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Peoplesoft ARBI End User Manual - University of Missouri

1. The Adjust Selected Bill Lines page will display Click the Adjust Selected Lines option 3 4 Click the Cancel button Select the line you want to adjust For this training example click on the Sel box to the left of the first line item m University of Missouri Proprietary amp Confidential Division of Information Technology Page 73 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Save button An invoice number for the adjustment is generated Click the Bill Line Info 1 link to view the lines on the new invoice You correct this page it will be the rebill line The new invoice will have a credit line and a rebill line When finished you click the Save button and click the X in the upper right hand corner of the window to close it Note The original invoice number will print on the invoice but you may want to add additional notes to the invoice at this time You have successfully completed the procedure for creating an invoice with a credit for a selected line and a rebill for that line all on the same invoice End of Procedure University of Missouri Proprietary amp Confidential Page 74 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Adjust Selected Bill Lines Create Credit Invoice for One Line Within the Adjust Selected Bill Lines function the Credit Line option allows you to credit one line
2. Template Invoice Flag Bill Summary Cl Case Sensitive Correct Entry Type gt Generate Invoices gt Locate Bills Search Clear Basic Search B Save Search Criteria gt Review Billing Information L Conduct a search using the Find an Existing Value tab to find the invoice you want to put on hold Enter the desired information into the Invoice field For this training example enter INV004 Click the Search button For this training example click the INV0048934 link in the Invoice column INvO048934 University of Missouri Proprietary amp Confidential Division of Information Technology Page 65 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Oonko nmn DHS ORACLE Wiorklist Add to Favorites New Window Help Customize Page Header Info1 Y L gt UM Applications gt Set Up Financials Supply Unit UMSYS Invoice INVvO048934 Pretax Amt 44 94 USD Status RDY Q Invoice Date 12 18 2007 J Curr USD E Installment Bill Schedule gt Interface Transactions Type COP Q Source Q Frequency Recurring Bill Schedule Maintain Bills Standard Billing Customer 110000 Q address SubCust1 Recurring Bill Schedules BARTON SCHOOL DIST SubCust2 Create Consolidated oneal eer Cycle ID GRTLY Q Invoice Form STANDARD Q From Date i To Date Alfacn and Vetacn Copy Single Bill Pay Terms N30 Q Pay
3. Customer IQ Address BARTON SCHOOL DIST QRTLY Q SubCust2 E Cycle ID Invoice Form STANDARD Q From Date J To Date Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Pay Terms N30 Q Accounting Date E Pay Method Account cHqa t 132200 Q 10601 Q AR Distribution Remit To Bank Account Q Bill Inquiry Phone IQ CASRESCTQ Biller CASREEQ NIA Q NIA Q Goto Header Info 2 Summary Bill Search B Save A Return to Search Notify fy Refresh Header Info 1 Line Info 1 Sales Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt VWorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Billing Authority CASRESCT Q Esada Fl Updete Display Credit Collect Express Entry Header Info 1 Copy Address Notes Line Search Address Navigation The Header Info 1 tab will display again Click the Look up Status button Click the Ready to Invoice link Click the Save button You have successfully completed the procedure for setting up a recurring bill template Your invoi
4. Print Invoice w Crystal BIPJ40 PSJob None None Distribution v v v Print Invoice w SQR BIPJ10 PSJob Window PDF v v v v 1S S SS LS I OOOOsoag0qag0 Print Invoice w XML Publisher BIPJ50 PSJob None None Distribution Click the OK button to start the report process OK A window opens and displays Queued Processing and then Success Then the proforma displays for viewing or printing If you use software that blocks pop up advertisements you will have to disable it to view and print your invoices Pop ups should not be blocked for any PeopleSoft URLs You have successfully completed the procedure for printing a proforma invoice End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 87 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Reprint Invoices Using PS Search Options The easiest way to reprint an invoice is with the PS Search Options application This application can be accessed using Internet Explorer on the Administrative Web Applications site formerly MIS Web Applications at https webapps umsystem edu Invoices can be printed here only after processing so they can be printed the day after they are created Link for Administrative Web Applications site https webapps umsystem edu Procedure Navigation Using Internet Explorer go to https webapps umsystem edu ata s AR
5. My System Profile My Dictionary Unit UMSYS Bill To 11000 Invoice 975 00 USD Amt Click the Copy Bill option Click the Save button A copy of the bill has been generated and the Copy Results box populates with the new invoice number University of Missouri Proprietary amp Confidential Division of Information Technology Page 97 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Go To Bill Header Gen Info link to access this page of your new bill Go To Bill Header Gen Info The copy of the invoice will display You can enter a new invoice date and make other necessary changes The copied invoice s Status defaults to NEW If you do not want the invoice to print automatically during the nightly update cycle change the invoice Status to HLD Hold You have successfully completed the procedure for copying a single bill End of Procedure University of Missouri Proprietary amp Confidential Page 98 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Print a Range of Invoices Procedure Navigation Billing gt Generate Invoices gt Non Consolidated gt Reprint Invoices PeopleSoft Worklist Multichannel Console Add to Favorites Sign out Non Consolidated Single Action Invoice Print Pro Forma Finalize and Print Reprint Invoices Invoices Enter any information you have and click Search L
6. Page Series i Esada l UpdateDisplay 27 The Line Note tab will display This tab allows you to enter a standard or manual note that will show on the invoice underneath a billing item or an internal note regarding the line that will not print on the invoice The instructions for entering line notes are the same as for entering header notes Click the Next link Pe ext University of Missouri Page 42 Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The three types of line notes are the following 1 Standard These notes are already set up in the system for you to select Click the Standard Note Flag check box to select it and select the standard note 2 Manual These are notes that are entered manually Type the note in the Note Text field 3 Internal These notes will not print on the invoice Click the Internal Only Flag check box to select it and use the lookup feature to select a note or type a note in the Note Text field Note Make sure you are on the line that you want to make a note for Up to three notes can be created for each line on the invoice by inserting lines on the inside scroll bar If there is a scroll bar on the right side of the page you may need to scroll down to see other lines of the invoice if there are multiple invoice lines Wa Ake ORACLE VVorklist Add to Favorites New Window He
7. gt Banking DIST Billing er D Interface Transactions Fin d View All First Toi La st F Maintain Bills Seq Line Table Identifier Description Net Extended Standard Billing 1 Q Q 0 00 Recurring Bill Schedules er Consolidated Oty Line Type REV JQ M Accumulate eader Attach and Detach Bills Q From Date Through Date Copy Single Bill Unit Price Tax Code Tax Exempt Adjust Entire Bill Adjust Selected Bill Gross Extended Exempt Cert a Lines Bill Summary Correct Entry Type gt Generate Invoices Plus Surcharge gt Locate Bills gt Review Billing Information gt Review Processing Results VAT Amount gt Customers gt Accounts Receivable Tax Amount gt Worklist gt Tree Manager Net Plus Tax 0 00 gt Reporting Tools gt PeopleTools Goto LineInfo2 Tax Accounting Discount Surcharge Notes Express Entry Dana Marian Change My Password oe a BENNE My Personalizations summary BillSearch Line Search Navigation Line Info 1 Prev Next My System Profile My Dictionary Less Discount Net Extended me Save E Notify fy Refresh Er Add l Update Display Header Info 1 Line Info 1 15 The Line Info 1 tab will display There are two ways to enter items for billing manually enter items or define items ahead of time and select
8. Complete the form and send the email to UMCACCTGACCTREC missouri edu The Columbia Accounting Office creates the customer and will send you an email message providing the new customer number or informing you that the update has been made You have successfully completed the procedure to request a new customer or update an existing customer End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 17 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Customer Naming Convention Rules for Name Address Info Departments need to be familiar with the naming convention rules in this section to find customers in the system The following contains standards for naming conventions used in the name and address fields necessary for the Customer conversion to PeopleSoft AR BI module The intent of these standards is to ensure that all converted customers and eventually new ones follow the same basic guidelines for naming conventions l 2 All CAPS will be used for names and addresses PeopleSoft is case sensitive Searching on the customer s long name is case sensitive use all CAPS All Attention To s for individual names should be set up in the customer Contact panel for the BILL TO Primary address They will default when you create an invoice It will print with the address on the invoice 4 When entering an individual s name as a customer follow the PeopleSo
9. Correct Entry Type gt Generate Invoices D Locate Bills Goto Headerinfo2 Address CopyAddress Notes Express Entry gt Review Billing Information ae cae hes Latest gt Review Processing Summary BillSearch Line Search Navigation Header Note Prev Next Results gt Customers Save Notif y Refresh ZyAdd Update Displa gt Accounts Receivable LEJ Enn Eea Bsa Ex gt Worklist Header Info 1 Line Info 1 Header Note gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Page 36 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The Header Note tab will display Header notes appear at the top of the invoice and should provide information that pertains to the entire bill For this training example click the Standard Note Flag option to add a standard note You can also add manual and internal notes Standard Note Flag f Header notes typically include thank you for purchase notes announcements of sales return policies holiday greetings and other such general information The other place you may make notes is on the bill lines Line notes apply to only one item When entering notes on the Header Notes tab it 1s important to remember that these notes will appear only if selected on an invoice
10. Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill City Lines UMSYS Invoice NEXT Bill To 110000 Pretax Amt BARTON SCHOOL DIST 0 00 USD Q Name Q ofCopies 1 Invoice Media P Q Country USA United States Address 1 200 PLANTERS DR Address 2 Address 3 Attention To Location Language Code ENG BARTON Bill Summary County Correct Entry Type State MO gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results Postal 65583 2266 Missouri Goto Header Info 2 Summary Bill Search Address Express Entry Navigation Address Info Copy Address Notes Line Search gt Customers gt Accounts Receivable gt orklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary University of Missouri Page 48 B Save E Notify fy Refresh Er Add l Update Display Header Info 1 Address Info Line Info 1 Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing On this page you verify that the address is correct and add a contact name in the Attention To field if desired Click the Next link VVorklist Add to Favorites New Window Help
11. Credit Line Select the line item s that you want to credit For this training example click on the Sel box to the left of the second line item Click the Save button An invoice number is generated for the credit invoice The credit will be posted and sent to the customer with the nightly process It will reference the original invoice number when it prints out for the customer If additional comments are needed navigate to the invoice by clicking the Bill Line Info 1 link or Header Info 1 link to go into the invoice pages Make any changes and resave You have successfully completed the procedure for creating a credit invoice for selected line item s End of Procedure University of Missouri Proprietary amp Confidential Page 76 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The following is a sample of a credit invoice produced using the Credit Line option University of Missouri CREDIT INVOICE Page 1 Invoice No INVO117715 Invoice Date 08 22 2007 Customer Number 10000 P O Number Customer Payment Terms N30 Due Date 09 21 2007 HARTFORD CTY EXT Federal Id Number 43 6001000 1600 BROADWAY SPRINGFIELD MO 65802 CREDIT AMOUNT 184 00 USD For billing questions please call Original Invoice INV0115906 07 25 2007 Line Adj Identifier Description Quantity UOM Unit Amt Net Amount i MCHCP MEDICAL MCHCP Medical Coverage 1 00 EA 184 00 medical premium emplo
12. Customize Page ene Header Info1 Line Info1 Header Note gt UM Applications gt Set Up Financials Supply Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD Invoice NEXT BARTON SCHOOL DIST Customer Notes Bill Header Notes Find view All First 4 4 of 1 gt Last gt Interface Transactions 7 Maintain Bills Standard Note Flag Std Note Clinternal Only Flag Note Type Create Consolidated Header soni i Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary gt Generate Invoices 4 Locate Bills Goto Headerlnfo2 Address CopyAddress Notes Express Entry a gt Review Billing Information eee ech gt Review Processing Summary BillSearch Line Search Navigation Header Note vi Prev Next Results gt Customers Save E Notif fy Refresh Add UpdateDispla gt Accounts Receivable LEA Ennn micea Bosca au std gt Vorklist Header Info 1 Line Info 1 Header Note gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary For this training example click the Standard Note Flag option to add a standard note _ Standard Note Flag Click the Look up Std Note button For this training example click on THANK YOU in the Standard Note Code column HANK OL University of Missouri Proprietary amp Confidential Division of Informa
13. SCL Extension Form Send Page UM Billing Request Form UM Customer Request Form UM External Org Maintenance Request UM New Chartfield Request UM P amp TS Vacation Request Form UM PCard AO Editor Access Form UM PCard Cancellation Form UM PCard Change Form UM Request to Delay AR Write Off 4 m UM Show Me Shopper Or UMC Accounting Internal UMC Budget Office Purct UMC CDS Maintenance R UMC CDS Maintenance R UMC COB Printing Reque UMC Computing Sites Ca UMC DolIT VASST Test Fe UMC Expiring Warranties UMC JOUR Room Reserv UMC PROVOST CAPS Stz UMC PROVOST CAPS St Display name ExShortcut Wed 1 16 2013 3 02 PM Wed 1 16 2013 3 00 PM Wed 1 16 2013 2 56 PM Wed 1 16 2013 2 56 PM Wed 1 16 2013 2 53 PM Wed 1 16 2013 2 51 PM Wed 1 16 2013 2 43 PM Wed 1 16 2013 2 40 PM Wed 1 16 2013 2 36 PM Wed 1 16 2013 2 08 PM Wed 1 16 2013 1 56 PM Wed 1 16 2013 1 33 PM Tue 1 15 2013 1 00 PM Tue 1 15 2013 11 24 AM Tue 1 15 2013 11 09 AM Tue 1 15 2013 11 05 AM Tue 1 15 2013 10 32 AM Mon 1 14 2013 7 11 PM Mon 1 14 2013 6 46 PM Mon 1 14 2013 6 07 PM Mon 1 14 2013 5 26 PM Mon 1 14 2013 3 11 PM Mon 1 14 2013 2 42 PM Size 10 KB 95 KB 61 KB 92 KB 18 KB 18 KB 21 KB 18 KB 15 KB 13 KB 34 KB 12 KB 16 KB 14 KB 19 KB 145 KB 143 KB 6 MB 2 MB 867 KB 11 KB 7 KB 149 KB Mon 1 14 2013 11 48 AM 65 KB Mon 1 14 2013 9 50 AM Mon 1 14 2013 9 15 AM Mon 1 14 2013 8 48 AM Sun 1 13 2013 9 28 PM Fri 1 11 2013 3 24 PM 1 MB
14. Server Name Recurrence Time Zone Process List Select Description Print Invoice w SQR Print Grants Invoice w SQR Print SF1080 81 Invoice w SQR Print Invoice w Crystal Print Invoice w XML Publisher O oO O oO oO Run Date Home Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Worklist Multichannel Console Add to Favorites Sign out New Window Help Run Control ID PROFORMA 09 17 2008 E Run Time 2 45 02PM Process Name BIPJ10 BIPJ20 BIPJ30 BIPJ40 BIPJ50 Process Type PSJob PSJob PSJob PSJob PSJob Reset to Current Date Time Type Format Distribution None w None Distribution None w None Distribution None None Distribution None w None Distribution None w None Distribution m University of Missouri Division of Information Technology The Process Scheduler Request page will display Click the PSUNX list item in the Server Name drop down list Click the Window list item in the Type drop down list window Select Print Invoice w SQR by clicking the check box to the left of it Proprietary amp Confidential Page 101 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft Menu E V Non Consolidated l New Window Help L Single Action Invoice Print Pro Forma Finalize and Print Invoices Co
15. UNIVERSITY OF MISSOURI PeopleSoft End User Training ACCOUNTS RECEIVABLE AND BILLING TRAINING PARTICIPANT GUIDE PEOPLESOFT FINANCIALS 9 0 ACCOUNTS RECEIVABLE AND BILLING UPDATED APRIL 17 2013 ORIGINAL ED NOVEMBER 2008 COPYRIGHT amp TRADEMARKS Copyright 2003 2007 Oracle All rights reserved Powered by OnDemand Software Distributed by Oracle under license from Global Knowledge Software LLC 1998 2007 All rights reserved The information contained in this document is subject to change without notice If you find any problems in the documentation please report them to us in writing This document is not warranted to be error free Except as may be expressly permitted in your license agreement for these Programs no part of these Programs may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government the following notice is applicable U S GOVERNMENT RIGHTS The U S Government s rights to use modify reproduce release perform display or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and or the applicable U S Government contract Oracle JD Edwards PeopleSoft and Siebel are registered trademarks of Oracle Corporation and or its affiliates Other names may be tradem
16. 0 0 PAG SeO8BS 44 44 E UMC UMKC S amp T UMSL UM UM Web Applications VP for IT Contact Us Please select from the list below to proceed Move your cursor over each item for a description of the application amp Web Applications o am VP for lT Contact Us Administrative Web Applications Last updated 10 February 2004 Copyright 2002 University of Missouri All rights reserved University of Missouri Proprietary amp Confidential Page 88 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Web Applications button and then log in using your User ID and password Web Applications A list of links for various Web applications will display Click the PS Search Options link Note The links available on this page will vary depending on your security access PS search Options Enter the invoice number that you want to print into the Look for field For this training example enter INV0012613 Note You must enter all 10 characters of the invoice number Click the AR BI Invoice Number list item in the in drop down list AR EL Invoice Number w If you do not know the invoice number you can leave the Look for field blank choose AR BI Invoice Number for the in field and click submit An AR BI Invoice Search page will display that provides alternative search criteria See the Print an Invoice When You Do Not Know the Invoice Number topic for instruc
17. 125 KB 125 KB 19 KB 26 KB p ajy a Items 96 Unread 11 Click the UM Customer Request Form list item UM Customer Request Form University of Missouri Page 16 All folders are up to date Connected to Microsoft Exchange O amp A 100 Click the Open button open Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing nbox Mailbox Levsen Janis Microsoft Outlook UM Customer Request Form Insert Options Format Text Review 2j A i Follow Up aa High Importance Paste T ab t 2 Address Check Attach Attach i it Painte ma Book Names File Item Low Importance Clipboard P Basic Text Names Include Tags Customer Request Form CUSTOMER REQUEST FORM THE UNIVERSITY OF MISSOURI PEOPLESOFT ACCOUNTS RECEIVABLE SYSTEM 7 New Customer Update Customer Customer Number Customer Name Short Name update only Vendor ID if applicable Customer Billing Address This Address Receives Description update only Invoice Street line 1 Statements Street line 2 Both Street line 3 Country City State f Tin Cade Click on a photo to see social network updates and email messages from this person Connect to social networks to show profile photos and activity updates of your colleagues in Outlook Click here to add networks The Customer Request Form will display
18. Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Page 96 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing l Enter the desired information into the Business Unit field For this training example enter UMSYS Enter the number of the invoice you want to copy into the Invoice field For this training example enter INV0012613 Click the Search button Search GO WEGSKOSB Sa WHS ORACLE VVorklist Add to Favorites New Window Help Customize Page gt My Favorites Copy Single Bill i gt UM Applications gt Set Up Financials Supply Chain gt Banking Invoice IN 0012613 BARTON SCHOOL DIST Billing D Interface Transactions Select Bill Action Maintain Bills No Bill Action p Standard Billinc Copy Bill COPIII Recurring Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information D Review Processing Return to Maintain Bills Results gt Customers E Save amp Return to Search Notify gt Accounts Receivable gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations
