INDIANA UNIVERSITY FIS Non-student (External) Accounts Receivable System

NON-STUDENT FIS A/R What it does: Integral part of FIS –Accounting entries are system generated Non-Student Receivables—not Bursar –Billing to external customers by departments –Not for internal use (IB or SB) (IUF ext) Payments received via lockbox –No need to handle payments

NON-STUDENT FIS A/R Accounting entries system generated –Invoice records Revenue, sets up A/R (8118) –Payment received via lockbox, A/R is relieved cash deposited to billing organization –Account/Object code defaults within AR system. –Changes approved by CA (Central Admin)

NON-STUDENT FIS A/R A/R Processing –Billing Org generates & mails invoice –“Remit to” address with tear strip is provided with invoice –Customer mails payment with strip to lockbox. –Bank transmits funds to appropriate clearing account sends paperwork to processing org. –Processing org applies funds to invoice or allocates to an account.

NON-STUDENT FIS A/R Billing Org –Each department that bills external customers: Print and mail invoices Monthly analysis of receivables Responsible for collection of invoices Responsible for write–off of uncollectible invoices

NON-STUDENT FIS A/R Processing Org – covers many billing orgs –One for each lockbox using the AR system –Centralized location for receipts –Apply payments –Each processing org has a clearing account –Set up new billing orgs –Resolve problems –Reconcile clearing account –Central Administration Bloomington approves Customers & new addresses

NON-STUDENT FIS A/R A/R DOCUMENTS –Application (APP)—Proc Org –Cash Control (CTRL)—Proc Org –Credit Memo (CRM)—Billing or Proc Org –Customer (CUS)—Billing or Proc Org –Invoice (INV)—Billing or Proc Org

NON-STUDENT FIS A/R Customer Document (CUS) –Create new customer (Billing or Proc Org) –Add new address (Billing or Proc Org) –Modify an existing customer (Proc Org only) –Change an address (Proc Org only) Routes for approval thru central administration Standard rules for customer names

NON-STUDENT FIS A/R

Invoice (INV) –Bill for services or product Account Object code Sales tax (system does not calculate) Shipping & handling Discounts

NON-STUDENT FIS A/R

Cash Control Document (CTRL) –Generated by bank if check matched to invoice –Links deposit of funds in lockbox to App doc –Routes to proper processing org –CTRL Does not create any general ledger entries –Works with various payment types: CashWire Credit CardCheck

NON-STUDENT FIS A/R

Application Document (APP) –Apply funds to invoice(s) 8000xxx.xx –8118xxx.xx –Move unapplied funds –Designate funds as non-A/R

NON-STUDENT FIS A/R Credit Memo (CRM) –Apply to specific invoice –Apply to a customer –Write-off uncollectible invoice/amount Bad debt

Contacts on the Bloomington Campus Accounts Receivable Director –Anna Jensen Accounts Receivable Supervisor –Kathy Cochard Accounts Receivable Coordinator –Martha Barnhill Contracts & Grants AR Contact –Tereasa West