User Manual - Unrestricted Accounting
Contents
1. mE yy lt THE UNIVERSITY OF NEW MEXICO Non Student Accounts Receivable Non Student A R Main Campus USER MANUAL Version 2 0 Updated 8 25 15 Contact Information Unrestricted Accounting Main Campus MSC 01 1260 Fax 277 7662 STAFF Karen Diaz Fiscal Services Tech Ph 277 2055 kdiazO1 unm edu Justin Walters Supervisor of Fiscal Services Ph 277 0057 jwalters unm edu Doug Nelson Accounting Manager Ph 277 0156 denelson unm edu Version 2 0 Page 1 of 27 Non Student Accounts Receivable User Manual Heading Page Non Student Accounts Receivable Overview 0 cescesccesecesseeceseceseeeseeeeseecnaeceseeesneesseesaecnseesaes 3 Banner TerininGlo gy rosies niii tipan a a n E A E E EE E E A E E 3 Basic Process OVervi eW ai Rae e a E E A aaa E E E aay 5 Invoicing Aging Reports and the Collection Process esssseesessesesesressessresreesersresreeseeseesressee 5 Adding New Customers iures snini inaenea a EAE EES TEE AAE NS ke TEAT pE aE E 6 Adding New Detall Codes Ai eein rere ei e e etae s eSa SE EES E E eave 6 Monthly Deadlines ars sarenmirsoenii ana n e a ean BAG i 7 Procedures for Entering New Customer Charges esseeeseseeseesereseereesetsesereseesresereseesseseresressesees 8 Identity the Customer Number ienie auc costes cscansipaun cased deansca e a a ES 8 Select Proper Detail Code si ccesssivsccccssssteeiascayaidusseacsanncieasasejanedusnnscdeeshsvedeaavesuageantenedde2. Step 8 Exit Screen Tools Help BiQ2 Si BB SRI S l PlIOle P Session Number o Session User seBeGaY Session Detail Selection Category lf Payment Charge p Detail Payment Currency Code Charge Source Description Base Amount Code Foreign Amount a B Eo E Sas D l ee Step 7 View r a Status line for H CS confirmation B that session B an was closed JT Press CLOSE SESSION to close active session Record 1 4 s zal Version 2 0 Page 14 of 27 Payment Processing Where to send payments for depositing All checks must be delivered to the Financial Services office located in the Perovich Business Center suite 3000 No checks should be left unattended at any time Do not forward checks via inter campus mail All checks must be delivered in person University policy states that any monies received shall be deposited the next business day unless the funds total less than 50 in which case they must be deposited within a week Application of payments o How do invoices go from Unpaid to Paid When a department receives funds check electronic wire etc for payment on Non Student A R invoices those funds must be applied deposited by the Financial Services office in order for the payment and the invoice to be matched up o What if the chec
3. Much of the correspondence between Financial Services and departments that create Non Student A R invoices happens through e mail When there are changes in staffing or assignment of duties please contact Unrestricted Accounting so that the e mail address contact for your department can be updated Invoicing Aging Reports and the Collection Process o Invoicing Customers 1 On the last business day of each month the Non Student A R system will close for one day to allow for invoices to be printed on the following day By the third day following the A R system close all invoices will be mailed to the customers by Unrestricted Accounting 2 Each department that submitted invoices through Non Student A R will receive an electronic copy of their invoices plus any backup that was mailed as a pdf file by the third day following the A R close 3 All invoices with a credit balance a zero balance as well as those with notes stating Do Not Send will automatically be rejected and not mailed Those rejected invoices are for department and Financial Services office records 4 Ifa credit needs to be mailed to the customer please work closely with Unrestricted Accounting to provide the correct information a special letter will be created to be sent to the customer o Aging Reports 5 By the third business day of the month each department will receive an aging report via e mail Aging reports can also be obtained on your own through MyRepor
4. Due Date 30 APR 2010 If you have any questions regarding your DIE please contact your customer service representative at 505 272 6266 112601 31 MAR 2010 Sequencing 10 25 27 276 75 DNA Research Services invoice for March 2010 Work requested by W_Lei in Harrod Lab invoiced against PO RQ100111 Total Due 276 75 NOTE Our New Mailstop Code is MSC03 5222 Please reference Customer ID and Invoice Number on check Detach this portion of te Invoice and retum with payment for proper handling Customer Name LOVELACE RESPIRATORY RESEARCH I Customer ID Y01244319 Invoice Number 51398819 Please make check payable to University of New Mexico eFS ORA2IGs5 Is HSC Financial Service Division MSC09 5222 1 University Of New Mexico Albuquerque NM 87131 0001 Page 23 of 27 University of New Mexico Page 1 of 1 TOET HSC Financial Service Division MSC09 5222 ina 1 University Of New Mexico The University of New Mexico Fnpangue MA STIN OIN Bill To Invoice Number 51398811 PRESBYTERIAN HEALTHCARE SERVICES ESPANOLS Customer ID Y00000061 sncbecinineemcin eee Bl Date 31 MAR 2010 ALBUQUERQUE NM 87125 6666 Due Date 30 APR 2010 If you have any questions regarding your DIE please contact your customer service representative at 505 272 6266 escriptior FEB10 24 MAR 2010 SE MD Coverage Surgery 224 29 8 1 794 32 FEB10 24 MAR 2010 SE Weekend Coverage 234 97 22 5 169 34 FEB10 24 MAR 2010 SE Driving Time 45 00 3 1