19. Original Invoice INVO121519 10 16 2007 Line Adj Identifier Description Quantity UOM Unit Amt Net Amount Credit on original invoice 0121519 To be rebilled at 75 on seperate invoice SAMPLES Hitachi S4700 3 00 HRS For samples ran on the Hitachi S4700 on July 31 2007 SUBTOTAL TOTAL AMOUNT DUE PLEASE DETACH THIS BOTTOM PORTION AND RETURN WITH YOUR PAYMENT IN THE ENCLOSED WINDOW ENVELOPE MAKE CHECKS PAYABLE TO THE UNIVERSITY OF MISSOURI Weaccept VISA MASTERCARD DISCOVER Invoice No INV0122789 Please check credit card used Customer Number 0000036000 Credit Card Number VES ERE EN HRT SED RT me DEA C Due Date 12 01 2007 CREDIT AMOUNT 480 00 Cardholder Name Exp Please print Amount Enclosed Cardholder Signature Customer REMIT TO HYDRO SUPPLIERS LsVdavobaodecedUDaadeUbeccedDacdDecccecl UM Dascedecll 1230 S LINDEN DR University of Missouri Rolla AR VIOLA IL 61486 P O Box 806010 Kansas City MO 64180 6010 95401227890000000000261883 000000000480009 University of Missouri Proprietary amp Confidential Division of Information Technology Page 71 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Adjust Selected Bill Lines Create a Reversal and Rebill Within the Adjust Selected Bill Lines function the Create Reversal and Rebill option allows you to credit one item on an invoice instead of the entire invoice The credit rebill will show a credit for the original item and the
20. Sun 1 13 2015 9 28 PM 19 KB Fri 1 11 2013 3 24 PM 26 KB Fri 1 11 2013 1 10 PM 13 KB Items 95 Unread 10 All folders are up to date Connected to Microsoft Exchange 0O amp 100 Ensure Organizational Forms Library is selected in the Look In field Scroll to find the UM Customer Request Form Click the right scroll button to scroll to the right University of Missouri Division of Information Technology Proprietary amp Confidential Page 15 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Inbox Mailbox Levsen Janis Microsoft Outlook Home Send Receive Folder View fal Meeting Find a Contact iy Ignore x lt AO a M 45 Clean Up 7 Delete Reply Reply Forward amp Junk All LA Move Rules 4N OneNote amp To Manager 3 Unread Read f Done iz Create New ay Matt 34 Team E mail ee Reply amp Delete Q Address Book Y Filter E mail ce Categorize 7 New New Follow Up E mail Items More New Respond Quick Steps Move Tags Find gt Favorites 4 Mailbox Levsen Janis gt Lj Inbox 11 LA Drafts 20 E Sent Items gt a Deleted Items 108 QE Conversation History ta Junk E mail gt Liz Managed Folders 3 Outbox gt LS RSS Feeds D Fe Search Folders gt Archive Folders gt Archive Folders gt Smart View Look In Organizational Forms Library S amp T OSP Absence Request
21. UMSYS Invoice INV0048935 Pretax Amt 155 80 USD ain F gt Banking Status NEWA Invoice Date 1 2 20 2007 E Curr usp Billing COP Q e ance a Installment Bill Schedule gt Interface Transactions Type Source Frequency Recurring Bill Schedule Maintain Bills Standard Billing Customer 20000 IQ address SubCust1 Recurring Bill Schedules POTTERS LAWN SEED INC SubCust2 Create Consolidated a eee Cycle ID DAILY Q Anvoice Form STANDARD Q From Date i To Date D Attach ani ach Bills Copy Single Bill Pay Terms N30 Q Pay Method CHKQ T Remit To 19601 Q Bank Account Q Adjust Entire Bill Accounting i 132200 istrihuti Adjust Selected Bill Date si Account 132200 Q AR Distribution Lines Sales NIA Q Bill Inquiry Phone Q Bill Summary Correct Entry Type Credit N A Q Collect CAGRCLTFQ Biller CAGRCLQ Billing Authority CAGRCLTF OQ gt Generate Invoices gt Locate Bills Goto HeaderInfo2 Address CopyAddress Notes Express Entry Dane Serien gt Review Billing Information gt Review Processing Summary BillSearch Line Search Navigation Header Info 1 v Prev Next Results gt Customers Return to Maintain Bills gt Accounts Receivable gt Worklist fm Save A Return to Search E Notify fy Refresh Er Add gt Tree Manager Header Info 1 Line Info 1 My Personalizations My System Profile My Dictionary
22. You have successfully completed the procedure to manage a recurring bill template End of Procedure University of Missouri Proprietary amp Confidential Page 64 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Hold or Cancel an Invoice After you enter and save an invoice the status of the invoice will remain RDY Each evening all invoices in New or RDY status will automatically process If you do not want an invoice to process change the status to HOLD HLD and save When you decide you are ready for it to process change the invoice date and the status to Ready and re save Procedure Navigation Billing gt Maintain Bills gt Standard Billing VVorklist Add to Favorites New Window Help r gt My Favorites Bill Entry gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing gt Interface Transactions Business Unit M Maintain Bills Standard Billing Recurring Bill Schedules Bill Status v Create Consolidated Header Attach and Detach Bills Contract begins with w Copy Single Bill el Adiust Entire Bill Bills in Business Unit v Adjust Selected Bill Invoice begins with v Customer begins with v
23. v Create Consolidated Header Attach and Detach Bills Contract begins with w Single Bill Invoice begins with v Customer begins with v Bills in Business Unit Adjust Selected Bill Template Invoice Flag v Bill Summary Case Sensitive Correct Entry Type gt Generate Invoices gt Locate Bills _ Search _ Clear Basic Search E Save Search Criteria gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt orklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Find an Existing Value Add a New Value Enter the number for the invoice you want to print into the Invoice field For this training example enter INV0048935 Note These beginning steps are performed if the invoice has taxes If the invoice does not have taxes skip these steps and navigate to the Pro Forma page step 6 1 2 Click the Search button University of Missouri Proprietary amp Confidential Division of Information Technology Page 79 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O O PAO L x Oa a Das ORACLE i Worklist Add to Favorites Sign out New Window Help Customize Page Header Info 1 Line Info7 gt UM Applications b a Up Financials Supply Unit
24. 6 MANUAL INTERP LEVEL 1 amp 2 Header BI Creates GL Acct Entries Attach and Detach Bills Bill Line Distribution Revenue mize Find View All BE First LU 4 of 1 l Last Copy Single Bill Adjust Entire Bill SKa Gao Dept Program oT an a Amount g ines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information D Review Processing Goto Linelnfo Tax Accounting Discount Surcharge Notes Express Entry b Prev Next Line Identifier Description Net Extended Percent 100 00 Amount 44 94 Gross Extended Results b Customers Summary BillSearch Line Search Navigation Acctg Rev Distribution gt Accounts Receivable D Worklist gt Tree Manager gt Reporting Tools Header Info 1 Line Info 1 Acctg Rev Distribution gt PeopleTools Change My Password My Personalizations MWy System Profile My Dictionary 7 2 Acctg Rev Distribution Enables you to specify general ledger account distribution information for each bill line University of Missouri Proprietary amp Confidential Division of Information Technology Page 29 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O AAG Sex Oasa Das gt My Favorites Line Note gt UM Applications Unit UMSYS Bill To 110000 Pretax Amt 44 94 USD gt Set Up Financials Supply Chain he NEXT BARTONSCHOOL El _ s Max Rows gt Banking DIST Billing gt In
25. 66 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Bill Adjustments Bills can be adjusted the day they are created by using the update display feature on the Billing page This lesson covers the methods for adjusting invoices that have already been processed Bills can be adjusted and credited by using PeopleSoft pages to save both time and effort To adjust or credit an invoice use either the Adjust Bill or the Adjust Selected Bill Lines page These methods also leave a trail in PeopleSoft so that you can see any adjustments or credits made to an invoice All of these generate invoices that are sent to the customer Adjustments that are not sent to the customer can be done by the accounting offices only Note Please contact Accounts Receivable in your accounting office if the types of credit adjustments discussed in this lesson do not meet your needs Adjust Entire Bill Credit an Entire Bill No Rebilling In the Adjust Entire Bill function the Credit Entire Bill option allows you to create a credit of the entire invoice Procedure Navigation Billing gt Maintain Bills gt Adjust Entire Bill aoa Ak Oc ORACLE al gt My Favorites Adjust Entire Bill gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value gt Banking Billing gt Interface Transact
26. Accounts Receivable and Billing Customer short name should be the first 10 characters no spaces of a customer s long name If that short name has already been used adjust the last characters Location Description on the Address Panel should be the City and the first line of the address as much as possible If both a PO Box and a Street Address are provided put the Street Address in the First Address line and the PO Box in the Second Address Line Use the following abbreviations for secondary address unit designators Apartment APT Unit UNIT Building BLDG Room RM Floor FL Department DEPT Suite STE Abbreviate directionals with N S E W NE NW SE or SW unless the directional is the primary street name e g NORTH AVE Enter Rural Route addresses with the letters RR and do not use the words Rural Number No or e g RR 2 BOX 152 Use the following abbreviations for suffixes Avenue AVE Highway HWY Boulevard BLVD Parkway s PKWY Circle CIR Place PL Court CT Road RD Drive DR Street ST Freeway FWY Terrace TER City names should be spelled out in their entirety However if the name will not fit within the 30 character field provided by PeopleSoft directionals within the name may be abbreviated University of Missouri Proprietary amp Confidential Division of Information Technology Page 19 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 21 Some customers are external to the
27. Favorites New Window Help gt My Favorites Bill Entry gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing ee gt Interface Transactions Business Unit Maintain Bills Standard Billing Recurring Bill Schedules Bill Status v Create Consolidated Header Attach and Detach Bills Contract begins with w Copy Single Bill Invoice begins with v Customer begins with v Bills in Business Unit v Template Invoice Flag v Bill Summary Cl Case Sensitive Correct Entry Type gt Generate Invoices gt Locate Bills _ Search Clear Basic Search Save Search Criteria gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Yorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Find an Existing Value Add a New Value l Click the Add a New Value tab Adda Mew Walue i University of Missouri Proprietary amp Confidential Page 32 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The Business Unit will default based on the us
28. If you need to set up a standard note to select when you do an invoice please refer to the Set Up Standard Notes topic in the System Set Up lesson The three types of header notes are the following 1 Standard These notes are already set up in the system for you to select Click the Standard Note Flag check box to select it and select the standard note 2 Manual These are notes that are entered manually Type the note in the Note Text field 3 Internal These notes will not print on the invoice Click the Internal Only Flag check box to select it and use the lookup feature to select a note or type a note in the Note Text field 10 Click the Look up Std Note button Search for the desired note For this training example click on the THANK YOU entry in the Standard Note Code column The note now appears in the Note Text field Click the Next link Next University of Missouri Proprietary amp Confidential Division of Information Technology Page 37 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O 0 MAG SL O A 3S a DAR ORACLE VVorklist Add to Favorites New Window Help Customize Page Header Info1 Header Service Info Y gt My Favorites gt UM Applications y Invoice NEXT BARTON SCHOOL DIST gt Interface Transactions Maintain Bills PO Standard Billing Contract a Recurring Bill Schedules Create Consolidated Contract Date 34 Header At
29. Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable D Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations MWy System Profile My Dictionary Home VVorklist Add to Favorites Sign out New Window Help Customize Page Acctg Rev Distribution Unit Bill To 110000 BARTON SCHOOL DIST Pretax Amt 44 94 USD 2 max Rows 25 e Invoice Bill Line Line Identifier Description Net Extended ARC10302 MRT 6 MANUAL INTERP LEVEL 1 amp 2 BI Creates GL Acct Entries Bill Line Distribution Revenue mize Find View All BE First LU 4 of 1 l Last Code Account Fund Dept Program Clas Project Percentage Amount oeo603000 0 sn000 2 oro erana o Ja peona o a woo Percent 100 00 Amount 44 94 Gross Extended Goto Linelnfo2 Tax Summary Bill Search Express Entry Acctg Rev Distribution Discount Surcharge Notes Navigation Accounting Line Search Page Series Prev Next Header Info 1 Line Info 1 Acctg Rev Distribution 26 Scroll to the right as needed and use the arrows to navigate to the other billing lines if there is more than one Click the Next link Next University of Missouri Division of Information Technology Proprietary amp Confidential Page 41 Training Guide UMSYS FS 9 0 Accounts Receivab
30. Method CHKQ fe Remit To 10601 Q Bank Account Q 0 Se E EI Account 132200 Q AR Distribution Lines Sales NIA Q Bill Inquiry Phone Q Bill Summary Correct Enty Type Credit NIA Q Collect CASRESCTQ Biller CASREE Billing Authority CASRESC1 gt Generate Invoices gt Locate Bills Goto Headerinfo2 Address CopyAddress Notes Express Entry gt Review Billing Information gt Review Processing Summary BillSearch Line Search Navigation Header Info 1 Results gt Customers B Save A Return to Search tE Previous in List E Next in List Notify fy Refresh gt Accounts Receivable gt Worklist Header Info 1 Line Info 1 gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary The invoice s Header Info 1 information will display Click the Look up Status button To keep an invoice from being processed click the Hold Bill link HLO Hold Bill Click the Save button to complete the status change Note To cancel an invoice after the invoice number has been assigned change the status to CAN and re save You have successfully completed the procedure for changing the status of a NEW or RDY invoice to HLD Hold or CAN cancel End of Procedure University of Missouri Proprietary amp Confidential Page
31. Search gt Customers hed al gt Accounts Receivable Return to Maintain Bills gt Worklist gt Tree Manager la Save Return to Search Notity gt Reporting Tools Bill Summary Info Bill Summary Info 2 gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Click the Calculate Taxes button Calculate Taxes 5 Click the Save button You are now ready to print a proforma of the invoice Click the Billing link b Billing University of Missouri Proprietary amp Confidential Division of Information Technology Page 81 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0O AAGDAKOASa4 DHS ORACLE Billing gt UM Applications gt Set Up Financials Supply A gt Interface Transactions gt Maintain Bills gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable D Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary A University of Missouri Page 82 Billing Manage all aspects of the Biling product Interface Transactions Review correct and apply pending interface activity F Update Pending Transactions Correct Interface Errors Locate Bills Search for bills and bill lines that match selected criteria Bil
32. Technology Page 95 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Copy a Single Bill You can select a previously invoiced bill to be copied This can save data entry time if you have a bill that is an exact duplicate of a bill or if you are billing for items invoiced at a prior date and you need to make a few minor changes You can copy any bill regardless of status The only information that does not copy is the bill status invoice date and invoice number Procedure Navigation Billing gt Maintain Bills gt Copy Single Bill VVorklist Add to Favorites New Window Help lt Copy Single Bill gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply i Find an Existing Value gt Interface Transactions Business Unit v Maintain Bills Standard Billing Recurring Bill Schedules Bill Status v Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Cl case Sensitive Lines a Search Clear Basic Search E Save Search Criteria Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable Invoice begins with w Q Customer begins with Q Contract begins with w
33. Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Invoice begins with v Customer begins with v Template Invoice Flag Find an Existing Value Add a New Value University of Missouri Proprietary amp Confidential Division of Information Technology Page 45 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Setting up a recurring bill template involves the same steps as creating an invoice along with some additional steps Click the Add a New Value tab Adda New Value For more detailed steps and information about creating an invoice see the Create an Invoice topic The Business Unit will default based on the user s sign on It must be the same as the ChartField string that will be receiving revenue For this exercise retain the default Click the Add button University of Missouri Proprietary amp Confidential Page 46 Division of Information Technology 09 0 AAGSLKOBS ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing ing Bill Schedules Create Consolidated Header Attach and Detach Bills Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry
34. Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Step Header Info1 Y L Unit Q Q Status Type UMSYS Invoice INYO046920 Invoice Date Source Customer 193406 Q Address SLATER HIGH SCHOOL Cycle ID DAILY Invoice Form N30 Q Pay Terms Accounting Date Sales NIA Credit NIA Goto Header Info 2 Summary Bill Search B Save amp Return to Search tE Previous in List E Header Info 1 Line Info Q Q Address Pay Method Ei Account Collect Copy Address Line Search 1 021 0772005 5 m yS Pretax Amt Bill Inquiry Phone Notes Navigation E Q STANDARD Q CHKQ a 132200 Q VVorklist Add to Favorites New Window Help Customize Page 1 500 00 USD USD Installment Bill Schedule Frequency Recurring Bill Schedule SubCustt SubCust2 From Date Remit To 10601 AR Distribution UMORENE Q Express Entry Q Biller UMORE Q Header Info 1 E To Date Bank Account Billing Authority ERTA P Prev Next E Notity Refresh
35. Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations Training Guide UMSYS FS 9 0 Accounts Receivable and Billing w hi VVorklist Add to Favorites New Window Help Customize Page Header Info1 Y Li Pretax Amt Invoice Date 12 17 2007 Curr Unit UnMsys Invoice NEXT NEW Q JQ Status Installment Bill Schedule Recurring Bill Schedule SubCust1 x Type Source Frequency Customer Q Address SubCust2 From Date EI To Date Remit To Q AR Distribution Invoice Form Cycle ID Q Bank Account Pay Terms Pay Method Accounting Bi Date Sales Q Credit NIA Q Goto Header Info 2 Summary Bill Search Account Q Bill Inquiry Phone Collect NIA Q Biller Billing Authority Notes Express Entry Navigation Header Info 1 Address Copy Address Line Search Return to Billing E Save E Notify Ry Refresh Header Info 1 Line Info 1 Er Add Update Display My System Profile My Dictionary Enter or select the bill Type for your
36. VOL Proprietary amp Confidential Page 21 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 23 Use the two letter postal abbreviation for states in the State field Alaska AK Montana MT Alabama AL North Carolina NC Arkansas AR North Dakota ND American Samoa AS Nebraska NE Arizona AZ New Hampshire NH California CA New Jersey NJ Colorado CO New Mexico NM Connecticut CT Nevada NV District of Columbia DC New York NY Delaware DE Ohio OH Florida FL Oklahoma OK Georgia GA Oregon OR Guam GU Pennsylvania PA Hawaii HI Puerto Rico PR Iowa IA Rhode Island RI Idaho ID South Carolina SC Illinois IL South Dakota SD Indiana IN Tennessee TN Kansas KS Texas TX Kentucky KY Utah UT Louisiana LA Virginia VA Massachusetts MA Virgin Islands VI Maryland MD Vermont VT Maine ME Washington WA Michigan MI Wisconsin WI Minnesota MN West Virginia WV Missouri MO Wyoming WY Mississippi MS 24 The zip code should be entered as zip 4 if the additional four digits are known When using the additional four digits a hyphen should be used e g 12345 1234 University of Missouri Proprietary amp Confidential Page 22 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Entering Bills When a service or product is provided by the University to another organization a bill invoice must be entered into the PeopleSoft Billing Module by the department Once the entry is made it will be run through a
37. _ Case Sensitive Correct Entry Type gt Generate Invoices EARBS Search Clear Basic Search E Save Search Criteria gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt VWorklist Find an Existing Value Add a New Value gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Page 58 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Instead of selecting the Add a New Value page use the Find an Existing Value page to look for the bill that you want to use to create a recurring invoice For this training example search based on the invoice number Enter IN V004 into the Invoice field Click the Search button For this training example click on INV0048920 in the Invoice column INvOO48920 6 0 HAD SKE ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Sing le Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt
