Depauw University Accounts Receivable System Documentation

Key Codes

Client Source	S	Current student Database (Registrar office)
	I	Incoming student Database (Admission office)
	E	Oracle HR database (HR office)
	O	Other database (Accounting office)
Client Type	S	Current student, Former Student
	I	Incoming student
	E	Employee, Retiree, Spouse
	O	Greek Org, University Org, Summer Conference, Miscellaneous
Account Type	S	Student, Greek, loan, delinquency
	I	incoming
	E	employee, delinquency
	O	other, delinquency
Batch Group	C	Cash Receipt
	A	Accounts Receivable
Batch Type	C	Lock Box, Misc, Normal, Credit Card, Studrnt Org, Enmergency Loan, Perkins Loan
	A	AR
Batch Status	Open	Can be inserted, modified or deleted
	Close	Can be deleted or reopened
	Post	View only
Bill Code	0	Non-financed Charge
	1	Financed Charge
	2	FA Credit
	3	Other Credit
	4	Cash Credit
Pay Code	TT	Tuition
	CA	Cash
	...	....

Programs

Batch Entry	Manually enter the AR transactions.
Data Import	Automatically import AR transactions from different sources.
GL EOD Report	Report of Daily GL Summary. This report is available only after daily posting).
Batch Daily Report	List all batches for the day. Can be run any time.
Daily Posing	Post daily transaction to AR and GL system. Can be run multiple times per day.
Create Other Client	Create client not belong to student, employee, retiree or spouse.
Synchronize Client	Synchronize AR client database with the source data. Can be run any time.
AR Display	Display client and their AR information. Can also be used to create, expire or unexpire AR Account(s) for the client.
AR Balance Report	List client's AR balance. Can also be used to set hold on students.
** Billing, refund and all the import source programs (tuition, insurance, rent...) are still on VAX.

Daily Job Sequence
. Run batch entry and data import.
. Run daily batch report to check your work.
. Close all batches.
. Run daily posting.
. Run ORACLE GL import.
. Run GL EOD report and daily batch report.

Batch Maintenance
.Click "Add a Batch" to create a new batch.
.When status is "Open", click "Detail" to start data entry, click "Close" to close this batch. or click "Delete" to delete this batch.
.When status is "Close", click "Detail" to view this batch, click "Open" to reopen this batch. or click "Delete" to delete this batch.
.When status is "Post", click "Detail" to view this batch.
.Click the title to sort the batch list (For example, click "status" will list all closed batches first and then opened batches).

Batch Entry
. You can enter up to 5 lines each time.
. To modify the saved records, click "pencil"
. Click "save" to save your work.
. Notice: After entering new lines, DO NOT click the "pencil". Save the new lines first.
. For cash receipt: enter "Client" and "Amount", If "GL Account" or "Bank Account" are not entered, system will use default account. If "Pay code" is not entered, default = "CA". "check amount" and "description" are optional.
. For Accounts receivable: enter "Client", "Amount", and "Bill Code". If "GL Account" is not entered, system will use default account. If "Pay code" is not entered, default = "MC". "description" is optional.
. Click "X" to delete the line.

Print Receipt
. In cash receipt data entry screen, after save the transaction, click "Receipt" to pop up the receipt page and send it to any printer.
. For batch already closed or posted. Run batch report and click the "amount" field to pop up the receipt page.

Search Client in Batch Entry Screen
. Click "flashlight"
. Input client's last name or first name or full name in format of "last, first" You can also input client ID start with "#", like #56067.
. Click "Find" to continue.
. When you see a list of clients, highlight the client you want and click "Select".

Data Import
. Enter all the information and click "continue".
. If need to import batch after day posted, set "Force to import" to "yes". After import, post the day again.
. Watch for the notes displayed on the screen, make sure there is no error.
. You can click the batch number to view the import report.

Daily Posing
. Before posting, make sure all batches are closed.
. Enter business date and click "continue".
. Watch for the notes displayed on the screen, make sure there is no error.
. After posting, logon ORACLE to import GL interface. Source = "Cash Receipts", Group = 1 (Cash Receipts), or 2 (Accounts Receivable).
. Repeat above steps to post more than one time per day.

Create Other Client
. Click "ADD NEW" to add a new client or click "SEARCH" to search an exist client.
. Input or modify the fields and click "SAVE" to save your work.

Create Incoming Client
. Incoming student AR record will be automatically created when import deposit or tuition.
. If you need to charge them manually and the AR record is not exists, run the "create incoming client" and input the ID.

AR Display
. Input client's last name or first name or full name in format of "last, first" You can also input client ID start with "#", like #56067.
. Pick a client group, or you can search all client group by select "ALL".
. Click "NEXT>" to continue.
. If you see a list of clients, highlight the client you want and click "NEXT>".
. To create AR account(s) for the client, click "Create AR Account" in the information screen.
. To expire an AR account, click "Expire AR Account" in the information screen.
. To unexpire an AR account, click "Unexpire AR Account" in the information screen.
(You can not charge or credit a client if he does not have an AR account or his AR account is expired).

Add or Release Holds
. For add a holds to student, in the AR display Holds section, click (ADD).
. To release a hold, click "Release" on that line.
. You can also use AR Balance report to select a group of students and click the total count at the last line to set holds to this group of student. (Notice: This function may not work if the group has more than 200 members.)

Reset Key Tuition
. For resetting student' Key Tuition, in the AR display account summary section, click "Key Tuition".
. Enter the new Key Tuition Amount and click the "set" button.

AR Balance Report
. 1. Select Client: You can use Control-Click to select multi group or click "All" for all groups.
. 2. Select Account: For current student, you can select basic, Greek, loan, student/Greek or delinquency. For other group, you can select basic or delinquency.
. 3. Input due amount between. If ignore, report will show all.
. 4. If enter "date as of ", report will pull information from detail lines which not include the interest charges. Otherwise report will pull information from header lines which is up todate information and will include the interest charges.
. 5. For current student, you can select any options in the second line. (You can select multi class by Control-Click)

Synchronize Client
. Sychronize client will automaticly run everynight.
. If you create an other client and need to use it immediately, run this program.
. If you can not find the client in "AR Display", run this program to make sure AR client database is synchronized with the source database.
. If, after synchronizing, still not find the client, check with the source office (Registrar, Admission or HR).