Kuali Financial System Training Guide. University of Hawaii Accounts Receivable Processors Basic

Transcription

1 University of Hawaii Accounts Receivable Processors Basic

2 pg. 1 3/6/2013

3 Table of Contents Objectives... 3 Resources... 3 Copy an AR Organization... 4 Process... 4 Process a Full AR Payment (Deposits Cash Control and Payment Application) Process Full Payment Process a Partial AR Payment (Deposits Cash Control and Payment Application) Partial Payment Process a Full and Partial AR Payment (Deposits Cash Control and Payment Application) Exercise Correct/Reverse an AR Payment Process Customer Credit Memo Process Run a Customer Aging Report Process DEMO: View ethority AR Reports Process pg. 2 3/6/2013

4 Objectives Copy an AR Organization Process an AR Payment o o o Full Quick Apply and Apply to Invoice Detail Partial Full/Partial Correct/Reverse an AR Payment Process a Customer Credit Memo AR Reports o o AR Aging Report ethority Resources All of the materials covered in this workshop are also covered in the online tutorials This online tutorial can be useful before or after training in case you want to get a head start or you just need a refresher. You can also review the Process Documents for each business process to get a finer level of details related to each topic. In the event you need to contact a member of the Kuali Financial implementation team you can view their phone number, address, and their roles at Submit a web Trouble Ticket at this link: The Kuali Financial website has pages to assist you with using KFS: Help Resources Tips of the Week Training Forms pg. 3 3/6/2013

5 Copy an AR Organization Process The Organization Options e-doc is used to set up and edit a billing organization so that users within that organization can create Accounts Receivable e-docs appropriate to the billing function. This e-doc also allows you to define other data elements that carry forward to the Customer Invoice, such as payment terms, print options, organization messages appropriate for display on the invoice, remittance information, and the billing organization s phone number(s). Navigation: Main Menu>Maintenance>Accounts Receivables>Organization Options Step # Procedure 1. Click the Maintenance tab. pg. 4 3/6/2013

6 Step # Procedure 2. Click on the Organization Options link. pg. 5 3/6/2013

7 3. Note: A processor can create a new Organization by clicking on the Create New button in the upper right hand corner of the Organization Options lookup page. A user with the role of biller will not have this option on this page. 4. For this exercise you will copy an existing Billing Organization. 5. Click in the Processing Chart Code field and enter HO. 6. Click in the Processing Organization Code field and enter HO. 7. Click the Search button. 8. Click the copy link in the Actions column for the applicable row in the search results. pg. 6 3/6/2013

8 9. Click in the Description field. 10. Enter 055 Create XX XXXX Billing Org in the Description field. Note: It is UH s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. The short description entered here appears in the GL Inquiry, Standard Reports, Action List, and Document Search. 11. The Explanation and Organization Document Number fields are optional as they are not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. Click the hide button on the Document Overview tab. pg. 7 3/6/2013

9 12. The fields on the Edit Organization Options tab are display only. The Billing Chart Code and Billing Organization Code create the relationship to the Processing Organization and allow access to a user to be assigned the Biller role. 13. Click in the Billing Chart Code field, and enter your campus Chart Code for this example. 14. Click in the Billing Organization Code field, and enter your campus Org Code for this example. 15. Note: The Processing fields populate from the original e-doc that is being copied. 16. Click the hide button on the Edit Organization Options tab. pg. 8 3/6/2013

10 17. Update the fields on the Edit Organization Invoice Information tab as necessary. The Organization Postal Country Code field should be US for United States. The Payment Terms Text field will default as 'NET 30 DAYS', but can be edited as necessary. The data entered here will display on the Customer Invoice, but can be edited there as well. The data entered on the Message Text field is optional and will display on the Customer Invoice (including all printed invoices created by the Billing Organization.) Select the Print Options related to printing the invoice from the drop-down menu. Send to USER Queue - Allows an AR user the ability to print an invoice directly within the Customer Invoice edoc Send to BILL Queue - Allows an AR user the ability to print multiple invoices for their Billing Organization pg. 9 3/6/2013

