|
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:
The Organization Accounting Defaults screen
The Organization Options screen
NOTE: Prior to using the AR system, the processing organizations will need to
set up the organization options and organization defaults.
The Organization Options Maintenance
Screen
The blank Organization Options Maintenance screen looks like this:
Functionality of the Organization Options Screen
T he Organization Options screen is used:
- By the processing organization to establish a
link between the billing organization and the processing organization. This
link will drive the entire application process.
- By the billing organization to establish
defaults indicating how/where the invoices will be printed.
- To specify the remit address . The remit
address should contain one of the following lockbox addresses.
|
Bloomington (Not C &G) |
Financial Management Services |
| |
Accounts Receivable |
| |
PO Box 66248 |
| |
Indianapolis, IN 46266-6248 |
|
|
|
C & G |
Financial Management Services |
| |
Contract and Grants |
| |
PO Box 66057 |
| |
Indianapolis, IN 46266-6057 |
| |
|
|
Indianapolis (Not C & G) |
Accounts Receivable |
| |
PO Box 66271 |
| |
Indianapolis, IN 46266-6271 |
| |
|
|
Northwest |
Indiana University Northwest |
| |
PO Box 66812 |
| |
Indianapolis, IN 46266-6812 |
| |
|
|
South Bend |
Accounts Receivable |
| |
PO Box 66867 |
| |
Indianapolis, IN 46266-6867 |
Restrictions on the Organization Options Screen
A billing organization may change any of the
information for their billing organization (except the processing organization
it reports to). This will then route to the processing organization for
approval.
A processing organization can set up any new billing
organization reporting to their processing organization.
The Accounts Receivable supervisor can modify the
processing organization that a billing organization reports to.
How to Access the Organization Options Maintenance
Screen
- Click on the Enter TP Documents button at the FIS
Welcome Screen.
- Choose the AR Reference Documents Group from the Document
Group Selection screen (by clicking on the button with the hammer and
wrench icon).
- Place the cursor on the Organization Options line and click the OK
button.
How to Create A New Billing Organization (done by
Processing Organization)
- In the Description field type "Create New
Billing Organization."
- Enter the chart of account and organization codes of an existing billing
organization that reports to your processing center in the COA
and Org fields of the New zone.
- The system will ask you if you want to modify the organization? Answer
"Yes."
- Click on the Copy button (=>) to transfer the
information to the New zone.
- Change the COA and Org fields to the correct
values for the organization you intend to add.
- Remember to make any modifications to the Prnt Dtl line
(this will determine if the default is set to send to Print Invoice
Now, Send to Proc Queue, Send to Bill Queue,
or Do Not Print.
NOTE:
There are TWO methods by which you may enter
information in the Organization Options fields:
Either:
q
Enter the information directly in the New zone
Or
q
Enter the information into the Current zone and
click on the Copy All button to transfer the information into
the New zone. NOTE: You can only bring information in the Current
zone after answering “Yes” to the Modify
question
The Organization Accounting Default
Screen
The blank Organization Accounting Default Maintenance screen looks
like this:
Functionality of the Organization Accounting Defaults
Screen
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).
Restrictions on Organization Accounting Defaults
A billing organization may change any of the information for their billing
organization.
How to Access the Organization Accounting Defaults
- Click on the Enter TP Documents button at the FIS
Welcome Screen.
- Choose the AR Reference Documents Group from the Document
Group Selection screen (by clicking on the button with the hammer and
wrench icon).
- Place the cursor on the Organization Accounting Defaults line
and click the OK button.
How to Set Up Organization Accounting Defaults
- Enter a description in the Description field.
- Type the appropriate values in the COA and Org
fields.
- Enter the appropriate value in the Late Chrg Objt (Late
Charge Object Code) field.
- Enter the appropriate value in the Writeoff Objt (Write-off
Object Code) field.
- Enter the appropriate account number, and the chart it reports to, in the
COA and Account fields of the Invoice
zone (this will set up the default for the invoice).
