DALDA AR Questionaire

7/23/2019 DALDA AR Questionaire

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Accounts Receivable

Business Process Analysis Questionnaire

(used for our Research and reporting)

for


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DaldaBusiness Process Analysis Questionnaire

A C C O U N T S R C ! " A B # $ B U S ! N S S P R O C S S A N A # % S ! S Q U S T ! O N N A ! R

Q u e s t i o n a n d A n s w e r s

Transaction and Database Volumes

1. List the different types of payments that are received and the frequency of the different types of

payments received. (Cash, chec, credit card, direct de!it, etc."

#. $here are payments received, and %hat is the volume of transactions processed on a daily &

%eely & yearly !asis'

. )s a loc!o* used (+lectronic payments that are deposited automatically in the !acround from

a !an file"'

-. $hat is the frequency of any feeds, imports, interfaces or loc!o* transactions'

. )s there any need for multi/currency processin' )f so, do you account for reali0ed & unreali0ed

ain and &or loss'

. 2o% many years of data are maintained and %here is it stored'

3. $hat, if any, are the current archivin procedures'

Organization

1. Descri!e or e*plain the current receiva!le orani0ation structure.


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#. List the different A&4 systems that your aency currently uses. Provide a !rief description of

each system.

. )dentify if your A&4 system contains intra/aency transactions. $hat is the nature of these

transactions'

-. )dentify if your A&4 system contains inter/aency transactions. $hat is the nature of these

transactions'

. 2o% are holidays accounted for durin payment processin' (i.e. if an item5s due date falls on

the holiday, %hat date is used'"

. $hen processin miscellaneous deposits, does your aency record the customer data

associated %ith the deposit'

Processing Procedures

1. Descri!e or e*plain the current receiva!le process (hih level".

#. $hen is cash reconi0ed on the 6eneral Leder (%hen !illed, deposited or %hen the payment is

applied"'

. Are there additional chartfields (ie. fund, class, dept, etc" that are required %ithin your current

system that do not e*ist %ithin People7oft C84+' )f yes, provide a listin of the additional fields

alon %ith a !rief description of each.

-. 2o% are returned checs handled' Do you chare a fee for returned checs'


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. Descri!e the payment processin procedure in terms of creatin ad9ustments (de!it or credit

memos".

. $hat procedures are in place for overpayments and&or underpayments'

3. $hat procedures are in place for refunds'

:. Descri!e your aency5s process for placin open A&4 items in dispute. $hat su!sequent steps

occur to determine final status'

;. )dentify the process for placin your customer5s items in a collection status. )s there a rdparty

vendor involved %ith the collections'

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1-. )n terms of ain receiva!les, are disputed items handled differently than normal open item

ain for your orani0ation'

1. Are penalties for late payments assessed'

1. Does your aency record dou!tful receiva!les' ()tems you do not e*pect to receive payments

for."

13. )f discounts are allo%ed, descri!e ho% the accountin entries are recorded for the discount. ?or

e*ample, does the discount follo% the revenue transaction for all chartfields includin account or

is there a separate account or other chartfields used'

1:. Do you send out dunnin letters'

1;. Do you send out follo%/up letters'

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Customers

Note *** if this information has already been provided in the Billing questionnaire please respond with BIfor each question

1. 8n %hat type of system (server, mainframe, %orstation, etc" does your customer data!ase

reside' $hat type of soft%are is used for the data!ase (i.e. data!ase, spreadsheet, etc"'

#. Provide a count of active customers in your data!ase.

. $hen %as the last time that maintenance (clean/up&archivin" %as performed on your customer

data!ase'

-. Do you maintain other 7tate Aencies as customers %ithin your data!ase' )f so, please identify

the num!er of aencies and the purpose for receiva!les (i.e. licensin, %holesale, etc".

. $ho creates and&or maintains your customer data!ase'

. 2o% are customer num!ers assined'

3. Are separate files&data!ases maintained for customer contacts'

:. Do you have customers %ith multiple addresses and&or locations' 2o% are they stored %ithin

the data!ase'

;. Are separate files & data!ases maintained for customer contacts' Customer correspondence'

8ther'

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Reports and Inquir ies

1. $hat different reports are required, i.e., ain, statements, accountin entries, payment detail,

other'

#. Provide a copy of e*istin A&4 reports that your aency uses.

. $hat are the delivery requirements for reports, i.e., frequency, schedule, media, distri!ution,

recipients' )dentify if there are any statutes&reulations&rules associated %ith a specific

distri!ution requirement.

Security

1. Descri!e ho% security is currently defined and esta!lished for Accounts 4eceiva!le and

Customer entry&update %ithin your system.

#. )dentify ho% many people %ill need access to the receiva!les system. 2o% many of those

people already have C84+ ser)Ds for the 6eneral Leder, Accounts Paya!le, and&or

Purchasin modules'

. 2o% many different roles %ill these users represent' (i.e. 7uper ser, Accountant, anaer"

-. 2o% is security for remote & decentrali0ed locations handled'

. Are there paper&online approvals for any receiva!le entries currently performed %ithin your A&4

data!ase system'


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Other

1. Please note any other important factors that have not !een covered in this questionnaire, in

terms of your current 4eceiva!les !usiness processes, or future needs.

Documents

DALDA AR Questionaire