AR160 Accounts Receivable Reporting, Best Practices and Unit Responsibilities
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1 AR160 Accounts Receivable Reporting, Best Practices and Unit Responsibilities University of Michigan Shared Services 1
2 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 2
3 Course Overview Today, we will discuss information for the retained organization relating to Accounts Receivable processes. After completing this course, Retained Unit Accounts Receivable Associates will be able to: Understand the unit roles and responsibilities Describe how to handle cash, checks, customer/sponsor calls Explain which funds can have billing activity Know how to run the monthly statement reports Understand the unit role in the collection process Discuss best practices 3
4 Course Introduction Let s Discuss. How many people have already or plan to attend AR 150? Has anyone started using the new AR templates or tried inputting test information? If so, do you have any comments to share with this class? 4
5 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 5
6 Lesson 1 Roles and Responsibilities Objectives After completing this lesson, you will be able to: Understand what service support is provided by the SSC Identify which AR processes will be performed in the unit and which will be performed by the SSC Recognize which invoices are eligible for payment via credit card 6
7 Lesson 1 Roles and Responsibilities Topics SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage 7
8 Lesson 1 Roles and Responsibilities SSC AR Services & Information SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage SSC AR Services Provided General Receivables (GR) invoice processing GR invoice collection Sponsored Programs (SP) sponsor form reporting, cost share reporting, invoice creation and processing SP invoice collection Check and credit card payment identification and processing ACH, wire, lockbox identification and processing 8
9 Lesson 1 Roles and Responsibilities SSC AR Services & Information SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Information to Note Unit receives revenue on SOA (Statement of Activity) at invoice processing Revenue on SOA does not indicate payment has been received Only General Receivable & Various Sponsor Sponsored Agreement invoices $10K or under are eligible for payment from customer via credit card payment method 2.7% credit card processing fee of total transaction amount charged to unit 9
10 Lesson 1 Roles and Responsibilities SSC AR Services & Information SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Information to Note If unit is made aware of electronic funds transfer to U-M bank account, notify SSC at electronicpmts@umich.edu and provide shortcode and/or project and account code If vendor requires electronic payment paperwork be filled out, forward to SSC for completion with help from Treasury when necessary. this paperwork to electronicpmts@umich.edu 10
11 Lesson 1 Roles and Responsibilities SSC AR Services & Information SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Information to Note Payments for non-invoiced activity: vendor should be instructed to include ShortCode, and the project/grant number on transmission to bank. If unit is looking for funds that should have arrived and been applied to unit shortcode, unallocatedssc@umich.edu to inquire about the payment. Please provide details you have regarding the payment made. 11
12 Lesson 1 Roles and Responsibilities SSC AR Services & Information SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Information to Note SSC AR will reach out individually to units regarding unallocated payments if research indicates the payment may belong to a specific unit. In the future, each unit will be asked to appoint one or two people per unit to be responsible for receiving and reviewing an unallocated list of payments. 12
13 Lesson 1 Roles and Responsibilities Maintain General Customer Records SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Maintain general customer records unit responsibilities Run query to determine if customer already exists, if does not exist complete general customer upload form. general customer upload to SSC Notify SSC of any customer address/contact info changes 13
14 Lesson 1 Roles and Responsibilities Record General Receivable SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Record general receivable unit responsibilities Compile billing source data Complete general invoice form general invoice form to SSC Work with SSC if errors occur during bill upload process 14
15 Lesson 1 Roles and Responsibilities Manage and Process Collections SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Manage & process collections unit responsibilities Work with SSC when dispute arises Determine if past due receivable should be sent to collection agency or write-off 15
16 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 1. Only General Receivable & Various Sponsor Sponsored Agreement invoices $10K or under are eligible for payment from the customer via the credit card payment method. State whether True or False. a. True b. False 16
17 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 1. Only General Receivable & Various Sponsor Sponsored Agreement invoices $10K or under are eligible for payment from the customer via the credit card payment method. State whether True or False. a. True b. False 17
