Non-Grant Billing and Receivables User Training Session 1

Transcription

1 Non-Grant Billing and Receivables User Training Session 1 August 2018

2 R E V I S I O N H I S T O R Y Version Date 1.0 Document Created Paulette King 07/11/ Edits and updates Paulette King 08/08/ Updates for Customer Load Paulette King 08/20/2018 Page 1 of 24

3 TABLE OF CONTENTS REVISION HISTORY... 1 INTRODUCTION... 3 FUNDAMENTALS OF PEOPLESOFT THE PEOPLESOFT FOUNDATION System Structure Control Tables Transaction Tables Effective Dating TableSet and SetIDs Business Units ChartField Inheritance Default Hierarchy... 7 CUSTOMERS CREATE CUSTOMERS Overview Create Customer Create Customer using Copy Create Customer Contacts CUSTOMER UPLOAD Overview External Customer Lookup Prepare Upload Worksheet Customer Information Customer Defaults Customer Contact Information Submit the Worksheet Page 2 of 24

4 I N T R O D U C T I O N The primary objective of this project is to fully utilize the PeopleSoft system to facilitate Non- Grant Billing and Receivables activities that are now being recorded on external systems and with manual worksheets. The PeopleSoft Billing and Receivables (AR) modules are used to create bills, generate invoices, create adjustments, manage customer balances and pass accounting information to the general ledger. Customers are maintained using the Customer pages. PeopleSoft Billing allows you to record unlimited bill lines with definable line types, support zero and credit balance invoices, and establish one or multiple accounting entries per bill line. PeopleSoft Billing will utilize core billing functionality for invoice entry, invoice generation and invoice adjustments for the Non-Grant billings at the University of Wisconsin - Madison (UWMSN). These types of bills will not utilize interfaces into PeopleSoft Billing, rather, they will use online bill entry. The AR module will be used to monitor credit risk, deposit customer payments and apply those payments to outstanding invoices, and to process correspondence to customers. This training course will introduce you to key concepts of PeopleSoft and the set-up and procedures necessary to invoice customers, monitor what is owed to you and process cash received from your customers. Page 3 of 24

5 F U N D A M E N T A L S O F P E O P L E S O F T 1. 1 T h e P e o p l e S o f t F o u n d a t i o n System St ruc tu re PeopleSoft is an internet based integrated financials and human resource management system. Data entry performed in pages is stored in tables. Each table is made up of fields that contain a specific category of information. Tables are linked to one another by key fields. This organization structure is referred to as a relational database. A relational database is composed of tables that are linked to one another. Data integrity is easy to maintain in a relational database. You can enter information in one place, and that information is available throughout the database. Tables in the database are actively linked together through key or common fields. Each table can have more than one key field, allowing links to multiple tables or sets of information. A relational database allows multiple people to work with the same set of data. For instance, someone can update an employee s address while another is giving that person a promotion. The University of Wisconsin PeopleSoft financial system is called Shared Financials System (SFS). The entire system uses a single database and in some cases shares certain common business structure elements, which is discussed below. Daily transactions are recorded by each Business Unit. Thus, it is possible to analyze data for a specific institution or for all institutions Cont ro l Tab les Control tables contain data related to accounting structure and processing rules. These lookup tables are used when selecting data to display in a field. Control tables are static tables that are not updated frequently. They are often referred to as master files. Using control tables helps to avoid duplication, allows for easy update of information, and maintains data integrity in your database. During data entry, enter or select a code and the system checks the respective table for accuracy. Control tables are keyed by Table Set Id (SetID), Effective Date, and Effective Status. Generally, control tables are not maintained by the end-user. It is important however, to understand the key role they play in using a relational database. Most fields that contain a dropdown list box access control tables to retrieve a list of valid values. Control Tables may be shared by Business Units which eliminates the need to maintain the same values redundantly. For example, Account, Fund Codes and Program ChartField values are setup using a SHARE SetID and are used by all institutions. The Department ChartField is maintained by each institutions and those values are configured under their SetID--UWMSN, UWMIL, etc. In order to separate the business rules for the non-grant activities and the Sponsored Programs at Madison, a specific SetID has been created--armsn. Control tables that will be utilized by non-grant departments are configured with the ARMSN SetID and available only to the Business Unit ARMSN. Page 4 of 24

