AS IS: RECEIVABLES. AR.101 SET UP: Customer Record. PDF Created with deskpdf PDF Writer - Trial ::

Transcription

1 AS IS: RECEIVABLES AR.101 SET UP: Customer Record Identify new Customer Raise request to set up new supplier Does customer record exist on sales ledger Determine Sales ledger for entry Open Sales Ledger Enter Customer details: Name/ Address/Ref

2 AS IS: RECEIVABLES AR.201 TRANSACTION: Order Entry Raise proforma Sales Invoice request Complete order details: Customer Name/ Order type/ Amount/ Account distn Return sales order to originator Key in VAT identifier code Submit for approval Check authorisation/ customer account details Details compelte Is Supply Misc.? Process Sales Order in Powerhouse Raise Sales Order in Go to Invoice:

3 AS IS: RECEIVABLES AR.202 REVENUE: Powerhouse Order Entry Is customer defined Sales ledger 1 or 6? Go to Invoice: Query Customer name in Sales Ledger Does record exist Go to Customer: Record Enter CC/ Sub A/c; Amount/ Invoice description Per School Order Cancel Sales Invoice VAT computed (per CC/ Sub A/c) per School Order Validate Invoice total details Return to School originator Transfer invoice to books/ Invalid data posted to Suspense Print Sales Invoices Reconcile Order to Invoice Issue Sales Invoice to Customer Correct order details

4 AS IS: RECEIVABLES Order Entry Is customer defined Sales ledger 1 or 6? Go to Invoice: Powerhouse Query Customer name in Sales Ledger Does record exist Go to Customer: Record Enter CC/ Sub A/c; Amount/ Invoice description per School Order Cancel Sales Invoice VAT computed (per CC/ Sub A/c) per School Order Update INTRAY AR.203 REVENUE: Transfer invoice to books Print Sales Invoices Reconcile Order to Invoice Issue Sales Invoice to Customer

5 AS IS: RECEIVABLES AR.301 RECEIPT: Cheque/ Cash Raise Chq/ Cash payment Cash payment received Cash submitted for banking/ accounting Check Remittance Advice te Return Chq to Customer Check customer/ invoice details complete Enter Customer/ Invoice number/ amount in POWERHOUSE Identify/ correct reconciliation error Reconcile Cash receipts to Powerhouse receipts Transfer unapplied receipt to Raise Accounting Journal ledger balances Go to: Receipt: Application

6 AS IS: RECEIVABLES AR.302 RECEIPT: Electronic Choose pay method Dr/ Cr Ring Income Section Complete customer receipt detail: Amount/ Customer Name/ Invoice Enter receipt to PDQ terminal BACS Reconcile manual form to PDQ machine extract reports Raise Electronic payment (BACS) Cash processed against Remittance Bank Review Bank Statement Reconcile statement lines to Remittances Issue Remittance advice Reconcile statement lines to Remittances Write Accounting journal Resolve via Bank/ Customer Post journal to INTRAY ledger Go to: Receipt: Application

7 AS IS: RECEIVABLES Raise Chq/ Cash payment Cash received Cash submitted for banking and accounting Confirm Miscellaneous Receipt per Remittance Advice te Post Receipt to Cost Centre Reconcile Cash receipts to Powerhouse receipts Transfer unapplied receipt to Raise Accounting Journal AR.303 RECEIPT: Miscellaneous Revenue balances

8 AS IS: RECEIVABLES AR.304 RECEIPT: Application Cash receipt analysis/ Ledger (Std ) Identify Customer Record? Go to: Receipts: BACS/ Cash Invoice details? Apply Receipt to invoice specified by Customer Apply Receipt to Oldest o/s Customer Invoice

9 AS IS: RECEIVABLES AR.305 RECEIPT: Miscellaneous (Doctoral Training Grants) Does payment require application? Identify student to be funded Compute historical value of Research Grants awarded to 30.Sep Compute Income/ Expenditure plan Profile ¼ ly payment for next qtrs Remit cash payment (¼ ly) Review cash receipt Bank Cash receipts Apply accounting distributions Resolve query Validate acct distn Go to TRANSACTIONS: Stipends (Dept) Allocate Stipend payments to students Raise Cash receipt journal

10 AS IS: RECEIVABLES AR.306 RECEIPT: Miscellaneous (Development Funds) Requisition research work Deliver research HONOURS/ HYPERDATA Remit cash Compute School overhead Apply accounting distribution Compute development fund expense budget Inform researcher of personal development fund Raise accounting journal Post journal

11 AS IS: RECEIVABLES AR.401 CONTROL: Debt Collection Print Account report (monthly): Parameters - Customer/ Invoice Review sales ledger cash transactions Process Receipt? Customer response? Review comments Defer Suspend action Proceed Review customer debt aging Debt >30 days? Print Customer statement Issue statement Customer take action? > 44 days < 60 days? Call customer Add comment to customer account > 60 days Liaise with school Proceed with Debt recovery? Debt factored Go to Debt: Write- off

12 AS IS: RECEIVABLES AR.402 CONTROL: Debt Write-off Continue to chase debt? Correspond with customer Uneconomic Collections Report Identify Customer balances no longer being chased Write off? Raise write-off request Authorise request Write MANUAL journal to charge originating school Enter journal in Post journal to

13 AS IS: RECEIVABLES AR.403: CONTROL: Reconciliation Opening Debtor Balance (Std ) Add: Invoices raised Less: Cash Received Add: Adjustments Compute Month end Debtor balance Closing Balance debtor report Identify/ Correct reconciliation items Reconcile Manual Total v Report