38. billing questions please callMorenet Line Adj Identifier Description Quantity UOM Unit Amt Net Amount MOREnet training for attendees INSTF TRG Internal Staff Training 6 28 04 Basic Troubleshooting Techniques 6 29 04 Networking 101 6 30 04 Configuring TCP IP 7 1 04 Introduction to Wireless LANs 7 1 04 Bridging Switching amp Routing SUBTOTAL TOTAL AMOUNT DUE 750 00 PLEASE DETACH THIS BOTTOM PORTION AND RETURN WITH YOUR PAYMENT IN THE ENCLOSED WINDOW ENVELOPE MAKE CHECKS PAYABLE TO THE UNIVERSITY OF MISSOURI We accept VISA MASTERCARD DISCOVER Invoice No INV0047920 Please check credit card used Customer Number 4000 Credit Card Number _ J _ J J J _J_J _J_J_J_ Due Date 11 20 2004 Amount Due 750 00 Cardholder Name Exp Please print Date Amount Enclosed Cardholder Signature Customer MO OFFICE OF ADMN INFO SVC REMIT TO site Dein ental eer TPA Pn ee eA JEFFERSON CITY MO 65101 University of Missouri Columbia AR P O Box 807012 Kansas City MO 64180 7012 954004792000000000000594850000000000750008 This is an example of an invoice when it is printed out End of Procedure 10 University of Missouri Proprietary amp Confidential Division of Information Technology Page 31 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Create an Invoice Procedure Navigation Billing gt Maintain Bills gt Standard Billing 2 m a ORACLE VVorklist Add to
39. containing BCM errors These errors must be corrected prior to the invoice printing or posting to the GL 4 CUSTOMER BALANCES _UMKC This query produces a list of current balances for all UMKC customers This query may be modified to fit your campus 5 AR_ACTIVITY_DEPTID This query produces a list of all AR activity by DeptID for a particular Business Unit 6 AR_ACTIVITY_TYPE This query produces a list of all AR activity by Bill Type for a particular Business Unit 7 AR_LOPEN_ITEMS_BI SPECIALIST This query lists outstanding invoices and prompts by Billing Specialist An alternative report would be the Aging Report located in the PS Search Options on the MIS Web Applications Web site 8 AR_PAYMENT_SEARCH This query allows you to search for a payment by amount 9 BILL_PAYMENT_SEARCH This query allows you to search for an invoice amount in the event you do not know the invoice number 10 PAYMENT_SEARCH_BY_CK_ NUMBER This query allows to you to search for a payment by entering the check number which needs to be 15 characters starting with CK or CC 11 PAYMENT_SEARCH_BY_CUSTID This query allows you to search for all payments that have posted to the customer number 12 ARBIL_PROJECT_LOOKUP This query provides the user with project end dates based on the active or inactive file in PS 13 ARBIL_WRITEOFFS This query prompts for Business Unit and returns a list of all Write Offs and Reverse Write Offs done in PS Y
40. have to be made for payments sent directly to the University Two important points Checks and other instruments made payable to the University money orders etc should be restrictively endorsed upon receipt All funds should be deposited on the day received following established procedures unless the campus business office has approved less frequent deposits Understanding the Payment Life Cycle The payment life cycle begins when the payment is received The deposit may be entered electronically by lockbox interface or Accounts Receivable Cash Receipt Report PS ARR After the payments are posted the customer account balances are updated nightly Lockbox Payments Deposits A lockbox is a bank account that our customers use to remit their payments Our bank receives payments on our behalf making the funds available to our organization as soon as the payments are processed by the bank The advantage of a lockbox account is that the funds are available the same day the payment is received PeopleSoft allows the bank to electronically feed the deposit and payment information from the lockbox account into the PS AR Module This eliminates the need for someone to manually enter the payment and deposit information into Receivables The bank will make two deposits from each campus bank lockbox one for all recognized customer payments and one for all unrecognizable customer payments Recognized Customer Payments Commerce Bank will f
41. operation For this training example enter COP Enter or select the desired information for the Customer field For this training example enter 110000 Enter or select the desired information for the Biller field For this training example enter CASRESCT o The Cycle ID and then the Frequency in that order must be selected to set up a recurring invoice template Click the Look up Cycle ID button For this training example click on QRTLY link in the Billing Cycle Identifier Cycle ID column Proprietary amp Confidential University of Missouri Page 47 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Recurring list item in the Frequency drop down list Note The frequency must be set for Recurring For other cycles contact your accounting office Recurring Remember that this is a template and the information you enter will be on each of the bills Click the Next link to continue with the recurring invoice template From this point forward the steps are the same as the Create an Invoice procedure O O NALOR ORACLE w h A 3 VVorklist Add to Favorites New Window Help Customize Page D My Favorites Header Info1 Address info Y L gt UM Applications gt Set Up Financials Supply Unit Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules
42. or ARBILL UMR EDU UMSL UMSL Cashiers or UMSLCASH MSX UMSL EDU UM System UM System AR Requests or ARREQUESTS UMS YSTEM EDU University of Missouri Proprietary amp Confidential Page 114 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Appendix ARBI Query Listing Below is a list of queries designed to address ARBI reporting needs The queries have been sorted into categories Note If your offices would like to modify these queries to better suit your needs please save them with a different name so that the original query will not be corrupted These are intended for use by everyone using ARBI Campus Accounting Offices 1 ARB JOURNAL_LOOKUP This query prompts you for the journal number for an ARBI transaction e g ARO or BIO to find out what invoice or reference numbers are included in that journal number 2 BLINVOICES_NOT_PRINTED This query produces a list of all non cancelled invoices that have not been printed This could mean the invoice has just been created has a BCM error or is in hold status A prompt is used to select a particular Business Unit 3 BLINVOICE_CANCEL_ADJUST This query produces a list of all invoices that have either been cancelled or adjusted 4 BIINV_OPERID This query prompts for an invoice number and will return the Operator ID for an invoice This would be the creator or the last person to update an invoice 5 BCM_ERRORS_BI T
43. original invoice for the customer The invoice number in the Rebill Bill field is an exact duplicate of the original invoice so it will need to be corrected Click the Header Info 1 link to the right of the Rebill Bill field to make corrections to the rebill invoice Header Info 1 A new window with the rebill will display The rebill which is a copy of the original bill needs to be updated so that the new bill will be correct You will need to navigate to the page s that need to be corrected make corrections and click on the Save button Both the credit and the rebill will process nightly with new invoice numbers When finished you click on the X in the upper right hand corner of the window to close it University of Missouri Proprietary amp Confidential Page 70 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing You have successfully completed the procedure for crediting an entire bill and rebilling End of Procedure The following is a sample of a credit invoice produced using the Credit amp Rebill option University of Missouri CREDIT INVOICE Page 1 Invoice No INV0O122789 Invoice Date 11 01 2007 Customer Number 0000036000 P O Number Customer Payment Terms N30 Due Date 12 01 2007 HYDRO SUPPLIERS Federal Id Number 43 6003600 1230 S LINDEN DR VIOLA IL 61486 CREDIT AMOUNT 480 00 USD For billing questions please call MATERIAL RESEARCH CTR
44. run control will display You can change any selection parameters as needed Enter the lowest invoice number that you want to print into the From Invoice field For this training example enter INV0048936 Enter the highest invoice number that you want to print into the To Invoice field For this training example enter INV0048939 Click the Run button Run University of Missouri Proprietary amp Confidential Page 100 Division of Information Technology PeopleSoft Menu Non Consolidated A Single Action Invoice Print Pro Forma Finalize and Print Invoices Convert Currency Amounts Reprint Invoices Pre Load Process Load Invoices to AR Create Accounting Entries Request Budget Check Load Invoices to AP UM Invoice Edit gt Consolidated gt Process Credit Cards gt Accrue Unbilled Activity gt Reports gt Reproduce Reports gt Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results gt Commitment Control gt Customer Contracts Customers gt General Ledger gt Grants gt Products gt Project Costing gt Purchasing gt Manager Self Service gt Data Quality gt Promotions 0 Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement A Muresan Process Scheduler Request User ID TRAINARBI
45. written off so they can be reviewed by the departments 5 Request that particular items not be written off due to extenuating circumstances and or customer history Accounting Grant Department s Responsibilities Campus accounting offices will perform the following oversight functions Grant offices will perform only the items marked with a 1 Review and follow up on the lockbox daily exception report a Manually apply payments to appropriate invoices 2 Process refunds Generate review and send legal letters to external customers with outstanding invoices greater than 120 days 4 At the beginning of each month send a list of invoices for upcoming write offs to campus departments University of Missouri Proprietary amp Confidential Division of Information Technology Page 105 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 5 Establish an allowance for uncollectible accounts receivable by fund at the end of each fiscal year based upon a percentage of the accounts receivable year end balance 6 Process write offs 7 Submit unpaid customer invoices gt 100 00 to the collection agency 8 Maintenance of customer account balances View or Print Age Analysis Reports One of the tools available in PeopleSoft to assist in the credit management process 1s the aging report Aging reports are generated at the second or third day of the calendar month and are available under PS Search Options on the Web C
46. 2013 1 10PM 13 KB Thu 1 10 2013 3 35 PM 298 KB Thu 1 10 2013 12 25 PM 110 KB Thu 1 10 2013 12 15 PM 13 KB Thu 1 10 2013 10 03 AM 14 KB Wed 1 9 2013 9 26 AM 40 KB Wed 1 9 2013 8 38 AM 10 KB Fri 1 4 2013 11 17 AM 16 KB Thu 1 3 2013 3 24 PM___11 KB Conversation History Junk E mail P gt Uz Managed Folders A Outbox gt LE RSS Feeds L Search Folders Ld Lay Lb 4 42 gt 4 Lb id S gt Archive Folders gt Archive Folders gt Smart View Mail S Calendar Folder List z ee bg 0 LQ re ce z N Items 87 Unread 3 All folders are up to date Connected to Microsoft Exchange O ea 100 From Microsoft Outlook you will need to create a message using the Customer Request Form On the Home tab click the New Items button New Items University of Missouri Proprietary amp Confidential Division of Information Technology Page 13 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Send Receive Folder View xX QQ Delete Home iy Ignore 5 Clean Up 7 amp Junk X E mail Message All D ah Meeting im Reply Reply Forward More Respond ta To Manager Jf Done iz Create New Lay Matt G A Team E mail a Reply amp Delete Quick Steps LA Move s Rules 7 N OneNote Move Find a Contact QJ Address Book YY Filter E mail Find J Unread Read aa Categorize 7 P Follow Up 7 T
47. 254 characters of text in the Text field More text can be added by inserting rows the Document button ci on the Invoice link in the Document Code column Invoice res the Save button m Changes can always be made at a later date using the Find an Existing Value page inserting a row changing the data and saving End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 11 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Customers Request a New Customer or Update an Existing Customer When a customer is not present in the system you will need to request the customer be added before an invoice can be created The Customer Request Form in Microsoft Outlook needs to be completed to make this request The form may also be used to update customer information The accounting office will use the Customer Request Form to verify that a customer does not already exist in PeopleSoft and will then use the information provided to establish a new customer number If additional information is required you will be notified via e mail When the customer number has been established in PeopleSoft the Customer Request Form will be returned via e mail with the customer s number 8899X XX XXX customers are not to be used except by the Office of Sponsored Programs Note If a customer is tax exempt the department should request a copy of the customer s tax exempt certi
48. 3 The Header Info 1 page for the invoice will display Click the Summary link gummar University of Missouri Proprietary amp Confidential Page 80 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O Oo AAG SKkeOaS amp aH BHR ORACLE VVorklist Add to Favorites New Window Help Customize Page gt My Favorites Bill Summary Info Y Bill Summary info 2 gt UM Applications om POD Fi iia D Set Up Financiale Supply Unit UMSYS Invoice IN 0048935 Invoice Date 12 20 2007 Gross Extended Amount 155 80 Customer 20000 POTTERS LAWN SEED INC gt Interface Transactions Total Discounts 0 00 Invoice Type Maintain Bills Total Surcharges 0 00 Standard Billing SS ae Bill Type COP Operations Col Lockbox Recurring Bill Schedules Net Extended Amount 155 80 Bill Source Create Consolidated Header Total VAT Amount 0 00 Bill Status NEV Attach and Detach Bills Total Taxes 0 00 Copy Single Bill Regular Template No djus i Consol Hdr No Adiust Selected Bill Total Invoice Amount 155 80 l Lines Forward Bal 0 00 Bill By ID Bill Summary Paid Amount 0 00 Due Date Correct Entry Type gt Generate Invoices SEY Date Bill Added 12 20 2007 11 16AM E gt Locate Bills Total Dus 155 80 USD gt Review Billing Information Calculate Taxes gt Review Processing Goto Header Infoi Address CopyAddress Notes Results BillSearch Line
49. Copy Address Summary Bill Search Address Line Search Navigation Results gt Customers gt Accounts Receivable gt WWorklist gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary fm Save Notify fy Refresh Header Info 1 Line Info 1 University of Missouri Division of Information Technology Er Add UpdateDisplay Proprietary amp Confidential Page 43 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing All of the pages in the series are now complete and you are returned to the first page in the series Click the Look up Status button to search for the ready to invoice status Any invoices still in New status will automatically change to ready RDY and process each night If there are no edits or budget check errors the invoice will be processed Click the Ready to Invoice link Note Doing this will initiate some edit checks and it will let you know what needs to be fixed EDY Ready to Invoice Click the Save button to save the invoice 31 An invoice number has been assigned automatically You may want to write down the invoice number to refer to it later 32 You have successfully completed the procedure for creating an invoice End of Procedure University of Missouri Proprietary amp Confidential Page 44 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Bil
50. DF list item in the Format drop down list University of Missouri Proprietary amp Confidential Page 102 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft Home Worklist MultiChannel Console Add to Favorites Sign out Menu v Non Consolidated New Window Help Single Action Invoice Print Pro Forma _ Finalize and Print Process Scheduler Request Invoices t ninia User ID TRAINARBI Run Control ID PROFORMA Amounts Reprint Invoices Server Name PSUNX Run Date 09 17 2008 El Pre Load Process ee Run Time 2 45 02PM Reset to Current Date Time Load Invoices to AR Create Accounting Time Zone Q Entries Request Budost Check Select Description Process Name Process Type Type Format Distribution Load Invoices to AP Print Invoice wiSQR BIPJ10 PSJob Window PDF Distribution gt Consolidated Print Grants Invoice w SQR BIPJ20 PSJob None None gt Process Credit Cards 7 wi gt Accrue Unbilled Activity gt Reports Print Invoice w Crystal BIPJ40 PSJob None None gt Reproduce Reports gt Accumulated Balances Print Invoice w XML Publisher BIPJ50 PSJob None None gt Utilities gt Locate Bills OK Cancel gt Review Billing Information gt Review Processing Results gt Commitment Control gt Customer Contracts gt Customers gt General Ledger gt Grants gt Products gt Project Cost
51. Er Add 4 Follow the steps for creating a recurring bill template Refer to the Set Up a Recurring Bill Template topic for instructions University of Missouri Division of Information Technology 4 End of Procedure Proprietary amp Confidential Page 59 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Manage a Recurring Bill Template A recurring bill template can be accessed by the normal billing process This access allows you to adjust the Recurring Bill Schedule The recurring schedule controls the period of time during which the recurring bill will be issued If the time frame changes the adjustment is made by accessing the recurring bill template changing the date range on the Recurring Bill Schedule and regenerating the recurring bill cycle Procedure Navigation Billing gt Maintain Bills gt Standard Billing OR Navigation Billing gt Maintain Bills gt Recurring Bill Schedules O Oo AAD Ske OaSua Was ORACLE VVorklist Add to Favorites New Window Help Bill Entry Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing gt Interface Transactions Business Unit Maintain Bills Standard Billing Recurring Bill Schedules Bill Status v Create Consolidated Header Attach and Detach Bills Contract begins with Cop
52. PC Business Unit may be set up as part of the Revenue Distribution Code Procedure Navigation Set Up Financials Supply Chain gt Common Definitions gt Distribution Accounting gt Distribution Code Add to Favorites Sign out New Window Help gt My Favorites Distribution Code 7 Set Up Financials Supply Enter any information you have and click Search Leave fields blank for a list of all values Chain v Common Definitions Find an Existing Value Add a New Value Distribution Accounting Distribution Code pyre SetiD x UOFMO IQ gt Product Related Distribution Code begins with v IQ gt Accounts Receivable gt Billing C Include History gt PeopleTools Search Clear Basic Search B Save Search Criteria Find an Existing Value Add a New Value 1 Click the Add a New Value tab Add a New Value University of Missouri Proprietary amp Confidential Page 2 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The SetID defaults to VOFMO Retain the default Enter the desired information for the Distribution Code field For this training example enter CX51949500 The Revenue Distribution Code must ALWAYS include your 5 digit MoCode such as CX519 The code can also include the first 5 digits of the PeopleSoft revenue account number e g CX51949500 By establishing a distribution code name that includes
53. RCLTR list item You can click on the forward and backward buttons arrow buttons at the upper left of the page to view the report To print the report click on the printer icon at the top of the page Click the Print Pages button 10 The Print dialog box will display Adjust the settings as needed and click on the Print printer icon button Another window will display that confirms that the report is printing 12 You have successfully completed the procedure for viewing and printing an age analysis report End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 107 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing View or Update Conversations Periodically information will be obtained relating to a particular customer In order to disseminate this information to all parties in contact with this customer comments are to be added to the customer via the Conversation panel Procedure Navigation Accounts Receivable gt Customer Interactions gt Conversations gt View Update Conversations PeopleSoft v Conversations View Update Conversations Update Contacts Search By Keyword Follow Up Action Needed Review Needed Supervisor Review Needed gt Statements gt Dunning Letters gt Overdue Charges Customer Follow Up Letter gt Receivables Maintenance gt Receivables Analysis gt Receivables Upd
54. Recurring Bill Schedule gt My Favorites gt UM Applications gt Set Up Financials Supply Unit UMSYS Template Invoice INVOO48934 amp Generate button Chain gt Banking Start Date 01 01 2008 Pre Assign Invoice Numbers Billing 2 31 2008 Use Header Dates For Lines gt Interface Transactions End Date l B 0 i j aaan ia i Recurring Schedule Find ViewAll First LU 1 ot 1 I Last Standard Billing Recurring Bill Schedules Generate Date Invoice Date i Inv Generated Date Create Consolidated N Header he Attach and Detach Bills Bill Header From Date Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information Return to Bill Entry gt Review Processing Results gt Customers z b Accnt PacoNabia E Save amp Return to Search E Notify gt WWorklist gt Tree Manager Click the Generate Rev Rec Schedule button to generate the billing cycle View and update the appropriate fields and make any necessary changes PeopleSoft populates all the fields based on current information and extends the recurring billing for the period that you select When all information is correct click the Save button to replace NEXT with a pre assigned invoice number If you generate a schedule and if you change the end date to be further in t
