KFS Cash and Accounts Receivable A Procedural Guide for Kuali Financial Systems E-Docs Kuali Implementation Team

Transcription

1 KFS Cash and Accounts Receivable A Procedural Guide for Kuali Financial Systems E-Docs Kuali Implementation Team 14

2 Table of Contents E-Doc / Process Page Cash Receipt (CR) 3 Advance Deposit (AD) 8 Credit Card Receipt (CCR) 11 Customer Create/Edit (CUS) 16 Customer Invoice (INV) 24 Customer Invoice batch upload 33 Customer Invoice batch print 37 Credit Memo (CM) 40 Cash Control (CTRL) 43 Payment Application (APP) 46 Customer Report/History 49 Questions? 52 2

3 Cash Receipt (CR) 3

4 Used to record cash and checks for subsequent deposit into bank accounts by Cash Operations The CR e-doc routes to Cash Operations staff for approval after the deposit has been brought/sent to the Cash Operations Office Under Transactions, Financial Processing, select Cash Receipt 4

5 Enter a Description (use like comment box in eremit) Use the drop down menu to choose between entering individual checks/batches or total only Enter the currency & coin count here Use Individual Checks/Batches to list checks individually in the edoc. For a large number of checks, use Total Only to enter the total amount of checks in the box, and attach an Excel spreadsheet to the Notes and Attachments tab. The Excel file should include check #, date, and amount. If Total Only is selected and the spreadsheet is not attached the edoc could be disapproved. 5

6 Enter individual check details (#, date, amount) here if you did not choose total from the drop down menu Be sure to click the add button Enter Accounting Lines ~ Select Chart Code (UC), Account Number, Object Code, and Amount. (If using an expense object code, the amount entered must be negative.) Enter the Line Description. This is not required, but will show up in the General Ledger. Click the add button after each Accounting Line 6

7 This accounting line(s) total should equal the Cash Reconciliation Total The remaining tabs are optional. Notes and Attachments may be added but are not required. Click submit Upon submission, the CR will route to Cash Operations for validation 7

8 After you press submit you will get a message Document was successfully submitted Click on the pdf icon beside the Print Cash Receipt Coversheet. You can retain a copy for your records. 8

9 Advance Deposit (AD) When a department receives a wire or ACH payments, an Advance Deposit (AD) e-doc is used to record the receipt of the funds The AD is also used to report batches of RDS checks. The AD enables distribution of the amount received directly to the bank to the appropriate accounts Under Transactions, Financial Processing, Select Advance Deposit 9

10 RDS users should list their location number in the Organization Document Number field. For example Enter a Description (use like comment box in eremit) Enter Date, Reference Number Enter Amount and Click add Enter Chart (UC), Account Number, and Object Enter the Line Description. This is not required, but will show up in the General Ledger. Enter Amount and Click add 10

11 Accounting Line total must equal the Advance Deposit Total Click submit & if needed, print page for your records 11

12 Credit Card Receipt (CCR) Use for departmental deposit of credit card receipts Records the income received via credit card payments Negative accounting lines are allowed Under Transactions, Financial Processing, Select Credit Card Receipt 12

13 For Description date of transactions MM/DD/YY, $$ amount, last three digits of merchant number Enter Credit Card Type ~ Click on Magnifying Glass for options Click search and the system will show the available options below Once the options are displayed, pick the correct Credit Card Type Code, click return value A separate e-doc will need to be done for each credit card type. 13

14 Enter Vendor Number (ten digit number assigned ~ click magnifying glass for lookup) Enter Date, Ref Nbr (Reference Number) and Amount Click add 14

15 Enter Chart (UC), Account Number, Object, and Amount Enter the Line Description. This is not required, but will show up in the General Ledger. Click submit Accounting Line total must equal the Advance Deposit Total If needed, print from browser for your records 15

16 After a document has been saved, the General Ledger Pending Entries tab will populate with the debits and credits. Note: this is a great tool for checking entries prior to submission. 16

17 Customer E-Doc (CUS) Used to create new and edit existing customers Generates a KFS customer number Stores customer biographical information (address, phone number, customer type, tax ID, etc.) Allows multiple addresses for each customer Customer Create/Edit Under the Maintenance Tab, Under Accounts Receivable, Select Customer 17

18 Customer Create New Click create new to add a new customer or click search to edit an existing customer 18

19 Enter a Description Enter all required fields (*) Options from the Customer Type Dropdown menu: 19

20 Complete the required address fields (*) plus the State and Postal Code or the International Province and International Postal Code Click submit Click add Document now has a Status of Enroute which means it has now entered the workflow for approval(s) 20

