Non-Grant Billing and Receivables User Training Session 3

Transcription

1 Non-Grant Billing and Receivables User Training Session 3 August 2018

2 R E V I S I O N H I S T O R Y Version Date 1.0 Document Created Paulette King 08/20/2018 Page 1 of 15

3 TABLE OF CONTENTS REVISION HISTORY... 1 UNDERSTANDING RECEIVABLES UNDERSTANDING RECEIVABLES UPDATE UNDERSTANDING RECEIVABLES AGING Processing AR Aging Request Aging Detail by Unit COLLECTION WORKBENCH... 7 Page 2 of 15

4 U N D E R S T A N D I N G R E C E I V A B L E S In the previous exercises, the focus for the business processes and tools was to produce an invoice for your customers and record the revenue and asset for that transaction. The focus for these next exercises will be on maintaining the Customer account in the Receivables module. Understanding Receivables Update Understanding Receivables Aging Collection Workbench 1. 1 U n d e r s t a n d i n g R e c e i v a b l e s U p d a t e In PeopleSoft Receivables, transactions are called items. An unposted transaction is a pending item. Pending items are classified as online or external. Invoices that are loaded in AR from Billing are external because they did not originate in the AR module. The posting process in PeopleSoft Receivables (AR) is known as Receivable Update. The Receivable Update process occurs each evening and may be run on demand. These pending items can be entered online, created by your billing interface, or created during payment processing, overdue charge processing, or during item maintenance activities. When you post items in PeopleSoft Receivables, the system processes groups of pending items to update a customer s balance, system-defined history elements, item balances and creates balanced, valid accounting entries. AR Update will only process groups that have a processing option (Group ) that is set to post. In other words, a group that has the processing option set to Do Not Post will not be processed. However, keep in mind that when AR Update is run, it will post for all groups that are eligible to post payments, invoices, transfers, etc U n d e r s t a n d i n g R e c e i v a b l e s A g i n g Invoice aging is based on the invoice due date in PeopleSoft. Other items (that is, debit and credit memos, etc.) in accounts receivable have varying accounting dates, and their aging is based on the accounting date assigned to each item during data entry. After the items are entered and posted they may be aged. Once the aging process is completed, reports that allow the proper management of accounts receivable can be generated. The PeopleSoft aging reports include current, 30 day, 60 day, 90 day, and 120 day and greater columns. You can use the Aging process to update the age of your outstanding accounts receivable items. When the process is run, the item s accounting dates or due dates are compared to the system dates and the ages are calculated. The aging process is included in a nightly batch which runs. Page 3 of 15

5 The aging process ages only posted items. Running aging reports without running the aging process gives you incorrect aging information. The AR Aging Report is one of the key reports used to monitor your outstanding receivables. The report should be reviewed on a regular basis to determine whether your customers are paying you timely or if maintenance may be required. The Aging Report is also used to reconcile the sub-ledger to the ledger Proc essin g AR Agi ng In this exercise you will run AR Aging process. 1. Log into PeopleSoft. 2. Click the Accounts Receivable on the Menu 3. Click the Receivables Analysis 4. Click the Aging 5. Click the Request Aging Process 6. Click on the 7. Enter the following: 8. Run Control ID: Click. 9. Enter or Select the following: tab. AGING Group Unit: Process Frequency: Process Sub Customer: ARMSN Always Off Click. Click. Page 4 of 15

6 12. Enter or Select the following: UW System Administration Server: Process List: PSUNX (Optional) PS/AR Aging On 13. Click. 14. Click on the link to monitor the process. (Note: There aren t specific messages to check when the Aging Process is run). 15. End of Process Reque st Agin g Detai l b y Uni t In this exercise you will run AR Aging report(s). Run the Aging Detail by Unit Report 1. Log into PeopleSoft. 2. Click the Accounts Receivable on the Navigator 3. Click the Receivables Analysis 4. Click the Aging Detail by Unit Rpt 5. Click the tab 6. Enter the Run Control Value value of AR_AGING_UNIT 7. Click the Add Page 5 of 15

7 UW System Administration 8. Enter or select the following to complete the Run Control page Enter your specific department for the report 9. Click. 10. Click. 11. Enter or Select the following: Server: Process List: PSUNX (Optional) Aging Detail by Business Unit On Page 6 of 15

8 Click. Click on the UW System Administration link to monitor the process. 14. When the process is complete, click on the 15. Click link 16. Click on the link for the PDF file. 17. End of Process 1. 3 C o l l e c t i o n W o r k b e n c h 1. Log into PeopleSoft SFS. 2. Click on the Receivables WorkCenter tile on the Home Page 3. Under the Receivable WorkCenter click the Collection Workbench in the Links section Page 7 of 15

9 4. Enter in the SetID, Unit, and Customer ID Then click 5. The first section show details about the customer. The items in blue represent links which may be used to obtain more information Page 8 of 15

10 6. The middle section is where you can research activities on this customer, review open items, review conversations, etc. 7. Click on the Payment tab to review payments this customer has made. 8. Click on the Item tab to review items on the customer account. Page 9 of 15

11 9. Here you are able to research all of the items for the customer. Note that by default, you are presented with only the Open Items. You may choose to review items that are closed, are in collection, past due, etc. Page 10 of 15

12 10. You may also perform certain actions. However, you must have the security for that. 11. If you click on the Item link, a new window will appear to show more details about the item. Page 11 of 15

13 12. Close the Item Maintenance window and click on the Detail 7 tab From this tab, you may view an Invoice or it if needed. 13. You may also the contact for this customer by using the link in the Customer Details section. Page 12 of 15

14 14. The Conversation tab lets you review conversations for this customer. You may also add a conversation by clicking on the Add Conversation link. 15. You will need to enter a Description for the comment and then enter you comment. Adding the Review, Follow Up and Reference Totals are optional Page 13 of 15

15 16. The Aging tab will show you the status of the open items and the counts of the items in each aging "bucket". If you click on the number, you will see the open items filtered for the aging category selected 17. End of Process Page 14 of 15