Application Overview

AIMS – Asset Inventory Management System

Property Inventory - tracking and reporting (including depreciation) of all University owned capital equipment. This requires annual physical inventories of equipment and many other tasks that must be accomplished in a large diverse and distributed environment. This office currently uses the PC based Inventory Management System (developed in-house) for scanning of capital and departmental assets by each department.

Departments - Departments play a critical role is tracking of capital equipment, but often also wish to track their non-capital equipment.

Surplus - The State mandates strict procedures for disposing of equipment that is no longer needed.

AIMS - Features

AIMS provides the following:– Tracking and reporting (including depreciation) of all University owned

capital equipment.– Annual physical inventories of all University owned capital and

departmental equipment.– Capability to create and maintain records for non-capital (departmental)

assets.– Maintaining user information for capital and department assets.– Allows for the transfer an asset from one BU to another.– TARGET (electronic) approval by both the BU currently assigned the

asset and the BU receiving the asset • Department head or director level required for BU transfers• Contact person only for location or responsible employee changes

– Changing the physical location of an asset– Re-verifying the location of an asset during the physical inventory

process, if the asset wasn’t scanned or if the asset has an off-site address.

– Change the responsible employee of an asset An email is sent to the new responsible employee to notify him/her of

his/her new asset responsibility.

Surplus

Surplus is the state sanctioned means of disposing of items (capital and non-capital) that are no longer needed.– Process for identifying items to surplus – Approval by management of items to be disposed– Items picked up and moved to the Surplus Warehouse– Items auctioned to the public

AIMS13,310 Capital Assets

2,345 Low Value Capital

11,260 Departmental Assets

4,800 Assets surplused in FY2015

UPS

PO and internal PO information

Internal Inventory

Mgmt System (scanner)

AIMS - Integration

• Scanner – need more information

AIMS - Business Processes• New assets created from purchase orders (including

internal Bookstore PO) • New assets created from other acquisition methods• New assets created via warranty replacements• Modifying asset cost• Accounting for trade-in• Depreciation Calculations• Asset Tracking – Budgetary unit, responsible employee,

and/or location• Physical Inventory of assets – currently using scanners

with an internally developed software• Disposal of assets (outside of surplus)• Departmental asset creation by departmental users

Business Process - Surplus

• Departmental users may surplus items no longer needed• Create surplus asset• Add surplus assets to a batch for pick up by surplus

warehouse staff• Process to move location of asset to surplus warehouse

once received by surplus• Disposal of assets after surplus auction

AIMS - Approval

• Approval by both the BU currently assigned the asset and the BU receiving the asset. BU department head or director level.

• Approval by the BU contact person for location and/or responsible employee changes.

• Special routing where Property Accounting approves all BU, location, responsible employee changes, primary asset identifier changes, and surplus activity.

• Approval by BU for adding new departmental assets• Approval by BU for primary asset identifier changes.• Approval by BU and surplus warehouse manager for

surplus batch transactions.

ARS – Accounts Receivable System

University Invoice - provides the facility for viewing and creating external invoices. The University invoice was designed to be a single page with information on the front and back of the page. Printing the invoices at Computing Services allows us to use perforated paper and logos. Credit card information is also printed on the back of the invoice for the customer’s convenience.

The system automatically calculates sales tax unless a tax exempt code is entered. The entire invoice may be exempt from sales tax by using the Tax Code field or individual items be exempt from sales tax by using the Item Tax Code. All calculated sales tax is posted to a sales tax cost center allowing for more accurate sales tax reporting.

ARS – Accounts Receivable System

The vendor number uses the vendor file from University Procurement System. If the vendor is not available or the address information needs to be updated, a proposed vendor feature is available. The vendor maintenance person must approve before invoice can be approved.

Invoice number prefix is used to distinguish between UA campus external invoices and RA research accounting invoices to sponsors. Research invoices use a different criteria for generating inquiry letters to the sponsor.

ARS – Accounts Receivable System

Receipt information – all receipts are generated via the student account’s cashiering function or credit card system. The receipts are loaded into ARS receipt file nightly during the general ledger processes. Auto application of receipt via a nightly job– provided the receipt amount equals the invoice amount (or remaining invoice balance).

Activity codes – allow the Treasurer’s Office to record invoice activity, such as statement generation or individual communication.

ARS – Accounts Receivable System Features related to Travel

Travel advance invoices – a travel advance payment generates an accounts receivable to the traveler (employee or student). The invoice number prefix is TA and the travel authorization number and either a 1 or 2 indicating the first or second travel advance payment.

When the travel claim is processed, the travel advance is associated with the claim and reduces the amount owed the traveler from the reimbursable amounts. When the travel claim is paid by the Travel Office, a receipt is created to pay-off the travel advance invoice. The receipt number generated is the accounts payable id (from UPS).

