Non-Grant Billing and Receivables User Training Session 1...The PeopleSoft Billing and Receivables (AR) modules are used to create bills, generate invoices, create adjustments, manage

Non-Grant Billing and Receivables User Training

Session 1

UW System Administration ARBI Non-Grant Training

Page 2 of 27

R E V I S I O N H I S T O R Y

Version Date 1.0 Document Created Paulette King 07/11/2018

2.0 Edits and updates Paulette King 08/08/2018

3.0 Updates for Customer Load Paulette King 08/20/2018

4.0 Updated for Changes Paulette King 07/03/2019


Page 3 of 27

TABLE OF CONTENTS

REVISION HISTORY ............................................................................................................ 2

INTRODUCTION .................................................................................................................. 4

FUNDAMENTALS OF PEOPLESOFT ....................................................................................... 5

1.1 THE PEOPLESOFT FOUNDATION ........................................................................................................ 5 1.1.1 System Structure ..................................................................................................................... 5 1.1.2 Control Tables ......................................................................................................................... 5 1.1.3 Transaction Tables .................................................................................................................. 6 1.1.4 Effective Dating ....................................................................................................................... 6 1.1.5 TableSet and SetIDs ............................................................................................................... 6 1.1.6 Business Units ......................................................................................................................... 6 1.1.7 ChartField Inheritance ............................................................................................................. 7 1.1.8 Default Hierarchy ..................................................................................................................... 9

CUSTOMERS ................................................................................................................... 10

1.2 CREATE CUSTOMERS ...................................................................................................................... 10 1.2.1 Overview ................................................................................................................................ 10 1.2.2 Customer Guidelines ............................................................................................................. 11

1.3 ONLINE CUSTOMER AND CONTACT ENTRY ....................................................................................... 12 1.3.1 Create Customer ................................................................................................................... 12 1.3.2 Create Customer using Copy ................................................................................................ 16 1.3.3 Create Customer Contacts .................................................................................................... 18

1.4 CUSTOMER UPLOAD ........................................................................................................................ 19 1.4.1 Overview ................................................................................................................................ 19 1.4.2 External Customer Lookup .................................................................................................... 20 1.4.3 Prepare Upload Worksheet ................................................................................................... 24

1.4.3.1 Customer Information ...................................................................................................................... 24 1.4.3.2 Customer Defaults ........................................................................................................................... 25 1.4.3.3 Customer Contact Information ......................................................................................................... 26 1.4.3.4 Submit the Worksheet.................................................................................................................................. 27


Page 4 of 27

I N T R O D U C T I O N

The primary objective of this project is to fully utilize the PeopleSoft system to facilitate Non-Grant Billing and Receivables activities that are now being recorded on external systems and with manual worksheets. The PeopleSoft Billing and Receivables (AR) modules are used to create bills, generate invoices, create adjustments, manage customer balances and pass accounting information to the general ledger. Customers are maintained using the Customer pages. PeopleSoft Billing allows you to record unlimited bill lines with definable line types, support zero and credit balance invoices, and establish one or multiple accounting entries per bill line. PeopleSoft Billing will utilize core billing functionality for invoice entry, invoice generation and invoice adjustments for the Non-Grant billings at the University of Wisconsin Institutions. These types of bills will not utilize a custom interface into PeopleSoft Billing or online bill entry. The AR module will be used to monitor credit risk, deposit customer payments, apply those payments to outstanding invoices, and to process correspondence to customers. This training course will introduce you to key concepts of PeopleSoft and the set-up and procedures necessary to invoice customers, monitor what is owed to you and process cash received from your customers.


Page 5 of 27

F U N D A M E N T A L S O F P E O P L E S O F T

1 . 1 T h e P e o p l e S o f t F o u n d a t i o n 1.1.1 System Structure

PeopleSoft is an internet based integrated financials and human resource management system. Data entry performed in pages is stored in tables. Each table is made up of fields that contain a specific category of information. Tables are linked to one another by key fields. This organization structure is referred to as a relational database. A relational database is composed of tables that are linked to one another. Data integrity is easy to maintain in a relational database. You can enter information in one place, and that information is available throughout the database. Tables in the database are actively linked together through key or common fields. Each table can have more than one key field, allowing links to multiple tables or sets of information. A relational database allows multiple people to work with the same set of data. For instance, someone can update an employee’s address while another is giving that person a promotion. The University of Wisconsin PeopleSoft financial system is called Shared Financials System (SFS). The entire system uses a single database and in some cases shares certain common business structure elements, which is discussed below. Daily transactions are recorded by each Business Unit. Thus, it is possible to analyze data for a specific institution or for all institutions.

