NSAR user manual
Contents
1. LL iT THE UNIVERSITY OF NEW MEXICO Non Student Accounts Receivable Non Student A R USER MANUAL Updated 4 9 12 Contact Information HSC Staff Stacie Hurley Accounts Receivable Coordinator Ph 272 5460 S Hurley salud unm edu John Brandt Fiscal Services Supervisor Ph 925 4567 JoBrandt salud unm edu Laura Putz Accounting Manager Ph 272 0160 lputz salud unm edu Main Campus Staff Karen Diaz Fiscal Services Tech Ph 277 2055 KdiazO1 unm edu Justin Walters Accountant Three Ph 277 7710 jwalters unm edu Doug Nelson Accounting Manager Ph 277 0156 denelson unm edu Version 2 0 Page 1 of 28 Non Student Accounts Receivable User Manual Heading Page INon Student Accounts Receivable OVervie W oreore annie EE E E ATE 3 Banner Terminologi Yerni vaneatatealeaieswinecacahetaae antietnaliaietaacicesstael 3 Basie Proces OVER VIC Worse o E ER 5 Invoicing Aging Reports and the Collection Process ccccccccssssseseeceeeeeeeeeeseeeeeeeeeeeaeaeeeees 5 Addin New Custome S ssccenoseai e E N enainlesiee 6 Addins New Detal Cod S ir sssy susie sivendeaadue natindaiteidee T Ea Ea Eae a 7 IVA OTIC ay TS AACS stare saea oe gas ontciced a caus enemas eee nares 7 Procedures for Entering New Customer Charces asonnssiseen rinan Meanie seeds 8 Noe nt ty the Customer IN MMI DEI aust factetaestiaiielee Pleutcne ssa aiee Patter aea a a A 8 select Proper Detail Codes ic sassi ic ase ati2. Jobn Brandt Fiscal Services Supervisor Laura Putz Accounting Manager Version 2 0 Page 27 of 28 Sample Collection Letters Third letter or LJINIM HEALTH SCIENCES CENTER c 2 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 1232787 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 business 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
3. You can also enter and execute a query here if you are looking for more specific information such as payment details Detail code YP Version 2 0 Page 18 of 28 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 the following system for each customer s 6 part folder 1 Copies of checks li Copies of invoices i Log of correspondence regarding collection letters iv Copies of collection letters v Copies of credits vi Internal Correspondence Customer Dispute Resolution Department membe
4. 000 we 0 SOVTE729 MMR BD OW nw saoo ww ww 5030 SAK 50076730 MoO S0 16 00 no 0 00 HOw 30 00 0 00 sex SOs 42 oO So 354 00 SD 0 0 nwo s0 00 090 553 00 SOM MOON SO 0 0 00 10 00 wm 30 00 1 00 4 oi SOET MOOR 50 11200 Hw 0 00 mM s000 3090 3112 00 S027413 uaan S0 220 00 nm 0 00 wm s2 00 s020 sean shan HAD 16 40 00 0 00 tm 0 00 7478 46 Scientific Laboratory Division DD Y01112559 S0 0 So wi 4 ww 145 1 SOT Mos 30 gs nw 000 nw s000 3000 ves 786 25 2 00 0 00 0 20 020 425 06 75 Simie of New Marico e YOI244 44 Ernia onau BO a 00 5201 25 s000 mo so 00 5090 somn 0 00 78 24 0 00 0 00 0 00 0 201 28 Total 810 3 966 25 466641 2 00 wo 0 00 tus 6 766 16 GRAND TOTAL Ss 4 585 41 H wo 0 80 haa 6783 14 Page tat i Version 2 0 Page 16 of 28 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
5. 2 0 Page 21 of 28 Hyperion Reports A R Aging Report Hyperion is one of the reporting tools for Banner and is the application that creates the A R aging report The information in Hyperion is exactly the same as what appears in Banner except that Hyperion s data comes from a central database the ODS that is only refreshed at night So Hyperion shows yesterday s information whereas Banner is real time Log in to my unm edu and select the Employee Life tab In the Banner Applications channel box there is a link under the Reporting section for Hyperion You must install the Hyperion on your computer using the ITS download before you can run reports Look at Fast Info answer 930 Log in with your NetID and password and click on the folders on the left side until you have found the F HSC folder as indicated below Click YES if it asks if you want to display non secure items e Adaa l aaka aana A Gat E a ET Se TP So ly F E Breese sebequyfce hyper imm eds Wirhrws Internet Eaplorer bd ad ented aad lF p ilei bhopnpacssi com sdn by peewee beinna Ain 4 ip X i tive EAC View Perice Tai Iip Dake GD Conen Lifes E9 Pete D 89 7 BD MUN PO URA T Wa CH ox Habana nosteta hami end date nawari ia w ete cet Te Csi Dad eal dele Pw faahi oe oa mm to Ac et eee eee ee n J T et forra Ce ae 4 ti ten iw D o EAOa iha panarat tee piant cuntra HST a FAPA 8s APARAS an a4
6. Accounts Receivable Coordinator UNM Health Sciences Center Department OMI Office of Medical Investigator File YO0000121 John Brandt Fiscal Services Supervisor Laura Putz Accounting Manager Version 2 0 Page 28 of 28
7. 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 of 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