18 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 2. Revenue on SOA indicates payment has been received. State whether True or False. a. True b. False 18
19 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 2. Revenue on SOA indicates payment has been received. State whether True or False. a. True b. False Revenue on SOA does not indicate payment has been received. This indicates the invoice was processed. 19
20 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 3. The SSC provides services for Sponsored Programs invoice collection. State whether True or False. a. True b. False 20
21 Lesson 1 Roles and Responsibilities Knowledge Checkpoint 3. The SSC provides services for Sponsored Programs invoice collection. State whether True or False. a. True b. False 21
22 Lesson 1 Roles and Responsibilities Summary SSC AR services & information Maintain general customer records Record general receivable Manage & process collections General billing coverage Having completed this lesson, you should now be able to: Understand what service support is provided by the SSC Identify which AR processes will be performed in the unit and which will be performed by the SSC Recognize which invoices are eligible for payment via credit card 22
23 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 23
24 Lesson 2 Checks and Customer/Sponsor Calls Objectives After completing this lesson, you will be able to: Identify unit tasks for various check and customer call scenarios 24
25 Lesson 2 Checks and Customer/Sponsor Calls Topics Check received scenario Customer call scenario Information received scenario Manage & process collections General billing coverage 25
26 Lesson 2 Checks and Customer/Sponsor Calls Check Received Scenario Check received scenario Customer call scenario Information received scenario Manage & process collections General billing coverage Scenario Receiving Payment After reading this document use the back button to return to this presentation Unit receives check for invoice processed by SSC. The unit can call the SSC or can refer to unit narrative called Receiving Payment in the unit that provides the step by step procedure for depositing a check to the AR chartfields. Unit Task Call SSC or refer to unit narrative for instructions on how to deposit the check immediately to the AR chartfields. Check deposited by unit to Accounts Receivable chartfields 26
27 Lesson 2 Checks and Customer/Sponsor Calls Check Received Scenario Check received scenario Customer call scenario Information received scenario Manage & process collections General billing coverage Scenario Customer calls the unit regarding an invoice Unit Task Direct the customer to call SSC number listed on the invoice or send an to the address listed on the invoice. 27
28 Lesson 2 Checks and Customer/Sponsor Calls Check Received Scenario Check received scenario Customer call scenario Information received scenario Manage & process collections General billing coverage Scenario Unit Task Unit receives information relating to an invoice, invoice payments or a customer issue Notify the SSC 28
29 Lesson 2 Checks and Customer/Sponsor Calls Knowledge Checkpoint 1. What should the unit do if it receives a check for an invoice processed by the SSC? Check all that apply. a. Call SSC for instructions on how to deposit the check immediately b. Send check to SSC so SSC can deposit c. Deposit check to Accounts Receivable ChartFields d. Void the check 29
30 Lesson 2 Checks and Customer/Sponsor Calls Knowledge Checkpoint 1. What should the unit do if it receives a check for an invoice processed by the SSC? Check all that apply. a. Call SSC for instructions on how to deposit the check immediately b. Send check to SSC so SSC can deposit c. Deposit check to Accounts Receivable ChartFields d. Void the check 30
31 Lesson 2 Checks and Customer/Sponsor Calls Summary Check received scenario Customer call scenario Information received scenario Manage & process collections General billing coverage Having completed this lesson, you should now be able to: Identify unit tasks for various check and customer call scenarios 31
32 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 32
33 Lesson 3 Fund Specific Invoicing Rules Objectives After completing this lesson, you will be able to: Understand which fund to use for different types of external customer billings 33
34 Lesson 3 Fund Specific Invoicing Rules Topics Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage 34
35 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Use these funds for external customer billings Fund 10000: General Fund Fund 20000: Sponsored Federal Fund 25000: Sponsored Non Federal Fund 30000: Gift Fund Fund 40000: Designated Fund Fund 50000: Auxiliary Fund Fund Invoicing Rules After reading this document use the back button to return to this presentation 35
36 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 10000: General Fund No external revenue allowed in this fund except for non-degree student revenue at account Can bill an external entity, but only to recoup expenses incurred in general fund The payment would offset the expense and therefore that billing would be processed against an expense account rather than a revenue account 36
