THE BENEFITS OF HRS INSURANCE PROCESSING

THE BENEFITS OF HRS INSURANCE PROCESSING
DAN BIELSKI

ARS Standard Items-SMSTD01A.FMX
Employer pays the entire insurance cost: Benefit (one Standard Item) Employee/Retiree and Employer split the insurance cost: Benefit & Deduction (two Standard Items) Employee/Retiree pays the entire insurance cost: Deduction (one Standard Item)

Chart of Accounts-FMACT02A.FMX

Deduction/Benefit Master-HMDED02A.FMX
Enter a deduction for retiree paid portion of insurance premium Assign A/R Standard Item Retiree paid only

Enter a benefit for employer paid portion of insurance premium Assign A/R Standard Item Employer paid only

Retiree paid portion of splitting the cost

Employer paid portion of splitting the cost

Insurance Plans and Coverage-HMBEN05A.FMX

Employee Insurance Coverage-HEINS01A.FMX

HRS Insurance Processing – Create A/R Invoices-HIPAR01A.FMX
Create A/R invoices for employee insurance coverage billed to an employee or former employee such as COBRA; Retirees; and LOA

Employee Insurance Coverage-HEINS01A.FMX
Filters used to select invoices when running HRS Insurance Processing – Create A/R Invoices-HIPAR01A.FMX

Filters used to select records: Plan Year – insurance coverage for the year selected; required Effective Date – date used to select which active insurance coverage records to process; required Billing Type – COBRA; Retirees; LOA; linked to the Billing Type in Employee Insurance Coverage-HEINS01A.FMX; initially defaults to All Billing Cycle – Billing Cycle Master LOV; linked to the Cycle in Employee Insurance Coverage-HEINS01A.FMX Benefit Type – linked to Employee Insurance Coverage-HEINS01A.FMX; initially defaults to All Benefit Grouping – linked to Employee Insurance Coverage-HEINS01A.FMX; initially defaults to All Note…the A/R checkbox must be selected in Employee Insurance Coverage- HEINS01A.FMX for an employee to be included in the invoice process

Invoice Date – date of the invoice; required when creating invoices Reference No – optional used for descriptive purposes Header Code – displayed on the invoice; optional Footer Code – displayed on the invoice; optional A/R Invoice Verification (button) – launches the Employee Insurance – A/R Invoice Verification process and report (HEINV01A.REP); and Error Report-SMERR01A.REP if there are errors Create Invoices (button) – launches batch master and passes batch #; batch year; etc. to Create Invoice Process; the Invoice Edit List-FREDT01A.REP; and Error Report-SMERR01A.REP if there are errors Invoice Edit List (button) – launch the Invoice Edit List-FREDT01A.REP Error Report (button) – launch the Error Report-SMERR01A.REP HRS Insurance Setup (button) – HRS Insurance Processing Setup- HIPSU01A.FMX

Select A/R Invoice Verification to validate employee insurance coverage records selected for invoicing Verification report automatically launched; error report launched (if errors)

A/R Invoice Verification Report-HIPAR01A.REP

Select Create Invoices to generate A/R invoices

Batch Master-FMBTH01A.FMX
The Create Invoices button launches the Batch Master- FMBTH01A.FMX; used to add a batch for the invoices

The Create Invoices button verifies the employee insurance coverage information and then generates A/R invoices for each customer selected. Automatically launches Error Report-SMERR01A.REP if there are errors; and Invoice Edit List-FREDT01A.REP

Invoice Edit List-FREDT01A.REP

Select Invoice Edit List to launch Invoice Edit List-FREDT01A.REP

A pre-filled run time parameter form auto displays

Error Report-SMERR01A.REP
Select Error Report

Error Report-SMERR01A.REP – Example
Error Report-SMERR01A.REP will auto generate when you click A/R Invoice Verification and Create Invoices (buttons) if there are errors If you accidently close out of the error report that auto generated you may click the Error Report (button) to regenerate it

Accounts Receivable Entry-FRENT01A.FMX
A/R entries generated can be reviewed Each employee insurance coverage invoiced will include invoice entries for both the retiree paid and employer paid portions

