1. INDIANA UNIVERSITY FIS Non-student (External) Accounts Receivable System

2. NON-STUDENT FIS A/R INTRODUCTION Current IU System Overview Kuali A/R Committee Progress Approved Enhancements Questions and Contact Information

3. NON-STUDENT FIS A/R Indiana University A/R Processing Decentralized system that allows departments to manage their own receivables Discourages cash handling at the department level – payments sent to lockbox which is processed centrally Accounting entries are automatically generated through Edocs which can be routed for approval or as an “FYI” Not used for student receivables or internal billings

4. NON-STUDENT FIS A/R Billing Org –Each department that bills external customers: Print and mail invoices Monthly analysis of receivables Responsible for collection of invoices Responsible for write–off of uncollectible invoices

5. NON-STUDENT FIS A/R Processing Org – covers many billing orgs –One for each lockbox using the AR system –Centralized location for receipts –Apply payments –Each processing org has a clearing account –Set up new billing orgs –Resolve problems –Reconcile clearing account –Central Administration Bloomington approves Customers & new addresses

6. NON-STUDENT FIS A/R A/R Processing –Billing org generates & mails invoice –“Remit to” address with tear strip is provided with invoice –Customer mails payment with strip to lockbox. –Bank transmits funds to appropriate clearing account sends paperwork to processing org –Processing org applies funds to invoice or allocates to an account

7. NON-STUDENT FIS A/R A/R DOCUMENTS –Customer (CUS)—Billing or Proc Org –Invoice (INV)—Billing or Proc Org –Credit Memo (CRM)—Billing or Proc Org –Cash Control (CTRL)—Proc Org –Application (APP)—Proc Org –Organization Options and Accounting Defaults (OOPT & OADF) – Proc Org

8. NON-STUDENT FIS A/R Customer Document (CUS) –Create new customer (Billing or Proc Org) –Add new address (Billing or Proc Org) –Modify an existing customer (Proc Org only) –Change an address (Proc Org only) Routes for approval thru central administration Standard rules for customer names

9. NON-STUDENT FIS A/R Customer Document (CUS)

10. NON-STUDENT FIS A/R Customer History Inquiry

11. NON-STUDENT FIS A/R Invoice (INV) –Department can use multiple accounts and income object codes on one invoice –Receivable is recorded on one object code –Discount feature available for each line of invoice –Error Correction option reverses entire invoice –Template feature allows use of existing invoice to create new invoice

12. NON-STUDENT FIS A/R Invoice Document

13. NON-STUDENT FIS A/R Credit Memo (CRM) –Used for both write-offs and issuing credit – differentiated by object code –Restricted to a single account and object code

14. NON-STUDENT FIS A/R Credit Memo Document

15. NON-STUDENT FIS A/R Cash Control Document (CTRL) –Auto-generated by bank if check matched to invoice –Links deposit of funds in lockbox to App doc –Routes to proper processing org –CTRL Does not create any general ledger entries –Works with various payment types: CashWire Credit CardCheck

16. NON-STUDENT FIS A/R Cash Control Document

17. NON-STUDENT FIS A/R Reference Document –Creates general ledger entry for total amount of Cash Control Document Debits cash and credits unapplied cash on the A/R Clearing account –Type of document created is driven by the medium type Check = CR, Credit Card = GEC, Wire = DI, Cash = No ref doc created Application Document (APP) –Applies funds to invoices Debits unapplied cash and credits cash on the A/R Clearing account Debits cash and credits A/R on the billing org’s account –Applies credit memos to invoices –Designates funds as non-A/R

18. NON-STUDENT FIS A/R Application Document

19. NON-STUDENT FIS A/R “Quick Apply” Screen

20. NON-STUDENT FIS A/R “Apply Detail” Screens

21. NON-STUDENT FIS A/R Organization Options and Accounting Defaults –Used to initially set up a billing organization –Connects billing organization with processing organization –Used to set up invoice defaults for a billing organization

22. NON-STUDENT FIS A/R Organization Options and Accounting Defaults Screens

23. NON-STUDENT FIS A/R A/R Functions –On-screen Aged Customer Listing –Customer Search –Lockbox Processing –Create Invoice Item Codes –Print Invoices in Batch

24. NON-STUDENT FIS A/R A/R Functions Screen

25. NON-STUDENT FIS A/R Kuali A/R Sub-Committee All Kuali Partner Schools Represented Regular Meetings over the Past Year Functional Specification Documents Prepared Part of Kuali Phase II B

26. NON-STUDENT FIS A/R Approved Enhancements Ability to Upload Data from Various File Types Add Flexibility to the Body of the Invoice Run A/R Aging Reports for a Specific Date Include Open Credit Memos on Customer Billing Statement

27. Contact Information Anna Jensen, Indiana University anjensen@indiana.edu Kathy Cochard, Indiana University kjcochar@indiana.edu Mark Barton, University of Arizona bartonm@arizona.edu