Accounts Receivable and Billing is responsible for billing and collecting money owed to an agency. Accounts Receivable has the following functions:
- Tracks who owes the agency money and how much.
- Records accounting events for receivables and collections.
- Processes billing.
- Records money received.
- Tracks customer financial and credit history.
- Provides reports and inquiries into Accounts Receivable status.
Accounts Receivable - Criteria for Measuring Success:
- Integration of billing information with customer files, including facts about credit history such as collection letters and write offs.
- Single customer master file in place and Customer Master maintenance procedures are documented and responsibilities assigned.
- Collections activity conducted in a structured manner.
- Rules defined to support the automated application of penalty and interest fees on delinquent receivables.
- Policies and processes for credit limits, returns/refunds, billing terms, and Not Sufficient Funds (NSF) fees are well-defined, standardized and consistently applied across the agencies.
Examples: How it might affect you …
|Current Process||Statewide Process|
|AFIS does not provide the ability to print invoice, statement, and dunning notices.||Arizona Advantage system has the capability to generate invoice, statement, and dunning messages.|
|Decentralized agencies typically have the remote locations send deposit information to the central accounting unit for entry into AFIS.||Arizona Advantage system has the capability to create a Cash Receipt (CR) document and workflow for approval.|
|Each agency maintains its own customer file either on AFIS or in an internal agency accounting system.||A single statewide customer file will be created in Advantage to track customer-related activities such as receivables and deposits.|