55. Run Time _ 9 49 04AM Reset to Current Date Time Create Accounting Time Zone Q Entries Request Budget Check Select Description Process Name Process Type Type Format Distribution Load Invoices to AP UM Invoice Edit gt Consolidated gt Process Credit Cards gt Accrue Unbilled Activity gt Reports gt Reproduce Reports gt Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results gt Commitment Control gt Customer Contracts OK Cancel gt Customers pow emoa gt General Ledger gt Grants gt Products gt Project Costing gt Purchasing gt Manager Self Service gt Data Quality gt Promotions gt Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement gt Gendcoc Praciramant Add to Favorites Sign out Process Scheduler Request User ID TRAINARBI Run Control ID PROFORMA Pre process amp Finalization BIIVCO00 Application Engine Web TXT Proforma amp Print BIJOBP01 PSJob None Distribution None None Distribution Proforma Final Print w Crystal BIJOBP51 PSJob None Distribution Distribution Print Grants Invoice wiSQR BIPJ20 PSJob None Print SF1080 81 Invoice w SQR BIPJ30 PSJob None None None Distribution Distribution
56. SYS FS 9 0 Accounts Receivable and Billing O OoOo PAGO S OBSa4 WHS ORACLE VVorklist Add to Favorites New Window Help Customize Page reo Header Infoi Y Address Info gt UM Applications gt Set Up Financials Supply Unit UMSYS BillTo 110000 Pretax Amt 0 00 USD Chain Invoice NEXT BARTON SCHOOL DIST gt Banking 7 Billing Attention To ja Name gt Interface Transactions Maintain Bills Location lQ of Copies 4 Invoice Media P Q Language Code ENG Standard Billing Recurring Bill Schedules Country USA United States Create Consolidated Address 1 200 PLANTERS DR Header l Address 2 Attach and Detach Bills Copy Single Bill Address 3 Adjust Entire Bill Lines l Bill Summar County Postal 65583 2266 Correct Entry Type State MO Missouri gt Generate Invoices gt Locate Bills Goto HeaderlInfo2 Address CopyAddress Notes Express Entry Page Series ee ee SN errant Summary BillSearch Line Search aviaation Address Info gt Review Processing Navigation Results gt Customers E Save E Notify fy Refresh Er Add Update Display gt Accounts Receivable gt Worklist Header Info 1 Address Info Line Info 1 gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary 3 2 Address Info Enables you to review mailing addres
57. T gt Interface Transactions Bill Line Maintain Bills Standard Billing Line Identifier Description Net Extended aan TERET gt ARC10302 MRT 6 MANUAL INTERP LEVEL 1 amp 2 Header BI Creates GL Acct Entries Attach ane Ti Bills Bill Line Distribution Revenue 2 F Ivi ev All 3 First 4 s Perel T a Copy Single Bi Adjust Entire Bill Code Account Fund Program Class Project Percentage Amount 4 gt Adjust Selected Bill ckos943000 Q 430000 Q 20 GE c1820031 Q o JQ aco13 Q o0 Q 100 00 Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing cid Results Goto Linelnfo2 Tax Accounting DiscountSurcharge Notes Express Entry Page Series gt Customers Summary BillSearch Line Search Navigation Acctg Rev Distribution v Prev Next gt Accounts Receivable gt Vorklist gt Tree Manager 2 EU Header Info 1 Line Info 1 Acctg Rev Distribution gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Percent 100 00 Amount 44 94 Gross Extended 25 Verify the ChartField string is populated correctly Click the Next link Next University of Missouri Proprietary amp Confidential Page 52 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O O0 AAG S Oeb 4 LHS Home VV
58. University but have an address that can be delivered by campus mail or by courier In order for Campus Mail Services to sort them they need to be easily identifiable All customers with these types of addresses at UMR UMSL and UMKC should say COURIER in the last address line of the Address with a DESIGNATION for the Campus For example COURIER KC See the example in the screenshot below There is no need to put the city state or zip in the address Since everything will print in Columbia other campuses will have to say COURIER Columbia customers will say CAMPUS MAIL General 1 General2 General3 Address SetID UOFMC Customer NEXT MED STUDENTS ASSOC Location 1 Descr KANSAS CITY 1025 CONNALLY l Ship To Address l Correspondence Address l Bill To Address M Sold To Address Eff Date 05 22 2002 Status Active Language Code English Country USA United States Tax Code Address 1 1025 CONNALLY Alternate Names Address 2 Pe Address 3 T I In City Limit a University of Missouri Proprietary amp Confidential Page 20 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 22 The following are common words used in customer names For consistency the standard abbreviations for these words should be used even if space is not an issue These are the only words to be abbreviated All other words must be spelled out These abbr
59. ability Services Enter the desired information into the Short Description field For this training example enter Voc Rehab Click to display the Distribution Type list Click the Revenue list item Revenue University of Missouri Proprietary amp Confidential Page 4 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Enter the ChartFields that your Revenue Distribution Code will represent Enter or select the desired information for the Account field For this training example enter 495000 Ei Do not use taxable accounts in the ARBI system always use a nontaxable account code Using a taxable account results in loss of revenue to the operation because of the way tax works in this system Discuss this with your accounting office if clarification is needed 11 Enter or select the desired information for the Fund field For this training example enter 0000 Enter or select the desired information for the Dept field For this training example enter C1325004 Enter or select the desired information for the Program field For this training example enter 0 In the PC Business Unit field enter or select the business unit that will use the distribution code For this training example enter COLUM Enter or select the desired information for the Project field For this training example enter 00 17 Leave the fields to the right of the Project field blan
60. ach and Detach Bills Pay Terms Q Pay Method CHK Q les Remit To Q Bank Account Q Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary 2 Accounting J Account J ap distribution Date Sales Q Bill Inquiry Phone IQ Credit NIA Q Collect NIA Q pine JQ iling Authoriy JQ Goto Headerinfo2 Address CopyAddress Notes Express Entry Page Series Summary BillSearch Line Search Navigation Header Info 1 Return to Billing fm Save E Notify fy Refresh Er Add Update Display Header Info 1 Line Info 1 Parts of an Invoice An invoice has two parts a header and lines The header includes information that pertains to the entire bill and line information pertains to the specific items that have been purchased Header Data Bill header data pages include the following four pages in order of page series setup 1 Header Info 1 Enables you to record bill type customer and the billing operation University of Missouri Proprietary amp Confidential Page 24 Division of Information Technology Training Guide UM
61. ags Appointment Meetin TE aiii 12 D From Contact Task Text Message SMS E mail Message Using gt More Items gt Ug Junk eman gt Liz Managed Folders 3 Outbox DDD TD EKK More Items Send Receive Folder View KAAR Delete Home Mh Ignore Sj Clean Up amp Junk X E mail Message All ab Meeting im Reply Reply Forward More Respond Subject amp To Manager ef Done iz Create New gy Matt GA Team E mail a Reply amp Delete Quick Steps Search Inbox Ctri E Wed 1 16 2013 2 36 PM LA Move s Rules SN OneNote Move p Size GY S 18 KB 18 KB 21 KB 18 KB 15 KB 13 KB 34 KB 12 KB Received Wed 1 16 2013 2 53 PM Wed 1 16 2013 2 51 PM Wed 1 16 2013 2 43 PM Wed 1 16 2013 2 40 PM Wed 1 16 2013 2 08 PM Wed 1 16 2013 1 56 PM Wed 1 16 2013 1 33 PM lt j Unread Read Find a Contact G Address Book Y Filter E mail 7 Find H Categorize 7 P Follow Up 7 Tags Appointment Meeting IC D 0 From Contact Task Text Message SMS E mail Message Using gt Ug Junk eman gt Lz Managed Folders 3 Outbox gt LS RSS Feeds gt Fo Search Folders 4 Contact Group Task Request Journal Entry Note gt Archive Folders Internet Fax gt Archive Folders gt Smart View st in This Folder Gh Choose InfoPath Form SJ Outlook Data File University of Missouri Page 14 Search Inbox C
62. aining Guide UMSYS FS 9 0 Accounts Receivable and Billing A Click the Search button VVorklist Add to Favorites New Window Help Customize Page n gt My Favorites Adjust Selected Bill Lines gt UM Applications Unit UMSYS Bill To 12000 Invoice 975 00 USD gt Set Up Financials Supply Chain gt Banking gt Billing gt Interface Transactions No Bill Action Adjust Selected Lines Adjustment IIE Maintain Bills Standard Billinc Line Opt Total Lines Adjusted Recurring Bill Schedules Create Consolidated Operand Q Line Ref I JQ Value Q Operand Q Date Header Attach and Detach Bills 1 To 2 Of 2 Copy Sinale Bill Select Bill Lines Find view Al First 4 4 2 of 2 gt Last Adjust Entire Bill Adjust Selected Bill Sel Line Seq Identifier Purchase Orde Chrg Frn Net Ext v DISIT Lines Bill Summary 0 1 1 MNF CONF FEE 3115 2 675 000 Correct Entry Type gt Generate Invoices i ZENE Information NN PONPES saan E ibe 300 000 gt Review Processing S5105 Results gt Customers gt Accounts Receivable gt VWorklist P gt Tree Manager E Save amp Return to Search E Notity f Refresh gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Invoice N 0012613 RED ROCK SCHOOL DIST diusi
63. al Division of Information Technology Page 61 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O O RAD AX OBS ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Header Info 1 Unit Status Type Customer UMSYS ROY Q corja Invoice INVOO48934 a Ja Pretax Amt Invoice Date 12 18 2007 dQ Curr Source Frequency 110000 SubCust1 USD 44 94 USD Installment Bill Schedule Recurring Bill Schedule la Address BARTON SCHOOL DIST Cycle ID Pay Terms Accounting Date Sales N30 Q QRTLY Q C m ja SubCust2 STANDARD Q cnda f 132200 Q From Date Remit To Invoice Form Pay Method Account E To Date 10601 Q AR Distribution st Bank Account caL Q Bill Inquiry Phone Sd Bill Summary gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dic
64. ampus departments may also use the inquiry panels to inquire on customer balances Procedure Navigation Using Internet Explorer go to https webapps umsystem edu O O HAG SKOBS aA DAS EE UMC UMKC S amp T UMSL UM e 3 UM Web Applications VP for IT Contact Us amp Web Applications Employee Directory Click the Web Applications button and then log in using your User ID and password University of Missouri Proprietary amp Confidential Page 106 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing A A list of links for various Web applications will display Click the PS Search Options link Note The links available on this page will vary depending on your security access PS search Options Click the AR BI Aging Report list item in the in drop down list ARBI Aging Report 4 Click the Submit button The Report Type options are 1 Detail which shows the detail information for all invoices for a customer and 2 Summary which shows aging by customer for an operation but no invoice number or details are given For this training example click the DETAIL list item in the Report Type drop down list DETAIL Aging Reports are based on the Billing Specialist Biller that is used when you invoice To select the Billing Specialist click the drop down list and scroll as needed to find the name of the operation For this training example click on the CAG
65. arks of their respective owners Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Table of Contents Mirou COON eunea ie tide eee a a uineien eee mes l EDS DB LeU EAE E E E E EE E EE E E E T 2 Create Revenue Distrib non CodeS ese a a a lee a a aiuto 2 OLE AE OG OES Aceon ESE AS AS VATT A ESE E AS AT VAIT EAE ATS eat VATAN EETA 6 Set Up Standard NOLE Somir n n A TE ETTET ETE TIET Ta 9 COTE s E N 12 Request a New Customer or Update an Existing Customer cccccccccccccecececceeeeeeesseseeecceeeeeeeeeeaaaaeesseseeees 12 Customer Naming Convention Rules for Name Address Info cccccccccccceeccceeeeesseseseeecececeeeeeeeaaeaeeseseeees 18 PST BiU Seiken a A E N 23 Understanding the Biling Page Series areren n a a a eden 23 Create AINO Een E 32 SCOPARE CUE at Fen FAL a eremeneien ust E EE neeaeeeedie meta 45 Set Up Recurring Bill after Entering Invoice but Prior to Post ee eeeecseeeececeececeeeeeaaeeeseeeeeeeeeeeeeeeeeaaaeeees 58 Manace aRecurriio Ioinlel Crip late is aaar a e a E caivetenateas 60 Hold or Cancel ait iV O10 6 oi ran e E E E A E a a E T cabeste ine 65 De OU FNS ARNG OMS E a rt eRe te 67 Adjust Entire Bill Credit an Entire Bill No Rebilling ee ecccccccccecececeeeeeeeeeesseeeeceeceseeeeeeeassaeseseeeees 67 Adjust Entire Bill Credit an Entire Bill and Rebill wsascvisscscseasadtoecis susssein eeviveesseenieia ieviens thawiadacethvees torte weocess 69 Adjust Selected Bill Lines Cr
66. at the top of the page click the printer icon at the left next to disk icon University of Missouri Proprietary amp Confidential Page 90 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing DocumentDirect for the Internet Microsoft Internet Explorer Q sack z A x a A P Search 5 Favorites 4 B amp E L rel 3 Address amp https um mobius umsystem edu ddrint servlet ddrint Print l lt 5 Printer Status Ready Comments and Forms Ps Type Canon Document and Markups Print Range Preview Composite All Curent view 0012613 Sra ae 04 2002 Subset A page g TS es i C Reverse pages ae i a 5 2 5163 5164 amp Customer Page Handling 2 n 30 Copies 1 2 Collate 03 2003 600 Page Scaling Shrink to Printable 4rea v Auto Rotate and Center 975 00 USD C Choose Paper Source by PDF page size _ Print to file For billing que C Print color as black Line Adj Ident Net Amount 11 1 Units Inches Zoom 95 MHF CONF FEE Conference Fee 300 00 Report UMSYS_INV Version Dec 4 2002 12 00 00 AM Section INV0012613 X The Print dialog box for your printer will display Ensure the settings are correct and click the OK button to print the invoice You have successfully completed the procedure for reprinting an invoice using PS Search Options End of Procedure University of Missouri Propr
67. ate gt Allocations gt Asset Management gt Banking gt Billing gt Commitment Control gt Customer Contracts gt Customers gt General Ledger gt Grants gt Products gt Project Costing gt Purchasing gt Manager Self Service View Update Conversations Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Add a New Value SetiD Business Unit Cust ID Customer Name Status 4 Item ID Invoice Contract Bill of Lading Purchase Order Reference Payment ID Order No C Case Sensitive W begins with begins with begins with v begins with begins with begins with begins with begins with begins with begins with Worklist MultiChannel Console Add to Favorites Sign out New Window Help amp gt Data Qualy Search Clear Basic Search B Save Search Criteria Enter search criteria for the customer whose conversation you wish to view or update For this training example enter 10000 into the Cust ID field Click the Search button to view any conversation entries Search Proprietary amp Confidential Division of Information Technology University of Missouri Page 108 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft Menu E Conversati
68. ay AR WriteeOM FOr een a A cgeeniv eee E aebe ence aanenaie 114 Appendix ARBI Query Listing cc ccsssssssssseeeeecceceecceeecacaeessssseseeeececeeeeeeeseeaaaageeeseses 115 University of Missouri Proprietary amp Confidential Division of Information Technology Page lil Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Introduction The goal of this tutorial is to help users learn the concepts and procedures used for Accounts Receivable and Billing At the end of this module you will be able to perform the following Perform system setup Request a new customer or update an existing customer Create an invoice Create bill adjustments Print an invoice Enter payments Manage credit processes University of Missouri Proprietary amp Confidential Division of Information Technology Page 1 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing System Setup If your operation does a lot of billing the procedures and system setups in this lesson may be done to save time when invoicing by creating processes that automatically populate invoice data Create Revenue Distribution Codes The Revenue Distribution Code is used to automatically populate the ChartField string associated with a billing charge line It represents a valid combination of ChartFields used in crediting an operation The only required ChartField is the Account but the Fund DeptID Program Class Project Grant and
69. ce w SQR by clicking the check box to the left of it E University of Missouri Division of Information Technology Proprietary amp Confidential Page 85 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 21 The Type parameter is the output method for the proforma For this training example click the Window list item in the Type drop down list window PeopleSoft Menu E F Non Consolidated New Window Help L Single Action Invoice Print Pro Forma Finalize and Print Invoices Convert Currency Amounts Reprint Invoices Server Name PSUNX Run Date 09 17 2008 E Pre Load Process Load Invoices to AR Recurrence Run Time 9 49 04AM _Resetto Current Date Time to Current Date Time Create Accounting Time Zone Q Entries Request Budoot Check Select Description Process Name Process Type Format Distribution Load Invoices to AP TXT UM Invoice Edit gt Consolidated gt Process Credit Cards gt Accrue Unbilled Activity gt Reports gt Reproduce Reports gt Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results gt Commitment Control gt Customer Contracts OK Cancel eet gt Customers PS General Ledger RPT gt Grants RTF gt Products SPF gt Project Costing TXT Purchasing XLS gt Manager Self Service gt Data Quality gt Promotions gt Order Management gt Pricing Config
70. ces and follow up on unpaid invoices on a monthly basis rests with campus departments The campus accounting offices will perform an oversight function The Grants Offices will handle grant customers An aging report indicating items over 180 days will be available to the department for review The department can request to delay the write off of particular items due to extenuating circumstances or customer history Once an invoice is written off the item is forwarded to a collection agency The amount written off is charged to the original invoices s ChartField as a reduction of revenue Invoice Collection Procedures Campus Department s Responsibilities Campus departments who prepare billings to external customers will perform one or more of the following procedures depending on the length of the collection cycle 1 Create customer invoices using the AR BI module 2 Review the aged account receivable report at least once a month in PS Search Options 3 Contact customers to request payments on past due invoices a The department must contact the customer at least once within 90 days of the original invoice date if payment has not been received 4 Review the Upcoming Write off Report that lists items 150 days or older to be written off after 180 days 365 days for OSPA based upon the dates of the original invoices This report will be on PS Search Options Until then the accounting offices will notify departments of invoices to be
71. ces will be generated based on the Generate Date on the Recurring Bill Schedule page End of Procedure Proprietary amp Confidential University of Missouri Page 57 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Set Up Recurring Bill after Entering Invoice but Prior to Post If you do not establish the recurring bill during invoice input and the overnight updating process has not run you can still select your bill and set it up as a recurring bill template Remember Once the overnight process has run you cannot use a billing to create a recurring invoice Procedure Navigation Billing gt Maintain Bills gt Standard Billing 0 0 HEAGSKOaSaA WAS ORACLE VVorklist Add to Favorites New Window Help gt My Favorites Bill Entry gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Y Add a New Value gt Banking Billing gt Interface Transactions Business Unit m Maintain Bills Invoice begins with w Bill Status v SEE Customer begins with w Header Attach and Detach Bills Contract begins with v Copy Single Bill Adjust Entire Bill Bills in Business Unit v Adjust Selected Bill Template Invoice Flag Bill Summary
72. corrected charge to rebill Procedure Navigation Billing gt Maintain Bills gt Adjust Selected Bill Lines QO Ohaka Was ORACLE VVorklist Add to Favorites New Window Help 3 gt My Favorites Adjust Selected Bill Lines gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain FindanExistingValue eee gt Banking Billing gt Interface Transactions Business Unit v UMSYS Q Maintain Bills Standard Billing Recurring Bill Schedules Customer begins with v Q Header Contract begins with w Attach and Detach Bills Single Bill Invoice begins with v Case Sensitive Adjust Entire Bill Adjust Selected Bill Search Clear Basic Search EJ Save Search Criteria Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Enter the number of the invoice that you want to adjust into the Invoice field For this training example enter INV0012613 University of Missouri Proprietary amp Confidential Page 72 Division of Information Technology Tr
