Accounts Receivable User Manual Home



Accounts Receivable (AR)User ManualVersion 4.5March 1995Revised September 2014Department of Veterans AffairsOffice of Information and Technology (OIT)Product DevelopmentRevision HistoryDateVersionDescriptionAuthor09-5-20144.5Initial version of User Manual Title Page document. Technical edit.REDACTED05-1-20124.5Made revisions based on new ProPath template for title page and Revision History. Retained original information within document. REDACTED12-22-20044.5Updated to comply with SOP 192-352 Displaying Sensitive DataREDACTED12-22-20044.5Pdf file checked for accessibility to readers with disabilities.REDACTEDPrefaceThis manual is designed to provide the Accounts Receivable (AR) user with information necessary to operate the Accounts Receivable Version 4.5 (V. 4.5) software. The AR software allows the following:SYMBOL 183 \f "Symbol" \s 10 \hFiscal Service to manage the debt collection process at a VA facility;SYMBOL 183 \f "Symbol" \s 10 \hBills to be generated in Accounts Receivable using the Billing module;SYMBOL 183 \f "Symbol" \s 10 \hBills to be created by Medical Administration's Integrated Billing (IB) package;SYMBOL 183 \f "Symbol" \s 10 \hBills (once approved at the service level) to be processed by an Accounts Receivable Clerk; SYMBOL 183 \f "Symbol" \s 10 \hCalculation of interest charges, administrative costs, and payment schedules to be performed;SYMBOL 183 \f "Symbol" \s 10 \hFollow-up letters to be printed.SYMBOL 183 \f "Symbol" \s 10 \hThe interface with the Financial Management System (FMS) in Austin TX.Table of ContentsTOC \o "1-5"Introduction1Menu Summary1Package Operation3Data Integrity3Agent Cashier Menu5Cash Payment5Check/MO Payment6Credit Card Payment6Other Payment7Cancel a Payment Transaction8Move a Payment Transaction9Patient Payment/Refund Transaction History Report10Brief Account Profile10Deposit Management12Create Deposit Ticket12Deposit Money to Bank12Edit a Deposit Ticket13Receipt List for Deposit14Summary Listing of Deposits14View a Deposit15Void a Deposit15Full Account Profile16Print 215 Report17Profile of Accounts Receivable18Release Holds on AR19Receipt Management19Approve a Receipt19Edit a Receipt20List of Receipts20Post an Approved Receipt to Accounts20Receipt Number Reconciliation Report21Reprint a Customer's Receipt22Summary of Current Receipts22Void a receipt23Transaction Profile23AR - Accounts Receivable Menu.25Brief Account Profile25Deposit Management26Confirm Deposit From Bank26Process Deposit 27FMS Utilities Menu28Document Status Inquiry 28Bill Inquiry28Regenerate Prior Month OBR28Transaction Inquiry28Unprocessed Document List29FMS Cash Reconciliation Report (132 col.) 29FMS Regeneration Menu 30Billing Document Regeneration30Edit FMS Accounting Elements31Modified Billing Document Regeneration31National Data Base Document Regeneration32Overpayment (OP) Document Regeneration32Regenerate FMS Cash Receipt Document32Remove Invalid SUB BOC32Write-Off Document Regeneration33Full Account Profile33Patient Payment/Refund Transaction History Inquiry34Payments Posted from Prepayment35Print 215 Report35Profile of Accounts Receivable37Status Listing For Bills38Transaction Profile39Archive AR Records Menu41Mark AR records for archival41Detailed Report of Pending Archive Records42Unmark Records Marked for Archival42Build Temporary Archive File43Remove AR Records from Files43Purge Temporary Archive Storage File44 Billing Menu45New Bill (Enter)45Display Pending Bill47Approve/Print Pending Bill47Edit Bill48Cancel Bill48Amend Bill Returned from