5. Reserve Each quarter the Financial Services office will calculate the amount that each department will be charged for their share of the Bad Debt Reserve based on the department s unpaid customer invoices The calculation is based on a combination of the amount and how long the invoice has gone unpaid its age An invoice entered on May 1 and unpaid on May 31 is 31 days old Version 2 0 Page 17 of 27 The Bad Debt calculation formula is as follows Age of invoice of Amount Reserved in Bad Debt 0 30 days 2 31 60 days 25 61 90 days 50 91 120 days 75 Over 120 days 100 When a charge is moved to the Bad Debt Reserve it is assumed that this charge is still owed to the University but that collection on the debt is unlikely If there is a collection on the debt once the charge has been moved to the bad debt reserve the department s bad debt expense will be credited in the next quarter Contracted Collections and Legal action If the Department in conjunction with Financial Services has exhausted all avenues to collect outstanding amounts owed via collection letters phone calls etc then the involvement of a collection agency and or legal action by the University s attorneys will be implemented on a progressive basis First if the invoice or invoices in question have been outstanding longer than 150 days then a contracted collection agency will be employed to take over collection efforts Second as a last
6. need to continue with other invoices select one of these options a If using the same customer number start with instruction 8 above to enter a new record b If the invoice is for a different customer select the Roll Back button This will take you to the top block section where you will input a different Customer ID number and follow same instructions Version 2 0 Page 12 of 27 Document Text Screen AY 2A RFS 7a Account Detail Form TFADETL 8 0 1 BANP PWIA SI R SS RIie l 4iZIi lvoix ID yoo000804 Salazar amp Son Credit Limit User TSHOE Holds z Detail Code vaos UH PPD Automotive Repairs Transaction Number 149 Additional Text Print ee a a o e o Type in Text Check box is no Return to Optional longer available TFADETL form Close the Session 1 When all charges have been entered for the day you must close out your session batch so that it will post the revenue From the Banner main menu type in the form name TGACREV 2 Type in your NetId in the Session User field tab to Session Number field this number should be zero if not change it to zero 3 Click on Save icon 4 Click the Next Block icon twice to move your cursor to the bottom block that shows the summary information for your session s charges 5 Click on the Options menu to look at more inf
7. s questions about their invoices from UNM If the customer disputes a charge and the department does not settle the dispute with the customer and notify the Accounts Receivable Coordinator in a timely fashion then the department s revenue will be reversed and the invoice will be moved to the Bad Debt Reserve account If the disputed billing issue is subsequently resolved and the invoice is paid the correction can be made and the department s revenue will be restored Customer Adjustments Credits and Refunds Every credit must be connected to another invoice so you will need to have the invoice transaction number Trans Num that you want to apply the credit to Credits are not normally sent to customers so if you want a copy of the credit mailed you must contact the Accounts Receivable Coordinator Refunds are issued only by the Financial Services office If a refund needs to be sent to a customer you must contact the Accounts Receivable Coordinator Version 2 0 Page 19 of 27 Instructions for entering credits in Banner If you do not apply the credit to the correct invoice in steps 5 amp 6 below it will apply against the oldest outstanding invoice and create more of a problem This is very important call the Accounts Receivable Coordinator for help if you have questions 1 From the main Banner menu go to the TFADETL form Enter the customer ID number and click next block 2 Look for the original charge where
8. screens by closing them until you get to the form TFADETL 2 Type the Customer ID in the ID Field The company s name will automatically populate in the next field if it does not hit the lt enter gt key 3 Ifthe Customer ID is unknown a b Click on the drop down arrow next to ID field An option box will appear Place your cursor on the Non person Search and click only once The FOICOMP form will appear click cursor into the field under Name and type in a key word and sign on the end or on both ends The sign is a wildcard character in Banner and Hyperion Example University or University Click on Execute Query button Find the correct title and look for the 9 digit number that starts with an N Note the letter N is used to identify Main Campus customers you should not use a customer that does not have an N ID number Contact the Accounts Receivable Coordinator by e mail with customer name and billing address Double click on the N number in the left hand column this will automatically take you back to the previous TFADETL form and will bring the customer ID number with it If you want to query a different Customer ID number click on the Query button and it will clear your screen to start over Drop Down Option Box Select Non Arrow Will Appear Person Search Charges Payments Deposits Memos Comments Credit L mit User TS
9. you are going to apply the credit and note the detail code the invoice number and the Trans Num 3 Insert a record and enter the same detail code as the original charge 4 Tab to the amount field and enter the amount of the credit as a negative number such as 10 00 5 Tab to the Trans Paid field and enter the Trans Num of the original transaction that you want to apply this credit towards 6 Tab over to the Invoice Number field on the far right side of the screen and enter the invoice number from the original charge do NOT create a new invoice number by typing NEXT 7 Click Save Click on the Document text box and type in a reason for the credit making sure that there is a checkmark in the PRINT column on the right side 8 Send an e mail to the Accounts Receivable Coordinator to inform her that you have entered a credit that needs to be sent to the customer a If you absolutely do not want the customer to receive the credit type DO NOT MAIL in the top of the document text Make sure there is a checkmark in the PRINT column to the right 9 Click the Save icon the click return at the bottom right of the screen Exit the form Reference Materials Banner Access Roles Needed 1 Log in to my unm edu and select the Employee Life tab In the Banner Applications channel box there is a link under the Banner Resources section to the Banner Authorization Requests 2 Log in to the Banner Authorization Request
