTRIB_AMT - PC Distribution Amount

ROLL_STAT_R - Rolled

EPM Enhancements PurchasingNew Reporting Table

CTW_PO_DISPATCH - Purchase Order Dispatched Reporting Table The Purchase Order Dispatch Reporting table contains Business Unit, Vendor ID, Purchase Order ID, dispatch date and time, dispatch method and dispatch operator ID

EPM Enhancements PurchasingNew Reporting TableSupporting Query

CT_CORE_FN_PO_DISPATCH_HISTRY

Query returns dispatch dates and operator ID's by purchase order, Vendor, and a range of dispatch dates

New Reporting Table

CTW_CORE10 - Core-10 Reporting Table This table holds the Core-10 requisition header and the Maintain Bid page information for all requisitions. Users can query this table to view the Core-10 - ITD-10, ITD-BID & DAS-BID values, the Attributes and the Maintain Bid page values; which include planning, cancel bid, bid award, closing and opening dates, Set-Aside, CT Recovery, EPP, Insurance requirements, Political Subdivisions, Bonds, Bid Numbers, Templates, Favorites and DescriptionsEPM EnhancementsE-Pro

Supporting QueriesCT_CORE_FIN_CORE10_BU_REQ_DT CORE10 requisition information by requisition date CT_CORE_FIN_CORE10_BY_FLG_DATE CORE10 requisition information by CORE10 flag value & requisition dateCT_CORE_FIN_CORE10_BY_REQ_NBR CORE10 information by requisition numberCT_CORE_FIN_CORE10_VNDR_REQ_DT CORE10 requisition information by vendor ID and requisition dateEPM EnhancementsE-Pro

EPM EnhancementsE-ProNew Reporting Table

CTW_REQ_WRKF - Requisition Workflow Reporting Table

This table holds the workflow status for all requisitions. Users can query this table to view the approval history and who has yet to approve a requisition. In addition, the workflow administrator can measure the amount of time it takes to approve requisitions for monitoring purposes

EPM EnhancementsE-ProSupporting Queries

CT_CORE_FIN_DAYS_PEND_BY_REQ Query returns the workflow status, the approver(s) and number of days the requisition in pending status for a specific requisition

CT_CORE_FIN_REQS_BY_STATUS Query returns all requisitions in a particular workflow status such as pending by business unit

EPM EnhancementsInventoryNew Fields:CT_WORK_ORD_NO - Work Order Number CT_EQUIP_BUILD_NO - Equipment or Building Number

Added to the Reporting Tables:CTW_IN_ACCT - Inventory Accounting Info. Rpt CTW_IN_DEMND - Inventory Demand RptCTW_IN_TRANS - Inventory Transactions Rpt Tbl

EPM EnhancementsPurchasing-Accounts PayableNew Reporting Table CTW_VNDR_ADRPHN - Vendor Address Phone Rpt This EPM Reporting table contains vendor id, name, address, e-mail, phone and contact information. For all vendors used in the purchasing and accounts payable systems

Supporting Query

CT_CORE_FN_VNDR_ADDR_PHN_INFO

Reporting Table Now Available for Reporting

CTW_VNDR_WTHDJU - Vendor 1099 Withholding Rpt EPM EnhancementsAccounts PayableThe Vendor 1099 Withholding reporting table contains vendor withholding jurisdiction information including Vendor ID, Vendor Location, Withholding Entity, Withholding Type and Withholding Jurisdiction Code. This reporting table provides 1099 information required by the IRS

QueryCT_CORE_FIN_AP_PYMNT_TERMS

Query returns all vouchers where the voucher payment terms do not match the contract payment terms and the contract payment terms involve a vendor discount, payment terms code includes the letter D

EPM EnhancementsAccounts Payable

EPM EnhancementsAccounts PayableCTW_VCHR_TRANS - Voucher Trans Reporting Table DSCNT_AMT_NP - Line discount amount

CT_TEMPLATE_ID - Template ID

CT_TEMPLATE_STATUS - Template Status New Fields added to

EPM EnhancementsAccounts PayableCTW_PAYVC_XREF - Pay Voucher Cross Reference Reporting Table

CT_PYMNT_NOTES - Payment Notes

PYMNT_MESSAGE - Payment Message

New Fields added to

EPM EnhancementsAccounts PayableSupporting Queries

CT_CORE_FIN_AP_VCHR_RA_NOTES

Query returns all vouchers with the payment handling code, RA, payment date, amount and payment notes as required by the COMPTROLLER'S MEMORANDUM NO.2009 - 31 issued September 18, 2009

CT_CORE_FIN_VCHR_SRC_PYMNTNOTE

Query returns vouchers sourced by XML or QUCK, with payment handling code of RA and associated payment notes and messages. Query to be executed only by interfacing agencies

EPM EnhancementsAsset Management

CT_CORE_FIN_AM_ASSET_DESCR_LOC

Query returns all in service assets with description information such as manufacturer, model and serial number by location

CT_CORE_FN_AM_CAT_PRFILE_AUDIT Query provides list of all in-service assets where the category and profile do not matchQueries


Queries

CT_CORE_FN_AM_VCHR_ASSET_AUDIT

Query Reconciles AP Asset Vouchers with AM asset detail transaction information. Query prompts for AP Business Unit and Accounting Date. Voucher lines posted in AM will display Asset ID. Voucher lines not posted in AM will display "NO ASSET_ID"


QueriesCT_CORE_FN_AM_DESCR_SYMBL_AUDT

Query provides a list of all in-service assets where the asset description contains either the symbol () single quote or () double quote.

EPM Job Aids Update

Catalog of Online Financial Reports and EPM Queries

EPM Queries added

http://www.core-ct.state.ct.us/reports/epm.asp

EPM Job Aids Update

EPM Job Aids UpdateUsing the Catalog of Online Financial Reports and EPM Queries

On the On-line page, click EPM Queries > Accounts Payable

EPM Job Aids UpdateAll Core-CT public queries in the AP Folder will be listed that you can choose to review

Click the ct_core_fin_ap_telecom_exps link

EPM Job Aids Update

The Public Query detailed Design becomes availableAt the bottom of the page, click the link below to return to the On-Line Catalog of Reports:

EPM Job Aids UpdateClick the link Choosing EPM Queries

Click on the Accounts Payable link

EPM Job Aids UpdateReview explanations provided under the If you want to heading to help you find a general purpose of the querys use

Click on the link to the right to view the query description

EPM Job Aids UpdateClick on the EPM Query Summary Link to open a complete spreadsheet of all Core-CT public queries in the On-Line Catalog

EPM Training

User Productivity Kit (UPK) Tool

Online Interactive Training Tool

Self Service

EPM Introduction Concepts & Steps

EPM Training

EPM Intermediate Level Classes

FRP 151 AP/PO: Understanding Reporting Table Relationships and Table Joins

AP Reminders FYE is Coming! Scorecards Reduced this Year Request eMail Addresses when Adding/Updating Vendor Information Call the HelpDesk with Issues, not Module Leads Classes Available for Payment Cancellation, 1099 Processing and Vendors Use From-To Dates on Voucher Inquiry

AP Topics Combo Editing for Grant Transfers Affects Voucher Distributions Wrong Voucher Styles Used UPK (User Productivity Kit) Pay Terms