11 Send to PROC Queue - Allows an AR user the ability to print multiple invoices for their Processing Organization Do Not Print The Contract and Grant Biller? field will only be used by ORS. 18. Click the hide button on the Edit Organization Invoice Information tab. 19. On the Edit Organization Remit To Address tab, the Remit to Address field is populated based on the Processing Organization on the System Information Maintenance table. Note: If the Remit to Address requires updating, you must complete the AR Processing Organization Request Form located at Request%20Form%20for%20Field.pdf Once this form is complete please submit to GALC to processing the updates. 20. Click the hide button on the Edit Organization Remit to Address tab. pg. 10 3/6/2013

12 21. On the Edit Organization Phone tab the Billing Organization s phone number may display in the Phone Number field (format = xxx-xxx-xxxx); however, if it is not displayed please enter the applicable phone number. This field can also be updated as necessary as this number will display on all the printed invoices created by the Billing Organization. Note: The Fax Number and 800 Phone Number fields are optional, and if entered will display on all printed invoices created by the Billing Organization (format = xxxxxx-xxxx). 22. Review the Route Log tab before submitting the e-doc to decide if an ad hoc recipient needs to be added. Note: The document will be routed to the AR Manager for approval. GALC will add an ad hoc FYI to you as the initiator once the doc has been approved. 23. IMPORTANT NOTE: KFS-40 forms will need to be submitted to allow AR access to persons under the new Billing Org. The KFS-40 forms can be found under the pg. 11 3/6/2013

13 forms link on the KFS website Also, it is important to note that a user can only be assigned one Billing Org. 24. Click the Submit button at the bottom of the document. Note: If there are errors on the document it will not submit successfully. You will receive a message in red text of the issues with the document. You will need to make the changes and then resubmit the document at the bottom of the page until you receive the success message. End of Procedure pg. 12 3/6/2013

14 Process a Full AR Payment (Deposits Cash Control and Payment Application) Process Full Payment In this tutorial, you will review how to deposit an AR paid in full. The Cash Control e-doc facilitates the entry and tracking of payment information for a particular customer(s), including the form or type of payment, and the amount. The Payment Application e-doc is used when funds are already in the AR module but they have not yet been applied to a specific invoice. Business Rules Only the AR 'processor' can access the Cash Control and Payment Application edocs The Payment Application edoc must be in final status before the AR Lockbox Manager can approve the Cash Control edoc Cash Control - o The payment amount must be greater than zero Payment Application - o More funds cannot be applied to an invoice than are owed to the invoice o The document must fully apply all funds. You must apply the funds to an invoice, to a non-ar, or reapply them to unapplied funds (non-ar and unapplied funds will be covered in the advanced Processors class). Navigation: Main Menu>Transactions>Accounts Receivable>Cash Control pg. 13 3/6/2013

15 Step # Procedure 25. Click the Cash Control link. pg. 14 3/6/2013

16 26. Click in the Description field. 27. Enter 057 Alu Like S Invoice Fall 2012 in the Description field. Note: It is UH s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. The short description entered here appears in the GL Inquiry, Standard Reports, Action List, and Document Search. 28. The Explanation and Organization Document Number fields are optional as they are not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. Click in the Explanation field and enter Payment for S Inv XXXXXX in the Explanation field. 29. The Total Amount field will display based on the amount entered in the Cash Control Details tab. pg. 15 3/6/2013

17 30. Click the hide button on the Document Overview tab. 31. The Processing Org field defaults from your Person profile. 32. The Bank Code field defaults to the University of Hawaii General Account (UHGA). 33. Click the Medium Code drop down list box. 34. Select the Medium code from the drop down list box for your payment scenario. Check/Cash Wire CG Use Only LOC Wire Do not use the CG Use Only - LOC Wire. This will only be used by ORS for Contracts and Grants Billing. For this scenario, select the Check/Cash option. 35. The Invoice Document Type field defaults to Customer Invoice Document option. pg. 16 3/6/2013

