Overview to Project Costing and Customer Contracts - Core-CT

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State of Connecticut
Project Costing and
Customer Contracts
1
Table of Contents
1.
PC/CA Overview
Page 3
2.
Creating a Project
Page 6
3.
Integration
Page 22
4.
Commitment Control
Page 35
5.
Custom Project Upload
Page 39
6.
eProcurement
Page 43
7.
Purchasing
Page 47
8.
Accounts Payable
Page 51
9.
Asset Management
Page 54
10.
General Ledger
Page 55
11.
HRMS
Page 59
12.
Allocations
Page 62
13.
Customer Contracts
Page 68
14.
Billing
Page 80
15.
Accounts Receivable
Page 86
16.
Additional Information
Page 90
2
Project Costing - PC

In Project Costing, a project is an identifier for cost collection and
for monitoring the progress and status for a product or service.

Detail Projects include Activities.

Activities are specific tasks associated to a Project where transactional
data gets recorded and monitored (i.e. contractual expenses, incidental
costs).

Summary Projects do not include Activities and are used for
grouping Detail Projects to identify project relationships for reporting
and tracking purposes.

Template Projects, which are created during an agency
implementation, are reusable to populate new Detail Projects with
preset standard information such as Project Type, Project Status
and Activities. Templates reduce redundant keyboard entry for
common project attributes.
3
Customer Contracts - CA

Customer Contracts represent an agreement between a state
agency and the customer that they are billing, which could be
another State agency, a Federal agency, or a third party.

Customer Contracts come in two classifications: Standard and
Government. The classification type determines the degree of
functionality available. The main difference between a
Government and a Standard classification is the Government
classification allows for the entry of awarded and funded
amounts, and Standard does not.
4
Security

Based on permission lists attached to roles and the requirements of
agencies, Core-CT created multiple roles to access specific pages
and functionality.

For a list of PC and CA roles and access, see the Role Handbook
for Financials: http://www.core-ct.state.ct.us/ > Agency Security
Liaison> Role Handbook for Financials

Core-CT utilizes Integration Broker - Application Messaging.
CT_WEB_SERVICES, a custom Permission List, was created to
include delivered and custom Service Operations entered on the
Web Services page. This Permission List is necessary to allow
transactions created by a user to get messaged to other applications
(i.e. FN to HR).
5
Project Costing: Creating a Project

With Project Costing, Core-CT allows users to set up new
Project IDs. These are available upon creation, unlike other
new Chartfield values which must be submitted centrally for
entry.

Core-CT has users create new Project IDs from templates to
eliminate the entry of redundant data and for ease of use.

Many of the project pages are optional.

To Add/Find an Existing Project navigate to: Project Costing>
Project Definitions> General Information
6
Create Detail Project
7
Create Detail Project


Agencies select predefined Project Templates to create Detail Projects.
The Start Date is used to trigger multiple effective dates within the new project.
8
General Information Page

The Description, Integration, Project Type, and Project
Status fields default from the Project Template.

The Description field default will need to be overwritten with
the title for the Project ID.

The Start Date defaults from the New Start Date field from
the Create Project From Template page.

The End Date is calculated based on the time-span on the
template.
9
General Information Page

Edits to the page are made by user to data defaulted from template.
10
Project Activities

This Activity defaulted from the template. Additional Activities may be added to the Project.

The Start Date defaulted from New Start Date field from the Create Project From Template page.
The End Date defaults from the calculated time span on the template.
11
Project Costing Definition

Page access given for Project Utilities and Enforce Team functionality.
12
Customization: Enforce Team Functionality

If Enforce Team is set to Do Not Enforce – Team Members associated to the
project are for reporting purposes only.

If Enforce Team is set to Project Team Only – Only the Team Members
associated to the project will be allowed to enter a combo code to this
project on their timesheet.

Effective dates are very important in Enforce Team functionality. For
specific information see the Team Member Functionality job aid:
http://www.core-ct.state.ct.us/ Financials User> Project Costing> Project
Costing Job Aids> Team Member Functionality

Combo codes are customized to allow Chartfield 1 to be an Activity for
Project Costing using agencies, as the Activity Chartfield is missing from the
combo build process.

