ctcLink Reference CenterRemediation FinanceAR-Billing Listen & Learn (5/31/17)

AR-Billing Listen & Learn (5/31/17)

Meeting Information

Topic:  AR & Billing - Gap Analysis - Potential Solutions

Meeting Date:  May 31, 2017

Meeting Facilitator(s):  Tysha Tolefree

Meeting Info: (WebEx Link - Pending)

Key Modules

  • Billing
  • Accounts Receivable

Meeting Notes

  • AR / Billing Maintenance
    • From Open Remediation Tickets
      • AR - General
        • Track and Maintain Receivables
          • AR sub-ledger module reports  not fully developed, tracking payments, adjustments, etc. (would like a report)
            • Query currently provides information that is required (Data retrieval is good, but not in a report format).
              • QFS_AR_ITEM_DST_GL  AR ITEM DISTRIBUTION GL (TCC)
              • Would like a report for general purposes (adjusting format is burdensome)
              • Need report to show results by accounting date vs processing date
        • Documentation/Training/Options
          • Continue to use the query that provides needed data, albeit not in desired format
            • Adjust the current query to provide data by accounting date instead of processing date, if possible
            • If not, create another query to present the data by accounting date instead of processing date
          • Determine the cost associated with customizing a report
            • Is the cost feasible?
            • Perform Cost vs Benefit Analysis
            • Final decision - to be made by governance board
      • AR - Billing
        • Post All Billing Transactions - Non-Student AR Billing
          • No Gaps (TCC)
  • Post All Billing Transactions - Third-Party  - the solution for these items will be addressed via Student Financials
    • Invoices for 3rd party are not in the best format for billing external agencies
      • Ivy Brent developed a statement format for childcare (AR-non-student), 3rd party sponsorships (CS pillar) in-house (outside of PS)  was not given to Tamara & Elizabeth as an example as of yet
      • PS templates (Tamara and Elizabeth are working on improvements @SBCTC)  WebEx of previously held discussion on this exists  NOR will provide the information about this WebEX
  • When assigning students to the 3rd party, a payment automatically posts to the student account w/o actually receiving the money prior to
    • Hold button is not functional on the corporate acct area when you assign a student to the third party (what is the reason for the hold button?)
    • Would like to use the hold button to wait until the payment has been applied to the student’s acct.
    • Item type accounting setup  concerned about acting setup for some of the item types (discussed by Nermalyn)
      • Problems with CS invoicing (need a process, format established for bills >$100)  Student Financials (Marla, John G., Kristi Finley, Ivy B., Nermalyn and Nor on the email)
        • Would like to have one bill for each student where the total bill exceeds $100
      • Enable Users to Modify, Correct and Reprint Invoices  Non-Student AR
        • Correcting invoices is limited  would like:
          • A prompt to show remaining balance before adjustments are done would be nice
            • Now making adjustments by adjusting the entire bill & selecting bill lines
            • Credit & rebill or credit memo  (not using maintenance sheets to make adjustments  perhaps some training needed)  showing remaining balances here is essential too
            • Billing lines are difficult to adjust on the invoice (it shows the full amount of the line - initial billing, rather than the balance that needs to be adjusted)
      • Enable Users to Modify, Correct and Reprint Invoices  3rd party - the solution for this item will be addressed via Student Financials

Once an invoice is printed for 3rd party  it is difficult to make an adjustment to it (the system does not allow it, another invoice must be created)

Currently, billing takes place outside of PS for 3rd party (TCC)

Documentation/Training

  • QRG for Modifying, Correcting and Reprinting Invoices  Non-Student Invoices

AR Management of Receipts

  • From Open Remediation Tickets
    • Maintenance
      • Record, Maintain, and Track Receipts (User-Defined Criteria)
        • not fully developed, tracking payments, adjustments, etc. (would like a report to show all of the detail)
        • Query has been developed that tracks the detail, but would like a report as well
      • Documentation/Training/Options
        • Continue to use the query that provides needed data, albeit not in desired format
          • Adjust the current query to provide data by accounting date instead of processing date, if possible
          • If not, create another query to present the data by accounting date instead of processing date
        • Determine the cost associated with customizing a report
          • Is the cost feasible?
          • Perform Cost vs Benefit Analysis
          • Final decision - to be made by governance board

Payment Types & Methods - the solution for this item will be addressed via Student Financials