Accounts Receivable Entry-FRENT01A.FMX

Invoice Edit List Report-FREDT01A.REP
Ran this report due to accessing Accounts Receivable Entry-FRENT01A.FMX in order to print invoices (resets a flag)

Invoice Edit List Report-FREDT01A.REP

Print Invoices Report-FRPRT01S.REP

Used to print all or specific invoices Prerequisite: you must define the AR bank in Bank Master- SMBNK01A.FMX that includes a mailing name and address used to print A/R invoices Header & Footer – leave blank if Header Code and Footer Code were populated on Create A/R Invoices-HIPAR01A.FMX

A/R Print Invoices File For Capture-FRCNT01S.FMX

Journals Inquiry-FJINQ01S.FMX
Used to display A/R invoice transactions

Post A/R Invoices-FRPST01A.FMX
Used to post A/R invoice transactions to the adjusting journals

Result of Posting the A/R Invoices
Amount Paid is empty and Amount Cancel is .00 when an invoice is NOT yet posted.

Result of Posting the A/R Invoices
The Payments tab below the header record is empty when an invoice is NOT yet posted.

Print Activity Journal-FJATV01A.REP
Used to verify G/L entries by batch

A/R Invoice Maintenance-FRENT02A.FMX
Used to modify an invoice after Post A/R Invoices- FRENT02A.FMX is run Used to change the credit or debit accounts; unit price; or cancel the remaining amount on an item

A/R Invoice Maintenance-FRENT02A.FMX

A/R Invoice Receiving-FRENT03A.FMX
Used to record payments received from retirees for outstanding invoices; N/A for ACH Note…you must post an invoice before you can enter an invoice payment

Initially accessed the invoice.

Manually keyed in the Check field; and pressed the “Recv” button. Invoice Total; Total Received; Amount Paid; and Amount Cancel then auto filled with Saved the record.

Manually keyed in the Check field; and pressed the “Recv” button. Invoice Total; Total Received; Amount Paid; and Amount Cancel then auto filled with 32.19 Saved the record.

Initially accessed the invoice. Did not make any manual changes.

Invoice Receiving Edit List-FREDT02A.REP
Used to review payments not yet posted

Note…transactions are not available to print or post until the edit report is run

Post Invoice Payments-FRPST02A.FMX
Used to post A/R invoice payments received to the adjusting journals Note…a batch is not available for posting until an Invoice Receiving Edit List–FREDT02A.REP for the batch is run and is error free

Customer Inquiry-FCINQ01A.FMX
Used to view open invoice activity; invoice account distribution Drill down capability on certain fields; using the tool tip feature

Customer Inquiry-FCINQ01A.FMX (Detail/Payments)

HRS Insurance Processing – Create A/R Invoices-HIPAR01A.FMX >>> Spreadsheet Ready A/R Invoice Verification Report-HIPAR01A.REP These two reports will always display using paper layout (neither is spreadsheet ready): Verify A/R Invoices Error Messages-SMERR01A.REP Invoice Edit List-FREDT01A.REP

A/R Processing Resource Information

Processing A/P Checks

Direct Payment Entry-FPENT06A.FMX
Used to make payments when there is not an associated purchase order. Create a batch

Direct Payment Entry-FPENT06A.FMX

Direct Payment Entry-FPENT06A.FMX Account No & Cash Account No

Payment Request Edit-FPEDT01B.REP

Post Payments-FPPST01A.FMX
Used to post transactions to the general ledger

A/P Check Print-FPCHK10S.REP
Used to generate A/P checks for all payments in a batch or batches

A/P Check Print-FPCHK10S.REP

Post A/P Check Print-FPPST02A.FMX
After checks are printed used to post the A/P check print

Payment Processing Resource Information

End of HRS Insurance Processing

HRS Insurance Processing Accounting

Retiree Pays For The Benefit fas. ar_invoice_detail
Retiree Pays For The Benefit fas.ar_invoice_detail.district_paid_flag=N (retiree portion) Accounting EXAMPLE ARS Standard Items-SMSTD01A.FMX (Debit Account – A/R Type 12 or 13) ARS Standard Items-SMSTD01A.FMX (Credit Account – A/P Type 21) X X X X Control Accounts-FMACT07A.FMX (Cash – Type 11) Control Accounts-FMACT07A.FMX (A/P Control – Type 21) X X X X Post A/R Invoices-FRPST01A.FMX Post Invoice Payments-FRPST02A.FMX Post Payments-FPPST01A.FMX Post A/P Check Print-FPPST02A.FMX

