The Accounts Receivable Reference Documents Group

The Accounts Receivable Reference Documents Group is accessed by clicking on the Enter TP Documents button at the FIS Welcome Screen.

This will take you to the Document Group Selection screen (below).

Click on the AR Reference Documents Group button (with the hammer and wrench icon)

This screen gives you two options:

NOTE: Prior to using the AR system, the processing organizations will need to set up the organization options and organization defaults.

The blank Organization Options Maintenance screen looks like this:

1. Click on the Enter TP Documents button at the FIS Welcome Screen.
   
   
2. Choose the AR Reference Documents Group from the Document Group Selection screen (by clicking on the button with the hammer and wrench icon).
   
   
3. Place the cursor on the Organization Options line and click the OK button.

The blank Organization Accounting Default Maintenance screen looks like this:

The Organization Accounting Defaults Maintenance screen is where the default account and object code (optional fields) information is established on the invoice. It also establishes the late charge object code and write-off object code (required fields).

The Accounts Receivable Documents Group is accessed by clicking on the Enter TP Documents button at the FIS Welcome Screen.

This will take you to the Document Group Selection screen (below).

Click on the AR Documents Group button (Acct. Rcvb Document button).

This screen gives you five options:

• The Application document (primarily used by the processing organizations)
• The Cash Control document (primarily used by the processing organizations)
• The Credit Memo document
• The Customer document
• The Invoice document

The Invoice Document

How to Access the Invoice Document

• If the initiator selects Hope or Lifetime Learning in the Special Processing field, the following items are required:

• Name
• Address
• SSN/FEIN (If the SSN/FEIN was not filled in when the customer was originally set up, then the organization must contact a processing organization to modify the customer information.)
• Date of Service

• Any object code is allowed on the invoice, except Fund Balance object codes and Equipment and Payroll Expense object codes.
  
  
• In the Invoice Due Dt field

• No date prior to invoice create date can be entered
• No date greater than "90 days" can be entered

• The Invoice date is the date the initiator clicks the OK button to approve the document. The invoice date drives the aging of receivables.
  
  
• In order for an invoice item code to be used, it must be valid for that organization.
  
  
• The Customer field is a required field on the invoice.

• The "D" button by the Total field allows you to discount the line item. Once the discount button has been clicked, the button disappears and a new line for the discounted item will appear below the original item line.
  
  
• If you enter information for Line Item 1 and hit the discount button, you can later delete Line 2 prior to routing if necessary—for example, if you make an error or if you decide not to give a discount—by clicking on the Delete Line button while the cursor is resting on the discounted line. If you also decide, after adding a discount line, to delete the original line (Line 1), you must delete Line 2 first.
  
  
• To delete the second (i.e. discount) line and still provide a discount, you must first delete the discount line as indicated above, then delete Line 1. Then click on the Insert Line button and this will return a new line with a new "D" button. You can begin the process over again from this point.
  
  
• On the discount line, the object code will automatically default to "1999" (i.e. discount object code). Since this is an updateable field, this value can be changed as necessary.
  
  
• If you enter a discount on an invoice, you cannot do an error correction on the invoice.

• Click on the Workflow option of the FIS menu bar
  
  
• Click on the Template option
  
  
• This will open a new Invoice document with corresponding information from the original document in the fields, with the exception of:

• A new document number
• A new create date
• A new initiator (if different from the original document initiator)
• A "?" (in process) status in place of the "A" status

1. Click on Search for Documents? at the Welcome screen, and perform a search for the invoice you wish to reverse.
   
   
2. Click on the Workflow option from the menu at the top of the FIS screen.
   
   
3. Click on the Error Correction option.
   
   
4. A new document will be returned to the screen containing all the information from the original, except for the Unit Price and Total fields which will reflect a negative amount corresponding to the original amount. (Note: the new document will also have a new document number, date, status, and initiator if different from the original initiator. The Description field will read "Reversed entries to: XX-XXXXXXXXX i.e. the original document number).
   
   
5. Click on the OK button.
   
   
6. A dialog window will state that your action will reverse the entries on the document and will ask if you wish to continue with the operation.
   
   
7. Click on the "Yes" button.
   
   
8. You may choose (or decline) to edit the original document after approving the reversal.

---

Credit Memo

Functionality

The Customer Document

Adding A New Customer

• Names like "3M," "JL Construction," or "AFSCME" have no spaces, no commas etc.
  
  
• An Individual’s name is listed by last name, followed by first name
  
  
• Do not use ‘The’ at the beginning of a customer name
  
  
• Use no titles as first names, such as "Mr," "Mrs," "Dr" etc.
  
