May 4, Account Receivables Process Walkthrough

Transcription

1 May 4, 2006 Account Receivables Process Walkthrough

2 Agenda Introduction [BTS Flash] Objective Glossary of Terms Account Receivables cycle Key changes overview How to create, park, post and print an invoice A glance into SAP How to upload invoices into SAP Highlights on each phase or the Account Receivables s cycle Questions and answers 1

3 Objectives To give an overview of the Account Receivables cycle To explain the AR process key changes To walk the audience through the steps : of how to create, park, post and print an invoice in SAP of how to upload invoices into SAP Note : This session will cover only non-grants AR transactions 2

4 SAP Terminology SAP: Systems Applications and Products. The name of the software vendor and its core integrated product SAP R/3. Document: A record of a business event which has occurred and has been processed in SAP Park an invoice in SAP: Allows for entry and storage of an unfinished document in the system. A parked document is pending posting. Post an invoice in SAP: Allows for a completed document to update the General Ledger. 3

5 LAUSD Big Picture Data Flow Food Services Student Information Decision Support System Finance Human Resources Cross Application Timesheets Project Systems SACS 200x Transportation Systems Controlling Materials Management SAP System of Record Supply Relationship Management LACOE Peoplesoft FY 07 Funds Management Grants Management Budget Planning Simulation (BPS) Facilities Systems SAP BW 4

6 The Finance Ledger Transportation Systems Food Student Services Information Decision Support System Cross Human Project Finance Application Resources Systems Timesheets SAP Supply Controlling Materials Relationship Management System of Management Record SACS 200x LACOE Peoplesoft FY 07 Sub-modules within the Finance Ledger in SAP Funds Grants Management Management Facilities Systems Budget Planning Simulation (BPS) SAP BW General Ledger Accounts Receivable Finance Cash Management Sales & Distribution 5

7 Key Changes Standardization of customer data as well as customer and invoice numbering Integration of A/R processes Monitoring, tracking and aging of A/R based on various dimensions Assignment of A/R reconciliation account and revenue account to Business Partners and/or transactions 6

8 Process Overview: Accounts Receivable Start Here Business Partner Maintenance Billing and Invoice Printing Receipt Processing Accounts Receivable Cycle Credit Memo Processing Write-Off Recover Aging/Dunning 7

9 Account Receivables sub-process overview Start Here Business Partner Maintenance Billing and Invoice Printing AR Processor AR Approver Receipt Processing Write-Off Accounts Receivable Cycle Recover Credit Memo Processing Aging/Dunning Enter the invoice using the upload program Enter the invoice manually (FV70) Park the invoice Receive request for parked document posting Review and post the invoice (FBV0) Print invoice (FB12 and F.64) 8

10 Create an invoice : document header Complete the document header section and click on the notes tab Document Header Document Line Item 9

11 Create an invoice : notes This tab allows to enter long text description 10

12 Create an invoice : complete line item and park 1- Complete the document line item 2 - Save as completed icon performs validation checks and Parks the document 11

13 Post an invoice Select the document number and press enter 12

14 ost an invoice Approver reviews invoice and Post the document Before posting, click the Services for object icon and select Attachment list to view attachments 13

15 ost an invoice : approver viewing attachment Attachment for AR attachment for Attachments are displayed 14

16 isplay an invoice Display the accounting document 15

17 rint an invoice : request the printing 2- Select the invoice and request printing 1- Select the LAUSD customer invoice 16

18 rint an invoice 1- Enter the correspondence code and the document number 3 - Execute 2- Select whether you want to print the invoice or a duplicate 17

19 rint an invoice Select the invoice you wish to print and display a screen preview 18

20 rint an invoice Review invoice and print it 19

21 nter an invoice using the upload program Pairing One customer-one credit line item, each customer has one and only one corresponding credit line in the Excel file Multiple unique customers (customers lines) share the same and only credit line in the Excel file MC1C Save your files as text files before the upload! 20

22 nter invoices using the upload program 1- Select Park or Post (MC1C type will be posted automatically) and Pair or MC1C 3-Upload the invoice 2-Select file accordingly 21

23 nter invoices using the upload program Remember To Post Files Files generated generated by by SAP SAP :: Copy Copy of of the the excel excel file file Log Log file file = error error message message E file file = list list of of rejected rejected lines lines 22

24 Credit Memo Processing - Highlights Receipt Processing Business Partner Start Here Maintenance Billing and Invoice Printing Accounts Receivable Cycle Credit Memo Processing Credit Memo to be processed needs two individuals Credit Memo Processor and Credit Memo Approver Write-Off Recover Aging/Dunning Park (FV75) Post (FBV0) Credit Memo Processor will not have access to the POST transaction 23

25 Aging / Dunning Processing - Highlights Receipt Processing Business Partner Start Here Maintenance Billing and Invoice Printing Accounts Receivable Cycle Credit Memo Processing One single Dunning Procedure LAUSD This will trigger a Dunning notice for over due items for one (1) day. Write-Off Recover Aging/Dunning An Aging Report is available 24

26 Write off and Recovery - Highlights Write Off Receipt Processing Business Partner Start Here Maintenance Billing and Invoice Printing Accounts Receivable Cycle Credit Memo Processing Write-Off Recover Aging/Dunning Write-off will go directly in the Customer Account. There is no allowance for Bad Debts set-up Entry is just a reversal of the original invoice Recovery If a customer subsequently pays a written-off invoice, District will reinstate the invoice and then record the payment against a reinstated receivable If payment is received in the following fiscal year, record as revenue. If material a review by the District controller is required. Write off and Recovery will be noted under document type DW 25

27 Receipt Processing - Highlights Receipt Process Receipt Processing Business Partner Start Here Maintenance Billing and Invoice Printing Accounts Receivable Cycle Credit Memo Processing Write-Off Recover Aging/Dunning Process Incoming Customer Payment Receive Cash/ Check Run the payment Record Revenue For Cash in County transaction Peoplesoft to SAP Interface Create Manual Check Deposits: Perform this procedure whenever there is cash or check received on hand. 26

28 Receipt Processing - Highlights Receipt Processing Business Partner Start Here Maintenance Billing and Invoice Printing Accounts Receivable Cycle Credit Memo Processing Write-Off Recover Aging/Dunning Under Or Over Payment Situation 1 Invoice is for $500. Received $499 underpayment. Collect the $499, do not send the check back. Credit the customer for $499 and do a partial payment against the $500 invoice. Do not issue a $1 write-off at this time. Situation 2 Invoice is for $900. Received $901 overpayment. Collect the $900, do not send the check back. Credit the customer for $901 and apply $900 to the invoice of the $900. Do not issue a $1 Refund at this time. 27

29 More Project Information? To learn more about the BTS Project: Check out the BTS Project Website ( Contact your local Change Champion For questions, 28

30 Questions 29