Accounts Receivable Basic Concepts Version 2.1 January 2014 FAMIS Services The Texas A&M University System . 2014 The Texas A&M University System – All Rights Reserved Table of Contents I Customers PAGE Customers ...................................................................................... I-3 Attributes ................................................................................. I-4 Types ........................................................................................ I-4 Screen 603 Add/Modify .............................................................................. I-4 Customer Number .......................................................................... I-5 Screen 602 Name Search .................................................................................. I-6 Screen 607 Customer Alias................................................................................ I-7 Screen 643 Customer Flags ............................................................................... I-8 Freeze Activity Flag .................................................................. I-9 Delete Flag ............................................................................... I-9 Drop Flag .................................................................................. I-9 QUIZ – Customers ........................................................................... I-11 II Invoices Invoices ........................................................................................... II-3 Types ........................................................................................ II-4 Invoice Number ....................................................................... II-4 Prefixes .................................................................................... II-4 Screen 610 Invoice Create ................................................................................. II-5 Screen 620 Invoice Header Modify ................................................................... II-6 Screen 611 Line Item Add ................................................................................. II-7 Screen 612 Line Item Adjustment ..................................................................... II-8 Screen 615, 616 Invoice Payment ............................................................................. II-9 III Credit Invoices Credit Invoices ................................................................................ III-3 Screen 640 Credit Invoice Create ............................................................... III-4 Screen 641 Credit Line Item Create ............................................................ III-4 IV Accounts Receivable Special Topics Screen 683 Past Due Letter ............................................................................... IV-3 Processing Dollar Data ................................................................... IV-4 Screen 630 Session/Batch ................................................................................. IV-5 Menu M62 Accounts Receivable System Controls Menu ................................. IV-5 Screen 680 Accounts Receivable Control Record ............................................. IV-6 Screen 681 Invoice Prefix Create ...................................................................... IV-7 Screen 682 Invoice Prefixes – Last Invoice Number Used ................................ IV-7 Table of Contents (cont’d) Session I Customers Session I - Customers Purpose To describe how to create customers in Accounts Receivable. Objectives Enable you to: • Define terminology • Search the customer file • Describe the customer number schema • Define customer alias capability • Define the control flags for use with the customers Customers Definition Those who purchase goods or services from the institution. Purpose To identify those who owe payment for goods or services received from the institution. Customer Attributes: Customer Name Customer Address Customer Phone Customer Type Customer Types: CP Corporation IN Individual NP Non Profit Organization PT Other TAMUS Parts RF Research Foundation SP Sponsored Research Screen 603 – Customer Add/Modify 603 Customer Add/Modify 09/10/12 14:37 AZ-ANIMAL CLINIC FY 2013 CC 02 Screen: ___ Customer: 6xxxxxxxxxxx0 Name: AZ-ANIMAL CLINIC__________________________________ Billing Alternate Address: 4444 W WEST BLVD__ _________ Address: ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ City: FORT WORTH__________ State: TX City: ____________________ State: __ Zip: 76107____ Country: __ Zip: _________ Country: __ Phone: 817-777-1111 Ext: ____ Phone: ____________ Ext: ____ Customer Type: CP Retention Months: 18 SPR