- Enter the object code you would like the invoices to default to in the
Object
field.
NOTES:
- There
is only ONE default per billing organization
- There are
TWO methods by which you may enter information in the above
fields.
Either:
- Enter the information directly in the New
zone
. Or
Enter the information into the Current zone
and click on the Copy All button to transfer the information
into the New zone. NOTE: You can only bring information in the Current
zone after answering “Yes” to the Modify
question
The Accounts Receivable Documents
Group
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
The Cash Control document
The Credit Memo document (primarily used by
the billing organizations)
The Customer document (primarily used by
the billing organizations)
The Invoice document (primarily used by
the billing organizations)
NOTE: Prior to using the Accounts Receivable system, the billing organizations need to set up the organization options and organization
defaults with the processing organization.
The Cash Control Document
The AR Cash Control document is normally used by the processing
organization.
General Information About
the Cash Control Document
- The Cash Control document provides a mechanism
for linking the deposit of funds on the Cash Receipt to the Application
documents
- The Cash Control does not generate any general
ledger entries
Any user in a billing organization or a
processing organization can generate a Cash Control document
The Cash Control document will route to the
processing organization that your billing organization is associated with
Cash Control Field
Explanations
- 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.
- The Status shows the status of the document. It is filled
in automatically depending on where the document is in terms the approval
hierarchy.
- The Description field provides a description of the reason
for the Cash Control document.
- 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).
- 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.
- The APP Doc # field contains the document number where the
processing organization will apply the dollars on this specific line.
- The Status field represents the status of the APP Doc.
- The Customer # field is where the user can enter the
customer number of the funds represented, if known. This field is optional.
- The Date field is an optional field.
- 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.
- The free form field below the Amount field is
for any additional information you would like to enter about this line item.
- The Total field represents the total amount of all the line
items entered
If a Billing Organization
or Processing Organization Receives Cash
- The billing organization receives the cash.
- The billing organization creates a Cash Receipt, depositing funds to
their processing organization’s clearing account, and to object code 8015.
- Clearing account numbers are as follows:
UA-AR 6812950
UA-ARCG 6812901
SB-ADAF 6854550
NW-NW 6858550
IN-ACCT 6872885
- The billing organization prints the Cash Receipt.
- The billing organization sends a copy of the Cash Receipt and money
to the Bursar via a courier.
- The billing organization creates a Cash Control document with
payment medium type of CASH and types the Cash Receipt
document number in the Org Ref field in the top right hand
corner.
- The processing organization must verify that the Cash Receipt #
in the Org Ref field is correct by performing a document search.
What Happens in the System When the Payment
Medium Type "Cash" is Selected?
- The organization which received the cash enters in the Cash Control
which automatically generates the Cash Receipt.
- The pending ledger entries associated with the Cash Receipt are as
follows:
|
Object Code |
Debit |
Credit |
|
Cash - 8000 |
100.00 |
|
|
Unapplied Cash - 8015 |
|
100.00 |
- The Cash Receipt routes to the Bursar with a "V"
status.
- The Cash Control is routed to the processing organization for approval.
- The processing organization can click on the App Doc # on each
line and begin to apply the dollars.
- See the Application document information for
remaining steps.
If a Billing Organization Receives a Check
The billing organization should send the check to the
lockbox via US Mail
The lockbox process will generate the Cash Control
document
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.
The processing organization should send the check
to the lockbox via US Mail
The lockbox process will generate the Cash Control document
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.
Application
Document
An Application document can be used to move
money from unapplied dollars to apply to a customer or designate as
non-Accounts Receivable.
The Application document can only be
used by the processing organizations.
General
Information About the Application Document
1.
The Application document is used both in connection with the Cash
Control document and on its own. When used in connection with the Cash
Control document, the document has four ways to designate/apply dollars: Quick
Apply, Apply Detail, Non-AR, and Unapplied
Dollars. When used on its own, the document allows the user to apply
dollars at the detail level only. How to designate/apply dollars from both the
Cash Control document and Application are described below
2.
