1. Making Sense of AR Inquiry Forms NWDUG 2009 Michelle Glubke OA Solutions Consultant

2. Session Agenda  Review several forms in the family of AR inquiry forms, beginning with forms that offer great first views of the account. These forms can provide a starting point from where you can detail to other inquiry forms.  Review ARAI line by line for one account  Explain some common ARAI mysteries

3. The Family of AR Inquiry Forms  There is a family of AR inquiry forms that offer different views of the student account. Some of the forms include:  ARSIAR Summary Inquiry  ARTI Term Summary Inquiry  ARTYAR Transaction Type Inquiry  ARTDAR Transaction Type Detail  ARIIAR Invoice Inquiry  ARBDAR Invoice Balance Detail  ARBCAR Summary Inquiry by AR Code  ARAIAR Account Inquiry

4. ARSI: AR Summary Inquiry  ARSI – The AR Summary Inquiry Form provides a great starting point to view AR activity summaries by AR type and deposit type. You are also able to access many other AR inquiry forms from this point. Note on Deposit Type: Your institution may or may not be using Colleague’s Deposit Module.

5. The ARSI Form Key for AR Types Example A Example B

6. Detailing from ARSI to more AR Inquiry Forms Example B

7. ARTI: AR Term Summary Inquiry  ARTI AR Term Summary Inquiry Form provides a great starting point to view AR activity by AR Type and Term. Colleague lists all terms for which an individual has activity, and provides summary information for each term, including non-term activity.  If ARTI is your starting point, be sure to do a … at the AR prompt to view outstanding balances for each AR Type.

8. The ARTI Form  To view specific information about any term or non- term activity, you can detail to additional inquiry forms. Example B

9. ARTY: Transaction Type Inquiry  ARTY – The Transaction Type Inquiry form is an excellent form to view summary activity for a full term. There are no “ins” and “outs” to decipher, with only the bottom line displayed. This form has an AR type lookup and a term lookup prompt (be sure to view by term) and displays invoices and payments separately.  You are able to access ARTD - AR Transaction Detail from this form. ARTD offers a detailed view of the transactions that make up summary totals on ARTY.  If ARTY is your starting point, be sure to do a … at the AR prompt to view outstanding balances for each AR Type.

10. The ARTY Form Example A Example B

11. ARTD: AR Transaction Detail Form Example B - Invoice DetailsExample B - Payment Details  ARTD offers a detailed view of the transactions that make up summary totals on ARTY. The ARTD form is only accessible from the ARTY form, and not directly from a menu. Each invoice or payment is listed as a separate item. You can view the details of a specific invoice by detailing on that invoice line to the AR Invoice Inquiry (ARII) screen. You can view the details of a specific payment by detailing on that payment line to the Payment Inquiry screen (PAYI) screen.

12. ARTD: AR Transaction Detail Form Example B - Invoice Details  On ARTD only REG invoices will appear.  No adjustments will show although they may exist. Line 5: Original invoice for $1089.55 Line 4: A course was added and it created a new invoice for $1208.85. Line 3: An individual invoice for an individual course section. Line 2: A course was dropped and a new invoice was created for $984.75 Line 1: More registration activity and the final invoice was created for $979.75 The Balance on this example is created by the invoices shown in Line 1 and Line 3.

13. ARII: AR Invoice Inquiry Form  ARII – The AR Invoice Inquiry Form shows line items and other details associated with a specific AR invoice.  From this form you can access the AR Invoice Balance Detail (ARBD) form to view additional detail about the selected invoice. Example B – Line 5 of ARTD

14. ARBD: AR Invoice Balance Detail  The ARBD AR Invoice Balance Detail form shows details of a specific accounts receivable invoice. From this form you can access other inquiry forms for viewing details about adjustments, payments, and payment plans as well as comments and tax information. This form is most useful for determining the payment that was allocated to a particular invoice. Example B – Detail on Balance Detail on ARII

15. ARBC: Summary Inquiry by AR Code  The ARBC AR Summary Inquiry by AR Code form offers a view of the individual's AR account summarized by AR code. Transactions display in order by AR code. AR codes specify the specific charges Colleague assessed on an individual's accounts, such as tuition charges, meal plan charges, or bookstore charges. This form is most useful when viewing one term at a time.