Sponsor ID: _______ Bill Type: 1 Bill Frequency: M Credit Limit: 0.00__________ * ------------------------ * System Information * ------------------------- * Established: 10/03/2006 Outstnd. Bal: 0.00 Freeze Flag: N Last Activity: 07/03/2012 Deposit Held: 0.00 Delete Flag: N Last Invoice: G125741 Last Billed: Drop Flag: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Customer Number Definition 13-digit identifier for a customer. Purpose To uniquely identify a customer. EXAMPLES: 13 numbers TAES 0621133400000 2 alpha characters D.L. Smith UN56700106100 11 numbers Format Customers Customer number formats generally appear as: Option 1 UN + Universal Identification Number (UIN) of customer Example: UN101001234 Option 2 68 + a unique number (No SSN) Example: 6844432222212 Federal Federal Identification Number of customer (if less than 13 digits, may begin or end with user-defined sequence of numbers). Example: 1234567891023 Other Agencies Part/Agency Number (2 digits) + Subsidiary Ledger Account Number (6 digits) + Support Account Number (5 digits) Example: 0255555511111 SPR Customer SPR Sponsor ID is 0000187 FRS Accounts Receivable customer ID is SP00001870000 Name Search Definition Search of AR for customer by name rather than by customer number. Purpose • Access customer number when all you have is customer name • Check to see if the customer already exists in the system Basic Information Customer Search Process Any screen with a Customer field can be used to search for a specific customer. Since Screen 602 is a search screen, you would enter the customer’s name in the Customer field to view the desired information. After advancing to a screen, an asterisk (*) can be entered in the Customer field to access the customer file list in alphabetical order. Any portion of the customer name can be included in the Customer field; FAMIS will use the available data to match what is on the customer file list. After searching through the displayed list, if the specified customer is located, tab to the space next to the customer’s name, type an “X,” and press . This will place the customer information on the screen currently in use, and when you advance to other screens this information will pass to these screens. Screen 602 – Customer Name Search 602 Customer Name Search 09/10/12 14:39 FY 2013 CC 02 Screen: ___ Customer: ANIMAL_______ Name Customer Drop Alias City State _ ANIMAL & BIRD HEALTH CARE CENT 68xxxxxxxxx00 N N CHERRY HILL NJ _ ANIMAL AID 68xxxxxxxxx00 N N TALLAHASSEE FL _ ANIMAL AID CLINIC SOUTH 68xxxxxxxxx00 N N ELKHART IN _ ANIMAL ALLEY VETERINARY HOSPIT 68xxxxxxxxx00 N N SAGINAW MI _ ANIMAL ALTERNATIVES 68xxxxxxxxx00 N N TAMPA FL _ ANIMAL AND BIRD HOSPITAL OF CL 68xxxxxxxxx00 N N CLEARWATER FL _ ANIMAL AND BIRD HOSPITAL OF DE 68xxxxxxxxx00 N N DEL MAR CA _ ANIMAL AND BIRD MEDICAL CENTER 68xxxxxxxxx00 N N PALM HARBOR FL _ ANIMAL AND EXOTIC MEDICAL CENT 68xxxxxxxxx00 N N LUTZ FL _ ANIMAL ARK ANIMAL HOSPITAL 68xxxxxxxxx00 N N FRANKLIN TN _ ANIMAL ARK PET HOSPITAL INC. 68xxxxxxxxx00 N N ERIE PA _ ANIMAL ARK PET HOSPITAL, INC. 68xxxxxxxxx00 N Y ERIE PA _ ANIMAL ARK VETERINARY CLINIC 68xxxxxxxxx00 N N BALDSWINSVILLE NY _ ANIMAL CANCER IMAGING CENTER 68xxxxxxxxx00 N N CANTON MI _ ANIMAL CARE @ TWIN LAKES CENTE 68xxxxxxxxx00 N N JACKSONVILLE FL ** More Customers ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Customer Alias Definition More than one customer name associated with a customer number. Purpose To allow more than one customer name associated with a customer number. Basic Information Example: J.A. Navaso Navaso, J. A. Screen 607 – Customer Name Alias Maintenance 607 Customer Name Alias Maintenance 09/10/12 14:41 FY 2013 CC 02 Screen: ___ Customer: 68xxxxxxxxx00 TAMU DEVELOPMENT FOUNDATION Drop Customer Alias: A&M FOUNDATION_____________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Customer Flags Definition Data elements used to set controls. Purpose To define limits on customer activity. Basic Information Types Freeze Activity Delete Drop Valid Values N (No) Flag turned off Y (Yes) Flag turned on Screen 643 – Customer Flag Set / Reset 643 Customer Flag Set/Reset LAGRANGE VETERINARY HOSPITAL 09/10/12 14:45 FY 2013 CC 02 Screen: ___ Customer: 6804113400000 Invoice: _______ Account: ______ ____ Customer Flags N - FREEZE this Customer N - DELETE this Customer N - DROP this Customer (must be deleted first) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Customer Flags (cont’d) Customer Freeze Activity Flag Used to restrict invoice activity for a customer. Function: System does not accept any requests for new invoice activity for customer. Setting: Manually set in real time. Customer Delete Flag Used to indicate that no further