10. 31 MAR 2010 51398777 Rate 125 000000 Trans Num 148 Due 30 APR 2010 Invoice Amount 750 00 Receipt ikd Statement 31 MAR 2010 Paid Balance 750 00 Text vO Entry 31 MAR 2010 Source Ti Detail Code VE eS NER poy num O erective BO invoice Address Type jer 7 Sequence im Doc Num Sa Transaction 13 Apr 2010 E Number units ay Trans Paid Bil ES 7 l r Rate Trans Num u Due si Invoice Amount ooon reces CO statement Pal Balance 400 00 Text a Entry 13 APR 2010 a Source fr FJ X Query Balance Account Balance Amount Due Memo Balance NSF Receipt 1 500 00 6 550 00 6 550 00 00 0 n After saving click this button to enter Document Text Enter Document Text 14 Document Text is the part of a record that allows you to insert comments on the invoice below the charge posting information 15 Click on the yellow icon next to the Text field in the center of the record 16 This will open a new form Type in your comments Note if you need to type multiple lines you will need to click on each line to move down 17 Click on save icon Click on return button on bottom right of screen this will return you to the previous TFADETL form Once you have completed all of your invoices exit the screen by clicking on the small X in the upper right hand corner of your screen There is a sample of the Document text screen on the next page Entering Another Charge Record 18 If you
11. 35 00 FEB10 24 MAR 2010 SE Travel Mileage 84 00 FEB10 24 MAR 2010 SE Travel Meals 147 20 FEB10 24 MAR 2010 SE Travel Hotel 287 82 Specialty Extension Services Surgery provided by Juliet Lopez MD February 5 7 2010 If you have any questions regarding this invoice please contact Tana Reber at 1 800 243 7603 or 505 272 0110 Thank You Total Due 7 617 68 NOTE Our New Mailstop Code is MSC03 5222 Please reference Customer ID and invoice Number on check Detach this portion of the Invoice and retum with payment for proper handling Customer Name PRESBYTERIAN HEALTHCARE SERVICE Customer ID YO0000061 7 617 68 Invoice Number 51398611 Please make check payable to University of New Mexico Malling Address is HSC Financial Service Division MSCO9 5222 1 University Of New Mexico Albuquerque NM 87131 0001 Version 2 0 Page 24 of 27 Sample Collection Letters First letter o UNM HEALTH SCIENCES CENTER HSC Financial Services March 05 2010 El Centro Family Health Atten Lucille Montoya PO Box 158 Espanola NM 87532 0158 Re Payment of Outstanding Invoice s Dear Sir Madam Enclosed please find a copy of past due invoice s UNM Acct Invoice Date mailed Amount Y01168997 1276851 11 30 2009 860 72 Y01168997 1276981 11 30 2009 816 94 According to our records this invoice remains unpaid as of this date If payment has been submitted please provide the following information dependent upon
12. All Customer numbers are nine digits For Main Campus all start with the letter N for example NO00000001 o What does the N stand for in the customer number Those that start with the letter N represent the Non Student Accounts Receivable customers on Main Campus There are many different types of customers for example those beginning with a number 1 are for Accounts Payable s use Always use a customer number that begins with N Contact the Accountant 3 by e mail to create a new customer number if needed o What is the difference between a BI address and a BU address The BI address is the Billing address used by the Non Student A R module to produce invoices that are mailed to that company s billing address with the current charges Accounts Payable uses the BU address for generating payments to vendors and Banner will not produce invoices for charges with a BU address This choice is made in the Address Type field in the TFADETL form always use the BI address Adding New Detail Codes o Do Ihave to have a Detail Code to post charges Yes all charges must have a detail code to provide an automatic description on the invoice and to determine which index and account code to credit for the department s revenue o Can I change the description when I m posting Yes you can add or delete information that is in the description field by moving the cursor into th
13. Balance Only Must Status Line Account scroll to end Provides Field Balance Due Information Version 2 0 Outstanding Balance Due Transaction E Bill Due Statement Entry Effective Transaction E Number Invoice Paid Invoice Number Due Statement Entry Memo Balance Invoice Paid v e Receipt Page 4 of 27 Basic Process Overview Financial Services uses the Non Student Accounts Receivable Non Student A R process in Banner as the only accepted method for departments to bill outside entities Departments should not mail any other types of invoices to customers If a department only occasionally bills outside entities they should send a mock invoice to Unrestricted Accounting Main Campus to have a Banner invoice created A centralized A R billing function also creates one central place for all University billings to external entities to be documented for recordkeeping and audit purposes In order for the Non Student A R process to correctly reflect the balance due for each customer all payments on invoices must be centrally processed by a Financial Services Office where the payment can be properly applied against the correct outstanding invoice Centralized payment processing also allows for timely reporting of amounts due from customers and accurate aging reports that enable departments to monitor their progress in collecting payment from their customers