8. the Accounts Receivable Coordinator 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
9. 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 Edit Options Moca Mtem Record Query Thos p Doc Num Your Invoice Number type Document reference will either NEXT or existing appear on the invoice invoice Version 2 0 Page 11 of 28 Charge Amount Option 2 Enter amount only Ly Oracle Developer toren hunie Wal Open TRROERL Fie Eat Opmons Glock ftem Record Query Thols bel CEDEC SP BHS GB TT Sai 6 oi e O1 ix u t Derai Po Pane t Bu x ID Y000000 Salsrar amp Son Credit Limit User TSHoe Holds CEA erases memos comments GEER occai Crossrot Detail Cade YOG vion Crematjon Pay Num Effective 31 MaR 2010 za invoice z2 Address Type Bi wi Sequence iid Dec Wun Transaction 91 4R 20L0 zx Number Lnits 000000 Trams Paid Bal 31 Mar 2010 51374777 Rate 125 000000 Trans Num 146 D
10. 1 MAR 2010 invoice 2 Address Type 5i 7 Seguen Dec Nam Transaction 21 MAR 2010 DE Number Units 000000 Trams Pabd Rill 31 MAR 7010 S1398777 Rate 125 000005 148 Due 30 APR 2030 invosce Amount Statement 31 MAR 2010 Paid Balance ge Entry 32 MAR 2020 Suerce 7 ej Detall Code vao rip Pay Num Effective savotce Address Type bi Transaction 15 APe Number Units 5 000000 4 Bilt Rate j 20 00000 Dus Invoice Amoust Statement Paid Balante Entry Sowrce Query Balance falance Amount Que Memo Balance NSF Receipt t 500 00 6 550 00 6 550 00 00 0 IN a 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 b Option 2 Total amount only Tab through all fields to the Amount field type in dollar amount 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 Option A New Invoice number Type in the word NEXT and hit the tab key This will generate a new number b Option B Multiple postings charges on
11. 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 28 TGACREV Form to close a session Step 1 Enter Step 3 NetID Step 4 Next Step 2 Session Save Block twice Number Always 0 Session Liser Tenor Session Detail Selection Payment Charge Category Detail Payment Charge Source i peg Seesicn hurda iiis iai iani seeean Step 8 Exit Screen Display Totals Display User 5 Session User ISEBEGAY Session Number Session Detail Selection Payments Cherge Category Detall Payment Code Charge Source T S 1 Step 7 View Status line for
12. Form for entering charges in Non Student A R Module Execute Rollback laced P sna Nee Fatet Query ee Save Record PSONE uer Print eral Block Query Code Number errr errr er errr E E A EE E E EE E EE E E EE rr er rer E EE rr E EE rrr E TF PRPPPPPPPPPP a a 6 eer er OP PE A PI APOE POPPE P OEP P PPO E P OE E PEE PO PO AO rer rer rrr er errr rr er Credit Limit T o User atEEGAY Holds B l Charges Payments Deposits Mepis Comments Dates Invaice Cross Ref Pay Num Effective aE Doc Num D Transaction E ne Detail Code Gi Sequence r Address Type Units Trans Paid Bill a Rate Trans Num Due Ss Amount Receipt statement ne Balance Text Entry 28 SEP 2010 SOurce Detail Code O Cd ee Pay Num fe Effective E Address Type F Sequence Doc Num Transaction E Units Trans Paid Bill Rate Trans Num Due Amount Receipt F statement Balance P Text a B Entry Source Query Balance Account Balance Amount Due Memo Balance NSF Receipt Query Balance Only Must Status Line Account Outstanding scroll to end Provides Field Balance Due Balance Due Information Version 2 0 Page 4 of 28 Basic Process Overview The Health Sciences Center uses the Non Student Accounts Receivable Non Student A R process in Banneras the
13. 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 YOOOOO06 7 617 68 Invoice Number S1398611 Please make check payable to University of New Mexico Mailing Address Is HSC Financial Service Division MSCO9 5222 1 University Of New Mexico Albuquerque NM 87131 0001 Version 2 0 Page 25 of 28 Sample Collection Letters First letter any UNIM HEALTH SCIENCES CENTER ra D r 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 81276851 11 30 2009 860 72 Y01 168997 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 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
14. OS 3S Clee S ics ce csscesiacsetaeusanederetleg O 21 Hyperion Reports A R Asin Report soetra n adn tare E E 22 Flowchart tor Non Student AR Proessor E AE TEA 23 Sample Colection Leie Pesen a a a a 25 Sample Collecion Leen spasa war tuloientralad say coseaniated uantiten alate ouscawieats 27 Sample COMCCHION LEC S snae E A a 28 Version 2 0 Page 2 of 28 Non Student Accounts Receivable Overview Banner Terminology Aging Report rThis is a report that 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 tThe process of matching up a payment from a customer with one or more of their specific outstanding invoices Billing Address The customer s 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 tThe process of formally contacting a customer to request payment because an invoice that has been delinquent past a specified time limit Customer In Banner each customer has at least one customer number but some customers may have more