AR49Bill Status Listing49List All Bills50View a Bill51Clerk's AR Menu53Audit/Set up a New Accounts Receivable53Audit an Electronic Bill53Set up and Audit New Accounts Receivable55Amended Bill Audit56Edit an Incomplete Accounts Receivable56New Bill Forms Print58Other Bill Form Print58Re-print 'Other' Bill58Profile of Accounts Receivable58Update Accounts Receivable59Locate Debtor Address59DC/DOJ Action Menu60Refer to DC/DOJ60Returned by DC/DOJ61Re-Refer to DC/DOJ61Debit Voucher (SF 5515)61Waived by DC/DOJ61Terminated by DC/DOJ62Compromised by DC/DOJ62Repayment Plan Menu63Set Up a Repayment Plan63Profile of Repayment Plan64Print a Payment Statement64Reprint a Payment Statement65Add an Administrative Cost653rd Party Information Data Edit66Update 'Bill Resulting From' Data66COWC Referral67Adjustments to Accounts Receivable67Adjustment to an AR record68Decrease Adjustment68Increase Adjustment69Waive an Accounts Receivable70Partial Waiver70Full Waiver71Terminate an Accounts Receivable71Fiscal Officer Terminated71Compromise Termination72Re-establish a Bill72Suspend a Bill73Report Menu for Accounts Receivable73Accounts Receivable Status Reports74DC Pending Referral AR Listing74DOJ Pending Referral Listing74Category Listing for Bills74Status Listing for Bills75Refunds to be Approved by Certifying Official76Delinquent AR Reports7631-90 Delinquent Accounts7691-180 Days Delinquent Accounts76181-365 Days Delinquent Accounts76Over 365 Days Delinquent Accounts76Print All Delinquent Accounts77Report of AR by Last Activity Date77Management Reports773rd Party Accounts Report Print78ADMIN/Interest Rates Print78DC/DOJ Debt Collection Report78DC Debt Collection Report79DOJ Debt Collection Report79Co-Pay Waiver Report79Contingent 3rd Party AR Report79IRS Offset Report80Medication Co-Pay Exemption Report80Payments with Write-offs Report81Revenue Code Totals by Rate Type81Transaction History82Reconciliation Reports82Date Sorted Payment Report82MAS Reconciliation Report83Third Party Completed83Other Completed83Incomplete84DC Referred Report Print84DOJ Referred Report Print85COWC Referred Report Print85Payments Posted from Prepayment85 Follow-up Letter Menu86Hold Printing a Follow-up Letter87Remove Hold on Follow-up Letter87Print Statements/Letters by Date87IRS Offset Letter (Print/Reprint)88List of Accounts Receivable with Holds88Reprint Patient Statements88Reprint the Follow-up Letters88Reprint UB Letters89Establish/Edit Old Bills89Set Up Old Bills89Edit Incomplete Old Bills90Transaction Profile90Account Management91Account Information91Address Display/Edit92Bill Comment Log92Brief Account Profile94Check Patient Account Balance95Debtor Comment Log96Follow-up Reports96Full Account Profile97Mark/Unmark Invalid Transactions98Statement Discrepancy Listing99Transaction History for a Patient99 Agent Cashier100FMS Utilities Menu100Forward IRS OFFSETS to Austin100Refund Review and Approve101Supervisor's AR Menu103Edit/Add 'Bill Resulting From' List103Delete an Incomplete Transaction103Administrative Cost Adjustment104Form Letter Menu (Edit/Print)104Edit Form Letters105Print Form Letters105Return Bill to Service106Agency Location Code (Deposits)106Archive Menu106Detailed Report of Pending Archive Records106Unmark Records Marked for Archival107Bad Debt Accrual Over-Ride107National Roll-up Report108Purge Unprocessed FMS Document File109Site Parameter Edit109Deactivate Group109Group Parameters109Interest/Admin/Penalty Rates110IRS Parameters111Statement Parameters111Glossary113 ................
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