AP Topics-Grant Combo Edit

Fund Codes12060: Federal & Other Restricted Act12062: Transportatn Gr & Restrct Acct

Account Codes47100: Grant Transfer Fed Grant-RestrSIDs in the 2xxxx Range47200: Grant Transfer Non-Fed-RestrSIDs in the 3xxxx/9xxxx Range55110: Transfer-Grant-State AgenciesTo Ensure Fund Code with Grant Accounts

AP Topics-Grant Combo EditAccounts 55040/55080 are Grant Expenditure Accounts

Primary use is to voucher back unspent Grant moneyThese Accounts are Not Billable

AP Topics-Wrong Voucher Styles Used

Forgetting to Adjust Match Values/Encumbrance when creating an Adjustment Vchr that has a PO Forgetting to update the Associate Receiver link when creating an Adjustment Vchr for a partial credit Misunderstanding the use for Journal Vouchers Creating Regular Vouchers to process a credit Forgetting to use Reverse Amt when creating an Adjustment Vchr for a CreditAgencies are

AP Topics-UPK

AP Topics-UPKABC COMPANY

AP Topics-UPK

AP Topics-UPKABC COMPANY

AP Topics-Pay TermsContract Payterms from DAS website

AP Topics-Pay TermsPurchasing>Procurement Contracts>Add/Update Contracts>Find Existing Contracts

AP Topics-Pay TermsPayment Terms default into voucherABC COMPANYXXXM1ABC COMPANY

OSCAPD Reminders& New Functionality Voucher Fields Usage ~

Voucher Approval ~

Withholding Review ~

ACH Set Up ~

Vendor Self-Serve ~Lavern Thomas

Patty Cafazzo

Jane Larned

Yvonne Pierzchalski

Mark Aronowitz

Voucher Fields - Usage

Invoice ID

Voucher LineDescription

Comments

Payment Messages

PaymentNotes To document actions to be taken on the voucher or payment. Should be used if the vendor needs additionalInformation to properly apply the payment to your account. Should be used to explain anything peculiar to this voucher.Aid vendor in identifying the bill that is being paid.Identifies WHAT was purchased the actual service or commodity purchased.Vendor1099AuditorAgency AuditorOSCVendorOSC

Voucher Fields - UsageVoucher Line Descr: SPLIT BOLT CONNECTORSCommentsXXXM1ABC COMPANYInvoice Number: 2694380

Voucher Fields - UsageThis link should be used to explain any discrepancies between the invoice and the voucher, or the lateness of processing the voucher, or anything else that is peculiar with the voucher.Use it like a Post-It-Note!

Voucher Fields - UsagePayment Note: RA Check required to be sent with. Message: Acct 31178Payment Note: To be closed by OSC as the voucher was entered incorrectly and inadvertently approved. This voucher is replaced by voucher # 12346.

Remittance AdviceFunding and Trained Workers for your job vacancies. Call 866-844-1903If additional information is required, please call DOC Correctional Industries at (860)692-7480ABC COMPANYABC COMPANYXXXM1XXXM1Invoice Number Invoice Date Voucher ID Gross Amount 3134785 1/11/2010 00027564 138.00INV#3134785 CUST#85312-000 PO#17666 A/P PH#860/692-78873137534 1/22/2010 00027565 69.00INV#3137534 ACC#85312-000 PO#17666 A/P PH#860/692-7887

Voucher Approval

What do you look at before approving a voucher in Core-CT? Vendor Invoice

Voucher - Invoice Information

Voucher - Payment

Voucher Approval PageXXXM1ABC COMPANYABC COMPANY

Voucher Approval - InvoiceWithholdingInvoice Number: 9915793Invoice Date: 06/30/2009 Receipt Date: 06/19/2009WithholdingCVH-Laundry Rental andAccount

51730ABC COMPANYXXXM1

Voucher Approval - PaymentsLocation: MAIN-ACHMethod:ACHDiscount: 14.08Message: CVHPay Terms 3.0/10-45XXXM1TEXTILE RENTAL SERVPKWYMOUNT VERNON NY 10550Address: 3

Withholding Review 1099 MISC - Miscellaneous Income

1099 S - Proceeds from Real Estate Transactions

1099 G Certain Govt Grants

1099 INT - Interest Income

Withholding ReviewABC COMPANY

Withholding ReviewABC COMPANYXXXM1

Withholding Review

Withholding ReviewXXXM1ABC COMPANY

Withholding ReviewABC COMPANYXXXM1

Withholding ReviewINDUSTRIES LLC

Withholding ReviewXXXM1

Withholding ReviewUNIVERSITY

Withholding ReviewXXXM1UNIVERSITY

To make voucher Non-Withholding Uncheck in box

Withholding ReviewXXXM1

Withholding Review

ACH / EFT ProgramBENEFITS Cost efficient and convenient No handling or mailing delays Quick and easy enrollment process Fast and secure Comprehensive electronic payment information

ACH RemittanceVendors receive REMITTANCE in EXCEL by email Information includes:Payment Reference Number Agency Payment Date Agency Phone Payment Amount Business UnitInvoice ID Voucher IDInvoice Date Payee NameInvoice Amount Vendor ID Discount Set IDNet Paid Payment MethodPayment Message

If there are multiple payments to the vendor for the day, they will allbe listed in one excel spreadsheet with all of the above information.

ACH / EFT Program ENCOURAGE VENDORS TO PARTICIPATE !

Frequent paymentsLarge and recurring payments

To sign up or learn morewww.osc.state.ct.us/apd/eftprogramDownload the EFT enrollment form and instructions

QUESTIONS:Email [email protected] Simpson 860.702.3411Yvonne Pierzchalski 860.702.3581

Vendor Self-Serve What is Vendor Self-Serve?

What are some of the Benefits?

The Pilot Program

What can the vendor see? Sample

How you can learn more

Vendor Self-ServeWhat is Vendor Self-Serve (VSS)?

A new Module to Core-CT

Available only to Vendors to Inquire on Vendor Addresses (including Alternate Names) Invoices Payments

Administered by the OSC-APD

Help Desk support is provided by OSC-APD

Vendor Self-ServeWhat are some of the benefits?

Reduces calls to agencies and OSC

Provides information for reconciliation

Accessible even when we are not

Vendor Self-ServeThe Pilot Program

Four Vendors Selected: Suburban Stationers W.W. Grainger The Community Renewal Team Town of West Hartford

Vendor Self-ServeAccess to VSS

From the APD Website Hidden access during the Pilot VSS Page will have: VSS link UPK link AP & PO Contact link Information about VSS VSS FAQ

Vendor Self-ServeWhat can the Vendor see?