73. could use this option when the bill s quantity or customer is incorrect Once the new bill has been created you can make any corrections required to bill correctly The credit bill is created with a status of RDY Ready and the rebill is created with a status of INV Invoiced Procedure amp Navigation Billing gt Maintain Bills gt Adjust Entire Bill WHAOPKOSSs 4 Whs ORACLE El gt My Favorites Adjust Entire Bill gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value gt Banking 7 Billing gt Interface Transactions Business Unit v UMSYS qQ VVorklist Add to Favorites Sign out New Window Help r Invoice begins with Customer begins with Q Header Contract begins with v Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adiust Selected Bill Search Clear Basic Search E Save Search Criteria Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information Cl Case Sensitive Enter the invoice number that you would like to credit and rebill into the Invoice field For this training example enter INV0048445 1 2 Click the Search button University of Missouri Proprietary amp Confidential Division of Information Techn
74. d Date ines Bill Summary 03 28 2008 04 01 2008 INVOO48936 N DG Sores Enn L m Bill Header From Date 94 01 2008 To Date 06 30 2008 gt Locate Bills gt Review Billing Information gt Review Processing Results 5 Pernt E E Save Return to Search E Notify gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Return to Bill Entry Change the Start Date and End Date fields as needed For this training example change the start date to 06 01 2008 Note If a recurring invoice has been generated PeopleSoft will only allow you to change the End Date If an invoice has not been generated you may change both dates Enter the desired information into the End Date field For this training example enter 06 30 2009 Click the Re generate Recurring Bill Schedule button PeopleSoft issues a warning that all unbilled lines will be adjusted Click the OK button The system defaults back to NEXT for invoice numbers Click the Save button to reassign the recurring invoice numbers El Save University of Missouri Proprietary amp Confidential Division of Information Technology Page 63 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 10 Click the Return to Bill Entry link to go back to the original invoice Ensure the Status is RDY Ready to Invoice
75. daily process of edit and budget checking If the process is without error an invoice will be generated and mailed out from a central location Understanding the Billing Page Series Procedure The Bill Entry module consists of many pages and options A shortcut Page Series has been set up to access only the pages that our University will be using to create invoices In the lower right of each page in the Bill Entry series you will see a Page Series box that allows you to access pages in a specific order Pages that you will be using to create an invoice are in a series that can be accessed by clicking Next To access a previous page click Prev University of Missouri Proprietary amp Confidential Division of Information Technology Page 23 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0 0 HEAGSKO AS a WAS ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Header Info 1 Y Li Unit UMSYS Invoice NEXT Pretax Amt Status NEW Invoice Date 12 14 2007 E Curr le e Installment Bill Schedule Type Source Frequency Recurring Bill Schedule Customer IQ Address SubCust1 Recurring Bill Schedules SubCust2 Create Consolidated Header Copy Single Bill Cycle ID Q Invoice Form Q From Date E To Date Att
76. ddress Book Y Filter E mail Find ae Categorize Follow Up Tags Browse ExShortcut HPA Medicaid Billing Follow Up Inquiry HPA Medicaid Billing Follow Up Reply MU CDS Marketing Request MU EXT PRLL AAR MU EXT PRLL AAR2004 MU EXT PRLL AAR2005 MU EXT PRLL AAR2006 MU Grad Absence Request MU Personne Action Form Electronic Request MU Personne Action Form Electronic Request S amp T OSP Absence Reque SCL Extension Form Send Page UM Billing Request Form UM Customer Request Fr UM External Org Mainter UM New Chartfield Requi UM P amp TS Vacation Reque UM PCard AO Editor Acc UM PCard Cancellation Fi UM PCard Change Form UM Request to Delay AR p ajg a bd Size Wed 1 16 2013 3 00 PM 95 KB Wed 1 16 2013 2 56 PM 61 KB Wed 1 16 2013 2 56 PM 92 KB Wed 1 16 2013 2 53 PM 18 KB Wed 1 16 2013 2 51 PM 18 KB Wed 1 16 2013 2 43 PM 21 KB Wed 1 16 2013 2 40 PM 18 KB Wed 1 16 2013 2 36 PM 15 KB Wed 1 16 2013 2 08 PM 13 KB Wed 1 16 2013 1 56 PM 34 KB Wed 1 16 2013 1 33 PM 12 KB Tue 1 15 2013 1 00 PM 16 KB Tue 1 15 2013 11 24 AM 14 KB Tue 1 15 2013 11 09 AM 19 KB Tue 1 15 2013 11 05AM 145 KB Tue 1 15 2013 10 32 AM 143 KB Mon 1 14 2013 7 11 PM 6 MB Mon 1 14 2013 6 46 PM 2 MB Mon 1 14 2013 6 07 PM 867 KB Mon 1 14 2013 5 26 PM 11 KB Mon 1 14 2013 3 11 PM 7 KB Mon 1 14 2015 2 42 PM 149 KB Mon 1 14 2013 11 48 AM 65 KB Mon 1 14 2013 9 50 AM 1MB Mon 1 14 2013 9 15AM 125 KB Mon 1 14 2013 8 48 AM 125 KB
77. e If the above list indicates you have unapplied credit memos or on account payments OA please contact the Billing Department listed next to these items 2 Should you have any reason to believe this is not a valid debt please notify the Billing Department listed next to your outstanding invoice Sincerely University of Missouri 60 day Dunning Letter revised 12 04 02 University of Missouri Proprietary amp Confidential Page 110 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Example 2 late letter 90 days past due November 8 2002 City of Columbia Finance Attn Accounts Payable PO Box 7236 Columbia MO 65205 Re Customer Account 1943 Billing Department 8 28 02 INV0004165 020834 282 08 Printing Services 573 882 5945 9 02 02 INV0006826 021381 119 71 ExtentionPublications 573 882 7216 2 Notice The invoice s listed above are PAST DUE 1 If you recently paid the invoice s listed above please contact the Billing Department listed next to the outstanding invoice IMMEDIATELY to resolve this issue 2 If you are unable to remit the full amount please contact the Billing Department listed next to the outstanding invoice to make satisfactory arrangements for payment by installments 3 Should you have any reason to believe this is not a just and lawful claim please notify the Billing Department listed next to your outstanding invoice immediately a
78. e Load Process Selection Parameters j First 4 1of1 L Last Load Invoices to AR Create Accounting Entries Request Budaet Processing Date User Defined Check Load Invoices to AP UM Invoice Edit OAI Invoice ID b Consolidated Bill Cycle cust ID To Business Unit gt Process Credit Cards g D Accrue Unbilled Activity Date Bill Added Bill Type From Invoice gt Reports O Range ID O Bill Source To Invoice gt Reproduce Reports a E a gt Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results E D Oan Cii Return to Non Consolidated gt Customer Contracts Save N gt Customers Enon gt General Ledger Pro Forma Print Options gt Grants gt Products gt Project Costing gt Purchasing gt Manager Self Service gt Data Quality Home Worklist MuttiChannel Console Add to Favorites Sign out From Business Unit gt Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement gt Qarnicac Practiramant 13 The Proforma Selection Parameters page will display Enter or select the information for the From Business Unit field For this training example enter UMSYS Press Tab The To Business Unit field is populated Change if needed Enter the number of the invo
79. eate a Reversal and Rebill c ce cecccccccccccccccccceceeeeseseseeecccccesseeusaneesseseeeees 12 Adjust Selected Bill Lines Create Credit Invoice for One Line cc cccccccsssssseeseeeeeceeeeeeeeeaaeaaaeesesseeees 75 PATONG Ob ANI a E AS 78 Pora Pr Oromia MW OIC cay ecat teceas staves eacictaynta a mal iidaaaeinae Unmet ean tetnaa shennan 78 Reprint Invoices Usma PS Search Opti wipccicin since E E E ee inlaw taco oth dale tae Esgckas 88 Print an Invoice When You Do Not Know the Invoice NUMbET cccccccccecessesseessesseeeceeeceeeeeeauaeeesesseeees 92 COO Vi ao Mle A MM yeee a aad he neces lcooncte octet T E E N N T 96 Pimta Rance Of Nyo Snn A G 99 Potene Paynen Seere E Hoeneieoaatian uaemnacaastencactaesaetsantias cua eeneenigeces oes 104 Understanding the Payment Lite Cy Cle annerer covseevacsncnaee tecbesuesessueriasuced wocen site EA eee 104 Lockbox Payiments Dep Osis sis costs ace aaa awit e e EE a e EEEa EEA Moca 104 Credit Manace mentees aa a a 105 Invoice Colection Procedures ersero aa lacie E EEE EE E alan tetas veint 105 View Of POInCAce Analysis REDOT S vsessserendtnecicescsnssdecunssiaanwencteletytiuds wruesscdecntiadesaauadtdesutdadeaaueddetecnticdeeweiees 106 N TSW Ole Update Conversi ONS cece carers Behe ea eceene E R veered weeeueuctewee hs 108 Collecting and Writing Off a Customer INVOICE cccccccccccecccccceeeesesssseeeccceeeeeeeeaaaaeesssseeeeeceseeseeeeeaaaaaees 110 Request io Del
80. eave fields blank for a list of all values Convert Currency Amounts Find an Existing Value Add a New Value Reprint Invoices Pre Load Process Eppen Run Control ID begins with v Create Accounting C Case Sensitive Entries Request Budaet Check Search Clear Basic Search E Save Search Criteria Load Invoices to AP UM Invoice Edit gt Consolidated Find an Existing Value Add a New Value gt Process Credit Cards gt Accrue Unbilled Activity gt Reports gt Reproduce Reports Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results gt Commitment Control New Window Help amp gt Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement l Enter your run control into the Run Control ID field If you need to establish a run control see the Print a Proforma Invoice topic for instructions For this training example enter PROFORMA University of Missouri Proprietary amp Confidential Division of Information Technology Page 99 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing pA Click the Search button PeopleSoft Worklist MultiChannel Console Add to Favorites Sign out v Non Consolidated New Window Help Single Action Invoice Print Pro Forma Finalize and Pr
81. ed e NEXT N Header Attach and Detach Bills Bill Header From Date To Date Copy Single Bill Adjust Entire Bill Adjust Selected Bill Recurring Schedule Find View All First 4 4 of 1 gt Last Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information Return to Bill Entry gt Review Processing Results gt Customers 7 7 Raeonunieerekania la Save QA Return to Search E Notify gt Worklist gt Tree Manager Change My Password My Personalizations My System Profile My Dictionary The Recurring Bill Schedule page will display Enter the start date and end date to establish the period for the recurring billing Enter or select the desired information for the Start Date field For this training example enter 01 01 2008 30 Enter or select the desired information for the End Date field For this training example enter 12 31 2008 Click to select the Pre Assign Invoice Numbers option Note The template and the recurring invoices generated by the template will have different numbers Fi Pre Assign Invoice Numbers University of Missouri Proprietary amp Confidential Division of Information Technology Page 55 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing GO dakoa WAS ORACLE VVorklist Add to Favorites Search New Window Help Customize Page
82. eed a file for each retail lockbox to AR to post all payments The total dollar amount of the file will match the amount of the bank deposit These are the payments received by the bank with the invoice remittance that can be scanned easily by the bank Unrecognized Customer Payments Commerce Bank will feed a file for each wholesale lockbox to AR to be posted by the Campus Accounting Departments The total dollar amount of the file will match the amount of the bank deposit The Campus Accounting Departments are responsible for posting the payments to the correct customer account For instructions on how to enter the different types of ARR deposits retrieve existing ARRs and approve ARRs refer to the Cash Receipts Reports CRRs and ARRs training materials on the General Ledger page of the Division of IT training website University of Missouri Proprietary amp Confidential Page 104 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Credit Management The implementation of the PeopleSoft Accounts Receivable Billing AR BI Module provided an opportunity for the University of Missouri to establish a credit management policy for receivables originating from non student billings This management process begins with the issuance of the initial invoice to the customer and ends when payment is received from the customer or the invoice is written off as uncollectible The responsibility to create invoi
83. end of the current month An allowance for Uncollectible Accounts set up by fund will be established every year It is not to go against invoices but will represent a percentage of write offs Normal write offs will offset the revenue credited for the original invoice University of Missouri Proprietary amp Confidential Division of Information Technology Page 113 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Request to Delay AR Write Off Form To delay a write off please use the Request to Delay A R Write Off form To access the form electronically go to MS Outlook and select File gt New gt Choose Form Highlight UM Request to Delay Write Off and click Open Complete the form in its entirety and e mail it to your Campus Accounting department see addresses below no later than the 15 of the month after the item appears on your Monthly A R Pending Write Off Report If approved the invoice write off will be delayed for one month only Note A new form must be submitted and approved if additional one month write off extensions are required If not approved the write off will be performed by the end of the current month UMC Select from your e mail box UMC ACCTG ACCT REC If you are off campus and need an actual e mail address it is umcacctga missouri edu UMHS UMHS Hospital Accounting or UMHSHOSPITALACCOUNTING HEALTH MISSOURLEDU UMKC UMKCAR Folder or UMKCARFOLDER UMKC EDU UMR UMR Accounting A R Billing
84. er s sign on It must be the same as the ChartField string that will be receiving revenue For this exercise retain the default Accept the default NEXT so that the system will assign this invoice the next sequential invoice number Click the Add button Add AKO BS aH Was ORACLE gt My Favorites Header Info 1 E gt UM Applications gt Set Up Financials Supply Unit UMSYS Invoice NEXT Pretax Amt Chain gt Banking Status NEW Invoice Date 12 14 2007 E Curr Billing Installment Bill Schedule gt Interface Transactions Type Q Source R Frequency Recurring Bill Schedule Maintain Bills Standard Billing Customer IQ Address SubCust1 Recurring Bill Schedules SubCust2 Create Consolidated Presa oT Cycle ID Q Invoice Form Qo From Date J To Date Allach and Detach Bills Copy Single Bill Pay Terms Q Pay Method CHK Q i Remit To Q Bank Account Q Adjust Entire Bill i re ats es dju Erte Bi l Accounting E Account Q AR Distribution Adjust Selected Bill Date Lines i Sales Q Bill Inquiry Phone Q Bill Summary age au ee Credit N A Q Collect NIA Q Bie Q Billing Authority Q gt Locate Bills Goto HeaderInfo Address CopyAddress Notes Express Entry r gt Review Billing Information i i Summary BillSearch Line Search Navigation Header Info 1 vi gt Review Processing Results gt Customers im Save Notify fy Refres
85. eviations have been added for AR BI Administration Academy Agriculture American Associate s Association Biology ical Building Bureau Center Chemistry ical Columbia Commission Company Cooperative Corporation County Department al Development al Diagnostic District Division al Economic Education Elementary Employment Engineer ing Environment al Equipment Executive Extension Federal Federated Foundation General Government Hospital NEW ADDITION Litigation University of Missouri Division of Information Technology ADMN ACAD AG AMER ASSOC ASSN BIO BLDG BUR CTR CHEM COL COMM CO COOP CORP CTY DEPT DEV DIAG DIST DIV ECON EDUC ELEM EMPL ENGR ENV EQUIP EXEC EXT FED FNDTN GEN GOVT HOSP LITI Incorporated Independent Information Institute International Kansas City Laboratory Library Limited Management Manufacturing Marketing Medical Memorial National Nutritional Production Professional Protection Psychology Publication Publishing Region al Rehabilitation Resource s Saint Saint Louis Science s Secondary Service s Society State System s Technical ology United States University Veteran s Administration Veterinary ian V olunteer INC INDEP INFO INST INTL KC LAB LIB LTD MGMT MFG MKTG MED MEM NATL NUTR PROD PRO PROT PSYCH PUB REG REHAB RES ST STL SCI SEC SVC SOC SYS TECH US UNIV VA VET
86. ficate and send it to the accounting office to keep on file The customer s tax ID number should be obtained if possible University of Missouri Proprietary amp Confidential Page 12 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Procedure Home Send Receive Folder View M Ignore x lt 3 ab Meeting LS Matt ZN To Manager Move J Unread Read Find a Contact 45 Clean Up 7 lt E IM 33 Team E mail ef Done GS Rules fp Categorize Q9 Address Book New New Delete Reply Reply Forward gt E mail Items amp Junk All SG Morey fg Reply amp Delete Y Create New SN OneNote W Follow Up W Filter E mail New Delete Respond Quick Steps Move Tags Find Search Inbox Ctri 4 Mailbox Levsen Janis 4 D h0 From Received Size gt Inbox 6 Wed 1 16 2013 2 08 PM 13 KB CA Drafts 20 Wed 1 16 2013 1 56 PM 34 KB E Sent Items Wed 1 16 2013 1 33 PM 12 KB gt a Deleted Items 108 Tue 1 15 2013 1 00 PM 16KB Tue 1 15 2013 11 24AM 14 KB Tue 1 15 2013 11 09 AM 19KB Tue 1 15 2013 11 05 AM 145 KB Tue 1 15 2013 10 32 AM 143 KB Mon 1 14 2013 7 11 PM 6 MB Mon 1 14 2013 6 46 PM 2 MB Mon 1 14 2013 6 07 PM 867 KB Mon 1 14 2013 5 26 PM 11 KB Mon 1 14 2013 3 11 PM 7 KB Mon 1 14 2013 2 42 PM 149 KB Mon 1 14 2013 11 48 AM 65 KB Mon 1 14 2013 9 50 AM 1 MB Mon 1 14 2013 9 15AM 125 KB Mon 1 14 2013 8 48 AM 125 KB Sun 1 13 2013 9 28 PM 19 KB Fri 1 11 2013 3 24PM 26 KB Fri 1 11
87. ft standard of Last Name First Name Middle Name or Initial f middle name or initial is known If only initials are provided for a first and middle name they should be entered together e g a SMITH LAURA SUE b SMITH LAURA S c SMITH L SUE d SMITH LS 5 No titles on individual s names e g Mr Mrs Ms Miss Dr Prof 6 No punctuation except when entering the comma between the Last and First name of an individual Replace hyphens with spaces All other punctuation should just be eliminated 7 No spaces between initials e g ABC DISTRIBUTING or PO BOX 8 No acronyms 9 Do not begin a customer s name with a an or the 10 Use the two letter postal abbreviation for states listed in the Customer s Name 11 If a customer s name will not fit within the 40 character PeopleSoft field use the next line of the name field It is important if you have overflow to fill the first line up to 40 characters for search purposes in PS 12 If a company has a department or division etc that needs to be referenced it should be made part of the name on the first name line up to 40 characters with overflow on the second name line It is important if you have overflow to fill the first line up to 40 characters for search purposes University of Missouri Proprietary amp Confidential Page 18 Division of Information Technology 13 14 15 16 17 18 19 20 Training Guide UMSYS FS 9 0
88. fter receiving this notice If we do not hear from you within 30 days we will refer your account to the Legal Department of the University Sincerely University of Missouri University of Missouri Proprietary amp Confidential Division of Information Technology Page 111 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Example 3 late letter 120 days past due The following is an example of the legal letter that will be sent at 120 days November 8 2002 City of Columbia Finance Attn Accounts Payable PO Box 7236 Columbia MO 65205 Re Customer Account 1943 Billing Department 8 28 02 INV0004165 020834 282 08 Printing Services 573 882 5945 Your invoice s as indicated above for services rendered from the University of Missouri has been referred to the Legal Department of the University because of your nonpayment of this obligation This letter is your notification that the University is making demand for immediate payment of the amount indicated above If you are unable to remit the full amount it will be necessary for you to make satisfactory arrangements for payment by installments However an installment plan cannot be considered unless you make a substantial partial payment at this time Should you have any reason to believe that this 1s not a just and lawful claim you should notify the Billing Department listed above within fifteen 15 days from the receipt of this letter stating
89. gle Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers A 5 Save Al Return to Search Notit Refresh gt Accounts Receivable w e y s gt WWorklist gt Tree Manager Unit UMSYS Bill To 110000 Invoice 300 00 USD Amt d tii Header Info 1 Check the information to confirm that this is the correct invoice Click the Credit Entire Bill option Credit Entire Bill Click the Save button 4 5 An invoice number appears in the Credit Bill field this is a credit of the original bill The original invoice number will print on this credit so the customer will know what the credit is for If you want to put an additional note on the credit invoice click the Header Info 1 link Otherwise the transaction is complete You have successfully completed the procedure for crediting an entire bill no rebill End of Procedure University of Missouri Proprietary amp Confidential Page 68 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Adjust Entire Bill Credit an Entire Bill and Rebill In the Adjust Entire Bill function the Credit and Rebill option allows you to create a credit of the original invoice and a rebill invoice with one action For example you