15. and retum wtth payment for proper handling Customer Name LOVELACE RESPIRATORY RESEARCH Customer ID Y01244318 Invoice Number 51328319 Please make check payable to University of New Mexico Mailing Address Is HSC Financial Service Division MSCO9 5222 1 University Of New Mexico Albuquerque NM 67131 0001 Version 2 0 Page 24 of 28 University of New Mexico Page 1 of 1 HSC Financial Service Division MSCO9 5222 1 University Of New Mexico Albuquerque NM 87131 0001 The University of New Mexico Bill To invoice Number 51398611 PRESBYTERIAN HEALTHCARE SERVICES ESPANOLA Customer ID YOO000061 ATTN ACCOUNTS PAYABLE PO BOX 26666 B 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 FEB10 24 MAR 2010 SE MD Coverage Surgery 224 29 8 FEB10 24 MAR 2010 SE Weekend Coverage 234 97 22 5 169 34 FEBIO 24 MAR 2010 SE Driving Time 45 00 3 135 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 spacey Extension Services Surgery provided by Juliet Lopez MD Dates February 5 7 2010 ee 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
16. ares eue Shas teh ea eee Sear eens 9 Pile Gal SCS orae a A E EEEE 11 Pote Document Tortai A ates tnastaaesaiausteneneans 12 Entenme Another Charse Record esirinnas E E E 12 Close the Ses Okna a as apalg sv aneeses aoe Se pcs apeiron 13 RP DVB C TOCOS ogee ee prea tR OTe np MnURENEN OVC OE 15 Where t0 send payments Tor depos UDG viiepsntdh serias cairn trade E T 15 Applicaton OF PA YMC IIS seriene aa a aa a aa a aaa 15 Accounts Receivable Aging Reports amp Collection Process ccccccccccccccceseseeeeeeeeeeeeaaaesseeeeeees 16 Sampe APNA REPO n a aa a a aa a 16 Past Dus COMectiom better PrE Sasann E A T 17 Departmental Rolein Collection ProCESS seneusiscroiiinsineroiinian a n 17 B d Debt Calculation and POMCY iatsieccodesecasindsace suntan e a e t 17 Contracted Collections and Legal action sisxccicotits eevee slotted ete i a A 18 Researchin amp Temas 11 an en eoi a ie stawene stout ete batie tienes eneeetidass 18 Departmental Procedures and Recordkeeping cc ccesseesseecceeecceeeeeeseeecceeeeeeaseeseseceeeeeeeaaeeenees 19 Customer Dispute ReSOlitiO Messrs cota eoneaeee ei coin ueene eee 19 Customer Adjustments Credits and Refunds enssesssseoeressssssssecresssssssscceeesssssssecteessssssseeeeeos 19 Sendins Invoices to Universtiy HOspita lessceriiststeiasateiarins debiadutesaiiah E ated 20 Banner Access Roles Needed siz cerescutsta vane taxethanddenacsusanessedsda vane taxethend EA ass 20 Ouick Listo Banner F
17. been applied Version 2 0 Page 15 of 28 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 May 2 2007 The activit reflects from May 1 2007 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 5 The first collection letter is reviewed and prepared from the 61 90 day column TRRHOO S University of New Mexico Health Sqences Center Amtete 050307 12N FU Unresticted Aging Report aa of May 92 27 wace hvorce Age in Tom H Tosi To wt t29 21 Mew Charges Tatal Fiamh vee Caegay Ora Days Jays Duys Lhaye Dryga Pencbng tire cece Balance E BIO Biotech Genetics Lovelace Resowatory Research institute OD Y01244319 Emin TORT DO y wo Hei 00 nm wm 10 00 W600 0057008 GMO Se w 0 00 140 00 0 0 0 00 0 00 140 s1257207 03910007 SO cs 3000 53 00 0 00 wm wm 000 gt m sios ayto S0 34 ww te x 000 ww ww 0 00 pepi S0257029 03010007 20 x s000 82 15 s000 wm wm 30 00 245 16 i Tn VOST 0 4 Hw a 0 sm wo nw 000 SD i SI0g7 411 aanw Sn s306 00 nm 000 nm mw 000 soe m S023740 MSGI S0 t 2 Ww nH s000 nm moo 80 0 eK Sios aoan SO H30 00 p WAL s000 TELE 300 5020 20 0 SMSO MeO BO H 00 Sw Ww ww
18. ce Charge Posting Process Payment Posting Process Day 1 Charges entered Night Train processes and feeds A R transactions to Day 1 Payment entered Day 3 Night Train Revenue appears processes and in Hyperion report feeds A R transactions to Day 2 Day 2 Night Train processes and feeds Day 3 STOP data to ODS Invoice removed Billing Customer s Amount from Aging cycle Due reflects Report complete yesterdays payments Night Train processes and feeds data to ODS Revenue is posted Finance Module to Index in Finance Finance Module Resources System Version 2 0 Page 23 of 28 Sample Invoices University of New Mexico Page HSC Financial Service Division MSCOO 5222 1 University Of New Mexico Albuquerque NM 87131 0001 The University of New Mexico invoice Number 513938819 Bill To LOVELACE RESPIRATORY RESEARCH INSTITUTE Customer ID Y01244319 ATTN ACCOUNTS PAYABLE 2425 RIDGECREST DR SE 5a Date 31 MAR 2010 Due Date 30 APR 2010 ALBUQUERQUE NM 87103 5127 505 272 6266 if you have any questions regarding your DIE piease contact your customer service representative at 112601 31 MAR 2010 Sequencing 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 anc Invoice Number on check Detach tis portion of Me Invoice
