Making Sense of AR Inquiry FormsMaking Sense of AR Inquiry Forms

NWDUG 2009

Michelle Glubke

OA Solutions Consultant

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

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:

ARSI AR Summary Inquiry ARTI Term Summary Inquiry ARTY AR Transaction Type Inquiry ARTD AR Transaction Type Detail ARII AR Invoice Inquiry ARBD AR Invoice Balance Detail ARBC AR Summary Inquiry by AR Code ARAI AR Account Inquiry

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.

The ARSI Form

Key for AR Types

Example A

Example B

Detailing from ARSI to more AR Inquiry Forms

Example B

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.

The ARTI Form

To view specific information about any term or non-term activity, you can detail to additional inquiry forms.

Example B

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.

The ARTY Form

Example A

Example B

ARTD: AR Transaction Detail Form

Example B - Invoice Details

Example B - Payment Details

ARTD offers a detailed view of the transactions that make up ARTD offers a detailed view of the transactions that make up summary totals on ARTY. The ARTD form is only accessible from the 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 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 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) 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 screen. You can view the details of a specific payment by detailing on that payment line to the Payment Inquiry screen (PAYI) screen.that payment line to the Payment Inquiry screen (PAYI) screen.

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 $1089.55Line 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 $984.75Line 1: More registration activity and the final invoice was created for $979.75The Balance on this example is created by the invoices shown in Line 1 and Line 3.

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

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

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.

The ARBC Form

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.

The ARAI Form

Understanding theARAI Form is easier when reading from the bottom up.

Each transaction has two lines.

Example A

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

Examine ARAI ExampleExample 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

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

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

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.

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

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.”

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.

Making Sense of AR Inquiry FormsMaking Sense of AR Inquiry Forms

Questions?

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