CORE Financials - News

Core Phase II information

Key Documents

Accounts Payable

• Accounts Payable 8.9 - Finalizing Vouchers (.doc, 2 pp, 31.5 KB)
• Accounts Payable/General Ledger Queries (.pdf, 2 pp, 58.1 KB)
• Accounts Payable/General Ledger Quick Tips
• Financial Reports
• Revised Print Voucher Report (.pdf, 4 pp, 66.6 KB)
• Instruction on Payment of Miscellaneous Payroll Withholding Claims

General Ledger

• Business Process and Best Practices for the Financial Reimbursement for Educational Expenses Act of 2007, HB 1114, (.pdf, 14 pp, 793 KB)
• Financial Reports
• Instructions from State Comptroller (HB 1114)

Purchasing/Procurement

• Alpha Items (.xls, 422 KB)
• Correcting an Amount Only Purchase Order (.pdf, 7 pp, 190 KB)
• Create a Release from a Statewide Contract (.pdf, 17 pp, 1.28 MB)
• Dispatch Purchase Orders by Batch (.pdf, 10 pp, 296 KB)
• Financial Reports
• Negative Number Assigned to an Unsigned Field (.doc, 1 p, 194 KB)
• Purchase Order/Requisition - Closing Instructions to be used in conjunction with COR131 PO Closing Manual (.pdf, 14 pp, 408 KB)
• Purchase Order Change Order History Report (.doc, 9 pp, 380 KB)
• Purchasing Quick Tip for Creating TBD Distribution Lines: PDF Version (.pdf, 7 pp, 316 KB) | Word Version (.doc, 7 pp, 392 KB)
• Outstanding Encumbrance Report with Project Data (.doc, 6 pp, 446 KB)
• Vendor Registration Screen Shots (.ppt, 30 slides, 20.8 MB) 

Purchasing How To

• Cancel PO's, Requisitions, RFQ's (.doc, 8 pp, 283 KB - Issued: Oct. 27, 2011)
• Purchase Order Change Orders (.doc, 19 pp, 987 KB - Issued: Nov. 1, 2011)

Financials Messages

2009 Messages

Instruction on Payment of Miscellaneous Payroll Withholding Claims

Miscellaneous withholding claims will be paid using a regular voucher (15A claim form). The required fields for these payments are Business Unit, Account, Fund, Class and Budget Reference. The department field should be left blank. The following crosswalk defines which Account is to be used in relation to the current FAAC code.

Miscellaneous withholdings are currently paid from the 99x fund. The agencies use the following account (FAAC) lines.

• 000094 US Savings Bonds
• 000096 Other Insurance
• 000097 Other Retirement
• 000190 Credit Union
• 000191 Miscellaneous, includes Garnishments and Tax Levies
• 000194 Teachers’ and Full-time Education Field Employees’ Tax Sheltered Annuity
• 00443 Other Plan Cafeteria
• 000445 Other Retirement Tax Deferred

The payments will use the following Account numbers:

• 633100 W/H - Savings Bonds
• 633110 W/H - Other Insurance-2% fee
• 633115 W/H - Other Insurance-No Fee
• 633120 W/H - Other Retirement-1% fee
• 633125 W/H - Other Retirement-No Fee
• 633130 W/H - Credit Union
• 633140 W/H - Ed Empl. Tax Sheltered Annuity
• 633150 W/H - Other Cafeteria
• 633160 W/H - 457 Tax Def. Retirement
• 633170 W/H - 403b Tax Def. Retirement
• 633180 W/H - 401k Tax Def. Retirement
• 633185 W/H  -401a Tax Def. Retirement
• 633190 W/H - Other (Garnish, Levies, etc.)

For example, in the ICS system, the payment of Credit Union withholdings is paid using OSF Form 14 and coded with the following:

• Fund – 993 Account – 000190 Object – 6311

In the CORE system, the claim is made using OSF Form 15A and coded with the following:

• Funding Class – 99300 Object Account – 633130 Budget Ref Yr – 04 

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2008 Messages

Item IDs

Effective Sept. 1, 2008, all item IDs that contain an alpha at the end will no longer be available for creating purchase orders (POs), requisitions (REQs) and contracts. Any of these Item IDs that are on current contracts will be unavailable the day after the contract ends.