18 Do not use the Contracts Grants Invoice Document Type as it will only be used by ORS. 36. Click the hide button on the General Info tab. 37. On the Deposit Reference Info tab, the Reference Number field is required. The options are: Check/Cash Bank Deposit Slip (format = xxxxxx) Wire Treasury assigned number For this example, the Bank Deposit Slip Number will be entered in the Reference Number field, enter in the Reference Number field. 38. The Deposit Date field is required. For this example, enter or select the current date from the calendar icon as the Deposit Date. 39. The Merchant Number field is not used at this time. 40. Click the hide button on the Deposit Reference Info tab. pg. 17 3/6/2013

19 41. On the Cash Control Details tab, the Application Doc # and the Status fields will display once a line has been added. 42. Click in the Customer # field, and make sure that you are using the same Customer # that was used on the Customer Invoice. For this scenario, enter 2361 in the Customer # field. 43. The Medium ID field is optional and can be used for internal references. We highly encourage users to enter the Check # in the Medium ID field (e.g. RCUH# ). Note: The field is alpha numeric and no spaces are allowed Check/Cash Check Number For this example, enter check5437 in the Medium ID field. 44. The Date field is optional. You may enter the deposit date/current date or select the date by clicking the Date calendar icon. pg. 18 3/6/2013

20 For this example, enter or click today s date. 45. Click in the Amount field and enter the payment amount. For this scenario, enter 784 in the Amount field. 46. Click in the Description field, and enter the Invoice #. For this scenario enter Invoice XXXXXX in the Description field. 47. Click the add button in the Actions field. 48. Click the hide button on the Cash Control Details tab. 49. Click the show button on the General Ledger Pending Entries tab to show there are no General Ledger Pending Entries associated with the Transaction Processing document. 50. Click the hide button on the General Ledger Pending Entries tab. pg. 19 3/6/2013

21 51. Click the show button on the Notes/Attachments tab and add any applicable notes and/or attachments. 52. Click the hide button on the Notes/Attachments tab. 53. Click the save button at the bottom of the document. Important Note: It is very important to remember to save the e-doc at this step and NOT submit. Submitting the e-doc at this step will cause updating issues later on when completing the remaining steps of the process. pg. 20 3/6/2013

22 54. Click the reload button. 55. Click the show button on the Cash Control Details tab to access the Payment Application e-doc. pg. 21 3/6/2013

23 Step # Procedure 56. Click the Application Doc # link. pg. 22 3/6/2013

24 57. The tabs on the Application e-doc default with the data from the Cash Control/Invoice document(s). 58. The Description field is required and defaults with Created by Cash Control Document in the field. 59. The Explanation field is optional as it is not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. 60. The Organization Document Number will be populated with the Cash Control document number. 61. Click the hide button on the Document Overview tab. 62. Click the show button on the Control Information tab. pg. 23 3/6/2013

25 63. The following fields were pulled from the Cash Control edoc: The Org Doc # is the related Document Number The Customer is the Customer Number that was inputted in the Cash Control Details tab The Control Total is the Amount inputted in the Cash Control Details tab The Open Amount is a calculated field of what is still outstanding to be applied this amount decreases as funds are applied on the Payment Application edoc The Payment # is the Medium ID that was inputted in the Cash Control Details tab If the information above is correct, skip the next step. 64. If you find that the Customer Number is incorrectly displayed, update the following: On the Cash Control, correct the Customer # for the correct Cash Control pg. 24 3/6/2013

26 Detail line and click the save button. On the Payment Application, click the reload button on the bottom of the document. In the Apply to Invoice Detail tab, correct the Customer field and click the load button. You will see that the Customer will display the correct number in the Customer Information tab. If you find that the amount of the deposit is wrong, update the following: On the Cash Control, delete the pertinent Cash Control Details line which will result in the line disappearing and the Payment Application will be in Cancelled status. Enter in a new line with the correct amount and click save then process the Payment Application as indicated in this manual. 65. Click the hide button on the Control Information tab. 66. Click the show button on the Summary of Applied Funds tab. 67. The amount in the Unapplied Funds Cash Control field is what was entered in the pg. 25 3/6/2013

