IMS Funds Receivables/ Transaction Processing User Guide

Transcription

1 IMS Funds Receivables/ Transaction Processing User Guide Financial & Membership Services Membership Management Services Version 4.0 Date of last update: 7/28/2010 Page 1 of 42

2 CONTENTS IMS Funds Receivables/Transaction Processing RECEIPT TRANSACTION 5 Receipt Transaction Batch 5 Entering a Receipt Transaction 9 Manual Distribution 11 Automatic Distribution 12 Receipt Transactions Summary 14 Editing a Receipt Transaction 15 Deleting a Receipt Transaction 15 Posting a Receipt Batch 16 Un Posting a Receipt Batch 16 Submitting a Receipt Batch 17 Searching For a Receipt Batch 17 Reviewing a Receipt Batch Transactions 18 Deleting a Receipt Batch 19 Workflow to Process A Receipt Transaction Batch 20 Receipt Search 21 Disbursement Transaction 23 Disbursement Batch 23 To Process a New Disbursement Batch: 24 Entering a Disbursement Transaction 26 Disbursement Batch Transactions Summary 27 Editing a Disbursement Transaction 28 Deleting a Disbursement Transaction 28 Posting a Disbursement Batch 28 Un Posting a Disbursement Batch 29 Date of last update: 7/28/2010 Page 2 of 42

3 Searching For a Disbursement Batch 29 Reviewing a Disbursement Batch Transaction 30 Deleting a Disbursement Batch 30 Submitting a Disbursement Batch 30 Workflow to Process a Disbursement Transaction 31 Disbursement Search 32 Obligation Adjustment Transaction 34 Processing an Obligation Adjustment Transaction 35 Viewing Obligation Adjustment Transactions 37 Penalty Assessment/Write off Transaction 38 Manual Penalty Transaction 38 Reviewing Manual Penalties 40 Viewing Penalty Transactions 40 Receipt Upload File Layout 41 Standard File Layout 41 Custom File Layout 42 Date of last update: 7/28/2010 Page 3 of 42

4 Click on the FRS tab on the Navigation toolbar as shown below. This action will open the FRS application landing page. The landing page provides a graphical display of the different sections/components of the application which are: Transactions, Billable Party Maintenance and Summary data, Affiliate Summaries and Processing Controls. Date of last update: 7/28/2010 Page 4 of 42

5 RECEIPT TRANSACTION Receipt transactions are used to record payments from your Billable Parties. Receipts can be entered daily as they arrive in the office or only several times a month. It is your decision on how to best organize the work. It is important to process all the receipts in your office before your monthly Billing Process is run. Receipt Batches can be processed immediately, or held until a nightly process runs. Receipt transactions update the following online pages and reports: Billable Party Accounts Summaries and Affiliates Balance Summaries Billable Party Financial Status page Billable Party Receipt History page Accounts Receivable reports Aged Accounts Receivable report Daily Transaction report Transaction History report Once a receipt has been applied to the Billable Party tables, you cannot delete the transaction. If a transaction was processed in error (i.e. to the wrong year or to the wrong Billable Party), two new transactions are required: one with a negative amount to offset the error and one to apply it correctly. If you Report by Payment Category in Funds Receivable, the receipts are processed under the applicable payment category. As you process a receipt you will see the Billable Party current obligation balance on the screen to help you determine how best to process the transaction. This user guide focuses on entering manual receipt transactions one at a time within a batch. There is another process which allows you to use a file you obtain from your bank or create yourself in a spreadsheet. You upload the file through the IMS application, run a simulation report to check for validity, correct errors, then submit the file for processing, The FRUPLD01 (FRS Receipt Upload) process creates a batch of FRS receipts which you review, Post and Submit. The process allows for both Standard and Custom formats. For more information on this process, talk to your NEA Membership Contact. A file layout is at the end of this User Guide for your reference. Receipt Transaction Batch Receipts are processed in batches of transactions. Usually one batch equals one day s bank deposit of receipts. A batch is composed of a Header and one or more detail transactions. Click on the FRS link on the navigation toolbar and navigate to Receipts under Transactions. The Receipt Batch Search screen will appear with your state association (or NEA) displayed. Date of last update: 7/28/2010 Page 5 of 42

6 The Owner Organization will be populated based on your security. To Process a New Receipt Batch Click on to open the screen below. The top of the page contains the fields for the Batch Header. Batch Header Owner Organization Membership Year Batch Number This is populated based on your security; it is the name of your state association or the NEA. Select the applicable Membership Year. Current Year (CY) is the default. A batch can only have transactions for a single year. If you have transactions to process for two different years, (CY and PY, or CY and FY) you will process 2 separate batches, one for each year. This is a unique number within Owner Organization/Membership Year by which the batch will be identified. The batch number is auto-generated upon clicking on the Save button. Date of last update: 7/28/2010 Page 6 of 42