Vendor Self-ServeWant to learn more about Vendor Self-Serve?GO HERE

Assets AgendaDuplicate Serial NumbersUse of QuotesCategory/Profile IDScanner Software Upgrade

Duplicate Serial Numbers Use Serial Numbers To: Help with Physical Identification of Assets Track and Audit Validate Factory Warranties

XXI

Duplicate Serial Numbers Serial Number is NOT a required Field System still allows DUPLICATES Physical Inventory will NOT process Assets with Duplicate Serial IDs Duplicates Need to be Addressed

Duplicate Serial Numbers There are over 700 duplicate serial numbers in CORE that still need to be cleaned up Emails were sent to agencies in effort to clean up It is important to get the serials resolved for Inventory processing If there is no Serial ID provided,leave the field blank

Duplicate Serial NumbersDuplicate Serial IDs can be corrected in Basic Add:Asset Management>Asset Transactions>Owned Assets>Basic Add

Duplicate Serial Numbers Highly unusual to have Duplicates from the same Manufacturer Possible to have Duplicates with different Manufacturers Verified Duplicates need to be differentiated

Duplicate Serial NumbersDuplicate Serial IDs can be updated in Basic Add:Asset Management>Asset Transactions>Owned Assets>Basic AddAdd a suffix (First Letter of Manufacturer Name)to the end of the serial number

QuotesCommonly used to describe Inches ()Single () and Double () Quotes Remove or Replace

CANNOT Extract Data from Key Fields That Contain Quotes

QuotesSome of the key fields include~

MODEL DESCRIPTION MANUFACTURER

Quotes

CT_CORE_FN_AM_DESCR_SYMBL_AUDT Audit Descr fld symbol Public AM

QuotesEdit or ReplaceAsset Management>Asset Transactions>Owned Assets>Basic Add

Category/Profile ID

Asset Categories classify assets by type for accounting entry purposes (CO-59) Initially, Categories default from Profile Incomplete Profile Changes and Recats

Category and Profile Should Always be In Sync

Category/Profile ID

Category/Profile ID

CT_CORE_FN_AM_CAT_PRFILE_AUDIT Category/Profile Mismatch Public AM

Category/Profile IDAsset Management>Asset Transactions>History >Review Cost

Category/Profile IDAsset Management>Asset Transactions>Owned Assets>Basic Add

Category/Profile ID

Category/Profile IDAsset Management>Asset Transactions>Financial Transactions>Cost/Adjust Transfer

Category/Profile ID

Scanner Software UpgradeCore-CT Implements Updated SoftwareNo More Blind Scanning90% of All Scanner Agencies UpdatedInitial Training CompletedMarch Help Labs by Appointment

Scanner Software UpgradeIMPROVED PHYSICAL INVENTORYEfficiency With On-Site ReconciliationReduced User Follow-upOn-Site ReportingMaximize Resources Reduce Loss/Increase Asset Effectiveness

Scanner Software Upgrade CHANGESExtracted Data Loaded onto ScannerScanner Finds Data For Scanned AssetsAbility to Modify Data For Core-CT UploadCapture Pertinent Data for New Assets

Scanner Software UpgradeMust Setup New PI Processes

ExtractsScopesPI Occurrences

Scanner Software UpgradeManual Agencies Affected Can No Longer Clear Contents Of Manual Upload File

PurchasingTopicCreating ContractsPayment TermsReminders-Defaults for BuyersFiscal Year End/PO Roll-Getting POs readyPO EPM Reports

Purchasing Topic Payment Terms: If you create a new contract and the payment terms are not in Core-CT, please email the Helpdesk to create a ticket. Payment terms must be configured in Core-CT before they can be associated to a contract.Payment terms should only have 2 digits after the decimal place.A contract can have only 1 payment term associated to it.

Purchasing TopicCreating ContractsOnce a Contract has been created and saved, you should never make changes to the Allow for Open Item Reference checkbox. Changing the checkbox causes the contract to calculate incorrectly, which will cause negative amounts.Agency established contracts should never have the Open Item Reference checkbox selected Agency established contracts should never have the Corporate Contract checkbox selected

Purchasing Topic1234

Purchasing TopicPurchasing Topic

Purchasing Topic1233

Purchasing Topic123

Purchasing RemindersPurchase Order Creators When changing a buyer on a Purchase Order, the following fields can be impacted depending on your response to the prompts in the box below:The 1st prompt is reminding you that changing the buyer will change the default values and asks if you want to continue. Click on Cancel if you just want to change the buyer field.

The 2nd prompt reminds you that changing the buyer will change the defaults. Press OK to update the Ship To, Dept ID and Locations with the new Buyers information.

WARNING You cannot make changes to the chartfield coding if the Purchase Order has already been vouchered.

Purchasing/RemindersAlthough you can now add funds to fully matched lines, please note:

Never add funds to an over-expended line as always, do a Change Order to your PO prior to creating a voucher so that encumbrances will be properly reflected. Over-expending a line takes funds directly from the unencumbered (your budget) WITHOUT creating PO accounting entries.

You must have funds available on each distribution line that you intend to roll fully matched lines do not qualify to roll.

Never delete lines that had activity or lines that have rolled

Purchasing/Reminders How can I tell if my PO is fully expended? PO Activity Summary-Now shows un-vouchered amountsNAVIGATION: Purchasing>Purchase Orders>Review Purchasing Information>Activity SummaryPO Balance Report- Has the Encumbered, Expended and Unliquidated balances that reconcile to Commitment Control NAVIGATION: Purchasing>Purchase Orders>Reports>PO Balance ReportPO/AP Interface- NAVIGATION: Accounts Payable>Review Accounts Payable Information>Interfaces>PO>PO Inquiry

Purchasing/Fiscal Year End PO RollCore-CT rolled 18,280 Purchase OrdersPO, Accounting and Budget dates should be identical on new POs; rolled POs will have a PO date from a previous FY the Accounting Date and Budget Date on rolled distribution will change to the first day of the new fiscal year.

You can no longer delete Distribution Lines Created By the Roll Process these lines have already gone through budget check . Reduce or cancel lines.

Purchasing/Fiscal Year End PO Roll

The following are examples of POs that must be closed prior to PO roll as they do not qualify to roll:

Fully reversed POs (aka fully matched) POs in Open StatusPOs not ApprovedPOs in Initial StatusPOs in Budget ErrorPOs on Hold

Make a Fiscal New Year Resolution!!!

CLOSE POs EARLY (dont wait until year end) CLOSE OFTEN (run PO Reconciliation at least once a month)Purchasing/Fiscal Year End PO Roll

Purchasing EPM ReportsDOTPO_003_EPRO_REQUSITION_LIST Requisition List by Date and Dept DOTPO_006_RECV_NOT_VOUCHEREDPOs Received but not VoucheredDOTPO_W12_PO_REQ_CF_MISMATCHPO vs Requisition chartfield mismatchDOTPO_W16_PO_VCH_CF_MISMATCHPO vs Voucher chartfield mismatchDOTPO_W17_PO_RECEIPT_CF_MSMTCHPO vs Receipt chartfield mismatchDOTPO_W18_PO_CNTRCT_CF_MISMTCHPO vs Contract chartfield mismatchCT_CORE_FIN_PO_COMPL_BUD_ERRORPO Complete & Budget Error CT_CORE_FIN_PO_COMPL_BUD_CHKD PO Complete & Budget Checked CT_DAS_PO_BY_Contracts_items_1_2DAS ContractsBF_CORE_FIN_PO_GL71_REPORT_C GL 71 Annual PO Reporting - DAS CT_CORE_FIN_EXPIRED_CONTRACTSExpired but active contracts CT_CORE_FIN_PO_BAL_ALL_POAll PO Bal w/ or w/o Vouchers CT_CORE_FIN_PO_BAL_SUM_BY_PO Remaining PO Bal Sum by PO CT_CORE_FIN_PO_CONTRACT_ACCTG Contract information CT_CORE_FIN_PO_FULLY_VOUCHERED PO/Voucher by date range CT_CORE_FIN_PO_GL71_REPORTING GL 71Annual PO ReportingCT_CORE_FIN_PO_NO_VOUCHERS PO's w/o vouchers by Fund, SID CT_CORE_FIN_VENDOR_COMMITMENTS Vendor Commitment CT_CORE_PO_CONTRACT_EXPIREPO Contract Expire Date CT_FIN_PEND_OR_CANCELED_POS EOY PO Pending, ApproveCT_FIN_POS_ON_HOLD EOY POs On Hold CT_FIN_PO_BALANCE_DETAIL Remaining PO Balance DetailCT_FIN_PO_BUD_CHK_ERRORS EOY PO Budget Check ErrorCT_FIN_PO_DIS_WBAL Dispatched Bal with Zero QuantityCT_FIN_PO_DIS_WOUTBALDispatched without Balance CT_FIN_PO_POVCHR_ALL_BALANCES All PO Bal w/ or w/o Vouchers CT_FIN_PO_RECV_REQ RECEIVING REQUIREDCT_CORE_FIN_PO_ITMS_BY_CONTRCTCatalogue Items by ContractCT_CORE_FIN_PO_REC_NO_VCHRPO received not VoucheredCT_CORE_FIN_SAAAS_OPTION16_5_8SAAAS (detail by voucher # and PO#)

