1. Accounts Receivable Training Refresher Course State of Indiana Instructor: Gowri Kulanthaivel, GMIS

2. 2 Agenda Welcome Expectations Overview Customers Items Updating Receivables Customer Payments Special Payment Procedures Import Payment Deposits Payment Worksheets Payment Predictor Maintenance Worksheets Aging Customer Interactions Customer and Item Inquiry

3. 3 Expectations Refresher course: –AM - presentation and demo of materials. –PM – continued from AM demo …. open lab to complete exercises (optional). We understand most users are familiar with using the system: –The Refresher course is designed for those users currently using the AR module for tracking customer balances. –Business process changes will be discussed but the primary focus will be on the ENCOMPASS changes. –For statutory guidelines, refer to the State Accounting Manual. We will be using a training database.

4. 4 Training Materials Materials available on ENCOMPASS website –ENCOMPASS > ENCOMPASS Documents > Training > Accounts Receivable Class –Check website for updates Materials include: –Presentation –Exercises –Training Manual –Job Aids State Accounting Manual –ENCOMPASS > ENCOMPASS Documents > Accounting Manual > Chapter 4 Accounting for Revenue

5. 5 Ground Rules for Training Put cell phones on vibrate. Ask questions. Respect others. Limit sidebar conversations.

6. 6 Chapter 1 Accounts Receivable Overview

7. 7 AR Process Flow

8. 8 Integration Points PeopleSoft Billing sends invoice information to AR. In AR, these become Items. Data from other billing systems are uploaded directly to AR. Billing can send vouchers to AP through AR for agencies through IU billing AR sends voucher information to AP for refunds on customer accounts. GL receives input from AR to create journal entries for items, payments, and maintenance.

9. Overview of Changes 9 Most changes specific to the AR module are related to the ROC process – Deposits are automatically marked as Journal Directly by default. For customer payments, you will need to uncheck this box. –The new ROC form is a report printed from within ENCOMPASS. –All cash entries are system-generated and are booked to BU 00050 (AOS), thereby creating an interunit transaction between the Agency and BU 00050. – For Direct Journal payments only, accounting entries must be approved by the Agency AR Approver. – Express Deposits cannot be marked for posting until the deposit has been approved by TOS. – Payment Predictor will not apply payments to open items unless the deposit has been approved by TOS. – Payment Worksheets cannot be created until the deposit has been approved by TOS. –New procedures for Bank Adjustments, NSF Checks, Unidentified ACH/Wires, Correcting Approved Deposits, and Correcting Chartfields. Other – New Chart of Accounts: Make sure distribution codes, item entry types, and automatic entry types contain the correct chartfield values. –Period s will be closed in the AR module on the 4 th business day of the month.

10. 10 Chapter 2 Maintaining Customers

11. 11 Customer Information Customers are entered and stored by SetID (BU) Customer ID naming convention must adhere to the following guidelines: –If the Customer is another State agency, then the Customer ID is the letter “S” and the five-digit business unit number for that agency (i.e. S00495) –If the Customer is a Federal agency awarding a grant then the customer ID is "F" and the CFDA number for the awarded Grant (i.e. F12.567) –If the Customer is a Federal agency not awarding a grant then the customer ID is "F" and the CFDA number for the parent Federal agency (i.e. F12.000) –In all other cases, the Customer ID should remain NEXT. This will create a customer ID starting with CST Assign customer a Vendor ID in order to process refunds through the Accounts Payable module Assign customer a Contact ID to be used when entering customer conversations. Create customers using the Copy From Customer feature

12. 12 Demonstration Are there any questions? Demonstration - Customers

13. 13 Chapter 3 Entering Items

14. 14 Pending Items 2 kinds of items – Online & External Online Pending Items are items entered online directly to the AR module. Examples include: –Manual billing items –Credit memos –Debit memos External Pending Items are items loaded to the AR module from the Billing module or other third-party billing system Any item or memo entered in Billing or AR MUST be posted all the way through; End user responsibility

15. 15 Demonstration Are there any questions? Demonstration – Online Item (until set to Batch Std)

16. 16 Chapter 4 Updating Receivables

17. 17 Receivable Update The Receivable Update process posts Pending Items, Payments, and Maintenance Items to customer accounts and creates accounting entries for distribution to the GL. Only one user should run the Receivable Update process in batch mode. Multiple users running this process for the same BU will create problems. You can request GMIS to automate. An Item cannot be selected for more than one type of action. In other words, an Item cannot be marked on a payment worksheet and on a maintenance worksheet at the same time. Verify the results of running the Receivable Update using the various menus. Receivable Update posting errors can be corrected online from the Correct Posting Errors page.