6 1.1.3 Trans acti on Ta bles In PeopleSoft you view and enter transaction data by accessing transaction tables. Transaction tables are those tables that directly relate to the pages used to enter data. Transaction tables are keyed by Business Unit and represent the daily business activities for an organization. In PeopleSoft, transaction tables are often split into header tables and line tables. For example, billing invoice data is actually stored in a Bill Header and Bill Line table. These tables are linked by "key" fields which allow reporting and troubleshooting Effec tive Da ting Effective dating is a key feature of PeopleSoft. It allows you to look at, maintain, analyze, and report on past, current, and future information. PeopleSoft maintains a complete chronological history of all of your data and tables, whether information was changed two years ago or you want the changes to go into effect two months from now. You can roll back PeopleSoft to a particular point in time to perform analyses or roll forward and set up data and tables ahead of time for data modeling. PeopleSoft uses effective dates to regulate what valid values are available in drop-down list boxes. The valid values that display only list the data that is valid as of the effective date on the panel in which you are working Table Set a nd SetI Ds TableSets are the building blocks of your PeopleSoft system and are identified by a SetID that links to tables. By defining common TableSets and sharing them, you can reduce the amount of redundant work required to implement and maintain your installation. Also, where required, you can create custom TableSets to handle unique business unit requirements Here in Madison, many of the configurations have been made using SetID SHARE or "UWMSN". With this effort, we will be changing many of these TableSet Controls to ARMSN. This will allow you to control many of the tables needed to support your business processes such as Customers, Distribution Codes, etc Busin ess Uni ts Organizations are often divided into many operational areas. These areas can be referred to by many different names including departments, divisions, and cost centers. PeopleSoft defines these operational areas as Business Units. PeopleSoft further defines a business unit as any entity that maintains its own set of books. Page 5 of 24

7 PeopleSoft allows an organization to set up their system with either a single business unit or multiple business units. Any time a segment of the organization requires, or would benefit from using, an individual set of books, a business unit should be created. Each business unit maintains its own set of books, but can share other information including common allocation rules, calendars, summary ledger definitions, and chart of accounts. Individual or multiple business units could also maintain entirely unique information. Regardless of the number of business units implemented, your organization still uses a central database for consolidated reporting at any level in the organizational hierarchy. Reports and statements can also be generated for individual business units. For the Non-Grant users, the General Ledger business unit is UWMSN. At the sub-system levels for Billing and Receivables, a new business unit has been created called ARMSN. When accounting entries are created by these modules, the transactions will have the ARMSN business unit. Those module accounting entries are then Journal Generated to the General Ledger and will have the UWMSN business unit Cha rtfi eld Inhe rita nce ChartField Inheritance is used in SFS to determine how the ChartFields are completed for system-generated entries that are normally created for the transaction. For example, when a bill is created for a customer, the user enters the distribution lines and the system generates the customer receivable. As a result, the open customer receivable follows the funding string for the revenue. Ultimately when that invoice is paid by the customer, the system generated cash entry will follow the funding string as well. The only ChartField which is not inherited in SFS transaction is the Class field. Page 6 of 24

8 1.1.8 Defau lt Hie ra rchy Default hierarchies exist throughout PeopleSoft Billing and Receivables. Default hierarchies in PeopleSoft are set up to reduce the amount of required data entry for the user. Hierarchical defaults set up at higher levels can be left blank by the user or be overridden by entering data. These defaults thus provide consistent data is used when processing various transactions in PeopleSoft. Although some defaults may be completed at a system level, the highest level that a default is used by individual components of an organization is the business unit level. There may be lower level defaults at the customer level or the bill type level. When there are defaults set up at higher and lower levels, the lower levels defaults prevail as the default value. Further, any default value can be overridden during data entry by entering a valid value. Default values that apply to the majority should be entered at the business unit level. This creates less of a need to enter defaults at a lower level. Default values that are exceptions to the rule, but apply in most cases at a lower level, should be entered at the lower level. However, it is important to keep in mind that when defaults are set at a lower level, maintaining those defaults will be more labor intensive if business processes and / or requirements change. For example, business unit ARMSN has the default for Accounts Receivable account distribution is set to AR-NGRANT which uses the Account ChartField However, if in the future, transactions are processed which require a different Receivables Account, a new distribution code may be setup and defaulted at the Bill Type, Bill Source, or Customer. Setting the default AR Distribution at the Customer level would prevail over the default at the higher levels. Ultimately, any default may be changed at the time of Bill Entry. This diagram shows the billing defaults and overrides hierarchy: Page 7 of 24

