UCF Financials Xpansion Meeting Billing Module Fit/Gap Design Meeting MINUTES Date: April 16, 2012 Time: Location: Facilitator: Attendees: Minutes: 9 a.m.-noon, 1-4 p.m. RP-302 Parker Madden Hector Santos, Varsha Das, Mark Wray, Pradeep Nimathota, Esther D Silva, Michelle Greco, Lily Lindauer, Justo Torres, Amy Voelker, Cathy Hill, Genesis Seguias, Sandrine Gatchev, Libby Kohlmyer, Elena Wilson, Brad Smith, Tracy Clark, Bert Francis, Glen Carlson, Rebecca Vilsack, Denise Murdock, Regino Besana Debra Simon Discussion Points Introductions, overview of week and demo, process flow discussed, billing fields discussed. Billing overview, PeopleSoft Billing Flows Simplified Scenarios slide covering process flow (focus on last 2 scenarios). Facilities has two systems (UBMS and EnergyCap) PeopleSoft Billing module replaces UBMS system. Discussion regarding whether Bill Specialist and Credit, Collector are tied to a specific EmplID or a general text field. Billing Specialist is a freeform field on setup and is not tied to EmplID. Discussed the possibility the interface from EnergyCap to populate fields on the Header Info 1 page so user doesn t have to fill it in for each bill each month. In AR everything is an Item tied to a customer. In billing a credit memo, for example, would flow to AR and they would net together (billing shows total, AR shows every change, changes have new item number that nets with original item when flowing between billing and AR). For C&G billing will be a feed from the Contracts module. For FSBO they will create a direct bill. Discussion on training requirements for employees doing cash application in AR and Billing. Discussion on accounting (Bill Line Distribution Revenue: Acctg Information: Code): May need split account distribution for administrative charges for utilities to create multiple invoices. Date prepared: 4/18/2012 Page 1
Discussion of FSBO internal (UCF Departments) and external (ex. Subway) customer utility bills. Currently, FSBO creates monthly bills for customers through journals. Approximately 80 utility customers: approximately 40 customers are external and pay via check; approximately 40 are internal, and IDT journals are created for these. Bills are generated and attached to IDT journals. Decision: Billing will create journal entry. Discussion: Can billing create entries directly to payment/cash? No, it cannot. Billing has to create a receivable, which creates problem if hit cash right away because customer s A/R items are created and never get completed. Generating paid entries via IDT type journal needs to be generated within A/R. Discussion around two options for FSBO. One, manual entry by FSBO accountants to create IDT manually and apply payment to each A/R item. Two, create program that will auto complete A/R items for FSBO and generate the GL lines. GL lines will clear A/R and create expense on department. Journal interunit process will create interdepartmental cash entries. Option selected was automated entries. Discussion of revenue vs. payables: FSBO gets one utility bill, of which some part is billed out to internal departments or external customers. Invoice from utility company is paid out of accounts payables. Departmental billing is created and creates A/R and revenue. FSBO/F&A would like for email notification to be sent when expense is created on department being billed. Notification will give them something to review. (Create parking lot item for this to explore details of notification). Discussed accounting process flow. Step 1: Bill generates revenue and AR. Step 2: generates journal entry (relieve A/R, create expense on department and generate matching interdepartmental cash transfer entries): All posts to GL. Review of FSBO invoice. It shows individual customer name and address, and department number. Discussion on where to house FSBO Contracts document - options are create a contract, attachment from each bill, or attach to Customer record. Billing>Maintain Bills>Supporting Documentation>Invoice Documents>Documents tab allows user to add internal attachments, which may replace DocView for this purpose. Header Notes: Standard Note Flag: allows users to send notes to customers, i.e., Alert: rates are going up Journal entries discussion (General Ledger>Journals>Subsystem Journals>Generate Journals): We generated a journal Tuesday morning to allow for further discussion. When generating an invoice, it will run several processes (i.e. 8 buttons in Process Detail page) User can click these links to check the result of each process. Discussion around FSBO requirements for applying payments to specific bill lines. Date prepared: 4/18/2012 Page 2
Discussion on level of detail in AR: An example lines for tuition, housing, etc. When a student makes a payment he is allowed to apply the payment to a specific bill line. Discussion was: Do we want to see similar breakdowns in AR, so payments can be applied to a specific the bill line? Contract lines in C&G show activities, which create bill lines. Question for C&G: In AR do we want to see bill lines come over as separate A/R items? Or do we want to roll up all bill lines into one A/R item and apply payments to the overall total invoice amount? FSBO appears to want to see details in order to assign payments to certain accounts when partial payments are made (FSBO not present in meeting to clarify their views). AR is usually at invoice level with detail stating only that a partial payment was made, not breakdown because AR is not revenue side. C &G note: If customer disputes charge but won t give details. This is usually enough for C&G, but FSBO wants to control details at this point. Business Unit level and Bill Type Unit can change level of detail visible. We want all to have same Business Unit, so change would be at Bill Type Unit (will drive coding of AR), Projects drive ultimate AR. C&G focuses on how Projects line ties to Contracts line. Hector is creating