Statewide Financial System Program1
Accounts Receivable:Accounts Receivable:Refresher Training Key PointsRefresher Training Key Points
Accounts Receivable:Accounts Receivable:Refresher Training Key PointsRefresher Training Key Points
Welcome
Statewide Financial System Program2
Agenda
What’s Changed?
Key Points to Emphasize
Frequently Asked Questions
Key UPK Topics
Exercises
SFS AR Path and Learning Resources
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Key UpdatesOld: 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
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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.
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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
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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.
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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.
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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.
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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
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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)
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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)
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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
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SFS AR Learning Path and Resources
SFS AR and Billing Refresher Training Structure
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SFS AR Learning Path and Resources
Location of Training Materials and Class Preparation Aids
Location
ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667
All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662
Job Aids and Reference Materials
http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668
Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=116&Itemid=661
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Thank you for your participation!
Conclusion