CENTRAL ACCOUNTS RECEIVABLE INVOICING

HOW TO VERIFY IF AN ACCOUNT EXISTS IN CENTRAL ACCOUNTS RECEIVABLE

In the System for Integrated Management, Budget, and Accounting (SIMBA) financial system:

• Go to "Display Business Partner" Fiori tile (located within the Invoice Approval subsection)

• Change the required "By" field to "Name" using the drop-down list
• In the "Name1" field, enter the name or keyword between asterisks (i.e., *smith*)
• Click Start (located just below the names field)
• Look for account starting with 7000
• Click on existing entry and verify address and contact information
• If no 7000 number exists, then a new customer profile will need to be created (see next screen)
• DO NOT use any other number for Central Accounts Receivable other than the 7000 number

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CREATING A NEW BUSINESS PARTNER PROFILE

• Go to the SIMBA Support web-page
• Click on "Templates & Tools" highlighted in blue on the left side
• Scroll down to AR
• Click on New Customer Request Template (an excel document will open)
• DO NOT make any changes to the formatting of the spreadsheet. Only complete the required information.
• Click on "New Customer Request Tab" on the bottom
• Enter the Customer information
• Each field is limited to 50 characters. Abbreviate when necessary
• A physical street address is required, in addition to the PO Box number (if appropriate)
• The Billing Contact and contact information is for the Point of Contact at the company
• Email completed form to CentralAR@psu.edu) (please allow 3-5 business days for a response)
• Central Accounts Receivable will create the customer number and email the form back to the requestor with the new Business Partner number

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HOW TO CREATE AN OUTGOING INVOICE

In the SIMBA financial system:

• Go to the Fiori tile "Create Outgoing Invoices" (located within the Dept AR Processing subsection)

• Enter the 7000 number into the Customer field
• Enter the date of the invoice in the Invoice Date field
• The Date Picker can be used to enter an invoice date on the calendar
• Enter the amount of the invoice in the Amount field
• DO NOT include a dollar sign
• Enter the text to appear on the invoice in the Text field
• ** Field character length = 50 characters - abbreviate as necessary
• This text will appear as header text on the invoice form
• Press Enter to display customer information on upper right
• Enter the General Ledger Account number to be credited in the G/L acct field
• See the Procurement Payment Decision Matrix for the complete list of General Ledger Accounts available for use
• Copy the amount listed above in the Amount field again into the Amount in doc. Curr. field
• Copy information from the Text field above into the Text field in the table at bottom
• Use the Long Text field for additional information as needed
• Enter the 10-digit Cost Center or IO number into the Cost center field or appropriate field
• Click the Post button
• System Status Bar Confirmation: The document was posted. (It will show your document number as 18000XXXX)

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HOW TO PRINT INVOICE

In the SIMBA financial system:

• Go to Fiori tile "Print Customer Invoices" (located within Depart AR Processing subsection)

• Company Code = 1855
• Leave Fiscal Year black for auto selecting
• Enter the Invoice Number
• Leave Document Type blank
• Enter the Document Date and Posting Date (should be same date)
• Click on PDF Invoices radio button
• Click inside "File" pane and save to Temp folder
• Output Form=ZAR_INVOICE
• Enter in Dept Name, Contact Name, Contact Phone Number and Contact Email
• NOTE: This will appear in the upper right part of the invoice for the customer to contact
• Click Execute
• A PDF document will appear and you can print or save to email to customer
• SIMBA does NOT send the invoices out and you will need to send to your customer

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TYPES OF PAYMENTS ACCEPTED:

Central Accounts Receivable has been authorized to accept the following forms of payment:

• Check - payable to The Pennsylvania State University
• Money Order - payable to The Pennsylvania State University
• Cashier's Check - payable to The Pennsylvania State University
• ACH
• Wire

Central Accounts Receivable DOES NOT have the capabilities to accept:

• Cash
• Credit Card
• Debit Card
• PCard
• Venmo
• Crypto-Currency
• PayPal

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VENDOR SETTING UP ACH PAYMENT

When a vendor requests to remit their payment by an ACH transactions:

• Customer completes the vendor form with their information and returns the completed form to the Business Area
• Business Area completes their information along with contact information and all other pertinent information
• Business Area sends completed form as an attached to an email to Treasury Operations with "Vendor ACH Form" in the subject line of email
• Treasury Operations enters the banking information and obtains the proper signatures
• Treasury will then send the signed document back to the Business Area to give to the Customer
• Customer sends an email, with invoice # included in the subject line, to CentralAR@psu.edu with date of wire sent and amount

Note: It is important to have the customer enter in the subject line of the email what invoice they are paying. If they are unable, the invoice number must be included in the body of the email informing Central Accounts Receivable which invoice is being paid.

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HOW TO CHECK THE STATUS OF AN INVOICE

In the SIMBA financial system:

• Using the "Customer Line Item Display" Fiori tile (located within AR Reporting subsection)

• Enter the Customer 70000 account number
• Click "All items" radio button in middle of screen
• Click "Execute" (located in lower right-hand corner)

Open invoices (1800#) will appear at the top with a RED circle to the left.

Paid/Closed invoices will at the bottom with a GREEN square to the left and the document number 2200# will have the check number associated with it.

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DUNNING (BILLING) PROCESS

Central Accounts Receivable performs the dunning process monthly.

The customer receives a bill when the invoice is created and receives a statement in the mail after 30, 60, and 90 days.

After 90 days, the Business Area is required to submit a credit memo to write off the balance. The Business Area must notify CentralAR@psu.edu if they want the customer account sent to collections.

Only accounts over $100 are sent to collections. The collection agency takes 30% of the total.

First Dunning Notice Example:

Second Dunning Notice Example:

Third Dunning Notice Example:

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AGING REPORT

In the SIMBA financial system:

• Click the "Aging Report" Fiori tile (located within the AR Reporting subsection)

• Select the "As-of-Date" using the calendar
• Under "Sponsor/BP" field enter in 700000000...799999999 (this is all entered in the same field [the number 7 followed by 8 zero's, 3 periods, and the number 7 followed by 8 nine's])
• Enter in the four digit Business Area in the Business Area field
• Click on the cogwheel (located on the far right of the "Aging Results" header) and select the following:

• Click OK
• Click GO in Blue
• This may be saved as a variant but will need to update the date each time

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CONTACT INFORMATION

Email - CentralAR@psu.edu

Central Accounts Receivable Team Lead - Kelly Heaps - (814) 867-4431

Central Accounts Receivable - Rachael Raybuck - (814) 863-6114

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