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Implementing Non-Student Accounts Receivable

Implementing Non-Student Accounts Receivable. Carole Wilson. UNC Wilmington. Session Etiquette. Please turn off all cell phones. Please keep side conversations to a minimum. If you must leave during the presentation, please do so as quietly as possible. Introduction.

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Implementing Non-Student Accounts Receivable

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  1. Implementing Non-Student Accounts Receivable Carole Wilson UNC Wilmington

  2. Session Etiquette • Please turn off all cell phones. • Please keep side conversations to a minimum. • If you must leave during the presentation, please do so as quietly as possible.

  3. Introduction • Determine whether or not Banner Non-Student AR will benefit your university • Identify key issues to watch out for when implementing Non-Student AR • Learn from our mistakes • Learn from our successes • Have your financial data in ONE place

  4. Agenda • What is Banner Non-Student AR • Why use Banner Non-Student AR • How does UNCW use Non-Student AR • Who manages Non-Student AR • Impacts of using Non-Student AR

  5. What is Banner Non-Student AR • Used to maintain charge and payment information for individual accounts • Many features are shared between Banner Student and Banner Finance • Supports billing on an individual invoice basis as well as a periodic statement • Utilizes cashiering functionality to support online processing of payments • Calculation of Interest & Penalty

  6. Why Use Banner Non-Student AR • Better and more efficient tracking of Accounts Receivable • No new FTE • No more spreadsheets • System can account for all monies handled by university including what is owed but not paid • Interest & Penalty can be charged and tracked • Official invoices can be prepared • Departments can protect themselves from providing services/merchandise to a customer with an outstanding past due balance • Customer information form will reduce possible duplicate entities

  7. Impacts to UNCW of Using Banner Non-Student AR • Must report financials on Cash basis / Banner is on Accrual basis • UNCW policy to have all customers also as vendor in case of need for refund payment • UNCW organization required separate AR Aging report • UNCW maintains minimal campus impact philosophy

  8. How Did UNCW Set Up Non-Student AR • Create Cashier User Profiles - TGAUPRF • Create Entity Codes - TTVECAT • Create Category Codes - TTVDCAT • Create NSAR Clearing Fund and Accounts – FTMFUND, FTMACCT

  9. How Did UNCW Set Up Non-Student AR • Category Codes TTVDCAT

  10. How Did UNCW Set Up Non-Student AR • Create Detail Codes – TFADETC • Term defined as ARTERM by Banner • Create Rule Codes - FTMRUCL • Customers must also be on FTMVEND • Set up Customers on TGACPRF

  11. How Did UNCW Set Up Non-Student AR • Charge Detail Codes - TFADETC 103995 = Non Student AR (Contra Rev) 107320 = Rent – Equip (Rev)

  12. How Did UNCW Set Up Non-Student AR • Payment Detail Codes - TFADETC B00001 = Bank Fund – Cash/Receipts Clearing Bank Acct 299700 = NonStudent AR Fund – Unapplied Cash Acct

  13. Who Manages Non-Student AR • Departments prepare customer charges and submits to Billing Office • Billing Office enters charges and emails invoice to customer • Departments and Billing Office work together on past due collections • Student Accounts/Cashiering Services handles all student charges whether for learning based activities or not

  14. Who Manages Non-Student AR

  15. Impacts to the Campus Finance User • FGITRND after Charge of $3000 No effect to campus user (Operating Ledger) at this point

  16. Impacts to the Campus Finance User • FGIBDST after Charge of $3000

  17. Impacts to the Campus Finance User • FGIGLAC after Charge of $3000 No effect to campus user (General Ledger) at this point – Claim on Cash or Revenue Control Account

  18. Impacts to the Campus Finance User • FGITRND after Payment of $2000 No effect to campus user (Operating Ledger) at this point

  19. Impacts to the Campus Finance User • FGIBDST after Payment of $2000 Outstanding balance of AR No Change until Unbudgeted Trust Feed

  20. Impacts to the Campus Finance User • FGIGLAC after Payment of $2000 No effect to campus user (General Ledger) at this point – Unbudgeted Trust Feed will add Budget to OL

  21. Impacts to the Campus Finance User • FGIGLAC after Payment of $2000 – NonStudent AR Fund 411000 – Claim on Cash 418910 – Unapplied Cash

  22. Impacts to the Campus Finance User • FGIGLAC after Payment of $2000 – Bank Fund 411000 – Claim on Cash 41100N – Cash Receipts Bank

  23. Summary • Not difficult to implement • Flowchart everything…forms…responsibilities, accounting… • Understand Banner terminology. Invoice vs. Statements • Consider any university policies or state mandates that may impact project • Step outside the box!

  24. Questions & Answers Thank You! Carole Wilson wilsonc@uncw.edu

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