invoice activity can be processed for a customer. Function: Restricts new invoices and maintenance transactions against a customer. Special Processing: • Customer cannot have any outstanding invoices • All invoices must be paid and reconciled or voided Customer Drop Flag Used to identify customer to be purged. Function: Physically removes customer from file at month end. Setting: Delete flag must be set to “Y.” Customer Flags (cont’d) Quiz - Customers 1. Match the following terms with their definitions: ___ Customer ___ Customer Flags ___ Customer File ___ Customer Number ___ Name Search ___ Customer Alias A. Data elements used to set controls B. Another name for the same customer C. Anyone to whom you make or record a payment D. Search of AR for customer by name rather than by customer number E. Thirteen-character identifier for a customer F. Stores descriptive and dollar data for a customer 2. What screen is used to freeze a customer? _____________________________________________________________________ 3. Name one advantage of customer alias? _____________________________________________________________________ Quiz - Customers (cont’d) 4. Reference Screen M61 to answer the following questions: Menu M61 – Accounts Receivable Menu M61 Accounts Receivable Menu 03/21/11 10:20 FY 2011 CC AM Screen: ___ Customer: _____________ Invoice: _______ *--------- Update -------------* *--------- Inquiry -----------* 603 Customer Add/Modify 602 Customer Name Search 604 Customer Comments 605 Customer System Information 607 Customer Alias Maintenance 632 Invoices by Customer 608 Customer Number Modify 633 Invoices by Billing Dept. 610 Invoice Create 634 Invoice Line Items by Acct 611 Additional Line Item Entry 635 Invoice Display 612 Line Item Adjust 636 Invoice Line Item Display 615 Post Line Item Payments 637 Invoices by Invoice Number 616 Search Invoices & Post Payments 638 Invoices by SPR Project 617 Retention/Disallowance Maint *---- Batch Information ------* 620 Invoice Header Modify 624 Processed Batches 621 Transfer Invoice to New Customer 627 Transactions by Batch 640 Credit Invoice 630 Batch Open 641 Credit Invoice Line Item 643 Customer Flag Maintenance M62 A/R System Controls Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Hmenu Help EHelp _____ A. What screen would you use to view the results of a name search in which there was more than one match? _____ B. What screen is used to create customers? _____ C. Which screen would you reference to find out a customer’s alias? 5. True or False: _____ If a customer flag is set to “N” the flag is turned off. _____ There can be different customer number formats. Session II Invoices Session II – Invoices Purpose To describe how to create invoices in AR. Objectives Enable you to: • Define terminology • Create/modify/delete invoices • Inquire on the status of an invoice Invoice Definition The record of the bill that is sent to the customer itemizing the goods or services received. Purpose Helps track the goods or services sold and amount of required payment. Basic Information Invoices in FAMIS are records of an accounting event only. FAMIS does not print an invoice; however, Past Due Notices can be prepared and printed to send to customers. Invoice Types DP Departmental IN Insurance SP Sponsored Research Invoice Number Each invoice has a unique seven character/digits identifier. The first character, usually a letter, is called the Invoice Prefix, followed by six digits. Invoice Prefixes Each prefix is used to group like invoices together and give sight recognition to the type of invoices. The “R” and “Z” prefixes have special meaning and usage in the system. Examples of the invoice prefixes, set on Screen 681, are: Value Meaning O All general invoices C CSC P Physical Plant T Centrex/Telecom S Stores B Transportation/etc. L Large Animal Q From IDT/AB form SPR Billing Related R Reg SPR Invoices Z SPR Invoices that DO NOT Create a Receivable Invoice Create Creating an invoice begins on Screen 610, where the header information is entered. Screen 610 – Invoice Create 610 Invoice Create 04/07/09 08:22 FY 2009 CC 01 Screen: ___ Customer: Invoice: _______ * ------ Invoice Information ------- * * -- Override Bill to Information -- * Billing Dept: FAPC_ Name: ______________________________ Invoice Type: DP Address: ______________________________ Due Date: 04/04/2009 ______________________________ Bill Period Begin: 03/05/2009 ______________________________ Bill Period End: __________ City: ____________________ State: __ Customer PO: __________ Zip: _________ Country: ___ Customer Acct: ____________________ Phone: ____________ Ext: ____ Customer Proj: __________ Work Order: __________ SPR Project: __________ Sponsors