9 C U S T O M E R S At the end of this module you will be able to Create a new Customer Create a new Customer using Copy Create a new Contact Each of the following sections describes the control table and shows you how to set it up C r e a t e C u s t o m e r s Overview Customers in PeopleSoft have one or more roles assigned to them. Customer roles are generally used when your customers are large organizations with multiple entities and relationships. These customer roles identify different system processing options that are available for each customer. For example, if you have a customer you want to send bills to, the customer must be identified as a bill to customer. If you receive your payments from a particular customer, that customer would be identified as a remit from customer. Many of the roles do not apply to the non-grant department users. The primary roles used are: Bill To, Correspondence, Remit From, and Corporate. The roles available to customers are: Bill To Customer Select if the customer receives invoices. When you select the Bill To check box, the system designates the customer as a correspondence and a remit from customer. Only bill to customers can be correspondence or remit from customers. To change the correspondence or remit from assignments for this customer, clear the corresponding check boxes. The system displays two additional fields into which you can enter the SetID and the Customer ID of the new correspondence or remit from customer. PeopleSoft Billing and Receivables use these roles. Ship To Customer Select if the customer receives order shipments. Sold To Customer Select if the customer places orders. Correspondence Customer Correspondence customers are, by default, associated with a bill to customer. The information that you establish for the correspondence customer defines processing options, send to information, and remit to address information for customer correspondence, such as statements, finance charge invoices, and Dunning letters. Note. If you select a customer as a correspondence customer and then decide to clear it, you must first delete the correspondence options that you set for the customer. Remit From Customer A remit from customer is the paying entity. All customers are their own remit from customers by default, unless you assign the customers to remit from groups in the General Information component. Note. Remit from customer groups are valid only for bill to customers. Page 8 of 24

10 Corporate Customer Select to designate a new customer as a corporate customer, or clear to assign this customer to a different corporate customer. The system displays two additional fields for the new corporate customer SetID and Customer ID Crea te Cus tome r Step Action 1. Log into PeopleSoft SFS. 2. Click on the Nav Bar icon on the top right side of the window 3. Scroll down and click the Customers link on the right hand Menu. 4. Click the Customer Information link. 5. Click the General Information link. Page 9 of 24

11 Step Action UW System Administration 6. Add a new value by entering the Set ID ARMSN and accept the NEXT value for the Customer ID 7. Click Add. Page 10 of 24

12 Step Action 8. Enter or select the following: UW System Administration Date Added: 01/01/2018 Since: 01/01/2018 Name 1: (Your Last Name) Lab Short Name: (Last Name) Currency Code USD Rate Type CRRNT Bill To Customer: On Correspondence Customer: On Corporate Customer: On Remit From Customer: On (These checkboxes should be automatically checked) Page 11 of 24

13 Step Action UW System Administration 9. Scroll down to the page to complete the Team Code and Address Details Enter or select the following: Location: 1 Descr: Main Bill To Address: On Primary: On Correspondence Address: On Eff Date: 01/01/2018 Status: Active Country: USA Address 1: 1298 Canyon Road Address 2: Suite 100 City: Santa Fe Postal: State: NM 10. Click (Optional) Page 12 of 24

14 Step Action 11. Enter the following: Prefix: None Phone: Ext: 888 Fax: Click Click on the 14. Enter or select the following: UW System Administration tab Credit Analyst: Collector: ARBIDFLT ARBIDFLT 15. Click Note the Customer ID. 16. End of Process Page 13 of 24