7 Batch Status Batch Date This field indicates that status of the batch. A batch status can be: Unbalanced: The batch needs the user s attention. This is the initial status of a new batch. Balanced But Not Posted: The batch is in balance and waiting to be committed (Posted) for processing. Posted: The batch is ready for processing. The current date is populated. Use the calendar to select a different date. Format is MM/DD/YYYY. It is your option on the date you use --each Owner Organization should decide on a standard use of this field and always use it in this manner: One example is to use the Batch Date as the date checks were deposited in the bank. This will help you balance transactions against deposits and this is what most states use. Another example is to use today's date as the date the transactions were processed. Batch Amounts # of Transactions Batch Amount Gross Amount Batch Amount Net Amount Enter the number of transactions you intend to process in this batch. For example: 1, 10 or 50. While the system has no limit to the number of transactions in a batch, for practical purposes batches should be about 50 transactions or less. Enter the total amount of all the transactions in the batch regardless of the positive or negative sign in the transaction. For Gross Amount, add up the amounts as if they were all positive. If the total is in whole dollars, you may enter the amount with or without the decimal places. If there are cents -- enter the actual amount with the decimal places. Enter the total amount of all individual transaction amounts giving consideration to their positive/negative sign. If all the transactions in the batch are positive, this amount will be the same as the Gross Amount. If all transactions in the batch are negative, the amount will be the same as the Gross Amount but with a negative sign in front, for example If some transactions are positive and some are negative, take each transaction and add it up on a calculator using the positive and negative signs of the transactions. You cannot just subtract the negative amounts from the Gross Amount to determine this. Click Save to save the batch header data you entered. Computed Amounts # of Transactions Computed Amounts Gross Amount Computed Amounts Net Amount Variance Amounts As each transaction is entered in the batch the system computes the Number of Transactions. As each transaction is saved, the system computes the Gross Amount. As each transaction is saved, the system computes the Net Amount. If both the Batch Number of Transactions and Computed figure agree, the Date of last update: 7/28/2010 Page 7 of 42

8 # of Transactions variance will be zero. Variance Amounts Gross Amount Variance Amounts Net Amount If both the Batch Gross Amount and Computed figure agree, the variance will be zero. If both the Batch Net Amount and Computed figure agree, the variance will be zero. When the Variance is zero the batch may be Posted and the Post button is enabled. When clicked, the batch status is changed to POST ready to be picked up for processing. The button changes to UnPost, allowing you to un post the batch if you decide it should not be processed. Click Unpost to change the status from Posted to Unbalanced but not Posted. When a batch is in Post status, you have the option of submitting it for immediate processing. To do so, click Submit. Otherwise, the batch will be processed at night. The Submit action replicates the nightly batch process and updates all corresponding tables. Once the batch has been submitted and the tables updated, the process cannot be reversed. When clicked, will open a page to create a new batch. Batch Amounts: Gross and Net Amounts: It is important to determine the Gross and Net Amounts before processing the transactions. This is done in order to catch keying errors in the transactions. When the batch is complete the system will determine if there are variances from what you entered in the batch header and what is actually in the batch. This will help you catch dollars being keyed incorrectly, for example, $10 keyed a $100 or as $.10. Variance: If there is a variance you need to determine which is correct: If the amount in the Receipt Batch Header is correct, one or more transactions must be incorrect. Review each transaction to determine which needs updating. If the System Computes figures are correct, you must reenter Receipt Batch Header figures. Date of last update: 7/28/2010 Page 8 of 42

9 Entering a Receipt Transaction The bottom of the page has a tab for entering transactions and a tab for a summary list of the transactions entered in the batch. 1. With the Receipt Detail tab enabled, click on 2. Select a Billable Party from the Name Drop Down list or by entering the User Id. 3. Select your Payment Category if you do not use All Inclusive. 4. Enter your receipt detail Reference Number 5. Enter your receipt detail Reference Date. 6. Enter a Description for the receipt detail you are entering. 7. Enter the Receipt Amount 8. Manually distribute the receipt amount among the funds they are to be applied to by clicking the Amount Applied field to open it; or click on for the distribution to take place automatically. 9. Click on. Repeat these steps and enter as many number of transactions to match the amount entered under Batch Amounts/# Transactions. In the scenario above, you will need to enter 10 transactions equaling $5,000. At that point, your batch status will be changed from Unbalanced to Balanced But Not Posted, which indicates that this batch can now be posted. Date of last update: 7/28/2010 Page 9 of 42