1.1.2 Control Tables

Control tables contain data related to accounting structure and processing rules. These “look-up” tables are used when selecting data to display in a field. Control tables are static tables that are not updated frequently. They are often referred to as master files. Using control tables helps to avoid duplication, allows for easy update of information, and maintains data integrity in your database. During data entry, enter or select a code and the system checks the respective table for accuracy. Control tables are keyed by Table Set Id (SetID), Effective Date, and Effective Status. Generally, control tables are not maintained by the end-user. It is important however, to understand the key role they play in using a relational database. Most fields that contain a drop-down list box access control tables to retrieve a list of valid values. Control Tables may be shared by Business Units which eliminates the need to maintain the same values redundantly. For example, Account, Fund Codes and Program ChartField values are setup using a SHARE SetID and are used by all institutions. The Department ChartField is maintained by each institutions and those values are configured under their SetID--UWMSN, UWMIL, etc. In order to separate the business rules for the non-grant activities and the Sponsored Programs at Madison, a specific SetID has been created--ARMSN. Control tables that will be utilized by non-grant departments are configured with the ARMSN SetID and available only to the Business Unit ARMSN. This configuration is also utilized by UWSYS (ARSYS). The end result


Page 6 of 27

is that the Sponsored and Non-sponsored activities may define their specific business rules and maintain separate master tables (Customers and Contacts) without interfering with each other.

1.1.3 Transaction Tables

In PeopleSoft you view and enter transaction data by accessing transaction tables. Transaction tables are those tables that directly relate to the pages used to enter data. Transaction tables are keyed by Business Unit and represent the daily business activities for an organization. In PeopleSoft, transaction tables are often split into header tables and line tables. For example, billing invoice data is actually stored in a Bill Header and Bill Line tables. These tables are linked by "key" fields which allow reporting and troubleshooting.

1.1.4 Effective Dating

Effective dating is a key feature of PeopleSoft. It allows you to look at, maintain, analyze, and report on past, current, and future information. PeopleSoft maintains a complete chronological history of all of your data and tables, whether information was changed two years ago or you want the changes to go into effect two months from now. You can “roll back” PeopleSoft to a particular point in time to perform analyses or “roll forward” and set up data and tables ahead of time for data modeling. PeopleSoft uses effective dates to regulate what valid values are available in drop-down list boxes. The valid values that display only list the data that is valid as of the effective date on the panel in which you are working.

1.1.5 TableSet and SetIDs TableSets are the building blocks of your PeopleSoft system and are identified by a SetID that links to tables. By defining common TableSets and sharing them, you can reduce the amount of redundant work required to implement and maintain your installation. Also, where required, you can create custom TableSets to handle unique business unit requirements TableSets group certain records with the system together. For example, when we consider Customers we think of them as a name, address, contact information, etc. In PeopleSoft, there are additional views (a special type of record) and tables that used across different pages in the system. The ability to use a specific SetID with these Record Groups allows you to control many of the tables needed to support your business processes—such as Customers, Distribution Codes, etc.

1.1.6 Business Uni ts


Page 7 of 27

Organizations are often divided into many operational areas. These areas can be referred to by many different names including agencies, bureaus, divisions, and institutions. PeopleSoft defines these operational areas as Business Units. PeopleSoft further defines a business unit as any entity that maintains its own set of books. PeopleSoft allows an organization to set up their system with either a single business unit or multiple business units. Any time a segment of the organization requires, or would benefit from using, an individual set of books, a business unit should be created. Each business unit maintains its own set of books, but can share other information including common allocation rules, calendars, summary ledger definitions, and chart of accounts. Individual or multiple business units could also maintain entirely unique information. Regardless of the number of business units implemented, your organization still uses a central database for consolidated reporting at any level in the organizational hierarchy. Reports and statements can also be generated for individual business units. For the Non-Grant users, the General Ledger business unit is Institution business unit (UWMSN, UWSYS, etc.). At the sub-system levels for Billing and Receivables, a new business unit has been created called ARXXX (ARMSN, ARSYS, etc.). When accounting entries are created by these modules, the transactions will have the ARXXX business unit in the sub-system records. Those module accounting entries are then Journal Generated to the General Ledger and will have the UWXXX business unit.

