Transcript Session Materials - University of North Carolina

Implementing Non-Student
Accounts Receivable
Carole Wilson
UNC Wilmington
Session Etiquette
• Please turn off all cell phones.
• Please keep side conversations to a minimum.
• If you must leave during the presentation, please do so
as quietly as possible.
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Introduction
• Determine whether or not Banner Non-Student AR will
benefit your university
• Identify key issues to watch out for when implementing
Non-Student AR
• Learn from our mistakes
• Learn from our successes
• Have your financial data in ONE place
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Agenda
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What is Banner Non-Student AR
Why use Banner Non-Student AR
How does UNCW use Non-Student AR
Who manages Non-Student AR
Impacts of using Non-Student AR
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What is Banner Non-Student AR
• Used to maintain charge and payment information for
individual accounts
• Many features are shared between Banner Student and
Banner Finance
• Supports billing on an individual invoice basis as well as
a periodic statement
• Utilizes cashiering functionality to support online
processing of payments
• Calculation of Interest & Penalty
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Why Use Banner Non-Student AR
• Better and more efficient tracking of
Accounts Receivable
– No new FTE
– No more spreadsheets
• System can account for all monies handled by
university including what is owed but not paid
• Interest & Penalty can be charged and tracked
• Official invoices can be prepared
• Departments can protect themselves from
providing services/merchandise to a customer
with an outstanding past due balance
• Customer information form will reduce possible
duplicate entities
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Impacts to UNCW of Using Banner Non-Student AR
• Must report financials on Cash basis / Banner is on
Accrual basis
• UNCW policy to have all customers also as vendor in
case of need for refund payment
• UNCW organization required separate AR Aging report
• UNCW maintains minimal campus impact philosophy
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How Did UNCW Set Up Non-Student AR
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Create Cashier User Profiles - TGAUPRF
Create Entity Codes - TTVECAT
Create Category Codes - TTVDCAT
Create NSAR Clearing Fund and Accounts – FTMFUND,
FTMACCT
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How Did UNCW Set Up Non-Student AR
• Category Codes
TTVDCAT
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How Did UNCW Set Up Non-Student AR
• Create Detail Codes – TFADETC
– Term defined as ARTERM by Banner
• Create Rule Codes - FTMRUCL
• Customers must also be on FTMVEND
• Set up Customers on TGACPRF
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How Did UNCW Set Up Non-Student AR
• Charge Detail Codes - TFADETC
103995 = Non Student AR (Contra Rev)
107320 = Rent – Equip (Rev)
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How Did UNCW Set Up Non-Student AR
• Payment Detail Codes - TFADETC
B00001 = Bank Fund – Cash/Receipts Clearing Bank Acct
299700 = NonStudent AR Fund – Unapplied Cash Acct
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Who Manages Non-Student AR
• Departments prepare customer charges and submits to
Billing Office
• Billing Office enters charges and emails invoice to
customer
• Departments and Billing Office work together on past
due collections
• Student Accounts/Cashiering Services handles all
student charges whether for learning based activities or
not
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Who Manages Non-Student AR
Department
Activity
Form
Student Accounts
Set up Cashier User Profiles, Entity Codes,
Category Codes, Detail Codes
TGAUPRF, TTVECAT,
TTVDCAT, TGADETC
Financial Accounting
Create Clearing Fund and Accounts
FTMFUND, FTMACCT
Financial Systems
Create Rule Codes
FTMRUCL, FOMRGRC,
FOMPRRG
Accounts Payable
Create customers as vendors
FTMVEND
Billing Office
Set up customers, Enter charges, Run
Application of Payments, Review and Close
Cashier Session, Finalize Cashier Session,
Perform Aging Analysis, Refund Credit Balance
Accounts, Process Penalty & Interest Charges,
Produce Invoice/Bill, Enter Billing Message
TGACPRF, TFADETL,
TGRAPPL, TGACREV,
TGACSPV, TGRAGES,
TRRRFND, TFRLATE,
TFRBILL, TGAMESG
Cashier’s Office
Finalize Cashier Session
TGACSPV
Controller’s Office
Enter payments
TFADETL
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Impacts to the Campus Finance User
• FGITRND after Charge of $3000
No effect to campus user (Operating
Ledger) at this point
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Impacts to the Campus Finance User
• FGIBDST after Charge of $3000
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Impacts to the Campus Finance User
• FGIGLAC after Charge of $3000
No effect
to
campus
user
(General
Ledger)
at this
point –
Claim on
Cash or
Revenue
Control
Account
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Impacts to the Campus Finance User
• FGITRND after Payment of $2000
No effect to campus user (Operating
Ledger) at this point
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Impacts to the Campus Finance User
• FGIBDST after Payment of $2000
Outstanding balance of
AR
No Change until
Unbudgeted Trust Feed
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Impacts to the Campus Finance User
• FGIGLAC after Payment of $2000
No effect to
campus user
(General
Ledger) at
this point –
Unbudgeted
Trust Feed
will add
Budget to OL
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Impacts to the Campus Finance User
• FGIGLAC after Payment of $2000 – NonStudent AR
Fund
411000 – Claim on Cash
418910 – Unapplied Cash
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Impacts to the Campus Finance User
• FGIGLAC after Payment of $2000 – Bank Fund
411000 – Claim on Cash
41100N – Cash Receipts Bank
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Summary
• Not difficult to implement
• Flowchart everything…forms…responsibilities,
accounting…
• Understand Banner terminology. Invoice vs. Statements
• Consider any university policies or state mandates that
may impact project
• Step outside the box!
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Questions & Answers
Thank You!
Carole Wilson
[email protected]
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