Application Messaging was modified to allow for the Enforce Team Effective
Date and Team Scheduling dates to be captured in Human Resources.
13
Project Team - Team Detail

Enter Email and select Email Notify for Status Change to have employee receive
notification.
14
Project Team

Core-CT does not recommend attaching Employees to a Template.
The ability to delete team members on the detail project has been
removed so that prior period payroll adjustments are not compromised.
Team members can be inactivated through the use of the End Date.

Once a detail project is created from a Template an employee can be
added by entering their Employee ID.

Email notification for Status Changes (requires set up in the Project
Type Status Path configuration), Email ID, and Email Notify for Status
Change checked.

A Project Role is required. If Project Manager is selected as the role,
that employee will display on the Manager page.
15
Manager


The Team Member with the Project Manager checked displays on the Manager page.
There can be only one Project Manager on a project at any given time. Based on the
data below a new Manager can be assigned as of 07/01/2099.
16
Location

Location page is optional. Location Codes are configured as required by agencies.
Users can enter or select a Location Code and upon Save, the Address information
will default. Location is for reporting purposes only.
17
User Fields

The User Fields page is optional. User Fields are free form fields. Each agency can
come up with their own mapping for what each field represents. User Fields are for
reporting purposes only.
18
Rates

In Core-CT, a Project ID gets attached to a Customer Contract along with a Rate Set
or Rate Plan. The Rates page is a view of that association. In this example, the
project has not been attached to a Customer Contract.
19
Rates

An example of the Rates page where a Project has an associated Customer
Contract.
20
Asset Integration Rules

Asset Integration Rules are required if an Agency is integrating the costs of a Project
to an Asset. This is used for infrastructure-type assets, e.g., a Project is the
construction of a new building that when completed will need to be captured in the
Asset Management module.
21
Integration

The following slide shows Project Costing (PC) and Customer
Contracts (CA) integration with other Core-CT modules.

Since PC and CA are integrated with other modules, errors in
coding or amounts need to be corrected in the source modules
(where possible) to correct the data for consistency/reconciliation
throughout Core-CT.

The PROJ_RESOURCE table pulls in approximately 150 fields of
detail from other modules. The transaction specifies which fields
get populated.
22
PO
KK
Epro
PC_KK_TO_PC
PC_PO_TO_PC
BD1
REQ
RRV
PC_PO_TO_PC
PC_POADJUST
COM
CRV
CCA
AP
PC_AP_TO_PC
ACT
CRV
GL
Allocations
ADD
FRG
Project Costing
Custom
Project
Upload
BLD IKB
EST IKE
HSB OST
HSE
PROJECT_SYNC
PC_SUM_RFSH
PROJ_ACTIVITY_SYNC
CTPCRPO (custom) PROJECT_STATUS_SYNC
PROJECT_TEAM_SYNC
CT_PROJ_ENFORCE_SYNC
PC_INTFEDIT
ADM ICF
BEN ICS
IKE
FS_ALLC
AM
PC_EXPRESS_AM
Contracts
AR
Custom
REV
BIL
OLT
Custom PC
payroll file
PC_PRICING
CA_BI_INTFC
CA_LIMITS
PSA_ACCTGGL
CA_LOAD_UPD
PC_AR_TO_PC
CTARB272
PC_TL_TO_PC
ACTUAL_TIME_
BATCH_ADD
GL
PC_GL_TO_PC
FS_JGEN
APC
GLE
GLR
HSC
MSA
PAY
IN
BI
BIPCC000
PC_BI_TO_PC
BAJ
BLD
TL
Payroll
Blue: Analysis Type
Green: Batch process
Purple: Application messages
23
Integration Broker Application
Messaging

Integration Broker is a middleware technology that performs
asynchronous and synchronous messaging among internal
systems. These processes include defining services and service
operations, messages, queues, nodes, routings, and
transformations.

Services are used to logically group a set of service operations.

Service operations contain the processing logic for an integration
and determine how the integration is to be processed
(synchronously or asynchronously).

Messages provide the description of the data being sent, including
fields and field lengths. Messages need to be set up exactly the
same in HR as they are in FN.
24
Integration Broker Application Messaging

Queues are used to queue service operations for processing.

Node definitions define the locations to or from which messages can be
routed.

Routings specify the direction of the integration (inbound or outbound).