Quick Apply-
the Quick Apply can be used if your Cash Control document
total equals one or more invoices exactly. This can only be used with one set
of dollars at a time. If the user conducts a new search, the system will
automatically discard applied amounts from the screen
3.
Apply Detail-
Applying detail allows you the flexibility to apply a check to multiple
customers or invoices at either the invoice level or at the invoice item
detail level
4.
Non-AR- Non-AR
is used when money has been sent to the AR lockbox but is not associated with
an invoice in the AR system. Non-AR allows the user the to get
the money out of the AR system without having to do a GEC or DI
5.
Unapplied Dollars-
Unapplied dollars can be used when we receive a check but we do not know which
invoice it is paying off. It allows us the capability to associate it
with a customer but not apply it to an invoice.
1.
After your reference document has been created on the Cash Control
document the processing organization can double click on the APP Doc
on the Cash Control document. This will bring up the Application
document
2.
Once you bring up the Application document, you will notice a
section in the top right hand corner labeled Control Information.
You will not be able to edit any of the fields listed in this section. In the Control
Information section, you will note the following:
a.
Org Ref #: This will automatically be filled in with the Cash
Control Document Number. This provides us a way to cross
reference these documents
b.
Customer: This field will bring over the
information that you typed in on the Cash Control document in the Customer
Number field
c.
Control Total: This field represents the amount
that you typed in the Amount field on the Cash Control
document. The Application document will force the processing
organization to apply all of the dollars to invoices, designate the dollars as
Non-AR, or place them in unapplied dollars
d.
Balance: This field is the control total less the
sum of the dollars applied to invoices, designated as Non-AR,
and placed into unapplied. Before the user can click OK, the
balance must be zero
e.
PMT #: This field will bring over the information
that you typed in on the Cash Control document in the Medium ID.
3.
If the processing organization chooses to use the Quick Apply:
a.
The user double clicks on the Quick Apply button
b.
If the invoice number is present on the list of invoices then the user
can click on the Apply box next to the invoice they wish to
apply to
c.
If the user wishes to apply the dollars to an invoice not listed, then
they may do a search for the invoice by customer or by invoice number
d.
Once the user has finished quick applying the dollars, they should
click on the OK button. This will return the information back to
the main application screen
e.
If complete, then click on the OK button again.
f.
It will take you back to the Cash Control document and let you
continue with the next Application document. Once all of the Application
documents on the Cash Control document have a status of
“A” and the user clicks OK then the document
will leave their inbox. If the APP docs have not all gone to “A”
status, then the Cash Control document will go back into the user’s
inbox.
4.
If the processing organization chooses the Apply Detail
function:
a.
The user clicks on the Apply Detail button
b.
Select Customer: This retrieves all open invoices
associated with the customer you selected, if filled in on the Cash Control
document
c.
At this time, you can pay off invoices or pay off invoice item detail
by clicking on the scissors next to the cash control amount and dragging it
either to the big clip board, to pay off an invoice entirely, or dragging it
to a smaller clip board which will allow you to pay off invoice item detail.
d.
The system will ask tell you the amount that is available for XYZ
customer, and then it will ask you to please enter the amount you wish to use.
It will default to the amount of invoice or invoice detail.
e.
Enter the amount in the Amount field
f.
Click on the OK button
g.
If you would like to select a new customer, the system will prompt you
with a message such as “You have retrieved a new customer”.
The user will then select the button to change invoices to the new customer or
leave the current invoices of the old customer
h.
When finished applying money, please click the OK button
i.
The system will ask you if you want to save the new applied and
distribution records and to return to the Application document.
Click on the Yes button. By clicking No you will
remain in the Apply Detail screen
j.
General information:
i.
You cannot save this document
ii.
The most you can apply is the amount on the Cash Control screen
because the amount available is drawing from the cash control balance as
opposed to unapplied dollars when we don’t enter the Application document
through the Cash Control document
iii.