InventoryStatistics BU transactions, On-Hand value ($)

Reminders SpeedTypes, Approving MSRs, Useful ReportLinks UPK training exercises, adding items to the catalogInventory EPM Reports Whats New

Inventory Stats - 2009 10 Agencies currently use the Inventory Module 25 Active Business Units 221,903 Transactions processed(up from 216,000 in 2008) On-Hand value of over $25 million

Inventory Speed Types: When requesting items from a Business Unit (Express Issue or Material Stock Request), users often have common transactions in which they must enter the same combination of ChartField values repeatedly. By creating SpeedTypes for these frequently used combinations of ChartFields, users can increase entry efficiency and reduce errors.

Inventory

InventoryInventory Reports Navigation: Inventory>Manage Inventory>Reports

Inventory

Inventory LinksTo add an item to the State cataloghttp://www.core-ct.state.ct.us/user/finjobaids/xls/rqst_new_catlg_itms.xlsSend requests to [email protected]

Inventory LinksUPK interactive training exercises https://corect.ct.gov:11000/UPK_pub_docs/Publishing%20Content/PlayerPackage/toc.htmlSelect Modules and Topics from the left hand menu, then select the Playback Mode to begin the training simulation.

Inventory EPM ReportsCT_CORE_FIN_IN_CO_59_DEPCT_CORE_FIN_IN_CO_59_RCVCT_DOC_INV_USAGE_INFO_DEPT_IDCT_DOC_INV_USAGE_INFO_ITEM_IDCT_DOC_INV_USAGE_ITEM_BY_FACDOTOTH_11_STORES_CATALOGDOTOTH_14_INV_DEPL_INACTIV_ITM

DOTOTH_15_INV_USAGE_SHIP_INFODOTOTH_16_INV_ITM_PRICE_DIFFDOTOTH_17_INV_CYCLE_COUNT_ADJDOTOTH_19_INV_ITEM_USAGEDOTOTH_W03_INV_MSR_NO_ACCT_CD

CO-59 for Inventory DepletionsCO-59 for Inventory ReceptionsInventory accounting info for all depletions by Dept ID Inventory accounting info for all depletions by Item ID

Catalog of Business Unit itemsItems by Business Unit that have all item vendors inactiveInventory accounting info for all depletionsCompares the average item cost with the last PO priceCycle Count adjustmentsLists total items issued and total receivedIdentifies MSRs with missing account code info

eProcurement

ePro ReminderCore-10WorkFlowWorklistViewing AttachmentsCore-10 EPM QueriesUPK

ePro RemindersRequesters- When creating a requisition you must enter the buyer on the Define Requisition page before entering your requisition line(s).

eProcurement

The eProcurement Core-10 process was implemented statewide during 2009. The Core-10 replaced the DAS SP-10 and the DOIT-10. Core-10s are initiated by a CT Multi-Requester. The translate values for the Core-10 are: ITD-10, ITD-Bid or DAS-Bid.Core-10Navigation: eProcurement>Create Requisition

eProcurementWorkflow DOIT ITD-10ITD-BIDAgency PurchasingApprovalDOIT BDDApprovalCIO/CTOApproval Over $10,000ITD BuyerApprovalITD CPD Director ApprovalConvert to ContractAgency ChartfieldApprovalDOIT BDDApprovalCIO/CTOApproval Over $10,000ITD BuyerApprovalPurchaseOrder

Agency PurchasingApproval

SourcingITD CPD DirectorApprovalITD-10Core-10 WorkflowAgency Users will need to create a new req. or PO to use contract

eProcurementAgency Users will need to create a new req. or PO to use the contract.Ad Hoc +Core-10 WorkflowDAS-BID

eProcurementNavigation Finworklist > WorklistWorklist

eProcurementWorklistNavigation: Finworklist > Worklist

Searching your FINWorklistUsers can use Ctrl F on your keyboard to search by Requisition IDs or Description

eProcurementViewing Attachments Comments Bubble

Viewing AttachmentseProcurementhttp://www.core-ct.state.ct.us/epm/docs/dwnldng_excel.doc

eProcurementCore-10 EPM Queries CT_CORE_FIN_CORE10_BU_REQ_DT

CT_CORE_FIN_CORE10_BY_FLG_DATE

CT_CORE_FIN_CORE10_BY_REQ_NBR

CT_CORE_FIN_CORE10_VNDR_REQ_DT

Navigation: EPM Reporting Tools > Query >Query Manager

eProcurement

ClosingThank you for your participation todayWe hope this information proved helpful.

Look for this presentation on the Core-CT website www.core-ct.state.ct.us

EPM only role grants access to the HRMS reporting tables:CTW_POSITIONCTW_DET_PAYROLL CTW_PAYTIME_TBLCTW_PAY_EARNS