15 1.2.3 Crea te Cus tome r us ing Copy PeopleSoft delivers the ability to copy information from one customer to a new customer thus reducing the amount of time spent setting up new customers that have common values. However, you should review all customer setup pages and must update the new customer s address when using this function. Step Action 1. Log into PeopleSoft SFS. 2. Click on the Nav Bar icon on the top right side of the window 3. Scroll down and click the Customers link on the right hand Menu. 4. Click the Customer Information link. 5. Click the General Information link. 6. Add a new value by entering the Set ID ARMSN and accept the NEXT value for the Customer ID 7. Click Add. 8. Enter or select the following: 9. Date Added: 01/01/2018 Since: 01/01/2018 Name 1: (Your Last Name) Radiology Short Name: (Last Name) Click on the link. Page 14 of 24

16 Step Action 10. Enter or select the following: UW System Administration Customer ID: earlier Data to Copy: Enter or search for the Customer you added Check the boxes as noted below 11. Click 12. Review the Customer information on each tab and make any changes needed. Note the Customer Address will need to be updated. 13. When all updates have been made, Click. 14. End of Process Page 15 of 24

17 1.2.4 Crea te Cus tome r Conta cts Contacts may be setup and linked to multiple customers. Contacts must be set up for customers that use the Billing Interface. The billing interface will look for contacts for these customers and will not process those that do not have a valid contact. Step Action 1. Log into PeopleSoft SFS. 2. Click on the Nav Bar icon on the top right side of the window 3. Scroll down and click the Customers link on the right hand Menu. 4. Click the Contact Information link. 5. Add a new value by entering the Set ID ARMSN and accept the NEXT value for the Customer Contact 6. Click Add. 7. Enter the following: Eff Date: 01/01/2018 Name: Your Name Title: Optional field Preferred Communication Select from the list 8. Click on the link. Page 16 of 24

18 Step Action 9. Enter or select the following: UW System Administration SetID: ARMSN Customer ID: Enter or search for the Customer you added earlier Location: 1 If your contact wishes to receive their invoices as an attachment (only), then you may configure the contact invoices. Click on the link. Document Code: INVC Preferred Communication: Invoice as Attachment This may be overridden at Bill Entry 10. Click on the link. 11. Enter the following: Phone Type: Main Phone Number: Click. 13. End of Process 1. 3 C u s t o m e r U p l o a d Overview Madison has determined that Non-Grant Customers will be shared across the Institution. Customer ID numbers will be auto-numbered with a prefix "AR-". Central Accounting Services will be the responsible for Customer creation and maintenance A custom program has been developed to allow customers to be created from a spreadsheet. Departments prepare the spreadsheet and submit it to Central Accounting Services to review the spreadsheet and perform the upload. Incomplete customer records will be rejected and a log will reveal the errors. Departments will be responsible for checking to ensure a customer Page 17 of 24

19 has not already been established in SFS. In the event a customer does exist, a department may need to request an update to the customer for an additional location Exte rnal Cu stome r Loo kup When customers are added to PeopleSoft using the custom upload, a table in SFS is populated which has the External Customer ID, the SFS Customer ID, and the Customer Name. A Query has been created that will allow users to look for their customers. The Query will prompt users for the Set ID, and the External Customer ID or the Customer Name. It is recommended that a search is done using the Name as more departments are using the AR and Billing modules to identify if a customer already exists. Step Action 1. Log into PeopleSoft SFS. 2. Click on the Billing WorkCenter 3. Click on the Reports/Query tab 4. Click the Lookup External Customer Query 5. Enter the SetID ARMSN Page 18 of 24

20 Step Action UW System Administration 6. How search using the External Customer number Ext Customer ID - If you want to search based on your external system customer number you would enter it in the Ext Customer ID field and leave the Name field blank. Click the to see the Query results. If you do not have the full external customer number you may also search using a wildcard. In PeopleSoft, the '%' symbol is used as a wildcard. 7. How search using the Customer Name Name- If you want to search based on your external system customer name you would enter it in the Name field and leave the Ext Customer ID field blank. You may also use the wildcard to search on the Name field. Page 19 of 24