Non-AR does not work if you go in through the Cash Control screen.
If you want to designate dollars as Non-AR you will have to do it on the main Application
screen
5.
If the processing organization chooses the Non-AR function:
a.
Enter the account number
b.
Enter the sub account number or code (This is an optional field)
c.
Enter the object code
d.
Enter sub object code (This is an optional field)
e.
Enter the project code (This is an optional field)
f.
Enter the amount
6.
If the processing organization chooses the Unapplied
function
a.
Click on the down arrow
b.
Enter the customer number (perform a customer search if the customer
number is not known)
c.
Click on Search
d.
Click on OK
e.
Enter the amount (the amount defaults from control information once the
customer is chosen)
f.
Click on OK (on the document)
1.
If the processing organization chooses the Apply Detail
function:
a.
Click on the Apply Detail button
b.
Select Customer. This retrieves all open invoices and all
unapplied dollars associated with the customer you selected
c.
At this time, you can pay off invoices or pay off invoice item detail
by clicking on the scissors next to the amount and dragging it either to the
big clip board, to pay off an invoice entirely, or dragging it to a smaller
clip board which will allow you to pay off invoice item detail. You also have
the option to designate the dollars as Non-AR at this time
d.
The system will tell you the amount that is available for XYZ customer,
and then it will ask you to enter the amount you wish to use
e.
Enter the amount
f.
Click on OK
g.
If you would like to select a new customer, the system will prompt you
with a message such as “You have retrieved a new customer.”
The user will then select the button to change invoices to the new customer or
leave current invoices of the old customer
h.
Click on OK
i.
The system will ask you if you want to save the new applied and
distribution records and to return to the application document.
Click on the Yes button. By clicking No you
will remain in the Apply Detail screen
j.
General information:
i)
You cannot save this document
ii)
Non-AR does work if you are going through the Application
document
2.
When the Application document is done the user will have the
opportunity to click on OK or Cancel. Cancel
actually deletes the document and it is as if the document were never done.
Business
Rules
1.
A check can be applied to multiple customers
2.
The processing organization can apply the unapplied funds that the
particular processing organization created
3.
On the Application screen, you can only have one customer in the
unapplied section
4.
You cannot apply more to an invoice or invoice detail amount than the
total invoice or invoice detail amount
5.
If the amount you’re applying is less than the invoice amount, you
must use the invoice detail section to apply funds.
Modifying A Customer
- Click
on the Acct Rcvb Document button at the Document Group Selection
screen
- Place
the cursor on the Customer line and click on the Open
button
- Click
on the Modify an existing customer button when presented
with the options menu
- Perform
a search for the customer
- Once
the correct customer has been identified in the Search Results
zone, place the cursor on the Cust Nbr line and click the OK
button. This will bring you
back to the AR Customer Document with the customer information
fields filled in but with the customer address section left blank
6.
Select the customer and click on the OK button. This will
bring up the AR Customer Document screen
7.
Make changes or add information to the customer
8.
Click on the OK button
9.
If you change the spelling of the customer’s name, the customer
number does not change
Only processing organizations have the capability to
modify a customer. It is very important that we document any changes in the Notes
section and date the change.
These documents will not be routed because only the
processing organization has access to them.
Changing An Address
- Click
on the Acct Rcvb Document button at the Document Group Selection
screen
- Place
the cursor on the Customer line and click on the Open
button.
- Click
on Customer in Document Group Selection menu
- Click
on Change an address button. This will bring up the Customer Lookup screen
- Perform
a search for the customer (customer name, customer number, phone number or
Federal ID number)
- You will lose the old information.
Make a note of the old information in the customer notes area.