10 Receipt Detail IMS Funds Receivables/Transaction Processing Billable Party User Id Keep BP Next Trans. When dropped, allows the selection of your billable party. Enter the Billable Party User Id. When you tab away, the name will display in the Billable Party name field. When checked, will keep the current Billable Party on the page for the next transaction(s), saving you from re-selecting. You still click New Receipt to begin a new transaction. When you have finished the last transaction for this Billable Party, uncheck the box to select the applicable Billable Party needed for the next transaction. Payment Category Reference # Reference Date Description Allows the selection of the payment category. This drop down displays valid payment categories for the billable party. If you use All Inclusive, it will auto populate the field. This is an optional alpha/numeric field. It could be used to record the check number for a receipt. Some state associations keep a logbook of deposits; this field could be used to record the logbook page number. It is up to each state to determine how they will use this field. Once that decision is made, use this field consistently for every payment transaction. This field prints on the Daily and Transaction History reports. The system defaults to the current date but you can change it. It is up to each state to determine how they will use this field. It could be used for the date of the check or it could be used for the bank deposit date. Once the decision is made, use this field consistently for every payment transaction. This field prints on the Daily and Transaction History reports. This is an optional alpha/numeric field. Use this field to enter some comment or description about the transaction. This field prints on the Daily and Transaction History reports. Since the transactions also print on the Billing Statement, some meaningful description will assist in knowing what the payment was for. This could be used to record: o o o Payroll Deduction number, such as "October P/R check." Member's name if check is directly from a member, "Jane Smith payment. If you are removing a payment applied to a Billable party in error the description could be "Processing Error" Receipt Amount Indicates the total amount of the payment. When clicked, the system performs all calculations and allocates a portion of the receipt to each fund that has a balance based on a percentage of the fund s entire outstanding balance. Date of last update: 7/28/2010 Page 10 of 42

11 Amount Applied Penalty Amount Applied (Fund) Obligation (Fund) Adjustments YTD (Fund) Receipts YTD (Fund) Balance Due A data entry field to manually enter an amount for the fund allocated from the Receipt. If Auto Distribution is used, the amount the system allocated will be shown. Indicates an amount from the receipt that is applied to a penalty balance. View only for reference. The YTD obligation for the fund. View only for reference. The YTD Obligation Adjustments for the fund. View only for reference. The YTD Receipts for the fund. View Only for reference. The YTD Outstanding Balance for the fund. When clicked, opens the new receipt screen When clicked, save the entries made for a receipt transaction. Manual Distribution To manually distribute receipt amounts among funds: 1. Do not click the Auto Distribution button 2. Enter an amount in the Amount Applied field for each fund that the receipt applies to. This can be a positive or negative amount. Any fund without an amount entered will not have any receipt amount applied to it. You do not need to enter zero for funds that do not receive part of the receipt. The total of the entries must equal the Receipt Amount of the transaction. There will be times you need to remove a payment previously posted to a Billable Party. Typically this is when a receipt was posted to the wrong Billable Party. You should enter the same amounts in this transaction, but as a negative number, as the original transaction applied them. Date of last update: 7/28/2010 Page 11 of 42

12 Fund Amount Applied Balance NEA Dues , SEA Dues , SEA PAC , Sample of Negative Transaction There will be times when you want to move part of a payment from one fund to another. Typically this is when one fund is overpaid (credit balance) and another fund is underpaid (outstanding balance). Note that the Total Amount of these types of transactions could be $0.0 (Zero), as in the sample below. Fund Transaction Amount Balance NEA Dues SEA Dues SEA PAC 0.00 Sample of One Transaction with Positive and Negative Amounts Automatic Distribution When you click the button, the system performs the calculation for you. Each fund that has a balance is allocated a portion of the payment based on its percentage of the entire outstanding balance. The following table describes how a payment of $1,120 would be spread. Date of last update: 7/28/2010 Page 12 of 42

13 Fund Obligation Balance Fund % of total Obligation Balance % of Receipt applied Amount of Receipt applied NEA Dues $ 3,534 25% 25% $ 280 SEA Dues $ 7,966 57% 57% $ 638 LEA Dues $ 2,580 18% 18% $ 202 Total $ 14, % 100% $1,120 This is not a set formula. The system determines the percents to use in spreading the amounts each time a receipt is processed. If a fund has no balance or has a credit (overpayment) balance no part of the receipt is allocated to the fund. If there is a Penalty Balance the calculation will first take the full balance amount from the receipt to "pay" off the penalty, and then spread the remainder among the other funds. If all funds have a zero balance, the receipt amount is applied to the SEA Dues. You cannot use Automatic Distribution when the amount is negative because you are removing a receipt from a billable party. You need to define the negative amounts for each fund manually. You can accept the way the system spread the amounts or you can change one or more of them. To do this click in the field for the fund type and re-key the amount. The total of the individual fund amounts must equal the amount of the transaction entered at the top. Fund Amount Applied Balance Fund Amount Applied Balance NEA Dues , NEA Dues , SEA Dues , SEA Dues , SEA PAC , SEA PAC , Sample of System Computed amounts Sample of User Re-entered Amounts You can manually enter an amount in one or more of the funds, then click the Auto Distribute button to have the system spread the rest of the receipt amount in the remaining funds. This might be used when you know a certain part of the payment is for a specific fund, like PAC. Date of last update: 7/28/2010 Page 13 of 42