1.1.7 ChartField Inheri tance ChartField Inheritance is used in SFS to determine how the ChartFields are completed for system-generated entries that are normally created for the transaction. For example, when a bill is created for a customer, the user enters the distribution lines to record their revenue and the system generates the customer receivable. As a result, the open customer receivable follows the funding string for the revenue. Ultimately when that invoice is paid by the customer, the system generated cash entry will follow the funding string as well. The only ChartField which is not inherited in SFS transaction is the Class field.


Page 8 of 27


Page 9 of 27

1.1.8 Default Hierarchy Default hierarchies exist throughout PeopleSoft Billing and Receivables. Default hierarchies in PeopleSoft are set up to reduce the amount of required data entry for the user. Hierarchical defaults set up at higher levels can be left blank by the user or be overridden by entering data. These defaults thus provide consistent data is used when processing various transactions in PeopleSoft. Although some defaults may be completed at a system level, the highest level that a default is used by individual components of an organization is the business unit level. There may be lower level defaults at the customer level or the bill type level. When there are defaults set up at higher and lower levels, the lower levels defaults prevail as the default value. Further, any default value can be overridden during data entry by entering a valid value. Default values that apply to the majority should be entered at the business unit level. This creates less of a need to enter defaults at a lower level. Default values that are exceptions to the rule, but apply in most cases at a lower level, should be entered at the lower level. However, it is important to keep in mind that when defaults are set at a lower level, maintaining those defaults will be more labor intensive if business processes and / or requirements change. For example, AR business unit ARMSN has the default for Accounts Receivable account distribution is set to “AR-NGRANT” which uses the Account ChartField 6200. However, if in the future, transactions are processed which require a different Receivables Account, a new distribution code may be setup and defaulted at the Bill Type, Bill Source, or Customer. Setting the default AR Distribution at the Customer level would prevail over the default at the higher levels. Ultimately, any default may be changed at the time of Bill Entry. This diagram shows the billing defaults and overrides hierarchy:


Page 10 of 27

C U S T O M E R S At the end of this module you will be able to …

• Create a new Customer • Create a new Customer using Copy • Create a new Contact

Each of the following sections describes the control table and shows you how to set it up.

1 . 2 C r e a t e C u s t o m e r s 1.2.1 Overview

Customers in PeopleSoft have one or more roles assigned to them. Customer roles are generally used when your customers are large organizations with multiple entities and relationships. These customer roles identify different system processing options that are available for each customer. For example, if you have a customer you want to send bills to, the customer must be identified as a bill to customer. If you receive your payments from a particular customer, that customer would be identified as a remit from customer. Many of the roles do not apply to the Non-Grant department users. The primary roles used are: Bill To, Correspondence, Remit From, and Corporate. SFS has custom code which will automatically select these roles when a new customer is entered. The roles available to customers are: Bill To Customer Select if the customer receives invoices. When you select the Bill To check box, the system designates the customer as a correspondence and a remit from customer. Only bill to customers can be correspondence or remit from customers. To change the correspondence or remit from assignments for this customer, clear the corresponding check boxes. The system displays two additional fields into which you can enter the SetID and the Customer ID of the new correspondence or remit from customer. PeopleSoft Billing and Receivables use these roles. Ship To Customer Select if the customer receives order shipments. Sold To Customer Select if the customer places orders. This role is also used for Sponsored Customers Correspondence Customer Correspondence customers are, by default, associated with a bill to customer. The information that you establish for the correspondence customer defines processing options, send to information, and remit to address information for customer correspondence, such as statements, finance charge invoices, and Dunning letters. Note. If you select a customer as a correspondence customer and then decide to clear it, you must first delete the correspondence options that you set for the customer. Remit From Customer A remit from customer is the paying entity. All customers are their own remit from customers by default, unless you assign the customers to remit from groups in the General Information component. Note. Remit from customer groups are valid only for bill to customers.


