Non-student (External) Accounts Receivable System
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Transcript of Non-student (External) Accounts Receivable System
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Non-student (External)Accounts Receivable System
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NON-STUDENT A/R
INTRODUCTION
• Current Indiana University System Overview
• Kuali A/R Committee Progress
• Enhancements
• Questions and Contact Information
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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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NON-STUDENT A/R
• 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
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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
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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
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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
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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
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NON-STUDENT A/R
• Customer Document (CUS)
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NON-STUDENT A/R
• Customer History Inquiry
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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
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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
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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
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NON-STUDENT A/R
• Cash Control Document
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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
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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
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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
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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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Contact Information
• Mark Barton, University of Arizona [email protected]
• Anna Jensen, Indiana University [email protected]
• Eben Sutton, University of California, Davis
NON-STUDENT A/R