Accounts Receivable and Billing (ARB) Presenters: Debbie Talley Financial Operations Sponsored Programs Supervisor of Fund Requests and Collections Mary Byrkit MAIS Financials CPU Application Manager for GL, AR and Billing

2 Agenda Benefits of the PeopleSoft Accounts Receivable and Billing systems ARB key concepts and terminology Walkthrough of month-end ARB reports  See handouts of report samples

3 ARB Benefits Invoices and payments are posted daily to the General Ledger. Reduced billing time improves cash flow. Integration with other M-Pathways modules improves processing and reporting. Revenue is distributed directly to parent and sub Project/Grants based on their expenditures. Managers of sub Project/Grants can directly monitor their Account Receivable activity.

4 ARB Key Concepts & Terms AR/Billing Business Units  SPFED  SPNON Customers  Sponsored: Customer ID = Billing Project ID (e.g., F012234) Invoices (Billing module)  Invoice = Bill Sponsored invoices: 7-digit number (e.g ) Items (Accounts Receivable module)  Item = Invoice Open item converted from legacy to ARB: 6-digit legacy item number

5 ARB Reports Three new reports: SOA AR/BI Detail (new)  Provides invoice detail for the billing journals on the SOA. Statement of Receivables (enhanced)  Shows the open Accounts Receivable items and the transactions (e.g. payments) affecting the balance for those items. Aging Report (new)  Displays the number of days the invoice has been outstanding for open Accounts Receivable items.

6 ARB Reports Navigation in FinODS  Go / Reports / AR Reports  SOA AR/BI Detail is also accessible the via GL Reports menu. The reports can be run by Project/Grant or Fund/Department/Program See separate handout with sample reports

7 Statement of Activity (SOA) Standalone Project/Grant Example The BI Journal ID Mask identifies billing journals in the ARB systems. B A

8 AR/Billing Detail Report Standalone Project/Grant Example A B The billing detail is displayed in the same order as on the SOA. The Journal Total matches the Amount of the journal line on the SOA.

9 Statement of Receivables Standalone Project/Grant Example 1. For a stand-alone P/G, the Main P/G equals the P/G in the report header. 2. This report is run with an Account Receivables Business Unit Customer ID is the billing Project/Grant ID. The Customer Name is the Sponsor Entry type = transaction type. Other values include Credit Memo and Write Off. Converted legacy items have an Entry Type of Invoice Conversion. (See report samples for additional examples).

10 Statement of Receivables Standalone Project/Grant Example 5. Item ID = the Invoice ID on the AR/BI Detail report Subtotals for the report Project/Grant. 7.Totals for all Project/Grants billed for the Item ID. For a stand-alone P/G, this total equals the subtotal for the report P/G.

11 Aging Report Standalone Project/Grant Example 2. Total remaining amount of the open Accounts Receivable (AR) Item for all associated P/Gs. 3. The amount due for the report P/G on the open AR Item. 1. The As of Date and Due Date determine the age of the open AR Item

12 Statement of Receivables Parent Project/Grant example 1. For a parent Project/Grant, the Main P/G equals the P/G in the report header. 2. Subtotals for the report Project/Grant (i.e., Parent P/G). 3. Totals for all Project/Grants billed for the Item ID. This includes any sub-P/Gs

13 Statement of Receivables Sub-Project/Grant example 1. For a sub-Project/Grant (i.e., the report P/G), the Main P/G is the parent P/G. 2. Subtotals for the report Project/Grant (based on expenditures). 3. Totals for all Project/Grants billed for the Item ID. This includes the Parent P/G and other sub-Project/Grants for that parent