27 Cash Control Details tab of the Cash Control edoc Note: This amount was credited to the processing organization's clearing account. 68. The amount in the Unapplied Funds Open Amount field is what needs to be applied on this edoc. Note: This amount decreases as funds are applied and must equal zero before submitting the document. 69. The amount in the Unapplied Funds Applied Amount field is what has been applied on this edoc. Note: This amount increases as the Open Amount decreases and must equal to the Cash Control amount before submitting the document 70. The amount in the Unapplied Funds Refund field is what will be refunded to the Customer via Disbursement Voucher (DV) 71. Note: If funds are applied to an invoice, the invoice information will display in the Applied Funds box. 72. Click the hide button on the Summary of Applied Funds tab. 73. Click the show button on the Apply to Invoice Detail tab. pg. 26 3/6/2013

28 74. The Customer field auto populates from the Cash Control document. 75. Invoice Document Type will auto display as 'Customer Invoice Document' Note: Contracts Grants Invoice Document will be used by ORS only 76. The Invoice field displays the first open invoice for the Customer listed. 77. The load button at the bottom of the tab is used if the Customer on the Cash Control is incorrect, if so, correct the Customer on both the Cash Control and the Customer above and then click the 'load' button 78. The Invoices drop-down menu defaults with the Invoice Number. If you would like to apply payment to another Invoice, select the pertinent Invoice from the Invoices drop-down menu and click the "load" button OR click the '<prev' or 'next >' buttons and the invoice details will appear within the tab. 79. Enter the amount to apply in the Apply Amount field by typing in the field, or check the 'Apply Full Amount' check box. pg. 27 3/6/2013

29 Since you are applying the entire amount of the line item for this example, click the Apply Full Amount check box and then click the 'apply' button. 80. Click the submit button. 81. When you clicked the Application Doc # on the Cash Control e-doc the system opened the Application e-doc in a new tab (when using Internet Explorer, or possibly a new window in another browser.) Click the KFS Portal Index tab to return to the original browser tab on the Cash Control page. 82. Click the submit button on the Cash Control e-doc. 83. Cash Control documents get routed to AR Lockbox /Cash Manager for approval. Payment Application documents do not get routed for approval. NOTE: This is the end of applying a full payment using the Processor role. pg. 28 3/6/2013

30 84. This is the beginning of the approving a Cash Control edoc as the AR Lockbox/Cash Manager. Note: If the Processor is also the AR Lockbox/Cash Manager, after the Payment Application edoc has been submitted and is in Final status, click the 'reload' button Click the generate button on the General Ledger Pending Entries field. pg. 29 3/6/2013

31 85. The General Ledger Pending Entries data will display while the document is Enroute and the generate button has been clicked. When the document is fully approved and the transactions are posted to the General Ledger during the nightly batch process, the pending entries will be removed from this tab. 86. Click the approve button at the bottom of the Cash Control page. Please note that the "approve" button will not appear unless the Payment Application is in Final, Disapproved or Processed status. 87. You have successfully completed the Process a Full AR Payment tutorial. End of Procedure pg. 30 3/6/2013

32 Process a Partial AR Payment (Deposits Cash Control and Payment Application) Partial Payment In this tutorial, you will review how to deposit a partial payment of an AR. The Cash Control e-doc facilitates the entry and tracking of payment information for a particular customer(s), including the form or type of payment, and the amount. The Payment Application e-doc is used when funds are already in the AR module but they have not yet been applied to a specific invoice. Business Rules Only the AR 'processor' can access the Cash Control and Payment Application edocs The Payment Application edoc must be in final status before the AR Lockbox Manager can approve the Cash Control edoc Cash Control - o The payment amount must be greater than zero Payment Application - o More funds cannot be applied to an invoice than are owed to the invoice o The document must fully apply all funds. You must apply the funds to an invoice, to a non-ar, or reapply them to unapplied funds (non-ar and unapplied funds will be covered in the advanced Processors class). Navigation: Main Menu>Transactions>Accounts Receivable>Cash Control pg. 31 3/6/2013