14. HOE Detail Code a Option List ioe een COTE Effective Invoice Address Type ad Sequence Person Search FOIIDEN Transaction Number Units Bill Non Person Search FOICOMP Rate Due Invoice Alternate ID Search GUIALTI Amount Statement Paid Balance Entry Source X Detail Code F Effective Invoice Address Type Sequence Geman Transaction Number Cancel Units Bill Rate Due Invoice Amount Statement Paid Balance Text D Entry Source T BEKA Feed Cashier Cross Ref Query Balance Account Balance Amount Due Memo Balance NSF Receipt 00 Version 2 0 Page 8 of 27 FOICOMP Screen Oracle Developer Form luntime Web Open gt TFADETL FOICOMP Q File Edit Options Block Item Record Query Tools Help AYR 82OARR HF BB Change Type Birthdate Name Type X Enter a query press F8 to execute Ctrl Q to cancel Record 1 Enter au Type in N to query NSAR Type Customer Name to see Customers all NSAR customers names Select Proper Detail Code 4 Click on the Next Block button This will jump to the second section block of the form where you can review or enter records 5 If it s anew customer this record will be blank If this custo
15. W CHARGES TOTAL NUMBER DATE CATEGORY AGE IN DAYS DAYS DAYS DAYS DAYS DAYS PENDING INVOICE BALANCE MEP MTTC Cleanroon Ops 52914470 04 30 2014 00 00 3071853 10 05 2014 2 532 00 00 3071858 10 05 2014 22 2 369 25 00 00 00 4 901 25 00 BioDirection Inc ID NO1692765 3000387 09 05 2014 MEP 52 00 7 274 48 00 00 00 00 7 274 48 3095362 MEP 00 00 00 00 00 21 193 50 21 193 50 SUBTOTAL BioDirection Inc 00 7 274 48 00 00 00 21 193 50 28 467 98 Defiant Technologies Inc ID NO1622898 2375706 12 31 2012 MEP 665 00 00 00 00 85 00 85 Raytheon KTECH ID NO1622904 3095363 MEP z 00 00 00 00 00 380 63 380 63 TriLumina Inc ID NO1622885 3071855 10 05 2014 MEP 22 780 40 00 00 00 00 00 780 40 al Version 2 0 Page 16 of 27 Past Due Collection Letter process 1 The collection letters will be focused on the invoices with past due balances over 90 days old 2 At various times though out the month collection letters will be generated and e mailed to the department for approval 3 These letters are not for the customers at this time please do not mail fax or scan letters they are for department approval only 4 If you do not want a collection letter generated for a specific invoice you will need to contact the Accounts Receivable Coordinator by e mail with specific reasons why Departments requesting that collection letters NOT be sent must contact the Accounts Receivable Coor
16. ctive 31 auG 2010 i Invoice q Adress Type f bi Sequence al Doc Num Transaction 31 AUG 2010 Number Units 9 000000 Trans Paid Bill 31 AUG 2010 51539568 I Rate 150 000000 Trans Num 165 Due 30 SEP 2010 Invoice a Amount 1 350 00 Receipt 7 Statement 31 AUG 2010 Paid l Balance 1 350 00 Text O Entry 31 AUG 2010 Source fr First Record in View Most Recent PS Se Se Se Se SE SEE l CN Pev un SUNN eet Address Type Sequence Doc Num a Transaction Units Trans Paid La Bill Rate Trans Num g Due Amount Receipt Oo Statement Balance Text fo Entry Second Record in View Source g E es a eee Se a a a Query Balance Account Balance Anunt Due Memo Balance NSF Receipt 1 600 00 9 900 00 9 900 00 00 o Nv Enter Detail New Highlighted field Code appears when inserting a new record Version 2 0 Page 10 of 27 Enter Charges 9 There are two options to post charges by unit cost or in total 10 11 12 13 Version 2 0 a b Option 1 Quantity multiplied by unit cost Tab to the Units field and enter the number of units quantity Then tab to the Rate field and enter the unit cost cost of single item If you tab to the Amount field Banner will automatically populate the total amount Option 2 Total amount only Tab through all fields to the Amount field type in dollar amoun
17. dinator by the deadline that is provided when the letters are sent for approval 5 If you do not notify us by the deadline we will assume that the letters are correct thus indicating your silent approval The collection letter along with a copy of the original invoice and any backup will be mailed on the business day following the deadline 6 An exact copy of the customer s collection letter will be kept on file in the Financial Services Office and will be e mailed to the department for their records Departmental Role in Collection Process Since charges originate within the individual departments each department is ultimately responsible for collecting funds owed to them While the Financial Services office can help departments to identify needed information and be a resource the best customer service will come from the department The department staff members are the ones who understand the customer s issues and concerns Ideally the final outcome should be due to the efforts of the department in resolving any issues Please review the columns of the aging report for any invoices over 60 days old and resolve them with your customers Being especially aware of these past due balances will help identify non payment issues in the early stages of the collection effort Bad Debt Calculation and Policy Because customers sometimes do not pay their debts the University must create a reserve for uncollectible charges called the Bad Debt
18. e yoo2 vlom Crfmation Pay Num Effective 31 Mar 2010 Invoice Address Type fer Sequenfe a 7 Doc Num Transaction 31 MAR 2010 E Number Units 6 000000 Trans Paid Bill 31 MAR 2010 51398777 Rate 125 000000 j 148 Due 30 APR 2010 Invoice Amount 750 90 ipt kd Statement 31 MAR 2010 Paid Balance 750 po ry Entry 31 MAR 2010 Source Te Detail Code aos fi PPD Afitomotive p p Paynum Effective l v l e Address Type jer gt peauenfe 1 A Doc Num E Transaction Number Units 5 000000 Trans Pai Sa Bill Do Sy Rate Trans Mum Due is Invoice Amount Regeipt Gd Statement a Paid Balance ext io Entry 13 Apr 2010 a Source X Query Balance Accoy t Balance Amount Due Memo Balance NSF Receipt 1 500 00 6 550 00 6 550 00 00 o In Doc Num Your Invoice Number type Document reference will either NEXT or existing appear on the invoice invoice Page 11 of 27 Charge Amount Option 2 Enter amount only a Account Detail Form TFADETL 8 0 1 BANP ID vo0000804 7 Salazar amp Son Credit Limit User TSHOE Holds B m wE CEE Deposits Memos Comments Feed Cashier Cross Ref Detail Code voo2 v omi Crematfon Pay Num Effective 31 MAR 2010 Involea 2 Address Type BI z Sequence 1 z Doc Num Transaction 31 MAR 2010 amp Number Units 6 000000 Trans Paid Bill
