1. Implementing Non-Student Accounts Receivable Carole Wilson UNC Wilmington

2. Session Etiquette Please turn off all cell phones. Please keep side conversations to a minimum. If you must leave during the presentation, please do so as quietly as possible. 2

3. Introduction Determine whether or not Banner Non-Student AR will benefit your university Identify key issues to watch out for when implementing Non-Student AR Learn from our mistakes Learn from our successes Have your financial data in ONE place 3

4. Agenda What is Banner Non-Student AR Why use Banner Non-Student AR How does UNCW use Non-Student AR Who manages Non-Student AR Impacts of using Non-Student AR 4

5. What is Banner Non-Student AR Used to maintain charge and payment information for individual accounts Many features are shared between Banner Student and Banner Finance Supports billing on an individual invoice basis as well as a periodic statement Utilizes cashiering functionality to support online processing of payments Calculation of Interest & Penalty 5

6. Why Use Banner Non-Student AR Better and more efficient tracking of Accounts Receivable –No new FTE –No more spreadsheets System can account for all monies handled by university including what is owed but not paid Interest & Penalty can be charged and tracked Official invoices can be prepared Departments can protect themselves from providing services/merchandise to a customer with an outstanding past due balance Customer information form will reduce possible duplicate entities 6

7. Impacts to UNCW of Using Banner Non-Student AR Must report financials on Cash basis / Banner is on Accrual basis UNCW policy to have all customers also as vendor in case of need for refund payment UNCW organization required separate AR Aging report UNCW maintains minimal campus impact philosophy 7

8. How Did UNCW Set Up Non-Student AR Create Cashier User Profiles - TGAUPRF Create Entity Codes - TTVECAT Create Category Codes - TTVDCAT Create NSAR Clearing Fund and Accounts – FTMFUND, FTMACCT 8

9. How Did UNCW Set Up Non-Student AR Category Codes TTVDCAT 9

10. How Did UNCW Set Up Non-Student AR Create Detail Codes – TFADETC –Term defined as ARTERM by Banner Create Rule Codes - FTMRUCL Customers must also be on FTMVEND Set up Customers on TGACPRF 10

11. How Did UNCW Set Up Non-Student AR Charge Detail Codes - TFADETC 11 103995 = Non Student AR (Contra Rev) 107320 = Rent – Equip (Rev) 103995 = Non Student AR (Contra Rev) 107320 = Rent – Equip (Rev)

12. How Did UNCW Set Up Non-Student AR Payment Detail Codes - TFADETC 12 B00001 = Bank Fund – Cash/Receipts Clearing Bank Acct 299700 = NonStudent AR Fund – Unapplied Cash Acct B00001 = Bank Fund – Cash/Receipts Clearing Bank Acct 299700 = NonStudent AR Fund – Unapplied Cash Acct

13. Who Manages Non-Student AR Departments prepare customer charges and submits to Billing Office Billing Office enters charges and emails invoice to customer Departments and Billing Office work together on past due collections Student Accounts/Cashiering Services handles all student charges whether for learning based activities or not 13

14. Who Manages Non-Student AR DepartmentActivityForm Student AccountsSet up Cashier User Profiles, Entity Codes, Category Codes, Detail Codes TGAUPRF, TTVECAT, TTVDCAT, TGADETC Financial AccountingCreate Clearing Fund and AccountsFTMFUND, FTMACCT Financial SystemsCreate Rule CodesFTMRUCL, FOMRGRC, FOMPRRG Accounts PayableCreate customers as vendorsFTMVEND Billing OfficeSet up customers, Enter charges, Run Application of Payments, Review and Close Cashier Session, Finalize Cashier Session, Perform Aging Analysis, Refund Credit Balance Accounts, Process Penalty & Interest Charges, Produce Invoice/Bill, Enter Billing Message TGACPRF, TFADETL, TGRAPPL, TGACREV, TGACSPV, TGRAGES, TRRRFND, TFRLATE, TFRBILL, TGAMESG Cashier’s OfficeFinalize Cashier SessionTGACSPV Controller’s OfficeEnter paymentsTFADETL 14

15. Impacts to the Campus Finance User FGITRND after Charge of $3000 15 No effect to campus user (Operating Ledger) at this point

16. Impacts to the Campus Finance User FGIBDST after Charge of $3000 16

17. Impacts to the Campus Finance User FGIGLAC after Charge of $3000 17 No effect to campus user (General Ledger) at this point – Claim on Cash or Revenue Control Account

18. Impacts to the Campus Finance User FGITRND after Payment of $2000 18 No effect to campus user (Operating Ledger) at this point

19. Impacts to the Campus Finance User FGIBDST after Payment of $2000 19 No Change until Unbudgeted Trust Feed Outstanding balance of AR

20. Impacts to the Campus Finance User FGIGLAC after Payment of $2000 20 No effect to campus user (General Ledger) at this point – Unbudgeted Trust Feed will add Budget to OL

21. Impacts to the Campus Finance User FGIGLAC after Payment of $2000 – NonStudent AR Fund 21 411000 – Claim on Cash 418910 – Unapplied Cash 411000 – Claim on Cash 418910 – Unapplied Cash

22. Impacts to the Campus Finance User FGIGLAC after Payment of $2000 – Bank Fund 22 411000 – Claim on Cash 41100N – Cash Receipts Bank 411000 – Claim on Cash 41100N – Cash Receipts Bank

23. Summary Not difficult to implement Flowchart everything…forms…responsibilities, accounting… Understand Banner terminology. Invoice vs. Statements Consider any university policies or state mandates that may impact project Step outside the box! 23

24. Questions & Answers Thank You! Carole Wilson wilsonc@uncw.edu 24