BAR 101-2006 -Customer Accounts -Accounts Receivable -Cashiering

1
BAR 101-2006 -Customer Accounts -Accounts
Receivable -Cashiering

• Presenter Tim Henry, CPA
• Green River Community College
• Financial Analyst
• Accounting Instructor

2
Overview

• For todays training we have tried to add some of
  both
• Frame work-broad
• Purpose of Customer Accounts
• How charges get onto a customers account
• Some of the tables associated with Customer
  Accounts
• How accounting entries are created from Customer
  Accounts
• Customer Accounts reports
• Updating Customer Accounts and Ledgers

3
Overview

• .some of both
• Important detail information that is
• Fee Calculation-Linda and Becky
• Sub Ledgers-Mary and Teresa

4
Overview

• Goals for this part of the training
• Basic understanding of Customer Accounts
• Stimulate ideas and questions that you can take
  back and work on.
• Provide a couple of examples
• Debt type table
• Charge status table
• Transaction code table
• Overview of Customer Accounts.

5
Customer Accounts Database
What is the purpose?
To record charges, payments, and refunds
To provide an account balance and history
To generate invoices and reports
6

Customer Orders
Walk up orders
On-line orders
Customer Accounts
Mailed in orders
Phoned in orders
7
Customer Orders Charges
purpose to record chargeshow do charges get on
the CA
Student Management System (SMS) SM7001
Cashiering Screen BM1600
Customer Activity Maintenance Screen BM1620
FMS Customer Accounts
8
Customer Payments
purpose to record paymentshow do payments get
on the CA
Customer Activity Maintenance Screen BM1620
WEB Credit Card or Echeck (Cashiering Batch)
Cashiering Screen BM1600
FMS Customer Accounts
9
Customer Account
What if the charges (orders) are not paid?
Extended the customer credit?
Order shipped but partial balance still owing
Refused to ship the order?
FMS Customer Accounts
3rd Party Voucher /Letter Accounts Receivable
Unofficial Enrollment Dropped from Classes
Unofficial Enrollment Partial Payment
(?) Accounts Receivable
10
Customer Refunds
The customer returns the order...drops the
classdecides not to take the testoverpaid and
is due money back
FMS Customer Accounts
SMS refund process 100-80-40
Cashiering Screen-credit charge created
Cashiering Screen-prepayment
11
Customer Accounts Database
Account Balance and History The CA database
provides for gathering all if this information
(charges, payments, refunds) into one customers
record or account.
12
Customer Accounts Database

• Account Balance and History
• Balance or history since last purge date
  (archive/purge process)
• Balance or history by year/quarter
• Balance or history by fee code
• Primarily BM 1625-Customer Account Activity
• BM 1620-Customer Activity Maintenance
• BM1600-Cashiering Screen-balance

13
Customer Accounts Database
Definitiontables Fee Code-two character
abbreviation for account code (more detail in
fee calculation training) Debt Type-two
character designation that determines
transaction code Transaction Code-two character
code that determines general ledger debit (s)
and credit (s) Charge Status-Two character
designator of where the charge is in sequence
(cycle)
14
Customer Accounts Database
Definitiontables Unofficial charge-unpaid
charge that has not been recorded in the
accounting records. The charge only exists in
Customer Accounts Database. It is like the order
has been placed, but no payment or arrangement
for payment has been made. Are we going to
deliver the service or not?
15
Customer Accounts Database
Accounting Entries A student registers for class
and the charges generated from the fee
calculation are posted to the customer
account.initial charge status is
unofficial Scenario 1. They pay the amount
due Scenario 2. They have a third party sponsor
16
Customer Accounts Database
Accounting Entries Charge Status
Table--BM1025 System Defined User Defined Add
new charge status or change charge status UO
(Unofficial) must always be first and PD (Paid)
must always be last in sequence (cycle)
17
Customer Accounts Database
18
Customer Accounts Database
Charge Status Scenario 1 By processing the
payment you are changing the status FROM
UO-Unofficial No accounting entries have been
created for this charge To PD-Paid
Accounting entries created
19
Customer Accounts Database
When the status of the charge changes, the Debt
Type Table-BM1020 determines the transaction code
by looking at the change from charge status UO to
PD (and takes into consideration the fiscal year)
and identifies 023 as the Transaction Code.
Default debt type 01
20
Customer Accounts Database
21
Customer Accounts Database
The Transaction Code Table-GA1093 identifies
1110 (cash) as the GL to debit, and 3210 (cash
revenue) as the GL to credit. A transaction
has been prepared and batched to record the
revenue (D batch-Cashier)
22
Customer Accounts Database
Accounting Entries Transaction Code
TableGA1093
23
Customer Accounts Database
Simple example, Follow this flow from charge
status to debt type to transaction code, to
batch. Recognize that there are other components
of these tables that I have not touched on. It
would take hours to go through the detail. Think
framework, add detail from user manual
24
Scenario 1
Student Registers
Fee Calculation
Charges Posted to Customer Account
Payment Posted to Customer Account
25
Scenario 1
Q What is the Debt Type? A 01 (None in
BM1620, BM1626, BM1001) Go to default 01 Debt
Type Table
26
Scenario 1 Debt Type Table
Q What was the Charge Status? A
Unofficial Q What is the status being changed
to? A Paid Q Is it in this fiscal year?
A Yes Transaction Code is
023 Go to Transaction Code Table
27
Scenario 1 Transaction Code table
Q What is the fund type? A
5 Debit GL 1100 and Credit GL 3210 Q Are the
other transaction edits okay? A Yes QShould
this be posted to files other than the GL ? A
Yes Batch transactions in D?
28
Customer Accounts Database
Accounting Entries A student registers for class
and the charges generated from the fee
calculation are posted to the customer
account.initial charge status is
unofficial Scenario 2. They have a third party
sponsor A little more on Charge Status
29
Customer Accounts Database