14 Fund Amount Applied Balance NEA Dues 15, Auto Distribute SEA Dues 36, SEA PAC , Sample of One Fund Manually Entered Before Clicking Auto Distribute You can enter a zero in one or more funds if no amount of the receipt should be applied to the fund, then click the Auto Distribution button. The system will spread the payment to the remaining funds with a balance. This could be used for the PAC funds or the Penalty fund if you do not want any part of the payment applied to PACs or the Penalty. Fund Amount Applied Balance NEA Dues 15, Auto Distribute SEA Dues 36, SEA PAC 2, Penalty Sample of One Fund with Zero Entered Before Clicking Auto Distribute Receipt Transactions Summary The batch receipts transaction summary page displays a list of all the receipt entries that were entered within a specific batch. Batch Summary Radio Buttons Transaction # When selected, indicates the receipt transaction that needs to be deleted. This number uniquely identifies the receipt transaction within the batch. Date of last update: 7/28/2010 Page 14 of 42

15 It is system generated in such a way that it keeps a chronological order among the transactions entered. It also is a hyperlink that allows the user to open the corresponding receipt transaction for updates. Billable Party Reference # Reference Date Amount ($) Payment Category Description Indicates the Billable Party for which a receipt entry was made. Indicates the Reference number entered on the receipt detail. Indicates the Reference date entered on the receipt detail. Indicates the Amount entered on the receipt detail Indicates the Payment category in the receipt detail Indicates the Description entered on the receipt detail When clicked, deletes the record for which a radio button has been selected. Editing a Receipt Transaction With the Receipt Summary tab enabled, Click on the hyperlinked Transaction Number of the billable party for which you want to make changes. 1. This will open the Receipt Detail page. 2. Make the needed changes and 3. Click to record your changes. Deleting a Receipt Transaction You can delete a transaction from the batch before the batch is posted. 1. Go to the Transaction Batch Summary screen- explained below 2. Select the radio button of the transaction row to be deleted. Date of last update: 7/28/2010 Page 15 of 42

16 3. Click 4. Click to ensure that the changes you made are accounted for. Posting a Receipt Batch When there is no variance on the Batch Header between the Batch Amounts and Computed Amounts you can "Post" the batch. This action marks the batch as ready for processing. To post a batch, Click the button The Batch Status will change to Posted. Un Posting a Receipt Batch Once a batch has been posted, the Post button changes to Un Post. This allows you to remove the batch from Post status if you need to make changes in any transaction or to delete the batch. However, this must be done before the batch has been submitted for processing. To Un post a batch click the button. Date of last update: 7/28/2010 Page 16 of 42

17 The Status changes to "Balanced but not Posted". Note: You have until the system closes at night to change the status of a batch from Posted to Unposted. Once the nightly update process begins, you no longer have access to this batch. Submitting a Receipt Batch After a batch has been posted, it is ready to be processed. The processing of a batch can happen in two ways: through the nightly update process or by submission. You may click the Submit button to process the batch in real time. Any batches left in Post Status (not Submitted) will be held until the nightly update process runs. From the Receipt Batches Screen, click. Searching For a Receipt Batch You can review a batch of transactions which have not been processed. In addition to Owner Organization, Membership Year and batch status, you can search for a batch based on Batch # and Date. To search for a receipt batch, enter the applicable search data. Date of last update: 7/28/2010 Page 17 of 42

18 1. Your Owner Organization will be populated based on your security. 2. Select the Membership Year you are conducting the search for. 3. Since the number of unprocessed batches will be small, you can simply click Search. 4. Optionally, select a Batch Status you are conducting a search for. Statuses available are: Balanced But Not Posted Posted Unbalanced. 5. Optionally, further refine the search by entering a Batch # and/or a Batch Date. 6. Click on This action will open the receipt search result page below. On this page, the system will display a list of batches matching the search criteria entered on the screen above. Focus on a batch in the table window. Reviewing a Receipt Batch Transactions You may review a specific batch from the Batch Summary Screen. To do so, 1. Click on the Batch #. This is a hyperlinked value that will open the batch summary screen 2. From the Batch Summary screen, click on the hyperlinked Billable Party name in the Batch # column to open the transaction in detail mode. 3. Click if you need to make changes to a receipt transaction. 4. Click if and after changes are made to the transaction record. 5. Click to make the batch available for processing. Date of last update: 7/28/2010 Page 18 of 42

19 Deleting a Receipt Batch You have the ability to delete a batch only when the status is Unbalanced, or Balanced but Not Posted. A batch in Posted or Complete status cannot be deleted. To delete a batch: 1. Select it by enabling the corresponding radio button at the left of the row from the search result screen above, 2. Click. Similarly to the nightly update processed batches, a submitted batch is flagged as Complete. A completed batch cannot be unposted or edited. Sample posted batch ready for submission. Date of last update: 7/28/2010 Page 19 of 42

20 Workflow to Process A Receipt Transaction Batch Date of last update: 7/28/2010 Page 20 of 42

21 RECEIPT SEARCH Use the Receipt Search function to view a list of completed receipts. All the fields on this screen can be used in your search either uniquely or in combination. These fields are: Billable Party Membership Year Payment Category Reference Number Reference Date Process From/To Date Batch Number Batch Date Receipt Amount Description. Process From/To Dates are the dates when a transaction was processed by the system. You can enter From/To Dates to limit your search to a specific point in time. If you enter only a From Date -- all transactions processed from that date forward are considered. If you enter only a To Date -- only transactions processed before that date are considered. If you enter one date in the From and a different date in the To -- only the period of time between the dates are considered. If you enter the same date in both fields only that one day is considered. To search for a receipt batch: 1. Click on the FRS link on the navigation toolbar and navigate to Receipt Search under Transactions. 2. The Receipt Batch Search screen will appear with your state association (or NEA) displayed. Date of last update: 7/28/2010 Page 21 of 42