21 Step Action UW System Administration 8. Note: The Name field is case sensitive. 9. If you want to see all external customers which have been loaded, you may enter the wildcard in the Ext Customer ID field 10. Remember that Customers are shared by all the Madison departments. The Query results include the first line of the address to help determine if a new address may be needed. 11. End of Process Bill Type Prep are Up load Wo rks heet Customer Information Remember--no commas please! Source Customer Acct Number Company / Customer Name Address Sequence Description ADDR1 ADDR2 ADDR3 ADDR Cellectar Biosciences AA1 Cellectar Inc 1 Main 3301 Agriculture Drive AA1 Mirus Mirus Bio 1 Main 545 Science Drive Page 20 of 24

22 City State Postal Country UW System Administration Business Phone Fax Number Madison WI USA 1 Madison WI USA 1 Customer Type (Class ID) The first section of the worksheet is used to record the customer information and to identify the department who is loading the customer(s). Field / Column Bill Type Source Customer Account Number Company/Customer Name Address Sequence Description Description This is the value assigned to the department. This value is not the same as a Bill Source which is used for Billing Invoice Uploads. The Bill Type may be defaulted in your Customer Worksheet. It must match the Bill Type on the Customer Upload Run Control or the customers will not be loaded This is the Customer Number, Account Number, Customer ID from the External System. This number is written to a table which will cross reference the external customer number to the SFS PeopleSoft Customer ID. Enter the Customer Name here. If customers are individuals, enter the First and Last Name of the individual. If customers are not individuals, enter the Company Name. This field should not be used for a contact name or customer department (Accounts Payable). This field is also referred to as the Name 1 field and is required. If the field is blank, the customer will be rejected Enter the Address which is used the most for your customer. Note that you may have multiple locations, especially since customers will be shared across departments. When Bills are processed, the Address Sequence is used on that spreadsheet to determine the address for that specific invoice. Although on the page, this field is name Location, the underlying field is the ADDRESS_SEQ_NUM This is the description for the Location. If this field is left blank, it will be defaulted to "Main" Address 1 Enter the first line of the customer address. It is not recommended that an "Attention" line is used as an address line. If correspondence needs to be directed to an individual or department, use the Contact record Address 2 Address 3 Address 4 City State Postal Additional line Additional line Additional line Enter appropriate data Enter appropriate data or select a valid value Enter the zip code for the address. This field is set to text and must not be changed or the csv file will drop a leading zero from a zip code Page 21 of 24

23 Country Business Phone Fax Number Customer Type UW System Administration Enter the Country Code or select a valid value Enter the Business Phone Number. This is not required Enter the Fax Number. This is not required Customer Type will default to the value "1" which is Non- Government. Valid Values are: 1-Non Government 2-Wisconsin Government 3-Other Government 4-Internal Customer Defaults The next section of the worksheet records customer defaults that are required fields on a customer record. These values do not play a role in customer management and are not specific to any department at a customer level because the customers are shared across the institution. Support Team Collector Credit Analyst ARBIDF ARBIDFLT ARBIDFLT ARBIDF ARBIDFLT ARBIDFLT Field / Column Support Team Collector Credit Analyst Customer Contact Information Contact Name Contact Phone Description A Support Team is a required field for all customers. Accept the default value. Credit Analyst and Collector are required fields for bill to customers. Accept the default value. Credit Analyst and Collector are required fields for bill to customers. Accept the default value Chris Blakley miruspurchase@mirusbio.com Field / Column Contact Name Contact Phone Description A Contact Name is a required field. In the example above, the second contact would be rejected without a Name. The program will allow a contact to be associated with more than one customer. This phone number appears on various pages which list the customer contact. SFS uses this to sent an invoice as an attachment. If you have customers within your department that do not use , invoices will be printed and mailed. Page 22 of 24

24 Submit the Worksheet Once the worksheet is completed, save the file and retain a copy for your records. The file is ready to be submitted for upload to uwmsnacctgsvcscm@bussvc.wisc.edu. Page 23 of 24