SS General Accounts Receivable Department Procedures

 

Customer number setup/maintenance

  • To avoid duplicate accounts, the Accounting Office alone is responsible for setting up new customer accounts.
  • Call Accounting for new accounts or to report any changes to customer accounts.
  • Use only ORGP to view customer accounts.

Viewing customer balances

  • ARAI-Account Inquiry-enter A/R type
  • ARTI-Term Summary Inquiry-enter A/R type (displays by term)
  • ARSI-Summary Inquiry-displays all types
  • ARII-Invoice Inquiry –displays invoice

A/R Codes

  • Identifies which Datatel account number is utilized when billing a customer.
  • Call the Accounting Department if the correct A/R code to use for a billing is not known.

A/R Types

  • Used to divide General A/R Accounts and indicates to Datatel which Receivable General Ledger asset account to use for this billing.
  • Contact the Accounts Receivable Department if unsure of which A/R Type to use.

Billing requests

Must Contain:

  • Date of request
  • Customer ID# and Mailing address
  • Academic term ( if applicable)
  • 12 digit G/L number OR A/R Code
  • Description, PO# and/or attachments (no verbals)
  • Amount for billing
  • Requestor’s signature

Sponsor Statement Request Form

Must Contain:

  • Date of request
  • Customer ID# and Mailing Address
  • Academic term (if applicable)
  • Sponsorship number
  • Attachments with class/student detail
  • Amount for billing
  • Requestor’s signature

Account monitoring

  • Review Open Invoice report received monthly from Accounting
  • Fill in “Response Column” with requests for re-billings or write offs
  • Send report back to Accounting with responses
  • Accounts may be viewed in Datatel to assist in monitoring

Write off Request Form

Must Contain:

  • Customer ID# and name
  • Amount
  • Name/title of requestor
  • Reason for write-off
  • Required signatures

Refund requests

Must Contain:

  • Date of request
  • Customer ID# and Mailing Address
  • Academic term (if applicable)
  • Amount of refund
  • Reason for refund/student name if applicable
  • Signature of requestor
 

Accounting and Finance Department
CM1026

Hours of Operation
8:00 a.m. to 5:00 p.m.
Monday through Friday

Contact Us:
Main Phone: (810) 762-0235
Fax: (810) 232-9551

Accounting and Finance Staff