Core-CT uses both single sync and full sync functionality. For instance,
PROJECT_SYNC messages Project Record data to HR upon create/save
of a project by the user. PROJECT_FULLSYNC is run centrally and
truncates the HR PROJECT record and messages the entire FN PROJECT
record data.

Some security set up is required to allow users to Message data.
25
Application Messages used by Core-CT
Project Costing
ACTUAL_TIME_BATCH_ADD
HR to FN
BUS_UNIT_PC_SYNC
FN to HR
CT_PROJ_ENFORCE_FULLSYNC
FN to HR Custom
CT_PROJ_ENFORCE_SYNC
FN to HR Custom
PERSON_BASIC_SYNC
HR to FN
PROJECT_ACTIVITY_FULLSYNC
FN to HR
PROJECT_ACTIVITY_SYNC
FN to HR
PROJECT_FULLSYNC
FN to HR
PROJECT_STATUS_DEFN_SYNC
FN to HR
PROJECT_STATUS_FULLSYNC
FN to HR
PROJECT_STATUS_SYNC
FN to HR
PROJECT_SYNC
FN to HR
PROJECT_TEAM_FULLSYNC
FN to HR
PROJECT_TEAM_SYNC
FN to HR
RESOURCE_CAT_SYNC
FN to HR
RESOURCE_SUB_CAT_SYNC
FN to HR
RESOURCE_TYPE_SYNC
FN to HR
26
Message


Setup for PROJECT_SYNC
Includes Version and Message Type
The expanded record on the message displays the fields set up to sync over to HR.
The checks represent the fields that will be sent.
27
Service Operation
Setup for PROJECT_SYNC

General tab includes: Operation Type,
Version, Status and Queue Name

Routings tab includes: Sender Node,
Receiver Node, Direction and Status
28
Queue
Setup for PROJECTS_SETUP

This queue holds all of the Project related application messages
.
29
Commonly Used Analysis Types


Analysis Types identify different types of transactions, such as budget amounts,
actual costs, and billed costs.
Navigation: Set Up Financials/Supply Chain> Product Related> Project Costing>
Transaction Options> Analysis Types
Analysis Type
Description
Use
ACT
Actuals
Accounts Payable Voucher
BAJ
Billing Adjustment
Billing Invoice
BD1
Total Cost Budget
Commitment Control Budget Journal
BIL
Billable Amount
CA-Billable row created via pricing
BLD
Billed Amount
Billable to Billed row via finalization
CCA
Commitment Adjustment
Purchasing-Balance on closed PO
COM
Commitment Including PO & Sub Contract
Purchasing-PO Encumbrance
CRV
Commitment Reversal
Purchasing-PO Encumbrance reversal
FRG
Fringe Allocation
Allocations-Reallocate Fringe
GLE
General Ledger Expense
General Ledger Adjustment (5% Acct)
GLR
General Ledger Revenue
General Ledger Adjustment (4% Acct)
IKE
In Kind Expenses
Capture Shared Expense
OLT
Over Limit
CA-Billable row exceeds Contract limit
PAY
Time & Labor Actual
Payroll-Earnings & Fringe expenditure
REQ
Requisitions
E Pro-Requisitions
REV
Revenue
AR–Applied Payments
RRV
Requisition Reversals
E Pro-Requisition Reversal
30
Analysis Groups

Analysis Groups are used to group analysis types and define
the relationships among them in order to analyze project
costs. For example, they can be used to calculate the total
budgeted cost of a project in relation to the total actual costs.

Analysis Groups are key configuration items used for reporting
and batch processing.

It is important to understand the sign (+ or -) of the amounts
that are populated on PROJ_RESOURCE to know and
understand how to set up multipliers on an Analysis Group.

Navigation: Set Up Financials/Supply Chain> Product
Related> Project Costing>Transaction Options> Analysis
Groups
31
Analysis Groups



This example demonstrates how the Analysis Group CTENC (Encumbrance) is determined.
The Analysis Type COM (PO Encumbrance) minus the Analysis Type CRV (Commitment
Reversal or Voucher payment) minus the Analysis Type CCA (Commitment Adjustments or
PO Closed balance of Commitment) equals the Encumbrance (Analysis Group CTENC).
A PO is created for $100; a voucher is created from the PO Receipt for $75; later the PO is
closed. COM= $100, ACT= $75, CRV= $75, CCA= $25. Based on the CTENC Analysis
Group Multipliers the encumbrance balance is:
minus $25 (CCA) plus $100 (COM) minus $75 (CRV) = $0
*** Note the Analysis Group Options: Perform Multiplication
32
Using Analysis Groups in Reporting

The Core-CT created report Project Data by Analysis Group allows the user to report
on up to six analysis groups, any chartfield, and different date ranges for projects.