19. charges called the Bad Debt 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 28 Typically 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 collec
20. confirmation that session was closed Presse CI DEREF SESSION ti rinka ela seein Paton 14 Version 2 0 Page 14 of 28 Payment Processing Where to send payments for depositing All checks must be delivered to the appropriate Financial Services office HSC or Main Campus 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 check 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
21. ee billings for the month of June 11 21 July 1 Main Campus invoices customers on the Ist of the month 2 On the 15 of the month and 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 the Accounts Receivable Coordinator 3 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 4 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 5 Ifa credit needs to be mailed to the customer please work closely with the Accounts Receivable Coordinator to provide the correct information and a special letter will be created and sent to the customer with the credit o Aging Reports 6 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 Hyperion see the Reference Materials section for more information 7 Review your aging report Compare the aging report to the current invoices that were received to ensure that the department recei
22. epartments receive monthly aging report N A 3rd via e mail A R Coordinator Version 2 0 Page 7 of 28 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 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 If the Customer ID is unknown a b File Eat Oppors 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 a Y or N Note the letter Y is identified as Health Science Center The letter N is identified as Main Campus you should not use a customer that does not have a Y or N ID number Contact the Accounts Receivable Coordinator by e mail with customer name and billing address Double click on the Y or N number in the left hand column this will automatically take you bac
23. ewe J DAT PE PUA y Pe D ee we 4 Lee ew ale a4 we su wwe A wo a e le s yn 4 ww rvw D wo E os a ere sear om Go Click on the report name TBRH003 Unrestricted Aging by Department to open the report 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 When you close the report Hyperion might ask you if you want to save click NO Version 2 0 Page 22 of 28 Flowchart for Non Student AR Process UNM HSC Non Student Accounts Receivable Process START Department provides service Enter customer Receive e mail charges in Banner with scanned Non Student A R copy of customer invoices Receive e mailed copy of collection letter sent to customer Receive e mail Contact customers with A R aging with invoices older report than 60 days Department Customer billing Controller s Office Aaina Renon Collection letters Quarterly review of period closed bi staff deposits gng ae are sent for Aging report and th are sorted and generated at oul monthly on 15 amp disto d check amp applies invoices over 90 post Bad Debt at end of month payment to invoice month endai days old charges Customer invoices Financial Services Receive mailed invoice amp supporting documentation Submit payment on invoice to HSC Customer Copies of Collection Letter and Original Invoi
24. his will jump to the second section block of the form where you can review or enter records 5 If it s a new customer this record will be blank If this customer 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 Don t forget the HIPAA rules regarding protected health information when typing information about individuals 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 Ve
25. k 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 Oper gt f af Mock hem Record Query Tools elg a 20288 P BH E x wu amp ccourkt Oetall Fam TADEL 0 0 1 Ate ID d User TS5HOF hagr Paymer Dotall Code t Oohon List Ettoctive invoice Address Type Sequence Person Search FOLDEN Transaction Nuneher Limits Bilk Non Personm Search FOICOMP Rate ae ie rina Dur Invoice Amount Alternate ID Search GUIALTI Statement Paid Balamce Entry Spurte Detail Code Effective Sewolce Address Type Seqerece Cani y Transaction Number Limits Bill Rate Due Invoice Ateount Statement Paid Balance Text Entry Source Version 2 0 Query Balanco Account Balance Amount Dee Momo Balance NSF Receipt Page 8 of 28 FOICOMP Screen Co Gracie Develuper Forres Runtime Wet Open TFADETL FOICOND 0 Ale Edt Qp ons Block tem Record Query Tools Heb BAD Seas FP GON Al Ar 4 Change Typo Birthdate Name Type i g A Eta a Qube preae FET eeciyle Ciit g i cane Recai 1 Enter Nei Type in Y to query NSAR Type Customer Name to see Customers all NSAR customers names Select Proper Detail Code 4 Click on the Next Block button T
