Summary of Accounts Receivable System (ARS)

  1. ARS Security Profile


    2. Item FUNCTION SCREEN ACCT
    FO    		 INV
    FO    		 GALC TREAS
    OFF    		 PAYROLL
    OFFICE
    1. Create a new customer 352

    		 I U U U I
    Modify customer code OU U OU
    2. Create a customer invoice 361 I U U U X

    Modify a customer invoice OU OU OU
    3. Create a 'SA' document to record a salary overpayment. 361

    		 I X X X U
    Modify/update a 'SA' document FO FO FO U
    4. Create a DM document 362 I X X U X
    Modify a DM document FO FO FO



  2. What do I (as a fiscal officer) do if I find an error on invoice (document prefix 'S')?


    3. No CONDITIONS

    JE    		 MODIFY
    SCREEN 361    		 PF11-FLAGS
    FREEZE DROP REV DEL REP
    1. Don't want anyone in my office to touch this document.     X        
    Is ready to enter information.     X        
    2. Finds an error(s) on data entered and document still IN PROCESS.   X          
    3. Finds an error(s) on account distribution after a document was FINAL/PRINTED.         X    
    4. Finds an error on other than account distribution after a document was FINAL/PRINTED.           X X
    5. Finds an error on account distribution after a partial payment is received and adjustment is within same 10-digit debit and credit account codes on the invoice. 066            
    6. Finds an error on account distribution after a partial payment is received and adjustment is not same 10-digit debit and credit account codes on the invoice. 060            
    7. Finds an error on account distribution after it was paid in full and the document is still on the ARS File. 060            
    8. Finds an error on account distribution after it was paid in full and not on the ARS File. 060            


    Note:

    Once a payment is recorded, the system does not allow to revise, delete or replace document.



  3. What do I (as a fiscal officer) do if I find an error a salary overpayment document created by Payroll Office?


    4. No ERROR CONDITIONS JE RETURN to PAYROLL ISSUE NEW DOC MODIFY

    PF11-FLAGS

    REV

    DEL

    REP

    1. Finds an error on the FO code before updating the SA document.   X          
    2. Finds an error(s) on other data entered by Payroll before updating the SA document.   X          
    3. Finds an error(s) on data entered by Payroll after updating the SA document but still IN PROCESS.   X          
    4. Finds an error(s) on data entered by him/her and the SA document is IN PROCESS.       By FO      
    5. Finds an error on assignment of customer code and document is IN PROCESS.       By FO      
    6. Finds an error(s) on data (other than amount) entered by Payroll after the SA document was FINAL/PRINTED but before any payment.   X By P/R     By P/R  
    7. Finds an error on the amount after the SA document was FINAL/PRINTED but before any payment.   X     By P/R    
    8. Finds an error(s) on account distribution after FINAL/PRINTED but before payment.         By FO    
    9. Finds an error on assignment of customer code on the FINAL/PRINTED document but before any payment.         By FO    
    10. Finds an error on account distribution after a partial payment is received and adjustment is within same 10-digit debit and credit account codes on the invoice. 066            
    11. Finds an error on account distribution after a partial payment is received and adjustment is not same 10-digit debit and credit account codes on the invoice. 060            
    12. Finds an error on account distribution after it was paid in full but still on ARS File 060            
    13. Finds an error on account distribution after it paid in full and the document is purged. 060            


    Note:

    Once a payment is recorded, the system does not allow to revise, delete or replace document.



  4. What do I (as a fiscal officer) do if I find an error a DM document created by Treasury Office (document prefix 'D')?


    5. No ERROR CONDITIONS JE RETURN to TREAS ISSUE NEW DOC MODIFY PF11-FLAGS
    REV DEL REP
    1. Finds an error on the FO code before updating the DM document.   X          
    2. Finds an error(s) on other data entered by Treasury before updating the DM document.   X          
    3. Finds an error(s) on data entered by Treasury after updating the DM document but still IN PROCESS.   X          
    4. Finds an error(s) on data entered by him/her and the DM document is IN PROCESS.       By FO      
    5. Finds an error on assignment of customer code and document is IN PROCESS.       By FO      
    6. Finds an error(s) on data (other than amount) entered by Treasury after the DM document was FINAL/PRINTED (e.g. check maker of check, etc.)   X X     By Treas New Doc.
    7. Finds an error on the check amount after the DM document was FINAL/PRINTED.   X     By Treas    
    8. Finds an error(s) on account distribution after FINAL/PRINTED.         By FO    
    9. Finds an error on assignment of customer code on the FINAL/PRINTED document.         By FO    
    10. Finds an error on account distribution after a partial payment is received and adjustment is within same 10-digit debit and credit account codes on the invoice. 066            
    11. Finds an error on account distribution after a partial payment is received and adjustment is not same 10-digit debit and credit account codes on the invoice. 060            
    12. Finds an error on account distribution after it paid in full but the document is on ARS. 060            
    13. Finds an error on account distribution after it paid in full and the document is purged. 060            


    Note:

    Once a payment is recorded, the system does not allow to revise, delete or replace document.