Navigation: Project Costing> Core-CT Reports> Project Data by Analysis Group
33
Project Costing Global
Requirements for Integration
All transactional data from feeder systems (Budgets,
Requisitions, Purchase Orders, Vouchers, Journals, Timesheets
and Payroll) must have the proper Project Costing chartfield
coding for the data to flow into the Project Costing module.
PC Business Unit
 Project ID
 Activity ID

34
Commitment Control - KK

Project Costing has three budget structures:
• PC1 – Project level budget
• PC2 – Project, Fund, and Special Identification Code (SID) level budget
• PC3 – Project, Activity, Fund, and SID level budget

Budget journals for Project Costing are posted using the KK_PC3 ledger
group. Commitment Control creates entries for the Parent budgets, PC1
and PC2, from the PC3 entry. Each level can have its own Budget Control
Option.

Users post their own agency level budgets. The Office of the State
Comptroller (OSC) posts the legal level budgets. There are no system ties
between the legal and agency level budgets.

The financial transaction will be passed to the Project Costing module with
the Analysis Type of BD1 (Total Cost Budget).

To Add/Find an Existing Budget Journal navigate to: Commitment Control>
Budget Journals> Enter Budget Journals
35
Budget Journal Header

Budget journals for Project Costing are posted using the KK_PC3 ledger group.
36
Budget Journal Lines
**** Note: This budget journal has been coded to include PC Business Unit, Project ID
and Activity; prerequisites for inclusion in the Project Costing Module.
37
Budget Journal Lines

Once the Project Budget is posted in Commitment Control, a nightly batch process
will run the interface from Commitment Control to Project Costing PC_KK_TO_PC).
This process will create the budget transactions (BD1) on the PROJ_RESOURCE
table.
38
Custom Project Upload

The Custom Project Upload tool is an Excel template designed
to add data that does not get posted to the General Ledger but
is available in PROJ_RESOURCE for reporting (i.e., the
analysis type EST - estimated budgets).

Core-CT created a custom analysis group of UPALL under each
agency’s SETID. Only the analysis types within that group are
allowed to be used with this tool.

Agency users load the Excel files to staging tables.
39
PC Upload Tool
Main page
40
PC Upload Tool
Details


Chartfield validations are built into the load process so that erroneous data cannot
get loaded
This data gets loaded to the INTFC_PROJ_RES staging table.
41
PC Upload Tool

Once the data is in the staging table; a 10am, 12pm, 2pm and overnight batch
process will run the interface to load data to Project Costing (PC_INTFEDIT). This
process will create the transactions on the PROJ_RESOURCE table.
42
eProcurement - Requisitions
 Requisitions are used by most agencies when ordering
commodities through the Catalog, or as an internal business
practice for that agency.
 The requisition, once budget checked, reduces the available
budget in the form of a pre-encumbrance.
 The financial transaction will be passed to the Project Costing
module with the Analysis Type of REQ.
 To Add a Requisition navigate to: eProcurement> Create
Requisitions
 To Find an existing requisition navigate to: eProcurement>
Manage Requisitions
43
Requisition Line Details

All requisitions source to Purchase Orders. This screen shot displays the Manage
Requisitions page after the requisition has sourced to a Purchase Order.
44
Requisition Schedule & Distribution
**** Note: This requisition has been coded to include PC Business Unit, Project ID and
Activity; prerequisites for inclusion in the Project Costing Module.
45
PC_PO_TO_PC

