Sundries Accounts Receivable for CPFM

Owned by Sara Yilmaz
Apr 14, 2022

The purpose of this process is to facilitate billing to customers external to the University of Oregon for work performed by CPFM and to reconcile the associated receivable balances/payment collections in Banner and AiM.

Amounts due to the University of Oregon for work performed for customers external to the University must be recorded as accounts receivable within the University’s financials, according to Generally Accepted Accounting Principles.  Payments received relevant to said work must offset the receivable balance and should be reconciled monthly to ensure timely collection and/or write-off of bad/noncollectable debt.

FASS Agent Step-by-step guide

  1. Work Control creates a work order in AiM for work to be billed to a customer external to the University of Oregon. Work Control includes customer billing information within the Extra Description link in the work order.
  2. The work order is set up to charge index RFSAR and account code A3155.
    1. As the work is performed and/or related materials are purchased, the related costs for time and materials are recorded against the work order in AiM, and resultant receivable amounts are recorded in Banner through the AiM to Banner billing extract process.
  3. Once the work is complete, update the work order status in AiM to “Complete.” (Add note re: who/what drives this status change in AiM?)
  4. Work Control generates and sends an invoice (created through link in AiM) to the external customer to be billed for the work performed.
    1. Work Control adds a note using note type “Invoiced” on the work order when they have generated and sent the invoice to the external customer.
  5. The AiM-generated invoice will include a note to remit payment to FASS A/R and will include the address for FASS A/R. (Initial contact for billing/work order questions will still be Work Control.)
  6. Payment is sent from the external customer to FASS Accounts Receivable.
  7. FASS A/R processes the payment for deposit.
    1. FASS A/R processes the payment in Banner (via TWADEPO transaction) against index RFSAR, account code A3155 and sends the payment with associated Banner deposit forms to the Cashiers Office (BAO). This clears the receivable balance for the related work on the financials.
    2. FASS A/R adds a new note on the related work order with note type “Paid.” This note should include the related Banner deposit number and date the payment was deposited.
  8. FASS A/R reconciles RFSAR, A3155 to the AiM Sundries A/R Aging and Reconciliation report (to be created) each month and provides an updated version of the monthly reconciliation to Work Control to aid with collection efforts, if needed.
    1. The AiM Sundries A/R Aging and Reconciliation Report produces reporting outputs based on combinations of the following factors:
      1. The funding source of the work order (work orders charging to RFSAR)
      2. The status of the work order
      3. Specific note types used on any notes attached to the work order (Invoiced, Paid)
      4. Time elapsed between completion of work order and associated payment
  9. Note: Consider including a blurb here about bad debt write-off policy/procedure.)
  10. Overall Review: New Sundries A/R Aging Report from AiM