automating your daily a/r processes and refunds dennis wilson & admir djulovic eastern...
TRANSCRIPT
NWEUG2015
AUTOMATING YOUR DAILY A/R PROCESSES
AND REFUNDS
Dennis Wilson & Admir Djulovic
Eastern Washington University
July 30, 2015Business and Finance
Coeur d’Alene, Idaho
NWEUG2015
SESSION RULES OF ETIQUETTE
Please turn off you cell phone/pager
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversation during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho
NWEUG2015
INTRODUCTION
How Eastern Washington University improved our daily accounts receivable processes from an average of 4 hours per day to 1 hour per day.
Coeur d’Alene, Idaho
NWEUG2015
SESSION AGENDA
1. What feeding to Finance means to EWU
2. Our Configuration of Banner A/R
3. Other Systems we use
4. The Process!!!
Coeur d’Alene, Idaho
NWEUG2015
WHAT FEEDING TO FINANCE MEANS TO EWU
Coeur d’Alene, Idaho
Banner AR
Starrez – Housing
(API)
Library Feed (API)
CRC – Perkins Feed
Parking Feed (API)
Banner Student, Financial aid,
etc
Banner Finance
CashNet
NWEUG2015
WHAT FEEDING TO FINANCE MEANS TO EWU
Banner Modules that feed to A/R – Student, Financial Aid
Custom interfaces/API’s developed to feed to Banner AR Library Feed - ALMA
Parking Feed – T2
Housing Feed – Starrez
CRC - Campus Loan Manager feeds to finance Manages EWU Perkins Loans
Integrates with Banner Financial Aid
Coeur d’Alene, Idaho
NWEUG2015
OUR CONFIGURATION OF BANNER A/R
Coeur d’Alene, Idaho
Created a Hierarchy of detail categories
Wanted to ensure that certain charges would always have priority over others
Eliminates the need to run mass Un-application of payment (TGRUNAP)
Charges Payments
Category DescriptionPriority Code
BIL Billing 199FT4 Title IV Repayments 199PHO AR Adjustment 199RFD Refund 199TOT Other Tuition 199TUI Tuition 199ADM Administrative 198FEE Registration Fees 198HOU Housing Charge 198MEA Meal Plan 198INS Installment Charges 195PRK Parking 193LIB Library 192APF Admission Application 190CNT Contract Charges 190DPT Departmental 190FIN Fines 190MIS Miscellaneous 190RET Returned Check 190TRN Transcript 190
Payments
Category DescriptionPriority Code
FA Financial Aid 190CNT Contract Payment 190EXM Exemptions 190DEP Deposit 190FT4 Direct/Staford Loans 190HOU Housing Payment 190FT4 PLUS Loans 100CSH Cash, Check, CC 000FT4 Perkins 000
NWEUG2015
OUR CONFIGURATION OF BANNER A/R
The only Detail codes marked refundable is our financial aid related detail codes
EWU refunds financial aid on a daily basis
EWU only auto-refunds financial aid
Non-financial aid refunds are only issued by request per university policy
Coeur d’Alene, Idaho
NWEUG2015
OUR CONFIGURATION OF BANNER A/R
Refund checks and ACH are printed in our office
A separate Banner bank account created for SFS
Our daily A/P process is coordinated with our A/P department
Coeur d’Alene, Idaho
NWEUG2015
OTHER SYSTEMS WE USE
Coeur d’Alene, Idaho
UC4
E-visions
CRC
CashNet
NWEUG2015
THE PROCESS – OVERNIGHT (UC4)
Coeur d’Alene, Idaho
TSRCBIL (Applycred mode)
– prior term
TSRCBIL (Applycred mode)
– current term
TGRAPPL
TSRRFND (RFND mode)
– update
TGRCLOS
TVPREQA
NWEUG2015
THE PROCESS – OVERNIGHT (UC4)
Coeur d’Alene, Idaho
TGRCSHR – Refund detail
codes only
TGRCSHR – Return check
detail codes only
TGRCSHR – Cash detail codes only
TGRCSHR – All detail
codes
TGRFEED
TGRRCON
TGRAPPLTSRRFND – Flag mode
TGRAPPL
NWEUG2015
THE PROCESS – OVERNIGHT (UC4)
Coeur d’Alene, Idaho
NWEUG2015
THE PROCESS – EVERY MORNINGR
EFUND
PROCESS(PREP)
FURAPAYFARINVSFAIINVLFGIDOCR
CHECK
PROCESS
FTICHKSFAABATC (Checks)FABCHKSFZBCHKPFABCHKRINTELLICHECKFABCHKA
ACH
PROCESS
FAABATC(ACH)FABCHKSFAPDIRDFAPTREGFZRDIRDFABCHKRINTELLICHECKFABCHKA
REFUND
PROCESS(CLOSE)
E-MAIL TO A/P THAT SFS CHECK/ACH PROCESS IS COMPLETECHECKS SENT TO CAMPUS POST OFFICE
Coeur d’Alene, Idaho
NWEUG2015
THE PROCESS – EVERY MORNINGCR
C ACCOU
NTING
FEED
Export outbound transactions from CRCGenerate report from CRCRPBLMIA – import file
CASHN
ET TO
CRC
FEED
Save file from CashnetRun custom process to convert to .lbx fileImport file to CRCApply payments to accounts in CRC
APP
WORX
REVIE
W
Review reports from overnight processSave designated files to shared directory
Coeur d’Alene, Idaho
NWEUG2015
THANK YOU Dennis Wilson and Admir Djulovic
[email protected], [email protected]
Coeur d’Alene, Idaho