33 Step # Procedure 88. Click the Cash Control link. pg. 32 3/6/2013

34 89. Click in the Description field. 90. Enter 057 Creations in Catering S Invoice XXXX in the Description field. Note: It is UH s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. The short description entered here appears in the GL Inquiry, Standard Reports, Action List, and Document Search. 91. The Explanation and Organization Document Number fields are optional as they are not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. Click in the Explanation field and enter Payment for S Invoice XXXX in the Explanation field. 92. The Total Amount field will display based on the amount entered in the Cash Control Details tab. pg. 33 3/6/2013

35 93. Click the hide button on the Document Overview tab. 94. On the General Info tab, the Processing Org field defaults from your Person profile. 95. The Bank Code field defaults to the University of Hawaii General Account (UHGA). 96. Click the Medium Code drop down list box. 97. Select the Medium code from the drop down list box for your payment scenario. Check/Cash Wire CG Use Only LOC Wire Do not use the CG Use Only - LOC Wire. This will only be used by ORS for Contracts and Grants Billing. For this scenario, select the Check/Cash option. 98. The Invoice Document Type field defaults to Customer Invoice Document option. pg. 34 3/6/2013

36 Do not use the Contracts Grants Invoice Document Type as it will only be used by ORS. 99. Click the hide button on the General Info tab On the Deposit Reference Info tab, the Reference Number field is required. The options are: Check/Cash Bank Deposit Slip (format = xxxxxx) Wire Treasury assigned number For this example, the Bank Deposit Slip Number will be entered in the Reference Number field, enter in the Reference Number field The Deposit Date field is required. For this example, enter or select the current date from the calendar icon as the Deposit Date The Merchant Number field is not used at this time Click the hide button on the Deposit Reference Info tab. pg. 35 3/6/2013

37 104. On the Cash Control Details tab, the Application Doc # and the Status fields will display once a line has been added Click in the Customer # field, and make sure that you are using the same Customer # that was used on the Customer Invoice. For this scenario, enter 1930 in the Customer # field The Medium ID field is optional and can be used for internal references. We highly encourage users to enter the Check # in the Medium ID field (e.g. RCUH# ). Note: The field is alpha numeric and no spaces are allowed Check/Cash Check Number For this example, enter check3627 in the Medium ID field The Date field is optional. You may enter the deposit date/current date or select the date by clicking the Date calendar icon. pg. 36 3/6/2013

38 For this example, enter or click today s date Click in the Amount field and enter the payment amount. For this scenario, enter 65 in the Amount field Click in the Description field, and enter the Invoice #. For this scenario enter Invoice XXXX in the Description field Click the add button in the Actions field Click the hide button on the Cash Control Details tab Click the show button on the General Ledger Pending Entries tab to show there are no General Ledger Pending Entries associated with the Transaction Processing document Click the hide button on the General Ledger Pending Entries tab Click the show button on the Notes/Attachments tab and add any applicable notes and/or attachments. pg. 37 3/6/2013

39 115. Click the hide button on the Notes/Attachments tab Click the save button at the bottom of the document. Important Note: It is very important to remember to save the e-doc at this step and NOT submit. Submitting the e-doc at this step will cause updating issues later on when completing the remaining steps of the process. pg. 38 3/6/2013

40 117. Click the reload button Click the show button on the Cash Control Details tab to access the Payment Application e-doc. pg. 39 3/6/2013

41 Step # Procedure 119. Click the Application Doc # link. pg. 40 3/6/2013

42 Step # Procedure 120. The tabs on the Application e-doc default with the data from the Cash Control/Invoice document(s) The Description field is required and defaults with Created by Cash Control Document in the field The Explanation field is optional as it is not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document The Organization Document Number will be populated with the Cash Control document number Click the hide button on the Document Overview tab Click the show button on the Control Information tab. pg. 41 3/6/2013