ARS – Accounts Receivable System Features related to Travel

Traveler T-card charges – when the charges are downloaded from the bank, an accounts receivable invoice is created to the traveler based upon the type of travel card. The invoice number prefix is TR and the receipt document number.

When the travel claim is processed for a traveler with a traveler T-Card, the person entering the claim must select any of the traveler T-card charges associated with the trip. The T-card charges reduce the amount owed the traveler from the reimbursable amounts. When the travel claim is paid by the Travel Office, a receipt is created to pay-off the traveler T-card receivables associated with the travel claim. The receipt number generated is the accounts payable id (from UPS).

ARS – Accounts Receivable System Features related to Travel

Insufficient Claim – if the traveler owes the University after the travel claim is paid, an invoice is generated to the traveler. The invoice prefix is IC and the accounts payable id.

ARS1,055 IC invoices

2,462 RA invoices

2,475 TA invoices

27,450 TR invoices

11,479 UA invoices

In FY2015

UPS – Vendor and Travel information

Student Accounts Receipt

Information

CashNet Credit Card Payments

ARS Portal for credit

card payments

Lockbox Payments

ARS Integration

• Lockbox Payments – data file is created by Cash Management that is uploaded by the Treasurer’s Office creating ARS receipts (with a payment method of L).

• Student Accounts Receipt – data file created during the Student Accounts integration. Any receipt containing the ARS external invoice clearing cost center is extracted and posted as ARS receipt (with a payment method of I).

• Cashnet Credit Card Payments – data file created during the Cashnet integration. Any receipt containing the ARS external invoice clearing cost center is extracted and posted as ARS receipt (with a payment method of C).

• ARS portal – file created nightly of all open ARS invoices.

ARS - Business Processes

• Creating external invoices – UA and RA (where any of the cost center distributions contain a sponsored cost center)

• Statement generation – different criteria based upon type of invoice

• Ability to manually apply a receipt to an invoice• Ability to log activity for an invoice, such as statement

generation or collection activity• Ability to change the date payment expected – travel

charges for airfare or a registration need to have the payment date moved out

• Ability to automatically apply receipt to invoice• *Ability to cancel invoice lines

ARS - Approval

• Approval by Financial Affairs of all UA invoices• Optional approval by BU manager for UA invoices• Approval by Responsible Accountant (as defined on the

cost center) for RA invoices – auto approved if initiated by the responsible accountant

GJIM – General Journal Interface Module

Expenditure Transfer (ET) allows the user to move expenditure amount (non-payroll) to another cost center or to redistribute among several cost centers. Only one transaction per ET document. The original expenditure transaction is selected and the expenditure (accounting detail record) is flagged with the document (preventing any other expense transfers or account code changes from being processed for this transaction).

Funds Transfer (FT) allows the user to move funds between cost centers for an institutional category. The Fringes are systematically calculated based upon the salary category. Funds may not be transferred between restricted and non-restricted cost centers.

GJIM – General Journal Interface Module

Funds Transfer (cont) - If the funds transfer is for a restricted company, then all the cost centers for that transfer must use the same company. 

Interdepartmental Invoice (II) allow the user to bill other departments for goods and services. Financial Affairs requires that the credit cost center use an E&G chargeback account code. This function may also be used to move revenue amounts or change revenue account codes

Account Change (AC) allows the user (primarily Financial Affairs) to change the account code for an expenditure amount (non-payroll) to another account code for the same cost center.

GJIM – General Journal Interface Module

Account Change (cont) - The original expenditure transaction is selected and the expenditure (accounting detail record) is flagged with the document number (preventing any other account code or expense transfer from being processed for this transaction).

Journal Entry (JE) allows Financial affairs and a few select power users to make unrestricted changes within the university’s financial records.

GJIM21,790 Expense Transfers

4,241 Funds Transfers

11,364 Interdepartmental Invoices

901 Account Code Changes

20,846 Journal Entries

FY2015

Accounting Detail record – AC and ET

Excel Spreadsheet

upload for journal entries

GJIM- Approval• Expense and Funds Transfers - Approval by Cost Center

Mangers. Transactions $25,000 or greater are considered material.

• Interdepartmental Invoices – Approval by Cost Center Managers and Controller’s Office. Transactions $25,000 or greater are considered material.

• Account Code Changes - Approval by Research Accounting (sponsored cost centers), Property Accounting, and/or Controller’s Office (all other cost centers)

• Journal Entries – Matrix of approval – Controller’s Office, Research Accounting, Property Accounting, Debt Service, and Cash Management. All transactions are considered material.