90. h Er Add Update Display gt Accounts Receivable gt Vorklist Header Info 1 Line Info 1 gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Division of Information Technology Page 33 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The Header Info 1 tab will display Accept the default current date in the Invoice Date field Enter or select the bill Type for your operation For this training example enter COP Bill Type is used to default several fields on the Header Info 1 tab Unless your department does a lot of invoices use the standard bill type for your campus COLUM COP HELTH HTH HOSPT HOS KCITY KCL ROLLA ROL STLOU STL UMSYS COP UOEXT COP Work with your campus accounting office if you need a specific bill type Enter or select the desired information for the Customer field For this training example enter 110000 If the customer has not been created a Customer Request Form will need to be submitted and a customer number assigned before proceeding See the Create a New Customer or Update an Existing Customer topic for instructions Do not use customers that start with 8899XXXXXX because they are used by the Office of Sponsored Programs only For larger ope
91. h v Charge Code gt Receivables Billing Charge ID begins with v gt Utilities Description begins with v include History Case Sensitive gt Accounts Receivable gt YWorklist Search Clear Basic Search E Save Search Criteria gt Tree Manager Find an Existing Value Add a New Value Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Page 6 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Add a New Value tab Add a New Value Always accept the defaults of UOFMO for the SetID field and USD for the Billing Currency field The recommended naming convention for the Billing Charge ID Charge Code is the letter representing your campus the initials of your department then your code Note It is important for the charge code to be somewhat standardized for ease of use within your department The Billing Charge ID prints on the invoice For this training example enter CASFEES to represent Columbia Accounting Services Fees Click the Add button Add VVorklist Add to Favorites New Window Help Customize Page gt My Favorites Charge Code Charge Code 2 gt UM Applications gt Set Up Financials Supply SetiD UOFMO Currency Charga M CASFEES Chain Fl gt Common Definitions nn Teo Pr
92. he future than originally defined the Extend button appears on the page This button allows you to generate the additional recurring bill dates and pre assigned invoice numbers Selecting Generate does not create the recurring bills Instead you generate a schedule of dates and pre assigned invoice numbers if indicated for the Generate Recurring Bills process The recurring bills are then created during the nightly processing based on the Generate Date on the Recurring Bills Schedule page When the Inv Generated status on this page is Y Yes this means that the bills have been created and are waiting with a status of RDY Ready to be finalized and printed Step Action Click the Return to Bill Entry link Return to Bill Entry University of Missouri Proprietary amp Confidential Page 56 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing VVorklist Add to Favorites New Window Help Customize Page 2 Header Info1 Y L gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions F Maintain Bills Standard Billing ing Bill Schedules Create Consolidated Header 44 94 USD UMSYS Invoice INYOO48934 Pretax Amt NEW corla 110000 Unit 12 17 2007 E dQ Status Invoice Date Curr USD Installment Bill Schedule Recurring Bill Schedule SubCust1 Type Source Frequency
93. he month of the invoice date for the Month field For this training example click the December list item December Select the year of the invoice date for the Year field For this training example a the 2007 list item o the go button to submit the search criteria A a of invoices matching your search criteria will display Find the invoice you want to print and click the invoice link For this training example click the INV0124610 link INV0124610 the correct Business Unit For this training example click the UMSYS list item UMSYS University of Missouri Proprietary amp Confidential Division of Information Technology Page 93 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing DocumentDirect for the Internet Microsoft Internet Explorer Efx Aiea B P Lelea llall a l a eS 8 jst EO gt m Asn FE gfe H University of Missouri INVOICE Page 1 Invoice No INVO0124610 Invoice Date 12 03 2007 Customer Number 43 P O Number Customer Payment Terms N30 Due Date 01 02 2008 BARTON SCHOOL DIST Federal Id Number 43 600 WAYNE SIMS 3400 CANYON DR BARTON MO 65253 1013 AMOUNT DUE 12 960 00 USD For billing questions please call eMINTS NATIONAL CENTER Line Adj Identifier Description Quantity UOM Unit Amt Net Amount 1 EMINTS Participation Fee 1 00 EA 12 960 00 12 960 00 2 of 4 SUBTOTAL 12 960 00 TOTAL AMOUNT DUE 12 960 00 Report UMSYS_INV Version Dec 3 2007 12 00 00 AM Sectio
94. his query produces a list of all invoices containing BCM errors These errors must be corrected prior the invoice printing or posting to the GL 6 CUSTOMER_BALANCES_UMKC This query produces a list of current balances for all UMKC customers This query may be modified to fit your campus 7 CUSTOMER _CREDIT_BALANCES This query produces a list of customers with credit balances This would assist with refund processing 8 CUSTOMER_LIST_ACTIVE This query pulls up all active customers for ARBI 9 AR_ACTIVITY_DEPTID This query produces a list of all AR activity by DeptID for a particular Business Unit 10 AR_ACTIVITY_TYPE This query produces a list of all AR activity by Bill Type for a particular Business Unit 11 AR OPEN_ONACCOUNT_ITEMS This query prompts for a Business Unit and lists items with an OA prefix not in a closed status University of Missouri Proprietary amp Confidential Division of Information Technology Page 115 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Either Campus Accounting Offices or Campus Departments 1 BILINVOICES_ NOT_PRINTED This query produces a list of all non cancelled invoices that have not been printed This could mean the invoice has just been created has a BCM error or is in hold status 2 BLINVOICE_CANCEL_ADJUST This query produces a list of all invoices that have either been cancelled or adjusted 3 BCM_ERRORS_BI This query produces a list of all invoices
95. ice you want to print into the From Invoice field For this training example enter INV0048935 Note The invoice numbers you enter must be formatted as INVXXXXXXX INV 7 digits Press Tab The To Invoice field populates with the invoice number you entered Change the number if you want to print a range of invoices University of Missouri Proprietary amp Confidential Page 84 Division of Information Technology 18 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Retain the defaults on the other fields Once you have established a proforma run control the parameters established during your prior entries will be populated They can be modified at any time Click the Run button PeopleSoft v Non Consolidated Single Action Invoice Print Pro Forma Finalize and Print Invoices Convert Currency Amounts Reprint Invoices Pre Load Process Load Invoices to AR Create Accounting Entries Request Budget Check Load Invoices to AP UM Invoice Edit gt Consolidated gt Process Credit Cards Accrue Unbilled Activity gt Reports gt Reproduce Reports gt Accumulated Balances gt Utilities gt Locate Bills gt Review Billing Information gt Review Processing Results b Commitment Control gt Customer Contracts Customers gt General Ledger gt Grants gt Products gt Project Costing gt Purchasing gt gt Manager Self Service gt Data Quali
96. ide UMSYS FS 9 0 Accounts Receivable and Billing Location field Most customers will have one customer number and only one location number address Larger customers that have a main address as well as several other addresses will have one customer number but several other location numbers to select from Note The location address shown as a default is Location 1 for each customer This is the customer s primary location Attention To field Contacts can be added for selection with the Customer Request Form in Outlook Besides selecting or entering a contact name that has already been set up you can enter a different name if desired This will print on the invoice Note If data is entered in the Attention To field it will override the second name line of the customer if there is one WAG A O B64 WHS ORACLE VVorklist Add to Favorites New Window Help Customize Page WE Header Info1 y Line Info1 Header Note gt UM Applications gt Set Up Financials Supply Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD Chain Invoice NEXT BARTON SCHOOL DIST Customer Notes gt Banking Billing gt Interface Transactions Maintain Bills _ Standard Note Flag Std Note Standard Billing Recurring Bill Schedules Create Consolidated Header Note Text Attach and Detach Bills Copy Single Bill Adjust Entire Bill Internal Only Flag Note Type Lines Bill Summary
97. ietary amp Confidential Division of Information Technology Page 91 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Print an Invoice When You Do Not Know the Invoice Number When you do not know the invoice number of the invoice that you want to reprint PS Search Options on the Administrative Web Applications site https webapps umsystem edu provides an alternative search method to locate the invoice Procedure Navigation Using Internet Explorer go to https webapps umsystem edu 0 0 PAG Se O BS Dis E UMC UMKC S amp T UMSL UM rmo UM Web Applications p VP for IT Contact Us Please select from the list below to proceed Move your cursor over each item for a description of the application amp Web Applications Employee Directory VP for lT Contact Us Administrative Web Applications Last updated 10 February 2004 Copyright 2002 University of Missouri All rights reserved University of Missouri Proprietary amp Confidential Page 92 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Web Applications button and then log in using your User ID and password aes A list of links for various Web applications will display Click the PS Search Options link PS search Options Click the AR BI Invoice Number list item in the in drop down list AFBI Invoice Number the Submit button Select t
98. ing 7 Billing Attention To QName gt Interface Transactions Maintain Bills Location 1 of Copies Invoice Media Q Language Code ENG Standard Billing i Recurring Bill Schedules Country USA United States Create Consolidated Address 1 200 PLANTERS DR Header l Address 2 Attach and Detach Bills Copy Single Bill Address 3 Adjust Entire Bill TP st Selected Bill City BARTON ines Bill Summary County Postal 65583 2266 Correct Entry Type State MO Missouri gt Generate Invoices gt Locate Bills Goto Headerinfo2 Address CopyAddress Notes Express Entry gt Review Billing Information gt Review Processing Results ERRE E Save E Notify Refresh EsAdd J Update Display gt Accounts Receivable 5 gt Worklist Header Info 1 Address Info Line Info 1 gt Tree Manager Pag Summary BillSearch Line Search Navigation ddress Info Prev Next O se aem o The Address Info tab will display Verify that the address is correct If not you can use the lookup feature for the Location field to select another location If there is a contact name set up for this customer you can enter it or select it using the lookup feature for the Attention To field Click the Next link Mert University of Missouri Proprietary amp Confidential Division of Information Technology Page 35 Training Gu
99. ing gt Purchasing gt Manager Self Service gt Data Quality gt Promotions gt Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement Distribution Print SE1080 81 Invoice w SQR BIPJ30 PSJob None Distribution v v None Distribution v v Distribution Click the OK button to start the report process OK A window opens and displays Queued Processing and then Success Then the proforma invoices display for viewing or printing If you use software that blocks pop up advertisements you will have to disable it to view and print your invoices Pop ups should not be blocked for any PeopleSoft URLs You have successfully completed the procedure for printing a range of invoices End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 103 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Entering Payments Customers make payments as compensation for services or products they have received from the University Payments will be made to a lockbox at the bank where a deposit 1s made into a University account and fed with information regarding the payments that were made back to the University This in turn automatically updates the Accounts Receivable system Deposits may also
100. ing Bill Schedule st Bank Account caL Q 10601 Q AR Distribution DO Y g Biller CASRES Q Billing Authority Q gt Review Billing Information Summary BillSearch Line Search Navigation Header Info 1 Prev Next gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary E Save E Notify fy Refresh Header Info 1 Line Info 1 Add Update Display Click the Save button Click the Recurring Bill Schedule link Recurring Bill Schedule 2l 28 University of Missouri Page 54 Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Oo oOo AAG SKO aB Ba WAS ORACLE VVorklist Add to Favorites New Window Help Customize Page gt My Favorites Recurring Bill Schedule i gt UM Applications gt Set Up Financials Supply Unit UMSYS Template Invoice INYO048934 Chain i gt Banking Start Date ClPre Assign Invoice Numbers R 7 Billing ato Use Header Dates For Li gt Interface Transactions End Date EJ luse Header Dates For Lines Maintain Bills Standard Billing ina Bill Schedules Generate Date Invoice Date Invoice Inv Generated Date Create Consolidat
101. int Invoices Convert Currency Run Control ID PROFORMA ReportManager Process Monitor Run El Amounts Reprint Invoices Pre Load Process Selection Parameters Find View All First 4 1 of 1 gt Last Load Invoices to AR Create Accounting i E Entries Cl Include Attached Bills Request Budget Check Cl Include Open Items Only Load Invoices to AP umsys ae a umsys Q UM Invoice Edit OA invoice ID From Business Unit gt Consolidated Bill Cycle O cust ID To Business Unit UMSYS Q gt Process Credit Cards D Accrue Unbilled Activity Date Bill Added Bill Type From Invoice INV0048935 gt Reports O Range ID O Bill Source To Invoice INV0048935 gt Reproduce Reports gt Accumulated Balances From Due Date 34 To Due Date gt Utilities 7 gt Locate Bills From Invoice Date 34 To Invoice Date gt Review Billing Information gt Review Processing Results gt Commitment Control Return to Non Consolidated gt Customer Contracts Save amp Return to Search Notify gt Customers LET E Reprint Invoices Print Options Language English Specified Recipient s Reprint Invoices Print Options 0 Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement 3 The Pro Forma Selection Parameters tab of your
102. ions Business Unit v UMSYS Q Maintain Bills Standard Billing Recurring Bill Schedules Customer begins with w Q Create Consolidated Header Contract begins with v Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Search Clear Basic Search E Save Search Criteria Lines VVorklist Add to Favorites Sign out New Window Help Invoice begins with v _ Case Sensitive Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information University of Missouri Proprietary amp Confidential Division of Information Technology Page 67 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing l 2 Enter the invoice number that you want to credit into the Invoice field For this training example enter INV0048456 Click the Search button WAM O F A T E ORACLE VVorklist Add to Favorites New Window Help Customize Page n amp gt My Favorites Adjust Entire Bill gt UM Applications gt Set Up Financials Supply Chain gt Banking Invoice IN V0048456 BARTON SCHOOL DIST Billing gt Interface Transactions 9 Maintain Bills Peco Ai Lee f Standard Billine No Bill Action Credit Bill 5 R ra se a eN Credit Entire Bill Finks Ga a E E E O Credit amp Rebill Header 7 Attach and Detach Bills Copy Sin
103. k Click the Save button to save the information 14 Enter or select the desired information for the Class field For this training example enter 0 Changes can always be made at a later date using the Find an Existing Value page inserting a row changing the data and saving You have successfully completed the procedure for creating a Revenue Distribution Code End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 5 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Create Charge Codes Charge Codes are used for billing any repetitive goods or services They have predefined units of measure pricing descriptions and revenue accounts This allows for a minimum of data entry and greatly expedites invoice generation Information that defaults to an invoice from a Charge Code can be overridden for added flexibility Procedure Navigation Set Up Financials Supply Chain gt Product Related gt Billing gt Setup gt Charge Code O O HAG Sk OaS4 LAS ORACLE VVorklist Add to Favorites New Window Help gt My Favorites Charge Code gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Common Definitions V Product Related gt Billing Billing Currency begins wit
104. lating the ChartField string also when a Charge Code is selected Do not make entries in or change the fields below the Revenue Distribution Code field Click the Save button Changes can always be made at a later date using the Find an Existing Value page inserting a row changing the data and saving 11 You have successfully completed the procedure for creating a Charge Code End of Procedure University of Missouri Proprietary amp Confidential Page 8 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Set Up Standard Notes Standard Notes contain information you want to reuse For example you might have a Standard Note announcing a seasonal promotion or a note to thank customers for a particularly large order Although you can always write a note at the time an invoice is created this topic shows you how to create a note that you can select when creating an invoice This can save time if you will use notes frequently In Billing you can view notes associated with customers by clicking the Notes button that appears beside other command buttons at the top of the panels in Bill Entry and Bill Inquiry Procedure Navigation Set Up Financials Supply Chain gt Common Definitions gt Notes gt Standard Notes WARD AKO Besa WAs ORACLE VVorklist Add to Favorites New Window Help 3 gt My Favorites Standard Notes gt UM Applications Enter any information you ha
105. le and Billing 0 AAG SX O a 3 ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations MWy System Profile My Dictionary m LJ a VVorklist Add to Favorites New Window Help Customize Page ifo 1 Line Note Unit UMSYS Invoice NEXT Line Identifier ARC10302 Bill Line Note C Standard Note Flag internal Only Flag Note Text Bill To 110000 Pretax Amt 44 94 USD 2 Max Rows BARTON SCHOOL DIST Find View All First LU 4 of 4 Le Last Description Net Extended MRT 6 MANUAL INTERP LEVEL 1 amp 2 Find View All sd First 4 1 of 1 gt Last Std Note Note Type Goto Linelnfo2 Tax Summary Bill Search Bsave E notify 4 Retresh Accounting Line Search Header Info 1 Line Info 1 Line Note Notes Express Entry Line Note Discount Surcharge Navigation
106. ling Set Up a Recurring Bill Template Recurring bills are bills that can be reproduced on a schedule and are identical By using recurring bills you can avoid retyping the same information into the system month after month or week after week for recurring billing activity such as rental invoices or standing purchase orders Currently the billing cycle template allows you to create recurring bills on a monthly quarterly semiannual or annual cycle Procedure Navigation Billing gt Maintain Bills gt Standard Billing 0 06 AAG SKO Beka WAS ORACLE VVorklist Add to Favorites New Window Help r gt My Favorites Bill Entry gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing gt Interface Transactions Business Unit B Maintain Bills Standard Billing Recurring Bill Schedules Bill Status v Create Consolidated Header Attach and Detach Bills Contract begins with v Copy Single Bill Adiust Entire Bill Bills in Business Unit Adjust Selected Bill Lines Bill Summary _ Case Sensitive Correct Entry Type gt Generate Invoices apatite Search Clear Basic Search E Save Search Criteria gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt
107. llows you to enter a standard or manual note about a line item that will show on the invoice or an internal note that will not print on the invoice Click the Next link Mert Proprietary amp Confidential Page 53 University of Missouri Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0 0O HAG SKkeO sm DAs ORACLE en ee Header Info 1 Y Line Info7 gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills NEXT Pretax Amt Invoice Date 12 17 2007 dQ Unit UMSYS Invoice NEW corja 110000 Status Type Source Customer la Address BARTON SCHOOL DIST Cycle ID QRTLY Q Pay Terms N30 Q Accounting Bi Date Sales NIA Q MIA Q Goto HeaderlInfo2 Address CopyAddress STANDARD Q cnda f 132200 Q Invoice Form Pay Method Account Bill Inquiry Phone CASRESCTIQ Express Entry Credit Collect Notes Curr Frequency SubCust1 SubCust2 From Date EI To Date Remit To 44 94 USD USD E Installment Bill Schedule Recurring v SEE Recurr
108. lp Customize Page amp D My Favorites Header Info1 Y L gt UM Applications gt Set Up Financials Supply Chain 44 94 USD Unit UMSYS Invoice NEXT Pretax Amt gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Create Consolidated Header Attach and Detach Bills Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices Status Type Customer BARTON SCHOOL DIST Cycle ID Pay Terms Accounting Date Sales Credit NEV COP Q Invoice Date 12 14 2007 BJ Source Q 110000 Q Address DAILY Q Invoice Form N30 Q NIA NIA Ei Pay Method Account Q Q Bill Inquiry Phone Collect STANDARD Q l CHkK Q ia 132200 Q Curr USD Frequency Installment Bill Schedule Once SubCustt Recurring Bill Schedule SubCust2 From Date J To Date Remit To CAL Q 10601 Q Bank Account AR Distribution CASRESCIQ IQ Biller CASREE Billing Authority Express Entry Header Info 1 gt Locate Bills Notes gt Review Billing Information gt Review Processing Goto Header Info 2
