Implementing Non-Student Accounts Receivable
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Implementing Non-Student Accounts Receivable Carole Wilson UNC Wilmington
description
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. - PowerPoint PPT Presentation
Transcript of Implementing Non-Student Accounts Receivable
Implementing Non-Student Accounts Receivable
Carole WilsonUNC 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.
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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
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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
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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
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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
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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
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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
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How Did UNCW Set Up Non-Student AR
• Category CodesTTVDCAT
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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
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How Did UNCW Set Up Non-Student AR
• Charge Detail Codes - TFADETC
103995 = Non Student AR (Contra Rev)107320 = Rent – Equip (Rev)
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How Did UNCW Set Up Non-Student AR
• Payment Detail Codes - TFADETC
B00001 = Bank Fund – Cash/Receipts Clearing Bank Acct299700 = NonStudent AR Fund – Unapplied Cash Acct
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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
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Who Manages Non-Student AR
Department Activity FormStudent Accounts Set up Cashier User Profiles, Entity Codes,
Category Codes, Detail CodesTGAUPRF, TTVECAT, TTVDCAT, TGADETC
Financial Accounting Create Clearing Fund and Accounts FTMFUND, FTMACCT
Financial Systems Create Rule Codes FTMRUCL, FOMRGRC, FOMPRRG
Accounts Payable Create customers as vendors FTMVEND
Billing Office Set up customers, Enter charges, Run Application of Payments, Review and Close Cashier Session, Finalize Cashier Session, Perform Aging Analysis, Refund Credit Balance Accounts, Process Penalty & Interest Charges, Produce Invoice/Bill, Enter Billing Message
TGACPRF, TFADETL, TGRAPPL, TGACREV, TGACSPV, TGRAGES, TRRRFND, TFRLATE, TFRBILL, TGAMESG
Cashier’s Office Finalize Cashier Session TGACSPV
Controller’s Office Enter payments TFADETL
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Impacts to the Campus Finance User
• FGITRND after Charge of $3000
No effect to campus user (Operating Ledger) at this point
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Impacts to the Campus Finance User
• FGIBDST after Charge of $3000
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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
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Impacts to the Campus Finance User
• FGITRND after Payment of $2000
No effect to campus user (Operating Ledger) at this point
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Impacts to the Campus Finance User
• FGIBDST after Payment of $2000
No Change until Unbudgeted Trust Feed
Outstanding balance of AR
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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
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Impacts to the Campus Finance User
• FGIGLAC after Payment of $2000 – NonStudent AR Fund
411000 – Claim on Cash418910 – Unapplied Cash
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Impacts to the Campus Finance User
• FGIGLAC after Payment of $2000 – Bank Fund
411000 – Claim on Cash41100N – Cash Receipts Bank
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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!