18. 18 Demonstration Are there any questions? Demonstration – ARUPDATE on the pending item created on the previous demo –View/update item details –Item List

19. 19 Chapter 5 Entering Customer Payments

20. 20 Report of Collections Process 1.Receive payments –Cash, Checks, Wires, etc. 2.Endorse items –Required by the State 3.Fill out agency cash book –Cash book required by the State Agency will be audited TOS/AOS does not keep track of this for agency For approval of your Agency’s cash book, please contact Mike Hoose, State Audit Supervisor, at mhoose@sboa.in.govmhoose@sboa.in.gov –Include check number or other payment ID, person sending money, what money was for –Copies of the checks must be attached to the book

21. 21 Report of Collections Process continued 4.Create deposit in ENCOMPASS –Express Deposit page typically used for perfect customer payments Item ID, Item Amount, and Customer ID are known –Regular Deposit page used for all other customer payments Customer payments must NOT be marked as Journal Directly. Be sure to deselect the box. Select Payment Predictor checkbox for the customer payments to be applied via the Payment Predictor process Enter customer and reference information for customer payments –Update cash book with ENCOMPASS deposit ID 5.Change approval status from Open to Pending Approval and save the page

22. 22 Report of Collections Process continued 6.Print the ROC report –Must be printed on white paper –Used to be a written form –Accounting information is no longer on the ROC report –Write phone number on ROC report below name –Signature is not required –Assemble the ROC Packet 1 copy of ROC report is required (2 nd copy optional for AR Agencies) 2 calculator tapes (one for TOS and one for the bank) Payments 7.Submit the ROC Packet to TOS by 3:00 PM daily –State law requires all funds to be deposited within 1 business day

23. 23 Report of Collections Process continued 8.TOS approves or denies deposit –If approved, TOS stamps the top copy and initials the second copy. TOS keeps the stamped copy and gives the Agency the initialed copy, if a second copy is provided. –If denied, Agency must correct the deposit, reprint the ROC reports, and re-submit the ROC packet to TOS. 9.Customer Payments are ready for posting or payment application after TOS approval –Express Deposits are available for posting via the Receivable Update –Regular Deposits are available for payment application Payment Predictor Payment Worksheet

24. Report of Collections Process continued 24 10.Run Receivable Update to post payments and create accounting entries 11.Journals are generated, budget checked, and posted to GL nightly

25. 25 Demonstration Are there any questions? Demonstration – Express & Regular Deposits (TOS approve for WS)

26. 26 Chapter 6 Special Payment Procedures

27. 27 Special Payment Scenarios The following transactions are not traditional “deposits” but will be recorded using the ROC functionality. Bank Adjustments – Debit Bank Adjustments – Credit Zero Dollar Deposit Unidentified ACH or Wire Transfer Non-Sufficient Funds (NSF) Correction Deposit

28. 28 Bank Adjustments – Debit Occurs when Treasurer of State (TOS) receives a Bank Debit TOS assigns an Adjustment Sequence Number to the Bank Debit TOS sends the Bank Debit to the Agency Agency enters the Bank Debit as a payment in a deposit –Debits may be combined with other payments or entered separately as its own deposit –When debits are combined with other payments, the deposit total cannot be 0.00 (ZERO) –Payment amount is ALWAYS negative –Payment ID = Adjustment Sequence Number –Payment Method = Debit –Journal Directly Box = Checked Agency prints ROC Report and submits to TOS for approval TOS approves the deposit Agency AR Entry User enters direct journal accounting entries for the Debit –Books the amount as a debit to revenue – thus reducing revenue Agency AR Approver approves the direct journal entries AR Agency enters a debit memo for the amount of the Bank Debit

29. 29 Bank Adjustments – Credit Occurs when Treasurer of State (TOS) receives a Bank Credit TOS assigns an Adjustment Sequence Number to Bank Credit TOS sends the Bank Credit to the Agency Agency enters the Bank Credit as a payment in a deposit –Credits may be combined with other payments or entered separately as its own deposit –Payment amount is ALWAYS positive –Payment ID = Adjustment Sequence Number –Payment Method = Credit –Journal Directly Box = Checked OR Unchecked o Uncheck the box if the Credit will be applied to customer open item o Check the box if the Credit will NOT be applied to customer open item Agency prints ROC Report and submits to TOS for approval TOS approves the deposit

30. 30 Bank Adjustments – Credit continued For Credits Marked as Journal Directly: Agency AR Entry User enters accounting entries Agency AR Approver approves the entries If necessary, AR Agency enters a credit memo for the amount of the Bank Credit to correct the customer’s balance For Credits NOT Marked as Journal Directly: Apply Credit to customer open item via Payment Worksheet Set the Payment Worksheet posting action to Batch Standard Run the Receivable Update