14 CSR.201/ 1 REVENUE: Residence Fees Apply for University Residence place on-line PAMS Student Type = PG/ returner Deposit received? Raise Jnl to Trust a/c Manual Raise Jnl to Prepayment a/c Student type = Undergrad/ Couple Allocate room Issue offer letter ( ) Accept offer? Select Payment Method Check in per PAMS Paid in Full Raise single Sales Invoice Raise instalment Sales Invoice Bank Cash Go to Receipt: Resudences Fee Go to CS.201/ 2

15 CSR.201/ 2 REVENUE: Residence Fees From CS.201/1 PAMS Raise Journal DR Debtors CR Revenue Submit Journal details to Raise Journal Dr Debtors CR Revenue Go to Receipt: Residences Fees

16 CSR.202 REVENUE: Sundry (Damages) Send Invoice to Student rooms Receive Invoice charge Request further detail Validate invoice Remit Payment? Go to Receipt: Miscellaneous Refer to CSERV Finance

17 AS IS: CSERV RECEIVABLES (CSERV) Remit Payment Books short stay CSR.203 REVENUE: Sundry (Short Stays) Go to Receipt: Miscellaneous

18 CSR.204 REVENUE: Sundry (Summer Residences) Apply for summer residence place Remit prepayment deposit via Dr/ Cr card Go to Receipt: Pre-payments Customer arrives Additional charges calculated Go to Receipts: Miscellaneous

19 CSR.205 REVENUE: Sundry (Residential Conferences) Book conference Query charge Is customer internal? Go to Invoice: Internal Is Customer an Orgamisation? Go to Receipts: Miscellaneous Issue pro-forma invoice Approve charge Raise Invoice request Approve invoice Request Customer record set up Set up Customer record Invoice details/ / Account distn per XL ss Invoice Loaded via EASYSOFT Invoice issued Go to Receipt: Miscellaneous

20 CSR.206 REVENUE: Catering Requisition Catering service Provide Service Raise Charge Sheet Is charge > 35? Does Customer record exist? Request customer record set up Details complete? Set up Customer record Request further detail Complete invoice details/ / account distn EASYSOFT Tfr to Invoice loaded to IN TRAY Invoice received Set up Customer record Complete invoice details/ / account distn Invoice loaded to IN TRAY

21 Requisition service Raise Invoice request Validate request? Request further details Complete invoice details/ / account distn EASYSOFT Tfr to Invoice loaded to IN TRAY Invoice received CSR.207 REVENUE: Sundry

22 CSR.301 RECEIPT: Residences Fees PAMS Issue Payment Advice (2 weeks before due date) Select pay method Pay Method = DD? Compute DD instalment per Payment schedule Remit Cash Batch details correct Issue BACS file Collect Cash Create Receipt Journal DR Bank CR Debtors Submit Journal details to Create Receipt Journal DR Bank CR Debtors

23 CSR.302 RECEIPT: Miscellaneous Receipt transaction Is Receipt Cash/ Chq? Enter Receipt per Kalamazoo sheet Bank Cash Enter Cr/ Dr card receipts per Payment Form Analysis sheet: Income code/ VAT Create Manual Journal DR Bank Cr Revenue Is Jnl Cash/ Chq Journal sent to Finance Transaction = Cr/ Dr Card Post Journal to Daily Income Bank Account Post Journal to Residential Fee Account

24 CSR.303 RECEIPT: Pre-payment (Summer Residences) Receipt transaction Is receipt a pre-payment? Go to Receipts: Miscellaneous Analyse sheet: Income code/ VAT Create Manual Journal DR Bank Cr Suspense Go to: Journal: Post

25 CSR.304 RECEIPT: Catering/ Bars/ Shop Record Cash Takings per Till at POS Record Cash Takings per Till POS Record takings per PDQ machines at POS Take Z reading Take Z reading Reconcile to float/ takings? Investigate/ Resolve reconciliation error Reconcile to float/ takings? Investigate/ Resolve reconciliation error Prepare Cash Takings Summary Bank Cash Prepare Cash Takings Summary Bank Cash Submit summary analysis sheets to CSERV (weekly) Submit summary analysis sheets to CSERV (weekly) Prepare XL Journal: Summary Income/ VAT Is Jnl Cash/ Chq Transaction = Cr/ Dr Card Post Journal to Residential Fee Account Journal sent to Finance Post Journal to Daily Income Bank Account

26 CSR.305 RECEIPT: Sport Record Cash receipts per Till Sports Bookings System Take Z reading (daily) Reconcile receipts per Z reading to float Cash reconciles? Investigate/ Resolve differences Prepare Paying in slip for banking Prepare Summary Analysis of Cash receipts Bank Cash Complete Journal form Post journal to DR Bank CR Revenue

27 CSR.401 CONTROL: Internal Charges (Function Sales) Request Function Function Booking taken MS Access: Charge Sheet system Copy returned to requisitioning unit Charge sheet raised 2 Update with actual quantities/ goods supplied Update actual charges Approve charges? Generate Final Charge sheet Raise Jnl DR Customer Exp. CR Catering Income Post journal

28 CSR.402 CONTROL: Internal Charges (Conferences) Deliver conference Request further detail Request further detail Is customer internal? Go to Income: Conferences Raise pro-forma invoice Approve invoice charges? Raise journal request Upload/ Approve post invoice journal Authorise journal Print journal File journal

29 CSR.403 CONTROL: Debt Collection PAMS Student Analysis report Debt Delinquent? Issue late Payment Advice Make Payment Raise Late payment charge Raise Journal DR Debtors CR Revenue Submit Journal details to Raise Journal DR Debtors CR Revenue Escalate debt chase