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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 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)

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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
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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
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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:
      • Cash Wire
      • Credit Card Check
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
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NON-STUDENT A/R
  • Application Document
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NON-STUDENT A/R
  • “Quick Apply” Screen
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NON-STUDENT A/R
  • “Apply Detail” Screens
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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
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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
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NON-STUDENT A/R
  • A/R Functions Screen
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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
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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
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NON-STUDENT A/R

Contact Information

[email protected]

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