21 NOTE: You will not receive a notification that the Customer has been approved. Every e-doc has a route log which will display Pending Action Requests (current approval), as well as any Future Action Requests (future approval(s) in the workflow) 21

22 Customer Edit Click search to edit an existing customer Click edit on the appropriate Customer to edit an existing customer 22

23 Enter a Description Enter an Explanation 23

24 Enter new Customer Information Click add After clicking add, the New Customer Information will display next to the Old Customer Information Click submit Will route to A/R for approval, currently you will not receive notice of approval. 24

25 Customer Invoice (INV) Prepare an invoice to bill for goods or services provided Identify the customer Describe the transaction Enter the accounting lines Save for later completion Submit e-doc for approval See Accounts Receivable FAQs for billing other state agencies Under Transactions, Accounts Receivable, select Customer Invoice 25

26 Enter Description this appears on the Customer Statement (not on Invoice) Enter the Organization s Invoice Number (optional) Populates Billing Organization Code based on the Initiator Use the Recurrence Details Tab to set up recurring invoices (optional) 26

27 Under the General Tab, enter the Customer Number or click on the magnifying glass to search and return the value Enter optional fields, as needed Due Date defaults to 30 days Complete Attention Line Text with Name of Person you are sending the Invoice to (optional) 27

28 Under the Billing/Shipping Tab, enter the Bill To Address Identifier or click on the magnifying glass to search and return the value If no Ship To Address is selected then goods are treated as picked up at the Billing Organization s location A Ship To Address may be added in the Customer Edit function, and then selected here if the Shipping Address differs from the Billing Address. 28

29 Enter Chart (UC), Account Number, Object (revenue) Enter Invoice Item Quantity, Invoice Item Description and Invoice Item Unit Price Click add Click submit NOTE: The Invoice Item Service Date currently does not appear on the Invoice. The information entered in the Invoice Item Description is what shows up on the General Ledger description. 29

30 Example: refer to page 31 to see where each field appears on the invoice

31 The invoice initiator must print and send the invoice to the Customer. o After hitting submit return to the bottom of the edoc and click reload. The Invoice will then go to FINAL status. At the bottom of edoc click on generate print file which will bring up a.pdf file in another tab which can then be mailed/ ed. If the.pdf does not open check for pop-up blockers and/or clear the cache. The Accounts Receivable office only sends out periodic Customer Statements. 31

32 o After hitting submit return to the bottom of the edoc and click reload. The Invoice will then go to FINAL status. At the bottom of edoc click on generate print file which will bring up a.pdf file in another tab which can then be mailed/ ed. If the.pdf does not open check for pop-up blockers and/or clear the cache. The Accounts Receivable office only sends out periodic Customer Statements. 32

33 Example: refer to page 29 to see how the edoc fields flow to the invoice

34 Customer Invoice batch upload By completing the template AR_INV_CRM_Upload.xls a batch of invoices may be uploaded to KFS and batch printed. To locate the template, open the Customer Invoice edoc. On the Accounting Lines tab, click on the blue question mark icon to open the list of Data Import Templates. Click to open the indicated upload information: 34

35 Click to open the Excel file template. (NOTE that the first two rows of the file must be deleted and the file saved as a.csv file prior to upload.) Required columns are indicated in red and the information page includes an explanation for many of the columns. New Customers must be manually entered to KFS (and approved) prior to uploading a Customer Invoice.csv file. The information included in Column M printinvoiceindicator is very important with regard to batch printing the invoices (see Customer Invoice batch print, later in this guide to understand the printing prior to upload). 35

36 PRIOR TO UPLOADING THE COMPLETED.CSV FILE TO KFS, IT IS RECOMMENDED TO UPLOAD A TEST FILE TO THE KFS UAT ENVIRONMENT. CONTACT MELISSA AT FOR ASSISTANCE. When your file is ready to upload, from the Administration Tab, click on Customer Invoice/Credit Memo Upload (CSV). Browse to the.csv file for upload and indicate a File Identifier(only letters and digits and can t be blank) and click add. 36

37 A successful upload is indicated - - and returns a SUCCESS line for each invoice and the invoice edoc number. OR, an unsuccessful upload is indicated - - and returns an ERROR line for each invoice and Batch Failure. When a batch upload fails, print the error screen and contact Melissa at for assistance. After a successful upload in UAT, test the batch print (following), then upload the.csv file to KFS and batch print the invoices. 37