109. ls Not Invoiced Bills Invoiced Lines Not Invoiced Lines Invoiced Maintain Bills Create bills define schedules templates and consolidation and assign status Standard Billing f Recurring Bill Schedules Create Consolidated Header 6 More Review Billing Information Review bil summaries biling detail and pending items or accounting entries Summary Details Recurring Bill Schedule 6 More VVorklist Add to Favorites Generate Invoices Finalize bills print documents and reports and apply biling activity E Non Consolidated E Consolidated Review Processing Results View errors by invoice and bills marked in progress by a process step In Progress Log Review Invoice Errors Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing OQ O lalat ake ORACLE VVorklist Add to Favorites New Window Help r gt My Favorites Pro Forma gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing gt Interface Transactions Run Control ID begins with v gt Maintain Bills Generate Invoices F Non Consolidated Print Pro Forma Search Clear Basic Search E Save Search Criteria gt Consolidated gt L
110. mount The Customer query identifies the customer s The campuses are to run these queries periodically throughout the month to keep the balance at a minimum 18 CUSTOMER_BALANCE_BU This query produces a list of current balances The Business Unit is prompted therefore it can be used for any Business Unit This query must be run in Production University of Missouri Proprietary amp Confidential Division of Information Technology Page 117
111. n INVO124610 X 10 The invoice will display in a new browser window In the second row of icons at the top of the page click the printer icon at the left next to disk icon University of Missouri Proprietary amp Confidential Page 94 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing DocumentDirect for the Internet Microsoft Internet Explorer Geese oS bases e ar7 eOm SBA 5 Bes amp oop Ssn a Printer Name ji Status Ready Comments and Forms Type Canon Document and Markups v Print Range Preview Composite All Curent view Customer Current page Pages 1 Subset Ail pages it HCE C Reverse pages Page Handling Copies Collate Page Scaling Shrink to Printable 4rea v Auto Rotate and Center For billing ques Line Adij C Choose Paper Source by PDF page size a ae Net Amount 12 960 00 A Units Inches Zoom 95 C Print color as black 12 960 00 1 1 1 Report UMSYS_INV Version Dec 3 2007 12 00 00 AM Section INV0124610 X 11 The Print dialog box for your printer will display Ensure the settings are correct and click the OK button to print the invoice You have successfully completed the procedure for searching for an invoice and printing it when you do not know the invoice number End of Procedure University of Missouri Proprietary amp Confidential Division of Information
112. nary 15 If the customer provided a purchase order number enter it into the PO field For this training example enter 345119 16 Click the Next link Proprietary amp Confidential Division of Information Technology University of Missouri Page 50 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing VVorklist Add to Favorites New Window Help Customize Page SLES AE Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD sa m EG BARTON SCHOOL MaxRows 25 amp gt Banking et Billing er gt Interface Transactions Find View All First K 1 ot 1 gt Last F Maintain Bills Seq Line Table Identifier Description Net Extended Q Q 0 00 recurring Bill Schedules oe aiec Consolidated Qty Line Type REV Q M Accumulate eager Attach and Detach Bills Q From Date Through Date 7 a PETERET Unit Price Tax Code eQ CI Tax Exempt Adjust Selected Bill Gross Extended Exempt Cert Q Lines Bill Summary Correct Entry Type gt Generate Invoices Plus Surcharge gt Locate Bills gt Review Billing Information gt Review Processing Results VAT Amount gt Customers gt Accounts Receivable Tax Amount gt Worklist gt Tree Manager Net Plus Tax 0 00 gt Reporting Tools gt PeopleTools Goto Linelnfo2 Tax Accounting Discount Surcharge Notes Express Entry Change My Password bee My Personalizations Summary BillSearch Line Search Navigation Line Info 1 My Sy
113. nvert Currency Amounts Reprint Invoices Sara PSUNX Y RunDate 09 17 2008 3 Pre Load Process a Current Date Ti Load Invoices to AR Recurrence xj Run Time 2 45 02PM sat men Create Accounting Time Zone Q Request Budget s Check Select Description Process Name Process Type al Format Distribution Load Invoices to AP Print Invoice w SQR BIPJ10 PSJob Window None Distribution UM Invoice Edit gt Consolidated O 4 ena ecto Print SF1080 81 Invoice wISQR BIPJ30 PSJob None Distribution F O Home Worklist MultiChannel Console Add to Favorites Sign out Process Scheduler Request User ID TRAINARBI Run Control ID PROFORMA Print Grants Invoice wiSQR BIPJ20 PSJob None l Distribution gt Reports gt Reproduce Reports gt Accumulated Balances gt Utilities gt Locate Bills OK Cancel gt Review Billing Information gt Review Processing Results Commitment Control Customer Contracts D Customers General Ledger gt Grants D Products gt Project Costing gt Purchasing gt Manager Self Service gt Data Quality gt Promotions gt Order Management Pricing Configuration b Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement Print Invoice w Crystal BIPJ40 PSJob None Distribution Print Invoice w XML Publisher BIPJ50 PSJob None Distribution Click the P
114. ocate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary _ Case Sensitive Find an Existing Value Add a New Value 10 The Pro Forma page will display If you are generating a proforma for the first time you will need to create a run control Click the Add a New Value tab Add a New Value Enter the desired information into the Run Control ID field For this training example enter PROFORMA E The Run Control ID is an operator specific control that will trigger the invoice printing process The maximum number of characters for a Run Control ID is 8 After adding a Run Control ID you can search for it and use it the next time you want to print a proforma 12 Click the Add button Add University of Missouri Proprietary amp Confidential Division of Information Technology Page 83 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft Menu vNon Consolidated New Window Help Single Action Invoice Print Pro Forma Finalize and Print Invoices Run Convert Currency Run Control ID PROFORMA Report Manager Process Monitor Run Amounts English Specified Recipient s Reprint Invoices Language ma O i i me Pr
115. oduct Related gt Billing gt Setup Unit of Measure List Price Charge Code gt Receivables Description gt Utilities gt Banking Long Description gt Billing gt Customers gt Accounts Receivable ee gt Worklist gt Tree Manager Distribution Code Effective Date Status Active gt Reporting Tools Tax Group 3 Transaction Type gt PeopleTools a hanna WK Rascenil ee Transaction Sub Type My Personalizations VAT Group My System Profile My Dictionary fm Save E Notify E Add E Update Display l Include History Charge Code Charge Code 2 University of Missouri Proprietary amp Confidential Division of Information Technology Page 7 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing The Charge Code page will appear Enter the first day of the current month into the Effective Date field For this training example enter 12 01 2007 Enter or select the desired information for the Unit of Measure field For this training example enter EA Entering a List Price is optional You may want to do so if the price of the item is always the same Enter the desired information into the Description field The Description prints on the invoice For this training example enter Student Consultations Entering a Revenue Distribution Code is optional but will save time by popu
116. of an invoice rather than the entire invoice Procedure VVorklist Add to Favorites New Window Help r gt My Favorites Adjust Selected Bill Lines gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain FindanExisting Value Y oooO gt Banking Billing gt Interface Transactions Business Unit v UMSYS Q Maintain Bills Invoice begins with v Customer begins with Q Header Contract begins with v Attach and Detach Bills Copy Single Bill Adjust Selected Bill Search Clear Basic Search E Save Search Criteria Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Cl Case Sensitive Enter the number of the invoice that you want to adjust into the Invoice field For this training example enter INV0012613 Click the Search button l Z University of Missouri Proprietary amp Confidential Division of Information Technology Page 75 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing WADA OAS 4 Wh a ORACLE VVorklist Add to Fav
117. ology Page 69 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing WAG Sek OBS 4 Wh s ORACLE VVorklist Add to Favorites New Window Help Customize Page amp gt My Favorites Adjust Entire Bill gt UM Applications gt Set Up Financials Supply i Chain Amt gt Banking Invoice NV0048445 BARTON SCHOOL DIST Billing gt Interface Transactions Select Hil Adiuatment Action Maintain Bills SECICCl DN AGIUSTTIECM ACO Standard Billine No Bill Action Unit UMSYS BillTo 110000 Invoice 675 00 USD e eae ee JIL IT F Hig Recurring Bill Schedules Credit Entire Bill Create Consolidated TEEPE O Credit amp Rebill Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Rebill Bill Header Info 1 Credit Bill Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers A Save A Return to Search Notit Refresh b Accounts Receivable seve A Return to Search E netity y fe Retresh 3 Check the information to confirm that this is the correct invoice Click the Credit amp Rebill option Click the Save button Two new invoice numbers have been created The invoice number in the Credit Bill field is the credit invoice and it will reference the number of the
118. ons New Window Help View Update Conversations Update Contacts _ vK j 2 P Search By Keyword word UOFMO Business Unit UMSYS Customer 10000 BARTON SCHOOL DIST Follow Up Action Needed New v Description unpaid invoice Review Needed Supervisor Review j PAYMENT Sub Topic Needed 5 a Reference Amount gt Dunning Letters Amount Currency lusD Q gt Overdue Charges Customer Follow Up User ID Q CI Done Promise Date B Letter gt Receivables Maintenance gt Receivables Analysis Letter Q Date v gt Receivables Update gt Allocations gt Asset Management gt Banking gt Billing b Commitment Control gt Customer Contracts Conversation Entries nd ViewAll First LU 4 of2 D Last 4 paner pE DateTime 02 05 08 3 21PM User TRAINARBI Edit Enty gt Grants b Products Contact ID Telephone gt Project Costing gt Purchasing Comments Called Barton regarding invoice was told invoice is waiting for Board approval on Feb 20th and have check b Manager Self Service issued on 21st gt Data Quality gt Promotions gt Order Management gt Pricing Configuration gt Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory gt eProcurement gt Services Procurement D Sourcing gt Engineering Manufacturing Definitions gt Production Control fs Canfiouratinn Madoalar Home Worklist MulttiChannel Console Add to Favorites Sign out Refe
119. orites New Window Help Customize Page amp gt My Favorites Adjust Selected Bill Lines gt UM Applications Unit UMSYS Bill To 12000 Invoice 975 00 USD gt Set Up Financials Supply Amt s Serta Invoice INV0012613 RED ROCK SCHOOL DIST Billing Select Line Adju nt Action Line Adjustment gt Interface Transactions No Bill Action Adjust Selected Lines Adjustment Maintain Bills Standard Billing Recurring Bill Schedules Create a Operand Ref I JQ Value Q Operand Header Attach and Detach Bills 1 To2 Of 2 g TTT Select Bill Lines Find View All First 4 1 2 ot 2 gt Last Fl gt Iure Adjust Selected Bill Sel Line Seq Identifier Purchase Orde Chrg Frn Net Ext v DISIT Line Opt Total Lines Adjusted Lines Bill Summary O 1 1 MNF CONF FEE 3115 2 675 000 Correct Entry Type gt Generate Invoices gt Locate Bills O gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Worklist gt Tree Manager im Save Return to Search Notify fy Refresh 2 MNF CONF FEE 3115 2 5163 5164 300 000 amp 5165 The Adjust Selected Bill Lines page will display Click the Adjust Selected Lines option Click the Cancel button Click the Credit Line list item in the Line Opt drop down list
120. orklist Add to Favorites Sign out New Window Help Customize Page Line Note Line Into 1 gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated BillTo 110000 Pretax Amt 44 94 USD 2 Max Rows Unit UMSYS BARTON SCHOOL DIST Invoice NEXT First U4 of 1 Find View All Line Identifier Description Net Extended ARC10302 MRT 6 MANUAL INTERP LEVEL 1 amp 2 Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Line Note C Standard Note Flag _ internal Only Flag Note Text Std Note Note Type Find View All sd _ l First 4 4 of 1 gt Last Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable D Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations MWy System Profile My Dictionary Goto Line Info 2 Summary Bill Search Header Info 1 Line Info 1 Line Note Notes Express Entry Line Note Discount Surcharge Navigation Tax Accounting Line Search Page Series Prev Next 26 This tab a
121. otity Refresh Header Info 1 Line Info 1 Header Note Er Add E Update Display 4 3 Header Note Enables you to add internal notes or notes to be printed on the invoice that pertains to the entire bill University of Missouri Page 26 Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O O RAO AXOASa DAB ORACLE VVorklist Add to Favorites New Window Help Customize Page D My Favorites i Header Info 1 Header Service Info Y Line gt UM Applications i 3 gt Set Up Financials Supply Unit UMSYS BillTo 110000 Pretax Amt 0 00 USD Chain Invoice NEXT BARTON SCHOOL DIST gt Banking Billing gt Interface Transactions Maintain Bills PO Standard Billing Caiit Q Recurring Bill Schedules Create Consolidated Contract Date 34 Header Attach and Detach Bills Contract Type Copy Single Bill Adjust Entire Bill Service Customer IQ Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills Goto HeaderInfo2 Address CopyAddress Notes Express Entry ac gt Review Billing Information i j muinntir i G Review Protdesind Summary BillSearch Line Search Navigation Header Service Info v Prev Next Results gt Customers fm Save E Notify fy Refresh Er Add Update Display gt Accounts Receivable gt Vorklis
122. ou may sort by Business Unit for locating the write offs of an individual department This query must be run in Production 14 AR_CUSTOMER_ACCOUNT This query prompts for customer number and returns a list of invoices and OAs sorted by group ID It is useful in identifying OA matches to invoices without having to use PS panels and also returns check numbers when the payment was directly applied This may be beneficial when researching a customer s payment history for a breakdown by invoice This query must be run in Production University of Missouri Proprietary amp Confidential Page 116 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 15 ARBI_ALL_INVOICES_OPRID This query prompts for Business Unit Invoice Dates and Operator ID and provides the user with a list of invoices created by the Operator ID within the time frame specified 16 AR_OPEN_INVOICES This query provides the user with a current list of all open AR items in the system not including on accounts or credit invoices This can be a useful tool when searching for an invoice solely by amount 17 AR_ WORKC_LEDGER_BAL This query is to be run monthly to determine which items remain in the BU WORKC at the end of every month The items listed in the query results must be transferred to a campus Business Unit at the end of every month in order for the month to close with WORKC in balance The Ledger query identifies the a
123. proforma invoice will not have the payment coupon on it Since you are producing a sample invoice you can generate a proforma anytime after you save an invoice Printing proformas also enables you to view the invoice and correct errors before bills go through the overnight process Proformas only print the day you create the invoice and before the overnight processing Remember Once billings go through the updating process you cannot make changes to them so corrections must be done the same day After that you would have to process an adjustment invoice Procedure For invoice with taxes begin by navigating to Billing gt Maintain Bills gt Standard Billing For invoice without taxes begin by navigating to Billing gt Generate Invoices gt Non Consolidated gt Print Pro Forma Starts at step 6 in this procedure University of Missouri Proprietary amp Confidential Page 78 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0 0 HEAGSKOBSa WAS ORACLE VVorklist Add to Favorites New Window Help gt My Favorites Bill Entry gt UM Applications Enter any information you have and click Search Leave fields blank for a list of all values gt Set Up Financials Supply Chain Find an Existing Value Add a New Value gt Banking Billing gt Interface Transactions Business Unit m Maintain Bills Standard Billing Recurring Bill Schedules Bill Status
124. rations the Biller field will default in when you select your Type Other operations must populate the Biller field by using the lookup feature and selecting the Billing Specialist Note The biller Billing Specialist will need to be set up by your accounting office prior to using it The biller operation name and phone number print on the invoice Click the Look up Biller button Click an entry in the Billing Specialist column For this training example click on CASRESCT University of Missouri Proprietary amp Confidential Page 34 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing ve After the Biller is entered several other fields are automatically populated and others are blank Do not change or fill in these fields Click the Next link in the Page Series box lower right corner of page Next The Sales field defaults as N A unless it is associated to the Biller but it can be used for tracking purposes Contact the accounting office about setting up a person s name in the system to select for this field It will not print on the invoice WA Ov O18 42u4 Wh B ORACLE VVorklist Add to Favorites Sign out New Window Help Customize Page gt My Favorites Header Info 1 Address Info gt UM Applications gt Set Up Financials Supply Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD l Chain Invoice NEXT BARTON SCHOOL DIST gt Bank
125. rences Attachments The Conversations page will display Click the 4 A blank Comments box appears for you to add a new comment Note The Visible check box must be selected You click the Save button when your entry is complete A dd Conversation button to add a new entry You have successfully completed the procedure to view or update customer conversations End of Procedure University of Missouri Proprietary amp Confidential Division of Information Technology Page 109 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Collecting and Writing Off a Customer Invoice An invoice ages from the date of the invoice In this section sample late letters are shown for 60 days 90 days and 120 days past due Example 1 late letter 60 days past due November 8 2002 City of Columbia Finance Attn Accounts Payable PO Box 7236 Columbia MO 65205 Re Customer Account 1943 Billing Department 8 28 02 INV0004165 020834 282 08 Printing Services 573 882 5945 8 28 02 INV0004273 020801 6 547 08 Printing Services 573 882 5945 9 01 02 INV0006541 021769 3 670 30 Printing Services 573 882 5945 8 24 02 INV0003795 020836 66 25 ExtentionPublications 573 882 7216 9 02 02 INV0006826 021381 119 71 ExtentionPublications 573 882 7216 The invoice s listed above are PAST DUE 1 If you recently paid the invoice s listed above please disregard this notic
126. required field Note All defaults can be overridden by typing over them Enter the desired information into the Qty field For this training example enter a If tax is to be charged use the Tax Code lookup feature to select the tax code Tax will print on the invoice but not display on the Line Info 1 tab If an item service or customer is tax exempt do nothing 1 e do not fill in any of the fields Click the Next link The Acctg Rev Distribution tab will display The required fields may already be populated if the revenue distribution code is tied to the Charge ID for the item If the fields are not already populated use the lookup feature for the Code field to search for the revenue distribution code or type in the ChartField strings To split revenue in multiple ChartFields use the plus sign button to the left of the ChartField string University of Missouri Proprietary amp Confidential Page 40 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Q O HAD AX SO gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate
127. s Surcharge gt Locate Bills gt Review Billing Information gt Review Processing Net Extended Results VAT Amount gt Customers gt Accounts Receivable Tax Amount 0 00 gt Worklist gt Tree Manager Net Plus Tax 0 00 gt Reporting Tools gt PeopleTools Goto LineInfo Tax Accounting Discount Surcharge Notes Express Entry Seona 9 rer Nen Change My Password _ My Personalizations Summary BillSearch Line Search Navigation Line Info 1 My System Profile My Dictionary E Save Notify A Refresh Esada Update Display Header Info 1 Line Info 1 Line Data Bill line data pages include the following three pages in order of page series setup 1 Line Info 1 Enables you to record required charge information such as product quantity and price University of Missouri Proprietary amp Confidential Page 28 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing OQ HAS PX Home VVorklist Add to Favorites Sign out New Window Help Customize Page gt My Favorites Acctg Rev Distribution gt UM Applications gt Set Up Financials Supply Unit Bill To 110000 Pretax Amt 44 94 USD Chain 25 Ee mi BARTON SCHOOL max Rows EAE Billing gt Interface Transactions Bill Line Maintain Bills Standard Billing Recurring Bill Schedules Create Consolidated ARC10302 MRT
