Accounts Receivable and Billing
(ARB)
Presenters:
Debbie Talley dtalley@umich.edu
Financial Operations Sponsored Programs
Supervisor of Fund Requests and Collections
Mary Byrkit marybyrk@umich.edu
MAIS Financials CPU
Application Manager for GL, AR and Billing
Agenda

Benefits of the PeopleSoft Accounts
Receivable and Billing systems

ARB key concepts and terminology

Walkthrough of month-end ARB reports

See handouts of report samples
2
ARB Benefits

Invoices and payments are posted daily to the
General Ledger.

Reduced billing time improves cash flow.

Integration with other M-Pathways modules
improves processing and reporting.

Revenue is distributed directly to parent and sub
Project/Grants based on their expenditures.

Managers of sub Project/Grants can directly
monitor their Account Receivable activity.
3
ARB Key Concepts & Terms

AR/Billing Business Units



Customers


SPFED
SPNON
Sponsored: Customer ID = Billing Project ID (e.g., F012234)
Invoices (Billing module)

Invoice = Bill


Sponsored invoices: 7-digit number (e.g. 1234567)
Items (Accounts Receivable module)

Item = Invoice

Open item converted from legacy to ARB: 6-digit legacy item
number
4
ARB Reports

Three new reports:

SOA AR/BI Detail (new)


Statement of Receivables (enhanced)


Provides invoice detail for the billing journals on the
SOA.
Shows the open Accounts Receivable items and the
transactions (e.g. payments) affecting the balance for
those items.
Aging Report (new)

Displays the number of days the invoice has been
outstanding for open Accounts Receivable items.
5
ARB Reports

Navigation in FinODS


Go / Reports / AR Reports
SOA AR/BI Detail is also accessible the via GL
Reports menu.

