AR 220 Talking Points

Document Sample
AR 220 Talking Points Powered By Docstoc
					STATE OF NEW YORK




Key Points to Emphasize during Training: AR 220




                                     Version: 2.0
                                     8/10/11
Key Points to Emphasize during Training – AR 220
Contents
Description.............................................................................................................................................................................. 3
General notes for participant comfort during training ......................................................................................................... 3
General notes about UPK ....................................................................................................................................................... 3
General notes for all topics .................................................................................................................................................... 4
General Messages about the Accounts Receivable module ................................................................................................. 4
Entering Deposits ................................................................................................................................................................... 5
Applying Payments ................................................................................................................................................................. 9
Reviewing Payments ............................................................................................................................................................ 10




                                                                                                                                                                       Page 2 of 10

Statewide Financial System                              Key Points to Emphasize during Training                                                             9/13/2012 7:43 PM
Key Points to Emphasize during Training – AR 220
Description
This document serves to assist trainers during end user training. It contains general notes for participants, general notes
about User Productivity Kit (UPK), general notes about SFS, key messages about the Accounts Receivable module, and
key messages about specific transactions in the Accounts Receivable module. The document is not all inclusive but can
be thought of as a guide containing key points to remember as well as some additional information.

General notes for participant comfort during training

       Inform participants that a break will be given during training, provide the location of the restroom
        facilities, and remind participants to silence cell phones.
       Remind the participants that varying levels of resistance/frustration are expected both before
        deployment and after deployment.
       Set clear expectations for students. The goal of the training course is not to learn every detail related
        to the module; this feat is impossible. Rather, the goal is to gain comfort in and familiarity with SFS,
        especially concerning basic navigation. Students will learn the details of transactions when they begin
        using the system daily in their jobs.
       Remember the Instructor Run Sheet is simply a guide; the timing may (and probably will) change as
        you teach. Stay flexible.
       Transition smoothly between UPK and the PowerPoint presentations using the Alt + Tab keys.
       Press the F-11 key when presenting materials to ensure the content occupies the entire screen.


General notes about UPK

       Explain to participants how to navigate within UPK (ex. clicking the actions tab, selecting the options to
        go back to the previous screens, etc.)
       Explain the importance of following exact steps demonstrated during the “Try It” mode walkthrough,
        when using the “Know It” mode.
       Explain to participants that the “Know It” text box can be moved if it is blocking information. The box
        can be moved by dragging the box from the header (blue part of the box), to a different part of the
        screen.
       Explain to participants that “Know It” mode does not include the action-less “explanation” frames that
        provide information, but do not require the user to complete an action.
       Walk around the training room, to observe participants as they complete the scenarios in “Know It”
        mode.




                                                                                                               Page 3 of 10

Statewide Financial System           Key Points to Emphasize during Training                           9/13/2012 7:43 PM
General notes for all topics

      Throughout all topics, hosted agencies’ business unit defaults on all screens. Make sure the users are
       aware of the business unit
      When searching for any values, the wildcard (%) can be used. The full value does not have to be used.
      Explain to participants that the “Back” button should not be used while completing an exercise in the
       Training Environment. Users should also avoid using the “Back” button in the Production environment,
       after go-live.
      Explain to participants that within SFS the asterisk (*) denotes a required field.
      Explain to participants the concept of default values and note when they can be over-written.
      Remind participants that the menu bar which displays the pages they can access will be different in
       production, based on their security profile. A majority of participants will likely have a smaller menu
       bar when the system is deployed.
      Explain to participants that the “scroll wheel” on the mouse should not be used in UPK. When the UPK
       action requires the user to click the scrollbar, participants must actually click on the scrollbar.
      Remind participants that there will be Help Desk support during training.


General Messages about the Accounts Receivable module

      Transactions are entered in AR as items. An item may be a receivables item, a payment, debit memo or
       credit memo.
      The Accounts Receivable module is used to record receivables (money owed to the State by a
       customer), and to record payments. This class focuses entirely on recording deposits and payments.
      A deposit is created to record one or more payments.
      After a payment is applied to items, the deposit is set to post. The ARUPDATE program validates and
       posts each payment.
      It is recommended that you take the AR 315 Creating and Maintaining Deposits for Advanced Users
       and AR 205 Creating and Maintaining Customers courses. These courses may provide you with the
       answers to some questions you receive in class.




                                                                                                   Page 4 of 10

Statewide Financial System       Key Points to Emphasize during Training                    9/13/2012 7:43 PM
Entering Deposits

      Three types of deposits may be created in SFS: a regular deposit, an express deposit, and a direct
       journal payment.
       o A regular deposit is used when the payment needs to be applied to a receivables item, but the
           customer and invoice information is not known. After entry, a payment worksheet is used to apply
           the payment to the correct items. Payments can be less than, equal to, or greater than the
           receivable amount.
       o An express deposit is used when the exact receivables item(s) is known. If the payment matches
           exactly to the item(s) entered, no payment worksheet is needed and the deposit can be set to post.
       o A direct journal payment is a miscellaneous receipt, which does not get applied against a
           receivables item (invoice). The deposit and miscellaneous payment are entered using the regular
           deposit page, but then additional steps are required to complete this type of payment and send
           the accounting information to General Ledger. Customer is optional on a direct journal payment.
      Payment application – associating a payment with receivables items – can be done using a payment
       worksheet or via Payment Predictor.
      AR 315 includes a topic on processing returned (NSF) payments.


