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

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.

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).

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

Create Detail Project

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.

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.

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

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

ARApplied 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

agencys 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 employees 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
employees 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 .

76

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).

77

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.

78

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.

79

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

80

Bill Header

This invoice was generated through Project Costing and Customer Contracts integration.

81

Bill Line Info 1

82

Bill Line - Project Info

The data shown is line #15,275 of Invoice FED23385.

83

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).

84

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.

85

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.
86

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.

87

Item Activity

Entry Type of IN is the invoice and Entry Type of PY is the payment

88

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.

89

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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