Banner Accounts Receivable Accounts Receivable Overview Training Workbook May 2006 Release 7.3 HIGHER EDUCATION What can we help you achieve? Confidential Business Information ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- This documentation is proprietary information of SunGard Higher Education and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard Higher Education. Prepared By: SunGard Higher Education 4 Country View Road Malvern, Pennsylvania 19355 United States of America © 2004-6 SunGard. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization’s own choosing. Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. Table of Contents Section A: Introduction..............................................................................................................5 Overview..................................................................................................................................5 Process Introduction.................................................................................................................6 Section B: Set Up.........................................................................................................................7 Overview..................................................................................................................................7 Build Student-Related Detail Codes.........................................................................................9 Build Standard Detail Codes..................................................................................................14 Build Term-Based Designators..............................................................................................20 Create a Non-Person...............................................................................................................25 Create a Person.......................................................................................................................28 Create a User Profile..............................................................................................................31 Enter Comments About Account Holders..............................................................................33 Define a Customer Profile......................................................................................................36 Quick Entry and Registration of a Student.............................................................................37 Review Assessment of Fees...................................................................................................42 Review the Schedule/Bill Rules Form...................................................................................49 Review the Third Party Billing Rules Form...........................................................................61 Process Third-Party Contracts................................................................................................67 Process Student Exemptions..................................................................................................72 Query Records in the Account Charge/Payment Detail table (TBRACCD)..........................76 Create an Automated Installment Plan...................................................................................78 Create Assignment Rules.......................................................................................................80 Create Payment Rules............................................................................................................81 Self Check..............................................................................................................................84 Self Check – Answer Key......................................................................................................86 Table of Contents Section C: Day-to-Day Operations..........................................................................................89 Overview................................................................................................................................89 Accept Charges and Post Payment on the Student Payment Form (TSASPAY)...................91 Post a Charge on an Account.................................................................................................94 Post Charges and Payments on the Account Detail Form (TFADETL)................................97 Review the Account Detail Review Form (TFIAREV).......................................................102 Post a Payment on the Account Detail Review Form – Student (TSAAREV)....................103 Review a Student Account...................................................................................................105 Query Account by Detail Code............................................................................................107 Process Installment Plans for a Student Account.................................................................109 Process Deposits and Post Deposits to a Student’s Account................................................111 Review the Account Review Form - Finance (TFAACCT).................................................114 Use Mass Entry for Student Charges and Payments............................................................115 Use Mass Entry for Charges and Payments.........................................................................117 Direct Application of Payment.............................................................................................119 View the Account Transactions for a Student......................................................................121 Review the Application of Payments...................................................................................122 Perform an Unapplication of Payments - Student................................................................125 Perform an Unapplication of Payments - Finance................................................................127 Perform Miscellaneous Routine Cash Receipts...................................................................129 Perform Miscellaneous Non-routine Cash Receipts............................................................131 Process Non-Sufficient Fund Checks...................................................................................133 Use the Receipt Form (TGARCPT).....................................................................................135 Use the Receipt Query Form (TGIRCPT)............................................................................137 Review and Close Cashier Sessions.....................................................................................139 Adjust a Closed Session – Regular.......................................................................................143 Adjust a Closed Session – Miscellaneous............................................................................146 Finalize a Cashier Session....................................................................................................147 Generate the Accounting Feed report...................................................................................149 Self Check............................................................................................................................150 