43 126. The following fields were pulled from the Cash Control edoc: The Org Doc # is the related Document Number The Customer is the Customer Number that was inputted in the Cash Control Details tab The Control Total is the Amount inputted in the Cash Control Details tab The Open Amount is a calculated field of what is still outstanding to be applied this amount decreases as funds are applied on the Payment Application edoc The Payment # is the Medium ID that was inputted in the Cash Control Details tab If the information above is correct, skip the next step If you find that the Customer Number is incorrectly displayed, update the following: On the Cash Control, correct the Customer # for the correct Cash Control pg. 42 3/6/2013

44 Detail line and click the save button. On the Payment Application, click the reload button on the bottom of the document. In the Apply to Invoice Detail tab, correct the Customer field and click the load button. You will see that the Customer will display the correct number in the Customer Information tab. If you find that the amount of the deposit is wrong, update the following: On the Cash Control, delete the pertinent Cash Control Details line which will result in the line disappearing and the Payment Application will be in Cancelled status. Enter in a new line with the correct amount and click save then process the Payment Application as indicated in this manual Click the hide button on the Control Information tab Click the show button on the Summary of Applied Funds tab. pg. 43 3/6/2013

45 130. The amount in the Unapplied Funds Cash Control field is what was entered in the Cash Control Details tab of the Cash Control edoc Note: This amount was credited to the processing organization's clearing account The amount in the Unapplied Funds Open Amount field is what needs to be applied on this edoc. Note: This amount decreases as funds are applied and must equal zero before submitting the document The amount in the Unapplied Funds Applied Amount field is what has been applied on this edoc. Note: This amount increases as the Open Amount decreases and must equal to the Cash Control amount before submitting the document 133. The amount in the Unapplied Funds Refund field is what will be refunded to the Customer via Disbursement Voucher (DV) pg. 44 3/6/2013

46 134. Note: If funds are applied to an invoice, the invoice information will display in the Applied Funds box Click the hide button on the Summary of Applied Funds tab Click the show button on the Apply to Invoice Detail tab The Customer auto populates from the Cash Control document Invoice Document Type will auto display as 'Customer Invoice Document' Note: Contracts Grants Invoice Document will be used by ORS only 139. The Invoice field displays the first open invoice for the Customer listed The load button at the bottom of the tab is used if the Customer on the Cash Control is incorrect, if so, correct the Customer on both the Cash Control and the Customer above and then click the 'load' button 141. The Invoices drop-down menu defaults with the Invoice Number. pg. 45 3/6/2013

47 If you would like to apply payment to another Invoice, select the pertinent Invoice from the Invoices drop-down menu and click the "load" button OR click the '<prev' or 'next >' buttons and the invoice details will appear within the tab Enter the amount to apply in the Apply Amount field by typing in the field, or check the 'Apply Full Amount' check box. Since you are applying a partial amount for this example, enter the payment amount in the Apply Amount field. For this example, enter 65 in the Apply Amount field Click the apply button Click the submit button When you clicked the Application Doc # on the Cash Control e-doc the system opened the Application e-doc in a new tab (when using Internet Explorer, or possibly a new window in another browser.) pg. 46 3/6/2013

48 Click the KFS Portal Index tab to return to the original browser tab on the Cash Control page Click the submit button on the Cash Control e-doc Cash Control documents get routed to AR Lockbox /Cash Manager for approval. Payment Application documents do not get routed for approval. NOTE: This is the end of applying a partial payment using the Processor role. pg. 47 3/6/2013

49 148. This is the beginning of the approving a Cash Control edoc as the AR Lockbox/Cash Manager. Note: If the Processor is also the AR Lockbox/Cash Manager, after the Payment Application edoc has been submitted and is in Final status, click the 'reload' button Click the generate button on the General Ledger Pending Entries field. pg. 48 3/6/2013

50 149. The General Ledger Pending Entries data will display while the document is Enroute and the generate button has been clicked. When the document is fully approved and the transactions are posted to the General Ledger during the nightly batch process, the pending entries will be removed from this tab Click the approve button at the bottom of the Cash Control page. Please note that the "approve" button will not appear unless the Payment Application is in Final, Disapproved or Processed status You have successfully completed the Process a Partial AR Payment tutorial. End of Procedure pg. 49 3/6/2013