22 3. Select your Membership Year 4. As necessary, enter any other criteria your search is to be narrowed to and then 5. Click. This action will retrieve set of data similar to the following. The data in the grid can be exported by clicking the icon on right side on the page Once you have the results from the query displayed on the screen, select a row and then click Details to see the specifics of a transaction as shown below. Date of last update: 7/28/2010 Page 22 of 42

23 DISBURSEMENT TRANSACTION A Disbursement transaction is used to record funds collected at headquarters which are to be sent back to the local, UniServ or Other Organization. The Disbursement function tracks amounts collected on behalf of the organization, amounts previously sent /amounts still to be sent to the organization. The Disbursement Transaction report can be given to Accounting to produce the disbursement checks. Disbursement Batch Click on the FRS link on the navigation toolbar and navigate to Disbursement under Transactions. The Disbursement Batch Search page will appear with your state association (or NEA) displayed. Disbursement Batch Search Owner Organization Membership Year Batch Number Batch Date Batch Status This is the name of your state association or the NEA. All transactions in the same batch must be for the same year. If you have transactions to process for two different years, (CY and PY, or CY and FY) you will process 2 separate batches, one for each year. This is a unique number for each Membership Year within an Owner Organization by which the batch will be identified. The Date of the batch. Enter a date in MM/DD/YYYY format or use the calendar to select a date. This field indicates the status of the batch you are entering. A batch status can be: Unbalanced: The batch needs the user s attention. Balanced But Not Posted: The batch is in balance and waiting to be committed to the nightly process. Posted: The batch is free or error/variance and ready for the nightly process. When clicked, opens a new disbursement batch window. When clicked, performs a search based on the selected criteria. When clicked, re-initializes the disbursement batch search page. Date of last update: 7/28/2010 Page 23 of 42

24 To Process a New Disbursement Batch: 1. Select the Membership Year for this batch. 2. Click on to open the page below. Disbursement Batch Header Owner Organization Membership Year Fund Type Batch #: Batch Status: Batch Date: # Transactions: Gross Amount: Net Amount: This is the name of your state association or the NEA. Transactions in the same batch must be for the same year. If you have transactions to process for two different years, (CY and PY, or CY and FY) you will process 2 separate batches, one for each year. The type of funds to which you want a disbursement transaction to be assigned: Uniserv dues, local or other funds. Unique system generated number for each Membership Year within an Owner Organization. The status of the batch. It is system assigned based on the state of the batch. A batch can have the following status: Unbalanced Balanced But Not Posted Posted Complete The date desired for the batch. The batch date defaults to today s date but can be changed. The Number of Transactions in the batch is updated automatically as each transaction is saved. The total amount of all the transactions in the batch is updated automatically as each transaction is saved. The total amount of all individual transaction amounts is updated automatically as each transaction is saved. When clicked, records the batch information you entered. Date of last update: 7/28/2010 Page 24 of 42

25 When clicked, commits the disbursement batch and associated transactions to the nightly process. When clicked, performs the same functions as the nightly batch. When clicked, opens a new Disbursement Batch page. 1. Membership Year: Verify that the Membership Year displayed is the one you want to create a batch for or select the applicable one. You can only have transactions for one year in a batch. If you have transactions to process for two different years, (CY and PY, or CY and FY) you will process 2 separate batches, one for each year. 2. Fund Type: Select from the list whether you want to create a disbursement batch for: Uniserv Dues, Local funds or Other funds. 3. Batch Date: Use the calendar to select the batch date. The system inserts the current date but it can be changed. It is your option on the date you use --each state should decide on a standard use of this field and always use it in this manner. This could be the date the checks were mailed to locals, or today's date as the date you entered the transactions. 4. Click on to retain the disbursement batch header you just created. 5. Upon saving, the following takes place: Batch #: The system assigns the newly created batch a Batch Number. Batch Numbers are unique for each Membership Year within an Owner Organization. Batch Status: The system assigns a status to the batch. The initial status is Unbalanced. # Transactions: The number of transactions will be incremented automatically as you save each disbursement transaction. Gross Amount: This is the total amount of all the transactions in the batch regardless of the positive or negative sign in the transaction. The amount will be updated automatically as you save each transaction. Net Amount: This is the total amount of all individual transaction amounts giving consideration to their positive/negative sign. The amount will be updated automatically as you save each transaction. Date of last update: 7/28/2010 Page 25 of 42