26. ment to the University Hospital must be accounted for specially All charges to University Hospital must be entered into Banner by ONLY the Accounts Receivable Coordinator NO EXCEPTIONS University Hospital is not obligated to pay any invoices except those sent by the Accounts Receivable Coordinator 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 Requests 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 28 Quick List of Banner Forms Screens Non Student accounts receivable module forms Form Form Name Purpose TFADETL Account Detail Form To enter new charges TGACREV Cashier Session Review Form To 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
27. 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 can send a mock invoice to the Accounts Receivable Coordinator and the Financial Services Office will create a Banner invoice for them 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 Module to correctly reflect the balance due for each customer all payments on invoices must be centrally processed by the 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 Much of the correspondence between the Financial Services office and the UNM departments that create Non Student A R invoices happens through e mail If you have a change in staffing or assignment of duties please be sure to let the Accounts Receivable Coordinator know so that the e mail address contact for your department can be updated Invoicing Aging Reports and the Collection Process o Invoicing Customers 1 HSC invoices customers on the Ist and 16th of the month There are thr
28. ons 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 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 Sending Invoices to University Hospital Due to the fact that the University is all one big complex legal entity any invoices from a UNM depart
29. ple YOOO00103 On Main Campus all start with the letter N o What does the Y or N stand for in the customer number Those that start with the letter Y represent the Non Student Accounts Receivable customers being billed from HSC The N represents the Non Student Accounts Receivable customers being billed from 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 a letter Y on HSC or an N on Main Campus Contact the Fiscal Services Supervisor on HSC or the Accountant 3 on Main Campus 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 payment 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 Version 2 0 Page 6 of 28 Adding New Detail Codes o Do I have 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 c
30. redit 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 the description field and typing what you want to appear on the invoice o How do I obtain a Detail Code By contacting the Fiscal Services Supervisor by e mail for HSC or the Accountant 3 for Main Campus and providing an index number for revenue and a description of the type of charges to be posted such as printing copies or cremation 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 processing deadlines which will be adjusted to avoid weekends and holidays NSAR Processing Deadlines Day of each Month Function to be completed Completed by Mid End of month Month 14th 29th Deadline for entering invoices to process Department Staff 15th Last day Non Student A R Invoices closed for month A R Coordinator 16th Ist Customer invoices printed A R Coordinator 19th 3rd Customer invoices mailed out A R Coordinator 19th 3rd Scanned copies of invoices e mailed to Department A R Coordinator D
31. rs need to respond quickly to any customer 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 for HSC or the Fiscal Services Tech for Main Campus Version 2 0 Page 19 of 28 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 HSC or the Fiscal Services Tech for Main Campus for help if you have questi
