Welcome

1. Welcome AR 220 Creating and Maintaining Deposits

2. Ground Rules Silence cell phones, PDAs, refrain from checking email Ask Questions Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. Learning Objectives • After completing this course you should be able to: • Explain the payment lifecycle, payment statuses, and key points about deposits and sole custody checking accounts vs. the general check account. • Enter deposits. • Apply payments. • Review payments. • Explain the scope of SFS AR training. • Locate additional training materials, job aids, and other useful Information.

4. Training Methodology • Training Steps • Tell Me – Facts, Concepts, Terms, Definitions • Show Me – Relevant Demonstrations of Process Steps • Let Me – Hands-on practice in User Productivity Kit (UPK) • Help Me – Facilitator Support • Training Materials • Course Presentation • UPK Simulations • User Guide and Job Aids

5. Agenda • SFS AR / BI Terms and Concepts • Introduction to Deposits • Entering Deposits • Applying Payments • Reviewing Payments • SFS AR / BI Learning Path and Resources

6. SFS AR Terms and Concepts • In this lesson, you should learn: • Key SFS AR terms and concepts. • Key SFS AR process changes. • SFS AR ChartField overview.

7. SFS AR Terms and Concepts • Key Terms and Concepts

8. SFS AR Terms and Concepts • Key Terms and Concepts (cont.)

9. SFS AR Terms and Concepts • Key Terms and Concepts (cont.)

10. SFS AR Terms and Concepts • Process Changes

11. SFS AR Terms and Concepts • Process Changes (cont.)

12. SFS AR Terms and Concepts • Process Changes (cont.)

13. SFS AR Terms and Concepts • At the transactional level, the SFS Chart of Accounts is comprised of two elements: • General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data. • ChartFields – Codes used to categorize financial and budget transactions. • Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code). • Agency-specific ChartFields include Operating Unit and Product. • The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course. • More details about the SFS Chart of Accounts may be obtained at: • http://www.sfs.ny.gov/programElements/coaMaterials.htm

14. Introduction to Deposits • In this lesson, you should learn: • How deposits work in SFS.

15. Introduction to Deposits • Understanding the Payment Lifecycle • The life cycle of a payment begins with its receipt by an agency. • When you receive the payment for deposit or the deposit information, you enter it in SFS by providing some identifying information. This identifying information can be customer ID, MICR ID, or item ID.

16. Introduction to Deposits • Understanding the Payment Lifecycle (cont.) • After balancing deposits, you apply the payments that are associated with specific items. This involves linking open items with payments. This can be done manually using the express deposit feature of SFS or using a payment worksheet. Payment application may also be performed automatically, using Payment Predictor. • If you use a worksheet for a payment, you can make adjustments for each pre-payment, on-account payment, write off and deduction.

17. Introduction to Deposits • Understanding the Payment Lifecycle (cont.) • If a payment is not associated with an item, the payment can be handled as a miscellaneous cash receipt, and entered into SFS as a direct journal payment. In such a situation, you can skip the step of applying the payment and move to the next step in the life cycle, which is journaling the payment. • After the payments are posted in SFS, accounting entries are created and customer accounts are updated with their respective payments.

18. Introduction to Deposits • Understanding Payment Status • When a payment is processed it has a payment life cycle. At each stage of the payment lifecycle, the payment has a different status. • The status indicates the information that can be changed for the payment at a particular stage of the lifecycle. This status depends on the payment entry method that was used and the way in which the payment was last processed.

19. Introduction to Deposits • Payment Statuses (cont.)

20. Introduction to Deposits • Payment Statuses (cont.)

21. Introduction to Deposits • Payment Statuses (cont.)

22. Introduction to Deposits • Sole Custody Account Deposits • Access to sole custody bank accounts in SFS is determined by bank account security, i.e. agency users will only be able to see and record deposits to bank accounts that they have been assigned to during bank account security role mapping. • For sole custody account deposits, agencies record the deposit in SFS and deposit the money into the bank account. An agency AR approver approves the deposit in SFS. After agency approval, accounting entries will be posted to the GL.

23. Introduction to Deposits • General Checking Account Deposits • All agency AR preparers will have access to record deposits against the general checking account. • For general checking account deposits, agencies record the deposit in SFS and sends a paper document (i.e. AC 909 form) to Treasury to deposit the money in the bank account. Once the money is deposited, OSC BAO receives the AC 909 and deposit listing before approving the deposit in SFS that the agency user entered. After OSC approval, accounting entries will be posted to the GL.

24. Entering Deposits • In this lesson, you should learn: • How to enter deposits

25. Entering Deposits • Transactions • Entering a regular deposit • Entering an express deposit • Entering a direct journal payment

26. Learning Exercise • Entering a regular deposit • You have received payments from two different customers. Invoice and item information was not included in the remittance. • You must create a regular deposit, which contains two payments. 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

27. Learning Exercise • Entering a direct journal payment • You have received a check from a company that is not a regular customer with your agency. You need to record the miscellaneous receipt. • You must create a direct journal payment, and generate the accounting entries associated with the payment. 20 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

28. Applying Payments • In this lesson, you should learn: • How to apply payments.

29. Applying Payments • Key Points • In SFS, end-users can use worksheets to work with payments, items, and doubtful receivables. • Agencies should enter business unit, customer, or item criteria to build a worksheet of open items for payment application. • Payment worksheets let you pair open items to unapplied payments. Worksheets may be used for multiple transactions: • Applying payments • Performing adjustments • Creating new open items • SFS Payment Predictor may be utilized to automate the payment application process. The program attempts to match payments with open items; if a match is found the worksheet is auto-generated and set to post by the program.

30. Applying Payments • Transactions • Using worksheet selection, application and actions • Applying a partial payment • Applying an overpayment • Applying a payment on account/prepayment • Setting entries to post

31. Reviewing Payments • In this lesson, you should learn: • How to review payments.

32. Reviewing Payments • Transactions • Viewing payment groups • Viewing groups set to post • Viewing all deposits • Viewing incomplete payments • Viewing incomplete deposits • Viewing payment status • Viewing cash received by unit

33. Learning Exercise • Viewing incomplete deposits • Periodically you review incomplete deposits that have been entered for your agency, in case you need to follow up with your Agency Receivable Preparers. • You must search for incomplete deposits. 15 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

34. Learning Exercise • Viewing payment status • You entered a payment in a regular deposit and a direct journal payment recently. You want to review the payments to see the status of these payments. • You must use the Payment Status inquiry to locate the two payments and to review the payment status for each record. 15 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you.

35. SFS AR / BI Learning Path and Resources • In this lesson, you should learn: • The SFS AR / BI training structure. • Where to find training materials and resources.

36. SFS AR / BI Learning Path and Resources • SFS AR and Billing Training Structure

37. SFS AR / BI Learning Path and Resources • Training Materials Location and Class Preparation

38. Summary • Having completed this course, you should now be able to: • Explain the payment lifecycle, direct debits, and lockbox deposits. • Enter deposits. • Apply payments. • Review payments. • Explain the scope of SFS AR training. • Locate additional training materials, job aids, and other useful Information.

39. Conclusion • Thank you for your participation!

40. Slides for Agency Use (Arial, Font 36) • Agency specific Heading (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

41. Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) • In this lesson you should learn: (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

42. Slides for Agency Use (Type Topic here) • Agency Specific Key Terms and Concepts (Arial Font 24)