51 Process a Full and Partial AR Payment (Deposits Cash Control and Payment Application) Exercise Scenario: You have received one check for payment for two invoices from the same customer. One invoice is for a full payment and the other is for a partial payment. You will process both invoices under one Cash Control and Payment Application using the steps from the previous sections. 1. Using the Invoice # s provided; perform a Custom Document Search for your assigned Invoice numbers to determine the following: Customer Number = Customer Name = Invoice Amount = & Due Date = / / & / / 2. Process the Payment for the Invoices using the above and below data where applicable. Bank Deposit Slip/Reference Number = Check # = Payment Amount = $80.00 Full Payment = $60.00 Partial Payment = $20.00 Tip: When on the Payment Application e-doc you will need to select your Invoice number from the Invoices drop down list, and then click the load button. Next, process the steps to apply the payment for that Invoice. Click the next button to move to another Invoice, and then select the 2 nd Invoice number from the Invoices drop down list, and then click the load button to complete the steps to apply the 2 nd payment for that Invoice. pg. 50 3/6/2013

52 Correct/Reverse an AR Payment Process In this tutorial, you will Correct/Reverse an AR Payment using the Cash Control and Payment Application e-docs. Navigation: Main Menu tab>doc search Main Menu tab>custom Document Searches 152. Click either the Doc Search button or the Cash Controls link If you clicked the Doc Search button click in the Document Type field and enter CTRL document type and press the Tab key on your keyboard to refresh the page. Note: If you clicked the Cash Controls link under the Custom Document Searches area the CTRL document type will already be populated for you. pg. 51 3/6/2013

53 154. Click in the initiator field and enter initiator ID. In this scenario, enter in your login Click the search button Select the return value link for the applicable Cash Control e-doc from the search results list. pg. 52 3/6/2013

54 157. On the Cash Controls Details tab, click the reverse checkbox for each payment line to reverse Scroll to the bottom of the e-doc and click the correction button Note: You will receive a message which reads Successfully created Error Correction Document(s). at the top of the e-doc confirming that an error correction e-doc has been created Click on your action list button. pg. 53 3/6/2013

55 Step # Procedure 161. Click on the Id link for the Application that was reversed. pg. 54 3/6/2013

56 162. On the Document Overview tab, the Description field displays Created by Cash Control Document 163. On the Document Overview tab, click in the Explanation field and enter the reason for the payment reversal. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. Click the hide button on the Document Overview tab. pg. 55 3/6/2013

57 164. On the Control Information tab, verify the details in each of the fields are for the Invoice that was reversed, and that the amount in the Control Total field is negative On the Apply to Invoice Detail tab, verify the amount in the Apply Amount field(s) is negative. Note: Be sure to review data for multiple payments on the application, if applicable. pg. 56 3/6/2013

58 166. On the Notes and Attachments tab, enter any additional notes and/or attachments to further document the payment reversal Scroll to the bottom of the e-doc and click the submit button. Note: The Payment Application e-doc does not route to anyone for approval. This is the end of the Processor role pg. 57 3/6/2013

59 168. This is the beginning of the AR Lockbox/Cash Manager role. Click your action list button Click the Id list item for the Cash Control e-doc that was reversed. pg. 58 3/6/2013

60 170. On the Document Overview tab, the Description field will be populated with Cash Control Correction Document On the Deposit Reference Info tab, enter pertinent data in the Reference Number and Deposit Date fields from the original Cash Control e-doc On the General Info tab, click the generate button Click the approve button. pg. 59 3/6/2013

61 Customer Credit Memo Process In this tutorial, you will Process a Customer Credit Memo. The Customer Credit Memo edoc provides a means for selecting an open Customer Invoice and specifying a quantity and amount to be credited against the open invoice. Business Rules You must have an invoice number against which to apply a credit. When entering data in a credit line, use either the Quantity or Price fields, do not enter data in both. When entering data in a credit line, the number entered in the Quantity or Price field is the number the invoice will be reduced by. The open amount of the invoice being credited must be greater than zero Navigation: Main Menu tab>transactions>accounts Receivable>Customer Credit Memo Step # Procedure 174. Click the Customer Credit Memo link. pg. 60 3/6/2013