Self Check – Answer Key....................................................................................................152 Section D: Reference...............................................................................................................156 Overview..............................................................................................................................156 Forms Job Aid......................................................................................................................157 Section A: Introduction Lesson: Overview Workbook goal The goal of this workbook is to provide an overview of the Accounts Receivable system. The workbook is divided into four sections: • Introduction • Set Up • Day-to-Day Operations • Reference Intended audience Student Accounts Receivable Office Administrators and Staff Section contents Process Introduction.................................................................................................................6 © SunGard 2004-2006 Accounts Receivable - Student Page 5 Section A: Introduction Lesson: Process Introduction Introduction The Business Office staff will create detail codes with accounting data, assess charges, process payments, handle third party contracts, exemptions, generate billings, process returned checks, handle collection activity of past due accounts and perform various audit and control functions using the Banner Accounts Receivable module. Flow diagram This diagram summarizes the overall Accounts Receivable process. © SunGard 2004-2006 Accounts Receivable - Student Page 6 Section B: Set Up Lesson: Overview Introduction The purpose of this section is to outline the set-up process and detail the procedures to set-up your Banner system to manage Accounts Receivable functionality at your institution. Intended audience Accounts Receivable Office Administrators Objectives At the end of this section, you will be able to • build standard charge and payment detail codes • process student charges and payments • describe the process of admission, registration, and fee assessment • query the individual person’s account • apply payments to specific charges • unapply charges and their related payments • create a company account • process a returned check transaction • adjust a cashier’s session • close and finalize a cashier’s sessions. Prerequisites To complete this section, you should have • completed the Education Practices computer-based training (CBT) tutorial “Banner 7 Fundamentals:,” or have equivalent experience navigating in the Banner system • administrative rights to create the rules and set the validation codes in Banner. © SunGard 2004-2006 Accounts Receivable - Student Page 7 Section B: Set Up Lesson: Overview (Continued) Section contents Overview..................................................................................................................................7 Build Student-Related Detail Codes.........................................................................................9 Build Standard Detail Codes..................................................................................................14 Build Term-Based Designators..............................................................................................20 Create a Non-Person...............................................................................................................25 Create a Person.......................................................................................................................28 Create a User Profile..............................................................................................................31 Enter Comments About Account Holders..............................................................................33 Define a Customer Profile......................................................................................................36 Quick Entry and Registration of a Student.............................................................................37 Review Assessment of Fees...................................................................................................42 Review the Schedule/Bill Rules Form...................................................................................49 Review the Third Party Billing Rules Form...........................................................................61 Process Third-Party Contracts................................................................................................67 Process Student Exemptions..................................................................................................72 Query Records in the Account Charge/Payment Detail table (TBRACCD)..........................76 Create an Automated Installment Plan...................................................................................78 Create Assignment Rules.......................................................................................................80 Create Payment Rules............................................................................................................81 Self Check..............................................................................................................................84 Self Check – Answer Key......................................................................................................86 © SunGard 2004-2006 Accounts Receivable - Student Page 8 Section B: Set Up Lesson: Build Student-Related Detail Codes Introduction Detail codes are the most important items linking the Accounts Receivable Module to the General Ledger. Each is defined as either a charge or a payment and contains the description that will appear on invoices and statements. Priorities are established to determine to which charge a payment may be applied, and in what order payments may be applied for each detail code used in the Application of Payments Process (TGRAPPL). Also, default amounts and effective dates may be specified. Behind each detail code is an accounting distribution(s) and a series of Finance Rule Classes that determine the postings made to the General Ledger. Individual Rule Classes handle original posting of Accounts Receivable transactions (payments and charges), details and netting of like types of codes (charges and negative charges; payments and negative payments) and unlike types of codes (payments liquidating charges). Detail codes create the accounting transactions that are fed to the General Ledger through the interface process. As such, they must be thoroughly tested prior to entering production. © SunGard 2004-2006 Accounts Receivable - Student Page 9 Section B: Set Up Lesson: Build Student-Related Detail Codes (Continued) Build Student-related detail codes Build Student-related detail codes to create a new detail code and to perform queries based on the selection fields. Procedure Follow these steps to complete the procedure. Step Action 1 Access the Detail Code Control Form – Student (TSADETC). 2 Move through the fields, reviewing the comments on the Auto Help line at the bottom of the form for each element. 3 Insert a new record. 4 A highlighted blank record block will appear. © SunGard 2004-2006 Accounts Receivable - Student Page 10