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academy:business_accountsreceivableoverview

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academy:business_accountsreceivableoverview [2022/05/12 19:50] – emorenoacademy:business_accountsreceivableoverview [2022/09/26 15:42] (current) – emoreno
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-<WRAP box #no-print>{{:images:printer2.jpg|}}[[academy:business_accountsreceivableoverview?do=export_pdf&toclevels=1-3&book_title=Accounts Receivable Overview|Click here to generate a PDF of this guide]].+<WRAP box #no-print>{{:images:printer2.jpg|}}[[academy:business_accountsreceivableoverview?do=export_pdf&toclevels=2-3&book_title=Accounts Receivable Process|Click here to generate a PDF of this guide]].
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-<WRAP round intro>This guide provides you with information about using Accounts Receivable to perform the following functions: +<WRAP round intro>The purpose of this document is to guide you through the process of using Accounts Receivable to perform the following functions: 
   * Maintain customer records   * Maintain customer records
   * Maintain invoice details such as invoice number, request date, customer purchase order numbers, and assigned budget codes   * Maintain invoice details such as invoice number, request date, customer purchase order numbers, and assigned budget codes
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   * Tuition payments   * Tuition payments
  
 +This document assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the [[academy:business_overview_guide|ASCENDER Business Overview guide]].
  
-Some of the images and examples provided in this document are for informational purposes and may not completely represent your LEA’s process. 
  
-This guide assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the [[academy:business_overview_guide|ASCENDER Business Overview guide]]. 
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 ===== Prerequisites ===== ===== Prerequisites =====
 +
 +VCV Update Security Administration to access the Accounts Receivable application. You can create a new role or add to an existing role.Ensure that the applicable users have access to the necessary pages in order to perform their assigned tasks. 
 +
 +----
 +
 +===== Set up Accounts Receivable Permissions & Options=====
  
  
 To begin using Accounts Receivable, complete the following setup steps:  To begin using Accounts Receivable, complete the following setup steps: 
  
-VCV Update Security Administration to access the Accounts Receivable application. You can create a new role or add to an existing role.Ensure that the applicable users have access to the necessary pages in order to perform their assigned tasks.  
  
-<color #ff7f27>screenshot</color>+  - ++Select AR permissions.|{{page>general:aroverview_prereq1&inline}}++ 
 +  - ++Select AR options.|{{page>general:aroverview_prereq2&inline}}++ 
 +  - ++Set up AR workflow.|{{page>general:aroverview_prereq3&inline}}++ 
 +  - ++Verify accounting periods.|{{page>general:aroverview_prereq4&inline}}++ 
 +  - ++Add or verify clearing accounts.|{{page>general:aroverview_prereq5&inline}}++
  
 +----
  
-[[https://help.ascendertx.com/districtadmin/doku.php/maintenance/userprofiles/permissions|District Administration > Maintenance > User Profiles > Permissions]] 
  
-<div indent>Under **Accounts Receivable**, select **Global Access**. </div> +===== Create Customer and Product Records=====
  
-screenshot 
  
 +  - ++(Optional) Create vendor records.|{{page>general:aroverview_prereq6&inline}}++
 +  - ++Create customer records.|{{page>general:aroverview_prereq7&inline}}++
 +  - ++Create product information records.|{{page>general:aroverview_prereq8&inline}}++
  
-[[https://help.ascendertx.com/districtadmin/doku.php/workflow/approvalpath|District Administration > Workflow > Approval Path]] 
  
-<div indent>Set up the Accounts Receivable approval path. This is the path of approvers that submitted invoices will go through for review and approval. </div>  
-  * In the **Workflow Type** dropdown, select //Accounts Receivable//. 
-  * Click **+Add** to add approvers to the approval path. 
  
 +----
  
 +===== Invoice Customers and Record Payments=====
  
-<WRAP center round info> +  - ++Create invoices.|{{page>general:aroverview_step1&inline}}++ 
-  * Only class 5XXX (Revenue Accounts) can be used for Accounts Receivable functions. +  - ++Print invoices.|{{page>general:aroverview_step2&inline}}++ 
-  * The **Remittance Address** printed on invoices is retrieved from the District Administration > Tables > District Information > District Name/Address page along with "ATT: Accounts Receivable". The invoice also displays the LEA's phone and fax numbers.  +  - ++Record customer payments.|{{page>general:aroverview_step3&inline}}++
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 +----
 +
 +===== Inquiries=====
 +
 +The following inquiries are available in Accounts Receivable: 
 +
 +  * Accounts Receivable > Maintenance > Invoice Payments > Cash Receipt Inquiry 
 +  * Accounts Receivable > Maintenance > Invoice Payments > Invoice Payment History  
 +  * Accounts Receivable > Maintenance > Invoice Payments > Apply Overpayment 
 +  * Accounts Receivable > Maintenance > Invoice Inquiry/Customer Notes > Inquiry
 +  * Accounts Receivable > Maintenance > Invoice Inquiry Customer Notes > Payment Notes
 +  * Accounts Receivable > Maintenance > Invoice Status Inquiry
 +
 +----
  