  • Enable Receipt of Funds Through Multiple Payment Types & Methods
    • Check  Currently receipt
    • Cash - Currently receipt
    • Wire transfer - Currently receipt
    • EFT - Currently receipt
    • Direct debit does not do
    • Credit card  Third Party Receipt & Non-Student AR
      • Online only - for students and non-students, not in person (TCC)
      • Students cannot select what they are paying for (tuition and fees are prioritized as 1st compared to other debts)
      • Would like for students to have a choice on CTCLink online (TCC)  ( Finley, Ivy B., Nermalyn and Nor on the email)
      • Tacoma does not accept credit card payment from vendors over the phone - they are directed to pay on the TCC website
      • TCC Presidents are working on the process for their cashiers to be able select to pay specific payments for students
      • Spokane allows AR non-student payment for vendors over the phone
      • When applying a payment in Student Financials at Spokane - you can pick a student or a quarter but you can’t pick a specific charge to apply a payment against.
        • Spokane would like a payment to be applied against a specific charge
          • As an example, sometimes the payment is just for books and not tuition but Spokane has no way of applying a specific charge to a specific payment  
          • Currently configuration is set up to apply payment by priority
      • Spokane has a credit card tender key and cashier can select specific charges to pay, Tacoma is not doing this
    • Pre-authorized checking does not do

Application of Receipts

Apply Receipts Directly to Bills, Invoices or Selectively to Multiple Items

  • TCC usually applies payment to bills using the payment worksheet  no real issue here
  • Journal Directly Box  (need to reassess how to fix mistakes)
    • $0 deposits to fix errors
    • Un-post direct journal  Does timing affect how or if this solution will work?

Documentation/Training

  • QRG for Journal Directly/Un-post Journal Directly process
    • How it’s done
    • Limitations and timing of use
    • Expected outcome

AR Inquiry & Reporting

  • From Open Remediation Tickets
    • AR Transaction View & Drill Down
      • Enable Users to Inquire on Linked Sets of Related Data
        • Would like to have another way to view chart-strings (simpler)
      • Perform Inquiry On All Receivables Transactions (User-Defined Criteria)
        • Same as above
    • Documentation/Training
      • QRG for AR Transaction View & Drill Down process
        • How it’s done
        • Limitations and timing of use
        • Expected outcome
      • WebEx to show how to view screens (based on user-criteria) in a very basic and simple way

AR Dunning & Collections  - the solution for this item will be addressed via Student Financials

  • From Open Remediation Tickets

Debt Notifications

  • Dispatch Collections Communications
    • Paper letters for mailing
    • Email communications
    • Online notification

Additional Items not on Remediation Tickets or Critical Items List  

  • Additional Gaps Noted by Colleges

Spokane would like a combined A/R Aging report for 3rd party and Non-Student AR balances

  • Right now Spokane manually performs a merge of information to create a comprehensive list of outstanding receivables and their aging status

Spokane has issues with reversing posted payments that are in error

  • Documentation/Training
    • QRG for how to combine A/R aging report if possible

QRG and WebEx training on how to reverse posted payments in error

College Prep Work

Prepare to provide specifics on any perceived gaps and business requirements related to the identified meeting topics, such as:

  • Report/Query needs
  • Training needs
  • Business process needs
  • System policy/procedure needs
  • Other barriers to processing or understanding

Topics and Associated Remediation Tickets - AR & Billing

Ticket # Requirement ID Requirement Description Assoc. Topic
19575 AR57-Inquiry & Reporting "Perform inquiry on all receivables transactions based on user-definable criteria".  AR Transaction View & Drill Down
19582 AR8 - General "Track and maintain open receivables". AR/Billing Maintenance
19586 AR13 - Billing  "Enable users to modify and correct, reprint invoices". AR/Billing Maintenance
19589 AR27 - Managing Receipts "Record, maintain, and track receipts based on user-defined business rules (e.g., view all receipts in order to verify if payment was received elsewhere in the system against an open receivable)". AR Management of Receipts - Maintenance
19594 AR43 - Dunning & Collections "Dispatch collections communications (e.g., dunning letters) using multiple formats including, but not limited to, paper letters for mailing, email communications and online notification". AR Dunning & Collections - Debt Notifications
19601 AR24 - Managing Receipts  "Enable the receipt of funds through multiple payment types and methods, including, but not limited to, check, wire transfer, EFT, direct debit and credit card, pre-authorized checking, etc. AR Management of Receipts - Payment Types & Methods
19602 AR21 - Billing "Supports third-party and non-student AR billing". AR/Billing Maintenance
19608 AR29 - Managing Receipts  "Apply receipts directly to bills or invoices, or selectively to multiple items (e.g., in a balance based environment) based on user-configurable business rules".  AR Management of Receipts - Application of Receipts
19611 AR20 - Billing "Post all billing transactions". AR/Billing Maintenance
19620 AR59 - Inquiry & Reporting "Enable users to inquire on linked sets of related transactions and documentation".  AR Transaction View & Drill Down

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