• Charge Status Accounts Receivable
• UO-Unofficial No accounting entries have been
  created for this charge
• UB-Unbilled Accounting entries have been created
  but no invoice has been prepared
• IN-Invoiced Accounting entries have been created
  and invoice prepared

30
Customer Accounts Database

• Charge Status Accounts Receivable
• The charge has a status of UO on the student
  account.
• The charge is transferred from the student
  account to the 3rd party account.
• The debt type of the 3rd party determines the
  initial status when adding a new charge debt
  type 12 UB.

31
Customer Accounts Database
Charge Status Accounts Receivable UB-Unbilled
Accounting entries have been created, debt type
table 051-1318/3205 FA or D? batch, but no
invoice has been prepared The charge status
remains UB until ?...billing date, end of refund
period, quarterly.
32
Customer Accounts Database

• Charge Status Accounts Receivable
• The charge has a status of UO on the student
  account.
• Transferring the charge to the 3rd party
  UO-Unofficial No accounting entries have been
  created for this charge
• UB-Unbilled Accounting entries have been created
  but no invoice has been prepared
• IN-Invoiced Accounting entries have been created
  and invoice prepared

33
Customer Accounts Database
Accounting Entries Debt type table identifies
051 as the transaction code Transaction code
table identifies GL debit/credit.
34
Customer Accounts Database
Charge Status Accounts Receivable When you are
ready to bill this 3rd party, there is a job
running every night (or you can turn it on/off)
that will Identify and extract the
charge Change the status to IN (creating
accounting entries)-assign invoice date and
number. Prepare an Invoice and Report FG088DCusto
mer Accounts Billing This job group extracts
customer accounts charges and produces various
billing documents
35
Customer Accounts Database
Charge Status Accounts Receivable The Billing
Schedule Table-BM1023 (as determined by
hierarchy) determines which charges get included
in the job This one is the quarterly schedule
and runs everyday to pick up any A563
charges. When we bill the bulk of the 3rd
parties near the end of the quarter we will
change that over to A564
36
Customer Accounts Database

• Charge Status Accounts Receivable
• When you are ready to bill this 3rd party, there
  really is only one right way IN-Invoiced
  Accounting entries have been created and invoice
  prepared

37
Customer Accounts Database

• Charge Status Accounts Receivable
• When you are ready to bill this 3rd party, there
  really is only one right way IN-Invoiced
  Accounting entries have been created and invoice
  prepared

38
Scenario 2
Student Registers
Fee Calculation
Charges Posted to Customer Account
Charges Transferred from Student Account to 3rd
Party Account (Auto App-Manual)
39
Scenario 2
Q What is the Debt Type? A 12 (None indicated
in BM1620) BM1626 Debt Type is 12, Go to 12
Debt Type Table
40
Scenario 2 Debt Type table
Q What was the Charge Status? A Un
billed Q What is the status being changed to?
A Invoiced Q Is it in this fiscal year?
A Yes Transaction Code is
052 Go to Transaction Code Table
41
Scenario 2 Transaction Code table
Q What is the fund type? A
5 Debit GL 1312 and Credit GL 1318 Q Are the
other transaction edits okay? A Yes QShould
this be posted to files other than the GL ? A
Yes Batch transactions in 24-..
42
Customer Accounts Database
UO UB IN Transfer
charge FA or D batch or Change charge
status-23 batch Change status to IN and
invoice-24 batch Now what..?
43
Customer Accounts Database
UO UB IN
I2 DQ Accounts Receivable aging and
follow up I2-Second Invoice-no accounting
entries DQ-Delinquent-no accounting
entries CA-Collection-no accounting
entries WF-Write off-accounting entries
44
Customer Accounts Database
Charge Status Payment Schedule BM1021 Automatic
update of charge status-generates report BM1759
and creates batch 23, if accounting entries are
needed!
45
Customer Accounts Database
At GRCC we said, we want A report each day that
identifies the accounts that remain unpaid 30
days after the invoice date And 45 days,.and
90 days
46
Customer Accounts Database
This automatic update will identify and extract
charges that fit into the payment schedule
parameters, and change the status as
indicated. The debt type table determines no
accounting transactions (blank) Report is used to
identify accounts for follow up.
47
Customer Accounts Database