26 Entering a Disbursement Transaction 1. With the Disbursement Detail tab enabled, Click on 2. Disburse To: Select the Local organization for the disbursement. 3. Ref. Date: Enter your disbursement reference date. 4. Description: Enter a description for the disbursement transaction you are initiating. 5. Amount Applied: Click in the Amount Applied field on the fund you want the disbursement to be assigned to and enter your disbursement amount in the Amount. 6. Click. Repeat these steps above to record all the disbursement transactions you want to include in your batch. Disbursement Detail Level of Funds Disburse To: Ref Date Description: Fund: Amount Applied Obligation YTD This Indicates whether the funds are disburses to a local, Uniserv, or other Organization. This indicates the entity to whom the disbursement transaction is being assigned. The disbursement transaction reference date. The description assigned to a disbursement transaction The fund a disbursement amount is being applied to. The amount of the disbursement. The Billable party YTD obligation amount. Date of last update: 7/28/2010 Page 26 of 42

27 Adjustments YTD Disbursements YTD Receipts YTD Current Period Receipt: Totals: The Billable party YTD Adjustments amount. The Billable party YTD Disbursements amount. The Billable party YTD Receipts amount. The Billable party current period receipts amount. The accumulated totals for all listed funds by column. hen clicked, opens a New Disbursement Detail transaction page When clicked, records all new transaction information. Disbursement Batch Transactions Summary With the Batch Summary tab enabled, the page shows a listing of all disbursements transactions included in a batch. From the batch summary page, you can either edit or delete a transaction. The Summary page is updated as you save each disbursement transaction. Batch Summary Radio Buttons Disburse To Reference Date Amount (s) Description Delete When enabled, they allow the selection of the Disbursement transaction that needs to be deleted. The organization to which the disbursement transaction is applied. Reference date entered in the transaction. Amount entered in the transaction. Description entered in the transaction. When clicked, deletes the disbursement transaction record for which a radio button has been selected. Date of last update: 7/28/2010 Page 27 of 42

28 Editing a Disbursement Transaction 1. With the Disbursement Summary tab enabled, click on the hyperlinked name of the organization for which you want to make changes. 2. This will open the Disbursement Detail page. 3. Make the needed changes, then 4. Click to record your changes. Deleting a Disbursement Transaction With the Disbursement Summary tab enabled, select the row to delete by enabling the corresponding radio button. 1. Click on Delete to remove the transaction from the batch, and 2. Click to record your changes. Posting a Disbursement Batch After all disbursement transactions have been entered and saved in a batch, the batch must be posted in order to be committed to and included in the nightly update process. This process applies the disbursement amounts to the Local/UniServ/Other Organization balances and updates the YTD Summaries. Posting can only take place after transactions have been saved. It is only at that point that the Post button is enabled. To post a disbursement batch, Click the button The Batch Status will change to Posted. After the batch has been processed at night the status will change to Complete and the Process Date field will contain the date the batch was processed. Date of last update: 7/28/2010 Page 28 of 42

29 Un Posting a Disbursement Batch Once a batch has been posted, the Post button changes to Un Post. This allows you to remove the batch from Post status if you need to make changes in any transaction or to delete the batch. 1. To Unpost a batch click the button. 2. The Status changes to "Balanced but not Posted". Note: You only have until the system in brought out of service each night to change a Posted batch to Unposted. Once the nightly update process begins you no longer have access. Searching For a Disbursement Batch You can review a batch of transactions at any time. Enter search criteria in one or more of the fields: Membership Year, Batch Number, Batch Date and/or Status. However, any basic valid disbursement batch search must include: the Owner Organization, a membership year as well as a batch status. To search for a receipt batch, enter the applicable search data. Click on This action will open the disbursement search result page below. On this page, the system will display a list of batches matching the search criteria. Focus on a batch in the table window. To see the details of a receipt batch and focus on it, click its corresponding Batch number. This is a hyperlinked value that will open the summary page reviewed under Posting a Batch step above. Date of last update: 7/28/2010 Page 29 of 42

30 Reviewing a Disbursement Batch Transaction You may review a specific batch from the Batch Summary Page. To do so, 1. Click on the Batch #. This is a hyperlinked field that will open the batch summary page 2. From the Batch Summary page, click on the hyperlinked Billable Party name in the Distributed To column to open the transaction in detail mode. 3. Click if you need to make changes to the disbursement transaction. 4. Click if and after changes are made to the transaction record. 5. Click to make the batch available to the nightly update process. Deleting a Disbursement Batch You have the ability to delete a batch only when the status is Unbalanced, or Balanced but Not Posted. A batch in Posted or Complete status cannot be deleted. 1. From the search result page above, select a batch by enabling its corresponding radio button 2. Click on Submitting a Disbursement Batch After a batch has been posted, it is ready to be processed. The processing a batch can happen in two ways: the nightly update process or by submission. Whereas the nightly update process is scheduled to take place at night, submissions are initiated by staff. Both processes perform the same functions consisting of updating the system tables with the data from the batches. From the Disbursement Batch Summary Page as shown below, click. Similarly to nightly update processed batches, a submitted batch is flagged as Complete. A completed batch cannot be unposted or edited. Date of last update: 7/28/2010 Page 30 of 42