Once the Requisition is approved and budget checked valid, a nightly batch process
will run the interface from Purchasing to Project Costing (PC_PO_TO_PC). This
process will create the pre-encumbrance transaction (REQ) on the
PROJ_RESOURCE table in the Project Costing module.
46
Purchasing - Purchase Orders
 POs are created to procure items and services.
 POs can be sourced from a requisition or created manually online.
 The PO, once budget checked, reduces the available budget in the
form of an encumbrance.
 The financial transaction will be passed to the Project Costing
module with the Analysis Type of COM - Commitment.
 Reversals: When a purchase order is sourced from a requisition, the
pre-encumbrance is reversed. The financial transaction will be
passed to the Project Costing module with the Analysis Type of RRV
– Requisition Reversal.
 To Add/Find an Existing Purchase Order navigate to: Purchasing>
Purchase Orders> Add/Update Pos
47
Purchase Order (PO) Header & Line
48
PO Distribution Line
**** Note: This purchase order has been coded to include the PC Business Unit, Project
ID and Activity; prerequisites for inclusion in the Project Costing Module.
49
PC_PO_TO_PC & PC_POADJUST

Once the PO is approved, budget checked valid, and dispatched, a nightly batch process will run
the interface from Purchasing to Project Costing (PC_PO_TO_PC). This process will create the
encumbrance transaction (COM) on the PROJ_RESOURCE table in the Project Costing module.

Subsequent to the PC_PO_TO_PC process, the PC_POADJUST process runs. This process will
create the pre-encumbrance reversal transaction (RRV) on the PROJ_RESOURCE table.
50
Accounts Payable - Vouchers

Vouchers are used to pay for items and services.

The Voucher, once budget checked, reduces the available budget in
the form of an expenditure.

The financial transaction will be passed to the Project Costing
module with the Analysis Type of ACT - Actuals.

Reversals: When a voucher is created from a PO, the encumbrance
will be reversed. The financial transaction will be passed to the
Project Costing module with the Analysis Type of CRV – Commitment
Reversal.

To Add/Find an Existing Voucher navigate to: Accounts Payable>
Vouchers> Add/Update> Regular Entry
51
Voucher Summary
****Note: This voucher has been coded to include the PC Business Unit, Project ID,
and Activity; prerequisites for inclusion in the Project Costing Module.
52
PC_AP_TO_PC


Once the Voucher is posted and budget checked valid, a nightly batch process will run the interface
from Accounts Payable to Project Costing (PC_AP_TO_PC). This process will create the
expenditure transaction (ACT) on the PROJ_RESOURCE table in the Project Costing module.
Subsequent to the PC_AP_TO_PC process, the PC_POADJUST process runs. This process will
create the encumbrance reversal transaction (CRV) on the PROJ_RESOURCE table.
53
Asset Management - AM

Projects are used to capture infrastructure costs which need to be
fed (once the project is completed) to the Asset Management (AM)
module.

The AM fields on PROJ_RESOURCE are updated with the Asset
ID and the Profile ID for all qualified transactions.

Detailed information on the asset process can be found at the
Core-CT web site:

http://www.core-ct.state.ct.us

Navigation: Financials User> Project Costing> Creating Assets
From Project Costing
54
General Ledger - GL

Core-CT captures expenditures and expenditure/revenue corrections
through General Ledger (GL) Journals. Journals are used to record
transactional data in the General Ledger.

GLE (General Ledger Expenditure) and GLR (General Ledger
Revenue) are delivered analysis types associated to the GL analysis
group. Custom values can be added. Only analysis types in the
analysis group GL are allowed when creating GL journals.

In order for PROJ_RESOURCE to receive this data any new Analysis
Types must be added to the GL Analysis Group along with the correct
multiplier. The multiplier will determine how the transaction will
appear on PROJ_RESOURCE.

To Add/Find an Existing GL Journal navigate to: General Ledger>
Journals> Journal Entry> Create/Update Journal Entries
55
GL Journal Header
56
GL Journal Line
****Note: This journal has been coded to include the PC Business Unit, Project ID, Activity,
and Analysis Type (MSA – Miscellaneous Allocation is a custom value); prerequisites for
inclusion in the Project Costing Module.
57
PC_GL_TO_PC

Once the Journal is posted and valid, a nightly batch process will run the interface from
General Ledger to Project Costing (PC_GL_TO_PC). This process will create the
expenditure transaction (GLE), revenue transaction (GLR), or, in the example below,
MSA for miscellaneous allocation (custom analysis type) on the PROJ_RESOURCE
table in the Project Costing module.
58
HRMS - Payroll / Time and Labor

The State of Connecticut uses ‘Actuals’ to bill the Federal
Government. There is no delivered process that brings the fringe
data to PROJ_RESOURCE from HRMS.

