Billing for Non Enrollments Presented by: Gayle Callahan, Johnson County Community College March 24, 2009 Course ID 0265 CONNECT TO COMMUNITY. At SunGard Summit, come together as a community dedicated to education.

Course ID Johnson County Community College, JCCC, is located in Overland Park, KS in the Kansas City metropolitan area 19,000 Credit Students each semester 35,000 Continuing Education students per year Who Is JCCC?

Course ID Billing for Non Enrollments Introduction In this Session you will learn how JCCC bills for non- enrollment billings such as Contract Training, Facility Rental, Catering, etc. By attending this session you will get a head start on setting up Banner to bill for your non-enrollment charges. You will want to test to see how Non- Enrollment Billing can best work at your institution.

Course ID What is Billing for Non Enrollments Billings by College or University for things not related to Student accounts: —Contract Training —Facility / Conference Rentals —Catering —Copy Center —Library —Parking —Fees not on Student Accounts Billed to Third Party Sponsors —Golf Course —Other

Course ID Non Enrollment Billings are Finance Creation of Charges and Billing is done on the Finance side of Accounts Receivable Use TF% forms —TFADETL, TFADETF, TFAMASS or TFAMDET to create charges —TFADETL OR TFADETF to post deposits (on the deposit tab) —TFAADSP, TFADETL or TFADETF to post payment —TFAISTL and TFAISTC for Installment Plans —TFIAREV (query only form) or TFAACCT to review —TFRBILL to bill —TFIAPPL and TFAUNAP for application and unapplication of payments Term is ARTERM

Non Enrollment Billings are Finance Consider setting up separate ID numbers for all companies or individuals that you bill for non-enrollment items. —Advantages: You can bill for non-enrollment through TFRBILL, if you use the same ID as for student charges, you will only be able to bill that account through TSRTBIL or TSRCBIL once there is a term other than ARTERM associated with the ID. JCCC developed a way to download our aging reports to excel. Because our Non-Enrollment ID#’s start with T, we can sort them out on the aging. —Disadvantage is that you have more than one account for companies and individuals that you bill for both student and non-enrollment charges. Course ID

Creating the ID Create on FOAIDEN Unlike billing on the student side, billing on TFRBILL allows you to have multiple billing addresses for the same ID. —If using a second address sequence of the same type, must set it up on FTMVEND —Specify the address type when you bill unless you have a default set up (TGACPRF) and want to use it for that billing. If desired on TGACPRF enter: —Entity type —Default address type will use this each time you bill unless you specify a different address type or sequence —Credit limit Course ID

Creating Detail Codes JCCC reserves detail codes starting with “O” for Non- Enrollment charges Detail code set up on TFADETC or TSADETC -- they are in the same table Must set up a detail code for every account you want revenue to go to as there is not a way to enter the accounting when billing by using a GL numbers enterable detail code. Line A is an account receivable, we use a different account number than for student receivables. You can use general descriptions and over-write them when you bill. Course ID

Entering Billing Charges Use the TF% forms to enter charges: —TFADETL or TFADETF if you have other currencies —For Mass Entry which allows you to use the same Detail code or Amount for all billings: TFAMASS – to enter a flat amount TFAMDET -- will allow you to enter units and rate Course ID

Entering Billing Charges Detail Code Description Defaults in —You can over-write the detail code description —Limit of 30 characters JCCC asks departments to provide supporting documentation that they want sent with the bill Course ID

Banner View of Account Course ID

Setting up Recurring Billing Charges Can set up charges to recur: —Weekly, Bi-weekly, Monthly, Quarterly, Semi-annually, Annually or Specified number of days. Set up, Change or Remove on TGARRAS Will automatically assess charges first time you bill after the recurrence is effective Course ID

Posting Payments Post Payments on TFAADSP, TFADETL (TFADETF if other currency is used) Enter the Invoice Number paid —Allows you to look at account aging on TFAACCT However, TFAACCT does not reflect aging based upon the due date —Allows you to see what invoices are open on TFIAREV Course ID

Posting Deposits Enter the amount of the Deposit on the Deposit tab of TFADETL or TFADETF if using foreign currency. Required Fields: —Deposit Code —Payment Code —Address Type and Sequence —Amount Optional Fields: —Document Number —Release Date – however it cannot automatically release —Minimum (must be entered if using a Expiration Date. To manually release, minimum must be less than balance after the deposit is released – so you need to update min to $0 before releasing final amount) —Expiration Date Course ID

Releasing Deposits Cannot automatically release deposits. To Release, go to the deposit and enter the Release Amount. (if using minimum see note on previous slide) JCCC created a deposit report that we run each week before we do non-enrollment billing. If we are billing for an account with a deposit that should be applied, we release the deposit. Released Deposits are a form of payment and thus do not show if run in Invoicing Mode. JCCC has a Excel Document that we’ve mocked up to look like our Invoice and we manually enter the billing information to look like the bill with the deposit reducing the amount due. Course ID

Banner View of Deposit Course ID

Running the Invoice Run TFRBILL, parameters: —1) ID Number —2) Run Mode Choices: Assess Charges, Invoicing or Statement Unlike on the Student side, Invoicing Mode prints the Invoice and starts aging. Only Statement mode will show deposits and payments posted —3) Print Future Details Indicator —4) Print Order —5) Invoice Date —6) Days in Billing Cycle Due Date on Invoice will be today’s date plus the number of days you enter here Course ID

Run TFRBILL, parameters —7) Minimum Account Balance —8) Accounts (P)ers, (C)omp, % —9) Entity Code to Process (or % for all) You can group by company type with this —10) Detail Code to Bill (or % for all) —11) Selection Identifier —12) Application Code —13) Creator ID —14) Currency Code Course ID

Course ID Billing Hints The invoice number is assigned when you run in Invoicing mode unless you typed NEXT in the invoice field when you entered the charges. All charges for an ID without an Invoice number and to the same address type will come out on one invoice. Message in TGAMESG will print on the Invoice Invoice number will be updated on the Banner forms, TFADETL, TFIAREV, etc. Due Date will be updated. Trns date is the date you entered the charges or when they were scheduled based upon recurring receivables rules.

JCCC Bill Course ID

JCCC Bill Course ID

Course ID JCCC Bill Enhancements JCCC is using Evisions Form Fusions to print the bill. Used the template provided which includes a return stub portion with the Company name, ID, Invoice #, Balance Due and a fill in field for Amount Remitting. We moved the invoice number to the top section. Added contact and remit to information on front Suppressed the TGAMESG message Created text for the back of the Invoice

Account after Invoice Run Course ID xxxx 23

Course ID JCCC Non-Enrollment Billing Experience Began Using Banner for Non-Enrollment Billing in July 2002 We run invoices once per week Average 1,000 invoices per year Average $4.4 Million billed each year

Course ID Questions & Answers ???

Course ID Thank You! Gayle Callahan Please complete the online class evaluation form Course ID 0265 SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. © 2009 SunGard. All rights reserved.