Billing to Deposit - FI$Cal - State of Web view · 2015-06-04On -Page Connector - On-Page...
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Transcript of Billing to Deposit - FI$Cal - State of Web view · 2015-06-04On -Page Connector - On-Page...
Start/End - Indicates point at which the process begins orends. Does not represent any activity.
Business Process Flowcharting Standards – Please use ONLY the symbols show below, following these guidelines:
Start/ AEnd
DecisionDecision - shows a decision point, such as yes/no. Each path emerging from the diamond must be labeled with one of the possible answers.
Interface Interface – Data conversion from one electronic systemto another.
System ActivitySystem Ta
sk - Represents an individual step or activity in FI$Cal.
Sub process
Sub
Process - Represents a separate process within Fi$Cal that occurs in a subsequent or interdependent process in the same or different P/S module.
Of f-Page Ref erence – Directs diagram flow between
B two separate flowchart diagrams or processes. Connectors are labeled with UPPER CASE letters.
Documents
Output Documents - An electronic document that isOutput created by the process and can be printed (for example
– any kind of report).
Flow Arrow
Swim lanes are used to indicate which user role has primary res ponsibility for performing steps in the process. If an activity involves participation by more than one role, place it in the swim lane for the role with primary responsibility, or put it on the line that divides both roles.
A B C D E F G
On -Page Connector - On-Page Connector. Used to avoid complex overlapping connector lines or to continue a process on a subsequent page. Connectors are labeled with UPPER CASE letters.
Manual TaskMa nual T ask - Represents an individual step or activity in theprocess that is made out of FI$Cal.
Colo
r Leg
end
Role
Tem
plat
e Ke
y
On-Page Connectors containing alpha characters will use the above color format (Example: The alpha character ‘A’ is the color green in all flow charts) for the fill color.Input Documents – A paper document (or email) that is usedfor entering data in the process.
Billing to DepositAR4 - Process and Adjust Deposits3.1 Process Customer Deposits (Direct Journal) 1 of 3
April 23, 2015
A
Start 1. Enter/Reviewpayment details
2. Payment for a receivable? Yes A
No
3. Select DirectJournal option
4. Enter/Updatepayment accounting
entries5. Set Direct
Journal Payment to post
6. Budget Check payment
7. BudgetNo errors?
Yes
End
1 of 9
Depa
rtm
ent A
R Pa
ymen
tAp
prov
er(A
ccou
nting
Offi
ce)
Depa
rtm
ent A
R Pa
ymen
t Pro
cess
or(A
ccou
nting
Offi
ce)
8. GL1 Enter and Process Journal Entry
Billing to DepositAR4 Process and Adjust Deposits3.2 Process Customer Deposits (Payment Predictor) 2 of 3
April 23, 2015
No B
1. Enter/Review
AInvoice ID(s) or
Customer ID(s) for
the payment
2. Apply Payment Predictor?
Yes3. Mark payment for
Payment Predictorprocessing
4. Process Payment
Predictor/posting
5. Review posting
results
6. Postingerrors? Yes 7. Correct
postingerrors
8. Set payment topost
No
End
Cent
ral A
R Ba
tch
Proc
esso
r(F
I$Ca
l)
Depa
rtm
ent A
R Pa
ymen
t App
rove
r(A
ccou
ntin
g O
ffice
)De
part
men
t AR
Paym
ent P
roce
ssor
(Acc
ount
ing
Offi
ce)
9. GL1 Enterand Process
Journals
2 of 9
Billing to DepositAR4 Process and Adjust Deposits3.3 Process Customer Deposits (Payment Worksheet) 3 of 3
April 23, 2015
B
1. Create/ReviewB
PaymentWorksheets
2. Build Payment
Worksheet
3. Select/Match receivables for
payment
selected before selecting the save
button
5. Save worksheet
C
6. Review receivable
payment details
7. Set payment to
post
11. Correct postingerrors
Yes 10. PostingNoerrors?
End
9. Review postingresults
8. Process paymentposting
Depa
rtm
ent A
R Pa
ymen
tPr
oces
sor
(Acc
ounti
ng O
ffice
)
Cent
ral A
R Ba
tch
Proc
esso
r(F
I$Ca
l)De
part
men
t AR
Paym
ent A
ppro
ver
(Acc
ount
ing
Offi
ce)
3 of 9
and ProcessJournals
Billing to DepositAR4 Process and Adjust Deposits3.4 Enter ORF Deposit/Recover Open Items
