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

NON-STUDENT FIS A/R

What it does: • Integral part of FIS – Accounting entries are system generated • Non-Student Receivables—not Bursar – Billing to external customers by departments – Not for internal use (IB or SB) (IUF ext) • Payments received via lockbox – No need to handle payments

NON-STUDENT FIS A/R

• Accounting entries system generated – Invoice records Revenue, sets up A/R (8118) – Payment received via lockbox, A/R is relieved cash deposited to billing organization – Account/Object code defaults within AR system.

– Changes approved by CA (Central Admin)

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.

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

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

NON-STUDENT FIS A/R

• A/R DOCUMENTS – Application (APP)—Proc Org – Cash Control (CTRL)—Proc Org – Credit Memo (CRM)—Billing or Proc Org – Customer (CUS)—Billing or Proc Org – Invoice (INV)—Billing or Proc Org

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

NON-STUDENT FIS A/R

NON-STUDENT FIS A/R

NON-STUDENT FIS A/R

• Invoice (INV) – Bill for services or product • Account • Object code • Sales tax (system does not calculate) • Shipping & handling • Discounts

NON-STUDENT FIS A/R

NON-STUDENT FIS A/R

• Cash Control Document (CTRL) – 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: • Cash • Credit Card Wire Check

NON-STUDENT FIS A/R

NON-STUDENT FIS A/R

• Application Document (APP) – Apply funds to invoice(s) • 8000 – 8118 xxx.xx

xxx.xx

– Move unapplied funds – Designate funds as non-A/R

NON-STUDENT FIS A/R

• Credit Memo (CRM) – Apply to specific invoice – Apply to a customer – Write-off uncollectible invoice/amount • Bad debt

Contacts on the Bloomington Campus

• Accounts Receivable Director – Anna Jensen 855-4412 • Accounts Receivable Supervisor – Kathy Cochard 855-8033 • Accounts Receivable Coordinator – Martha Barnhill 855-5704 • Contracts & Grants AR Contact – Tereasa West 855-7079