Role requires requestor have the financial responsibility of budget preparation/monitoring.Query returns procurement Vendor address, phone and email contact information. Query prompts on vendor ID.Query designed to assist agency monitoring of vendor discounts/related vouchers.Contract payment term codes involving a vendor discount are identified as any code containing D.Fields added to expedite reporting per Comptrollers MEMORANDUM NO. 2009 - 31 issued September 18, 2009.Make sure to take a look at this. Great resource!Classes will focus on the process of creating queries, joining tables, establishing criteria, prompts, aggregates, simple expressionsFiscal Year End seems far off, but it is really just around the corner. Agencies should be running monthly queries/reports and inquiries to locate any vouchers not processing through to payment. See the JobAid, Accounts Payable Month-End/Yr End Checklist located on the Core-CT Website.The OSC-APD staff will be sending out only three scorecards for voucher processing this FY. Agencies should remember their responsibility to ensure that all vouchers created are processed successfully through to payment by fiscal year end. Any voucher not processed successfully MUST be deleted by agency staff by that time. Agencies must request voucher closure for unpaid vouchers that cannot be deleted. (also, see payment notes slide)When adding or updating vendors, agencies are asked to obtain email addresses. These addresses could be a source for using as a Dispatch Method for Purchase Orders. Emailing is the quickest, most cost-effective method for Dispatch. Fax Method is not a preferred method anymore.While it is easier for agencies to contact a Module Lead or staff person in Production Support for a quick answer to an issue, it is important that the HelpDesk be contacted and a ticket be logged. These tickets are an invaluable source for analysis and review when your issue becomes a statewide issue. Please Log a Ticket!OSC-APD Division staff is still offering training for 3 classes: FAP901 - 1099 Reporting, FAP902 - Vendor File, FAP905 - Payment Cancellation. To sign up for a class, use the waitlist. Classes will be scheduled when there are enough people signed up. We try toscheduleagencies with similar types of withholding payments for the 1099 class. When using Voucher Inquiry, unless you are inquiring on a specific voucher, always enter a range of dates (either Accounting Date From-To or Entered Date From-To). If you dont, the system will search through all data from Day 1, and performance will be poor, if not fail.In accordance with OSC Memo 2009-39 combo edits are system restrictions defined to stop the entry of certain combinations of chartfields from being entered on transactions. (Combo-Edit - see following slides)The HelpDesk has informed us that agency staff have been using the wrong voucher styles to accomplish a payment or a credit, and some are misunderstanding the use for Journal Vouchers. (see following slide)UPK is set up for Accounts Payable, and documents are published for AP Agency staff, on the Core-CT Website. There are several modes to view and try. This tool replaces the WLA (Web-based Learning Assistant), which is no longer supported. Target completion date for the UPK documents is July, 2010. Try it out! (UPK see following slides)(Pay Terms see following slides)Fund/Account CodesPurpose of the Grant Combo Edit is to ensure the right Fund Code is used with the right Grant Account.

Fund CodesOnly two Fund Codes allowed with Grant Accounts are 12060 & 12062.

Account CodesGrant Account Codes are 47100, 47200 & 55110.Account 47100 must be paired up with SIDs in the 2% Range.Account 47200 must be paired up with SIDs in the 3% or 9% Range.Grant Expenditure Accounts Hard EditGrant Expenditure Accounts 55040/55080 voucher back unspent Grant Money.These accounts are not billable.

Each voucher style has an intended use. We have seen the following voucher style issues lately: Forgetting to Adjust Match Values/Encumbrance when creating an Adjustment Vchr that has a PO Forgetting to update the Associate Receiver link when creating an Adjustment Vchr for a partial credit Misunderstanding the use for Journal Vouchers Creating regular vouchers to process a credit Forgetting to use Reverse Amt when creating an Adjustment Vchr for a CreditWhile users can sometimes obtain the same results using a different voucher style, Core-CT has specific guidelines for each style and their use.Please review the JobAid titled, Voucher Styles and their Uses, on the Core-CT Website in the Accounts Payable JobAid section.UPK (User Productivity Kit) is an interactive educational tool for Core-CT functionality online training.UPK is located on the Core-CT Website. Accounts Payable has a host of UPK documents ready for agency use. We are working to complete the AP folder by July, 2010. (navigate to website)

Open the Accounts Payable Folder.

Every folder has an overview about that folder/module. Open the UPK document, Deleting a Voucher. Then use the Playback Mode, Try It! This mode will instruct you to perform the steps to accomplish deleting a voucher.Press Enter.Follow the instructions in the callouts.At times, you will see an explanation box with additional comments or information about the topic.When you use Playback Mode, Try It!, if you enter wrong data or take the wrong step, you will be prompted to correct it and try again. You cant go wrong using, Try It!When creating vouchers, AP staff must not change incentive payment terms that come from a contractDAS negotiates with the contracted Vendor to take advantage of a pay term incentive.The Contract in CORE will correspond with the Payment Term found on the DAS website.Accounts Payable staff will see the incentive Pay Term that was on the Contract. This pay term should be used to take advantage of the incentive given by the Vendor.NOTE: There are exceptions. Accounts Payable staff should work with the Purchasing Department to identify the exceptions, and update the voucher pay term to Due Now, but only when appropriate.Today I will be discussing five text fields available on a voucher, where that information is seen and who benefits as well as a couple of tips that might save you some time. The first field is invoice ID. This field is used to tell the vendor what you are paying for. It is also used by the system to detect duplicate payments.Next, the voucher line description. This field should contain specific information about what was purchased. The information in this field is used by our audit staff and our 1099 processing staff. This field does not appear on the vendors remittance statement.The comments field also does not appear on the vendors remittance statement. This field can be used to document anything unusual about a voucher.The payment message field. This field is used to provide the vendor with additional information, information that was not included in the invoice ID field.The last field we will take a look at is the payment notes field. This field is used to communicate with the Comptrollers accounts payable division about vouchers that need to be closed or payments that need to be returned to the agency. Invoice ID has two main purposes, it identifies to the vendor the bill that is being paid. It is also used by the system to aid in duplicate payment checking.It is important that the information entered here is clear to the vendor so they can properly apply the payment. This will usually be an invoice number. If there is no invoice number your Agency should develop a data entry standard that must be used consistently in order to avoid duplicate payments to vendor.Voucher Line description This description needs to clearly identify what was purchased, the actual service or commodity. On PO/Vouchers the beginning PO line description defaults to the voucher line, the voucher processor should verify that the description is relevant to the service or commodity purchased. If not the description should be changed to clearly identify what was purchased.For a Non- PO Voucher Line Description nothing defaults in this field, the voucher processor should enter information that identifies what was purchased the actual service or commodity.This information is used by Comptrollers Office Audit Staff and 1099 Processing Staff. A clear, concise description in this field may save you the time of responding to requests for additional information from our office.The comments field is accessed by this hyperlink.

Comments Should be used to explain any discrepancies between the invoice and the voucher, or the lateness of processing the voucher, or anything else that is peculiar with the voucher. (Use like a Post-It Note)This field is not visible to the vendor and should be used to explain any discrepancies between the invoice and the voucher, or the lateness of processing the voucher, or anything else that is peculiar with the voucher. (Use like a Post-It Note) Again, if you provide complete information in a voucher using this and the other fields we have discussed it could save you the time of responding to requests for additional information.

Payment Messages should be used if the vendor needs additional Information to properly apply the payment to your account. Remember that the invoice ID and agency contact information will also print on the remittance advice, you can save some time by not entering information here that will be duplicated by the invoice ID or agency contact information.Payment Notes Payment Notes do not appear on the remittance advice or check. They should be used to provide info to OSC-APD about this voucher or payment to close the voucher or return a check to the agency. When requesting a voucher be closed the payment note must begin with To be closed by OSC followed by the reason the voucher needs to be closed. Please be specific so to avoid having to follow up for additional information.Most of you are probably aware that the process for returning checks to agencies was recently changed. In the past agencies were required to keep a separate log of every check returned to the agency with the reason. This log had to be submitted monthly to our office, accounts payable. The current process is to enter a payment note on the voucher that begins with RA followed by the reason. Again, being specific in the reason will avoid the need for follow questions from our agency.Ive mentioned the vendors remittance advice several times while discussing these fields, lets take a look at one.

This sample is a check for two vouchers combined. In this area you will see the invoice ID and payment message for each voucher that is included in this payment. If there isnt enough room in this area a separate page will be created with the rest of the information and inserted with the check.If this payment had been partially offset the related message would print in this area.Further down is the agency contact information. This information comes from a Core-Ct table. Also in this area there may appear special messages, in this example the Board of Education & Services for the blind has requested that this message concerning a special program be included on all remittance advices.We understand that there is currently no standard for the process of approving vouchers. That is something we want to look at in the future, possibly working on training material that will help agencies with this process,

Everything should be reviewed before approving a voucher. This presentation highlights some of the important areas that the Comptrollers Accounts Payable Division Auditors review. Based on audit findings these areas would benefit from a closer review before approving a voucher.

