Customer Maintenance
Customer Maintenance
Is there a vendor/customer type field?
The VCUST (Vendor/Customer) table is a shared table. Users can search either by (1) Customers only; (2) Vendors only; or (3) Both.
When entering information in the VCUST table, do we know which fields are required and which are not?
There is no online prompt to show what are required fields. However, the training manuals show what fields are required for data entry on the VCUST Table.
Is there a customer type field?
On the VCUST table search box, users can search for active customers by selecting "Active" on the Customer Active Status field.
Will the Controller’s Office allow departments to maintain their own customer records?
Yes, departments can create and maintain customer records without Controller approval.
How do I add a new customer?
Adding new customers is done through the Vendor/Customer Creation (VCC) Document. The AR 402 Training Manual on Customer Maintenance has detailed procedures on this process.
Customer Billing and Invoice Printing
Customer Billing and Invoice Printing
How will inter-departmental billings currently in FMIS/ARS be converted to FMS?
Inter-departmental billings will be handled in FMS via the Internal Transaction Documents (ITI/ITA/IET). As such, RE documents in ARS that bill another City Department have been converted to ITI documents (internal Transaction Initiator).
Receipt Processing
Receipt Processing
Currently, all prior year revenues are credited to one revenue code, 4610, such that determining the reimbursing special funds becomes difficult. Can a second set of four-digit revenue codes be created to track prior year revenues by special fund?
FMS has a new Chart of Accounts element that a department may use for this purpose. The Department Revenue Source codes are elements defined by department to track department-specific revenues. In this example, a department can request a Department Revenue Source for each reimbursing special fund to ensure accurate financial reporting.
Collections
Collections
Will the invoice remain as part of A/R as an RE document even after it is referred to either the CCU or a collection agency? If not, how will we access accounts referred?
Yes, the RE Document stays as an RE document even after it is referred to collections. To access accounts referred to collections, users can query the Collection Referral (COLLR) table.
When an account is returned as uncollectible by either the CCU or a collection agency, will the system allow the user to input the reason for why it is not collected?
Returning a RE from collections is automated via a Collection Returns Interface from either the CCU or the external collection agency and contains the reason why the account is being returned.
Since collection fees are to be added at the time of referral, will the Office of Finance CCU be responsible for adding collection fees (i.e., Caine & Weiner fees) to any accounts they refer for collections such that the Department, Office of Finance, and
Collection fees are not automatically added in FMS upon referral to the collection agencies (CCU or external collection agency).
The collection fee is added by the department to the RE once it gets a payment from the customer or from an external collection agency. If the collection agency is CCU, collection fee is already taken from payment received and the net collection is sent to the department via a Transmittal Letter.
Write-Offs
Write-Offs
Will departments have an APPR account for a bad debt expense to be debited when allowance for bad debts is credited?
There will be no Appropriation Account for Bad Debt Reserve.
The Write Off (WO) document allows users to process a transaction to write off receivable documents that are deemed uncollectible and approved by the Board of Review. Each WO document references a receivable document that should be written off. The Direct Write Off Method is used in FMS. This accounting model is as follows:
Dr External Billed Earned Revenue
Cr Billed Earned Receivable
Page updated
Report abuse