Creating Journals to Reclass Revenue:

      Revenue can be reclassified through $0 direct journal deposits in the AR module for sole custody
       account deposits
            o For general checking account deposits a GL journal entry or $0 direct journal deposits in AR can
                be used to reclassify revenue
      If a transaction has been processed with an incorrect ChartField distribution, a direct journal with
       offsetting accounting entries (journal total is $0) can be entered to move money from the incorrect
       ChartField distribution to the correct ChartField distribution
      $0 direct journal deposits are recorded in the AR module
            o Entries are created to negate the original revenue classification and code it to the right
                ChartFields
          o This revenue reclassification is subject to approval from a user assigned the AR Approver role
      Agencies will be able to use AR reporting for revenue classifications using the 0$ direct journal deposit
      Reporting on GL journal revenue reclassifications are limited to GL reports and will not be available for
       reporting in the AR module
Entering a regular deposit

      This topic has a Know It mode option in UPK.
      The Regular Deposit page is used in two circumstances:
       1. The payment(s) will be applied to receivables items (invoices), but not all information is available at
           the time the payment was received. Application may occur through a payment worksheet or via
           Payment Predictor.
       2. The payment will be entered as a miscellaneous receipt, called a direct journal payment in SFS.
      Deposit ID:
                                                                                                     Page 5 of 10

Statewide Financial System         Key Points to Emphasize during Training                    9/13/2012 7:43 PM
           o The Deposit ID is specific to each agency.
           o How would agencies manage the collections per each Division within an Agency or How much
               money came in for each location? Agencies can use this field and prefix it for individual
               sites/remote locations to later use for reporting against total collections at each remote
               location.
           o Can Agencies overwrite the Deposit ID field? Once a transaction is saved and is assigned a
               Deposit ID, agencies cannot edit this information. Deposit ID also cannot be reused. Agencies
               can also assign a Deposit ID when creating a deposit; once the deposit is saved though, a
               Deposit ID cannot be changed.
      Bank Account Masking: At this time we are not masking bank account numbers in the system. There
       are numerous screens, around 400, that show this information in one form or another. The ABA
       numbers are only viewable in the treasury module so limited users will have access to this secondary
       piece of information.
      The deposit must balance in order to apply the payments to items or to complete a direct journal
       payment. The Control Total Amount and Count must equal the total amount and count for payments
       entered in the deposit.
      Payment ID
           o Agencies can use the Payment ID field to capture customer’s check number.
           o Payment ID has to be unique within a Deposit but does not have to be unique within the
               Business Unit. It is recommended that the Payment ID is unique per business unit though.
           o Can we use the Payment ID field for Terminal ID? This is dependent on Agency’s internal policy.
               It is recommended to use a different field to capture the Terminal ID since each Payment ID
               should be unique per business unit
           o The Payment ID field is 15 characters.
           o Does the Payment ID go to the General Ledger module as well? Items in the General Ledger are
               at a summary level.
      The Accounting Date on the payment typically represents the date that the agency received the
       payment, not the date of the deposit. The date will default from the Accounting Date entered on the
       Totals page.

      The Payment Predictor option may be selected if you want the Payment Predictor program to attempt
       to apply the payment(s) to items for you. If the Payment Predictor is successful, it creates a payment
       worksheet for each payment and posts the payment. If Payment Predictor is unsuccessful, it will create
       a payment worksheet for each payment and you will have to apply the payment to items manually.
       The OSC-managed grants business process will use Payment Predictor, as will the interagency billing
       process.

      In lieu of the customer ID, you can enter the MICR ID from the customer’s check. However, the
       Magnetic Ink Character Recognition (MICR) numbers must have been predefined and associated to
       that customer’s ID. AR 205 includes a topic on performing this activity.

      Click the + icon, Add a new row in the Payment Information area, to create additional payments in the
       deposit. Do not use the Add button at the bottom of the page. The Add button is used to create a new

                                                                                                  Page 6 of 10

Statewide Financial System      Key Points to Emphasize during Training                    9/13/2012 7:43 PM
       Deposit, and you will lose any unsaved data.

      After creating a regular deposit, payments will have a status of either identified (customer and/or item
       information was entered), or unidentified (no customer or item information was entered).

      After entry, the payments still need to be applied to receivable items. For direct journal payments,
       accounting entries need to be created.

      SFS will create one payment worksheet for each payment in the deposit; not one worksheet for the
       whole deposit.