Original Vendor Invoice Verify that you have an authentic vendor Invoice. Please note that OSC APD has not approved the acceptance of electronic vendor Invoices.

The voucher approval screen does not contain all the information that should be reviewed. Please review the voucher before using this page to approve and save.

The Invoice Number field, detailed information concerning this field can be found in the voucher fields portion of this presentation.

The invoice date and receipt date. The Invoice Date is the date the agency received an invoice from the vendor through any state location. Receipt date refers to the date goods or services were received or contractually due. For detailed information on these fields refer to Comptrollers Memorandum 2007-24.

Withholding hyperlink Click on this hyperlink to verify the withholding set up for this payment. If there is no hyperlink verify that the payment should not be withholding. Detailed information on withholding can be found later in this presentation.

Line description This field should clearly describe what is being paid for This field may default from a purchase order. if necessary change the defaulted information so that a clear description is at the beginning of the field. This information is used to validate the type of payment. It is also used by OSC staff to review vendor payments for Federal 1099 reporting.

Account code Confirm that the account code is appropriate for the type of payment being made.

Payment Terms and discount The payment terms were discussed earlier. As an auditor, we will be looking at this field more closely to see if a discount can be taken. With our State being in the economic crisis that it is in we should take advantage of all discount opportunities.

Vendor Location, Address, and Payment Method Verify the correct payee name and address has been used. This is very important to review for vendors with multiple locations and/or addresses. This determines the payee name, the payment method and where the payment will be sent. As you are aware, vendors with multiple addresses could have alternate payee names. The payee name that appears here should match your vendor invoice. While most vendors only have one payment method it is important to verify the payment method for vendors that receive different types of payment, wires and checks for example.Payment message We discussed the payment message earlier, this is where you will see it. As you saw earlier, the payment message is printed on the remittance advice along with agency contact information.

The Office of the State Comptroller (OSC), accounts payable division, reports certain income to the Internal Revenue Service (IRS) and issues 1099 forms to vendors based on federal reporting regulations. OSC issues 1099 forms as required for all payments made to vendors in the STATE Set ID.OSC currently issues approximately 5000 1099 MISC, 150 1099 S, and 300 1099G forms. To date no 1099 INTs have been issued, but the procedures are established for use when needed.

Withholding is determined by what you are paying the vendor for and the vendors Business entity. At every step in the process you should verify that it is accurate for the payment being made. To determine the correct withholding see the job aid Determining Withholding on the Core Ct website. Fin User>Accts Pay>AP job Aids>Determining Withholding. Withholding is set up on the vendor and flows to the PO and then to the voucher. The withholding link can be viewed on the vendor summary page.

You can view this page by selecting the Location page & click the 1099 hyperlink. If Withholding is yes this is what you will see. This vendor has only one Class set up. If a vendor is set up for multiple Classes the default class will carry through to the PO and to the voucher. If you need additional training on Withholding, please contact your training liaison to place you on the waiting list for the withholding lab. For questions regarding withholding contact me via email at [email protected].

Prior to creating a PO, be aware of what type of vendor you are purchasing from and know if the line item should be withholding applicable. On the PO, click on the line details icon to view the Withholding information. The description should be clear as to what you are purchasing. A copied PO will contain the withholding status of the original PO. If withholding status was changed on the vendor it will not be reflected on the new PO.

On the PO Line Details verify that the withholding field is checked for a withholding. The Withholding Code box must be blank at all times. If the invoice line is for a commodity the withholding box can be unchecked so it will flow to the voucher as non-withholding.

If the vendor is a Withholding Vendor, the Withholding hyperlink will be available on the Invoice Information Page of the Voucher. If the vendor is not a Withholding Vendor the hyperlink will not appear. Account Code and Description should coincide. OSC reviews the withholding class based on the account code and the description to help determine the withholding of an invoice line.

Clicking the Hyperlink on the Identifying tab on the voucher brings you to this screen. Verify that the Class, Entity, and type are correct. Also verify that the Withholding Applicable checkbox and the Applicable checkbox are checked for a withholding payment. If the line was for a non-withholding payment, then both the withholding applicable and the applicable boxes should be unchecked and all fields made blank.This vendor is setup with multiple classes with only one default. The default jurisdiction that is checked will flow from the PO to the voucher or from the vendor to the voucher for non PO vouchers.

By selecting the withholding hyperlink the withholding on the voucher can be viewed. In this example the payment is for a service and should be class 07.

As you can see the withholding on this voucher is setup as class 01 for rent. The class needs to be changed to a service, class 07. Enter class 07 in the class box. You can also select the magnify glass to see if the class is setup for the vendor and choose the proper class. If the vendor is not setup for a class that you need and you change the class anyway your payment will not go through. Contact the vendor file to update any information for the vendor. This is another example of Vendor Withholding Set up.A Corporation, LLC Corporation, and Nonprofit that would typically not be withholding for a 1099 MISC could receive a 1099 G. In this type of case the vendor would be setup as withholding but would not have a default. This will prevent in any over reporting on the 1099G Form. Only certain agencies need to add the withholding class G. Our area can work closely with those agencies in making sure the withholding is setup correctly on the voucher.The withholding hyperlink will appear on vendors that are setup for withholding. Agencies may click on the hyperlink to view and verify the withholding on the voucher. When a vendor is setup as withholding, but with no default the Withholding Applicable box is checked with no other information filled out. If the line for the voucher should be non withholding the voucher processor would uncheck the box. If the line on the voucher should be withholding the voucher processor would fill out the Entity, Type, Jurisdiction, Class and check the Applicable box.NOTE: Agencies who build vouchers through the XML Interface functionality for a vendor where there is no Default Jurisdiction, will build those vouchers in Recycle Entry Status. Core Production Support informs you that those vouchers must be manually updated and resaved without the Withholding Applicable box checked.

This warning comes if the withholding applicable is checked but the withholding information is not provided. Pressing cancel lets you go back and change the withholding manually. Pressing OK will let the system uncheck the Withholding Applicable box making the voucher non-withholding. The Accounts Payable Division would like for you to encourage your vendors to participate in our ACH/EFT program. The program offers a lot of benefits which are both convenient and cost efficient. It saves time and money; no printing and no postage. This program will allow your vendors to receive their payments faster and securely with out the mail delay.

There is no handling of checks so this process will reduce the need for check tracers, cancellations and re-issue for payments that are lost in the mail.

Enrolling in the program is as quick and easy as downloading the forms from a computer. You, the agency, dont need to take any action other than promoting the program to your vendors. The entire set up is handled between OSC/APD and the vnedor. Once your vendor is enrolled in the ACH/EFT program they will receive the remittance advice electronically detailing their payments. The vendor will receive an email with the ACH remittance advice in excel format. In order to participate in the program an email address must be provided. The ACH remittance advice spreadsheet can be sent to multiple email recipients specified by the vendor (as many different email addresses as they want).

