Non-student (External)
Accounts Receivable System
NON-STUDENT A/R
INTRODUCTION
• Current Indiana University System Overview
• Kuali A/R Committee Progress
• Enhancements
• Questions and Contact Information
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
NON-STUDENT A/R
• Billing Organization
– Each department that bills external customers:
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Print and mail invoices
Monthly analysis of receivables
Responsible for collection of invoices
Responsible for write–off of uncollectible invoices
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 clearing account
– Central Administration Bloomington approves
Customers & new addresses
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
NON-STUDENT A/R
• A/R DOCUMENTS
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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 A/R
• Customer Document (CUS)
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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
NON-STUDENT A/R
• Customer Document (CUS)
NON-STUDENT A/R
• Customer History Inquiry
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
NON-STUDENT A/R
• Invoice Document
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
NON-STUDENT A/R
• Credit Memo Document
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
• Credit Card
Wire
Check
NON-STUDENT A/R
• Cash Control Document
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
NON-STUDENT A/R
• Application Document
NON-STUDENT A/R
• “Quick Apply” Screen
NON-STUDENT A/R
• “Apply Detail” Screens
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
NON-STUDENT A/R
• Organization Options and Accounting
Defaults Screens
NON-STUDENT A/R
• A/R Functions
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On-screen Aged Customer Listing
Customer Search
Lockbox Processing
Create Invoice Item Codes
Print Invoices in Batch
NON-STUDENT A/R
• A/R Functions Screen
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 Phase II B
NON-STUDENT A/R
Enhancements
• Ability to Upload Customer Data from
Various File Types
• Run A/R Aging Reports for a Specific Date
• Include Open Credit Memos on Customer
Billing Statement
• Recurring Invoices
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
NON-STUDENT A/R
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Enhancements
Sales Tax Functionality
Enhanced Credit Memo Processing
Separate Write-off Process
Invoice Data Feeds
Collection Module
Enhanced Processing of Refunds,
Overpayments, Misapplied Payments
NON-STUDENT A/R
Contact Information
• Mark Barton, University of Arizona
bartonm@arizona.edu
• Kathy Cochard, Indiana University
kjcochar@indiana.edu
• Eben Sutton, University of California, Davis
esutton@ucdavis.edu