Welcome

1. Welcome Accounts Receivable: Refresher Training Key Points

2. Agenda What’s Changed? Key Points to Emphasize Frequently Asked Questions Key UPK Topics Exercises SFS AR Path and Learning Resources

3. What’s Changed – AR215 Key Updates

4. What’s Changed – AR220 Key Updates (1 of 3)

5. What’s Changed – AR220 Key Updates (2 of 3)

6. What’s Changed – AR220 Key Updates (3 of 3)

7. Key Points to Emphasize – AR215 Transactions are entered in AR as items. An item may be a receivables item, a payment, debit memo or credit memo. The Accounts Receivable module is used to record receivables (money owed to the State by a customer), and to record payments. AR215 focuses entirely on recording receivables. Receivables may be created by three methods: manually online, imported via bulkload, and interfaced from the SFS Billing module. Receivables items are associated with a customer. The customer must be defined in SFS. Items must be posted after entry. The Receivable Update program posts the items, updates customer balances, and sends the appropriate accounting information to General Ledger. The ARUPDATE process will be scheduled to run nightly for each agency. The process may also be run on demand.

8. Key Points to Emphasize – AR220 The Accounts Receivable module is used to record receivables (money owed to the State by a customer), and to record payments. AR220 focuses on recording deposits and payments. A deposit is created to record one or more payments. Three types of deposits may be created in SFS: a regular deposit, an express deposit, and a direct journal payment. Payment application – associating a payment with receivables items – can be done using a payment worksheet or via Payment Predictor. Direct journal payments are not applied to open receivable items. Also, the use of a sole custody bank account on direct journal payments will necessitate the use of special Fund chartfield values. After a regular or express payment is applied to items, the deposit must be set to post. The ARUPDATE program validates and posts each payment. Direct journal payments are not processed through the ARUPDATE program; instead these transactions are marked as complete by an approver and the journal information is interfaced to GL.

9. Frequently Asked Questions The FAQ’s from Train-the-Trainer sessions are located under ‘Resources for Trainers’: http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

10. Key UPK Topics – AR215 Entering pending items and pending item groups Setting pending items and pending item groups to post Creating and Finalizing a maintenance worksheet Running AR Update (AR310) Working with items from an external source Viewing posting results Using the Item List Inquiring on account overview Generating, Processing and Distributing Dunning Letters (AR310)

11. Key UPK Topics – AR220 • Entering deposits • Entering a regular deposit • Entering an express deposit • Entering a direct journal payment • Using payment worksheet selection, application and actions • Creating and Finalizing a maintenance worksheet • Running Payment Predictor (AR315) • Running AR Update (AR315)

12. Exercises The following exercises should be performed during Refresher Training: Running Aging Reports Entering a deposit from a check received Using Payment Worksheet to associate a deposit with an open item Applying a miscellaneous receipt to a revenue contract

13. SFS AR Learning Path and Resources SFS AR and Billing Refresher Training Structure

14. SFS AR Learning Path and Resources Location of Training Materials and Class Preparation Aids

15. Conclusion Thank you for your participation!