1. Statewide Financial System Program 1 Accounts Receivable: Refresher Training Key Points Accounts Receivable: Refresher Training Key Points Welcome

2. Statewide Financial System Program 2 Agenda  What’s Changed?  Key Points to Emphasize  Frequently Asked Questions  Key UPK Topics  Exercises  SFS AR Path and Learning Resources

3. Statewide Financial System Program 3 Key Updates Old:New: Post Now to GL was an option on several topics showing Posting Actions. Post Now to GL will not be available to Receivable Preparers or Approvers, and was removed The Unposting UPK topic was performed by a preparer, per the scenario. Unposting can be performed by a preparer or approver; however only the approver will have access to posting actions. Topic changed to add Approver to scenario. No details are provided on naming conventions for Item ID. When entering a group, the Item ID should not contain special characters. It is known that an apostrophe in the Item ID will cause an error during generation of accounting entries. Use the add new row button to add a new item to the group. When adding a new item in a group: Use the Add a new row button: Not the Add button: The sole custody customization was not fully developed when the training materials were initially written. If payment of this item is likely to be deposited into a sole custody bank account, a sole custody fund should be selected to indicate if these funds should be swept or not. The sole custody fund is selected on the revenue line entered on the Accounting Entries page. What’s Changed – AR215

4. Statewide Financial System Program 4 Key Updates (1 of 3) What’s Changed – AR220 Old:New: The Instructor PowerPoint presentation included a section on the payment lifecycle and statuses. This PowerPoint has been incorporated into UPK as a new lesson: Introduction to Deposits The Deposit ID may be auto numbered by SFS or an agency may enter a Deposit ID. This information is still correct, however further details were provided. The Deposit ID is limited to 15 characters and must be unique within the deposit unit. Remit To Bank information must be entered on the Payments Totals page. The values available in the Bank Code and Account fields will be restricted by bank security. Users may only access bank accounts to which they are mapped. When entering a direct journal payment, the use of a sole custody bank account in the Remit to bank fields will necessitate the use of special funds on the accounting entries. These funds are set up for use with sole custody bank accounts and indicate if the money received should be swept or not into a general checking account.

5. Statewide Financial System Program 5 Key Updates (2 of 3) What’s Changed – AR220 Old:New: Payment ID is used to identify the payment. The Payment ID is limited to 15 characters and it is recommended that the ID is unique within the business unit. Use the add new row button to add a new payment to the deposit. When adding a new payment in a deposit: Use the Add a new row button: Not the Add button: Post Now to GL was an option on several topics showing Posting Actions. Post Now to GL will not be available to Receivable Preparers or Approvers, and was removed

6. Statewide Financial System Program 6 Key Updates (3 of 3) What’s Changed – AR220 Old:New: When recording a direct journal payment (miscellaneous receipt), you must enter accounting information. Several new features on the Accounting Entries page: The Speed Type button is available to select a predefined code that will default in accounting information. If a sole custody bank account was entered on the deposit, a sole custody fund must be selected on the user-entered revenue line. The Journal Reference Information and Receipt Details tabs provide free text fields to enable agencies to capture additional information about the deposit. The Combo edit check on the chartfield values will occur upon marking the accounting entries as complete.

7. Statewide Financial System Program 7 Key Points to Emphasize – AR215  Transactions are entered in AR as items. An item may be a receivables item, a payment, debit memo or credit memo.  The Accounts Receivable module is used to record receivables (money owed to the State by a customer), and to record payments. AR215 focuses entirely on recording receivables.  Receivables may be created by three methods: manually online, imported via bulkload, and interfaced from the SFS Billing module.  Receivables items are associated with a customer. The customer must be defined in SFS.  Items must be posted after entry. The Receivable Update program posts the items, updates customer balances, and sends the appropriate accounting information to General Ledger. The ARUPDATE process will be scheduled to run nightly for each agency. The process may also be run on demand.

8. Statewide Financial System Program 8 Key Points to Emphasize – AR220  The Accounts Receivable module is used to record receivables (money owed to the State by a customer), and to record payments. AR220 focuses on recording deposits and payments.  A deposit is created to record one or more payments. Three types of deposits may be created in SFS: a regular deposit, an express deposit, and a direct journal payment.  Payment application – associating a payment with receivables items – can be done using a payment worksheet or via Payment Predictor.  Direct journal payments are not applied to open receivable items. Also, the use of a sole custody bank account on direct journal payments will necessitate the use of special Fund chartfield values.  After a regular or express payment is applied to items, the deposit must be set to post. The ARUPDATE program validates and posts each payment.  Direct journal payments are not processed through the ARUPDATE program; instead these transactions are marked as complete by an approver and the journal information is interfaced to GL.

9. Statewide Financial System Program 9 Frequently Asked Questions The FAQ’s from Train-the-Trainer sessions are located under ‘Resources for Trainers’:  http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

10. Statewide Financial System Program 10 Key UPK Topics – AR215  Entering pending items and pending item groups  Setting pending items and pending item groups to post  Creating and Finalizing a maintenance worksheet  Running AR Update (AR310)  Working with items from an external source  Viewing posting results  Using the Item List  Inquiring on account overview  Generating, Processing and Distributing Dunning Letters (AR310)

11. Statewide Financial System Program 11 Key UPK Topics – AR220  Entering deposits Entering a regular deposit Entering an express deposit Entering a direct journal payment  Using payment worksheet selection, application and actions  Creating and Finalizing a maintenance worksheet  Running Payment Predictor (AR315)  Running AR Update (AR315)

12. Statewide Financial System Program 12 Exercises The following exercises should be performed during Refresher Training:  Running Aging Reports  Entering a deposit from a check received  Using Payment Worksheet to associate a deposit with an open item  Applying a miscellaneous receipt to a revenue contract

13. Statewide Financial System Program 13 SFS AR Learning Path and Resources  SFS AR and Billing Refresher Training Structure AR / BI 101 Introduction to SFS Accounts Receivable and Billing AR 205 Creating and Maintaining SFS AR / BI Customers BI 210 Creating and Processing Billing BI 305 Billing Processes for Managers AR 215 Creating and Maintaining Receivables AR 220 Creating and Maintaining Deposits AR 310 Creating and Maintaining Receivables for Managers AR 315 Creating and Maintaining Deposits for Advanced Users

14. Statewide Financial System Program 14 SFS AR Learning Path and Resources Location of Training Materials and Class Preparation Aids Location ILT Course Materials http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm All Training Courses http://www.sfs.ny.gov/training/trainingCourses.htm Job Aids and Reference Materials http://www.sfs.ny.gov/training/jobAidsandReferenceMaterials.htm Training FAQs http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

15. Statewide Financial System Program 15 Thank you for your participation! Conclusion