128. s information and change the location code 1f necessary University of Missouri Proprietary amp Confidential Division of Information Technology Page 25 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0 PAO SKOEASa Das ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions Maintain Bills Standard Billing Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations MWy System Profile My Dictionary Y Header Note 110000 Pretax Amt BARTON SCHOOL DIST Unit Bill To Invoice UMSYS NEXT Bill Header Notes THANK YOU Q STANDARD Q Standard Note Type Standard Note Flag internal Only Flag Std Note Note Type Note Text 0 00 USD Customer Notes Thank You for allowing us to be able to serve you Please feel free to call anytime Notes Express Entry Goto HeaderlInfo2 Address CopyAddress Line Search Navigation Header Note i Prev Next Summary Bill Search Bsae N
129. stem Profile My Dictionary Less Discount Net Extended B Save Notify fy Refresh Er Add l Update Display Header Info 1 Line Info 1 For this training example you will select a charge code Click the Look up Table button Click the PS Billing Charge Id link PS Billing Charge Id For this training example you want to add the Charge ID for your operation Click the Look up Identifier button ia Search by entering the first two or three characters of your Charge ID in the Identifier field For this training example enter ARC Click the Look Up button Click the desired entry in the Identifier column For this training example click on ARC10302 ARC 1OS02 Enter the desired information into the Qty field For this training example enter my University of Missouri Proprietary amp Confidential Division of Information Technology Page 51 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Next link Next 0 0 HAG SKE A224 D4 VVorklist Add to Favorites Sign out New Window Help Customize Page gt My Favorites Line Info1 Y Acctg Rev Distribution gt UM Applications gt Set Up Financials Supply Unit UMSYS Bill To 110000 Pretax Amt 44 94 USD Chain gt Banking Invoice NEXT BARTONSCHOoL E 2l max Rows BEE Billing DIS
130. t gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Service Address Num Header Info 1 Header Service Info Line Info 1 5 4 Header Service Info Enables you to enter a customer s PO number if you have one University of Missouri Proprietary amp Confidential Division of Information Technology Page 27 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing 0O HAG SKO BSA Was ORACLE VVorklist Add to Favorites New Window Help Customize Page gt My Favorites f Header Info 1 Line Info 1 gt UM Applications Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD gt Set Up Financials Supply Chain Invoice NEXT BARTON SCHOOL 2 Max Rows z gt Banking DIST a Billing ae See d gt gt Interface Transactions ATE el eee Ee Maintain Bills Seq Line Table Identifier Description Net Extended Standard Billing i lal IQ 0 00 Create Consolidated aty Line Type REV Q Accumulate Header Attach and Detach Bills uom _ la From Date E TwroughDate Copy Single Bi ipi Copy Single Bill Unit Price Tax Code RQR CI Tax Exempt Adjust Entire Bill Adjust Selected Bill Gross Extended Exempt Cert Q Lines SSeSeSeSeSeSSSeSSeSeEeseM Bill Summary Less Discount Correct Entry Type gt Generate Invoices Plu
131. tach and Detach Bills Contract Type Copy Single Bill Adjust Entire Bill Service Customer IQ Service Address Num Adjust Selected Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills Goto HeaderInfo2 Address CopyAddress Notes Express Entry Page Series eee Sng morain Summary BillSearch Line Search jaation Header Service Info gt Review Processing samman e Navigation Results gt Customers fa Save E Notify fy Refresh Add Update Display gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Header Info 1 Header Service Info Line Info 1 13 The Header Service Info tab will display If the customer provided a purchase order number enter it in the PO field For this training example enter 345119 Do not use the other fields Click the Next link Next University of Missouri Proprietary amp Confidential Page 38 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing WAOPKO Ss 4 WHS ORACLE VVorklist Add to Favorites New Window Help Customize Page gt UM Applications Unit UMSYS Bill To 110000 Pretax Amt 0 00 USD gt Set Up Financials Supply Chain Invoice NEXT BARTONSCHOOL El E MaxRows 25
132. terface Transactions Maintain Bills Line Identifier Description Standard Billing Recurring Bill Schedules Create Consolidated ARC10302 Header Bill Line Note Attach and Detach Bills Copy Single Bill Cl Standard Note Flag Std Note Q Adjust Entire Bill Adlust Selected Bill _ Internal Only Flag Note Type RQ Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results ies i eee ea Goto LineInfo2 Tax Accounting Discount Surcharge Notes Express Entry gt Accounts Receivable Summary BillSearch Line Search Navigation Line Note D Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Header Info 1 Line Info 1 Line Note Change My Password My Personalizations MWy System Profile My Dictionary Note Text 3 Line Note Enables you to add internal or printed notes for each item that is billed University of Missouri Proprietary amp Confidential Page 30 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing University of Missouri INVOICE Page 1 Invoice No INVO0047920 Invoice Date 10 21 2004 Customer Number 4000 P O Number Customer Payment Terms Net 30 Due Date 11 20 2004 MO OFFICE OF ADMN INFO SVC Federal Id Number 43 6004000 RM 280 TRUMAN BLDG JEFFERSON CITY MO 65101 AMOUNT DUE 750 00 USD For
133. the MoCode and account number you are able to set up distribution codes for your DeptID that reflect the various types of revenue your department may receive When creating a Revenue Distribution Code for a detail Project use the project_id 00 complete the process and send an e mail to your accounting office with the distribution code and the correct project_id 3 Click the Add button University of Missouri Proprietary amp Confidential Division of Information Technology Page 3 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft lel Add to Favorites Sign out New Window Help Distribution Code SetiD UOFMO Distribution Code CX51949500 Distribution Code Definition Effective Date 10 30 2008 status Active v Description Short Description Distribution Type ES Unbilled AR Distribution Code ChartField Values PC Account Fund Dept Program Class Business Project ivi Unit a la af jaf Ja Q a ja Category Subcategory Affiliate The Distribution Code page will display Change the Effective Date to the first day of the month For this training example click the Choose a date button Click the 1 link first day of the month Enter the desired information into the Description field For this training example enter Dis
134. the reason Should you fail to contact the Billing Department by way of payment or installment proposal or provide justification for not owing this account we shall proceed to take all necessary steps to protect the legal interest of the University of Missouri Sincerely Phillip J Hoskins Counsel PJH kme Legal letter ARBI revised 11 29 02 University of Missouri Proprietary amp Confidential Page 112 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Invoice Write Offs The Campus Accounting departments will write off invoices after 180 days of inactivity unless campus departments request otherwise Grants will do write offs after 365 days The departments will review the Upcoming Write off Report which shows the number of days late for all invoices that are over 150 days late This reminds the department of those invoices that are still open after all letters have been sent The department reviews this list and makes any final effort at collection At the end of the month all the invoices on the list will be written off Each month the departments can access their aging report in PS Search Options It is updated every Friday at noon To delay a write off of an invoice the Request to Delay AR Write Off must be completed and submitted by the 15 of the current month If approved the invoice write off will be delayed for one month If not approved then the write off will be performed by the
135. them from a stored table of items These predefined items are called charge codes For this training example you will select a charge code Charge ID Click the Look up Table button Select charge code Use this method if you will be billing repetitively for goods and services and you have created charge codes for your items See the Create Charge Codes topic in the System Set Up lesson for instructions Enter manually To manually enter items for billing enter data for the Description Qty UOM and Unit Price fields University of Missouri Proprietary amp Confidential Division of Information Technology Page 39 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Step 16 J OO 19 N NO pd N N 23 XO NK 2 N Click the PS Billing Charge Id link PS Billing Charge Id As an option you can enter or select the Charge ID for your operation for the Identifier field Note The identifier prints on the invoice For this training example click the Look up Identifier button Search by entering the first two or three characters of your Charge ID in the Identifier field For this training example enter ARC Click the Look Up button Click the desired entry in the Identifier column For this training example click on ARC10302 ARC 1OS02 The Description UOM and Unit Price default from the Identifier field The description prints on the invoice and is a
136. this training example accept the default Enter a name into the Standard Note Code field For this training example enter THANKSI Click the Add button Add gt a D s VVorklist Add to Favorites New Window Help Customize Page i Standard Notes SetiD Standard Note Description Fir ng Effective Date Description Note Type a Word UOFMO Standard Note Code THANKS1 First 4 4 of 1 Lh d View All Active v a8 Vi ey All First Kp of 1 LI Last First 4 4 of 1 P Last ind View All Document ___ R Return to Common Definitions sore in Esada Updete Display Include History The Standard Notes page will display Change the effective date to the first day of the current month Click the Choose a date button University of Missouri Page 10 Proprietary amp Confidential Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing ni the 1 link Enter the desired information into the Description field For this training example enter Thanks Enter or select the Note Type For this training example click the Look up Note Type button Click on Standard in the Note Type column STANDARD Enter the desired information into the Text field This Henson will print on the invoice Enter Thank you for using our services You can enter up to
137. tion Technology Page 49 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Click the Next link O O AAOD OBS a4 Das ORACLE gt My Favorites gt UM Applications gt Set Up Financials Supply Chain gt Banking Billing gt Interface Transactions v Maintain Bills Standard Billing ing Bill Schedules Create Consolidated Header Attach and Detach Bills Copy Single Bill Adjust Selec ted Bill Lines Bill Summary Correct Entry Type gt Generate Invoices gt Locate Bills gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable Header Service Info Lin Header Info1 Bill To 110000 BARTON SCHOOL DIST Unit UMSYS Pretax Amt Invoice NEXT PO Contract Contract Date Contract Type Service Customer Q Service Address Num Goto Headerlnfo2 Address CopyAddress Notes Express Entry VVorklist Add to Favorites New Window Help Customize Page 0 00 USD ey Daa gt ays ICS Summary Bill Search Line Search F Prev Nex Navigation Header Service Info fm Save E Notify fy Refresh Er Add Update Display gt Worklist Header Info 1 Header Service Info Line Info 1 gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictio
138. tionary Billing Authority CASRESCIQ e Series A Er Add CASRESCIQ Biller CASREEQ Express Entry Navigation Header Info 1 fy Refresh NIA Q Collect Address Copy Address Line Search Credit Goto Header Info 2 Notes Summary Bill Search ey Save A Return to Search E Notify Header Info 1 Line Info 1 4 The Header Info 1 tab for the invoice will display Click the Recurring Bill Schedule link Recurring Bill Schedule Proprietary amp Confidential University of Missouri Division of Information Technology Page 62 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing MAD OK GO eBeua Wea 8 ORACLE VVorklist Add to Favorites New Window Help Customize Page gt My Favorites Recurring Bill Schedule i gt UM Applications gt Set Up Financials Supply Unit UMSYS Template Invoice INYO048934 x Sari Start Date 1 01 2008 E Pre Assign Invoice Numbers i Ree eres End Date 12 31 2008 Use Header Dates For Lines Maintain Bills e Recurring Schedule Find view All First 4 EETL IES Generate Date Invoice Date Invoice Inv Generated 12 28 2007 01 01 2008 INVO048935 N Header Attach and Detach Bills Bill Header From Date 01 01 2008 To Date 03 31 2008 Copy Single Bill Adjust Entire Bill Adjust Selected Bill Lines Generate Date Invoice Date Invoice Inv Generate
139. tions Action Click the Submit button University of Missouri Proprietary amp Confidential Division of Information Technology Page 89 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing O O AAG S OaSa4 LAs 5 Home Web Applications ContactUs Help Logoff A DocumentDirect for the Internet Microsoft Internet Explorer E Fie Edt View Favorites Tools Help ae 7 Q ak P x a A po Search 5 2 Favorites B T E LJ rel 33 Address E https f um mobius umsystem edusddrint servlet ddrint v Go E COR IPA Ee N EA SBS amp e 0 Bo amp eer 47 Hg Find X University of Missouri INVOICE Page 1 Invoice No INV0012613 Invoice Date 12 04 2002 Customer Number 100 P O Number 3115 2 5163 5164 amp Customer Payment Terms Net 30 Due Date 01 03 2003 BARTON SCHOOL DIST Federal Id Number 43 600 WAYNE SIMS 3400 CANYON DR BARTON MO 65259 1013 AMOUNT DUE 75 00 USD For billing questions please callMOREnet Line Ad identifier Description Quantity UOM Unk Amt Net Amount MISSOURI EDUCATIONAL TECHNOLOGY CONFERENCE 2002 MOREnet OCTOBER 6 8 2002 1 MNP CONF PER Conference Pee Ea 3 00 BA 2 MNP CONF PER Conference Pee Ea 1 00 BA FEES FOR DON DOUGLAS SUBTOTAL Section INVOO12613 The invoice will display in a new browser window Click the Maximize Restore button in the upper right of the browser window to maximize the window containing the invoice In the second row of icons
140. trl E Received Wed 1 16 2013 2 56 PM Wed 1 16 2013 2 56 PM Wed 1 16 2013 2 53 PM Wed 1 16 2013 2 51 PM Wed 1 16 2013 2 43 PM Wed 1 16 2013 2 40 PM Wed 1 16 2013 2 36 PM Wed 1 16 2013 2 08 PM Wed 1 16 2013 1 56 PM Wed 1 16 2013 1 33 PM Tue 1 15 2013 1 00 PM Tue 1 15 2013 11 24 AM Tue 1 15 2013 11 09 AM Tue 1 15 2013 11 05 AM Tue 1 15 2013 10 32 AM Mon 1 14 2013 7 11 PM Mon 1 14 2013 6 46 PM Mon 1 14 2013 6 07 PM Mon 1 14 2013 5 26 PM Proprietary amp Confidential Division of Information Technology Send Receive x Delete Home iy Ignore 4 Clean Up 7 amp Junk Delete New New E mail Items v New Training Guide UMSYS FS 9 0 Accounts Receivable and Billing nbox Mailbox Levsen Janis Microsoft Outlook View Folder X Meeting i l im Reply Reply Forward Da All More l3 Matt Respond BA Team E mail ee Reply amp Delete gt Favorites 4 Mailbox Levsen Janis gt Lj Inbox 10 LA Drafts 20 Sent Items gt Deleted Items 108 QE Conversation History Junk E mail gt Lig Managed Folders 3 Outbox gt LS RSS Feeds D Fe Search Folders gt Archive Folders Archive Folders gt Smart View Mail Folder List SERR eee noose Forn Look In Organizational Forms Library 7 LAS Move Rules amp To Manager of Done iz Create New Quick Steps SN OneNote lt j Unread Read Find a Contact QJ A
141. ty gt Promotions gt Order Management gt Pricing Configuration Customer Returns gt Items gt Cost Accounting gt Vendors gt Inventory A Process Scheduler Request User ID TRAINARBI Server Name i Recurrence Time Zone Process List Select Description Pre process amp Finalization Proforma amp Print Proforma Final Print w Crystal Print Invoice w SQR Print Grants Invoice w SQR Print SF 1080 81 Invoice w iSQR Print Invoice w Crystal Print Invoice w XML Publisher EeESSeESAaaS i Cancel Run Date Run Time Worklist MultiChannel Console Add to Favorites Sign out New Window Help Run Control ID PROFORMA 09 17 2008 IE 9 49 04AM Reset to Current Date Time Process Name BIIVC000 BIJOBP01 BIJOBP51 BIPJ10 BIPJ20 BIPJ30 BIPJ40 BIPJ50 Format TXT Distribution Distribution Type Web None None None Process Type Application Engine PSJob PSJob PSJob PSJob PSJob PSJob PSJob None None None Distribution v v v Distribution v Distribution None w None None None None w Distribution None w Distribution None Distribution SS 1S 1S S IS NS None w Distribution 19 The Process Scheduler Request page will display Click the PSUNX list item in the Server Name drop down list PSUNX Select Print Invoi
142. uration gt Customer Returns gt Items gt gt Cost Accounting gt Vendors gt Inventory gt eProcurement 5 Sandicoc Praciramant Add to Favorites Sign out Process Scheduler Request User ID TRAINARBI Run Control ID PROFORMA Pre process amp Finalization BIIVC000 Application Engine Web Proforma amp Print BIJOBP01 PSJob None Distribution None Distribution Proforma Final Print w Crystal BIJOBP51 PSJob None v v None Distribution v Distribution Print Grants Invoice wISQR BIPJ20 PSJob None None CSV Print SF1080 81 Invoice wiSQR BIPJ30 PSJob None DOC Distribution Default en HP Distribution Distribution Print Invoice w Crystal BIPJ40 PSJob None OOOOsaaq0n v v vv Print Invoice w SQR BIPJ10 PSJob Window None None v v v Print Invoice w XML Publisher BIPJ50 PSJob None Distribution 22 Click the PDF list item in the Format drop down list PDF University of Missouri Proprietary amp Confidential Page 86 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing PeopleSoft Menu E a Non Consolidated New Window Help L Single Action Invoice Print Pro Forma Finalize and Print Invoices Convert Currency Amounts Reprint Invoices Server Name PSUNX Run Date 09 17 2008 gi Pre Load Proc g e a
143. ve and click Search Leave fields blank for a list of all values Set Up Financials Supply Chain Find an Existing Value Y Add a New Value Common Definitions gt Distribution Accounting Notes SetiD Standard Notes Standard Note Code begins with w gt Product Related gt Utilities Description begins with v gt Banking gt Billing gt Customers Jinclude History Case Sensitive gt Accounts Receivable gt Worklist gt Tree Manager Search Clear Basic Search E Save Search Criteria gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Note Type begins with v Q Find an Existing Value Add a New Value University of Missouri Proprietary amp Confidential Division of Information Technology Page 9 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing the a New Value tab ORACLE gt My Favorites gt UM Applications Set Up Financials Supply Chain vy Common Definitions gt Distribution Accounti v Notes Standard Notes gt Product Related gt Utilities gt Banking gt Billing gt Customers gt Accounts Receivable gt Vorklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary 4 Enter or select the appropriate SetID For
144. y Single Bill iust Entire Bill Bills in Business Unit v Adjust Selected Bill Lines Bill Summary _ Case Sensitive C orrect Entry Type gt Generate Invoices gt Locate Bills Search Clear Basic Search E Save Search Criteria gt Review Billing Information gt Review Processing Results gt Customers gt Accounts Receivable gt Vorklist Invoice begins with v Customer begins with w Template Invoice Flag Find an Existing Value Add a New Value gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary University of Missouri Proprietary amp Confidential Page 60 Division of Information Technology Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Use the Find an Existing Value tab to search for your billing template Enter or select the desired information for the Customer field For this training example enter 110000 w Note If you do not know your customer number selecting Recurring Bill from the Template Invoice Flag list and clicking the Search button will list all templates currently on file Click the Recurring Bill list item in the Template Invoice Flag list Recurring Bill Click the Search button and then double click on the template that you would like to adjust University of Missouri Proprietary amp Confidenti
145. yee only August 1 September 1 2007 crediting line of INV0115906 August health premium resigned 07 31 2007 SUBTOTAL TOTAL AMOUNT DUE PLEASE DETACH THIS BOTTOM PORTION AND RETURN WITH YOUR PAYMENT IN THE ENCLOSED WINDOW ENVELOPE MAKE CHECKS PAYABLE TO THE UNIVERSITY OF MISSOURI We accept VISA MASTERCARD DISCOVER Invoice No INV0O117715 Please check credit card used Customer Number 10000 Credit Card Number C D S O A S S S S A O O A A GA i Due Date 09 21 2007 CREDIT AMOUNT 184 00 Cardholder Name Exp Please print Date Amount Enclosed Cardholder Signature Customer a sabia REMIT TO ee LaVbvcebecdecsEDDvcbaDbvcebeceD Dececeelbecdeleasdll eatin University of Missouri Columbia AR SPRINGFIELD MO 65802 P O Box 80701 2 Kansas City MO 64180 7012 954011771500000000000361 18 000000000184001 University of Missouri Proprietary amp Confidential Division of Information Technology Page 77 Training Guide UMSYS FS 9 0 Accounts Receivable and Billing Invoice Printing Print a Proforma Invoice A proforma is not a formal invoice but is an advance of the actual invoice The proforma says clearly Please do not pay from this Proforma This is not an official invoice An official invoice will be mailed within 24 hours Proformas can be used to mail with additional documentation required for the billing or for viewing and editing an invoice you created before it has been processed and posted The

Peoplesoft ARBI End User Manual - University of Missouri

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