Accounts Receivable Payments (Alberta Council)

From SJA

The Need

There is a need to identify the process for recording accounts receivable payments in the Unity point of sale system that have been received in the training centre.

Policy

When a customer makes a payment on their account using cash or debit card in the training centre, the accounts receivable payment must be entered into Unity. A copy of the Unity invoice is required to be printed and forwarded to the finance department in the weekly courier pack. Finance will apply the accounts receivable payment to the customer's account on a weekly basis.

Cheques received in the training centre for payment on account should be forwarded to the Provincial Administrative Coordinator in the weekly courier pack. Credit card information received in the training centre for payment on account should be faxed to the Accounts Receivable Coordinator.

When a customer makes a payment on account in the training centre by cheque or credit card and requests a receipt, enter the accounts receivable payment in Unity and forward the Unity invoice in the courier pack to the finance department.

Purpose

This Statement of Policy and Procedure provides the process to be followed when accounts receivable payments are received in the training centre.

Scope

This policy applies to the Administrative Department and Finance Department.

Responsibilities

The Administrative Department is responsible for ensuring that:

Accounts receivable payments received in the training centre are recorded in Unity or forwarded accordingly
The Administrative Coordinators are responsible for ensuring the entry has been input correctly and a copy of the invoice is forwarded to the Accounts Receivable Coordinator in the weekly courier pack

The Finance Department is responsible for ensuring that:

A batch is produced at the end of each week for accounts receivable payments received by the training centre
The payments are applied to the correct invoices
The batch is posted by the Finance Manager on a weekly basis

Definitions

None.

References and Related Statements of Policy and Procedure

None.

Procedures

An accounts receivable payment is a payment received to be applied to an outstanding balance on a customer's account. Accounts receivable payments can only be applied to the customer's account balance through the financial accounting system in the Provincial Office. Unity does not have the capability of tracking account balances.

Cash or Debit Card Payments

When an accounts receivable payment is received in the training centre by cash or debit the payment must be recorded in Unity. To create an order, refer to the Accounts Receivable Payment section in the Unity: Creating an Order (Alberta Council) procedure.

Credit Card Payments

When a customer contacts the training centre to make a payment by credit card they should be directed to the Accounts Receivable Coordinator to make a payment over the phone.
If a customer is paying by credit card and cannot reach the Accounts Receivable Coordinator collect the following information: credit card information, account name, invoice number, phone number, and the amount to be applied to their account. Fax this information to the Accounts Receivable Coordinator in the Provincial office.
When a customer requests to make a credit card payment in the training centre and requests a receipt, process the payment in Unity. To create an order, refer to the Accounts Receivable Payment section in the Unity: Creating an Order (Alberta Council) procedure.

Cheque Payments

When cheques are received by mail for payment on account they are to be forwarded to the Provincial Administrative Coordinator in the weekly courier pack.
The Accounts Receivable Coordinator is required to contact the customer and advise them of the correct mailing address.

Attachments

None