Go back to the Customer option at the Document Group
Selection screen, select the Add an address button,
bring up your customer, click on the More button and then
select the Notes button and enter your information there
- Click
on the OK button. The
Customer Address Lookup screen will appear showing all of the
customer’s addresses
- Choose
the address to be changed by highlighting it, and then click on the OK
button
- The
AR Customer Document will appear with the customer information
filled in
- You
must fill in the Description field on the AR Customer
Document in order for the document to be approved
- Make
changes to the customer’s address and click on the OK
button
Any user who belongs to a billing organization in the AR
system can create a customer and add an alternate address. Only processing
organizations can perform address changes.
Routing
Customers that are permanent in nature (searchable) and alternate addresses
will go to the AR workgroup for approval. This will allow us to eliminate
duplicate customers and duplicate addresses in the customer master file.
Parent/Child Relationship
How to Create A Parent Relationship
This process assumes that both "parent" and "child"
customers are already in customer master file.
- Click on Enter TP Documents at the FIS Welcome Screen.
- Click on the Acct Rcvb Document button at the Document
Group Selection screen.
- Place the cursor on the Customer line and click on the Open
button.
- Click on the Modify and existing customer button when
presented with the options menu.
- Bring up the customer that is the "child" in the customer
relationship by performing a search for that customer.
- Place the cursor on the Cust Nbr of the customer you
wish to select and click on the OK button to return the
original Customer document to your screen.
- Enter the customer number of the parent in the Parent
field, or perform a search for the customer number of the parent by clicking
on the down arrow in the Parent field and following steps 5-6.
- Once the information is returned to the Parent field,
click the OK button.
NOTE: You must remember to fill in the Description field or the
document will not route.
Who Can Add these Relationships?
Only the processing organizations can add these relationships because
they are the only ones who have access to the Modify an existing customer
document.
Restrictions on Parent/Child Relationships
- A customer can not be its own "parent"
- There are no "grandparent" relationships
(for example, you can’t make a customer a "parent" if they already
have a "parent")
- This feature does not work with temporary customers
- This feature does work with inactive customers
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.
Lockbox Payments
- Click
on the Inquiries option of the FIS menu bar (at the top of the
screen)
- Choose
the Accounts Receivable option
- Click
on the Lockbox Payments button
- At
the prompt: Process lockbox payments? click on Yes
-
The system will then create a control document with description “Created
by lockbox.” Note: The description of each individual application
document will contain the message “lockbox remittance for invoice number
XX11111111”
- If the dollars received match the amount on the invoice it will appear
in V status
- If the dollars received do not match the amount on the invoice OR the
invoice cannot be found, it will be in I status and will appear with
the following message “lockbox remittance for invalid invoice number
XX11111111”
- Note on lockbox: When the cash control is routed to processing organization in Q
status.
1.
The Cash Control document is routed to the processing organization
2.
Once the processing organization has reviewed the Cash Control document
and feels that the information presented is accurate, then they can click on Generate
Reference Document. When the medium type is a check this will generate a
Cash Receipt and will not be routed to the bursar for approval/FYI.
3.
The pending ledger entries associated with the Cash Receipt are as
follows:
|
Object
Code
|
Debit
|
Credit
|
|
Cash - 8000
|
100.00
|
|
|
Unapplied
Cash - 8015
|
|
100.00
|
4.
After the reference document is generated then the processing
organization can click on the app doc number on each line and
begin to apply the dollars
5.
