indiana university fis non-student (external) accounts receivable system

INDIANA UNIVERSITYFIS Non-student

(External)Accounts Receivable

System

NON-STUDENT FIS A/R

INTRODUCTION

• Current IU System Overview

• Kuali A/R Committee Progress

• Approved Enhancements

• Questions and Contact Information

NON-STUDENT FIS A/RIndiana University A/R Processing

• Decentralized system that allows departments to manage their own receivables

• Discourages cash handling at the department level – payments sent to 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

NON-STUDENT FIS A/R

• Billing Org– 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 FIS A/R

• Processing Org – covers many billing orgs– One for each lockbox using the AR system– Centralized location for receipts– Apply payments– Each processing org has a clearing account– Set up new billing orgs– Resolve problems– Reconcile clearing account– Central Administration Bloomington

approves Customers & new addresses

NON-STUDENT FIS 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 FIS 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 FIS 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 administrationStandard rules for customer names

NON-STUDENT FIS A/R

• Customer Document (CUS)

NON-STUDENT FIS A/R

• Customer History Inquiry

NON-STUDENT FIS 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 FIS A/R

• Invoice Document

NON-STUDENT FIS 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 FIS A/R

• Credit Memo Document

NON-STUDENT FIS 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– Works with various payment types:

• Cash Wire• Credit CardCheck

NON-STUDENT FIS A/R

• Cash Control Document

NON-STUDENT FIS 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 FIS A/R

• Application Document

NON-STUDENT FIS A/R

• “Quick Apply” Screen

NON-STUDENT FIS A/R

• “Apply Detail” Screens

NON-STUDENT FIS 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 FIS A/R

• Organization Options and Accounting Defaults Screens

NON-STUDENT FIS A/R

• A/R Functions– On-screen Aged Customer Listing– Customer Search– Lockbox Processing– Create Invoice Item Codes– Print Invoices in Batch

NON-STUDENT FIS A/R

• A/R Functions Screen

NON-STUDENT FIS A/R

Kuali A/R Sub-Committee

• All Kuali Partner Schools Represented

• Regular Meetings over the Past Year

• Functional Specification Documents Prepared

• Part of Kuali Phase II B

NON-STUDENT FIS A/R

Approved Enhancements

• Ability to Upload Data from Various File Types

• Add Flexibility to the Body of the Invoice

• Run A/R Aging Reports for a Specific Date

• Include Open Credit Memos on Customer Billing Statement

Contact Information• Anna Jensen, Indiana University

anjensen@indiana.edu

• Kathy Cochard, Indiana University kjcochar@indiana.edu

• Mark Barton, University of Arizona bartonm@arizona.edu