37 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 20000: Sponsored Federal Billings against this fund will be processed by the SSC Billing Team per the terms of the agreement provided by the Sponsored Programs Office and assistance from the unit when necessary 37
38 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 25000: Sponsored Non-Federal Billings against this fund will be processed by the SSC Billing Team per the terms of the agreement provided by the Sponsored Programs Office and assistance from the unit when necessary 38
39 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 30000: Gift Fund Generally there are no billings against this fund unless to recoup expenses incurred on this fund relating to an external entity. 39
40 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 40000: Designated Fund Can bill customers for departmental activity No recharge revenue/billing allowed 40
41 Lesson 3 Fund Specific Invoicing Rules Fund Invoicing Rules Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Fund 50000: Auxiliary Fund Can bill customers for departmental activity No recharge revenue/billing allowed 41
42 Lesson 3 Fund Specific Invoicing Rules Knowledge Checkpoint 1. Which fund should be used for gifts? Choose the correct answer. a. Fund b. Fund c. Fund d. Fund
43 Lesson 3 Fund Specific Invoicing Rules Knowledge Checkpoint 1. Which fund should be used for gifts? Choose the correct answer. a. Fund b. Fund c. Fund d. Fund
44 Lesson 3 Fund Specific Invoicing Rules Summary Fund invoicing rules Customer call scenario Information received scenario Manage & process collections General billing coverage Having completed this lesson, you should now: Understand which fund to use for different types of external customer billings 44
45 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 45
46 Lesson 4 Monthly Reports Objectives After completing this lesson, you will be able to: Understand how to run various monthly AR reports Identify the options for running Statement of Receivables and Aging Reports Recognize the criteria for running monthly reports 46
47 Lesson 4 Monthly Reports Topics Running Monthly Reports Information received scenario Manage & process collections General billing coverage 47
48 Lesson 4 Monthly Reports Statement of Receivables Reports Running Monthly Reports Information received scenario Manage & process collections General billing coverage There are three options for running Statement of Receivable and Aging Reports: M-Pathways Business Objects M-Reports Running Reports After reading this document use the back button to return to this presentation Note: M-Pathways, M-Reports and Business Objects AR tables are updated daily 48
49 Lesson 4 Monthly Reports Statement of Receivables Reports Running Monthly Reports Information received scenario Manage & process collections General billing coverage Select criteria for running report: Project Grant Fund/Department /Program 49
50 Lesson 4 Monthly Reports Statement of Receivables Reports Running Monthly Reports Information received scenario Manage & process collections General billing coverage For instructions on the fields and how to read the Aging Report or the Statement of Receivables Report, click below to download the MyLINC documents that provide this information Statement of Receivables Report Field Descriptions Aging Detail Report Field Descriptions 50
51 Lesson 4 Monthly Reports Knowledge Checkpoint 1. M-Pathways is updated weekly. State whether True or False. a. True b. False 51
52 Lesson 4 Monthly Reports Knowledge Checkpoint 1. M-Pathways is updated weekly. State whether True or False. a. True b. False M-Pathways is updated daily. 52
53 Lesson 4 Monthly Reports Summary Statement of receivables reports Information received scenario Manage & process collections General billing coverage Having completed this lesson, you should now: Understand how to run various monthly AR reports Identify the options for running Statement of Receivables reports Recognize the criteria for running monthly reports 53
54 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 54
55 Lesson 5 Collection Process Roles Objectives After completing this lesson, you will be able to: Be familiar with the collection process and division of responsibility with the SSC 55
56 Lesson 5 Collection Process Roles Topics Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage 56
57 Lesson 5 Collection Process Roles Tasks & Expectations Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage SSC provides all collections services and involves unit to resolve issues and questions as necessary. 57
58 Lesson 5 Collection Process Roles Tasks & Expectations Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage Unit refers customer calls & interactions information to SSC. 58
59 Lesson 5 Collection Process Roles Tasks & Expectations Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage If collection by SSC is not successful, the unit will have the option to send the invoice to an external agency or write it off. 59
60 Lesson 5 Collection Process Roles Tasks & Expectations Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage Unit will make final decision on course of action. 60
61 Lesson 5 Collection Process Roles Knowledge Checkpoint 1. SSC provides all collections services and involves unit to resolve issues and questions as necessary. State whether True or False. a. True b. False 61
