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AR352: Creating and Maintaining Deposits Welcome to AR352: Creating and Maintaining Deposits

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AR352: Creating and Maintaining Deposits

Welcome to AR352: Creating and

Maintaining Deposits

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

Get to know your fellow participants

Icebreaker

AR352: Creating and Maintaining Deposits

Training Materials Overview

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

Questions

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 1

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

Questions

AR352: Creating and Maintaining Deposits

Lesson 2

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

Questions

AR352: Creating and Maintaining Deposits

Lesson 3

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

We will now complete Activity 7 in your Activity Guide

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

We will now complete Activity 8in your Activity Guide

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

We will now complete Activity 9in your Activity Guide

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

Questions

AR352: Creating and Maintaining Deposits

Lesson 4

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

We will now complete Activity 10in your Activity Guide

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

We will now complete a UPK simulation:Viewing all Deposits

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

We will now complete Activity 11in your Activity Guide

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

We will now complete Activity 12in your Activity Guide

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

We will now complete Activity 13in your Activity Guide

AR352: Creating and Maintaining Deposits

Questions

AR352: Creating and Maintaining Deposits

Closing the Day

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

Questions

AR352: Creating and Maintaining Deposits

Evaluation

Please fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingAR352

AR352: Creating and Maintaining Deposits

Thanks for coming and participating

today!