Employer Pays For The Benefit fas. ar_invoice_detail
Employer Pays For The Benefit fas.ar_invoice_detail.district_paid_flag=Y (employer portion) Accounting EXAMPLE ARS Standard Items-SMSTD01A.FMX (Debit Account – Expense Type 91) ARS Standard Items-SMSTD01A.FMX (Credit Account – A/P Type 21) X X X Control Accounts-FMACT07A.FMX (Cash – Type 11) Control Accounts-FMACT07A.FMX (A/P Control – Type 21) X X X Post A/R Invoices-FRPST01A.FMX Post Payments-FPPST01A.FMX Post A/P Check Print-FPPST02A.FMX

Post A/R Invoices-FRPST01A.FMX Post Invoice Payments-FRPST02A.FMX
Retiree/Employer Split The Cost Of The Benefit fas.ar_invoice_detail.district_paid_flag=N (retiree portion) fas.ar_invoice_detail.district_paid_flag=Y (employer portion) Accounting EXAMPLE ARS Standard Items-SMSTD01A.FMX (Debit Account – A/R Type 12 or 13) ARS Standard Items-SMSTD01A.FMX (Debit Account – Expense Type 91) Standard Items-SMSTD01A.FMX (Credit Account – A/P Type 21) X X X* X X X* X* Control Accounts-FMACT07A.FMX (Cash – Type 11) Control Accounts-FMACT07A.FMX (A/P Control – Type 21) X X X X X* X* X* Post A/R Invoices-FRPST01A.FMX Post Invoice Payments-FRPST02A.FMX Post Payments-FPPST01A.FMX Post A/P Check Print-FPPST02A.FMX * = Employer Paid

End of Accounting

Creating an ACH Customer File

ACH file processing: HRS Insurance Processing – Create A/R Invoices- HIPAR01A.FMX A/R Invoice Verification Report-HIPAR01A.REP (button) Invoice Edit List-FREDT01A.REP and error/log report (buttons) Print Invoices Report-FRPRT01S.REP Post A/R Invoices-FRPST01A.FMX Create ACH Customer File-FRACH01A.FMX Invoice Receiving Edit List-FREDT02A.REP Post Invoice Payments-FRPST02A.FMX

HRS Insurance Processing – Create A/R Invoices-HIPAR01A.FMX A/R Invoice Verification Report-HIPAR01A.REP (button) Invoice Edit List-FREDT01A.REP and error/log report (buttons)

Create ACH Customer File-FRACH01A.FMX
You must create a batch

Create the ACH transactions in a file that is transmitted to the bank to withdraw payment (Transaction Type: 27 – Checking and 37 – Savings)

Batch Year – 2-digit batch year (read only) Batch No – batch created for the ACH file process (read only) File Name – enter the full path where the (txt) file will be stored. Click the Folder icon to select the path for the saved file Effective Entry Date – enter the file creation date. This date must be later than or equal to the Transmission Date (current date/time) Bank Number – this is the bank that will receive the ACH file Invoice Batch Ranges to Include – the batch or range of batch numbers that contain ARS payments to be processed

ACH Customer Payment Transmittal Record-FRACH01A.REP

Sample: ACH Transmittal File

Customer Master-FMCST01A.FMX

N/A for ACH

Note…transactions are not available to print or post until the edit report is run

Post Invoice Payments-FRPST02A.FMX
Used to post A/R invoice payments received to the adjusting journals Note…a batch is not available for posting until an Invoice Receiving Edit List–FREDT02A.REP for the batch is run and is error free

End of Creating an ACH Customer File

HRS Insurance Processing Resource Information

Additional Training If you are interested in other Alio WebEx group training sessions, you can view a list of sessions currently available at: If you prefer one-on-one training, please contact your Alio support provider directly for cost and scheduling information.

THE BENEFITS OF HRS INSURANCE PROCESSING

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THE BENEFITS OF HRS INSURANCE PROCESSING

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