38 Customer Invoice - batch print To print customer invoices to a single.pdf NOTE: A Customer Invoice batch will only print once. If the batch is lost each invoice will have to be printed individually from the invoice edoc. Be certain pop-up blockers are turned off or the batch will be lost. From the Main Menu tab, under Reports, Accounts Receivable, select Customer Invoice If invoices have been uploaded, Column M from the.csv file (printinvoiceindicator) is considered to print. 38

39 If the Column M value is U (User Queue) User Id kfs Print invoices for date indicate invoice date Click the generate print file button. After the file has processed click the.pdf file in the lower left corner. Due to the nature of the upload, ALL invoice uploads that indicate U in Column M must reference User Id kfs to batch print (and in the invoice edoc, not the initiator s NetID). 39

40 If the Column M value is B (Billing Queue): Chart Code UC Organization Code (as indicated in Column D of the.csv file billedbyorganizationcode) Print invoices for date indicate invoice date Org Type click the Billing radio button Click the generate print file button. After the file has processed click the.pdf file in the lower left corner. Click the generate print file button. After the file has processed click the.pdf file in the lower left corner. If you don t know your Organization Code, open an Invoice edoc and refer to the Billing Organization Code on the Organization tab. 40

41 Credit Memo (CM) To reduce charges (units or dollars) on an existing invoice The invoice must be in Final status and have an outstanding balance in order to write a Credit Memo against it Routes to the Fiscal Officer for the revenue account being credited on the original invoice Under Transactions, Accounts Receivable, select Customer Credit Memo Enter Original Invoice Number Click continue 41

42 The Customer Credit Memo document contains two unique tabs General and Item, in addition to the standard financial transaction tabs If you want the customer to receive the Credit Memo you need to mail/ it Enter a Description Enter an Explanation Input Quantity (units) or Amount (dollars) to be credited, but do not edit both Click recalculate 42

43 Click submit If needed, print from browser for your records 43

44 Cash Control (CTRL) Facilitates the entry and tracking of payment information Payment amount cannot be negative Under Transactions ~ Accounts Receivable ~ Select Cash Control 44

45 Enter Description Processing Org and Bank Code default based on the initiator s Net ID Enter the Medium Code from the drop down menu Enter the Customer # or use the search icon to search and return the value Enter the identifier associated with the payment such as check number. Enter the date the payment was received. Enter a description. This is the description that will be reflected on reports, and in the general ledger. Enter the amount of the payment received Click add 45

46 The Remaining tabs are optional Click submit Submission of the Cash Control automatically generates a Payment Application. Click on the Payment Application e-doc number to open it. 46

47 Payment Application (APP) Used when funds are already in the A/R Module, but have yet to be applied to a specific invoice Contains several unique tabs in addition to the standard financial transaction tabs: Control Information Summary of Applied Funds Quick Apply to Invoice Apply to Invoice Detail Non-AR Information brought over by the Cash Control e-doc will be displayed 47

48 The Summary of Applied Funds tab tracks the amount(s) being applies. The open amount decreases and the applied amount increases as funds are applied. The Quick Apply to Invoice tab allows you to quickly select multiple invoices and apply funds to each selected invoice in full. Check the Quick Apply box next to each invoice that you wish to apply payment to. Click apply. 48

49 This tab allows the deposit of funds that are not related to the payment of an invoice. The remaining tabs are optional. Click submit. 49

50 Customer Report/History Use to see Invoice on Customer Account & if it has been paid or is still open Select Maintenance Tab Select Customer 50

51 Search on Customer: Select report 51

52 INV = Invoice APP = Payment Application Unpaid Invoices with $0 in the Unpaid/Unapplied Amount column have been paid-in-full. Invoices with an amount in that column indicate the balance outstanding for that invoice. You can click on the Document Number to see the edoc detail. You can export to Excel spreadsheet for sorting/analysis 52

53 Questions? Use the help menu function from within e-docs by clicking on the question mark Topic Name Department Phone CUS, INV, CM, CTRL, APP Carleen Wells Accounts Receivable CUS, INV, CM, CTRL, APP Melissa Byrne Accounts Receivable CR, CCR, AD, CTRL, APP Sherri Manis Cash Operations CR, CCR, AD Alyse Lofman Cash Operations CR, CCR, AD Jeanine Lavigne Cash Operations June,