Bill Seq: ____ Suppress Past Due: _ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp 617 Warns After successfully entering the invoice header information, the Line Item Entry pop-up window will appear as shown below. Invoice items from both State and Local accounts may be entered for the same customer. At least one line item must be entered before an invoice number can be assigned. Screen 610 – Line Item Entry Pop-Up Window +--------------------------------------------------------------------+ | | | * ---------------------- Line Item Entry --------------------- * | | | | Account Sale Date Ref Amount | | Ln: 1 273001 00000 0594 03/05/09__ _______ _____150000.00 | | Desc: HSC/ROUND ROCK______________________ | | ___________________________________ | | Cost Ref 1: _______ 2: _______ 3: _______ | | Ln: 2 ______ _____ ____ __________ _______ ______________ | | Desc: ___________________________________ | | ___________________________________ | | Cost Ref 1: _______ 2: _______ 3: _______ | | Ln: 3 ______ _____ ____ __________ _______ ______________ | | Desc: ___________________________________ | | ___________________________________ | | Cost Ref1: _______ 2: _______ 3: _______ | | More Lines (Y/N) _ | | PF7-Backward PF8-Forward PF12-Cancel Total: ________________ | +--------------------------------------------------------------------+ Invoice Header Modify Definition Invoice header information can be changed after the invoice has been created. This is a special screen available to modify the information on the original invoice header. Purpose To provide a mechanism to modify or change the original invoice header. Basic Information Attributes: Billing Department Invoice Type Due Date Customer PO Number Once an invoice is created using Screen 610 (Invoice Create), you may modify or correct the header information using Screen 620 (Invoice Header Modify). Screen 620 – Invoice Header Modify 620 Invoice Header Modify 04/07/09 09:29 FY 2009 CC 02 Screen: ___ Invoice: Q008729 Customer: 0nnnnnnnnnnn0 02 BIOLOGY ART ARTSON * ------ Invoice Information ------- * * -- Override Bill to Information -- * Billing Dept: BIOL_ Name: ______________________________ Invoice Type: DP Address: ______________________________ Due Date: 09/04/2008 ______________________________ Bill Period Begin: __________ ______________________________ Bill Period End: __________ City: ____________________ State: __ Customer PO: __________ Zip: _________ Country: ___ Customer Acct: ____________________ Phone: ____________ Ext: ____ Customer Proj: __________ Work Order: __________ SPR Project: __________ Sponsors Bill Seq: ____ Past Dues Sent: 1_ Suppress Past Due: _ Transactions: 0 Amount: 0.00 Batch: Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Line Item Add Definition Additional line items can be entered after the invoice has been created. This is a special screen available to create additional lines to the original invoice. Purpose To provide a mechanism to add new lines to the original invoice. Basic Information A new invoice line item number is assigned when the new line item is accepted. Screen 611 – Line Item Create 611 Line Item Create 04/07/09 08:32 FY 2009 CC AM Screen: ___ Customer: 2nnnnnnnnnnn0 Invoice: F101872 Account: 273001 00000 0595 Ref: 1234___ Sale Date: 04/05/2009__ Amount: 150.00______ Description: HSC/ROUND ROCK TWO________________________ ___________________________________ Cost Ref 1: _______ 2: _______ 3: _______ Transactions: Amount: Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Line Item Adjustment Definition A modification to an invoice line item amount, not a payment or credit. Purpose To modify the dollar amount recorded on the line item. Basic Information This screen is used to adjust an amount, not to record a payment. Adjustments Available: D (Debit) Increase Line Item Amount C (Credit) Reduce Line Item Amount You can use Screen 612 to increase or decrease a previously entered invoice line item amount. The amount necessary to increase/decrease is entered in the Amount field and the appropriate D/C value must be chosen. Screen 612 – Line Item Adjust 612 Line Item Adjust 04/07/09 08:33 FY 2009 CC AM Screen: ___ Invoice: F101872 Line: 01 Date: 05/04/2009 Transaction Type: C (Charge) Ref: _______ Amount: 1500.00_______ Description: ADJUST AMOUNT ERROR______________________ D/C: D D - Increase Line Amount C - Reduce Line Amount ------------------------------------------------------------------------------ Current Line Item Status ------------------------------------------------------------------------------ Customer: Acct Number: Description: Cost Ref 1: 2: 3: Posted Date: Amount: 0.00 Sale Date: Paid Amount: 0.00 