Non student external accounts receivable system
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Non-student (External) Accounts Receivable System. NON-STUDENT A/R. INTRODUCTION Current Indiana University System Overview Kuali A/R Committee Progress Enhancements Questions and Contact Information. NON-STUDENT A/R. Indiana University A/R Processing

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Non-student (External) Accounts Receivable System

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Non student external accounts receivable system

Non-student (External)Accounts Receivable System


Non student a r

NON-STUDENT A/R

INTRODUCTION

  • Current Indiana University System Overview

  • Kuali A/R Committee Progress

  • Enhancements

  • Questions and Contact Information


Non student a r1

NON-STUDENT A/R

Indiana University A/R Processing

  • Decentralized system allows departments to manage their own receivables

  • Payments are sent to a 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

    (For information on Student Billings, please attend the Kuali Student session #11)


Non student a r2

Billing Organization

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 A/R


Non student a r3

NON-STUDENT A/R

  • Processing Organization – covers many billing organizations

    • One for each lockbox using the AR system

    • Centralized location for receipts

    • Apply payments which are processed through a clearing account

    • Set up new billing orgs

    • Resolve problems

    • Reconciles payment clearing account

    • Central Administration Bloomington approves Customers & new addresses


Non student a r4

NON-STUDENT 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 a r5

NON-STUDENT 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 a r6

NON-STUDENT 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 a r7

NON-STUDENT A/R

  • Customer Document (CUS)


Non student a r8

NON-STUDENT A/R

  • Customer History Inquiry


Non student a r9

NON-STUDENT 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 a r10

NON-STUDENT A/R

  • Invoice Document


Non student a r11

NON-STUDENT 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 a r12

NON-STUDENT A/R

  • Credit Memo Document


Non student a r13

NON-STUDENT 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 (App & Ref docs create entries)

    • Works with various payment types:

      • CashWire

      • Credit CardCheck


Non student a r14

NON-STUDENT A/R

  • Cash Control Document


Non student a r15

NON-STUDENT 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 a r16

NON-STUDENT A/R

  • Application Document


Non student a r17

NON-STUDENT A/R

  • “Quick Apply” Screen


Non student a r18

NON-STUDENT A/R

  • “Apply Detail” Screens


Non student a r19

NON-STUDENT 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 a r20

NON-STUDENT A/R

  • Organization Options and Accounting Defaults Screens


Non student a r21

NON-STUDENT A/R

  • A/R Functions

    • On-screen Aged Customer Listing

    • Customer Search

    • Lockbox Processing

    • Create Invoice Item Codes

    • Print Invoices in Batch


Non student a r22

NON-STUDENT A/R

  • A/R Functions Screen


Non student a r23

NON-STUDENT A/R

Kuali A/R Sub-Committee

  • All Kuali Partner Schools Represented

  • Regular Meetings since October, 2005

  • Functional Specification Documents Prepared

  • Part of Kuali Release III


Non student a r24

NON-STUDENT A/R

Enhancements

  • Ability to Upload Customer Data from Various File Types

  • Run A/R Aging Reports Retroactively for a Prior Date

  • Include Open Credit Memos on Customer Billing Statement

  • Recurring Invoices


Non student a r25

NON-STUDENT A/R

Enhancements

  • Ability to Record Income in One Account and A/R in Another and Ability to Use Multiple A/R Object Codes

  • Ability to Use Multiple Banks

  • Add Flexibility to the Body of the Invoice

  • Track Unbilled Amounts


Non student a r26

NON-STUDENT A/R

Enhancements

  • Sales Tax Functionality

  • Enhanced Credit Memo Processing

  • Separate Write-off Process

  • Invoice Data Feeds

  • Collection Module

  • Enhanced Processing of Refunds, Overpayments, Misapplied Payments


Non student a r27

NON-STUDENT A/R

Contact Information

  • Mark Barton, University of Arizona [email protected]

  • Anna Jensen, Indiana University [email protected]

  • Eben Sutton, University of California, Davis

    [email protected]


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