The day before a payment is deposited into the vendors bank account they will receive an email with an excel attachment listing all the information that is currently on the check remittance advice and more. That would include the payment reference number, payment date, payment amount, invoice id, invoice date, invoice amount, business unit, voucher id, payee name, agency contact telephone number, vendor id and a message from the agency if one is provided.

If the vendor receives multiple payments from different agencies on the same day, they will receive one excel spreadsheet listing the above information for each business unit.

If your vendor receives multiple payments throughout the year or a large dollar amount payment, the ACH/EFT program will be the right choice. Have your vendor visit our website at www.osc.state.ct.us to obtain the instructions and the forms to participate in the program.

Since the electronic remittance advice gives the vendors the separate business units and payment information, there is no need for the vendor setup to have separate payment checked. We have removed the separate payment box from all ACH/EFT vendors, with a few exceptions.

If you have any questions regarding the ACH/EFT program, please contact Lisa Simpson (860) 702-3411 or Yvonne Pierzchalski (860) 702-3581 or email us at [email protected] Since the implementation of Core-CT a feature known as Vendor Self Serve has been licensed to OSC. This feature allows vendors to access Core-CT through an Internet portal. Security measures restrict the vendor to log on with a User ID and password and view address, invoice and payment information. The User ID/ password restricts the vendor to viewing only their organizations information. Vendors will be solely responsible to determine which employees will be permitted access to Vendor Self Serve.

Addresses - Vendors can view addresses, including alternate payee names, e-mail addresses, effective dates of current addresses, the date a new address will take effect, and phone numbers.

Invoices Many options are available to the vendor including by invoice number, a range of numbers, exact invoice date, a range of dates, or by invoice amount. More examples of invoice information appear in the upcoming slides.

Payments Vendors can also access payment information by payment reference number, date, and a range of dates.

The Comptrollers Accounts Payable Division will administer the Vendor Self Serve feature including security and a Help Desk.

Vendor Self Serve will allow vendors to manage and observe various types of information pertaining to their agency accounts. Doing so will reduce or eliminate calls to agency and OSC personnel. As you know, vendors have various reasons for obtaining information. It may be to check on outstanding invoices, confirm payment information, or reconcile their accounts receivable. The vendors will no longer need to call agencies, track down the proper contact person, or wait for return phone calls and e-mails from agency personnel. Vendors may obtain this information at times that are convenient to them. They will have Core-CT access during the same time periods as agency users Monday through Friday from 6:00 a.m. through 7:00 p.m. and Saturday 9:00 to 4:00.We will be implementing a pilot program to test the functionality of Vendor Self Serve. The purpose of the pilot program is to determine what works and what doesnt. It will function as a tool to aid us in understanding any problems with the current design and serve to build the program beyond the pilot phase. The vendors questions asked during the pilot program and answers provided will help us in creating an FAQ section on the OSC website.

Our pilot is planned with four vendors Suburban Stationers, a large vendor used by most State agencies. This vendor receives a very large volume of mostly small dollar payments; W.W. Grainger, a vendor used by fewer agencies, but used on a frequent basis. Grainger is a vendor that often issues many credit memoranda to their customers; the Community Renewal Team a non-profit vendor receiving grants in rather large dollar amounts; and the Town of West Hartford one of the largest municipalities receiving ACH payments. As you can see these four vendors all have different unique characteristics a requirement for successfully developing a new program.Access to Vendor Self Serve will be through a hidden link from the OSC web site directing the vendor to the Core-CT Vendor Self Serve portal. Another link will allow vendors to access the User Productivity Kit (UPK). Here, vendors can access information about Vendor Self Serve and obtain detailed training material including step by step instructions. This feature will become extremely useful as we expand beyond the pilot program and train new Vendor Self Serve vendors exclusively through the UPK.

Other available information will include State agency contact listings for accounts payable and purchasing personnel. The listings are routinely updated by APD with address, phone, fax and e-mail information. The questions and answers directed to/from our Help desk will serve to build and maintain the FAQ section. Vendors will be able to access information by searching for the desired criteria. In this example we are viewing the Invoice Listing for Suburban Stationers. We believe the search by invoice number will be the most common type of search as vendors tend to track their payments using their invoice number. It should be pointed out that this is yet another reason why agencies must not combine invoices. Doing so will confuse the vendor or lead the vendor to believe that an invoice is not entered. The vendor may also select a range of numbers, a date, or date range.

In this example the vendor is able to see the listing of his invoice numbers, invoice dates, gross amount, the approval status, scheduled pay date, business unit, voucher number and the payment status. Other invoice categories include description, quantity, unit price information, discount, payment method, bank information, PO number, PO date and receiving information.OSC is developing our training material for this program using (UPK ). This training will be made available directly to vendors so that they will not have to be trained in person. To learn more about it see the Core-CT Home Page.The Serial Number enables you to identify assets with or without Asset Tags. Serial numbers should be recorded to support the Inventory Asset Tag number. The use of serial numbers in lieu of tags is not recommended by Office of the State Comptroller, but in certain instances may be reasonable and is not specifically disallowed.

Source (State Property Control Manual)

The serial number is a 20 CHARACTER ALPHA/NUMERIC field. It is not a requirement and Basic Add will allow the same serial number on multiple assets. The Physical Inventory process however, will not allow assets that have the same serial number, to be processed. Duplicate serial numbers (the same serial number on different assets), need to be monitored and updated where needed.

We have reduced (through a cooperative agency effort) many of the duplicate serial numbers. Many more still exist and constant monitoring is essential in order to fully minimize the duplicates. Documenting Serial ID standards and increasing attention should help to ensure a more accurate Asset Management database.

Never use common words or phrases that end up being recognized as duplicates. For example, DO NOT enter none, when there is not an actual Serial ID. Instead leave the field blank.Duplicate serial numbers can be corrected directly in Basic Add. There is no longer a serial id history maintained. All changes will be immediately reflected in the database.The possibility does exist for actual legitimate duplicate serial numbers. It would be very unusual for one manufacturer to assign the same serial number to two different pieces of equipment. In the event that there are two different manufacturers with the same serial numbers, it is essential that the serial numbers be differentiated.You can differentiate between the serial numbers by adding a suffix to the end of one serial id. Core-CT is recommending that the first letter of the manufacturers name be used as the suffix. This update can be done in Basic Add and the database reflected immediately.There are many fields in Core-CT Asset Management that are extracted to conduct Physical Inventory. Data that contains Quotes, both single and/or double, will cause data upload issues.These are the three main fields that need to be reviewed. These fields can be populated through PO Integration, but can still be updated in Asset Management.The new public Query (CT_CORE_FN_AM_DESCR_SYMBL_AUDT), displays all of a Business Unit's assets that have a quotes symbol in the description.

In this example. Asset ID #5000002544 is showing that it has a Quote Symbol after the 52 in the description of the television.Here is an example of an existing asset that is using a double quote to signify inches. This character can be deleted right in Basic Add.Asset reporting and depreciation can be directly impacted by incorrect Asset Categories and/or Profile IDs. All existing Profile IDs have an established Asset Category default.

When incomplete Profile ID changes and/or Recategorizations are done, it can result in mismatched Category and Profiles.Here is an example of the defaulted Profile ID/ Category relationship. Notice that the Profile ID for 1EQUIPMENT should always be EQUIP.The public EPM Query (CT_CORE_FN_AM_CAT_PRFILE_AUDIT), displays all of a Business Unit's assets that have a mismatched Profile ID and Category.

