AR Batch Processes - Core-CT



AR BATCH PROCESSES

|Process |Description |Batch Runs At |

|Inter-Agency Pending Item Inbound Interface |An interface to import receivables for DRS. Items brought in through the interface will have a Group |Tuesday -Saturday |

| |Type of 'B' for Billing and an Origin of 'XBILL' for External Billing System. |6:30am |

|Lockbox Deposit |A lockbox is a bank account that is used as a remit-to for other agencies. The bank receives payments |Monday – Friday |

| |and applies them to that lockbox bank account, making the funds available to your agency as soon as |overnight |

| |the payments are processed by the bank. Core-CT will electronically load the deposit and payment |( beginning at 7pm) |

| |information from the lockbox account. GIRO payments are handled this way. | |

|Payment Predictor |Payment Predictor is an automatic process that applies cash for payments entered through Lockbox |Monday – Friday |

| |deposits. Payment Predictor uses structured query language (SQL) commands that are defined at the |2pm and overnight |

| |Business Unit or customer level. All payments applied to open items can be handled this way. |(beginning at 7pm) |

|Bank Statement Interface |The movement of data electronically between the bank and Core-CT Receivables, in a structured computer|Monday – Saturday |

| |processable data format that permits data to be transferred without re-keying. All monies that have |7am |

| |been deposited through the bank (Bank of America, Webster and First Union) will be interfaced into | |

| |CORE and the deposit will be created based upon the information the bank has sent on the bank | |

| |statement. The accounts that deposits are created for are determined by OTT. | |

|Receivable Update |The Receivables posting process in Core-CT. All information entered into or created by Core-CT are |Monday – Friday |

| |pending items until Receivable Update is run to post them.  When this process has run, these items are|10am, 2pm, and overnight (beginning at 7pm) |

| |posted and finalized.  Posts pending items that have been entered online, interfaced or sent through | |

| |the Billing Interface’s processes, payments, and processes item maintenance activities. Processes | |

| |groups of pending items in order to update a customer's balance (subsidiary ledger) and system-defined| |

| |history elements. | |

|Process |Description |Batch Runs At |

|Automatic Maintenance |This is a stand-alone process that uses Maintenance Worksheets to match debits and credits then |Monday – Friday |

| |leaves them for the user to match, add reason codes, and close out |2pm and overnight |

| | |(beginning at 7pm) |

|Revenue Estimate |Uses the revenue accounting lines in the Item Distribution (ITEM_DST) table to generate the source |Monday – Friday |

| |transactions for the Control Budget Ledger. Generates one source transaction for each revenue line. |10am, 2pm, and overnight (beginning at 7pm) |

| |If the activity does not generate a revenue line, it searches the previous activity for a revenue | |

| |account. The entry type or the combination of the entry type and reason define how and when to | |

| |generate source transactions based on preset values in the system function (activity). If it is not | |

| |user-defined, the system function (activity) specifies whether to: A) Update Recognized Revenue B) | |

| |Update Collected Revenue, or C) Update both Revenue buckets. (see AR Reversal) | |

|AR Reversal |Entries that are created in the Accounts Receivable module recognize revenue when posted to the |Monday – Friday |

| |General Ledger. These entries debit AR and credit Revenue in the MOD_ACCRL ledger. Most agencies in |Overnight |

| |the State recognize revenue when cash is actually deposited. Therefore, the State of Connecticut |(beginning at 7pm) |

| |requires reversing the AR entries that are made in the MOD_ACCRL ledger with entries in the MOD_CASH | |

| |ledger that debit Revenue and credit AR. This allows the State to report by combining these two | |

| |ledgers (MOD_ACCRL and MOD_CASH) and view the appropriate revenue amount. This process takes the | |

| |results of the Revenue Estimate process and creates the reversing accounting entries in the delivered|Runs for Projects- 2AM |

| |ITEM_DST table to the Modified Cash Ledger based on the activity (system function) of each AR | |

| |transaction. | |

|Process |Description |Batch Runs At |

|Budget Checking |Reviews the control budget entries, updates the two revenue estimate buckets (Recognized Revenue and |Monday – Friday |

| |Collected Revenue), and creates the commitment control budget lines. |10am, 2pm, and overnight (beginning at 7pm) |

|Journal Generator |Creates General Ledger journal entries from accounting entries created in AR. Edits and posts the |Monday – Friday |

| |journals created. Supports negative DR/CR (debit/credit) entries for correcting entries. Validates |3pm and overnight (beginning at 7pm) |

| |journals according to the criteria set up in the General Ledger. Populates the journal ID and journal | |

| |date fields after it distributes the accounting entry to a General Ledger journal. Populates the | |

| |accounting period and fiscal year fields after it distributes the accounting entry to a General Ledger| |

| |journal based on the journal date. | |

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