Effective Oct. 1, 2008, the Department of Central Services (DCS) will inactivate all item IDs that contain an alpha at the end. To keep agencies from having issues with POs/REQs, the requisitions and purchase orders must be closed. Upon request a list of POs/REQs can be provided to the agency.

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Create a Release from a Statewide Contract (Added - May 15, 2008)

Due to the upgrade and the application of the maintenance packs a couple of issues have been resolved.

1. Users can now create contract releases directly from the purchase order (PO). See below for a copy of the preliminary procedures.
2. In PeopleSoft/Oracle Financial System version 8.4, when users canceled a PO line that was attached to the requisition and answered "No" to resourcing, the requisition was disconnected from the PO. This caused the pre-encumbrance report to reflect an encumbrance that did not exist. Users were asked to always answer "Yes" to this question. This issue has been fixed in 8.9. Users can now use both options. When canceling a line attached to requisition, note in the activity page which option you used. This will help with future trouble shooting issues.

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Miscellaneous Warrant Date Change (Added - Feb. 25, 2008)

After the 8.9 upgrade in November 2007, warrants processed through the daily pay cycle were dated for the date they were available for release, which was the next scheduled business day. This has caused a timing difference for the warrants created on the last day of the month and the ALLTRANS Warrant file extract. Effective Feb. 25, 2008, warrants will be dated the same day they are created. In order to transition to the current date, warrants created Feb. 22, 2008, were dated Saturday, Feb. 23, 2008. This will be important when running reports that prompt by payment date.

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2007 Messages

Finalizing Vouchers (Added - Oct. 18, 2007)

The Office of State Finance (OSF) recently identified a current business process that will not work after the upgrade to PeopleSoft/Oracle Financial System version 8.9, which is scheduled for implementation on Nov. 8, 2007.

The process that is changing is finalizing an accounts payable (AP) voucher in months after it is created. The system is designed to allow a user to finalize a voucher at the time it is created, but not months later. The designed process works very well when combined with proper use of quantities, schedules and receiving on purchase orders (POs). However, most agencies do not discover, until after a voucher is paid, that it was the final payment to be made against a particular PO or PO line, or that a certain voucher was not applied to the PO when it was paid. It is usually at that point that the final button is checked and the voucher is sent back through the budget-checking process. This applies the voucher properly to the PO and relieves the encumbrance.

After the financial system upgrade, the only AP vouchers that can successfully go back through budget-checking are those that were created in an open AP period. The OSF business process requires that each AP period is closed after 60 days. This means that only the current month and one previous month are open at any one time. Therefore, any vouchers created prior to Oct. 1, 2007, needing these types of corrections must be finalized and re-budget-checked prior to the system shutdown at 5 p.m. on Nov. 8, 2007. After that date, any vouchers that require finalizing that were created in October 2007, must be finalized prior to Dec. 1, 2007, and so on. Download detailed instructions (.doc, 2 pp, 31.5 KB)about this process.

As fiscal appropriations are lapsing at this same time, it is presumed that agencies would be performing these finalizations prior to Nov. 8 already as part of the close out procedures. However, if you are unable to complete your review and finalizations prior to this deadline, it will be necessary to file an OSF Help Desk case to determine how to resolve the particular voucher, PO or budget issue. Please call the OSF Help Desk at 866 521-2444 or (405) 521-2444 or send an or e-mail to HelpDesk@osf.ok.gov. Help Desk cases will be worked in the order received.

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New Deposits journal entry query in Financials (Added - Sept. 18, 2007)

A new deposits journal entry query is now available that includes the "Long Description" field from the journal entry header page.

The query name is OCP_0058_GL_WITH_DESCR. This is the same query that produces the deposits report (OCP_0058_GL) but includes the DESCR (Long Description) field.

The query prompts for the “From” and “To” Business Unit and “From” and “To” journal dates.

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Instructions for Summary of Receipts and Disbursements (Added - Sept. 14, 2007)

The Summary of Receipts and Disbursements Report has been changed to omit pages with no activity, and to break out onto separate pages the Agency Special Accounts. The instructions for running the report have changed.