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Invoice Payment Definition Payments made to the institution, based on an invoice sent for goods or services received. Purpose To record the payment for goods or services received. Basic Information C Pay Line Item D Reverse Payment on Line Item Screen 615 – Post Line Item Payment 615 Post Line Item Payments 04/07/09 08:34 FY 2009 CC AM Screen: ___ Invoice: F101872 Line: 02 Date: 05/04/09____ Transaction Type: P (Payment) Ref/Check Nbr: 2344_______ Check Date: 05/01/09____ Amount: 2000.00________ Description: HSC _______________________________ D/C: C C - Pay line item D - Reverse Payment on line item ------------------------- Current Line Item Status ------------------------- Customer: HSC/ROUND ROCK Acct Nbr: Desc: HSC Net Due: 0.00 Posted Dt: Amt: 0.00 Retained: 0.00 Sale Dt: Paid Amt: 0.00 Disallow: 0.00 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns OR Screen 616 – Search Invoices and Post Payments 616 Search Invoices and Post Payments 05/14/09 17:12 HTR/ROUND ROCK FY 2009 CC AA Screen: ___ Customer: 2nnnnnnnnnn0 Invoice: A100002 Invoice Search: _ Net Invoice Amount Due: 10009.99 Enter 'Y' to pay Net Amount Due: Y Check No: 1234___ Check Date: 05/04/2009__ Net Amt Pay line Amount Line Account Description Due Amount Paid 1 347003 00000 0488 BAG 10000.00 _ ____________ 2 347003 00000 0437 GOLF CLUBS 9.99 _ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ** End of Line Items ** Transaction: 33 Amount: 905529.61 Batch: ARP001 Date: 05/14/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Back Fwd Warns Invoice Payment (cont’d) Session III Credit Invoices Session III – Credit Invoices Purpose To describe how to create credit invoices in Accounts Receivable. Objectives Enable you to: • Define terminology • Identify screens used for Credit Invoices Credit Invoices Definition Credit issued to a customer on an invoice. Purpose To record credit given to a customer on goods or services received. Functionality is the same for Credit Invoices as for Invoices except that the accounting is a credit instead of a debit. After successfully entering the Credit Invoice Header information, the Line Item Entry pop-up window appears. Screen 640 – Credit Invoice Create 640 Credit Invoice Create 04/07/09 08:35 FY 2009 CC AM Screen: ___ Customer: 2nnnnnnnnnnn0 Invoice: F101873__ * ------ Invoice Information ------- * * -- Override Bill to Information -- * Billing Dept: FAPC_ Name: ______________________________ Invoice Type: DP Address: ______________________________ Due Date: 05/04/2008 ______________________________ Bill Period Begin: __________ ______________________________ Bill Period End: __________ City: ____________________ State: __ Customer PO: __________ Zip: _________ Country: ___ Customer Acct: ____________________ Phone: ____________ Ext: ____ Customer Proj: __________ Work Order: __________ SPR Project: __________ Sponsors Bill Seq: ____ Suppress Past Due: _ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp 617 Warns Screen 641 – Credit Line Item Create 641 Credit Line Item Create 04/07/09 08:35 FY 2009 CC AM Screen: ___ Customer: HTR/ROUND ROCK__ Invoice: F101573_ ***** Credits ***** Account: 273000 00000 0295 Ref: _______ Sale Date: 05/04/2009 Amount: 450.00______ Description: RETURN_____________________________ ___________________________________ Cost Ref 1: _______ 2: _______ 3: _______ Transactions: Amount: Batch: JAC001 Date: 04/07/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Session IV Accounts Receivable Special Topics Session IV – AR Special Topics Purpose To extend understanding of the Accounts Receivable related functions. Objectives Enable you to: • Explain Past Due Notices • Review Processing AR Data • Understand the AR System Controls Past Due Letter Definition Letter printed to be sent to the customer indicating that the payment owed to the institution is overdue. Purpose To remind the customer that payment is due to the institution. Basic Information Past Due Notices are generated with the end of month processing and pulled based on invoice date. You can create different notices based on Invoice Type. In the following example, there is a specific notice created for all the invoices under the type of DP (Department). You may also create “escalating” notices for each Invoice Type beginning with Past Due Number=01 and then Past Due Number=02, etc. Special Topics (cont’d) Each time a Past Due Notice is sent, the Past Due Notice number is displayed on Screen 620 for the particular invoice. Screen 683 – Past Due Letter Text Maintenance 683 Past Due Letter Text Maintenance 03/21/11 10:53 FY 2011 CC 02 Screen: ___ Invoice Type: DP Past Due Number: _3 Delete: _ Text: Our records indicate the following receivable(s)has been____ overlooked. This is a third request. Please forward your___ payment to: Sales & Receivables, Financial Management_______ Operations, MS6000, Texas A & M University, College Station, Texas 77843-6000.