Welcome to AR350: Maintaining Customers

AR350: Maintaining Customers

Welcome to AR350: Maintaining Customers


Please set cell phones and pagers to silent

Refrain from side discussions. We all want to hear what you have to say!

Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later

Two breaks and a one hour lunch are planned

Bathrooms / Snacks

First Things First


Name, Agency Name

What kinds of customers do you have at your agency?

What would you like to get from today’s session?

Hello


Training Materials Overview


Produced in Microsoft Word

Contains key concepts, processes, and task information

required to complete a user’s role in SMART

Process flows and screenshots of the SMART system are

included

This is a great reference to use after training!

Participant Guide


Used to help the Trainer facilitate the course materials

Produced in Microsoft PowerPoint

Contains key content and graphics

Generally used at the beginning or end of each Lesson

Concept Slides


Used to present the flow of either business processes or

information within SMART

Business Process Flows


Produced in Microsoft Word

Contains a scenario for each activity completed in the training

database

Provides data that you must enter for the exercise

Organized by classrooms and users

Take note of the user ID assigned to you

Activity Guide


Demonstration – instructor only (hands off)

Walkthrough – instructor leads and participants complete

exercise with instructor (hands on)

Exercise – Participants complete on their own

Challenge – Participants complete on their own

Activity Types


An online help tool that contains user procedures for completing

tasks in SMART

Used in training to perform a simulation of a SMART task or to

be used during an activity as a help guide

UPKs are also available after training on the SMART Training

website

UPKs are simulated to have the look and feel of SMART, but do

not impact the production environment. It is a safe way to

practice tasks that you perform in SMART.

User Productivity Kits (UPKs)


A short document that contains key concepts or steps involved

in a course

Can be content or system related

Available for all participants to use during training

Used after training for quick reference from the Training Portion

of the SMART website

Referenced as often as possible during training to indicate the

“handiness” of the material

Job Aids


Are conducted using the SurveyMonkey tool

Please complete a course evaluations for each new course that

you attend

Trainers also complete a course evaluation at the end of each

class

Course Evaluations


Questions


Course Objectives

Upon completion of this course, you will be able to:

List and define all primary and additional customer roles

Explain the end-to-end process for Accounts Receivable and

Billing and how customers fit into that process

List the roles and tasks involved in the customer maintenance

process

Enter, copy, and add general information to new customers

Update customer information


Lesson 1


Key Terms

Customers – Entity that receives or consumes products (goods or

services) and has the ability to choose between different products and

suppliers

Customer Role – Defines the functional use of the customer by an

agency or the State of Kansas


Who are Customers in SMART

Primary Roles

o Bill To – The customer that receives the invoice

o Remit From – The paying entity

Customer Roles determine the functional use of the customer ID, therefore customers need to be assigned to their appropriate role or roles in order to create reports and analyze their payment history by role or customer group. Customer roles are broken into Primary and Additional Roles.



Additional Customer Roles

o Correspondence Customer – Correspondence customers are, by

default, associated with a bill to customer. The information that you

establish for the correspondence customer defines processing

options, send to information, and remit to address information for

customer correspondence, such as statements, finance charge

invoices, and dunning letters.

Note: If you select a customer as a correspondence customer and

then decide to deselect the checkbox, you must first delete the

correspondence options that you set for the customer.



Additional Customer Roles (cont’d.)

o Grants Management Sponsor – This role indicates that this

customer is an external sponsor who provides grant funding to State

of Kansas agencies. When you select that the customer is a Grants

sponsor, this enables the customer information that you enter on

these pages to be included in other Grants pages and processing.


End-to-End Process of Accounts Receivable and Billing

Billing

Accounting Entries

Maintain Items

Payment Processing

Item Processing

Customer Maintenance

Electronic Payments /

UploadsAR Update

General Ledger

Journal Generator

Journal Entries


Customer Maintenance Roles

AR Agency Administrator – This role is responsible for approving

agency deposits in addition to creating and updating customers and

customer information

AR Configurator – This role is responsible for setting up and maintaining

values that are used for some AR fields including Speed Charts and

Reason Codes

Billing Administrator (BI) – This role is responsible for setting bills to

"ready" status and running the process to finalize invoices, as needed.