See the Application document for remaining steps
-
The processing organization receives communication from the customer that
the customer is going to pay by credit card
-
The processing organization enters in credit card number into a POS
terminal (that is only used for AR transactions)
-
From the bank feed the following general ledger entry is created:
|
Object Code
|
Debit
|
Credit
|
|
8000
|
100.00
|
|
|
1599
|
|
100.00
|
-
The processing organization goes into AR documents and selects the Cash
Control document
-
Enter
a description in the Description field
-
Select
Medium type: Credit Card
-
Enter
information in the Customer #, Medium ID, and Date
fields if desired
-
Enter
the amount of the credit card transaction in the Amount field
-
Click
on the OK button
-
The
processing organization user goes to the inbox and selects the Cash Control
document (note you have to do this through your inbox and not by doing a
document search)
-
The
processing organization user will click on Generate Ref Document if
the information is correct. The generated ref doc for a payment
medium type of credit card is a General Error Correction
-
The
pending ledger entries that will be created by clicking the ref doc
button are as follows:
|
Object Code
|
Debit
|
Credit
|
|
1599
|
100.00
|
|
|
8015
|
|
100.00
|
- After
the reference document is generated then the processing organization can
click on the app doc number on each line and begin to apply the dollars
- See
the Application document for remaining steps
If a Processing
Organization Receives Payment Via a WireTransfer
-
The treasury department receives notification of the wire transfer
- The treasury department records funds in general ledger in the 6812760
account on a Cash Receipt
- The general ledger entries created by the
CR are as follows:
|
Object Code
|
Debit
|
Credit
|
|
8000
|
100.00
|
|
|
1800
|
|
100.00
|
- The treasury notifies processing organization of funds
- The processing organization goes into AR documents and selects the
Cash
Control document
-
Enter a description in the Description field
-
Select
Medium type: Wire Transfer
-
Enter
information in the Customer #, Medium ID, and Date
fields if desired
-
Enter
the amount of the wire transfer transaction in the Amount field
-
Click
on the OK button
-
The
processing organization user goes to the inbox and selects the Cash Control
document (note you have to do this through your inbox and not by doing a
document search)
-
The
processing organization user will click on Generate Ref Document if
the information is correct. The generated ref doc for a payment
medium type of wire transfer is a Distribution of Income/Expense
-
The
pending ledger entries that will be created by hitting the ref doc
button are as follows:
|
Account
|
Object
Code
|
Debit
|
Credit
|
|
6812760
|
1800
|
100.00
|
|
|
6812760
|
8000
|
|
100.00
|
|
Processing Org Clearing Account
|
8015
|
|
100.00
|
|
Processing Org Clearing Account
|
8000
|
100.00
|
|
- After
the reference document is generated then the processing organization can
click on the app doc number on each line and begin to apply the
dollars.
- See
the Application document for remaining steps
Situation 1: Deposit Slip $10,000 and Amount of Checks $12,00
1.
Enter each check in the Cash Control document
2.
Enter -$2,000 on Cash Control document (this will reflect 12,000
worth of checks you can apply and -2,000 so that the total of the Cash
Control ties back to the deposit ticket.
3.
Once the processing organization clicks the Generate Ref document
button, the pending ledger entries will do the following:
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
Cash-8000
|
10,000
|
|
|
Processing org acct
|
Unapplied Cash-8015
|
|
10,000
|
4.
The negative amount on the Cash Control document generates the
following pending ledger entries once the processing organization generates the
reference document
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
AR Adj-8124
|
2,000
|
|
|
Processing org acct
|
Unapplied Cash-8015
|
|
2,000
|
5.
Once the bank account is credited 2,000 an additional Cash Receipt
will be done
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
Cash-8000
|
2,000
|
|
|
Processing org acct
|
AR Adj-8124
|
|
2,000
|
Situation 2: Deposit Slip $12,000 and Amount of Checks
$10,000
1.
Enter each check in the Cash Control document
2.
Enter $2,000 in the Cash Control document and mark it as bank
error
3.
Once the processing organization clicks the Generate Ref document
button, the pending ledger entries will do the following:
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
Cash-8000
|
12,000
|
|
|
Processing org acct
|
Unapplied Cash-8015
|
|
12,000
|
4.
The processing organization goes into the Application document and
applies $10,000 in Quick Apply or Apply Detail and
applies $2,000 to the non-AR section (processing organization clearing account
number and object code 8124)
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
Unapplied Cash - 8015
|
10,000
|
|
|
Billing Org Acct
|
Accounts Receivable - 8118
|
|
10,000
|
|
Processing org acct
|
Unapplied Cash - 8015
|
2,000
|
|
|
Processing org acct
|
AR-Adjustment - 8124
|
|
2,000
|
5.