A custom process is in place to build data into tables that are then
fed through the delivered app message to include regular pay and
fringe data by employee. This is reconciled to what is also sent to
the General Ledger.

Core-CT customized the time and labor entry sheets to allow only
project costing agencies the ability to add additional fields such as
Source type, Category and Sub Category.

Core-CT has custom code that allows projects in certain statuses to
be available to employees. For example, a project in the status of
‘Open’, allows an employee to select a combo code. If the status is
‘Closed’, the combo code is not visible to the employee.
59
PC_TL_TO_PC

Core-CT runs the PC_TL_TO_PC batch processes biweekly to interface any Payroll
Data App Messaged to the INTFC_PROJ_ACT temp table.

Sample Data below shows how PROJ_RESOURCE receives the data for one
employee for one pay period. Note the multiple accounts (REG pay 50110, Med
Insurance 50420). Fringe is the amount that the State pays.
60
PROJ_RESOURCE
Payroll data continued. Shows the Employee ID for the salaries being charged
to this project.
61
Allocations

Fringe benefit expenditures are initially charged directly to state agency budgets
following the same chartfield combinations used to record each employee’s salary.
However, the state pays its share of fringe benefits out of central miscellaneous
appropriations (e.g., health insurance, group life, etc.). Therefore, in most cases, the
fringe benefit charges and the associated cash entries must be moved from the
employee’s funding source to the central fringe benefit appropriations. To accomplish
this, a series of fringe benefit allocations have been developed to run when payroll is
posted to the General Ledger.

Because fringe benefits are handled differently for certain funding sources, there are
several variations to this basic approach. As such, separate sets of fringe benefit
allocations have been developed.

Allocations are also used for Payroll Additives (Federal - allowable general
administrative expenses and fringe benefit costs not included in payroll actual costs).

Allocations are set up to create GL journals and follow the same process as GL
journals for loading to PROJ_RESOURCE.

To Add/View Allocations, navigate to: Allocations> Define and Perform Allocations>
Define Allocation Step
62
Allocation - Type

The method of calculation.
63
Allocation - Pool

Defines the allocation pool: pool record, selection criteria, and selection method. You
can define the pool from ledger balances, any table, or a fixed amount.
64
Allocation - Target

Defines the destination for the allocation or the target record (journal or any table)
and target field values.
65
Allocation - Offset

Identifies where the offset will be stored and what Chartfields will be associated so
that a balanced entry is captured.
66
Allocation - Output Options

Defines the table output option if the target or offset record is table. Defines journal
options if the target or offset record is journals.
67
Customer Contracts - CA
Project Costing / Billing / Customer Contract Flow
68
Customer Contracts - CA

Customer Contracts is an integration point between Project Costing
and Billing which allows costs or labor incurred on a project to be
billed through an automated process.

Customer information, the rate set for marking up project costs, and
the billing plan are defined on the Contract. For rate-based billing,
Customer Contracts retrieves information from the Project Resource
table, prices the transaction, and populates the Billing interface
tables with the billing information.

To Add/Find an Existing Contract navigate to: Customer Contracts>
Create and Amend> General Information
69
Enter a Rate Based Contract

The Contract Classification determines the functionality that is available for that
particular contract type. Once a classification is specified and the contract saved, it
cannot be changed.
70
General Page

Fields of note: Description, Contract Type, Contract Signed
71
Add Contract Lines


Add Contract Lines> Select Product
Products, for Core-CT, are templates that have predefined billing plans and
revenue plans attached. Core-CT configured Products to minimize data entry.
72
Contract Lines

View of Contract line after Product selection.
73
Contract Billing Plan

Predefined billing and revenue plans are attached to each product. The configuration
attached to these plans determines how the data gets interfaced to Billing and how the
Revenue is recognized (As Incurred).
74
Transaction Limits


The ‘Transaction Identifier Limits’ assist in identifying multiple appropriations. When one
component of appropriated funds has been depleted, as defined by federal requirements,
expenditures are charged against the next appropriation, transaction limit.
Most agencies use only line limits, DOT uses Transaction Limits to be able to separate the
funds they receive from the federal government. This allows DOT to comply with Federal
reporting requirements.
75
Contract Amounts


