Accounts Receivable and Deposits Health Science Center Office of Finance & Administration Paula H. Cadena (979)

 Explain basic Accounts Receivable process at HSC  Review screens utilized for Accounts Receivable inquiry  Explain basic deposits process at HSC  Review System Policy regarding cash handling 2

 There are two customer set up forms on the web site ◦ TAMUS Components and Employee Customers ◦ Non-TAMUS Components and Customers—need customer signature  Required information for customer setup: ◦ Customer Name ◦ Billing Address ◦ Telephone Number ◦ Billing Account (revenue account) 3

 Customer Types ◦ CP—Corporation; IN—Individual; NP—Non-Profit; OG—Other Government; PT—Other TAMUS System Part; RF—Research Foundation  You may check screen 603 in FAMIS to verify if a customer has been established  completed set up form to or drop into laser fiche (9.0 In-Boxes; A/R & Deposits) 4

 Complete Accounts Receivable Setup Form and to me or drop into laser fiche (9.0 In- Boxes; A/R & Deposits)  Revenue codes can be found on screen 806 in FAMIS  You will mail your standard invoices to your customers; please number with the invoice number sequence provided; invoice number on bill and in FAMIS should be the same  The invoice that is sent to the customer and the invoice that is set up in FAMIS should be for the same amount 5

 Please instruct customer to send payments to: Texas A&M Health Science Center, 200 Technology Way, Suite 2079, College Station, TX

 Complete Accounts Receivable Adjustment Form  Key point to remember: ◦ “C” to reduce invoice amount ◦ “D” to increase invoice amount  completed form to me or drop into laser fiche (9.0 In-Boxes; A/R & Deposits) 7

 Monthly Aged Accounts Receivable report ◦ Scanned and sent to departments via ◦ Send collection status on any accounts receivable 90 days past due to me  Past due letters ◦ Generated by FAMIS based on the “Sale Date” ◦ Sent to departments via campus mail for you to distribute as you deem appropriate 8

 M60 – A/R Menu Screen  * Inquiry * ◦ 602 Customer Name Search ◦ 605 Customer System Information ◦ 632 Invoices by Customer ◦ 633 Invoices by Billing Department ◦ 634 Invoice Line Items by Account ◦ 635 Invoice Display ◦ 636 Invoice Line Item Display ◦ 637 Invoices by Invoice Number ◦ 638 Invoices by SPR Project 9

 What is an accounts receivable?  Should all invoices be set up as a receivable in FAMIS?  When should departments notify Finance & Administration about a receivable?  How should receivables be tracked by departments?  Should departments create their own invoices? 10

 Should departments send a copy of the invoice to Finance & Administration when they send the original to the vendor?  When making a deposit related to a receivable, what kind of documentation does Finance & Administration need to match that deposit to an invoice in FAMIS? 11

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 3 Types ◦ A/R Payments ◦ Sales - Non-A/R Payments ◦ Refund of Expense  Regardless of deposit type, complete Receipt for Cash Sales for all incoming monies ◦ If payment of A/R invoice, write invoice number on Receipt for Cash Sales. This information will be used to apply payment in FAMIS to the outstanding invoice. 13

14  Sales—Non A/R Payments ◦ Complete Receipt for Cash Sales and Interdepartmental Transfer or Cash Deposit  Refund of Expense (“DFE”) ◦ Complete Receipt for Cash Sales and send with check to Jenny Caddel in Accounts Payable ◦ Write voucher number on receipt or check stub so that Jenny will know how to research and post the refund ◦ You can also attach a screen print of 168 to identify the voucher related to the refund

15  IDT—Interdepartmental Transfers  IDTs are not allowed on: ◦ 137XXX ◦ 183XXX ◦ 184XXX ◦ 185XXX ◦ 23XXXX ◦ XXXXX ◦ 4XXXXX  You will be able to check the posting of the A/R payments in FAMIS via the inquiry screens or when you get your Aged A/R report

16  System Policy  Key items: ◦ Official receipt must be written for each remittance ◦ You will want to document when your deposit is delivered to the bank ◦ All deposits are to be made daily. ◦ Deposits must be made whenever the amount on hand reaches $ and at least every three business days ◦ Immediately upon receipt, checks must be restrictively endorsed “For Deposit Only”

◦ If a deposit of cash will take you over $2, for the day, you must send your customer to 200 Technology Way, Suite 2079, to make the payment. ◦ pdf pdf 17

 Step 1: Total the currency, coins and check amounts ◦ Detailed instructions can be found at “How do I prepare a Deposit” file on Accounts Receivable website 18

 Step 2:Batching & bagging the deposit ◦ Place currency and bank deposit slip (original – white copy) on top of banded checks & rubber band the entire package. ◦ The other two slips (pink and yellow copy) should be retained for the department’s records ◦ Place the deposit in the plastic tamper-proof bag and fill out below information on the bag:  To: Wells Fargo  From: Department Name  Amount: Total Deposit  Write the date from the deposit slip on the bag 19

 Step 3: Send deposit bag to Wells Fargo ◦ Wells Fargo locations at College Station/Bryan area:  -321 University Drive, College Station  Rock Prairie Road, College Station  -200 Southwest Pkwy E, College Station  Briarcrest Drive, Bryan  -501 N. Harvey Mitchell Parkway, Bryan 20

 Step 4: Scan the deposit documentation and drop into Laserfiche folder ◦ Scan the backup in the order of  Deposit Slip  IDT/Cash Deposit Form  Receipt for Cash Sales ◦ Please name your file as follows: DEPT xxxx (Dept. 4-digit code) DEPOSIT mm/dd/yy. (e.g. DEPT 4100 DEPOSIT 09/29/10) ◦ Drop file into LF Folder: TAMHSC\9.0 In- Boxes\A/R & Deposits 21

 Step 4: Scan the deposit documentation and drop into Laserfiche folder (cont’d) ◦ If you have more than one IDT/Cash deposit form for your deposit, be sure to scan the corresponding Receipts for Cash Sales after each IDT/Cash Deposit. ◦ For A/R Payments deposit, you will only have a Receipt for Cash Sales with the invoice number notated on it. ◦ You should keep a copy of the deposit file until the monthly reconciliation of your account has been performed. 22

 Refund of Expense (“DFE” – Deduction from Expense) ◦ Money received for refund of prior expense that was paid through voucher ◦ Complete Receipt for Cash Sales ◦ Write voucher number on receipt or check stub ◦ Attach copy of screen 168 ◦ Attach cash/checks with Receipt and send to F&A Jenny Caddel (Accounts Payable). AP must have the actual check in order to process the DFE. 23

24 Receipt needs to be signed Customer address needs to be entered

25 Customer address needs to be entered Receipt needs to be signed

26 Enter Cash Sales Receipt # here Check FAMIS screen 806 for appropriate sub- code Scan White copy of IDT, and keep Yellow copy as your record

 Cindy Quarles, Financial Accountant III (979)  Paula H. Cadena, Assistant Financial Manager (979)

 Any questions? 28