Health Science Center
Office of Finance & Administration
Paula H. Cadena
(979) 436-9236
pcadena@tamhsc.edu
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Explain basic Accounts Receivable process at
HSC
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Review screens utilized for Accounts Receivable
inquiry
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Explain basic deposits process at HSC
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Review System Policy regarding cash handling
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There are two customer set up forms on the
web site
◦ TAMUS Components and Employee Customers
◦ Non-TAMUS Components and Customers—need
customer signature
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Required information for customer setup:
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Customer Name
Billing Address
Telephone Number
Billing Account (revenue account)
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Customer Types
◦ CP—Corporation; IN—Individual; NP—Non-Profit;
OG—Other Government; PT—Other TAMUS System
Part; RF—Research Foundation
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You may check screen 603 in FAMIS to verify
if a customer has been established
Email completed set up form to
pcadena@tamhsc.edu or drop into laser
fiche (9.0 In-Boxes; A/R & Deposits)
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Complete Accounts Receivable Setup Form and
email to me or drop into laser fiche (9.0 InBoxes; A/R & Deposits)
Revenue codes can be found on screen 806 in
FAMIS
You will mail your standard invoices to your
customers; please number with the invoice
number sequence provided; invoice number on
bill and in FAMIS should be the same
The invoice that is sent to the customer and
the invoice that is set up in FAMIS should be
for the same amount
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Please instruct customer to send payments to:
Texas A&M Health Science Center, 200 Technology
Way, Suite 2079, College Station, TX 77845
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Complete Accounts Receivable Adjustment
Form
Key point to remember:
◦ “C” to reduce invoice amount
◦ “D” to increase invoice amount
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Email completed form to me or drop into
laser fiche (9.0 In-Boxes; A/R & Deposits)
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Monthly Aged Accounts Receivable report
◦ Scanned and sent to departments via email
◦ Send collection status on any accounts receivable
90 days past due to me
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Past due letters
◦ Generated by FAMIS based on the “Sale Date”
◦ Sent to departments via campus mail for you to
distribute as you deem appropriate
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M60 – A/R Menu Screen
*----------Inquiry------------*
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602
605
632
633
634
635
636
637
638
Customer Name Search
Customer System Information
Invoices by Customer
Invoices by Billing Department
Invoice Line Items by Account
Invoice Display
Invoice Line Item Display
Invoices by Invoice Number
Invoices by SPR Project
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What is an accounts receivable?
Should all invoices be set up as a receivable
in FAMIS?
When should departments notify Finance &
Administration about a receivable?
How should receivables be tracked by
departments?
Should departments create their own
invoices?
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Should departments send a copy of the
invoice to Finance & Administration when
they send the original to the vendor?
When making a deposit related to a
receivable, what kind of documentation does
Finance & Administration need to match that
deposit to an invoice in FAMIS?
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3 Types
◦ A/R Payments
◦ Sales - Non-A/R Payments
◦ Refund of Expense
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Regardless of deposit type, complete Receipt
for Cash Sales for all incoming monies
◦ If payment of A/R invoice, write invoice number on
Receipt for Cash Sales. This information will be
used to apply payment in FAMIS to the outstanding
invoice.
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Sales—Non A/R Payments
◦ Complete Receipt for Cash Sales and
Interdepartmental Transfer or Cash Deposit
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Refund of Expense (“DFE”)
◦ Complete Receipt for Cash Sales and send with
check to Jenny Caddel in Accounts Payable
◦ Write voucher number on receipt or check stub so
that Jenny will know how to research and post the
refund
◦ You can also attach a screen print of 168 to identify
the voucher related to the refund
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IDT—Interdepartmental Transfers
IDTs are not allowed on:
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137XXX
183XXX
184XXX
185XXX
23XXXX
940100-XXXXX
4XXXXX
You will be able to check the posting of the A/R
payments in FAMIS via the inquiry screens or
when you get your Aged A/R report
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System Policy 21.01.02
Key items:
◦ Official receipt must be written for each remittance
◦ You will want to document when your deposit is
delivered to the bank
◦ All deposits are to be made daily.
◦ Deposits must be made whenever the amount on
hand reaches $200.00 and at least every three
business days
◦ Immediately upon receipt, checks must be
restrictively endorsed “For Deposit Only”
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◦ If a deposit of cash will take you over $2,500.00
for the day, you must send your customer to 200
Technology Way, Suite 2079, to make the
payment.
◦ http://tamus.edu/offices/policy/policies/pdf/21
-01-02.pdf
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Step 1: Total the currency, coins and check
amounts
◦ Detailed instructions can be found at “How do I
prepare a Deposit” file on Accounts Receivable
website
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Step 2: Batching & bagging the deposit
◦ Place currency and bank deposit slip (original –
white copy) on top of banded checks & rubber
band the entire package.
◦ The other two slips (pink and yellow copy) should
be retained for the department’s records
◦ Place the deposit in the plastic tamper-proof bag
and fill out below information on the bag:
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To: Wells Fargo
From: Department Name
Amount: Total Deposit
Write the date from the deposit slip on the bag
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Step 3: Send deposit bag to Wells Fargo
◦ Wells Fargo locations at College Station/Bryan area:
 -321 University Drive, College Station
 -1801 Rock Prairie Road, College Station
 -200 Southwest Pkwy E, College Station
 -3000 Briarcrest Drive, Bryan
 -501 N. Harvey Mitchell Parkway, Bryan
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Step 4: Scan the deposit documentation and
drop into Laserfiche folder
◦ Scan the backup in the order of
 Deposit Slip
 IDT/Cash Deposit Form
 Receipt for Cash Sales
◦ Please name your file as follows: DEPT xxxx
(Dept. 4-digit code) DEPOSIT mm/dd/yy. (e.g.
DEPT 4100 DEPOSIT 09/29/10)
◦ Drop file into LF Folder: TAMHSC\9.0 InBoxes\A/R & Deposits
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Step 4: Scan the deposit documentation and
drop into Laserfiche folder (cont’d)
◦ If you have more than one IDT/Cash deposit form for your
deposit, be sure to scan the corresponding Receipts for
Cash Sales after each IDT/Cash Deposit.
◦ For A/R Payments deposit, you will only have a Receipt for
Cash Sales with the invoice number notated on it.
◦ You should keep a copy of the deposit file until the monthly
reconciliation of your account has been performed.
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Refund of Expense (“DFE” – Deduction from
Expense)
◦ Money received for refund of prior expense that
was paid through voucher
◦ Complete Receipt for Cash Sales
◦ Write voucher number on receipt or check stub
◦ Attach copy of screen 168
◦ Attach cash/checks with Receipt and send to F&A
Jenny Caddel (Accounts Payable). AP must have
the actual check in order to process the DFE.
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Customer
address needs
to be entered
Receipt needs
to be signed
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Customer
address needs
to be entered
Receipt needs
to be signed
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Enter Cash Sales
Receipt # here
Check FAMIS
screen 806 for
appropriate subcode
Scan White copy of
IDT, and keep Yellow
copy as your record
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
Cindy Quarles, Financial Accountant III
(979) 436-9237
cmquarles@tamhsc.edu
Paula H. Cadena, Assistant Financial
Manager
(979) 436-9236
pcadena@tamhsc.edu
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Any questions?
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