welcome to ar352: creating and maintaining deposits
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Welcome to AR352: Creating and Maintaining Deposits. First Things First. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! - PowerPoint PPT PresentationTRANSCRIPT
AR352: Creating and Maintaining Deposits
Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
A 15 minute break mid-morning is planned
Bathrooms / Snacks
First Things First
AR352: Creating and Maintaining Deposits
Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Participant Guide
AR352: Creating and Maintaining Deposits
Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Concept Slides
AR352: Creating and Maintaining Deposits
Used to present the flow of either business processes or
information within SMART
Business Process Flows
AR352: Creating and Maintaining Deposits
Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Activity Guide
AR352: Creating and Maintaining Deposits
Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Activity Types
AR352: Creating and Maintaining Deposits
An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
User Productivity Kits (UPKs)
AR352: Creating and Maintaining Deposits
A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Job Aids
AR352: Creating and Maintaining Deposits
Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Course Evaluations
AR352: Creating and Maintaining Deposits
Course Objectives
After completing this course, you will be able to:
Explain the end-to end process of deposits including key terms and user
roles
Explain different payment and deposit types including viewing,
processing, setting entries to post and updating
Explain payment worksheets
Explain Payment Predictor
AR352: Creating and Maintaining Deposits
Lesson Objectives
After completing this lesson, you will be able to:
Define key deposit terms
Understand the end-to-end process of deposits
Understand the roles involved in the deposit process
AR352: Creating and Maintaining Deposits
Key Terms
Key Term Description
Customer The entity that receives or consumes products (goods or services) and has the ability to choose between different products and suppliers. Used in SMART Billing and Accounts Receivable.
Speed Charts The pre-defined ChartField combinations that can be defined with a single accounting distribution or with multiple accounting distributions. Speed Charts are identified and invoked with a Speed Chart code during data entry to increase efficiency by reducing the number of keystrokes for frequently used accounting distributions.
Regular deposit The standard method for online payment entry
Electronic payment Payments from Credit Card, eCheck, and EFT payment files that are directly processed into Accounts Receivable
AR352: Creating and Maintaining Deposits
Key Terms
Key Term Description
Direct journal payments You may receive payments that do not correspond to open items, such as employee travel advance reimbursement and refunds. SMART refers to these payments as directly journalled payments and treats them as miscellaneous cash receipts. These receipts are not associated with a customer and they are not applied to any item.
Deposit Adjustment SMART enables you to view the deposit status for a single deposit either to find problems associated with a specific deposit or to locate errors in posting. You can also view the deposit status to balance and review the efficiency of payment processing. SMART enables you to view details about one specific deposit ID, including control totals and status, or scan all deposits, one at a time. SMART will also allow users to adjust posted receipts. For example, agencies can use deposit adjustments to move money from a clearing account into the correct accounting distribution.
Deposit batch A group of payments that need to be processed, or have been processed
AR352: Creating and Maintaining Deposits
Payments receivedNavigate to the
Regular Deposits page
Enter payment information on the Payments page
Accounting Entries correct?
Review Accounting Entries Yes
Delete/Modify Accounting Entries
No
Agency approved?Deposit taken to State
Treasurer’s Office (STO) for approval
STO approved?
STO daily releaseBudget Check
payments
Generate Journals
End
Yes
No
Search for deposits requiring Agency
approval
YesNo
Create Accounting Entries
End-to-End Deposits Process
AR352: Creating and Maintaining Deposits
Deposit Roles
Role DescriptionDeposit Processor Agency
This role is responsible for entering deposits and viewing customer, payment, and deposit information
AR Agency Administrator – Central and Agency
This role is responsible for approving agency deposits in addition to creating and updating customers and contact information
AR Maintainer – Agency
This role has the ability to apply payments, review customer accounts, and maintain receivables using maintenance worksheets
AR352: Creating and Maintaining Deposits
Lesson Objectives
After completing this lesson, you will be able to:
Explain the payment life cycle and payment statuses
Enter a deposit and explain the different deposit types
Enter direct journal payments
Understand Payment Predictor
View groups set to post
AR352: Creating and Maintaining Deposits
Deposit Key Concepts
There is one type of deposit used by the State of Kansas: Regular Deposits You can update deposit information at any time prior to applying the payments.
Otherwise, only customer or item reference information is available for
modification. Receiving Deposits – There are several ways to receive deposits:
EFT –The only type of automated or interfaced EFT payment is electronic
revenue for credit card and eCheck revenue. That interface is controlled and
maintained only by the State Treasurer’s Office. Mail – Any form of payment received in the mail Point of Sale In Person
The more information that you can provide on the Payment Worksheet page, the
easier it will be to work with the payment worksheet
AR352: Creating and Maintaining Deposits
Payment Life Cycle and Payment Status
Delete/modify accounting entries
AR Update
State Treasurer’s Office daily release
State Treasurer’s Office approved?
