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