1. Statewide Financial System Program 1 AR 215 Creating and Maintaining Receivables AR 215 Creating and Maintaining Receivables Welcome

2. Statewide Financial System Program 2 Refrain from side conversations Obey building safety rules and regulations Silence cell phones, PDAs, refrain from checking email Ask Questions Take breaks as needed Ground Rules

3. Statewide Financial System Program 3 Learning Objectives After completing this course you should be able to:  Enter receivables.  Maintain item information.  Manage pending items.  Manage customer interactions.  Inquire on receivables.  Manage credit and collections.  Explain the scope of SFS AR training.  Locate additional training materials, job aids, and other useful Information.

4. Statewide Financial System Program 4 Training Methodology  Training Steps  Tell Me – Facts, Concepts, Terms, Definitions  Show Me – Relevant Demonstrations of Process Steps  Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment  Help Me – Facilitator Support  Training Materials  Course Presentation  UPK Simulations  User Guide and Job Aids

5. Statewide Financial System Program 5 Agenda  SFS AR Terms and Concepts  Entering Receivables  Maintaining Item Information  Managing Pending Items  Managing Customer Interactions  Inquiring on Receivables  Managing Credit and Collections  SFS AR / BI Learning Path and Resources

6. Statewide Financial System Program 6 In this lesson, you should learn:  Key SFS AR terms and concepts.  Key SFS AR process changes.  SFS AR ChartField overview. SFS AR Terms and Concepts

7. Statewide Financial System Program 7 Term / ConceptDefinition Item A receivable, invoice, payment, credit memo, or debit memo. Pending item Item in receivables not yet posted by AR Update. Group One or more pending items that will be processed together in SFS. All items in AR post as part of a group. Receivable Amount due from a customer. Deposit Method of recording the receipt of payment for goods sold or services provided. Overdue charge A fine or late charge applied to a customer’s outstanding item. Previously called past due/late charge. Key Terms and Concepts SFS AR Terms and Concepts

8. Statewide Financial System Program 8 Process Changes SFS AR Terms and Concepts Old ProcessNew Process Agencies maintain their own systems to track aging and open receivable balances. Agencies can view receivable balances, including aging, in the SFS based on entry of billing and customer payments. Billing is optional, but recording receivables in the SFS is required. Agencies primarily manage segregation of duties and control for Accounts Receivable through business process. Agencies manage approvals for Accounts Receivable in the SFS based on segregation of duties via the preparer and approver roles. The current policy for "Performing Collection" is not consistently applied across programs and revenue sources. The SFS supports collection processing. Agencies have the opportunity to develop specific policies and procedures.

9. Statewide Financial System Program 9 SFS AR Terms and Concepts  At the transactional level, the SFS Chart of Accounts is comprised of two elements:  General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.  ChartFields – Codes used to categorize financial and budget transactions. Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code). Agency-specific ChartFields include Operating Unit and Product.  The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.  More details about the SFS Chart of Accounts may be obtained at:  http://www.sfs.ny.gov/programElements/coaMaterials.htm

10. Statewide Financial System Program 10 Introduction to SFS AR In this lesson, you should learn:  How receivables work in SFS.

11. Statewide Financial System Program 11 Introduction to SFS AR Key Points  The AR module covers all activities related to processing receivables and revenue receipts.  Receivables are liquid assets that are created as a result of a sale of product or services to a customer on account.  Agencies often sell goods or provide services to their customers for a promise from the customer to pay in the future.  These transactions are called credit sales or sales on account.  The promise to pay in the future is a receivable.  Receivables are usually short-term assets that are turned into cash within 30 to 90 days from the date of the sales transaction.

12. Statewide Financial System Program 12 Entering Receivables In this lesson, you should learn:  How to enter receivables.

13. Statewide Financial System Program 13 Entering Receivables Key Points:  Item entry is the process of entering invoices, debit memos, and credit memos into AR to create pending items.  Items from external sources will also be created in AR.  Items may originate from the SFS Billing module, or from external sources when agencies use existing systems to manage their billing.  These items will be imported into SFS and set to auto-post. No action is required for these items unless errors occur during the import or posting processes.  After all of the items in a group have been entered and set to post, the Receivable Update process (ARUPDATE) must run. This process is also known as posting.  Posting updates customer balances and creates accounting entries automatically.