Entering an express deposit

      Express Deposit may be used only to enter payments that will apply to receivables items (invoices).
      You will enter a Payment ID, Accounting date, Amount, and item reference information. No customer
       information can be entered (items are always associated to a customer).
      When the deposit is balanced, an Agency Receivable Approver may review and set the deposit to post.
      Upon setting the deposit to post, if the payment does not match exactly to the items entered, SFS will
       create a payment worksheet. A note will be displayed if this occurs.
Entering a direct journal payment

      Totals page – The Accounting date is the deposit date. This is the date you’ll be using for reconciliation.
      How will we record Misc Receipts against Revenue Contracts? Use the custom Contract Reference link
       when entering the direct journal payment in the regular deposit payment page.
      Agencies have a number of fields they can use for recording Terminal ID and Batch # if the
       miscellaneous receipt is a credit card payment. SFS does not define which fields should be specifically
       used for this purpose. However, on the “Creating Accounting Entries” page there are two tabs under
       the Distribution Lines section that have fields that agencies can use to track this information. In the
       Journal Reference Information field, agencies can utilize the Ref field to track agency-specific data. In
       the Receipt Details tab, the Item Quantity, Alternate Payer, and Comments fields are free-form fields
       that agencies can use to track agency-specific data. If bulkloading miscellaneous receipts, the Item
       Quantity, Alternate Payer, and Comment fields are available in the Bulkload files for Revenue Receipts.
      When you generate the accounting entries, note that if it’s sole custody bank account, you will not see
       the balancing inter-unit lines. The UPK scenario uses a general checking account, and thus the inter-
       unit lines are generated by SFS.

SOLE CUSTODY

      If you are recording AR transactions involving a sole custody bank account, a security enhancement
       requires that you code the transaction with one or more Sole Custody Funds (chartfield). You will get
       an error message if a Joint Custody Fund is used.

      The sole custody funds will have a consistent naming/numbering convention.

      The new design for sole custody systematically generates reclass accounting entries after a
       concentration transfer and a sweep. The matching of AR receipts with concentration transfers and
                                                                                                      Page 7 of 10

Statewide Financial System          Key Points to Emphasize during Training                    9/13/2012 7:43 PM
       sweeps is done on a FIFO basis. As is the case today, sweep amounts will not necessarily match deposit
       amounts.

      The fund determines if a deposit is eligible for sweep or not.

      There will be a parent (joint custody) and child (sole custody) relationship set up among funds.




                                                                                                    Page 8 of 10

Statewide Financial System       Key Points to Emphasize during Training                     9/13/2012 7:43 PM
Applying Payments

      In SFS, end-users can use worksheets to work with payments, items, and doubtful receivables.
      Payment worksheets let you pair open items to unapplied payments. Worksheets may be used for
       multiple transactions:
           o Applying payments
           o Performing adjustments
           o Creating new open items
      SFS Payment Predictor may be utilized to automate the payment application process. The program
       attempts to match payments with open items; if a match is found the worksheet is auto-generated and
       set to post by the program.
Using Payment worksheet selection, application and actions

      This topic has a Know It mode option in UPK.
      Payment worksheets has features similar to Transfer and Maintenance worksheets: A selection page
       where criteria is entered to identify customers and items to work with, Application page where
       payments are applied to items or otherwise categorized, and Action page where you can post or work
       with accounting entries.

      When you have the students perform the Know IT for this topic, caution them to press F11 to
       maximize the UPK player. If there screen resolution is off or they do not do this, they may have
       difficulty with the vertical scrollbars during one portion of the Know It.

Applying a partial payment

      You can use a regular deposit or an express deposit to record a partial payment. In both cases, the
       remaining balance is adjusted for the receivables item, available for future payment.
Applying an overpayment

      After applying an overpayment to one or more receivables items, agencies may determine the
       disposition of the remaining credit. It can be marked as an on-account payment, to be used against a
       future purchase. The customer may be entitled to a refund. Or the credit may simply remain on the
       customer’s balance until it is matched against a future open item.

Applying a payment on account/prepayment

      Use a regular deposit to enter a prepayment. In the payment worksheet, you will create an item to
       represent the on-account or prepayment item. This is done to complete the deposit and record the
       cash received.

      At the future date when the receivable is created in SFS, a maintenance worksheet is used to match
       the open receivable with the prepayment item.


                                                                                                    Page 9 of 10

Statewide Financial System        Key Points to Emphasize during Training                    9/13/2012 7:43 PM
Setting entries to post

       You can use the Create Worksheet or Update Worksheet links to access a payment worksheet for
        posting. The Finalize Worksheet link will bring you directly to the Payment Worksheet Action page.

       Regular deposits and express deposits (any payment applied to receivables items), must be posted
        using the Receivable Update program. ARUPDATE creates the payment items, validates the accounting
        entries, updates the customer balances, and sends accounting information to General Ledger. If errors
        occur during posting, error correction screens are used to correct the errors.


Reviewing Payments

       Many inquiries are similar, or provide views of information from slightly different perspectives.
       Many of the inquiries provide the capability to download results to Excel.
       The Viewing payment status topic has a Know It mode option in UPK.




                                                                                                    Page 10 of 10

Statewide Financial System        Key Points to Emphasize during Training                      9/13/2012 7:43 PM

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:3
posted:9/14/2012
language:English
pages:10