Page 11 of 27

Corporate Customer Select to designate a new customer as a corporate customer, or clear to assign this customer to a different corporate customer. The system displays two additional fields for the new corporate customer SetID and Customer ID.

1.2.2 Customer Guidel ines

• Customers are setup by Central Accounting Services

• Customers are Auto-numbered when entered into the system

• The Name1 field value should be the name of the organization or company • The date a customer is added will determine when that customer is available to use. For example,

if you enter a customer with the effective date 07/05/2019, that customer would not be available to use prior to that date.

• Customer Contacts are entered on alternate pages. In order to take advantage of the delivered functionality which allows you to send invoices to your customers by email, you must establish Customer Contacts

• Customers may have multiple Locations, which are also referred to as Address Sequences. When establishing customers, consider who actually will pay the invoices you create. In some cases, you may have multiple customers because of restrictions on the number of addresses you can associate with that customer. In SFS you may setup one customer with multiple locations to assist in monitoring the overall activities for that specific customer.

• The Address fields should be entered consistently using US Postal Standards. You do not need to use address lines for "Attention To" identification. The Customer Contact will be used for this.

• The Customer Type field is used to classify your customers. The available Types are:


Page 12 of 27

• InterUnit and IntraUnit (I/U) Customers require additional configuration in the Customer Bill To

Options. The Customer is flagged as an I/U Customer and the General Ledger (GL) Business Unit is entered.

1 . 3 O n l i n e C u s t o m e r a n d C o n t a c t E n t r y 1.3.1 Create Customer

Step Action 1. Log into PeopleSoft SFS. 2.

Click on the Nav Bar icon on the top right side of the window 3. Scroll down and click the Customers link on the right hand Menu.

4. Click the Customer Information link. 5. Click the General Information link. 6. Add a new value by entering the Set ID “ARMSN” and accept the NEXT value for the

Customer ID

SFS uses autonumbering for assigning Customer IDs.

7. Click Add.


Page 13 of 27

Step Action 8. Enter or select the following:

Date Added: 01/01/2018 Since: 01/01/2018 Name 1: (Your Last Name) Lab Short Name: (Last Name) Currency Code USD Rate Type CRRNT Bill To Customer: On Correspondence Customer: On Corporate Customer: On Remit From Customer: On (These checkboxes should be automatically checked)


Page 14 of 27

Step Action 9. Scroll down to the page to complete the Team Code and Address Details

Enter or select the following: Location: 1 Descr: Main Bill To Address: On Primary: On Correspondence Address: On Eff Date: 01/01/2018 Status: Active Country: USA Address 1: 1298 Canyon Road Address 2: Ste 100 City: Santa Fe Postal: 87501 State: NM

10. Click (Optional)


Page 15 of 27

Step Action 11. Enter the following:

Prefix: None Phone: 608-555-1212 Ext: 888 Fax: 608-555-2121 This phone number does not need to be the phone number for a specific contact which will be covered later in this training.

12. Click 13.

Click on the tab 14. Enter or select the following:

Credit Analyst: ARBIDFLT Collector: ARBIDFLT

15. If the Customer is an Inter / Intra Unit Customer, scroll down the page to flag the Customer and enter the GL Business Unit as shown below

16. Click Note the Customer ID. 17. End of Process


Page 16 of 27

1.3.2 Create Customer using Copy

PeopleSoft delivers the ability to copy information from one customer to a new customer—thus reducing the amount of time spent setting up new customers that have common values. However, you should review all customer setup pages and must update the new customer’s address when using this function.



4. Click the Customer Information link. 5. Click the General Information link. 6. Add a new value by entering the Set ID “ARMSN” and accept the NEXT

value for the Customer ID 7. Click Add.