19. e description field and typing what you want to appear on the invoice Version 2 0 Page 6 of 27 o How do I obtain a Detail Code By contacting the Accountant 3 by e mail and providing an index number for revenue and a description of the type of charges to be posted such as printing copies or membership fee o Can I have more than one Detail Code Yes each major charge description can have its own detail code though it is not suggested for a one time use Multiple detail codes can have the same index number or different index numbers It depends on the needs of the department Discuss your department s needs with the Accounts Receivable Coordinator Monthly Deadlines The following schedule shows the proposed deadlines which will be adjusted to avoid weekends and holidays NSAR Processing Deadlines Day of Month Function to be completed Completed by 29th Deadline for entering invoices to process Department Staff Last day Non Student A R Invoices closed for month A R Coordinator 1st 15s Customer invoices printed A R Coordinator ga 1g Customer invoices mailed out A R Coordinator 3 18h Scanned copies of invoices e mailed to Department A R Coordinator 3m 18h Departments receive monthly aging report A R Coordinator via e mail Version 2 0 Page 7 of 27 Procedures for Entering New Customer Charges Identify the Customer Number 1 From the Banner main menu type in the form name TFADETL Bypass any unneeded
20. f the Financial Services office corrects the application of the payment Paying multiple invoices on one check is acceptable It is also acceptable to combine payments for several customers on one check o What if the funds are applied to the wrong invoice in error Contact the Accounts Receivable Coordinator if you have found that the funds were applied incorrectly or if you need a copy of the check to discuss with the customer if they have a question about how the funds were applied It is possible to make corrections to where payments have been applied Version 2 0 Page 15 of 27 Accounts Receivable Aging Reports amp Collection Process Sample Aging Report Aging Report Descriptions 1 The date will reflect actions from the day before for example this date states October 27 2014 The activity reflects from October 26 2014 2 Department Name 3 Customer Name and ID number 4 Invoice numbers with blank Invoice dates means that the charges have been posted in the Banner module but not yet mailed to the customer The first collection letter is reviewed and prepared from the 61 90 day column myreports unmedu ibi_apps WFSenet Ten PLA E C Branne omen M File Edit View Favorites Tools Help x comen v Bselect University of New Mexico Main Unrestricted Aging Report for MTTC Cleanroon Ops as of Oct 27 2014 INVOICE BILL 0TO030 31T060 61T090 91TO 120 121 NE
21. k amount is different than the invoice amount A payment that cannot be matched up with a specific invoice will be generally applied meaning that it will be shown as a general payment on account and will reduce the customer s overall balance due However if a payment is not matched up with the correct invoice that invoice remains on the aging report as unpaid and the department is charged for the bad debt percentage on any outstanding invoices There are three possible scenarios when payments are applied 1 Direct application The amount of the check exactly matches the invoice 2 Over payment The amount of the check exceeds the invoice indicated The remaining amount is applied as a general payment on account not to a specific invoice 3 Short payment The amount of the check is less than the amount of the indicated invoice The balance of the invoice remains outstanding o How do you determine where the funds will be applied The application of payments is first based on any instructions received from the customer If there is no clear indication of which invoice the check is supposed to pay then the payment is just applied as a general payment on account and the department is asked to contact their customer for instructions on where to apply they funds Once the department has instructions from the customer then the department must send those instructions to the Accounts Receivable Coordinator who will ensure that another member o
22. lable in Banner Each form has a 7 letter name such as TFADETL Forms may be used for reviewing information or for data entry and are organized to present similar information together on the screen to create a convenient view of the data Field one piece of data contained within a Banner record For example the detail code is one field in each transaction record another field is the amount Record a set of fields containing information about one Banner transaction For example a record could represent a charge from the bookstore which contains many fields such as description date and amount Version 2 0 Page 3 of 27 TFADETL Form for entering charges in Non Student A R Module Enter Detail Code Credit Limit Holds Cf of Feea Casnier Cross Ref Effective fe Invoice Execute Rollback Tasert Enter N Enter Query t Save Record nena Bick Query Print oar OptioNs B a 0 318 nt Detail Form TFADETL 8 1 1 BANP ono P User J BEGAY Charges Payments pAnm aa Wey comments Detail Code Pay Num Address Type Sequence i Doc Num Units Trans Paid Rate Trans Num Amount Receipt Balance Text Source Detail Code Pay Num Address Type Doc Num Units Trans Paid Rate Trans Num Amount Receipt 7 Balance Text B Source Query Balance Account Balance Amount Due Name Eyer a name Last First Middle and press enter dr tab Use the wildcard Reco 1 1 4 il Query