14. Statewide Financial System Program 14 Entering Receivables Transactions  Entering pending items and pending item groups  Setting pending items and pending item groups to post  Viewing pending items

15. Statewide Financial System Program 15 Learning Exercise Entering Pending Items You have been asked to enter pending items for two customers. You must enter the items and then view the pending items using the All Items inquiry.  You will create a new pending item group, and add two pending items. You then will review the group that you created. 20 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

16. Statewide Financial System Program 16 Maintaining Item Information In this lesson, you should learn:  How to maintain item Information.

17. Statewide Financial System Program 17 Maintaining Item Information Transactions  Changing item information  Using transfer worksheets  Creating a transfer worksheet  Finalizing a transfer worksheet  Using maintenance worksheets  Creating a maintenance worksheet  Finalizing a transfer worksheet

18. Statewide Financial System Program 18 Managing Pending Items In this lesson, you should learn:  How to manage pending items.

19. Statewide Financial System Program 19 Managing Pending Items Transactions  Viewing groups not set to post  Reviewing posting results  Correcting posting errors  Unposting groups  Working with items from an external source

20. Statewide Financial System Program 20 Learning Exercise Viewing groups not set to post You are an Agency Receivables Approver. You need to find any pending item groups not set to post, review the group and items, and set the group to post.  You will search for the pending item groups that are not set to post, review one group, and set it to post. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

21. Statewide Financial System Program 21 Managing Customer Interactions In this lesson, you should learn:  How to manage customer interactions / conversations

22. Statewide Financial System Program 22 Transactions  Creating a conversation  Managing customer conversations Managing Customer Interactions

23. Statewide Financial System Program 23 Inquiring on Receivables In this lesson, you should learn:  How to inquire on receivables.

24. Statewide Financial System Program 24 Inquiring on Receivables Transactions  Viewing any item group  Viewing all item details in a group  Viewing item activity from a group  Viewing item activity from a payment  Using the Item List  Reviewing receivables activity  Viewing customer payments  Viewing unit activities

25. Statewide Financial System Program 25 Learning Exercise Using the Item List You need to view all open items for a customer. You would also like to see just the items that are past due. Lastly, you want to check if any conversations have been assigned to items.  You will use the Item List to perform all of these activities. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

26. Statewide Financial System Program 26 Credit and Collections Management In this lesson, you should learn:  How to manage credit and collections to customer accounts.

27. Statewide Financial System Program 27 Credit and Collections Management Key Points  Credit management is the process of analyzing customer accounts and history.  Credit management lets you manage the collection of accounts receivable.  Collections is the process of recovering amounts owed to an agency by its customers.

28. Statewide Financial System Program 28 Credit and Collections Management Transactions  Viewing customer history  Inquiring on account overview  Inquiring on account profile  Processing collections

29. Statewide Financial System Program 29 Learning Exercise Inquiring on account overview You want to see an overall view of a customer’s balances, including open items, items in dispute or collection, and balances by aging buckets.  You must perform an account overview inquiry. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

30. Statewide Financial System Program 30 SFS AR / BI Learning Path and Resources SFS AR and Billing Training Structure AR / BI 101 Introduction to SFS Accounts Receivable and Billing AR 205 Creating and Maintaining SFS AR / BI Customers BI 210 Creating and Processing Billing BI 305 Billing Processes for Managers AR 215 Creating and Maintaining Receivables AR 220 Creating and Maintaining Deposits AR 310 Creating and Maintaining Receivables for Managers AR 315 Creating and Maintaining Deposits for Advanced Users

31. Statewide Financial System Program 31 Training Materials Location and Class Preparation SFS AR / BI Learning Path and Resources Location ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=123:trainer-materials&catid=83:training-toolkit&Itemid=667 All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=127:training-courses&catid=83:training-toolkit&Itemid=662 Job Aids and Reference Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=124:job-aids-and-reference-materials&catid=83:training- toolkit&Itemid=668 Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=116&Itemid=661

32. Statewide Financial System Program 32 Summary Having completed this course, you should now be able to:  Enter receivables manually.  Work with pending items.  View and inquire on receivables.  Maintain item information.  Process and run aging requests.  Manage credit, collections, and exceptions.  Explain the scope of SFS AR / BI training.  Locate additional training materials, job aids, and other useful Information.

33. Statewide Financial System Program 33 Thank you for your participation! Conclusion

34. Statewide Financial System Program 34 Slides for Agency Use (Arial, Font 36) Agency specific Heading (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

35. Statewide Financial System Program 35 Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) In this lesson you should learn: (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

36. Statewide Financial System Program 36 Slides for Agency Use (Type Topic here) Term / ConceptDefinition Term / Concept name (Arial Font 18) Definition of Term / Concept (Arial Font 16) Agency Specific Key Terms and Concepts (Arial Font 24)