Fields of note: Start Date, End Date, Control Limits and Billing checkbox
Contracts & Billing Interface processes only select billable transactions from the
Project Resource table that have a transaction date that falls within the start and
end dates when the ‘Control Limits and Billing’ is checked .
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Related Projects



Fields of note: PC Business Unit, Project, Activity, Effective Date of the rate set, Rate Selection,
Rate Set
An agency can only attach one Project/Activity combination to one Contract at any given time.
Rate Sets are configured and attached to Customer Contracts. Rate Sets determine how
transactions will be priced (PC_PRICING) before being interfaced to Billing (CA_BI_INTFC).
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PC_PRICING


Core-CT runs the PC_Pricing engine nightly to process any cost rows that are eligible and
creates a BIL - Billable Amount analysis type.
The CA_BI_INTFC process picks up these BIL rows and generates an invoice.
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CA_ACCTG_LN_PC record


This record is used to create the GL Journal accounting entries utilizing the PSA_ACCTGGL
process.
This entry creates a DR to UAR (Unbilled AR, 11225) and a CR to Revenue or Refund of
Expenditure.
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Billing - BI

The Core-CT Billing module provides State Agencies with a common
process for creating and recording customer bills.

By Entering Bills Online, Agency users are able to bill other State Agency
Customers (Transfer Invoice process), Federal Customers, and any
external customers.

External customers need to be entered by the Billing Processor prior to
creating a bill for that customer.

When using Project Costing and Customer Contracts, bills are auto
generated through integration, based on setup.

Many of the bills created through Project Costing and Customer Contracts
have over 10,000 lines of data which make viewing these bills online near
impossible. Queries have been created for users to obtain the detailed
information in lieu of viewing online.

To View a bill navigate to: Billing> Review Billing Information> Details
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Bill Header

This invoice was generated through Project Costing and Customer Contracts
integration.
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Bill Line – Info 1
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Bill Line - Project Info

The data shown is line #15,275 of Invoice FED23385.
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Acctg - Unbilled AR

The accounting entry created by a PC/CA bill is a Dr to AR (Accounts Receivable) and a Cr
to UAR (Unbilled Accounts Receivable). The Project chartfields do not populate the
accounting pages on a bill, they are captured on the Project Info page (see previous slide).
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PC_BI_TO_PC

Core-CT runs the PC_BI_TO_PC process nightly to change all BILs – Billable Amount to
BLDs – Billed Amount once an invoice has been finalized. BAJs – Billing Adjustments will
also be brought into PROJ_RESOURCE for all adjustments and manual invoices that have
a project/activity attached.
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Accounts Receivable - AR

Accounts Receivables are liquid assets that are created as a result of a
sale of product or service to a customer on account. They are usually
short-term assets that are turned into cash within 30 to 120 days from the
date of the sales transaction.

Accounts Receivable items are produced from bills that have been
created for these goods or services. Once bills go through the AR Update
process, they turn into AR items and will appear on an agency's open
item list where they can be viewed on an aging report. These items are
from other state agencies, federal agencies or external customers.

Agencies may also receive miscellaneous cash that they deposit into the
bank. These deposits are processed in the daily bank files and become
Core-CT deposits the next day. The majority of these deposits are
directly journaled into Core-CT, rather than becoming AR items.

There is a custom process to bring back REV – Revenue analysis type
rows for Project Costing related bill payments for reporting purposes.
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All Deposits



Payments are received into Core-CT Receivables through GIRO lockbox, bank statement, or
manual regular deposit entry.
Applying payments is done by matching payments received from customers with open items in
Core-CT.
Payments can be manually applied using payment worksheets or systematically with a tool
called Payment Predictor.
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Item Activity

Entry Type of IN is the invoice and Entry Type of PY is the payment
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PC_AR_TO_PC

Core-CT runs the PC_AR_TO_PC process nightly to bring back the analysis type of REV
into Proj_Resource once a payment has been applied to invoice.
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Additional Information
 Core-CT Website
 http://www.core-ct.state.ct.us/financials/
• Customer Contracts
• Project Costing
 PC/CA Reports
 http://www.core-ct.state.ct.us/reports/financial.asp
• Customer Contracts
• Project Costing
 User Productivity Kit simulations

Available for Core-CT users only

Once logged in on the main Core-CT page located under CoreCT links
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