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AR Receipt Writing Process

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Office of Information and Instructional Technology

December 2007

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AR Receipt Writing Office of Information Georgia Enhancements and Instructional Technology

Georgia Enhancements User Documentation AR Receipt Writing

Page iii December 2007

Table of Contents AR Receipt Writing Process .........................................................................................1 Introduction....................................................................................................................1 AR Receipt Writing Forms and Processes Reference................................................3 Receipt Writing Process Flow ......................................................................................4 Receipt Writing ..............................................................................................................6

I. Setting Up Codes and Rules..............................................................................6 II. Writing Departmental Receipts.........................................................................7 III. Loading COBRA and Retiree Data...................................................................8 IV. Processing Non-Student Receivables ..........................................................10

Appendix A: Document History................................................................................A-1



Page iv December 2007

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Page 1 December 2007

AR Receipt Writing Process Introduction

Purpose The Georgia Banner Enhanced Student and Financial Aid Writing Receipts for Non-Student Receivables allows staff to do the following:

• Load outstanding charges for non-student receivables into Banner

• Write the receipts for payments received • Feed the data into PeopleSoft.

The data is stored in one subsidiary ledger.

Target Audience Accounting and Business Officers

Purpose and Scope of Document

This document explains how to use the Georgia Enhanced AR Receipt Writing Process.

• Setting up Codes and Rules • Writing Departmental Receipts • Loading COBRA and Retiree Data • Processing Non-Student Receivables

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

References

For information about the baseline product, see SGHE Banner User Manual for Accounts Receivable.




Support

For additional OIIT resources and support, contact the OIIT Helpdesk: • Web support request self-service:

http://www.usg.edu/customer_services • E-mail: [email protected]

For emergency, business interruptions, or production down situations, call the OIIT Helpdesk immediately

• 706-583-2001 Toll free within Georgia: 1-888-875-3697




AR Receipt Writing Forms and Processes Reference

Overview Use the following forms:

Descriptive Title Name Detail Code Control Form ZSADETC

Crosswalk Validation Rules Form GTVSDAX

Miscellaneous Transactions Form ZSAMISC

Chartfield Validation and Inquiry Form ZSICHFD

Job Submission Form GJAPCTL

Account Detail Form TFADETL

Auto Hold Rules Form TGAHOLD

Use the following processes:

Descriptive Title Name

PeopleSoft HRMS Receivables Load Process

ZGRARLD

Invoicing/Statement Report TFRBILL

Aging Analysis Report TGRAGES

Auto Hold/Release Process TGPHOLD




Receipt Writing Process Flow

Description Writing Receipts for Non-Student Receivables provides the ability to load outstanding charges for non-student receivables into Banner, write the receipts for payments received, and feed the data into PeopleSoft. The data is stored in one subsidiary ledger. The Receipt Writing flow includes the following major steps:

• Setting Up Rules and Codes • Writing Departmental Receipts

• Loading COBRA and Retiree Data • Processing Non-Student Receivables

Timeframe Institutions must write receipts for all non-student related data in Banner Accounts Receivable as of December 1, 2005.

Warning

Non-student receivable data should only be receipted in the TF% forms within the Banner Accounts Receivable module.




Receipt Writing Process Flow Overview

Complete the following steps to set up, maintain, and write receipts in Banner for non-student receivables.

I. Set Up Codes and Rules

1. Define detail codes ZSADETC

2. Define crosswalk validation rules GTVSDAX

↓ II. Writing Departmental Receipts

Write departmental receipts ZSAMISC

↓ III. Loading COBRA and Retiree Data

1. Request a file from PeopleSoft HRMS BBARxxx and ARxxx

2. Load COBRA and Retiree data ZGRARLD

↓ IV. Processing non-student receivables

1. Send an invoice/bill TFRBILL

2. Write non-student receipts TFADETL

3. Aging Analysis

4. Setting and Releasing Holds




Receipt Writing I. Setting Up Codes and Rules

Introduction Detail codes are required for processing receipts in Banner Accounts Receivable. Detail codes are created in the Detail Code Control form (ZSADETC). Detail codes are defined as a charge or payment and have an associated category code.

Crosswalk Validation Rules (GTVSDAX) are required for loading HRMS COBRA and Retiree data into Banner Accounts Receivable. The rules defined will assign the detail code with the appropriate transaction when the load process is executed.

1. Define detail codes (ZSADETC)

Define detail codes for use during receipting of departmental deposits, COBRA, and Retiree charges.

Note: Additional information regarding the establishment of detail codes can be found in the Detail Code Maintenance section of this chapter.

2. Define crosswalk validation rules (GTVSDAX)

The HRMS Load process (ZGRARLD) requires values in GTVSDAX. The values established in this form will allow the process to assign the correct detail code to transactions in the TBRACCD table.




II. Writing Departmental Receipts

Introduction Institutional Departments often bring payments to the Business Office for receipt of funds. The departmental deposits are receipted into Banner to feed to the PeopleSoft Financials system.

Write departmental receipts (ZSAMISC)

Receipts for various institutional departments are written in the Miscellaneous Transactions form (ZSAMISC). The form requires a balanced debit and credit entry.

Detail codes marked as GL Enterable in the Detail Code Control form (ZSADETC) allow for the entry of account numbers in the Account field of ZSAMISC. Account number validation occurs at the time of manual entry of the chart field string. The user also has the capability to




search for valid chart field strings through the Chartfield Validation and Inquiry form (ZSICHFD). When performing a query on ZSICHFD, all items should appear in ascending order. Note: Additional information regarding account number validation can be found in the Detail Code Maintenance section of this chapter.