Yes
Budget Check Payments
End
Payments received Enter regular depositCreate accounting
entriesEnter payment
information
Are accounting entries correct?
Yes
No
No
Search for deposit requiring agency
approval
Review accounting
entries
Mark deposit as approved
Search for deposit requiring State
Treasurer Office approval
Generate Journals
AR352: Creating and Maintaining Deposits
Payment Status Unidentified – Indicates payment was entered without customer or reference information.
All payment information can be changed as appropriate at this point.
Identified – Payment has customer ID or payment references. All information for the
payment can be changed as required
Directly Journalled – Payment was entered in a regular deposit and was marked for
direct journalizing. No changes can be made to the payment in this state. Worksheet – Indicates payment has a saved worksheet that is not marked for posting to
the receivables system. You can change the identifying information for the payment or
assign it to the Payment Predictor if accounting entries have not been created. You cannot
change deposit information, payment amounts, IDs, or dates.
Applied – Indicates payment is applied and either the accounting entries have been created
online or the payment has been set to post. You cannot change any deposit or payment
information after you save the entry pages in this state.
Complete – Assigned after AR Update in SMART successfully posts the payment. You can
review the payment information but not change it. To change any information for a posted
deposit, you will need to create a deposit adjustment.
AR352: Creating and Maintaining Deposits
Direct Journalled Payments There are four steps to process a Direct Journal payment:
1. Select a payment for direct journaling on the Regular Deposit Entry
– Payments page
2. Create accounting entries for the payment on the Direct Journal
Entry – Accounting Entries page and mark the entries complete
3. Before Journal Generator is run, the agency would need to approve,
State Treasurer’s Office would need to approve, State Treasurer’s
office would need to perform a daily release, and budget check would
need to run
4. The Journal General process sends the entries to the General
Ledger
AR352: Creating and Maintaining Deposits
We will now complete Activity 1 and Activity 2 in your Activity Guide
AR352: Creating and Maintaining Deposits
Deposit Adjustments are used to move money from one funding string to another
and to correct previously posted Update must be run.
Entering and Posting Deposit Adjustments
AR352: Creating and Maintaining Deposits
We will now complete Activity 3 and Activity 4 in your Activity Guide
AR352: Creating and Maintaining Deposits
The Payment Predictor process automatically matches payments with open
items for a customer based on a predefined payment predictor method, which will
include Item ID, Customer, and Payment amount. In order to run the Payment
Predictor process, the payments must have some identifying information such as
Item ID, Customer ID, and Amount, and the deposit must be in balance. There are three elements to payment predictor – Item ID, Customer and
Amount. All three of these must match 100% or Payment Predictor will not
make the match. The Payment Predictor process looks at the customer reference information to
determine the customer ID. This will be set at the Business Unit level. Payment Predictor does not generate accounting entries. In order for Payment
Predictor to completely process a payment, Receivable Update must be run.
Payment Predictor
AR352: Creating and Maintaining Deposits
We will now complete Activity 5 and Activity 6 in your Activity Guide
AR352: Creating and Maintaining Deposits
Lesson Objectives
After completing this lesson, you will be able to:
Use worksheet actions including applications, selection, unidentified
payment, and partial payment
Apply payments to a worksheet
View, create, and set entries to post
Locate and view item activities and other item groups
AR352: Creating and Maintaining Deposits
End-to-End Process of AR Update The AR Update process is a batch process that is used to update customer
balances and create accounting entries. However, the State of Kansas requires
that accounting entries be created online before the AR Update process is run. It
takes groups from all of the worksheets that are set to post, where accounting
entries have not been created online, and creates the pending item records. The AR Update process job is the only method that SMART Accounts
Receivables uses to update posted information. The AR Update determines whether the accounting date for the payment
application activity is in an open period for the business unit and transaction type
in SMART Accounts Receivables. It also determines whether the accounting date
is in the same period for both SMART Accounts Receivables and SMART General
Ledger. If the accounting date is not within an open period for the receivable
business unit, AR Update issues a posting error.
AR352: Creating and Maintaining Deposits
Receivable Update End-to-End Process
Enter Receivable Information
Create Accounting
Entries
Delete Accounting
Entries / Group
Errors?Review
Accounting Entries
Set Pending Items to Post
AR UpdatePosting Errors?
Correct Pending Item
Errors
End
No
Yes
Yes
No
AR352: Creating and Maintaining Deposits
Using Worksheet Selection
You use the procedure of Worksheet Selection to match payments with
existing items to close open items. If you determine that you need to
make changes, you can clear the selection criteria and rebuild the
worksheet. You can create a worksheet for a payment only after a
deposit containing that payment has been entered into Accounts
Receivable.