23. mer has been invoiced before postings will appear as in the next example 6 The most recent posting will always appear on top and the oldest posting will always appear on the bottom use scroll bar 7 The highlighted section is the focused record Use the up and down arrow keys to move between records There will always be two records in view the highlight indicates the record being worked on 8 To create a new charge record posting a Click the Insert Record icon b This will create a blank highlighted field where you can key in a new charge posting c Type the correct detail code into the Detail Code field the description for that detail code will automatically populate You can type over this if you want to create your own description for this charge or you can add more information about this charge in Document Text which is described later Note d Hit the tab key to move to the next field In the Address type field make sure this states BI for Billing address Note If it does not you have the wrong customer or the wrong address Sometimes you will see a BU address do not use this address as it will not generate an invoice Version 2 0 Page 9 of 27 Insert Record EE ID 00000804 Salazar amp Son l o Credit Limit User SEBEGAY Holds iT Comments Memos SEPA Deposits Feed Cashier Cross Ref F Detail co Code vooz OMI Cremation pay ay Num Effe
24. neaensansaces 9 Fnter Cat Soaks oes ssaca a ouceduen se R Vala daracy usta R S 11 Entet Document Texti 24 655 eee eters hed BA ced eed BA hes gad eal Ren 12 Entering Another Charge ReCOrd 2c2ssiccees tasdereannstce ouepetasconsdsandng seas seseanstangeaedaswasen es dasdadeanusdane 12 Close the SESSIONS eia a sala settles Seale an cies oc ce oetel atc ea an racat R ue sta hea aas 13 Payment Processing innere chase a N E E a E E laa Rane doce 15 Where to send payments for depositing eeesessessesesesesrresrsresrrsstesetsersstessesereseesseseresresseser 15 Application OF payments Laonis oterati at edar aiaa tniagh 15 Accounts Receivable Aging Reports amp Collection Process sseesessssesesseseresresseseresresserererreeseese 16 Sample A NA ARC NOTE a a a S 16 Past D e Collection Letter Processu ninr n E E R A 17 Departmental Role in Collection Process sssssessseeeseseesseesseessessereseeessseesstesseesseeesseessseesseeso 17 Bad Debt Calculation and Policy s cvcssiascssaccessanequanscnpiesoeslvedeunaghenyntegs uae gaayheenateaguasaues scesdantoea tee 17 Contracted Collections and Legal ACU Once iat acativerrvevaueayvatauteuaieeachaaeeageaeseaene neues 18 Researching Items 1 BAnMer 555526 sssccazesnssacevanedcaus sueeante vs pocevavesenswnesy ats susncn sash soaaaa sontaees KEE esa 18 Departmental Procedures and Recordkeeping eceessceesseceenseceeneeceeneeceeneeceeeeeceeeeecneeeeeeeeeees 19 Customer Dispute Resoluti
25. nk under the Reporting section for MyReports Log in with your NetID and password The report FARUNAG Unrestricted Aging by Department Main is located in the All Campus eports folder which is a sub folder to Finance see below Select your NSAR dep ent no selection on the year because you want the most current datajavailable Biittps 7myrepor edu 81P_REQUEST MyR ports a myreports unm ex FARUNAG Unrestricted Aging by Department Main Department Only include data up to June 30 of Anthropology NSAR A 2014 Arts and Sciences NSAR 2013 Athletics Tennis Club 2012 Bureau of Bus and Econ Rsrch CASAA NSAR Career Services NSAR Center for Ed Policy Research Select type of display output amp enm por X oea If you do not see your department s name on the available drop down list please call the Accounts Receivable Coordinator The print option is under the File menu The report can also be converted to a PDF file or EXCEL spreadsheet Version 2 0 Page 22 of 27 Sample Invoices University of New Mexico Page 1 of 1 HSC Financial Service Division MSCO9 5222 1 University Of New Mexico Albuquerque NM 87131 0001 JEET a The University of New Mexico Bill To Invoice Number 51398819 LOVELACE RESPIRATORY RESEARCH INSTITUTE Customer ID Y01244319 ATTN ACCOUNTS PAYABLE 2425 RIDGECREST DR SE BE Date 31 MAR 2010 ALBUQUERQUE NM 87108 5127
26. of their specific outstanding invoices Billing Address customer address to which UNM sends invoices and any required collection correspondence A customer may have more than one billing address Block a collection of records in a Banner form that are grouped together for ease of entry and review Charge a single Non Student A R transaction that will both create an invoice billing for a customer and generate revenue for a UNM Department Collection process of formally contacting a customer to request payment because an invoice has remained unpaid past a specified time limit Customer a person or entity from outside UNM for whom a UNM department has provided a service In Banner each customer has at least one customer number but some customers may have more than one customer number Customer ID Number a unique 9 digit identifier that is related to the company s billing information For Non Student A R this number will begin with N which represents Main Campus or a branch campus An example is NO1601605 Detail Code a unique 4 digit identifier that represents the specific Banner index and account where a transaction will be posted In Non Student A R detail codes always start with a letter Main Campus detail codes begin with the letter N Examples are NOO1 or N117 All charges must have a detail code which prints an associated description on the invoice Form the different screens avai
27. on sccccsscccsccsdessesedves caves vpestevessecvisdavecsdsodvadsase scactauesveanasdeaaccaubavcsvasecent 19 Customer Adjustments Credits and Refunds 200 0 eessceesseceencecesseeceeneeceeneeceeeeeceeeeecneeeeeeeeeees 19 Instructions for Entering Credits in Banner 0 ccccceccceeces isc cea sodeeetveaiensee ce hente eesianidedieaeseees 20 Reference Materials 25 i2f220c5 Yess aticu chants Vistas ialed ee iii ske a ENE E EEE AEE E iio 20 Banner Access Roles Needed icctee tanto Aas toate ee Re hres ota tata ictal eee 20 Quick List of Banner Forms Screens wetis wilt miele tee i segastanseliet secdusoeatons 21 MyReports A R Aging Report sssesssssssssesssesssssressessessressessessrtsseassrseesseessssstesessosestssesssesoe 22 Sample INVOICE lten eise oan a a a a a ee E ESNA 23 Sample Invoice 22 pcos n inn a A A O R D G AE A 23 Sample 1 Colection ete hss sac alec nr a E EN a ERER ze 25 Sample 2 Collection L tercinasnuivncagimasinieeadoaia aumandanin stadia 26 Samples Collection Letter adaietdurtcnkimt At S alk ie ace taka ale etsue tan ened tak 27 Version 2 0 Page 2 of 27 Non Student Accounts Receivable Overview Banner Terminology Aging Report lists the outstanding invoices due for each customer with a total balance due for the customer The Aging report is broken into categories that indicate how long each invoice has been outstanding Apply Payment process of matching up a payment from a customer with one or more