8. Enter or select the following:

Date Added: 01/01/2018 Since: 01/01/2018 Name 1: (Your Last Name) Radiology Short Name: (Last Name)

9. Click on the link.


Page 17 of 27


Customer ID: Enter or search for the Customer you added earlier Data to Copy: Check the boxes as noted below

11. Click 12. Review the Customer information on each tab and make any changes

needed. Note the Customer Address will need to be updated. 13. When all updates have been made, Click . 14. End of Process


Page 18 of 27

1.3.3 Create Customer Contacts

Contacts may be setup and linked to multiple customers. Contacts must be set up for customers that use the Billing Interface and to send invoices by email. The billing interface will look for contacts for these customers and will not process those that do not have a valid contact.



4. Click the Contact Information link. 5. Add a new value by entering the Set ID “ARMSN” and accept the NEXT value for the

Customer Contact 6. Click Add.

7. Enter the following:

Eff Date: 01/01/2018 Name: Your Name Title: Optional field Preferred Communication Select from the list

8. Click on the link.


Page 19 of 27


SetID: ARMSN Customer ID: Enter or search for the Customer you added earlier Location: 1 If your contact wishes to receive their invoices as an email attachment (only), then you may configure the contact invoices.

Click on the link. Document Code: INVC Preferred Communication: Email Invoice as Attachment

This may be overridden at Bill Entry

10. Click on the link. 11. Enter the following:

Phone Type: Main Phone Number: 505-555-1414

12. Click . 13. End of Process

1 . 4 C u s t o m e r U p l o a d 1.4.1 Overview

Non-Grant Customers will be shared across the Institution. Customer ID numbers will be auto-numbered with a prefix identifying that Institution. Central Accounting Services will be the responsible for Customer creation and maintenance A custom program has been developed to allow customers to be created from a spreadsheet. Departments prepare the spreadsheet and submit it to Central Accounting Services to review the spreadsheet and perform the upload. Incomplete customer records will be rejected and a log will


Page 20 of 27

reveal the errors. Departments will be responsible for checking to ensure a customer has not already been established in SFS. In the event a customer does exist, a department may need to request an update to the customer for an additional location or contact.

1.4.2 External Customer Lookup

When customers are added to PeopleSoft using the custom upload, a table in SFS is populated which has the External Customer ID, the SFS Customer ID, and the Customer Name. A Query has been created that will allow users to look for their customers.

The Query will prompt users for the Set ID, and the External Customer ID or the Customer Name. It is recommended that a search is done using the Name as more departments are using the AR and Billing modules to identify if a customer already exists.

Step Action 1. Log into PeopleSoft SFS. 2. Click on the ReceivablesWorkCenter 3. Click on the Reports/Query tab 4. Click the Lookup External Customer Query


Page 21 of 27

Step Action 5.

Enter the SetID for your Customers. This is required. If you enter only the SetID, the query will return all customers for that SetID


Page 22 of 27

Step Action 6. How to search using the External Customer number

Ext Customer ID - If you want to search based on your external system customer number you would enter it in the Ext Customer ID field and leave the Name field blank. Click the

to see the Query results.

Note that in this example, the Query shows you that this Customer has 2 Address Sequences and 2 Contact Sequences. The reason for the second contact is when a Contact is linked to a Customer, you cannot add a second line for the Customer even though they have more than one location. If you do not have the full external customer number you may also search using a wildcard. In PeopleSoft, the '%' symbol is used as a wildcard.


Page 23 of 27

Step Action 7. How search using the Customer Name

Name- If you want to search based on your external system customer name you would enter the entire name in the Name field and leave the ExtCustomer ID field blank.

You may also use the wildcard to search on the Name field.


Page 24 of 27

Step Action 8. Note: The Name field is case sensitive.

9. Remember that Customers are shared by all the Non-Grantdepartments within an institution. The Query results include the first line of the address to help determine if a new address may be needed.

10. End of Process

1.4.3 Prepare Upload Worksheet 1.4.3.1 Customer Information

Remember--no commas please!