62 175. On the Customer Credit Memo Initiation tab, enter in the Customer Invoice edoc Number in the Invoice Reference Number field Click the continue button. pg. 61 3/6/2013

63 177. On the Document Overview tab, click in the Description field, and enter 055 CM Creations in Catering. Note: It is UH s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The Description field has a limit of 40 characters. The short description entered here appears in the GL Inquiry, Standard Reports, Action List, and Document Search The Explanation and Organization Document Number fields are optional as they are not required by UH for this e-doc. The Explanation field is highly recommended to elaborate on the Description or if you want to be more specific on what is being done in the document. Click the hide button on the Document Overview tab. pg. 62 3/6/2013

64 179. On the General tab, the data displayed will be pulled from the Customer Invoice when the Customer Credit Memo e-doc loads. Click the hide button on the General tab. pg. 63 3/6/2013

65 180. On the Items tab, the Invoice Items information will be pulled from the Customer Invoice when the Customer Credit Memo edoc loads. Enter the applicable credit amount in the Amount field. For this example, enter 10 in the Amount field Click the 'recalculate' button for the applicable credit line. Note: The refresh button can be used to clear the data and start again, if necessary Click the submit button 183. End of Procedure pg. 64 3/6/2013

66 Run a Customer Aging Report Process In this tutorial, you will review the process to Run a Customer Aging Report. The Customer Aging Report allows you to view a report that shows how long invoices have been outstanding for a customer. Navigation: Main Menu>Reports>Accounts Receivable>Customer Aging Report 184. Select the Customer Aging Report link from the Reports section of the Main Menu tab. pg. 65 3/6/2013

67 185. The Report Option search parameters default with the Processing Organization radio button selected. If you search using this option you are required to: Enter the Chart Code for the Processing Organization. Enter the Organization Code for the Processing Organization. If you select the Billing Organization radio button you are required to: Enter the Chart Code for the Billing Organization. Enter the Organization Code for the Billing Organization. If you select the Account radio button you are required to: Enter the Chart Code for the Account. Enter the Account Number. Note: If a Report Run Date is not selected, the report will default to the current date. pg. 66 3/6/2013

68 186. For this scenario, select the Processing Organization radio button Click in the Processing/Billing Chart Code field Enter HO in the Processing/Billing Chart Code field Click in the Processing/Billing Organization Code field Enter HO in the Processing/Billing Organization Code field Click the search button. pg. 67 3/6/2013

69 192. Review the search results. The Aging Report displays the Customer Name and Number followed by the buckets with which the receivables are aged. The report also contains a Totals amount row at the end of the search results list. You can drill down on both the Customer Number and Amounts to retrieve the details of the outstanding invoices You have successfully completed the Run a Customer Aging Report tutorial. End of Procedure pg. 68 3/6/2013

70 DEMO: View ethority AR Reports Process In this demo you will review AR Templates and Other AR Reports using ethority (ethority.reports.hawaii.edu). 1. Review Field AR Templates listing under the KFS AR Databooks Click AR Listing for Field link Enter in Control Value for AR Processing Organization: HO - HO Choose Customer Name: CREATIONS IN CATERING click the + icon Click the + icon for the Original Invoice Number: 7275 Click the + icons on all of the Inv Item Number 1-6 you wish to view. Scroll to the right to review the Invoice Attributes 2. Review FMIS-ARS Outstdng AR dtd from (FO# Control Value) 1.Click Converted FMIS-ARS Outstdng AR dtd from link 2.Enter in Control Value 3.Choose CREATIONS IN CATERING, click the (+) 4.Choose KFS AR INV No: 7257, click the (+) 5.Click the (+) icon and expand Item 2. 6.Scroll to the right to review the all related AR transactions pg. 69 3/6/2013