28. ormation about this session a Review Cashier Session Detail A review of what you have posted for this session you can print the screen if you want a copy for your records b Display Totals A total of the closing session Compare your totals to your total invoice amounts to catch any errors c Display User Sessions Listing of all the previous sessions closed under the user s name You can view any previous session by using the number to the left click on rollback and go back to step 2 above and input the session number in the Session Number field click save and it will pull the information only from that session 6 On the Options menu click on Close Session 7 Check the status line on the bottom left corner for confirmation that your session was closed Exit form by the X button in the inner screen Version 2 0 Page 13 of 27 TGACREV Form to close a session Step 1 Enter Step 3 NetID Step 4 Next Step 2 Session Save Block twice Number Always 0 ery Tools Help e E N BANP gt Session User Session Number Session Detail Selection Payment Charge o Category Bd Detail Payment Currency Code Charge Description Base Amount Code Foreign Amount gogoggpgggggggngoggg al Session number Enter 0 for current session Record 1 1 Sal List of valu Step 5 Step 6
29. payment has not been submitted please process as soon as possible If there are issues which prohibit payment please contact Stacie Hurley at 505 272 5460 or via email at Shurley salud unm edu Thank you in advance for your prompt attention to this matter Sincerely hurl Stacie Hurley Accounts Receivable Coordinator UNM Health Sciences Center Department EMS Emergency Medical Services File Y00045391 John Brandt Fiscal Services Supervisor Laura Putz Accounting Manager Version 2 0 Page 26 of 27 Sample Collection Letters Third letter rom UNM HE Attu sciences CENTER HSC Financial Services March 05 2010 3rd Request Griffin Funeral 401 N Dalmont St Hobbs NM 88240 5813 Re Payment of Outstanding Invoice s Dear Sir Madam Enclosed please find a copy of past due UNM Acct Invoice Date mailed Amount Y00000121 81232787 9 30 2009 125 00 Our records indicate that Griffin Funeral has an outstanding balance of 125 for invoices dated prior to 9 30 2009 An invoice has remained unpaid for 153 days and your account is considered delinquent and past due We will assume that this debt is valid unless you dispute its validity within 30 days after receiving this notice If you do not dispute the validity of this debt we expect payment to be made within 30 days after receipt of this notice Failure to make payment will result in Griffin Funeral being placed on a list of problem debtors in order to avoid any further b
30. query here if you are looking for more specific information such as payment details Detail code NP Version 2 0 Page 18 of 27 Query in TFADETL when you have the customer ID number From the main Banner menu go to the TFADETL form Input the customer ID number and click next block Click on the Enter Query icon You can query by detail code amount check number invoice number transaction number or any combination of these Click the field s you want to query on and type in the information Click the Execute Query icon That record s information will be displayed Look in the balance field if there is an amount then money is still owed if it is zero then the payment has been received or credit issued Departmental Procedures and Recordkeeping 1 Keep a list of the customer numbers and detail codes that your department uses Each time you request a new customer number or detail code be sure to add that to your list 2 Set up a file for each customer Keep departmental copies of your Non Student A R billings and any correspondence in the customer s file 3 The Financial Services office uses webxtender to store information for each customer i Copies of checks ii Copies of invoices ili Log of correspondence regarding collection letters iv Copies of collection letters v Copies of credits vi Internal Correspondence Customer Dispute Resolution Department members need to respond quickly to any customer
31. resort if the collection agency s efforts fail attorneys from UNM or a contracted firm will be utilized for legal proceedings if deemed necessary Researching Items in Banner There are several ways to find out if an invoice as been paid as discussed in the following sections defined by the Banner form used Payments using detail code NP01 are payments applied directly to an invoice NP08 payments belong to that customer but Financial Services couldn t find one specific invoice to apply it against so it was applied only as a general payment on account Query Invoices in TGIACCD when you have one data element like Invoice From the main Banner menu go to the TGIACCD form and scroll across to the Invoice Number column Click in the field and type in your invoice number Click on the Execute Query icon Scrolling across the form will display information on this invoice If the amount and balance columns are the same then a payment or a deduction has not been made If the balance column is zero or the amount has been reduced then it reflects that either a payment or a credit has been applied towards that invoice Query in TFIAREV when you have the customer ID number From the main Banner menu go to the TFIAREV form Enter customer ID number and click next block This will give you a full listing of the invoices created and payments applied for that customer ID number You can also enter and execute a