  

• When titles are included in a name such as "Dr John L Doe," it should be listed as "Doe, Dr John L;" "Jane K Deere, MD," should be listed as "Deere MD, Jane K"

• If a last name is hyphenated it should be entered in that way
  
  
• Do not use shift key characters
  
  
• Do not use punctuation or ampersands
  
  
• If the name of an abbreviation is known, spell out the whole name (i.e. "Med Ctr" = Medical Center; "Hosp" = Hospital)
  
  
• For military branches, the prefix "United States" is left off—simply list as "Army," "Navy," etc.
  
  
• When the following are at the end of a name, they should be abbreviated: "Inc," "Corp," "Assoc," "Co," "Ltd"
  
  
• When "City of Bloomington" is used, it should be listed as "Bloomington, City of"
  
  
• "School of Music" should be listed as "Music, School of"
  
  
• IUPUI should be entered as "Indiana Univ Purdue Univ at Indianapolis" as space permits
  
  
• If it is necessary to abbreviate, do so at the end of the entry
  
  
• Spell out in full prefixes such as "Saint," "Fort," "Mount" etc.
  
  
• Numbers should be spelled out, from one to ten
  
  
• For university departments, such as "Department of Athletics," put "Athletics, Department of"
  
  
• Commonly used acronyms such as "IBM;" "ABC" are not spelled out in full
  
  
• No spaces or dashes should be placed in phone numbers
  
  
• Use contact’s name in the "Attention" line of the Invoice, not in the customer’s address

Routing

• Both customers need to be in the database (i.e. "parent" and "child" customers) in order to create a parent/child relationship
  
  
• The billing organization needs to notify the processing organization that a parent/child relationship needs to be established and to notify which customer is which (i.e. which is "parent" and which is "child")

The AR Cash Control document is normally used by the processing organization.

1. The Org Reference field can be used when a billing or processing organization would like to attach a reference number on the document specific to their unit. This field is optional.
   
   
2. The Status shows the status of the document. It is filled in automatically depending on where the document is in terms the approval hierarchy.
   
   
3. The Description field provides a description of the reason for the Cash Control document.
   
   
4. The Medium field is a drop down arrow field from which the user selects the means in which payment will be received. Options are Cash, Check, Credit Card, or Wire Transfer).
   
   
5. Depending on the Medium type, the Ref Doc # field could be a CR, DI, or GEC. This document is usually generated by the processing organization after review of the Cash Control. The number will only be filled in after the processing organization has clicked on the Generate Ref Doc button.
   
   
6. The APP Doc # field contains the document number where the processing organization will apply the dollars on this specific line.
   
   
7. The Status field represents the status of the APP Doc.
   
   
8. The Customer # field is where the user can enter the customer number of the funds represented, if known. This field is optional.
   
   
9. The Date field is an optional field.
   
   
10. The Amount field represents the amount of the check or cash received, the amount of the wire transfer, or the credit card transaction amount. Once the Cash Control document is routed, the amount can not be changed.
    
    
11. The free form field below the Amount field is for any additional information you would like to enter about this line item.
    
    
12. The Total field represents the total amount of all the line items entered

1. The organization which received the cash enters in the Cash Control which automatically generates the Cash Receipt.
   
   
2. The pending ledger entries associated with the Cash Receipt are as follows:

NOTE: If the processing organization receives a Cash Control document with a payment type of Check from a billing organization, they will need to verify that the check was indeed sent to the lockbox, and cancel the document because the lockbox will "generate" a Cash Control document.

Accounts Receivable Inquiries Screens

The Accounts Receivable Inquiries screens are accessed by clicking on the Inquiries option of the FIS menu bar (at the top of the TP screen), and clicking on the Accounts Receivable option of the dropdown menu.

This will return the following AR Functions options menu below.

---

Aged Trial Balance

The Aged Trial Balance screen allows the user to monitor and track current and outstanding amounts on an organization’s invoices. The information on the screen is organized so that you may check:

• which invoices are current
• which customer/vendors have outstanding balances
• how long the outstanding amount is over due

The Aged Trial Balance function can help you track payments owed to your organization and assist you when you need to contact customers about payment.

How to Run an Aged Trial Balance

1. Click on the Inquiries option of the FIS menu bar (at the top of the screen).
   
   
2. Choose the Accounts Receivable option.
   
   
3. Click on Aged Trial Balance button.

4. Select the appropriate radio button for the report type you wish to run (i.e. by Processing Org, by Billing Org, or by Account).
   
   
5. If you select Processing Org or Billing Org the chart, followed by the organization in the corresponding fields (chart first, organization next), or enter the account number (in the second field to the right of the Account radio button) to access the report type you selected.