31. 31 Zero Dollar Deposit Enter a Zero Dollar Deposit for the purpose of correcting Accounting Entries. This replaces the Journal Voucher. Agency enters a deposit –Control Total Amount entered as 0.00 (Zero) –Count must be at least 2 –Deposit Type = M –Payment ID = enter the original Deposit ID –Minimum of Two Payments must be entered Payment 1 entered as a Negative amount – Journal Directly box CHECKED Payment 2 entered as a Positive amount o Uncheck the Journal Directly box if the payment will be applied to customer open item o Check the Journal Directly box if the Credit will NOT be applied to customer open item –Payment Method = same as the original payment –Description = “To correct chartfields for deposit xxxxxxxx”

32. 32 Zero Dollar Deposit continued Agency prints ROC Report and submits to TOS for approval TOS approves the deposit and enters a TOS Deposit ID of ZERO –Approval is required by TOS in order to push the deposit through the system so that accounting entries can be entered and approved by the Agency –TOS does NOT review or approve accounting entries Agency AR Entry User enters the Direct Journal accounting entries –Entries for the Negative Payment will take the activity out of the incorrect chartfield string –Entries for the Positive Payment will put the activity into the correct chartfield string –A payment may have multiple accounting entries –Accounting entries may be interunit or intraunit Agency AR Approver approves the Direct Journal accounting entries Agency applies any non-Direct Journal payments to customer items via Payment Predictor or Payment Worksheet, and runs the Receivable Update to post the payment to the customer’s account

33. 33 Unidentified ACH / Wire Transfer Occurs when TOS receives an Unidentified ACH or Wire Transfer –TOS will hold unidentified ACH or Wire Transfers for 30 days before entering a deposit for unclaimed funds –If the Agency claims the unidentified ACH or Wire within 30 days, the Agency will enter the deposit by following normal ROC procedures TOS enters a direct journal deposit for BU 00048 TOS prints ROC Report and approves the deposit TOS enters and approves the direct journal accounting entries –Debit to Cash account –Credit to Unclaimed Funds account for BU 00048

34. 34 Unidentified ACH / Wire Transfer continued How does an Agency claim the funds after the 30 day holding period? Agency contacts TOS Agency enters a Zero Dollar Deposit –Payment 1 entered as a Negative amount – To take the funds out of BU 00048 unclaimed funds; Journal Directly box is CHECKED. –Payment 2 entered as a Positive amount – To apply the payment to an AR open item; Journal Directly box is UNCHECKED. Agency prints ROC report and submits to TOS for approval TOS approves the deposit and enters a TOS Deposit ID of ZERO Agency enters the accounting entries for the Direct Journal payment and applies the non-Direct Journal payment to customer items via Payment Worksheet. Agency AR Approver approves the Direct Journal accounting entries for the negative payment. The non-Direct Journal payment is ready for posting via the Receivable Update.

35. 35 Non-Sufficient Funds (NSF) Occurs when Treasurer (TOS) receives NSF check TOS enters the NSF as a direct journal payment in a deposit under the Agency BU TOS prints ROC Report and approves the deposit TOS enters and approves the direct journal accounting entries –Debit to Returned Check expense account for Agency BU –Credit to Cash account TOS notifies the Agency of their returned checks

36. 36 Non-Sufficient Funds (NSF) continued AR Agency enters a debit memo to adjust the customer’s balance – Debit to Receivable account – Credit to Revenue account AR Agency enters a Zero Dollar Deposit to offset revenue against returned check expense (direct journal both payments) – Debit to Revenue account (same Revenue account you used on the debit memo above) – Credit to Returned Check expense account When a new check is received, apply the new payment to the debit memo to close it (Receivable account & Cash Control here)

37. 37 Correction Deposit Occurs when TOS discovers error on an ROC that was approved in ENCOMPASS but was not yet entered into the TOS legacy system. TOS enters the Correction as a separate direct journal deposit under the Agency BU TOS prints ROC Report TOS approves the deposit and notifies Agency of deposit ID Agency AR Entry User enters accounting entries –Books to the original revenue – thus reducing or increasing the total revenue Agency AR Approver approves the entries AR Agency enters a debit or credit memo to correct the customer’s balance

38. 38 Demonstration Are there any questions? Demonstration – Zero Dollar Deposit –First payment to DJ –Second payment to WS option

39. 39 Chapter 7 Importing Payment Deposits

40. Import Payment Deposits 40 Payment information can be uploaded from a data file if it is in the correct format. The data file can be uploaded from a file on the server or as an attachment. For the server option to work, you must have access to the directory. Balanced entries can be created for any deposit. However, if a row in the data file contains an invalid or missing chartfield, balanced entries will not be created. Only non-AOS deposits can be marked as Complete. AOS deposits must first be approved by TOS. Then, the AR Agency Approver must mark each payment Complete individually. For customer payments, the Journal Directly checkbox must be deselected for each payment.