• Summary of Receipts & Disb Report – OCP_0059_GL
• Path: General Ledger>General Reports>Summary of Receipts & Disb
• Run Control ID: Can use the same run control ID used in the past
• Input Parameters have not changed
• Click the "Run" button
• Verify that the proper values are set on the Process Scheduler Request page:
  • Server Name: "PSNT"
  • Type: "Web"
  • Format: "PDF"
• Click the "OK" button to submit the job

After the process has run to success, click on the Process Name hyperlink and select the last process listed to view the report. Finally, click the View Log/Trace hyperlink to the PDF file.

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Warrant Cancellations and Reissues (Added - June 21, 2007)
The Warrant Cancellation form (MWC form) has a column asking if the warrant should be replaced. If the warrant replacement does not require a change to the vendor ID on the Invoice Information page of the voucher, then the warrant can be replaced. Otherwise, the Office of State Finance (OSF) will cancel the warrant and the agency will need to re-enter the invoice. This will ensure that the correct payment information is maintained in the state’s accounts payable system and the correct encumbrances are liquidated.

Examples of when warrants can be replaced are as follows:

• The warrant was paid to the correct payee but to the incorrect location and address
• The warrant was paid to the correct payee but for the incorrect amount
• The warrant is paid to the incorrect payee but the multiple vendor ID #0000001104 is the vendor ID on the Invoice Information page of the voucher
• The warrant should have been assigned to a payee and the supporting documentation for the assignment was attached to the original voucher (needs to be noted on the MWC form)

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Vouchers Processed Against Purchase Orders (Added - June 14, 2007)

A new report has been developed for Purchasing, Accounts Payable and General Ledger users. The report, named "Vouchers Processed Against PO" will enable users to identify issues with vouchers posting incorrectly against a purchase order (POs).

Report Navigation: Purchasing > Purchasing Reports > Vouchers Processed Against PO

The purpose of the Voucher Processed Against PO report is to identify variances between voucher amounts that liquidate an encumbrance versus the voucher actual expended amount.

Listing of Required Report Parameters

• Business Unit Field - [Required]
• From and Through PO Date Field - [Required]
• PO Balance Field - [Required] – Must choose from one of the following:

- PO Balance = All
+ Includes all PO Distribution lines that have vouchers budget checked against them regardless of available balance.
 

- PO Balance = 0
+ Includes PO distribution where the PO Encumbrance = Vouchers Expended.
 

- PO Balance > 0
+ Includes PO distribution where the PO encumbrance is greater then Vouchers Expended. Variance between Vouchers Liquidated and Vouchers Expended should be Vouchers Finalized.
 

- PO Balance < 0
+ Includes PO distribution were the PO Balance for the Voucher

• Expended Column is negative
• Will help identify Vouchers processed as a direct expenditure
• Will help identify PO distribution lines that have been overspent
• Choose PSNT server to run report - [Required]

Key data elements of the report include the following:

• Encumbrance amount by PO Line/Schedule/Distribution number
• Voucher liquidating the encumbrance by PO Line/Schedule/Distribution number
• Voucher actual expended amount by PO Line/Schedule/Distribution number
• Variance between Voucher liquidating encumbrance amount and Voucher expended amount (Voucher Variance Column). A value will only appear if the value does not equal zero.

The POs listed on report will NOT meet either of the below qualifications

• Canceled or Closed
• Vouchers NOT processed against PO distribution line

The Report balances to the PO Activity Page and PO Accounting page:

• PO Activity Page will equal the Voucher Expended column
• PO Accounting Page will equal the Voucher Liquidated column

The report identifies variances between the PO Accounting and the PO Activity pages. For example, the voucher amount liquidated encumbrance versus actual voucher expended amount.

• The variance will be reported in the Voucher Variance column
• A negative number in the Voucher Variance column is from a voucher or part of a voucher being posted against the budget as a direct expenditure. This normally happens when there were not enough encumbrance dollars on the PO distribution line to cover the expenditure.
• A positive number in the Voucher Variance column is from a voucher being finalized.

If you have questions, please call the OSF Help Desk at 866 521-2444 or (405) 521-2444 or send an or e-mail to HelpDesk@osf.ok.gov.

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