• Charge Status Accounts Receivable
• The charge has a status of UO on the student
  account.
• Transferring the charge to the 3rd party
  UO-Unofficial No accounting entries have been
  created for this charge
• UB-Unbilled Accounting entries have been created
  but no invoice has been prepared
• IN-Invoiced Accounting entries have been created
  and invoice prepared

48
Customer Accounts Database
Charge Status
49
Customer Accounts Database
How do we select charges to be include in the
automatic update of charge status job? Payment
Schedule BM1620 BM1001 BM1626 .drives to
BM1021-Payment Schedule and follows the sequence
from there
50
Customer Accounts Database
Accounting Entries Debt Type Table--BM1020 From
Status To Status Current Deferred
51
Customer Accounts Database
Accounting Entries Debt Type Hierarchy
52
Customer Accounts Database
At GRCC we said, we want A report each day that
identifies the accounts that remain unpaid 30
days after the invoice date And 45 days,.and
90 days
53
Customer Accounts
That Payment Schedule will bring a charge to your
attention three times if it remains
unpaid. Daily report BM1759 Together with the
aging report-BM1710 effective AR monitoring
and follow up
54
Customer Accounts Reports
Customer Accounts Aging Report-BM1710 What do you
want to see? BM1022-Aging Format
Table Reference Dates Age by invoice date
not charge date (system assigns) Charge
Status
55
Customer Accounts Database
Charge Status UO-Unofficial No accounting
entries have been created for this
charge UB-Unbilled Accounting entries have been
created but no invoice has been
prepared IN-Invoiced Accounting entries have
been created and invoice prepared
56
Customer Accounts Reports
Customer Accounts Aging Report-BM1710 What do you
want to see? What How many different
reports? Charge status
57
Customer Accounts Reports
Customer Accounts Aging Report Job-BM1710J What
do you want to see? Sort Format Select by Debt
Type. One report to include only student
accountsmake all student charges debt type SA on
charge in BM1620
58
Customer Accounts Reports
Customer Accounts Aging Report Job-BM1710J What
do you want to see? Sort Format Select by Debt
Type.
59
(No Transcript)
60
CA SL GL
Updating records Customer Accounts is updated
immediately-real time-right nowIf the change in
charge status results in accounting entries, then
the entries will be batched and manually or
automatically released. Cashiering D? Batch
ID Customer Accounts Maintenance ??
(individuals) Batch ID Billing Schedule 24
Batch ID Payment Schedule 23 Batch ID Third
Party Sponsorship FA Batch ID (Auto App)
61
CA SL GL
Updating records Accounts Receivable Sub Ledger
is updated once batch is released. General
Ledger is updated during the nightly posting
routine.
62
CA SL GL
The three should balance ..everything in the AR
Sub Ledger is supported by the Customer Accounts
(by Customer Account number) ..everything in the
AR General Ledgers is supported by the AR Sub
Ledger (by APR/PRG/ORG.)
63
CA SL GL
It takes a lot of work. Summary level balance,
does SL GL? Reconcile by GL total 1312,
1318 Reconcile by Apr-Prg-Org and GL
64
CA SL GL
Timing differences- Consider what is in CA that
would not be on AR SL or GLUnofficial charges
and those that have been written off. Rolling
the AR SL up by Apr-Prg-Org to the GL Rolling
the AR SL down by customer ID to the CA
65
Sub Ledger
Later, Mary and Teresa are going to talk about
Sub Ledgers. One of the keys to reconciling is
to ensure that all charges that should purge are
doing so. There are many reasons why a charge
wont purge, some very simple, others not so
much. Keeping the SL clean greatly reduces the
problems and time spent reconciling.
66

• BAR 101-2006 -Customer Accounts -Accounts
  Receivable -Cashiering

Purpose.. Charges, payment ,refunds Balance
and history Invoicing and reports Tables
Charge Status Debt Type Payment
Schedule Billing Schedule
67

• BAR 101-2006

Reports.. BM1759-Change of Charge
Status BM1710-Customer Accounts
Aging Accounting entries. Combination of debt
type and charge status Batched Record
updating