The reports can be run by Project/Grant or
Fund/Department/Program

See separate handout with sample reports
6
Statement of Activity (SOA)
7
Standalone Project/Grant Example
Report ID:
Bus. Unit:
Monthly Rpt Period:
P/G:
P/G Eff. Status:
P/G Director:
P/G Administrator:
Adm Address:
Journal ID
Gifts and Grants
BI01235250
BI01235301
MGL00158
UMICH--The University of Michigan
NOV-2003
F000000-Federal Sponsored Project Grant Standalone Example
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
1075
Jrnl Dt
TransRef
Ln
Journal Line Description
Fin Ops Coordinator:TUNE,LEA M 764-9591
ldjml@umich.edu
P/G Status:
Approved
P/G Start/End:
01-OCT-2000 to 30-SEP-2005
P/G Department:
123456-UM Research Department
Sponsor/Donor:
National Science Foundation-Subcontracts
Jrnl Ln
Ref
Fund
Dept
A
15-NOV-2003
22-NOV-2003
Prgm
Class
Acct
Account Desc
Beginning Balance 01-JUL-2003: Fund 20000
18 BI Billing
22 BI Billing
BI
BI
20000
20000
123456
123456
10000
10000
22000
22000
405900
405900
Fed Grants Revenue Non
Fed Grants Revenue Non
Total Gifts and Grants: Fund 20000
Total General Income: Fund 20000
B
Total Revenues: Fund 20000
Total Instructional Faculty Salaries: Fund 20000
Staff Salaries
PYB1243016
PYB1251826
03-NOV-2003
17-NOV-2003
Amount
2 Payroll Bi-weekly
2 Payroll Bi-weekly
PYB
PYB
20000
20000
123456
123456
10000
10000
22000
22000
510600
510600
Other Professional
Other Professional
Fiscal YTD
-14,533.75
5,278.96
4,989.02
10,267.98
39,438.57
0.00
1,300.00
10,267.98
40,738.57
0.00
2,000.00
538.47
538.47
The BI Journal ID Mask identifies billing journals in the ARB systems.
AR/Billing Detail Report
8
Standalone Project/Grant Example
Report ID:
Bus. Unit:
Monthly Rpt Period:
P/G:
P/G Eff. Status:
P/G Director:
P/G Administrator:
Adm Address:
A
MAR03621
UMICH--The University of Michigan
NOV-2003
F000000-Federal Sponsored Project Grant Standalone Example
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
1075
Journal ID: BI01235250
Fund: 20000
Inv.
-----100522
Inv.
Date
-------11-20-2003
Inv.
-----100529
Inv.
Date
-------11-20-2003
Journal Date: 15-NOV-2003
Line:
18
Dept: 123456
Program: 10000
Class:
Fin Ops Coordinator:
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
22000
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
National Science Foundation-Subcontracts
Account: 405900, Fed Grants Revenue Non-LOC
Type
---------Regular
Bill
BU
----SPFED
Bill Rev
Inv. Line Line
Line Seq Seq Award/Dept Ref
---- ---- ---- --------------1
1
1 JOI Subaward No
Customer ID
--------------F000000
Customer Name
---------------------------------------Joint Oceanographic Institutions Dir of
PO/Contract Reference
-------------------------
Amount
Journal Total
------------- --------------5,078.96
Type
---------Regular
Bill
BU
----SPFED
Bill Rev
Inv. Line Line
Line Seq Seq Award/Dept Ref
---- ---- ---- --------------1
1
1 JOI Subaward No
Customer ID
--------------F000000
Customer Name
---------------------------------------Joint Oceanographic Institutions Dir of
PO/Contract Reference
-------------------------
Amount
Journal Total
------------- --------------200.00
Total Jounral ID BI01235250, Line
B
Journal ID: BI01235301
Fund: 20000
Inv.
-----101404
Inv.
Date
-------11-24-2003
Type
---------Regular
Journal Date: 22-NOV-2003
Line:
22
Dept: 123456
Program: 10000
Bill
BU
----SPFED
Bill Rev
Inv. Line Line
Line Seq Seq Award/Dept Ref
---- ---- ---- --------------1
1
1 JOI Subaward No
Class:
Customer ID
--------------F000000
22000
18
5,278.96
Account: 405900, Fed Grants Revenue Non-LOC
Customer Name
---------------------------------------Joint Oceanographic Institutions Dir of
PO/Contract Reference
-------------------------
Amount
Journal Total
------------- --------------4,989.02
Total Jounral ID BI01235301, Line
22
4,989.02
The billing detail is displayed in the same order as on the SOA.
The Journal Total matches the Amount of the journal line on the SOA.
Statement of Receivables
9
Standalone Project/Grant Example
Report ID:
As of Date:
P/G:
AR Business Unit:
MAR03686
30-NOV-2003
F000000-Federal Sponsored Project Grant Standalone Example
SPFED--Federal Sponsored Activity
P/G
P/G
P/G
Adm
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
1
FinOps Coordinator:
Eff. Status:
Director:
Administrator:
Address:
2
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
National Science Foundation-Subcontracts
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
3
Cust ID
(Main P/G)
Customer Name
Item ID
Orig Item ID
Sponsor
Vchr Num
Award/Dept Reference
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------F000000
1
1.
2.
3.
4.
Joint Oceanographic Institutions
Post Date
--------17-NOV-2003
17-NOV-2003
Entry Type
---------Invoice
Payment
100522
4
Entry Reason
-----------Regular
421965
Payment Check#
--------------
8
JOI Subaward No
Total Amount
Total Amount
for all P/G
for F000000
for this Item
------------------------5,078.96
5,078.96
-1,500.00
-1,500.00
-------------
-------------
Receivable
3,578.96
3,578.96
For a stand-alone P/G, the Main P/GRemaining
equals
theAmountP/G in the report header.
This report is run with an Account Receivables Business Unit.
Customer ID is the billing Project/Grant ID. The Customer Name is the Sponsor.
Entry type = transaction type. Other values include Credit Memo and Write Off.
Converted legacy items have an Entry Type of Invoice Conversion. (See report
samples for additional examples).
Statement of Receivables
10
Standalone Project/Grant Example
Report ID:
As of Date:
P/G:
AR Business Unit:
MAR03686
30-NOV-2003
