Statewide Financial System Program 1 AR 215 Creating and Maintaining Receivables AR 215 Creating and Maintaining Receivables Welcome

Statewide Financial System Program1

AR 215AR 215Creating and Maintaining Creating and Maintaining

ReceivablesReceivables

AR 215AR 215Creating and Maintaining Creating and Maintaining

ReceivablesReceivables

Welcome


Refrain from side conversations

Obey building safety rules and regulations

Silence cell phones, PDAs, refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules


Learning Objectives

After completing this course you should be able to:

Enter receivables.

Maintain item information.

Manage pending items.

Manage customer interactions.

Inquire on receivables.

Manage credit and collections.

Explain the scope of SFS AR training.

Locate additional training materials, job aids, and other useful Information.


Training Methodology

Training Steps Tell Me – Facts, Concepts, Terms, Definitions Show Me – Relevant Demonstrations of Process Steps Let Me – Hands-on practice in User Productivity Kit (UPK) and

Live Environment Help Me – Facilitator Support

Training Materials Course Presentation UPK Simulations User Guide and Job Aids


Agenda

SFS AR Terms and Concepts

Entering Receivables

Maintaining Item Information

Managing Pending Items

Managing Customer Interactions

Inquiring on Receivables

Managing Credit and Collections

SFS AR / BI Learning Path and Resources


In this lesson, you should learn:

Key SFS AR terms and concepts.

Key SFS AR process changes.

SFS AR ChartField overview.



Term / Concept Definition

Item A receivable, invoice, payment, credit memo, or debit memo.

Pending item Item in receivables not yet posted by AR Update.

Group One or more pending items that will be processed together in SFS. All items in AR post as part of a group.

Receivable Amount due from a customer.

Deposit Method of recording the receipt of payment for goods sold or services provided.

Overdue charge A fine or late charge applied to a customer’s outstanding item. Previously called past due/late charge.

Key Terms and Concepts



Process Changes


Old Process New Process

Agencies maintain their own systems to track aging and open receivable balances.

Agencies can view receivable balances, including aging, in the SFS based on entry of billing and customer payments. Billing is optional, but recording receivables in the SFS is required.

Agencies primarily manage segregation of duties and control for Accounts Receivable through business process.

Agencies manage approvals for Accounts Receivable in the SFS based on segregation of duties via the preparer and approver roles.

The current policy for "Performing Collection" is not consistently applied across programs and revenue sources.

The SFS supports collection processing. Agencies have the opportunity to develop specific policies and procedures.



At the transactional level, the SFS Chart of Accounts is comprised of two elements:

General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.

ChartFields – Codes used to categorize financial and budget transactions.

• Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code).

• Agency-specific ChartFields include Operating Unit and Product.

The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.

More details about the SFS Chart of Accounts may be obtained at:

http://www.sfs.ny.gov/programElements/coaMaterials.htm


Introduction to SFS AR

In this lesson, you should learn: How receivables work in SFS.


Introduction to SFS AR

Key Points

The AR module covers all activities related to processing receivables and revenue receipts.

Receivables are liquid assets that are created as a result of a sale of product or services to a customer on account.

Agencies often sell goods or provide services to their customers for a promise from the customer to pay in the future.

These transactions are called credit sales or sales on account.

The promise to pay in the future is a receivable.

Receivables are usually short-term assets that are turned into cash within 30 to 90 days from the date of the sales transaction.


Entering ReceivablesIn this lesson, you should learn:

How to enter receivables.



Key Points:

Item entry is the process of entering invoices, debit memos, and credit memos into AR to create pending items.

Items from external sources will also be created in AR.

Items may originate from the SFS Billing module, or from external sources when agencies use existing systems to manage their billing.

These items will be imported into SFS and set to auto-post. No action is required for these items unless errors occur during the import or posting processes.

After all of the items in a group have been entered and set to post, the Receivable Update process (ARUPDATE) must run. This process is also known as posting.

Posting updates customer balances and creates accounting entries automatically.



Transactions

Entering pending items and pending item groups

Setting pending items and pending item groups to post

Viewing pending items


Learning Exercise

Entering Pending Items

You have been asked to enter pending items for two customers. You must enter the items and then view the pending items using the All Items inquiry.

You will create a new pending item group, and add two pending items. You then will review the group that you created.

20 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity. The job aid can be used to assist you.




How to maintain item Information.



Transactions

Changing item information

Using transfer worksheets

Creating a transfer worksheet

Finalizing a transfer worksheet

Using maintenance worksheets

Creating a maintenance worksheet

Finalizing a transfer worksheet




How to manage pending items.



Transactions

Viewing groups not set to post

Reviewing posting results

Correcting posting errors

Unposting groups

Working with items from an external source


Learning Exercise

Viewing groups not set to post

You are an Agency Receivables Approver. You need to find any pending item groups not set to post, review the group and items, and set the group to post.

You will search for the pending item groups that are not set to post, review one group, and set it to post.

15 min






How to manage customer interactions / conversations


Transactions

Creating a conversation

Managing customer conversations





How to inquire on receivables.



Transactions

Viewing any item group

Viewing all item details in a group

Viewing item activity from a group

Viewing item activity from a payment

Using the Item List

Reviewing receivables activity

Viewing customer payments

Viewing unit activities


Learning Exercise

Using the Item List

You need to view all open items for a customer. You would also like to see just the items that are past due. Lastly, you want to check if any conversations have been assigned to items.

You will use the Item List to perform all of these activities.

15 min




Credit and Collections Management


How to manage credit and collections to customer accounts.


Credit and Collections Management

Key Points

Credit management is the process of analyzing customer accounts and history.

Credit management lets you manage the collection of accounts receivable.

Collections is the process of recovering amounts owed to an agency by its customers.


Credit and Collections ManagementTransactions

Viewing customer history

Inquiring on account overview

Inquiring on account profile

Processing collections


Learning Exercise

Inquiring on account overview

You want to see an overall view of a customer’s balances, including open items, items in dispute or collection, and balances by aging buckets.

You must perform an account overview inquiry.

15 min





SFS AR and Billing Training Structure


Training Materials Location and Class Preparation


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


Summary

Having completed this course, you should now be able to:

Enter receivables manually.

Work with pending items.

View and inquire on receivables.

Maintain item information.

Process and run aging requests.

Manage credit, collections, and exceptions.

Explain the scope of SFS AR / BI training.

Locate additional training materials, job aids, and other useful Information.


Thank you for your participation!

Conclusion


Slides for Agency Use (Arial, Font 36)

Agency specific Heading (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

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Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

In this lesson you should learn: (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.


Slides for Agency Use (Type Topic here)

Term / Concept Definition

Term / Concept name (Arial Font 18)

Definition of Term / Concept (Arial Font 16)

Agency Specific Key Terms and Concepts (Arial Font 24)

Documents

Statewide Financial System Program 1 AR 215 Creating and Maintaining Receivables AR 215 Creating and Maintaining Receivables Welcome