41. 41 Demonstration Are there any questions? Demonstration – Import Deposit Process

42. 42 Chapter 8 Payment Worksheets

43. 43 Payment Worksheets Payment Worksheets cannot be updated or posted until after the deposit is approved by TOS Use the On Account entry type to apply overpayments to a customer’s account –Creates a new item with an ID that begins with ‘OA’ –May need to set up the entry type and/or reason codes –On Account can be used when there are no other open items or you do not want to apply the overpayment to an existing open item Review accounting entries before running the Receivable Update –Highly recommended especially in the few weeks right after go-live

44. 44 Demonstration Are there any questions? Demonstration – Payment Worksheet from previous demo on the Regular Deposit

45. 45 Chapter 9 Payment Predictor

46. 46 Payment Predictor Not all Agencies using AR are configured to use Payment Predictor Payment Predictor is a process that applies payments to items based on a pre-defined set of rules Payments that fit the rules will be marked as ‘Applied’ and will be posted during the next Receivable Update Payments that do not fit the rules will then need to be applied via Payment Worksheet

47. 47 Demonstration Are there any questions? Demonstration

48. 48 Chapter 10 Maintenance Worksheets

49. 49 Maintenance Worksheets provide a way to offset open items, process refunds, and perform write-offs –May need to set up entry types and/or reason codes –All maintenance activity is booked to the Maintenance Control account as specified under the Receivable Business Unit Definition Maintenance Worksheets work in a similar manner as Payment Worksheets –Enter criteria and build a worksheet –Select items to take action upon –Mark the worksheet to be posted Maintenance Worksheets

50. 50 Refunds Steps for processing a Refund: 1)Receivables BU must be linked to an AP business unit 2)Customer must be linked to an AP vendor ID 3)Customer must have an item with a credit balance 4)Create a maintenance worksheet for Refund a Credit 5)Post the maintenance worksheet by running the Receivable Update 6)Run the Request Refund Item process 7)Voucher Build process runs on a nightly process 8)Check the Refund Status to see if the refund has been posted

51. 51 Demonstration Are there any questions? Demonstration – Maintenance Worksheet with CR, DR Demonstration – Refund Process (if time permits) –Item ID to use: GXK_ANYITEM_CR

52. 52 Chapter 11 Aging Process and Reports

53. 53 Aging Process and Reports Used during the collection process as an analysis Run Receivable Update before running the Aging Process Run the Aging Process before running the Aging Reports Available Aging Reports include: –Aging by Chartfield – a balancing tool for AR –Aging Detail by Unit –Aging Summary by Unit Available Aging Inquiries include: –Unit Aging

54. Demonstration Are there any questions? Demonstration – Request Aging Process -Navigation: AR>Receivables Analysis>Aging>Request Aging Process

55. 55 Chapter 12 Customer Interactions

56. 56 Customer Interactions There are several features that assist with the collection of past due accounts –Customer conversations – to track discussion on a single or group of items –Customer statements –Dunning letters There are no changes due to ENCOMPASS

57. 57 Demonstration Are there any questions? Demonstration – - Accounts Receivable > Customer Interactions > Conversations > View/Update Conversations or -Accounts Receivable>Customer Accounts>Item Details>View /Update Item Details – Add a Conversation bottom of any tab

58. 58 Chapter 13 Customer and Item Inquiry

59. 59 Customer and Item Inquiry There are many reports and inquiries within ENCOMPASS that can help users see and use the data in the system Follow the directions in Chapter 13 on the AR Manual to navigate to the various inquiries and reports

60. Queries and Report 60 Queries –SOIAR001 – Pending Deposits –SOIAR100 – Pending Items not journalized to GL –SOIAR111 – Deposits in the AR module entered for the previous month after the last day of that month –Agency may have private queries and reports Report –AR20002 – Payment Detail Report

61. 61 Demonstration Are there any questions? Demonstration or Exercise to navigate

62. 62 Post Go Live Support Report to GMIS –“Report an Issue” link on the Sign In page –“Report an Issue” link under the ENCOMPASS menu –Call 317-234-HELP to create a helpdesk ticket ENCOMPASS Website –https://myshare.in.gov/sba/encompass/default.aspxhttps://myshare.in.gov/sba/encompass/default.aspx –AR Training Documents: ENCOMPASS > ENCOMPASS Documents > Training > Accounts Receivable Class

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