62 Lesson 5 Collection Process Roles Knowledge Checkpoint 1. SSC provides all collections services and involves unit to resolve issues and questions as necessary. State whether True or False. a. True b. False 62
63 Lesson 5 Collection Process Rules Summary Tasks & expectations Aging reports Information received scenario Manage & process collections General billing coverage Having completed this lesson, you should now: Be familiar with the collection process and division of responsibility with the SSC 63
64 Course Agenda Course Introduction 1. Roles and Responsibilities 2. Checks and Customer/Sponsor Calls 3. Fund Specific Invoicing Rules 4. Monthly Reports 5. Collection Process Roles 6. Accounts Receivable Best Practices for Unit Course Summary Course Evaluation 64
65 Lesson 6 Best Practices for Units Objectives After completing this lesson, you will be able to: Identify several best practices for AR processes 65
66 Lesson 6 Best Practices for Units Topics Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage 66
67 Lesson 6 Best Practices for Units Best Practice Examples Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage Process invoices in a timely manner through SSC 67
68 Lesson 6 Best Practices for Units Best Practice Examples Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage Aggregate small dollar amount charges incurred during a month into a single invoice if possible 68
69 Lesson 6 Best Practices for Units Best Practice Examples Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage Review Statement of Receivables Report and Aging Report monthly 69
70 Lesson 6 Best Practices for Units Best Practice Examples Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage Refer invoice related inquiries to SSC 70
71 Lesson 6 Best Practices for Units Knowledge Checkpoint 1. Invoice related inquiries should be referred to the SSC. State whether True or False. a. True b. False 71
72 Lesson 6 Best Practices for Units Knowledge Checkpoint 1. Invoice related inquiries should be referred to the SSC. State whether True or False. a. True b. False 72
73 Lesson 6 Best Practices for Units Summary Best practice examples Aging reports Information received scenario Manage & process collections General billing coverage Having completed this lesson, you should now: Be able to identify several best practices for AR processes 73
74 Course Summary Well done! You ve completed the material in this course. You should now be able to: Understand the unit roles and responsibilities Describe how to handle cash, checks, customer/sponsor calls Explain which funds can have billing activity Know how to run the monthly statement reports Understand the unit role in the collection process Discuss best practices 74
75 AR160 Money, Process and Payments Knowledge Assessment 1. SSC AR Services provides the following services. Check all that apply. Sponsored Programs (SP) sponsor form reporting, cost share reporting, invoice creation and processing General Receivable (GR) and SP invoice processing and collection Vendor maintenance and voucher creation in M-Pathways ACH, wire, lockbox identification and processing 75
76 AR160 Money, Process and Payments Knowledge Assessment 1. SSC AR Services provides the following services. Check all that apply. Sponsored Programs (SP) sponsor form reporting, cost share reporting, invoice creation and processing General Receivable (GR) and SP invoice processing and collection Vendor maintenance and voucher creation in M-Pathways ACH, wire, lockbox identification and processing 76
77 AR160 Money, Process and Payments Knowledge Assessment 2. The Designated Fund can be used to bill customers for departmental activity. State whether True or False. a. True b. False 77
78 AR160 Money, Process and Payments Knowledge Assessment 2. The Designated Fund can be used to bill customers for departmental activity. State whether True or False. a. True b. False 78
79 AR160 Money, Process and Payments Knowledge Assessment 3. Business Objects is the only option for running Statement of Receivable reports. State whether True or False. a. True b. False 79
80 AR160 Money, Process and Payments Knowledge Assessment 3. Business Objects is the only option for running Statement of Receivable reports. State whether True or False. a. True b. False Report can be run in Business Objects, M-Pathways and M- Reports 80
81 AR160 Money, Process and Payments Knowledge Assessment 4. If collection by SSC is not successful, the unit will have the option to send an invoice to the external collection agency or to write off the amount. State whether True or False. a. True b. False 81
82 AR160 Money, Process and Payments Knowledge Assessment 4. If collection by SSC is not successful, the unit will have the option to send an invoice to the external collection agency or to write off the amount. State whether True or False. a. True b. False 82
83 Questions? For SSC Accounts Receivable questions, contact Jamie Zawistowski at For AST project related questions, please contact 83
84 Next Steps Course Evaluation Training Materials Materials used in this presentation are posted in MyLINC 84
85 Congratulations! You have successfully completed the course! AR150 Using AR Templates 85
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