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					 INDIANA UNIVERSITY
FIS Non-student (External)
Accounts Receivable System
    NON-STUDENT FIS A/R
                 INTRODUCTION

• Current IU System Overview

• Kuali A/R Committee Progress

• Approved Enhancements

• Questions and Contact Information
    NON-STUDENT FIS A/R
      Indiana University A/R Processing
• Decentralized system that allows departments to
  manage their own receivables
• Discourages cash handling at the department level –
  payments sent to lockbox which is processed centrally
• Accounting entries are automatically generated through
  Edocs which can be routed for approval or as an “FYI”
• Not used for student receivables or internal billings
    NON-STUDENT FIS A/R
• Billing Org
  – Each department that bills external customers:
     •   Print and mail invoices
     •   Monthly analysis of receivables
     •   Responsible for collection of invoices
     •   Responsible for write–off of uncollectible invoices
   NON-STUDENT FIS A/R
• Processing Org – covers many billing orgs
  –   One for each lockbox using the AR system
  –   Centralized location for receipts
  –   Apply payments
  –   Each processing org has a clearing account
  –   Set up new billing orgs
  –   Resolve problems
  –   Reconcile clearing account
  –   Central Administration Bloomington approves
      Customers & new addresses
   NON-STUDENT FIS A/R
• A/R Processing
  – Billing org generates & mails invoice
  – “Remit to” address with tear strip is provided with
    invoice
  – Customer mails payment with strip to lockbox.
  – Bank transmits funds to appropriate clearing account
    sends paperwork to processing org
  – Processing org applies funds to invoice or allocates
    to an account
  NON-STUDENT FIS A/R
• A/R DOCUMENTS
 –   Customer (CUS)—Billing or Proc Org
 –   Invoice (INV)—Billing or Proc Org
 –   Credit Memo (CRM)—Billing or Proc Org
 –   Cash Control (CTRL)—Proc Org
 –   Application (APP)—Proc Org
 –   Organization Options and Accounting Defaults
     (OOPT & OADF) – Proc Org
   NON-STUDENT FIS A/R
• Customer Document (CUS)
  –   Create new customer (Billing or Proc Org)
  –   Add new address (Billing or Proc Org)
  –   Modify an existing customer (Proc Org only)
  –   Change an address (Proc Org only)

  Routes for approval thru central administration
  Standard rules for customer names
   NON-STUDENT FIS A/R
• Customer Document (CUS)
   NON-STUDENT FIS A/R
• Customer History Inquiry
   NON-STUDENT FIS A/R
• Invoice (INV)
  – Department can use multiple accounts and income
    object codes on one invoice
  – Receivable is recorded on one object code
  – Discount feature available for each line of invoice
  – Error Correction option reverses entire invoice
  – Template feature allows use of existing invoice to
    create new invoice
   NON-STUDENT FIS A/R
• Invoice Document
   NON-STUDENT FIS A/R
• Credit Memo (CRM)

  – Used for both write-offs and issuing credit –
    differentiated by object code

  – Restricted to a single account and object code
   NON-STUDENT FIS A/R
• Credit Memo Document
   NON-STUDENT FIS A/R
• Cash Control Document (CTRL)
  –   Auto-generated by bank if check matched to invoice
  –   Links deposit of funds in lockbox to App doc
  –   Routes to proper processing org
  –   CTRL Does not create any general ledger entries
  –   Works with various payment types:
       • Cash             Wire
       • Credit Card      Check
   NON-STUDENT FIS A/R
• Cash Control Document
   NON-STUDENT FIS A/R
• Reference Document
  – Creates general ledger entry for total amount of Cash Control
    Document
     • Debits cash and credits unapplied cash on the A/R Clearing account

  – Type of document created is driven by the medium type
     • Check = CR, Credit Card = GEC, Wire = DI, Cash = No ref doc created

• Application Document (APP)
  – Applies funds to invoices
     • Debits unapplied cash and credits cash on the A/R Clearing account
     • Debits cash and credits A/R on the billing org’s account

  – Applies credit memos to invoices
  – Designates funds as non-A/R
   NON-STUDENT FIS A/R
• Application Document
 NON-STUDENT FIS A/R
• “Quick Apply” Screen
   NON-STUDENT FIS A/R
• “Apply Detail” Screens
   NON-STUDENT FIS A/R
• Organization Options and Accounting Defaults
  – Used to initially set up a billing organization
  – Connects billing organization with processing
    organization
  – Used to set up invoice defaults for a billing
    organization
   NON-STUDENT FIS A/R
• Organization Options and Accounting Defaults
  Screens
   NON-STUDENT FIS A/R
• A/R Functions
  –   On-screen Aged Customer Listing
  –   Customer Search
  –   Lockbox Processing
  –   Create Invoice Item Codes
  –   Print Invoices in Batch
   NON-STUDENT FIS A/R
• A/R Functions Screen
    NON-STUDENT FIS A/R
               Kuali A/R Sub-Committee

• All Kuali Partner Schools Represented

• Regular Meetings over the Past Year

• Functional Specification Documents Prepared

• Part of Kuali Phase II B
    NON-STUDENT FIS A/R
                Approved Enhancements

• Ability to Upload Data from Various File Types

• Add Flexibility to the Body of the Invoice

• Run A/R Aging Reports for a Specific Date

• Include Open Credit Memos on Customer Billing
  Statement
Contact Information
• Anna Jensen, Indiana University
  anjensen@indiana.edu

• Kathy Cochard, Indiana University
  kjcochar@indiana.edu

• Mark Barton, University of Arizona
  bartonm@arizona.edu

				
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posted:5/8/2013
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