AUTOMATING YOUR DAILY A/R PROCESSES AND REFUNDS Dennis Wilson & Admir Djulovic Eastern Washington...

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AUTOMATING YOUR DAILY A/R PROCESSES

AND REFUNDS

Dennis Wilson & Admir Djulovic

Eastern Washington University

July 30, 2015Business and Finance

Coeur d’Alene, Idaho

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SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as possible

Please avoid side conversation during the session

Thank you for your cooperation!


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INTRODUCTION

How Eastern Washington University improved our daily accounts receivable processes from an average of 4 hours per day to 1 hour per day.


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SESSION AGENDA

1. What feeding to Finance means to EWU

2. Our Configuration of Banner A/R

3. Other Systems we use

4. The Process!!!


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WHAT FEEDING TO FINANCE MEANS TO EWU


Banner AR

Starrez – Housing

(API)

Library Feed (API)

CRC – Perkins Feed

Parking Feed (API)

Banner Student, Financial aid,

etc

Banner Finance

CashNet

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WHAT FEEDING TO FINANCE MEANS TO EWU

Banner Modules that feed to A/R – Student, Financial Aid

Custom interfaces/API’s developed to feed to Banner AR Library Feed - ALMA

Parking Feed – T2

Housing Feed – Starrez

CRC - Campus Loan Manager feeds to finance Manages EWU Perkins Loans

Integrates with Banner Financial Aid


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OUR CONFIGURATION OF BANNER A/R


Created a Hierarchy of detail categories

Wanted to ensure that certain charges would always have priority over others

Eliminates the need to run mass Un-application of payment (TGRUNAP)

Charges Payments

Category DescriptionPriority Code

BIL Billing 199FT4 Title IV Repayments 199PHO AR Adjustment 199RFD Refund 199TOT Other Tuition 199TUI Tuition 199ADM Administrative 198FEE Registration Fees 198HOU Housing Charge 198MEA Meal Plan 198INS Installment Charges 195PRK Parking 193LIB Library 192APF Admission Application 190CNT Contract Charges 190DPT Departmental 190FIN Fines 190MIS Miscellaneous 190RET Returned Check 190TRN Transcript 190

Payments

Category DescriptionPriority Code

FA Financial Aid 190CNT Contract Payment 190EXM Exemptions 190DEP Deposit 190FT4 Direct/Staford Loans 190HOU Housing Payment 190FT4 PLUS Loans 100CSH Cash, Check, CC 000FT4 Perkins 000

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The only Detail codes marked refundable is our financial aid related detail codes

EWU refunds financial aid on a daily basis

EWU only auto-refunds financial aid

Non-financial aid refunds are only issued by request per university policy


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Refund checks and ACH are printed in our office

A separate Banner bank account created for SFS

Our daily A/P process is coordinated with our A/P department


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OTHER SYSTEMS WE USE


UC4

E-visions

CRC

CashNet

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THE PROCESS – OVERNIGHT (UC4)


TSRCBIL (Applycred mode)

– prior term

TSRCBIL (Applycred mode)

– current term

TGRAPPL

TSRRFND (RFND mode)

– update

TGRCLOS

TVPREQA

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TGRCSHR – Refund detail

codes only

TGRCSHR – Return check

detail codes only

TGRCSHR – Cash detail codes only

TGRCSHR – All detail

codes

TGRFEED

TGRRCON

TGRAPPLTSRRFND – Flag mode

TGRAPPL

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THE PROCESS – EVERY MORNINGR

EFUND

PROCESS(PREP)

FURAPAYFARINVSFAIINVLFGIDOCR

CHECK

PROCESS

FTICHKSFAABATC (Checks)FABCHKSFZBCHKPFABCHKRINTELLICHECKFABCHKA

ACH

PROCESS

FAABATC(ACH)FABCHKSFAPDIRDFAPTREGFZRDIRDFABCHKRINTELLICHECKFABCHKA

REFUND

PROCESS(CLOSE)

E-MAIL TO A/P THAT SFS CHECK/ACH PROCESS IS COMPLETECHECKS SENT TO CAMPUS POST OFFICE


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THE PROCESS – EVERY MORNINGCR

C ACCOU

NTING

FEED

Export outbound transactions from CRCGenerate report from CRCRPBLMIA – import file

CASHN

ET TO

CRC

FEED

Save file from CashnetRun custom process to convert to .lbx fileImport file to CRCApply payments to accounts in CRC

APP

WORX

REVIE

W

Review reports from overnight processSave designated files to shared directory


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THANK YOU Dennis Wilson and Admir Djulovic

[email protected], [email protected]


mailto:[email protected]

mailto:[email protected]

AUTOMATING YOUR DAILY A/R PROCESSES AND REFUNDS Dennis Wilson & Admir Djulovic Eastern Washington...

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