32. s using your NetID and password then locate and be sure that you have selected the roles for o Department Accounts Receivable Processor to enter new charges o Department General Inquiry to access reports in E print and Hyperion Version 2 0 Page 20 of 27 Quick List of Banner Forms Screens Non Student accounts receivable module forms Form Form Name Purpose TFADETL Account Detail Form Enter new charges TGACREV Cashier Session Review Form Close your session TGIACCD Account Detail Query Form Query invoice or detail code TFIAREV Account Detail Review Form Query customer activity TFAACCT Account Review Form Current customer balance due Billing Date Aging info only Finance forms Form Form Name Presents view of FGIBDST Budget Status Year to date revenue and expense balances FGITRND Detail Transactions Individual revenue and expense transactions Version 2 0 Page 21 of 27 MyReports Reports A R Aging Report This Report is now only available on MyReports MyReports is one of the reporting tools for Banner and is the application that creates the A R aging report The information in MyReports is exactly the same as what appears in Banner except that MyReports data comes from a central database the ODS that is only refreshed at night MyReports reflects the prior day s information whereas Banner is real time Log in to my unm edu and select the Employee Life tab In the Banner Applications channel there is a li
33. t Tab to Doc Number field This is an optional field that will print on the left side of an invoice for each charge Enter a document or reference to something for example a PO number Tab through or click on the Invoice number field on the far right side of the form and select one of the options below a b Option A New Invoice number Type in the word NEXT and hit the tab key This will generate a new number Option B Multiple postings charges on the same invoice number Type in the exact invoice that you want this charge to be displayed on used when adding to or crediting an existing invoice Check your work Either make corrections now or start over by clicking on the Record Menu then click Clear to erase all fields in this record Click the SAVE button once you click on save it will remain in Banner forever regardless of whether it is correct or an error Charge Amount Option 1 Units amp Rate Here is 5 units 20 00 Automatic Total Oracle Developer Forms Runtime Web Open gt TFADEFL J File Edit Options Block Item Record Query Tols Help ASD nnAnDeAl PT BE aaa DA PRI ga Account Detail Form TFADETL 8 0 1 BANP X ID vooo00804 7 Salazar amp Son User lf recor Deposits Memop peti Feed Cashier Cross Ref Detail Cod
34. the method of payment For checks please provide a copy of your check front and back If paid electronically please provide the wire transfer trace or reference number the date wired and wire amount If payment has not been submitted please process as soon as possible If there are issues which prohibit payment please contact Stacie Hurley at 505 272 5460 or via email at Shurley salud unm edu Thank you in advance for your prompt attention to this matter Sincerely Ai e Hurley Accounts Receivable Coordinator UNM Health Sciences Center cc Department LT Locum Tenens File Y01168997 John Brandt Fiscal Services Supervisor Laura Putz Accounting Manager Version 2 0 Page 25 of 27 Sample Collection Letters Second letter an UNM teattu sciences CENTER co HSC Financial Services March 05 2010 Second City of Las Vegas Request PO Box 160 Las Vegas NM 87701 0160 Re Payment of Outstanding Invoice s Dear Sir Madam Enclosed please find a copy of past due invoice s UNM Acct Invoice Date mailed Amount Y0004539 81256499 10 31 2009 1 970 15 According to our records this invoice remains unpaid as of this date If payment has been submitted please provide the following information dependent upon the method of payment For checks please provide a copy of your check front and back If paid electronically please provide the wire transfer trace or reference number the date wired and wire amount If
35. ts see the Reference Materials section for more information 6 Review your aging report Compare the aging report to the current invoices that were received to ensure that the department received copies of all invoices sent to customers If the department is missing an invoice stated on the aging report please request a copy from Unrestricted Accounting by e mail o Collection Process 7 Departments should initiate contact with a customer to inquire about the status of any invoice older than 60 days 8 Collection letters will be focused on invoices older than 60 days Version 2 0 Page 5 of 27 9 At various times throughout the month the Unrestricted Accounting will draft collection letters and e mail those to the department for review The department will be given a deadline for replying with any changes 10 The collection letter along with a copy of the original invoice and any backup will be mailed on the day following the deadline for changes with a copy also e mailed to the department for their records Adding New Customers o How do you get a Customer ID number Send an e mail to the Accountant 3 in Unrestricted Accounting with the following information eCompany s Name e Attention to if any e Billing Address eCompany s phone number elf the customer is federally funded if federally funded will need to go through Pre Award The Accountant 3 will reply by return e mail with the Company s new customer number
36. usiness between your company and the University In addition if the amounts owed are not received within 30 days after receipt of this notice we will refer this matter for collection If there are issues which prohibit payment please contact Stacie Hurley at 505 272 5460 or via email at Shurley salud unm edu Thank you in advance for your prompt attention to this matter Sincerely ie Hurley Accounts Receivable Coordinator UNM Health Sciences Center cc Department OMI Office of Medical Investigator File Y00000121 John Brandt Fiscal Services Supervisor Laura Putz Accounting Manager Version 2 0 Page 27 of 27
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