-|1.|[[finance:tables:districtfinanceoptions:accountingperiods|Finance > Tables > District Finance Options > Accounting Periods]]\\  \\  Verify that the **Accounts Receivable Period** is accurate.\\  \\  The **Accounts Receivable Period** field cannot be less than the** Current (Open) Accounting Period** field nor greater than the **Next Accounting Posting Period** field. | +===== Reports =====
-|2.|[[finance:tables:districtfinanceoptions:clearingfundmaintenance|Finance > Tables > District Finance Options > Clearing Fund Maintenance]]\\  \\  Under **Finance Automatic Posting Defaults**, add or verify the following:\\  \\  <div indent>BBB **Accounts Receivable**\\  BBB **Overpayment Account**</div>| +
-|3.|[[https://help.ascendertx.com/districtadmin/doku.php/options/accountsreceivable|District Administration > Options > Accounts Receivable]]\\  \\  Indicate the number of invoices to be printed each month as well as any additional text you would like printed on invoices when overdue.\\  \\  | +
-|4.|[[finance:maintenance:vendorinformation:vendornameaddress|Finance > Maintenance > Vendor Information >  Vendor Name/Address]]\\  \\  Set up customers with a vendor number. This is **only** necessary if processing an overpayment refund to the customer. After creating a vendor number for the customer, add the vendor number to the customer record in step 5.| +
-|5.|[[accountsreceivable:tables:customerinformation|Accounts Receivable > Tables > Customer Information]]\\  \\  Set up customers and add vendor information at this time if step 4 was completed. If not, vendor information can be added at a later time.| +
-|6.|[[accountsreceivable:tables:customerinformation +
-|Accounts Receivable > Tables > Product Information]]\\  \\  Add product information. This allows invoices that are manually entered to automatically retrieve the product information and amount.\\   \\ Invoices and invoice templates may be created without this table. However, if this table exists and an invoice is created, then the product types are conveniently available in the product type drop down.\\  \\  **Notes**: A product number is automatically created and saved when a record is created in this product table. When a product type is selected from this table for an invoice, the corresponding product number is stored in the invoice product record. If you select a product type from the drop down when creating an invoice, the associated description and unit cost becomes the default values in the invoice record but can be changed. Users should be aware that the product number is still associated with the original description regardless of any changes made to the description.| +
-|7.|[[accountsreceivable:maintenance:createmodifyinvoice +
-|Accounts Receivable > Maintenance > Create/Modify Invoice]] or [[accountsreceivable:utilities:importinvoices|Accounts Receivable > Utilities > Import Invoices]]\\  \\  You have two options for creating invoices. You can manually enter invoices on the Create/Modify Invoice page or import the invoices using the Import Invoices page.|  +
-|8.|[[accountsreceivable:utilities:printinvoices|Accounts Receivable > Utilities > Print Invoices]]\\  \\  Print invoices. This process will:\\  \\  <div indent>BBB Create a realized revenue in the finance application (credit to revenue)\\  BBB Create a receivable in the 12XX account in the finance application (debit to receivable)</div>\\  \\  The invoice will no longer be available for change in A/R. It can be reprinted through Reports. It can be voided or adjusted through Accounts Receivable > Maintenance > Invoice Voids/Adjustments. If the invoice amount needs to be increased, a new invoice must be issued.\\  \\  Finance > General Ledger Inquiry (invoicing)| +
-|9.|[[accountsreceivable:maintenance:invoicepayments:payments|Accounts Receivable > Maintenance > Invoice Payments > Payments]]\\  \\  This will record the customer’s payment. The user can continue posting to the same cash receipt number throughout the day. This process will:\\  \\  <div indent>BBB Create a cash receipt coded against the 12XX account (credits receivable)\\  BBB Debits cash\\  BBB If an overpayment was made, the overpayment will hit the payable account that was set up in Finance > Tables > District Finance Options > Clearing Fund Maintenance</div>\\  \\  Finance > Inquiry > General Ledger Inquiry (payments)|+
  
 +The following reports are available in Accounts Receivable Reports: 
  
 +  * BAR1000 - Customer Listing
 +  * BAR3000 - Customer Statement
 +  * BAR3500 - Invoice Detail Listing
 +  * BAR4000 - Invoice Listing By Revenue Code
 +  * BAR4500 - Outstanding Invoices By Customer
 +  * BAR6000 - Detail Aging Report
 +  * BAR5000 - Summary Aging Report
 +  * BAR6500 - Detail Aging Report By Organization
 +  * BAR7000 - Invoice Offset Accounts Report
 +  * BAR7500 - Reprint Invoices Report
 +  * BAR9000 - Template Listing
 +  * BAR9500 - Payment Listing Report
academy/business_accountsreceivableoverview.1652385003.txt.gz · Last modified: 2022/05/12 14:50 (external edit)

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