32. rsion 2 0 Page 9 of 28 Insert Record ID yoooo0eo4 7 salazar amp Son Credit Limit User SEBEGAY Holds fi iF Charges Payments Deposits Memos Comments Dates Inyoice Feed Cashier Cross Ref f Detail Code Vow ejom Cremation pay N Num Effective l1 AUG 2010 E inaite hires Type at 7 Sequence af Doc Num Transaction a1 AUG 2010 Number 165 Bill Bi AUG 2010 51539568 i Rate a 150 000000 Trans Num Due 50 SEP 2010 nude _ Amount E 1 350 00 Receipt 7 Statement 31 AUG 2010 g Paid p Balance 1 380 00 Tet kD Entry fat auG 2mig 2ource T ue First Record in View Most Recent Units 4 000000 Trans Paid coe o E o O Address Type 4 Doc Num Transaction E Number Units Trans Paid Bill a Rate Trans Num a Due Amount Receipt D Balance Text Source Second Record in View Account Balance Amunt Due Memo Balance NSF Receipt 4 900 00 F 9 900 00 00 o W Query Balance 1 600 00 Enter Detail New Highlighted field Code appears when inserting a new record Version 2 0 Page 10 of 28 Enter Charges 9 There are two options to post charges by unit cost or in total 10 11 12 13 Fie anf aaam Sr ope ti fyooqoanns Salazar amp Son User CE oo om mn CEEA icno creasaat Detail Code rf ooz FROME Cre Pay Num Effective J
33. than one customer number i e Lovelace Customer ID Number A unique 9 digit identifier that is related to the company s billing information For Non Student A R on HSC this number will begin with a Y which represents the Health Sciences Center An example is Y00000193 For Main Campus this number will begin with an Ne Detail Code A unique 4 digit identifier that represents the specific Banner index and account where this transaction will be posted In Non Student A R detail codes always start with a letter On HSC Campus the first letter is always Y Examples are YAQ3 or YB10 On Main Campus the first letter will always begin with an N All charges must have a detail code which prints an associated description on the invoice Form Forms are the different screens available 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 that contain 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 28 TFADETL
34. tion efforts Second as a last 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 YP01 are payments applied directly to an invoice Y P08 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
35. ue 0 APR 2010 Invoice Amount 750 00 Receipt hd Statement 53 MAR 2010 Paid Balance 750 00 Text oy Entry 31 MAR 2010 Source T j Detall Codo Waos FUUM PPD futomobveRe gt Pay Num DO S Effective L APR 2 Address Type nt Sequens Aas Dec Num Fears Transaction pscaPRont Lanits aaa Trans Paid FH Bal Rate Frans Num Due Amount Receipt Statement Balance Text E Entry 13 APA 2010 Source F nd gt Query Balance Account Balance Armount Due Memeo Balance NSF Receipt 1 500 00 6 550 00 6 590 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 and make sure the box to the right of the test line is checked to ensure it will print on the invoice Note if you need to type multiple lines you will need to click on each line to move down Also don t forget the HIPAA rules regarding protected health information when typing information about individuals 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
36. 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 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 Ifthe 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 28 Document Text Screen O 5a Hers n z Creda Limit User Held Detel Coe ans H PPO Actzrutre Sepert Tremsecbeo Number Additionei Test Or bat ial a eee ij 7 Type in Text Must be checked a to Optional to print on invoice 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 NetlId 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 information about this session a Review
37. ved copies of all invoices sent to customers If the department is missing an invoice stated on the aging report please request a copy from the Accounts Receivable Coordinator by e mail Version 2 0 Page 5 of 28 o Collection Process 8 Departments should initiate contact with a customer to inquire about the status of any invoice older than 60 days 9 Collection letters will be focused on invoices older than 60 days 10 At various times throughout the month the A R Coordinator 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 11 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 Accounts Fiscal Services Supervisor at HSC Financial Services Office or the Main Campus Accountant 3 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 TIf federally funded will need to go through Pre Award The Fiscal Services Supervisor or Accountant 3 will reply by return e mail with the Company s new customer number All Customer numbers are nine digits On the HSC Campus all start with the letter Y for exam
38. your prompt attention to this matter Sincerely Mhu 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 26 of 28 Sample Collection Letters Second letter ae UNIO HEALTH SCIENCES CENTER f fd l 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 Y00045391 S1256499 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 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 Stacie Hurley Accounts Receivable Coordinator UNM Health Sciences Center Department EMS Emergency Medical Services File Y00045391
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