Western PeopleSoft Financials Accounts Receivable Inquiry

Transcription

1 Objectives By the end of this session you will be able to: Run, review and print Accounts Receivable Reports Reprint Invoices Inquire on Bills/Invoices, customer balances, customer items, and customer conversations Content 1. Accounts Receivable Reports 2. Reprint an Invoice 3. Review Billing Information 4. Customer Accounts 5. Item Information 6. Item Activity 7. Customer Conversations August 2013 Page 1

2 1. Accounts Receivable Reports Navigation: UWO Menu/UWO Accounts Receivable/A/R Customer/Aging by Billing Unit 1. Search and select an existing Run Control ID or select Add a New Value and enter a new Run Control ID such as report and click Add. This run control can be used for any of the Accounts Receivable Reports in the menu list. 2. Enter the As of Date: and the Billing Unit: For training purposes use 01/01/2013 and Billing Unit Click on Run. 4. You will be taken to the Process Scheduler Request window. 5. Ensure check box beside Aging By Billing Unit is checked, the Type is Window and the Format is PDF. August 2013 Page 2

3 6. Click OK A new window will open and the Aging by Billing Unit Report will be available for you to review on screen, print or save as a file. Other Accounts Receivable Reports can be run in the same manner. Other reports available: Accounting Entries by Bill Type - Summarizes Invoices and the accounting entries for by Bill Type for a specific period of time Accounting Entries by Invoice - Accounting entries for a specific invoice Aging by Billing Unit - Gives all invoices outstanding by Billing Unit as at a specific date and shows the aging category for each invoice Aging by Customer - All invoices outstanding for a Customer as at a specific date and shows the aging category for each invoice Customer Conversations - Conversations by Customer for a specific time period. If the customer has contacted the Accounts Receivable office, we make notes of the conversation Customer Payment History - All payments for a Customer for a specific time period. Customer Payments by Bill Type - All payment received for a Bill Type sorted by Customer for a specific time period Customer Payments by Cheque # - Payments by a specific cheque number Outstanding Inv s by $ Amount - Outstanding invoices by a range of dollar amounts Outstanding Inv s by Bill Type - Outstanding invoices by a specific Bill Type as of last night Outstanding Inv s by Customer - Outstanding invoices for a Customer as of last night August 2013 Page 3

4 2. Reprint an Invoice Navigation: Billing/Generate Invoices/Non-Consolidated/Reprint Invoices 1. Search and select an existing Run Control ID or select Add a New Value and enter a new Run Control ID such as reprintinvoice and click Add. 2. Enter From Business Unit (To Business Unit will fill in) and the From Invoice (To Invoice will fill in) you want to reprint. For training purposes use T Click Print Options tab. 4. Check boxes Print Only Primary Copy and Use Current Effective Address. August 2013 Page 4

5 5. Return to Reprint Invoice tab and click Run. 6. Click OK. A new window will open and the invoice will be available to view or print. 3. Review Billing Information Navigation: Billing/Review Billing Information/Details 1. Enter an Invoice number (T371271) or any information you want to inquire by. If you search by a specific value such as an Invoice number the Invoice Header Info window will open. If you search by a range, such as Invoice number begins with T3684, your search will result in a list, as in the example below. 2. Click on an Invoice in the Search Results list and the Invoice Header Info 1 window will open August 2013 Page 5

6 3. On the Header Info window you can click on any of the Go to: links to access more information. 4. Click on the Line Info 1 tab to access line item information 5. On the Line Info window you can click on any of the Go to: links to access more information. August 2013 Page 6

7 4. Customer Accounts Navigation: Accounts Receivable/Customer Accounts/Customer Information/Account Overview 1. Enter Sponsor/Cust WES or click on the magnifying glass icon to Look Up Sponsor Customer ID by various criteria such as Short Name. 2. Click Search and Customer account information window will open on the Balances tab. 3. The Most Recent Activity section shows the last Invoice added and the last payment received. 4. The Balance and Past Due show the total items and total amount owing. 5. Summary Aging section shows the number of items and totals by aging category Click on Balance or Past Due amount August 2013 Page 7

8 7. The Item List window will open. This lists all invoices that are currently outstanding. The Detail 1 to 6 tabs contain more information on the invoice items. 8. Click on Detail 2 to view subcust1 column. This will be invoices by Bill Type. 9. Click Account Overview or Cancel to return to the previous window August 2013 Page 8

9 5. Item Activity Navigation: Accounts Receivable/Customer Accounts/Item Information/View Update Item Details. 1. Enter Item ID: T and click Search. 2. The Invoice balance is Click on Item Activity tab 4. The item has an Entry Type of PY meaning it has been paid. The payment batch (Deposit ID) and cheque number (Payment ID) are displayed. August 2013 Page 9

10 6. Customer Conversations The Accounts Receivable Office uses the conversations area to make note of any contact with customers regarding request for copies of invoices, disputes, promises to pay etc. You can add conversations if customers call you inquiring about an invoice or if you call them to inquire on when the invoice will be paid. It is helpful to have all communications with the customer available to the Accounts Receivable Office. Navigation: Accounts Receivable/Customer Interactions/Conversations/View/Update Conversations 1. Enter Cust ID WES and click Search. 2. Scroll down to the Search Results list, select and click on any item you wish to review. 3. To add a new conversation Click Add a New Value tab or link. 4. Enter Sponsor /Customer ID WES and click Add. 5. Enter Description, Sub-Topic, Keyword, Contact ID, and Comments. Fields with an asterisk * are required. 6. Click Save. August 2013 Page 10

11 The following is a summary of the Reports accessible for Inquiry Navigate as follows UWO Menu UWO Accounts Receivable A/R Customer Report Accounting Entries by Bill Type Accounting Entries by Invoice Aging by Billing Unit Aging by Customer Customer Conversations Customer Payment History Customer Payments by Bill Type Description or use Summarizes Invoices and the accounting entries for by Bill Type for a specific period of time Accounting entries for a specific invoice Gives all invoices outstanding by Billing Unit as at a specific date and shows the aging category for each invoice. All invoices outstanding for a Customer as at a specific date and shows the aging category for each invoice. Conversations by Customer for a specific time period. If the customer has contacted the Accounts Receivable office, we make notes of the conversation. All payments for a Customer for a specific time period. All payment received for a Bill Type sorted by Customer for a specific time period Customer Payments by Cheque # Outstanding Inv s by $ Amount Outstanding Inv s by Bill Type Outstanding Inv s by Customer Payments by a specific cheque number Outstanding invoices by a range of dollar amounts Outstanding invoices by a specific Bill Type as of last night Outstanding invoices for a Customer as of last night August 2013 Page 11

12 The following is a summary of the Billing/Accounts Receivable Pages accessible for Inquiry Navigate as follows Billing Review Billing Information Billing Page Details Summary Description or use To view details for an invoice saved in the system in any status. The Header pages are grouped together while the line pages are grouped as well To view the Summary for an invoice. This tell you the total dollars for the invoice, the status of it, any taxes, and who issued it. Navigate as follows Accounts Receivable Customer Accounts Customer Information Accounts Receivable Pages Account Overview Payments Description or use Summary of total outstanding invoices for a customer Payments for a customer for a selected time period Navigate as follows Accounts Receivable Customer Accounts Item Information Accounts Receivable Pages Item List Vie/Update Item Details Item Activity Description or use List of items for a customer Item activity by item/invoice number. Shows balance and payment information August 2013 Page 12

13 Item Billing Date Item Activity From a Payment Item Activity Summary Review item billing information Review a list of items posted by deposit numbers Review a single-line summary for each item related activity Navigate as follows Accounts Receivable Customer Interactions View/Update Conversations Accounts Receivable Pages View /Update Conversations Description or use To record or view any conversations with customers for things like faxed copies of invoices or disputes over amounts. August 2013 Page 13