III. Loading COBRA and Retiree Data

Introduction The PeopleSoft HRMS Receivables Load process (ZGRARLD) loads the transactional data for Retiree and COBRA recipients into Banner Accounts Receivable.

1. Request a file The BBARxxx and ARxxx files are requested from PeopleSoft HRMS. The BBARxxx file contains COBRA transaction data. The ARxxx file contains the Retiree transactional data.

Caution

The BBARxxx and ARxxx files should reside in the $DATA_HOME/arsys directory for processing by the ZGRARLD process.

2. Load COBRA and retiree data (ZGRARLD)

Execute ZGRARLD to load the COBRA and retiree data.

The process is executed for each of the HRMS files received. The description associated with each transaction in the file will be associated with the detail code for COBRA or Retirees defined in GTVSDAX. A cashier session is generated based on the User ID entered as the parameter value. The total dollar amount displays at the end of the .lis and .log files generated when ZGRARLD is executed.

The list of parameters displayed in the Job Submission form (GJAPCTL) follows




Parameters for ZGRARLD

No Name Required? Description/Instructions Default Values

01 Run Mode Yes Audit Mode (A) will generate report output. Update Mode (U) will update the tbraccd table with transaction information.

A

02 COBRA or Retiree

Yes Enter a ‘C’ to process the COBRA file. Enter ‘R’ to process the Retiree file.

C

03 File Name Yes Enter the name of the file you are processing (BBARxxx.txt or ARxxx.txt).

04 User ID Yes Enter the user ID to be used to generate the cashier session.

05 Address Selection Date

Yes Enter the date to be used when selecting the address. SYSDATE

06 Address Hierarchy

Yes Enter the address type hierarchy (1MA, 2PR).

Warning

This process will only load records when no errors are encountered. Errors are written to the report output and should be corrected for the data to load into Banner.

Sample Files Samples of the zgrarld.log and zgrarld.lis files follow.

Sample zgrarld.log

Sample zgrarld.lis

Report Output Errors

You might see the following error(s): • ***ERROR: SSN/Name does not exist • ***ERROR: ATYP code does not exist • ***ERROR-Sequence Number exists in TBRACCD. Aborting

Program.




IV. Processing Non-Student Receivables

Introduction Banner baseline provides functionality for processing non-student receivables. Users have the ability to create and send invoices to the non-student receivables through the Invoicing/Statement report (TFRBILL).

There are several forms available for writing receipts for non-student receivables. The primary form, Account Detail Form (TFADETL), is discussed in this document. The Aging Analysis Report (TGRAGES) reports on all the past due accounts in Banner. The aging process is started by executing TFRBILL in STATEMENT mode.

Non-student receivables may have holds associated with the account. Holds are placed on a record by executing the Auto Hold/Release Process (TGPHOLD).

1. Send an invoice/bill

TFRBILL allows the user to generate invoices based on the invoice number for the current charges (INVOICING mode), to produce a billing statement (STATEMENT mode), and to assess charges for recurring receivables (ASSESSCHG mode). STATEMENT mode starts the aging process by updating the billed and due dates. The previously billed transactions are reflected in the previous billed balance on the invoice. Detail will not be updated with a bill and due date until the effective date is reached. Future balances due will appear in detail based on the parameters used to execute the process until the effective date is reached and the process is run in STATEMENT mode.

Note: An invoice/statement cannot be generated using TFRBILL when the person has a term code other than ‘ARTERM’. Individuals with a term code other than ‘ARTERM’ have student related data. An invoice/statement must be generated using the Student Billing Process (TSRCBIL).

2. Write a non-student receipt

The Account Detail Form (TFADETL) is used to write receipts for non-student receivables. The ID number of the non-student is required for processing. The following fields are required for processing. • Detail Code (Detc) • Address Type (Adr Type)

• Address Sequence Number (AdrSeq) • Amount (Amt)

The term code of ‘ARTERM’ will be automatically assigned to non-student receivable transactions when posted through the TFADETL




form. Detail information related to the non-student receivable is displayed in this form. The Account Balance and Amount Due will change when transactions are entered on this form.

3. Aging Analysis The aging process begins when TFRBILL is executed in STATEMENT mode. TGRAGES provides the ability to analyze past due accounts. The report lists unpaid account balances within each age-date range in addition to future balances.

4. Setting and Releasing Holds

A hold is established on TGPHOLD. Holds are automatically set or released for a student, non-student, or entity based on the rules established in the Auto Hold Rules Form (TGAHOLD).

Information regarding baseline functionality is taken from the SunGard HE Accounts Receivable User Guide, version 7.0. Additional information may be obtained from this documentation.



Page A-1 December 2007

Appendix A: Document History This section details the history of the document and updates made for each modification.

Release and Date Form/Process Page Update Description

Georgia Enhancements 7.6, December 15, 2006

NA All Accounts Receivable document is divided into chapters and a new format.

Georgia Enhancements 7.6.5, March 30, 2007

ZGRARLD All Addition of information about ZGRARLD files generated. Reformatting and clarification throughout the document

Georgia Enhancements , December 31, 2007

ZSICHFD 8 A-1

Short description of the enhancement added in the section addressing queries on ZSICHFD.

Addition of Appendix A

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