16. The ARBC Form

17. ARAI: AR Account Inquiry  The ARAI AR Invoice Inquiry form offers an individual’s accounts receivable account history. You can view the history for a specific term or for all terms. Colleague lists all of the invoices posted to an individual’s account for a specified time period, including all charges, credits and payments. You can detail to the AR Invoice Inquiry (ARII) form to view the details of a specific invoice.

18. The ARAI Form  Understanding the ARAI Form is easier when reading from the bottom up.  Each transaction has two lines. Example A

19. ARAI Transaction Types  INV: Invoice - An invoice is created when a student registers for courses. In the example above, Registration - 2008S refers to table billed registrations. After the first invoice on an account, subsequent adjustments and invoices occur in pairs.  ADJ: Adjustment - Each time a student makes a registration change (add or drop courses), an adjustment transaction occurs and reverses the previous invoice. A second invoice is created if there are remaining registrations.  RCPT: Receipt - Receipt of payment is characterized by a figure in the amount field with a minus sign indicating a payment has been made.  SB: Sponsorship – Charges have been transferred to the Sponsor’s account. Example A

20. Examine ARAI Example Example A  Line 9: 2008S registration charges - $60.73  Line 8: A payment of $63.23 was made and this overpayment resulted in a credit balance of $2.50  Line 7: An adjustment was made, as in a registration change (student adding or dropping a course), resulting in the reversal of invoice showing in Line 9 – now a credit of $63.23  Line 6: A second invoice for 2008S registration with the charge of 77.04 – balance owing is now 13.81 because the student previously had a payment of $63.23

21. Examine ARAI Example  Line 5: A payment of $13.81 was made on the account.  Line 4: An adjustment was made, as in a registration change (student adding or dropping a course), resulting in the reversal of invoice in Line 6 – now a credit of $77.04.  Line 3 : A third invoice for 2008S registration with the charge of $79.54 – balance owing is now $2.50 because the student previously made payments totaling $77.04. Example A

22. Examine ARAI Example  Line 2: An adjustment was made, as in a registration change (student adding or dropping a course), resulting in the reversal of invoice showing in Line 3 – now a credit of $77.04  Line 1: A fourth invoice for 2008S registration with a charge of $79.54 – balance owing is now $2.50 because the student had made payments on previous invoices totaling $77.04  Adjusted Balance is the balance on the account = $2.50 Example A

23. ARAI Mysteries Explained  If the Past Due and Adj Bal are different amounts: Past Due only adds debit invoices so if a credit invoice hasn’t been allocated, the balance will look different from the balance in the Adj Bal field. In order to adjust the balance, there are utilities to run in Colleague:  BPMA – Batch Payment Allocation will allocate payments within same term  CZDP – Create Zero Dollar Payments will allocate a credit invoice to a debit invoice causing invoice payments to be applied to charges.

24. ARAI Mysteries Explained  The Item Balance changes to represent the amount the student owes based on previous invoices, adjustments and payments. In the example above on Line 3, an invoice was generated (not the first invoice for 2008S) and while the new amount is $79.54, the student only owes $2.50 on this item. This is because the adjusting invoice of $77.04 on Line 4 was allocated to this invoice, leaving an item balance of $2.50. Example A

25. ARAI Mysteries Explained  Make sure you are entering Term at the lookup prompt  Refer to Adj Bal for amount owed by or credited to the student  Detail on the most current Invoice (first INV) for current Registration invoice details.  Best solution: stop using ARAI & use ARTI or ARTY for this information. “ARAI confuses me, I just want to figure out what the student owes.”

26. Conclusion  There are many AR inquiry forms available for use, each offering a slightly different view of an account. While the ARAI form is a common form to use, it can be confusing. Becoming familiar with the other AR inquiry forms can provide a clearer understanding of an account and offer more troubleshooting solutions.

27. Making Sense of AR Inquiry Forms Questions? Consultant Name Colleague Consultant