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The AR module interfaces with Accounts Payable, Grants and General Ledger modules. It is essential that all customer / Internal Trading invoices are processed in the correct accounting period and all receipts are identified and applied to outstanding invoices.

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Tasks required

Final date for completion

Complete and return Cash Holding Confirmation form for all petty cash, till floats and advance balances as at 30 June

Fri 19 Jul

 

Empty all vending machines and identify cash/cheques received up to end of July 2019

Wed 31 Jul

 

Process all cash/cheques and, if possible, PDQ income up to end of 31 July 2019. Run the Receipts Register Report.

Thu 1 Aug

 

Run and review Unapplied Receipts Register

Thu 1 Aug

 

Raise all 2018/19 Internal Trading invoices

Fri 9 Aug

 

Receipt any BACS/bank transfers or unclaimed PDQ income

Wed 14 Aug

 

Raise, complete and dispatch all external and group related invoices

Wed 14 Aug

 

Run and review Incomplete Invoices Report (external trading)

Wed 14 Aug

 

AR module closes at 5pm

Wed 14 Aug

 

Full individual debt statements emailed to departments

Thu 15 Aug

N/A

Final review for bad debts - run Ageing -7 Buckets report

Tue 27 Aug  

 


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In case of queries please contact the Accounts Receivable Helpdesk
Tel. 32215 or email UFS_AR@admin.cam.ac.uk

 

 


Accounts Receivable module

The AR module will not open for the August period until 6 August 2019. You will not be able to raise August dated invoices until after this date. The delayed opening date will allow department accounts staff to concentrate on the closing of the July period. Module close date is 14 August.


Confirmation of petty cash, till floats and advance balances

All departments need to confirm their petty cash, float balances and any advance balances as at 30 June 2019 by completing the 2019 Cash holding confirmation form. Completed forms (including NIL returns) should be returned to the Finance Division by 19 July marked for the attention of the Cashiers.

In case of queries please contact the Accounts Receivable Helpdesk
Tel. 32215 or email UFS_AR@admin.cam.ac.uk


Cash and cheque receipts

Identify all monies received up to close of business on 31 July 2019, whether received via the post or over the counter. This will include monies from the emptying of all vending machines, pay phones, key deposits and photocopier card sales etc.

Departments should continue to bank cash and cheques received in relation to the new financial year but will not be able to enter receipt batches on UFS until 6 August, when the AR module is opened for the 2019/20 financial year.


Receipt batches

For all AR transactions please ensure the correct dates are used:

  • Receipt batches, receipts and transactions relating to the old financial year must have both GL and receipt/transaction dates of JUL-19.

  • Receipt batches, receipts and transactions relating to the new financial year must have both GL and receipt/transaction dates of AUG-19.

  • Complete all receipt batches for cash, cheques (and if possible PDQ transactions) received by the ‘University’ on or before 31 July 2019, using an accounting date of July 2019.

    NB. All cheques need to be dated July 2019 or earlier.

  • Run the Receipt Register Report (UFS) for each receipt batch and bank as normal

    NB. It may be that your first visit to the Cashier after the year end includes two receipt forms, one for each year. This is expected and acceptable.

  • Run the Unapplied Receipts Register report to see where receipts have not been matched to an invoice. Apply receipts created against customers to clear outstanding invoices as necessary. 

Review for bad debts

A bad-debt provision will be posted into General Ledger by the Finance Division Credit Control team once AR has closed on the 14 August.

The value of the bad-debt provision posted against an invoice is determined by the age of the invoice and the balance due, as per the following:

60 - 182 days past due

25% of the balance due

183 - 364 days past due

50% of the balance due

365+ days past due

100% of the balance due

The bad-debt provision is posted to the original sale's cost centre and Source of Funds using a transaction code of FJNA

The dates for the processing of the bad debt provision for July 2019 are:

15 Aug

Initial Bad Debt Provision

29 Aug

Final Bad Debt Provision (takes account of August Cash Receipts and adjustments)

On 15 August, Credit Control will also email all departments with their full individual debt statements. These statements detail all overdue debt, and should be reviewed in conjunction with the Ageing–7 Buckets–by Account Report (UFS). Please notify Credit Control about any additional doubtful/irrecoverable debtor items by emailing fincreditcontrol@admin.cam.ac.uk on or before 27 August.


BACS receipts, bank transfers and unclaimed PDQ receipts

Please ensure that all income is claimed and receipted from the twice weekly BACS list that Finance Division distribute for GBP, EURO and US Dollars, before AR is closed. July or earlier BACS, any previously unclaimed PDQ bank deposits and counter credits can be claimed by receipting them in the usual way. Ensure you use a July 2019 receipt and GL date.


Internal AR invoices

Invoices for 2018/19

To be raised with both an invoice date and a GL date of July 2019 and dispatched to departments by 9 August.

NB. Internal trading AR invoices should, wherever possible, be raised in relation to the period up to 31 July so that the paying department recognises the charge in full in 2018/19. Therefore, departments are encouraged to raise their sales invoices as soon as possible to allow time for the receiving department to process them.

Invoices for Aug 2019

These may not to be raised until after the close of the AR module for the current financial year.

NB. As Internal Trading invoice and credit memo transaction types for 2019/20 should not be raised until after the close of July accounts, users will be temporarily disabled from raising internal sales invoices from 9 August (5pm) to 14 August 2019. Therefore, Thursday 15 August will be the first possible invoice date.


External invoicing – all departments

Ensure that all external sales invoices, together with credit memos, have been raised in order to record all income due and all monies owed to the department.

Run Incomplete Invoices Report to check there are no un-posted invoices.

Refer to Other Debtors  if the final date for AR invoices has been missed.


Invoicing – departments with interfaces

Review all AR invoices pulled into the Accounts Receivable module through the Auto-Invoice process to ensure there are no errors. Make adjustments if these invoices need to be dated 31 July or earlier.


Group finance transactions

All AR transactions with the entities listed in Appendix E should be completed before the AR closure date of 14 August 2019.

As part of the Group consolidation process, any transactions which occur between these entities and the Academic University, are required to be separately identified as Group-related i.e. inter-company transactions.

The Finance Reporting section must be informed of any invoices in dispute with the listed entities as at the 31 July that have not been processed.

In case of queries please contact the Accounts Receivable Helpdesk
Tel. 32215 or email 
UFS_AR@admin.cam.ac.uk

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