When the bank withdraws the money, a negative Cash Receipt is done
by the processing organization
|
Account
|
Object
code
|
Debit
|
Credit
|
|
Processing org acct
|
AR Adj-8124
|
2,000
|
|
|
Processing org acct
|
Cash-8000
|
|
2,000
|
1.
Only one Medium type per cash control is allowed
2.
The Reference document is generated prior to the application of
dollars
3.
The Cash Control document will not allow user to generate multiple
reference documents. Once the ref doc has been generated it will be referenced
in ref doc field
4.
The user is required to enter in the Medium type and Amount
in the Cash Control document. If at a later point in time someone would
like to add additional information to this document they have the ability to.
However, the Medium type and Amount cannot be
edited.
5.
The Cash Control document can be saved
6.
As an individual Application document goes to “A”
status, the general ledger entries also hit the system.
7.
A cash amount plus or minus any bank errors equals the deposit slip
Accounts Receivable
Contacts
|
Processing
Organization
|
Contact
|
Address
|
Phone
|
|
UA- AR
|
Jennifer L. Mabry
|
538 Poplars
|
(812) 856-5769
|
| |
|
Bloomington Campus
|
|
| |
|
|
|
|
UA-AR
|
Martha Barnhill
|
538 Poplars
|
(812) 855-5704
|
| |
|
Bloomington Campus
|
|
| |
|
|
|
|
UA-ARCG
|
Jim Becker
|
429 Poplars
|
(812) 855-7110
|
| |
|
Bloomington Campus
|
|
| |
|
|
|
|
UA-ARCG
|
Tereasa West
|
434 Poplars
|
(812) 855-7079
|
| |
|
Bloomington Campus
|
|
| |
|
|
|
|
IN-ACCT
|
Tabitha Yates
|
443 Union
|
(317) 274-5004
|
| |
|
Indianapolis Campus
|
|
| |
|
|
|
|
IN-ACCT
|
Kim Campbell
|
443 Union
|
(317) 274-8075
|
| |
|
Indianapolis Campus
|
|
| |
|
|
|
|
NW-NW
|
Maryanne Milich
|
102 Hawthorne
|
(219) 980-6618
|
| |
|
Northwest Campus
|
|
| |
|
|
|
|
SB-ADAF
|
Anita Echevarria
|
A244
|
(219) 237-4289
|
| |
|
South Bend Campus
|
|
| |
|
|
|
1.
A processing organization is an organization that processes the payments
and applies the funds to invoices.
2.
A billing organization is an organization that has provided goods or
services that they are seeking payment for via the invoice. Note: In the prior
system these were referred to as processing organizations.
AR
Workgroups
Accounts
Receivable
This workgroup controls who
the Customer documents are routed to.
Lockbox
Workgroups
1.
ARLB 66248- This workgroup controls who can process lockbox payments for
the UA-AR processing organization.
2.
ARLB 66057- This workgroup controls who can process lockbox payments for
the UA-ARCG processing organization.
3.
ARLB 66271- This workgroup controls who can process lockbox payments for
IN-ACCT processing organization.
4.
ARLB 66812- This workgroup controls who can process lockbox payments for
NW-NW processing organization.
5.
ARLB 66867- This workgroup controls who can process lockbox payments for
SB ADAF processing organization.
Processing
Application Problems
Due to the level of detail that we allow dollars to be
applied to invoices, the system is very volatile. If someone in your processing
organization is applying dollars to invoices, the system will not allow you to
go any further. It will give you a message stating the system is locked and by
whom.
If you need the system to be unlocked, please contact the
AR Supervisor, Jennifer Mabry at (812) 856-5769. Please note that when the AR
Supervisor unlocks the system that all changes will be lost.
Financial Management Services
400 E. 7th Street, Poplars 527
Bloomington, IN 47405
Phone: (812) 855-0375
Last updated: 9 Mar 2001
Comments
Copyright
2006, The Trustees of
Indiana University
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