Notice that the Worksheet Selection page is keyed by the deposit
business unit. Payment Worksheets are not used for the entire deposit;
they are for the individual payments that are contained in the deposit.
AR352: Creating and Maintaining Deposits
Using Worksheet Applications
The purpose of Worksheet Application is to apply payments to an item
on the payment worksheet and select posting options for the payment.
You can also create adjustments, and prepayments as needed to
balance the worksheet.
You use the Worksheet Application page to achieve a zero balance
with the items and payments that are contained on the worksheet. An
out-of-balance worksheet cannot be posted. Achieving a zero balance
may be as simple as selecting the item or items that equal the payment
amount, or it may require selecting an item and creating a new item for
the remaining amount, or writing off the remaining amount.
AR352: Creating and Maintaining Deposits
Using Worksheet Actions
Applying payments is a process of matching payments received from
customers with open items. You can apply payments using payment
worksheets and the payment predictor. You use the worksheet action
procedure to apply payments to an item on a payment worksheet and to
select posting action for this payment.
AR352: Creating and Maintaining Deposits
Building a Worksheet for an Unidentified Payment
During the Payment process, you match payments with existing items to
close open items. You can create a worksheet to facilitate this process.
If you need to make changes, you can clear the selection criteria and
rebuild the worksheet.
An example of an unidentified payment is a payment that was entered
through a regular deposit or a cash receipt. Or, a payment ID was
entered but no customer or payment reference information was provided.
After clearing the selection criteria and rebuilding a worksheet, you can
change all payment information fields.
AR352: Creating and Maintaining Deposits
Building and Applying Payments on Worksheets for Underpayments
After you create a worksheet, you can sort and categorize the items
listed on it and determine how to apply or write off items. You can also
create adjustments and prepayments to balance the worksheet.
The Payment Worksheet provides a method that enables you to
manually apply payments to items and make partial payments.
AR352: Creating and Maintaining Deposits
Applying Payments on a Worksheet
Before you apply payments, you must perform these tasks:
o Enter items into SMART
o Enter payments into SMART
AR352: Creating and Maintaining Deposits
Creating and Setting Entries to Post
You will review the created accounting entries before posting them into
the general ledger. To apply payments to an item on the Payment
Worksheet, you can select posting options for the payment.
After entering payments and applying them to open items, you need to
update customer balances and create accounting entries. Accounting
entries are generated according to the entry types and associated
system functions that are indicated on the worksheets.
AR352: Creating and Maintaining Deposits
Viewing Payment Activities
You use inquiry pages to view customer balances and summaries of
other payment activities at the business unit level. SMART enables you
to view a single-line summary of each payment-related activity.
AR352: Creating and Maintaining Deposits
We will now complete a UPK simulation:Viewing Payment Activities
AR352: Creating and Maintaining Deposits
Lesson Objectives
After completing this lesson, you will be able to:
Describe the Deposit Approval process
View deposits including general, incomplete, and error
View cash received by business unit
View payment including groups and incomplete
Review the Payment Predictor
AR352: Creating and Maintaining Deposits
Viewing All Deposits
SMART enables you to view the deposit status for a single deposit either
to find problems associated with a specific deposit or to locate errors in
posting. You can also view the deposit status to balance and review the
efficiency of payment processing. SMART enables you to view details
about one specific deposit ID, including control totals and status, or scan
all deposits, one at a time.
AR352: Creating and Maintaining Deposits
Viewing Cash Received by a Business Unit
You review the deposits for a single business unit for one or more days
or for a specified period. If you have security access to more than one
business unit, view the inquiry for one business unit at a time.
AR352: Creating and Maintaining Deposits
We will now complete a UPK simulation:Viewing Cash Received by a
Business Unit
AR352: Creating and Maintaining Deposits
Viewing Payment Groups
You view payments after they have been posted. SMART enables you
to view a payment group consisting of a single payment that has been
posted or for which you have created accounting entries.
Use the Payment Control page to review the control totals and group
status for the group.
AR352: Creating and Maintaining Deposits
Viewing Incomplete Payments
SMART enables you to view incomplete payments i.e. the payments that
have not yet been posted. This also includes the payments that failed to
post or the payments assigned to Payment Predictor. You can choose
to view either one payment or a range of payments or only those
payments that are assigned to a particular operator.
AR352: Creating and Maintaining Deposits
Reviewing Payment Predictor
When the Payment Predictor has finished processing, you can check to
see that the payment is posted. Ideally, payments are completely
applied by Payment Predictor. Realistically, Payment Predictor
processing results in a variety of payment statuses and levels of
application.
AR352: Creating and Maintaining Deposits
Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
AR352: Creating and Maintaining Deposits
Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingAR352