Viewing Accounts Receivable For Vendor (External Orgs) in PeopleSoft

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1 Viewing Accounts Receivable For Vendor (External Orgs) in PeopleSoft Log on to PeopleSoft s campus solutions module o Enter in your User ID and password User ID and password should be IDM account information (firstname.lastname) If you don t know your account information or if you need to reset your password, you can call the help desk at or go to Navigating campus solutions o Once you get logged in, you should see a menu on the left part of your screen. This is the main tool for getting around to the different sections of campus solutions. o To view accounts receivable, click on Student Financials from the previously mentioned navigation menu

2 o Then, click on View Corporate Accounts Viewing the Accounts Receivable information o Your screen should now have 3 input boxes labeled Business Unit, External Org ID, and Description Business Unit is always UND01 External Org ID is the organization you are looking for Accounts Receivable information on

3 Description can be used to search, but if you know the External Org ID, it s best to use that to search If you do have to use description to search for the External Org ID, click the box next to description and change it to contains Type in the name of the vendor or org you are looking for and click the search button o Some of the words are abbreviated due to character limits o Try shortened versions of some of your search items if you are having trouble finding them o Ex: Center to Ctr, Medical to Med, University to U, etc. Once you find the one you are looking for, clicking any of the links on that line will bring you to that account page o Type the Org ID number into the middle box and click search Description does not have to be filled in o Charges are broken down by semester If a payment is made on a charge from a previous semester, that payment will show up on the semester of the original charge (ex.-fall 2012 payment made on a Summer 2011 charge will be in the Summer 2011 section) The balance outstanding is listed in row with the corresponding semester o The 2 ways to view the charges that this guide will show are: items by date and account details

4 Items by date This gives a basic overview of account activity, organized by date posted Disregard the total column on the right, as it is incorrect (it begins account activity from the latest charge/payment and then works backwards to older charges/payments) This is the fastest and most general way to view account activity

5 Account Details This gives more detailed information of account activity, organized by semester Click view all if it is highlighted at the top - this will show all activity for the semester. You will notice the account details view is not organized by date like the items by date view; instead it is organized alphabetically by item The top number on each line represents the original charge amount, and the bottom number represents the outstanding amount Bottom number will be less than top if a payment has been applied to that charge If the bottom number is 0, the entire charge has been paid Fully paid All outstanding Account details is helpful in that it allows you to view details on each charge or payment by clicking on the item details icon on the line of every charge or payment

6 Once you click item details, the reference number will give you information about that charge (invoice #, date, description of goods/services, etc.) Also, if the charge has been paid, the payment date will be listed at the bottom Credits o If a credit is issued on a charge, it will not always match up with that related charge Instead, the system applies the credit to the oldest outstanding charge(s) Clicking item details will show what charge(s) the credit was applied to o Here is an example of how credits affect the system This credit is for $53.55, however it was not applied to the charge for $53.55 Here is the related charge it should have been applied to

7 As you can see, the bottom number is not zero so not all (and possibly none) of the credit was applied to that charge. To see where the credit was applied, click item details on the line of the credit At the bottom of the screen, the charges this payment paid section will show which charge(s) the credit was applied to Doesn t match Split Under charges this payment paid at the bottom right of the screen, you can see the credit was split between 2 charges Also, the credit item description at the top of the screen doesn t match the charges that were credited therefore you know none of the credit was applied to the charge that actually relates to the credit Even if the credit and charges paid item descriptions match, you must go into the item details of the charge in question to be sure that the credit was applied Submitting payments to Student Account Services o Print all of the due charges o Highlight the charges that are being paid with this payment o Make a copy for your records o Deliver to Student Account Services

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