interface to drive FSBO distribution of payment details. Training needed to understand how to create detailed breakdown of bills in AR. Accounts Receivable>Payments>Apply Payments>Create Worksheet doesn t show how partial payment was divided. What are ramifications if those lines show up? IDT payments will be automated in billing module. User will not have to manually create the journal. Discussion went back to creating IDT journals. Decision was that no manual GL entries will be created by FSBO; we will explore automating this process. C&G: Deferred revenue discussion, reviewed information decided in the Contracts fit/gap sessions. Deferred revenue distribution account at fiscal year-end will go away because program will relieve this account throughout the year, C&G manual entries go away. The Xpansion project only covers the implementation of FSBO and C&G business processes for the Billing module. Parking Lot Items FSBO: Need list of individuals doing billing for FSBO. For each bill the following types of people need to be identified: Biller, Collector, and Billing Authority. FSBO: EnergyCap Interface discussion: What defaults will be applied to interface program to fill out header fields? FSBO: Setting up new Customers: Who will have access to set up customer? Integration discussion - send customer data from EnergyCap to PeopleSoft or reverse? FSBO and C&G: Determine length of invoice number/sequence. Option one: Create Prefix (FSB/CGN?) Option 2: Date prepared: 4/18/2012 Page 3
Separate numbers series given to FSBO and C&G. (FSBO asked for Customer number, Fiscal Year and Date. Customer number and date is on the invoice, so no need.) Parking Lot: Installment/recurring billing and timing for FSBO bills. Identify requirements for each recurring item along with accounting. FSBO: Chartfield setup for Utility bills. Need to be different by customer? FSBO: Automating interdepartmental transfers (IDTs)related to utilities bills o o What accounting will be generated by automated AR item close program? Payment should relieve AR and book expense to department, just like the IDT currently does. Interdepartmental cash entries will be generated by journal edit.ar. o How do we handle accounting for administrative charges included in these bills chartfield change relating to departments? FSBO: Discussion on handling deposits on account from Customer. Parking lot item: C&G to decide how they would like bill-to-ar rollup. If there is one bill item that is in dispute, currently C&G manages it by creating a note on IT3, but will continue to try and collect payment. Option is to handle by creating a note/conversation on AR item if C&G chooses to roll up bill lines to single AR item. FSBO and C&G: Finalize details for security/customization for attaching and deleting documents to bill. Create customization that prevents anyone but an authorized user from deleting supporting documentation attachments. Which viewers/users should have authority to delete attachments? Customization will need to handle different needs for FSBO and C&G bills. FSBO and C&G: Discuss business process for dealing with disputes and partial payments. Option for C&G: Include notes in Customer Conversation (A/R module).fsbo has expressed interest in being able to apply a payment to a specific bill line (Electric meter charge rather than Electric meter replacement fee. Discuss options on AR payments and determine what option to set for AR Level (Header is AR open item, Line is AR open item). View demos Tuesday to better understand detailed breakdown of partial payments and to see if useful for C&G and FSBO, appears more necessary for FSBO Decisions FSBO does not offer discount for prompt pay (Header Info 1: Pay Terms field value: NET 30) FSBO will set up recurring bills for pest control, administrative fees and all other types of charges unrelated to EnergyCap. Date prepared: 4/18/2012 Page 4
Decision: EnergyCap will feed PeopleSoft Billing with meter type, calculated dollar amount, meter reading, and date read. All billing changes will be made in PeopleSoft (credits, adjustments, etc). FSBO: Invoice Summarization is by customer. Currently, Invoice contains both utility and recurring bill lines. PeopleSoft invoices must combine billing lines into one invoice, grouped by customer number, which includes recurring and administrative charges (this task added to action items). C&G will have different invoice numbers than FSBO: Action item to discuss options: Separate invoice prefix or invoice number series. FSBO: Coding for aggregated bill will have different chartfield strings for gas, electric, etc. Decision: Billing will create journal entry. Housing will be set up as a corporate parent/child customer. FSBO: Each department that gets a utility bill will be setup as a separate customer (FSBO has ~40 internal departmental customers for utility billing. Facilities contract agreement will be attached to the customer record. There is no need to create contract in the contracts module since there are no bill lines to be generated by the contract.. Supporting documentation will be attached to the bill header and bill lines in PeopleSoft (Billing>Maintain Bills>Supporting Documentation>Invoice Documents>Documents) Assignments Tasks Target Date Assigned To Status Other Interdepartmental billing problems (Tracy) related to a lack of approvals could lead to system adjustments in the future billing vs. journal entry with attached document Out of Scope: In one or two years we may want all university departments on AR. Need to determine how to code in a way that will continue to work when other departments start using system. Concerns about sending expense allocations within the university through billing (Tracy said sales tax would not be an issue if these allocations were audited). Handling of deferred payments (prepaids) will be readdressed in Phase II of the Xpansion project. Date prepared: 4/18/2012 Page 5