___________________________________________ If you have CREDIT invoices or have sent payment, please____ call (979)8478888 or email ar5@tamu.edu.___________________ Customers with invoices 120 days past due or older may be___ placed on State Warrant Hold in accordance with the State's_ Accounting Policy Statement (APS 028).______________________ * Please enter text in UPPER and LOWER case. ** To leave a blank line, put an '*' in the first column. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Processing Dollar Data Sequence Process 1 Organize source documents 2 Open a session 3 Post transactions 4 Reconcile the session 5 Close the session 6 Review results of processing Session / Batch Definition A control mechanism to track real-time posting of a group of financial transactions. Purpose To provide an online audit trail for reconciliation purposes. Special Topics (cont’d) Basic Information Screen 630 – AR Batch Initialize 630 AR Batch Initialize 04/07/09 09:12 FY 2009 CC 02 Screen: ___ Session Reference: ARC001 Session Date: 04/07/09__ Session Status: O Acct Feed: Y Bank: 0001_ Description: AR Invoice Payments________________________ User ID Override: N Batch Balancing Information Transactions Amount Expected Totals: _____ ______________ Receipts: 0.00 Processed Totals: 0 0.00 Disburse: 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp To review AR Batches use Screen 624 and Screen 627. Accounts Receivable System Controls Menu M62 lists all the screens that are available for the AR System Controls Screen. M62 – AR System Controls M62 AR System Controls 04/06/09 08:10 FY 2009 CC 02 Screen: ___ Customer: _____________ Invoice: _______ *----- System Controls -----* 680 AR Control Record 681 Invoice Prefix Create 682 Invoice Prefixes - Last Number Used 683 Past Due Letter Text Maintenance Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Special Topics (cont’d) Screen 680 controls the processing in Accounts Receivable. The values entered on this screen determine the accounting methods used to post and reconcile the receivables. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 680 – Accounts Receivable Control Record 680 Accounts Receivable Control Record 04/06/09 08:12 FY 2009 CC 02 Screen: ___ Cash or Accrual(C/A): A Payments as Receipts or JEs(R/J): J If JEs - GL Cash clearing Account: 00xxxxxx10 3rd digit of 06X for payments: 2 Asset or Single GL If Single Liability or use GL - enter Acct Cntl Map Code 6 digit GL Receivables (asset) 1300 M ______ Over Payments (Liability) 2130 M ______ Deposits (Liability) 2500 M ______ 3rd digit of 06X for Receivables: 5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp • Since FAMIS uses the accrual accounting method, the only option for the Cash or Accrual field is “A.” • Receipt or Journal Entry option determines the general ledgers credited and debited for the receivables. • A transaction code of “062” will indicate payment, and transaction code of “065” will indicate a receivable. Special Topics (cont’d) Invoice Prefix Screen 681 is used by FAMIS Services to set up a new invoice prefix for each TAMUS member. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 681 – Invoice Prefix Create 681 Invoice Prefix Create 04/06/09 08:14 FY 2009 CC 02 Screen: ___ Invoice Prefix: _ (A-Z or 0-9) Last Number Used: ______ Delete Prefix: _ ------------------------------------------------------------------------------- Note: A 'Last Number Used' of 999999 forces ALL invoices to be manually assigned by the operator Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invoice Prefixes – Last Invoice Number Used Table Screen 682 allows the user to view the prefixes and numbers of the most recent invoice numbers used in the system. This screen is useful before creating invoices on Screen 610. Some prefixes are reserved for special invoices. For example: I Insurance R Sponsored Research Screen 682 – Invoice Prefixes – Last Number Used 682 Invoice Prefixes - Last Number Used 05/22/12 09:27 FY 2012 CC 02 Screen: ___ Last Last Last Prefix Number Prefix Number Prefix Number A 999999 N 999999 1 999999 B 999999 P 999999 2 999999 C 999999 Q 999999 5 999999 D 999999 R 015530 6 999999 E 999999 S 999999 7 999999 F 999999 T 999999 G 999999 U 999999 H 999999 V 999999 I 999999 W 999999 K 999999 X 001142 L 999999 Z 905200 M 999999 0 999999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Special Topics (cont’d) K:\FA\DOC\WRKNPRCS\TRNG-MAN\ARADMcurrNF.docx Revised: 1/23/2014 10:04 AM