31 Workflow to Process a Disbursement Transaction IMS Funds Receivables/Transaction Processing Date of last update: 7/28/2010 Page 31 of 42

32 DISBURSEMENT SEARCH Use the Disbursement Search function to view a list of completed disbursements. Click on the FRS link on the navigation toolbar and navigate to Disbursement Search under Transactions. The Disbursement Search page will appear with your state association populated. All the fields on this screen can be used in your search either uniquely or in combination. These fields are: Disbursement Type Disburse To Membership Year Disbursement Date Batch date Batch Number Amount To begin the search 1. Select your Membership Year 2. As necessary, enter any other criteria your search is to be narrowed to and then 3. Click. Date of last update: 7/28/2010 Page 32 of 42

33 This action will retrieve the following based on the criteria above. IMS Funds Receivables/Transaction Processing The date in the grid can be exported by clicking the icon on right side on the page Date of last update: 7/28/2010 Page 33 of 42

34 OBLIGATION ADJUSTMENT TRANSACTION The Obligation Adjustment Transaction is used when you need to decrease or increase one or more fund obligations for a Billable Party. The Obligation Adjustment is processed in real time, is not batched like receipt transactions, and the data is updated immediately. Normally this transaction is processed late in the membership year when you are balancing accounts with your Billable Parties. The typical reasons for processing an adjustment are: The Billable Party informs you they have paid all they have collected, there is an outstanding balance and they cannot identify which member did not pay the full amount. It is after December 31 when you can no longer update memberships for the Prior Year, and there is an outstanding balance which should be reduced. A fund obligation was added to FRS when you meant to suppress it and you want to reduce the balance to be zero. The Billable Party informs you the obligation should be higher than it is and it is past December 31 when you can no longer add memberships for the Prior Year You do not process an Obligation Adjustment to update the balance due to an incorrectly previously processed receipt. When you need to reduce a receipt, back out a receipt or refund a receipt, use a Receipt transaction. Using an Obligation Adjustment to correct a receipt will cause erroneous net obligation figures on reports and FRS pages. Adjustment Search Owner Organization Billable Party Adjustment Date Membership Year Allows the selection of the name of your state association or the NEA Allows the selection of your billable party. Date of the adjustment. This can be the current date which is the default, or reenter the date to be a date meaningful to you, such as the date the adjustment was approved. The most common use is the date the adjustment is processed. Membership year to which the adjustment is applicable. Date of last update: 7/28/2010 Page 34 of 42

35 Receipt Method Description Allows the selection of the receipt method. Description associated to the adjustment to be made. This is used to identify why this adjustment was processed. This comment prints on Billing statements and Transaction History reports for reference. When clicked, displays a list of funds to be adjusted. When clicked, opens the adjustment search page new search mode. When clicked, resets the form. Processing an Obligation Adjustment Transaction From the FRS landing page and under transactions, 1. Click the "Obligation Adjustments" button to open the obligation adjustment search page 2. The Owner Organization will be populated. 3. Select the Billable Party 4. Enter the Adjustment Date 5. Select the Membership Year 6. Select the Receipt Method 7. Enter a Description 8. Click on. This action will display a result page similar to the one below. Date of last update: 7/28/2010 Page 35 of 42

36 Adjustment Result Fund Adjustments Obligation Adjustments YTD Receipts YTD Balance List of all fund types available for this billable party. When clicked, the field opens up to allow the input of the needed adjustment. Will accept positive and negative values. Billable party s total obligation per fund type. Year to date total adjustment. This field is system updated and aggregates all adjustments made by fund type. Year to date receipts received from the selected billable party. This field is system updated to reflect the sum of all receipts made by this billable party. Remainder of the obligation to the owner organization. When clicked, saves all adjustments changes. The balance detail data for the Billable Party is shown so that you know exactly the state of the balance before you process the adjustment. On the result page 1. Focus on the fund row you wish to adjust 2. Click on the Adjustments field of the fund you want to adjust and enter the amount of the adjustment. 3. If you are increasing the obligation the amount is positive, like If you are decreasing the obligation enter a negative amount with a negative sign in front of the amount, like If you have another fund to adjust, focus on that row and enter the adjustment amount for the fund 5. Continue until all applicable funds for the Billable Party have been adjusted. 6. Click to process your adjustment. Date of last update: 7/28/2010 Page 36 of 42

37 The Billable Party data is updated immediately upon saving. You can view the Balance Detail page below to see the new adjusted balance. If you entered an incorrect Obligation Adjustment amount, process a new Obligation Adjustment transaction with the correct data as you cannot modify a previously processed transaction. Depending on whether the incorrect amount is too high or low, process a positive or negative transaction. This does not modify the original transaction but is a second transaction to correct the resulting Net Obligation from the first transaction. You do not use this transaction to adjust a Penalty Assessment. There are Penalty transactions for that purpose. Viewing Obligation Adjustment Transactions You can view all Obligation Adjustment transactions that have been processed for a Billable Party for a membership year. To do so: 1. Navigate to the Billable Party Summary page from the FRS Landing page 2. Enter the appropriate search parameters and click Search. 3. Under the Obligation Adjustment History tab, select the Membership Year 4. Click Go to view the history of adjustments for this billable party. Date of last update: 7/28/2010 Page 37 of 42

