Business Process Flowchart

Transcription

1 Business Process Flowchart Accounts Receivable Packet Description The Accounts Receivable Packet describes how invoices are created and customer information (other agencies or outside entities) is managed and recorded in MAGIC. MAGIC Roles The MAGIC Roles used in these flows are: AR - Accounts Receivable Invoice r AR - Accounts Receivable Invoice Entry AR - Post Outgoing Payments A description of each role can be found on the MMRS Website. MAGIC Flows The individual MAGIC flows that are included in this packet are: AR1-Adjustment for Incorrect AR Revenue Posting AR2-Customer Invoicing Process for External entities in AR AR3-Refunds for Customers (Previously in GL) Help or Questions Click here to learn how to read a MAGIC Business Flowchart. If you have a question, please use the MAGIC Feedback webpage to submit your question.

2 Business Process Flowchart Accounts Receivable Significant Changes MAGIC will have a central customer file with centralized customer numbers. High Level Process Description The newly assigned customer number will be referenced on the customer invoice The accounts payable process will allow agencies to create a customer invoice and post/clear a customer payment. The invoicing process will allow agencies to select a customer and post against the appropriate revenue G/L account while also posting against a cost center, or internal order or WBS element. The number series for revenue G/L accounts is 4XXXXXXX. Dunning Program The dunning process will now be a more standard process for all agencies through the MAGIC system. The system allows you to dun business partners automatically. The system duns the open items from business partner accounts in which the overdue items create a debit balance. The dunning program selects the overdue open items, determines the dunning level of the account in question, and creates a dunning notice. It then saves the dunning data created for the items and accounts affected.

3 AR1-Adjustment for Incorrect Customer Billing AR Invoice r AR Invoice Entry Customer Invoice entry with FV70 (DR); billed the wrong customer Has a customer payment been received YES a customer credit memo NO Enter a Customer Credit Memo Save Customer Credit Memo as Complete Invoice Approval process a customer credit memo a customer outgoing payment (DZ) F-31 Creates a Customer Credit Memo Issue a new Customer Invoice to the correct customer

4 Customer Invoicing Process for External entities in AR Customer DFA/OFM AR Agency Invoice Entry AR- Agency Invoice r AR- Agency Outgoing Payments Services are rendered Invoice Entry for Customer Invoice FV70 (DR) Save Invoice as complete for Customer invoice approval FV70 (DR) Execute the customer account statement ZFAR_ACC_STMT Automatic Post to AR Customer Receives Current Statement Or Dunning Letter (In Arrears 60, 90 & 120 days) Execute the Dunning Program No F150 Customer makes payment in allotted time Yes Park document for Incoming Payment FBV1 (DZ) Save Document as Complete for Incoming Payment for Customer invoice approval FBV1 (DZ) Requires DFA APPROVAL of Incoming Monies Clear Customer for partial payments Partial F-32 (AB) Partial or Full Payment Full Customer paid Creates a clearing document (DZ) Job for F.13 (DZ) run in background in nightly process

5 AR Invoice Outgoing Payment role AR Invoice Entry r A Customer Refund is due Enter Customer Credit Memo Save Credit Memo as complete Agency r Post customer credit memo Creates a Credit Memo for Customer Refund Customer Outgoing Payment F-31 (TBD) Process thru Automatic Payment Run F110 Customer Receives Warrant, EFT, or ACH payment DFA/MMRS Automatic Payment Run