Maintenance of agency-configured values are included with this role. This

role also shares access to the customer maintenance tables with the AR

Agency Administrator and may create new customers in the SMART

system.


Customer Maintenance Roles (cont’d)

Central AR Configurator – This role is responsible for setting up and

maintaining values that are used for some AR fields, such as payment

terms an aging categories. They also have the ability to correct history for

effective dated rows.

Central BI Configurator – This role is responsible for maintaining

centrally controlled BI configuration values such as Remit To Addresses

and Billing Sources

Customer Creator (AR) – This role is responsible for creating and

updating customers and customer information


Lesson 1 Review

The definition of customers and customer roles in SMART

The end-to-end process of Accounts Receivable and Billing

What the customer maintenance roles are for Accounts Receivable and

Billing

In this lesson, you learned:


Lesson 2


Lesson Objectives

Upon completion of this lesson, you will be able to:

Enter a new customer by adding general customer information

Enter a new customer by copying from an existing customer


Entering a Customer

To conduct business with customers, information needs to be tracked about

general and processing information, roles, and correspondence options

Note: The SOK will not be using Ship To or Sold To customers


We will now complete Activity 1 and Activity 2 in your Activity Guide


Copying an Existing Customer

When entering a new customer that is similar to an existing customer, you

can copy some or all of the information from an existing customer

Use the Copy Customer page to select information to copy from existing

customers to new customers

Note: The Copy Customer function does not copy all attributes. You must

enter the Support Team Code, Default, Dunning and Statement ID. It is

also best practice to verify that all information was copied correctly.


Lesson 2 Review

How to enter a new customer by adding general customer information

How to enter a new customer by copying from an existing customer



We will now complete Activity 3 in your Activity Guide


Questions


Lesson Checkpoint

1. What page is used to enter general customer information?A. General Information page

2. T/F the SOK is using Ship To and Sold To customers.A. False

3. When copying an existing customer, what attributes are not copied?A. Support Team Code, Default, Dunning and Statement ID

4. Use the _____ page to select contact and address information that is used in statements and letter headers.A. Correspondence Options page


Lesson 3


Lesson Objectives

After completing this lesson, you will be able to:

Update customer types and general customer information

Create, apply, and update customer correspondence

Create, apply, and update customer messages

Create, apply, and update customer attachments

Create, apply, update, and remove customer notes


Updating Customer Types and General Customer Information

Over time your agency may need to add new customers to SMART

You may also need to modify or view existing customer information

SMART provided functionality to update customer roles and change

additional relationship, payment, billing, purchasing, or address information


Updating Customer Types and General Customer Information




Customer Correspondence

Use the Correspondence Selection page to:

Select name and address information to use in statement, invoice, and

letter headers

Decide where you want your customer to send payments

Override the business unit defaults for dunning letters, invoices, and

statements for a particular customer

Determine when to exclude items from correspondence and when not

to send the letter or statement




Attachments

Attachments consist of information that the user wants for additional

customer information

For example, you have a customer related to Grants, and notes are

needed regarding services for the grant. These notes can be in the

form of PowerPoint presentations, Word documents, or Excel

spreadsheets




Notes

Customer notes are seen on printed documents such as invoices, and are

available for review by the customer

You can choose from defined standard notes or create a custom note




Lesson 3 Review

How to update customer types and general customer information

How to create, apply, and update customer correspondence

How to create, apply, and update customer messages

How to create, apply, and update customer attachments

How to create, apply, update, and remove customer notes



Questions


Closing the Day


Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!


Questions


Evaluation

Please fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingAR350


Thanks for coming and participating

today!

Date post:	31-Dec-2015
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Welcome to AR350: Maintaining Customers

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