April 23, 2015
Start1. Receive
Advance Salary Recovery
Payment
2. Deposit AdvanceSalary Recovery Payment into bank account
3. Enter/Review Advance Salary Payment/deposit
details
4. Select DirectJournal option
5. Enter/Update payment accounting
entries
6. Set AdvancePayment to post
7. Budget Check
payment
8. Budgeterrors?
No
Yes
EndDepa
rtm
ent A
R Pa
ymen
tAp
prov
er(A
ccou
nting
Offi
ce)
Depa
rtm
ent A
R Pa
ymen
t Pro
cess
or(A
ccou
ntin
g O
ffice
)De
part
men
tCa
shie
ring
Uni
t
9. GL1 Enter and Process Journal Entry
4 of 9
Billing To DepositAR4 Process and Adjust Deposits3.5 Employee Payroll Deductions
April 23, 2015
1. Receive2. Review Payroll
AR3. Enter/Review C
Start Notification ofPayroll
Deduction
information payment detailsEnd
5 of 9
Billing to DepositAR4 Process and Adjust Deposits3.6 Direct Journal Deposit Adjustments
April 23, 2015
Yes
4. Enter new depositwith Positive Direct C
Journal payment
Start
Yes
3. Bank deposit slipamount greater than
deposit in FI$Cal?No
5. Provide bank with new bank deposit slip for remaining
amount
End
1. Recognize discrepancy
between FI$Cal and bank deposit
2. Bank deposit slip amount error? Yes
8. Enter new depositwith Negative Direct
Journal Payment
NoYes
7. FI$Cal depositgreater than
bank deposit slip
amount? No
9. Enter new depositwith Positive Journal C
Payment
6. FI$Cal amount error?
No10. FI$Cal
Posted Direct Journal payment coding error?
Yes
11. Enter new Zero Dollar
Deposit with Offsetting Direct
Journal Payments
No End
B Yes
12. Enter/Updatepayment accounting
C entries
13. Set Direct Journal Payment
to post
14. Budget Check
15. BudgetNo End
6 of 9
Depa
rtm
ent A
RPa
ymen
t App
rove
r(A
ccou
nting
Offi
ce)
Depa
rtm
ent A
R Pa
ymen
t Pro
cess
or(A
ccou
ntin
g O
ffice
)
Billing to DepositAR4 Process and Adjust Deposits3.7 Receivable Payment Adjustments
April 23, 2015
2. Receivable with
incorrect coding?
Yes
3. Enter zero dollardeposit with B
offsetting Direct Journal payments
Start
NoNo
1. PaymentA
applied to an incorrect receivable?
Yes
4. Unpost payment to receivable 7. Apply
previouspayment to correct
receivable
End
5. Set unpostedpayments to post
6. Post unpostedpayments
Cent
ral A
R Ba
tch
Proc
esso
r(F
I$Ca
l)
Depa
rtm
ent A
RPa
ymen
t App
rove
r(A
ccou
nting
Offi
ce)
Depa
rtm
ent A
R Pa
ymen
t Pro
cess
or(A
ccou
nting
Offi
ce)
8. AR5 Create Maintenance Worksheet
7 of 9
Billing to DepositAR4 Process and Adjust Deposits3.8 Process Non-Sufficient Funds
April 23, 2015
Start
1. Receive notification of NSF
payment
2. Is customer inFI$Cal?
No
3. AR1 Set Up and Maintain Customers
Yes
4. Document notes
for NSF using Customer
Conversations
5. Attach anynecessary
documents and save Conversation
8. NSF for a receivable or misc.
payment?
Receivable
9. AP2
Enter
Vouchers
MiscPayment
10. Has paymentbeen remitted?
No
Yes
12. AP2 Enter and
Process
(GenerateWarrant)
11. AP2 Enter and Process
Vouchers (Generate
Agency Check)
End
End End
6. AR2 Enter Billable Charges (Create Invoice)
End
Depa
rtm
ent B
IAp
prov
er
(Acc
ounti
ng
Offi
ce)
Depa
rtm
ent B
IPr
oces
sor
(Acc
ount
ing
Offi
ce)
Depa
rtm
ent A
R Pa
ymen
t Pro
cess
or(A
ccou
nting
Offi
ce)
7. AR2 Send Invoices to AR (Finalize an
Invoice)
8 of 9
Billing To DepositAR4 Process and Adjust Deposits3.9 Recording Overpayment for a Customer
April 23, 2015
Start Invoice ID(s) or Customer ID(s)
for the payment
2. Create/ReviewPayment
Worksheet
3. Build Payment
Worksheet
4. Code as an
overpayment
Account (Credit)entry for customer
6. Review/Updateaccounting entries
8. Document notes for On-Account/ overpayment
7. Save worksheet
9. Review receivable
payment details
10. Set payment to
post
14. Correct postingerrors
Yes13. Posting
errors?No End
12. Review postingresults
11. Process paymentposting
Cent
ral A
R Ba
tch
Proc
esso
r(F
I$Ca
l)
Depa
rtm
ent A
R Pa
ymen
t App
rove
r(A
ccou
ntin
g O
ffice
)De
part
men
t AR
Paym
ent P
roce
ssor
(Acc
ount
ing
Offi
ce)
and Process Journals
9 of 9
16. GL – Enter and
Process Journals