ctcLink Reference CenterResourcesRemediation FinanceAR-Billing Solution Design (5/31/17)

AR-Billing Solution Design (5/31/17)

Meeting Information

Meeting Topic:  AR & Billing Solution Design

Meeting Date: May 31, 2017

Meeting Facilitator(s):  Tysha Tolefree

Meeting Information:  (WebEx Recording 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 the report to show results by accounting date
        • Documentation/Training/Options
          • Continue to use the query that provides needed data, albeit not in desired format
          • 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)
          • No Gaps (SPCC)
        • Enable Users to Modify, Correct and Reprint Invoices  Non-Student AR
          • Problems with Non-Student invoicing (need a process, format established for bills >$100)  ( also in Ticket#28192 help desk)
          • 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)
              • Group entry  would like to know how to edit these as well
  • Pro-Forma invoice does not have a chart-string on it (would like to have it on pro-forma invoice) -(also in Ticket#18517 help desk)
  • Documentation/Training
    • QRG for Modifying, Correcting and Reprinting Invoices  Non-Student Invoices
  • Both TCC and SPCC will participate in a Business Process WebEx along with the functional analyst and ERP support to define and annotate a common business process
  • 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
            • Would like to have a payment detail & invoice register report by accounting date.
            • Would like to have a combined Finance and CS report for open balances
            • Would like to see journal activity and group entries
        • Documentation/Training/Options
          • Continue to use the query that provides needed data, albeit not in desired format
          • WebEx to go over delivered reports vs. ideal reporting
          • 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  Non-Student AR
          • Enable Receipt of Funds Through Multiple Payment Types & Methods
            • No Gaps  TCC
            • No Gaps - SPCC
  • 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
    • SPCC has issues with reversing posted payments that are in error
    • 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 Direct Journals and Un-posting Direct Journals
      • How it’s done
      • Limitations and timing of use
      • Expected outcome
  • Both TCC and SPCC will participate in a Business Process WebEx along with the functional analyst and ERP support to define and annotate a common business process
  • 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 (with both SPCC and TCC at the same time)
  • AR Dunning & Collections  - Non-Student AR
    • From Open Remediation Tickets
  • Debt Notifications
    • Dispatch Collections Communications
      • Paper letters for mailing
      • Email communications
      • Online notification
  • Input from Colleges:
  • SPCC is doing this as a manual process right now…but they are getting close to using this process- would like to have this process setup for testing and use
  • TCC  would also like to have this process setup for testing and use
    • Documentation/Training
  • Create a QRG for Dunning and a QRG for Collections
  • Both TCC and SPCC will participate in a Business Process WebEx along with the functional analyst and ERP support to define and annotate a common business process
    • Follow-up needed with colleges regarding setup design
    • Colleges need to briefed on how the system is intended to work (for best practice)
  • Additional Items - not on Remediation Tickets or Critical Items List  
    • Additional Gaps Noted by Colleges  - Low or Medium Remediation Ticket List (Emmett will follow up with Tara on how to address these)
  • SPCC & TCC would like a combined A/R Aging report for 3rd party and Non-Student AR balances
    • Right now SPCC manually performs a merge of information to create a comprehensive list of outstanding receivables and their aging status
  • Ticket# 19626  need to be able to email a PDF invoice to the customer
  • Cross Pillar discussion needed on integration of SF and Non-Student Financials
    • 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
      • QRG and setup for TCC and SPCC for emailing PDF invoices to the customer
        • Review Security Setup as this may be an issue
        • Both TCC and SPCC will participate in a Cross Pillar discussion for SF and Non-Student Financials with the functional analyst and ERP support to define and annotate how one pillar/module integrates with the other

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 user to inquire on linked sets of related transactions and documentation. AR Transaction View & Drill Down

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