Guide to using ARSUsing ARS to create and track

External Customer Invoices

Overview of ARS

This application is used to create and track external customer invoicesExternal customers are: businesses, corporations, other universities, or individuals that purchase goods and services from U of A departments.This system is also where Travel Advances and Travel Card Receivables are stored.The system can also be used to invoice an individual for money owed for inappropriate use of a Pcard, Tcard, etc.

Understanding Account Codes

Account numbers are how the receivable is going to show in DART (Departmental Accounting). It is very important that you use the correct account number when processing your invoice. Account codes are defined into different types. For ARS the following types are allowable depending on what you are invoicing for:

4 Revenue5 Expense

Looking up Account NumberMost of the time when a dept. is creating an ARS invoice it is going to be billing someone for work performed, etc. In this instance you will want to make sure you use a REVENUE account number.

Creating the Invoice

1. From the ARS Application, type INV in the Command field; tab to the Action and type an ‘A’ (Add) and press ‘enter’.

2. The cursor will be in the Customer ID field. (This is the vendor you are invoicing). Press PF1 to activate the vendor search facility. Once you have located your vendor, you will have a vendor number in the Customer ID field.

3. For the invoices you are sending to vendors, tax is not an issue, so in the Tax Code field, select the PR (Purchase Reimbursement code).

4. In the Attention field if there is a specific person who should receive this invoice, you can type the information in this field.

5. The Name field will default the name of the person whose ID is creating the invoice. This is a modifiable field and this is the name that prints on the invoice. If there is someone else who should be answering questions regarding an invoice, that is the name that should be typed here.

6. The Telephone field is where you will type the phone number for the person’s name you entered in the Name field.

Creating the Invoice (Cont)Press the PF12 (Rdist). This will display a screen which allows you to type all of the distributions you want to use to distribute your revenue. If only using one cost center you will not need to activate this window.

Creating the lines of the Invoice

At this point you have the option of putting all of your information on one line of the invoice or of creating multiple lines. Creating multiple lines displays all of the information neatly and also provides the Treasurer’s Office with detailed amounts for each line. To create multiple lines, once you create the first line, press the PF8 (NxtIt) key to create the second item. (The system will give you an error until you have created enough invoice item lines to match the invoice amount) Continue until you complete all lines. Limitation on lines: You will have the ability of creating 10 one line items OR 20 lines over less invoice lines. Once you have created all lines, your next step is to ensure that you have used the correct handling code.

The system defaults a Handling Code of M (Print 1 copy and mail centrally) You have the option of changing the code by pressing the PF4 (Oinfo) key.

Handling CodesBy pressing the PF4 (OInfo) then pressing the PF1(help) key while cursor is in the Handling Code field, the following options are available for selection:

Saving the Invoice

Once you have entered all of the appropriate information for the invoice you will press the PF10 (Save) key to submit the invoice for electronic approval. The invoice will route to Research Accounting, if an RA invoice and then to the Tax Compliance Desk for electronic approval. The Tax Compliance person is looking to insure that tax is applied (if applicable) and that correct Account Codes are being utilized.A College or Division does have the option of having a desk approval from their area, if they choose.The invoice number will be displayed in the banner preceded with a UA or an RA.

Locating Invoices using the LTRS functionThere are several list facilities available for locating invoices. If you are simply wanting to locate all of the invoices created by someone for a given time frame, the LTRS (List Transactions by a Requestor and Status) is a great list to use. Below is a snapshot of the list:

LIBS – List Invoices for a BU, Status, (ID type RA or UA) by Date

This list will show you the invoices of a type of RA or UA for a specific status, BU by date. Below is a snapshot of the list when you list all of the open invoices for BU of BKST beginning with the current date. Notice that you have the ability of emailing an invoice to your email by selecting the invoice then pressing the PF12(Email) key.

LIDC – List Invoice Debits and Credits

Once you know your invoice number, this list will display all activity associated with the invoice. The credit line represents the payment activity. By marking a line and pressing the PF4(Dcode) key you will see additional information regarding the line.

LIVS – List Invoices for a Vendor and Status

This list displays invoices for a vendor and status on or before the date you have in the banner. If you are looking for a vendor who is also used by other people on campus, this may not be the best list to use. Notice you also have the ability of emailing the invoice from here as well.

LTIN – List Transactions by Invoice Number

This list allows you to view transactions by invoice number. You must have a starting UA as a minimum to start the list. Below is an example of what you will see:

Copying an Invoice

If you have the same types of invoices you are processing monthly then an easy way to process these, is to use the copy function. This will alleviate data entry for those fields that will not change:1. Display the invoice you want to copy using the INV command with an

Action of a V. You have to view the invoice in order to copy it.2. Change the Action to a C and press ‘enter’.3. The invoice information on the screen will be copied. The fields will be

modifiable if there is anything you want to modify. Change information as appropriate.

4. Press PF10 to submit the invoice for approval by the tax accountant in Financial Affairs.

What if I need to Cancel an Invoice?

Once an invoice has been approved and is in an ‘open’ status, if you find that the invoice is incorrect, or was created when it should not have been you must contact the Treasurer’s Office to have the invoice canceled. In most cases they will require you to send them something in writing with an explanation of why you want the invoice canceled.