Bill Type

Source Customer Acct Number

Company / Customer Name

Address Sequence Description ADDR1 ADDR2 ADDR3 ADDR4

3 15 40 1 30 55 55 55 55 AA1 Cellectar Cellectar Biosciences Inc 1 Main 3301 Agriculture Drive AA1 Mirus Mirus Bio 1 Main 545 Science Drive

City State Postal Country Business Phone

Fax Number

Customer Type (Class ID)

30 6 12 3 24 24 1 Madison WI 53716 USA 1 Madison WI 53711 USA 1

The first section of the worksheet is used to record the customer information and to identify the department who is loading the customer(s). Field / Column Description Bill Type This is the value assigned to the department. This value is not the same

as a Bill Source which is used for Billing Invoice Uploads.


Page 25 of 27

The Bill Type may be defaulted in your Customer Worksheet. It must match the Bill Type on the Customer Upload Run Control or the customers will not be loaded

Source Customer Account Number

This is the Customer Number, Account Number, Customer ID from the External System. This number is written to a table which will cross reference the external customer number to the SFS PeopleSoft Customer ID.

Company/Customer Name

Enter the Customer Name here. If customers are individuals, enter the First and Last Name of the individual. If customers are not individuals, enter the Company Name. This field should not be used for a contact name or customer department (Accounts Payable). This field is also referred to as the Name 1 field and is required. If the field is blank, the customer will be rejected

Address Sequence Enter the Address which is used the most for your customer. Note that you may have multiple locations, especially since customers will be shared across departments. When Bills are processed, the Address Sequence is used on that spreadsheet to determine the address for that specific invoice. Although on the page, this field is name Location, the underlying field is the ADDRESS_SEQ_NUM

Description This is the description for the Location. If this field is left blank, it will be defaulted to "Main"

Address 1 Enter the first line of the customer address. It is not recommended that an "Attention" line is used as an address line. If correspondence needs to be directed to an individual or department, use the Contact record

Address 2 Additional line Address 3 Additional line Address 4 Additional line City Enter appropriate data State Enter appropriate data or select a valid value Postal Enter the Zip Code for the address. This field is set to text and must not

be changed or the csv file will drop a leading zero from a Zip Code Country Enter the Country Code or select a valid value Business Phone Enter the Business Phone Number. This is not required Fax Number Enter the Fax Number. This is not required Customer Type Customer Type will default to the value "1" which is Non-Government.

Valid Values are:

1.4.3.2 Customer Defaults

The next section of the worksheet records customer defaults that are required fields on a customer record. These values do not play a role in customer management and are not specific to any department at a customer level because the customers are shared across the institution.


Page 26 of 27

Support Team Collector Credit

Analyst 6 8 8 ARBIDF ARBIDFLT ARBIDFLT ARBIDF ARBIDFLT ARBIDFLT

Field / Column Description Support Team A Support Team is a required field for all customers. Accept the

default value. Collector Credit Analyst and Collector are required fields for bill to

customers. Accept the default value. Credit Analyst Credit Analyst and Collector are required fields for bill to

customers. Accept the default value. 1.4.3.3 Customer Contact Information

Contact Name

Contact Phone Email

40 24 70 Chris Everett

608-441-8120

608-441-2852 [email protected]

Field / Column

Description

Contact Name

A Contact Name is a required field. In the example above, the second contact would be rejected without a Name. The program will allow a contact to be associated with more than one customer.

Contact Phone

This phone number appears on various pages which list the customer contact.

Email SFS uses this email to sent an invoice as an email attachment. If you have customers within your department that do not use email, invoices will be printed and mailed. If a customer is Internal or Other UW we ask that a Contact and Email is provided. Related party transactions will us email to deliver invoices to the customers. The Customer Upload has logic built into it which looks for the email address for a Contact. If an email address is present, then the Contact Communication Preferences are set to "Email Only" and the Documentation is set to receive invoices by email.


Page 27 of 27

Field / Column

Description

If the Contact email is not present, then the Contact Communication Preferences are set to Standard Mail.

1.4.3.4 Submit the Worksheet

Once the worksheet is completed, save the file and retain a copy for your records. The file is ready to be submitted for upload to your Central Accounting Services office.

Documents

Non-Grant Billing and Receivables User Training Session 1...The PeopleSoft Billing and Receivables (AR) modules are used to create bills, generate invoices, create adjustments, manage