An organization select box appears with three choices: by Processing Organization, by Billing Organization, and by Account. The type which is selected will determine what type of information is retrieved.

For more detail regarding a balance in the report, the user can double click on any of the balances shown to view the details of the balance down to the individual document level.

Invoice Item Codes are optional six alpha-numeric identifiers for various services or products for which university billing organizations are billing. The code is used to automatically fill in the item description and all the accounting information (chart, account, object code etc).

1. Click on the Inquiries option of the FIS menu bar (at the top of the screen).
   
   
2. Choose the Accounts Receivable option.
   
   
3. Click on the Invoice Item Codes button.
   
   
4. Click on the More button.
   
   
5. Click on the Add button.
   
   
6. The COA and Org fields will appear when user opens the document.
   
   
7. Enter the Item Code (limited to 6 characters) and a description (in the unnamed Description field following the Item Code field).
   
   
8. Enter the appropriate information in the Related Stock Number field. This is an optional field.
   
   
9. Enter appropriate information in the Default Price field. This is an optional field.
   
   
10. Enter appropriate information in the Default Quantity field. This is an optional field.
    
    
11. Enter appropriate information in the Default UOM field. This is an optional field.
    
    
12. The Invoice COA Code field will be filled in after the user types in an invoice account number.
    
    
13. Enter an account number in the Invoice Account Nbr field.
    
    
14. Enter a sub account number in the Invoice Sub Acct Nbr as necessary. This is an optional field.
    
    
15. Enter an object code in the Invoice Object Code field.
    
    
16. Enter a sub object code in the Invoice Sub Object Code field. This is an optional field.
    
    
17. Enter a project code in the Invoice Project Code field. This is an optional field.
    
    
18. Enter an organization reference ID in the Invoice Org Reference ID field. This is an optional field.
    
    
19. Click on the OK button to approve the new item code

1. Click on the Inquiries option of the FIS menu bar (at the top of the screen).
   
   
2. Choose the Accounts Receivable option.
   
   
3. Click on the Invoice Item Codes button.
   
   
4. Place the cursor on the item code you would like to update.
   
   
5. Click on the More button.
   
   
6. Click on the Update button.
   
   
7. Make edits as necessary.
   
   
8. Click on the Update button.

NOTES:

1. Click on the Inquiries option from the FIS menu bar.
   
   
2. Click on the Accounts Receivable option.
   
   
3. Click on the Customer Search button.
   
   
4. Enter appropriate information in the Customer Nbr or Customer Name fields.
   
   
5. Place the cursor on the Customer Nbr line in the Search Results zone.
   
   
6. Click on the More button.
   
   
7. Click on the History button.

Once the report is returned to the screen, the following detail will be retrieved for that customer:

Note: If a user double clicks on a Unpd/Unapld Amt line, they can identify all applications which have been made to a particular invoice. If the amount in this column is zero, the invoice has been completely paid off.

To View the Financial Screen

1. Click on the Inquiries option from the FIS menu bar.
   
   
2. Click on the Accounts Receivable option.
   
   
3. Click on the Customer Search button.
   
   
4. Enter appropriate information in the Customer Nbr or Customer Name fields.
   
   
5. Place the cursor on the Customer Nbr line in the Search Results zone.
   
   
6. Click on the More button.
   
   
7. Click on the Financial button.

The following information will be retrieved:

Note: For further detail on any of the balances above, the user can double click on the balance and view the detail of the balance down to the individual document level.

How to Add a Note

If you wish to include additional information about the customer, you can do so by clicking on the Notes button of the Customer Inquiry screen. Some situations in which a note may be added include: if a customer has been declared bankrupt, is slow in paying their invoices, or has an address change and you wish to keep the old address. Notes stay with the document within the system.

1. Click on the Inquiries option from the FIS menu bar.
   
   
2. Click on the Accounts Receivable option.
   
   
3. Click on the Customer Search button.
   
   
4. Enter appropriate information in the Customer Nbr or Customer Name fields.
   
   
5. Place the cursor on the Customer Nbr line in the Search Results zone.
   
   
6. Click on the More button.
   
   
7. Click on the Notes button in the right hand column on the document.
   
   
8. This will return the Customer Notes screen (below).

9. Click on the New Note button. This will bring up an expanded note field screen.
   
   
10. Enter your information and then click on the OK button.
    
    
11. Your note text, the date you created the note, and your name will be returned to the Customer Notes screen.
    
    
12. Click on the OK button.
    
    
13. As with any document that has a note attached to it, when the Customer Inquiry screen is accessed for this customer, the Notes button will be highlighted in red.