38 PENALTY ASSESSMENT/WRITE OFF TRANSACTION IMS Funds Receivables/Transaction Processing A manual Penalty Assessment transaction is used to assess a late fee to a Billable Party when they are late in remitting receipts to the Owner Organization (SEAs or NEA). Generally this is used on an as needed basis by state associations who do not use the Automatic Penalty Assessment feature of the system. The state determines the actual dollar amount of the assessment. There transactions are processed in real time and are not batched like receipt transactions. When these transactions are submitted the data is updated immediately. For information on the Automatic Penalty Assessment setup, refer to the FRS Processing Control Options User Guide. A Penalty Write Off transaction is used to reduce the penalty amount for a Billable Party or to remove the penalty completely. This type of transaction is used to reduce penalty assessments regardless of whether the penalty was assessed through a manual assessment transaction or through the Automatic Assessment feature of the system. The state determines the actual dollar amount of the write-off. Manual Penalty Transaction From the FRS landing page, under Transactions, click on the "Penalties" button to open the Penalties Processing page. Manual Penalty Transaction Owner Organization Billable Party Penalty Date Penalty Amount Your state association or NEA. The billable party receiving the penalty transaction. The Penalty Assessment or Penalty Adjustment date. This date defaults to the current date. Reenter the date if you need a different date, such as the date the Penalty was approved. Amount of the penalty. If this is an assessment (to add a penalty to the Billable Party), the amount will be positive. If this is a Write Off (to reduce or remove completely a penalty) the amount Date of last update: 7/28/2010 Page 38 of 42

39 requires a negative sign. IMS Funds Receivables/Transaction Processing If the amount is whole dollars you may enter the amount without the decimal and cents. If the assessed amount does have cents, enter it in $$$.CC format. Description Membership Year YTD Penalty YTD Penalty Adjustment YTD Penalty Receipts Penalty Balance The description or reason for this assessment or write off. This entry prints on Billing statements and Transaction History reports for reference. The membership year to which the penalty transaction is being applied. The Year to Date total assessed penalty amount. The Year to Date penalty adjustments or write off. The Year to Date receipts processed on penalty assessments. The amount still to be paid on the penalty assessment. This is a computed amount equal to [YTD Penalty amount minus YTD Write Off amount minus Receipt amount] When clicked, opens a new penalty processing page. When clicked, saves any new penalty assessment. When clicked, reloads the penalty assessment processing form. 1. Select a Membership Year 2. Select a Billable Party. 3. Enter a Penalty Date 4. Enter a Penalty Amount (positive is an assessment, negative if a write off) 5. Enter a Penalty Description 6. Click Date of last update: 7/28/2010 Page 39 of 42

40 Reviewing Manual Penalties After a manual penalty has been assessed, the billable party data is updated immediately. The updated information is available on the billable party summary page, which can be accessed from the FRS landing page under the Billable Party section. Balance Detail page with Penalty Viewing Penalty Transactions You can view all Penalty Assessment/Write Off transactions that have been processed for a Billable Party for a membership year. To do so: 1. Navigate to the Billable Party Summary page from the FRS Landing page 2. Enter the appropriate search parameters and click Search. 3. Under the Penalty History tab, select the Membership Year 4. Click Go to view the history of penalties for this billable party. Date of last update: 7/28/2010 Page 40 of 42

41 RECEIPT UPLOAD FILE LAYOUT S T A N D A R D F I L E L A Y O U T Fields should be in the following order listed below: Billable Party User Id Payment Category Code Check Reference Number Check Reference Date Payment Amount Receipt Description File Format - Delimited Supported delimiters are: Tab Pipe ( ) Comma (, ) File Format - Fixed The fields should be of following width if the fixed length file format is chosen. Field Name Length Comment Billable Party User Id 4 Mandatory Payment Category Code 8 Optionally, blank value can exist. If this column is left blank, payment category should be entered as a parameter when processing the job Can be only one of these values ALLINCLV, PAYROLL, BANKCARD, EFT, CASH, OTHER Check Reference Number 10 Optionally, blank value can exist. Check Reference Date 10 Optionally, blank value can exist. (MM/DD/YYYY) Payment Amount 12 Mandatory (12 characters includes 2 decimal places) Payment Description 75 Optionally, blank value can exist. Fund Distribution Automatic Distribution to Funds: In the Standard File Layout only Automatic Distribution of payments to funds is supported Date of last update: 7/28/2010 Page 41 of 42

42 C U S T O M F I L E L A Y O U T Field Layout Billable Party User ID and Payment Amount are required. The other fields listed above can be optionally provided in the file. The positions of the fields will be mapped into a custom setup by NEA. Fund Distribution Automatic Distribution to Funds: By default the payment is automatically distributed to the funds. Distribution to Specific Funds: In this option, the mapping setup can include amounts distributed to specific funds. Date of last update: 7/28/2010 Page 42 of 42