In this example, Asset ID #002603 is showing that it has a Profile ID of 1EQUIPMENT and a mismatched Category of CNTRL.

If we navigate to the Review Cost component, we notice that this particular asset (with a cost of $4,440.00) is being categorized as a Controllable Asset. Based on this Category, this asset will not be included on the CO59 reporting queries.

This would result in an understatement of Capitalized assets and an overstatement of Controllable assets.If for the same asset, we navigate to the Basic Add component, we can verify and update the Profile ID and Depreciation Attributes. The Profile ID can be changed here, but this change will not result in any corresponding change to the Category. In order to verify and update the Depreciation Attributes, we can use the Book Page hyperlink.Once we select the Book Page hyperlink, we will be able to see and modify the Depreciation Attribute information. Notice in this case that although the Profile ID is 1EQUIPMENT, the Depreciation status is still left as Non Depreciable.

This information can be updated and saved.In order to change the Category of an existing asset, we need to navigate to Cost/Adjust Transfer where a Recategorize can be performed. Remember that Recategorizing will NOT result in any Profile ID updatesOnce the Edit Cost Information is displayed, the Category can be easily updated.About a year ago, OSC/Core-CT chaired a focus group discussion with ten of the largest scanner agencies. This discussion resulted in a review of the Blind Scan process, and a consensus that it was outdated and inefficient, and time consuming.

Based on this feedback, the scanner software has been recently updated (from version 2.1 to 3.0). Two weeks ago Core-CT conducted several sessions to introduce the new software, and deploy the latest version to existing scanners.

Additionally, Core-CT has established Physical Inventory Help (one on one) Labs during the month of March. These sessions are designed for hands on help with processing of either manual or scanner physical inventories.Benefits of the new scanner software.These are some of the more important changes in processes with the new scanner software.The new Physical Inventory process can be started effective Thursday February 25, 2010. It is important to note that all new PI Processes should be initiated at this time.Manual Physical Inventory agencies that utilize the Manual Physical Inventory Upload Tool can no longer clear the contents of a column on the spreadsheet. Any change made to the spreadsheet, will result in a corresponding transaction in Core-CT.

For example, making a Description change from Laptop to Computer Laptop (on the spreadsheet), will result in the Description being updated in Basic Add. Additionally, deleting the word Laptop on the spreadsheet will result in the Description being Blanked Out in Basic Add.When you contact the helpdesk to create the new payment term please include the following information what the payment term is .07%/10/net45

The Core-CT system was configured for the Open Item checkbox and the Corporate Contract checkbox to default pre-checked it is the Contract Creators responsibility to uncheck these checkboxes prior to saving the contract.Please review the Job Aid: Creating Contracts, Purchase Orders, and e-Pro Requisitions in Core-CT http://www.core-ct.state.ct.us/user/finjobaids/docs/cntrcts_pos_reqs.docHere is an example of a contract being changed. It originally was not an Allow Open Item Reference Contract. It was a line item reference with purchase orders being created and some vouchered then changed to an Allow Open Item Reference.How can we tell that this is the case There are funds on the Total Line Released Amount There are funds on the Open Item Amount Released. The Remaining Amount is a negative A line is created when you have Allow Open Item Reference checked you should not have a line createdIf you have an Allow Open Item Reference contract you should not have a line and you should not have funds on the Total Line Released Amount.

For the same contract if you click on the line you can see the Total Line Released Amount and again with an Allow for Open Item Reference you shouldnt have a line or funds released to it.

Here is another example but this was an Allow Open Item Reference then unchecked to make it a line item reference, again how I do I know this.There are funds on the Open Item Amount Released which means it was an Open Item Reference Contract at some point. The Remaining Amount is in the negative There is a line created which probably wasnt created initially but added after the Allow Open Item Reference was unchecked since there are also funds in the Total Line Released Amount. Here is an Allow Open Item Reference Contract that has not been changed and how do I know this?Total Line Released Amount doesnt have any funds expended No line createdNo negative amounts

Transactions have doubled since 2007 (110,000)

Users should work with their Business Offices to set up SpeedType ChartField values. The ChartField information will automatically fill-in when a SpeedType Key is selected based on the data entered when the SpeedType was set up. As a reminder, the budget reference field will need to be updated on a yearly basis at the beginning of a new fiscal year.Develop a smart naming convention that has meaning to your agency when naming your speed types.Reminder to all Material Stock Request Approvers to please verify the Location and ChartField information.

Location Codes (Ship To) should only be numeric. Verify that the ChartField information is correct. If it is not then the MSR Creator should be notified to make the appropriate change(s). Once the changes are made and the transaction is saved the order can go back for approval.

The Negative Balance Report identifies items that have a negative value. Negative quantities can occur at the Business Unit level or the Storage Location level. The Manual Replenishment Report identifies items that need to be re-ordered based on min/max levels and order demand. The report has been customized to also display contract information along with outstanding demand and supply.Follow the directions and fill in the required columns on the spreadsheet. All requests will be verified and approved by the Contract Specialist in order to be loaded. Remember that once an item is added to the catalog that it still must be added to the users Inventory Business Unit before it can be transacted within the module.

The UPK exercises for Inventory are broken down into sections: Cost Accounting, Fulfill Stock Orders, Physical Inventory Count, Putaway Stock, Manage Inventory. Each section has a number of topics under them that can be viewed or performed.Also, for DOT MSR creators there is a streaming video presentation on the Core-CT and DOTs web-site to take them through the creation process.

The ITD-10 is used for purchasing IT items that are already on contracts or master agreements. The ITD-BID is used to initiate an IT Bid or RFP. THE DAS-BID is used to initiate Bids or RFPs for commodities other than IT. These are the workflows within DOIT for the ITD-10 and ITD-Bid. The ITD-10 is routed to DOIT after the Agency Budget approval. The end result for the ITD-10 will be a purchase order. The ITD-BID is routed to DOIT after the Agency Purchasing approval. The end result for the ITD-Bid is a contract.This is the workflow for the DAS-BID. The request is routed to DAS after the Agency Purchasing Approval. Team Leaders assign bids to Contract Specialist by ad hocking them into the workflow. The end result for the DAS-Bid is a contract. 1. The Worklist Filters must be set to Approval Routing to view only requisitions in your worklist. 2. The first 25 requisitions will show up in your worklist automatically. If you click on the View All link you will be able to access the first 100 requisitions. If you have over 100 transactions you must click to the next page. Click on the Requisition Link to open and view the requisition details.Customizing your worklist is not recommended. The worklist headings that are underlined can be clicked on to sort the requisitions. Ctrl F on the keyboard displays a search box. Enter your requisition ID or other search criteria and click on Find Next. The search criteria will be highlighted when matched.

To view an attachment click on the comments bubble.

Then Click on the View button.If the attachment wont open, hold down the Ctrl key & click on the attachment again.Good Tips and Tricks to help with attachments and Excel downloads on the Core-CT Website at: http://www.core-ct.state.ct.us/epm/docs/dwnldng_excel.doc

DOIT -Since the statewide implementation June 2008.DAS Since the statewide implementation August 2009.Also please review the UPK documents on the Core-CT website regarding the Core-10.UPK Topics for ePro.

Supply Chain & Financials

Documents

Transcript of Supply Chain & Financials