The Contract AR (Accounts Receivable)/Billing System
The Contract AR (Accounts Receivable)/Billing system is a component of theContracting System. The systems noted below are interfaced, functionality andreporting are integrated across the three systems. Contracting SystemContract AR/BillingCash ReceiptsClick Contract AR/BillingAll revenue contracts must first be entered in the Contracting System. Once contractshave been entered, contract accounts receivable/revenue entry is required for allrevenue contracts. The Contract AR/Billing system provides aging and reportinginformation to help you with contract revenue management.The Contract AR/Billing system is available from the main Contracting System website.The system can also be accessed from the WebRaider portal F&A Work Tools tab Procurement Services Contracting Contract AR/Billing.TTUHSC Finance Systems ManagementDecember 2021Page 1 8
Process OutlineEnter Accounts Receivable and Record RevenueTo search for a specific contract, click the Search for a Contract button.ClickSearch for a ContractYou will be able to search by the Department, Contract Number, Legacy ContractNumber, Company Name, Company R-Number, and Contract Status. After selectingyour search criteria, click Search and all contracts meeting the search criteria willpopulate.EnterSearch CriteriaClick SearchTTUHSC Finance Systems ManagementDecember 2021Page 2 8
You will have three options for each contract: Add to favorites list – allows you to add the contract to the favorites list within thesystem for easier access.View/Add Accounts Receivable (AR) – allows you to add Accounts Receivableto the contract and submit the contract.View Contract – allows you to view the contract only and download theinformation.You can also view the Statement of Purpose (SOP) by hovering over the iconon each contract. The SOP is a brief description of the purpose or intent of the contract.To record an accounts receivable for a contract, select the View/Add AccountsReceivable (AR) icon next to the contract.Select View/Add AccountsReceivable (AR)Hover over Statement ofPurpose (SOP)To create a new accounts receivable item, click Add AR to this Contract.Click Add AR to thisContractTTUHSC Finance Systems ManagementDecember 2021Page 3 8
You will then need to complete the required fields to create a new AR. Enter theAccounts Receivable Description, which is limited to 35 characters. Enter theaccounts receivable amount in the Total this Bill field. Also enter the Billing Date,which is the transaction date in Banner.In the Revenue Distribution area, add the FOP (Fund, Organization, and Program)information. The Account code is not needed since it will default based on the type ofcontract that was entered in the Contracting System. More than one FOP can beentered. The sum of all FOP amounts entered should equal the amount that youentered in the Total this Bill field. After entering all fields, click Add.Enter Create NewAR dataClick AddEnter FOP and AmountVerify the information entered is correct. Then perform these necessary actions, ifneeded: Click the paper and pencil icon to make any necessary changes. Click the trash can icon to remove the accounts receivable.When you have determined the information is correct, click Save & Upload this AR.TTUHSC Finance Systems ManagementDecember 2021Page 4 8
Click Save &Upload this ARAfter the new AR has been submitted, the transaction will upload to Banner. You willsee the revenue reflected in your Cognos reports the next day. The Contract AR/Billingsystem entries will post with an NA document prefix and will reference the contractnumber in the document reference field.You will be directed to the New Contract Accounts Receivable page where you havethree options:1. View the newly created AR and/or add a cash receipt to it – allows you to viewthe Accounts Receivable Detail2. Return to the AR’s Contract – allows you to go to the Contract summary3. Return to the Select Contract page – allows you to go to the Select Contract ARpageClick an OptionTTUHSC Finance Systems ManagementDecember 2021Page 5 8
Contract Accounts Receivable DetailThe Contract Accounts Receivable Detail page will show you a summary of the AR Data(the Amount recorded), the Current Revenue Distribution by FOP (the Balance of theAccounts Receivable for this contract), the AR Transaction Detail, and the CashReceipts to Date. It is from this page that a Cash Receipt can be recorded for theselected AR or an invoice can be generated for the billing.If you need to record a deposit for this AR, click the Create Cash Receipt for this itembutton to access the Cash Receipts site. See the Help Document in the Cash Receiptswebsite for information about the Cash Receipts system. You can generate and print aphysical invoice by selecting Click here to download the invoice template.Click Create CashReceipt for this itemSelect Click here to downloadthe invoice templateThe Contracts Accounts Receivable Detail can be accessed from1. Select Contract for AR page by selecting the View/Add Accounts Receivable(AR) to this contract ( ) icon, then selecting the View this Accounts Receivable(AR) ( ) icon from the Contract page2. New Contract Accounts Receivable page by selecting View the newly created ARand/or add a cash receipt to itIncreasing a Contract AR AmountTo increase a contract AR amount,you will need to enter a new AR for the adjustedamount only. When the cash receipt for this AR is prepared, the cash receipt will needto be applied to both AR #s.TTUHSC Finance Systems ManagementDecember 2021Page 6 8
Reversing or Reducing a Contract AR AmountTo reverse or reduce a contract AR amount, send an email to hscacc@ttuhsc.edu withthe contract number, AR#, amount of the reduction, reason for reversal or reduction.Using the Contract AR Search FeaturesTo view the Accounts Receivable for any contract, click Contract AR/Billing from thetop navigation menu bar. Use the Search for a Contract feature to search for thecontract. Click the View/Add Accounts Receivable (AR) icon beside the contract thatyou wish to view.Click View/Add AccountsReceivable (AR)All of the Accounts Receivable Items for this contract will display.You have a few options as to how you view the receivable items in the AR HistoryDetails: View this Accounts Receivable (AR) – allows you to see the details of thereceivable item.Clone this Accounts Receivable (Add an AR to this Contract) – gives you theoption to clone the AR item and add to that contract.TTUHSC Finance Systems ManagementDecember 2021Page 7 8
Click View thisAccounts Receivable(AR)Selecting the View this Accounts Receivable icon will direct you to the ContractAccounts Receivable Detail page. This page shows a summary of the AR Data, theRevenue Distribution by FOP, the AR Transaction Detail and the Cash Receipts to Date(since the Contract AR/Billing system interfaces with the Cash Receipts system, anyreceipts recorded for this contract will also be displayed in the Cash Received column).To see the details of a Cash Receipt, click the red ID number in the ID column.ClickID NumberFor questions regarding the Contract AR/Billing system, please contact AccountingServices at hscacc@ttuhsc.edu.TTUHSC Finance Systems ManagementDecember 2021Page 8 8
physical invoice by selecting Click here to download the invoice template. The Contracts Accounts Receivable Detail can be accessed from 1. Select Contract for AR page by selecting the View/Add Accounts Receivable (AR) to this contract ( ) icon, then selecting the View this Accounts Receivable (AR) ( ) icon from the Contract page 2.
May 02, 2018 · D. Program Evaluation ͟The organization has provided a description of the framework for how each program will be evaluated. The framework should include all the elements below: ͟The evaluation methods are cost-effective for the organization ͟Quantitative and qualitative data is being collected (at Basics tier, data collection must have begun)
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Accounts receivable 100 Sales 100 Accounts Receivable Allowance for Doubtful Accounts Beg. 500 25 Beg. End. 600 25 End. Sale 100 Slide 7-22 UCSB, Anderson Accounting for A/R and Bad Debts Collected of 333 on account ? Cash 333 Accounts receivable 333 Accounts Receivable Allowance for Doubtful Accounts Beg. 500 25 Beg. End.
Create a Receivable Document Learning Objectives In this lesson, you will: Examine the Receivable document components Review Receivable document data entry Create a Receivable document Examine the requirements to bill a vendor for a refund Create a Receivable from a template
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