F000000-Federal Sponsored Project Grant Standalone Example
SPFED--Federal Sponsored Activity
P/G
P/G
P/G
Adm
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
FinOps Coordinator:
Eff. Status:
Director:
Administrator:
Address:
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
National Science Foundation-Subcontracts
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
Cust ID
(Main P/G)
Customer Name
Item ID
Orig Item ID
Sponsor
Vchr Num
Award/Dept Reference
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------F000000
Joint Oceanographic Institutions
Post Date
--------17-NOV-2003
17-NOV-2003
Entry Type
---------Invoice
Payment
100522
421965
5
Entry Reason
-----------Regular
8
Payment Check#
--------------
6
Remaining Receivable Amount
JOI Subaward No
Total Amount
Total Amount
for all P/G
for F000000
for this Item
------------------------5,078.96
5,078.96
-1,500.00
-1,500.00
------------3,578.96
------------3,578.96
5. Item ID = the Invoice ID on the AR/BI Detail report.
6. Subtotals for the report Project/Grant.
7. Totals for all Project/Grants billed for the Item ID. For a stand-alone P/G, this
total equals the subtotal for the report P/G.
7
Aging Report
11
Standalone Project/Grant Example
Report ID:
As of Date:
P/G:
AR Business Unit:
MAR03697
30-NOV-2003
F000000-Federal Sponsored Project Grant Standalone Example
SPFED--Federal Sponsored Activity
P/G
P/G
P/G
Adm
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
FinOps Coordinator:
Eff. Status:
Director:
Administrator:
Address:
3
1
Due Date
----------
Terms
----AB3ON
Total amt for
All P/G for
This item
---------------
Item
----------
As of Date
----------
Cust ID/Name:
F000000--Joint Oceanographic Institutions
100522
100529
101404
722048
11/20/2003
11/20/2003
11/24/2003
08/31/2003
12/19/2003
12/19/2003
12/21/2003
09/30/2003
AB3ON
AB3ON
AB3ON
AB3ON
3,578.96
200.00
4,989.02
5,278.96
2
Total for
Total for F000000
SPFED
Business Unit
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
Total Amt for
F000000
---------------
3,578.96
200.00
4,989.02
5,278.96
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
National Science Foundation-Subcontracts
Aging for
F000000
(in days)
Current
31-60
61-90
91-120
121-150
Other
-------------- -------------- -------------- -------------- -------------- --------------
3,578.96
200.00
4,989.02
5,278.96
-------------------------------------------------------------------------------------------------------------------------14,046.94
8,767.98
5,278.96
--------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------14,046.94
8,767.98
5,278.96
1. The As of Date and Due Date determine the age of the open AR Item.
2. Total remaining amount of the open Accounts Receivable (AR) Item for all
associated P/Gs.
3. The amount due for the report P/G on the open AR Item.
Statement of Receivables
12
Parent Project/Grant example
Report ID:
As of Date:
P/G:
AR Business Unit:
MAR03686
30-NOV-2003
F012234 - 012345 Parent Project/Grant Example
SPFED--Federal Sponsored Activity
P/G
P/G
P/G
Adm
Active
LEXUS, LARRY A
LEXUS, LARRY A
UM RESEARCH BUILDING
1600 RESEARCH
1
FinOps Coordinator:
Eff. Status:
Director:
Administrator:
Address:
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
Health and Human Services, Department of-Office of the
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
Cust ID
(Main P/G)
Customer Name
Item ID
Orig Item ID
Sponsor
Vchr Num
Award/Dept Reference
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------F012234
1
MI Dept of Community Health Agencies
Post Date
--------05-SEP-2003
08-SEP-2003
Entry Type
---------Invoice
Payment
100656
Entry Reason
-----------Regular
572950
1
20031129
Payment Check#
--------------
2
Remaining Receivable Amount
Total Amount
for F012234
------------51,633.53
-12,450.00
Total Amount
for all P/G
for this Item
--------------62,305.84
-15,000.00
------------39,183.53
--------------47,305.84
1. For a parent Project/Grant, the Main P/G equals the P/G in the report header.
2. Subtotals for the report Project/Grant (i.e., Parent P/G).
3. Totals for all Project/Grants billed for the Item ID. This includes any sub-P/Gs.
3
Statement of Receivables
13
Sub-Project/Grant example
Report ID:
As of Date:
P/G:
AR Business Unit:
MAR03686
30-NOV-2003
F012345 - 123654-Sub of F012234-Parent Project/Grant Example
SPFED--Federal Sponsored Activity
P/G
P/G
P/G
Adm
Active
TAURUS, TRACY
TAURUS, TRACY
UM RESEARCH BUILDING
1600 RESEARCH
1
FinOps Coordinator:
Eff. Status:
Director:
Administrator:
Address:
TUNE,LEA M 764-9591
ldjml@umich.edu
Approved
01-OCT-2000 to 30-SEP-2005
123456-UM Research Department
Health and Human Services, Department of-Office of the
P/G Status:
P/G Start/End:
P/G Department:
Sponsor/Donor:
Cust ID
(Main P/G)
Customer Name
Item ID
Orig Item ID
Sponsor
Vchr Num
Award/Dept Reference
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------F012234
1
MI Dept of Community Health Agencies
Post Date
--------21-NOV-2003
21-NOV-2003
Entry Type
---------Invoice
Payment
100656
Entry Reason
-----------Regular
572950
1
Payment Check#
--------------
2
Remaining Receivable Amount
20031129
Total Amount
for F123456
------------10,672.31
-2,550.00
Total Amount
for all P/G
for this Item
--------------62,305.84
-15,000.00
------------8,122.31
--------------47,305.84
1. For a sub-Project/Grant (i.e., the report P/G), the Main P/G is the parent P/G.
2. Subtotals for the report Project/Grant (based on expenditures).
3. Totals for all Project/Grants billed for the Item ID. This includes the Parent P/G
and other sub-Project/Grants for that parent.
3