Accounts Receivable

Service Description

Accounts Receivable provides State agencies a solution for managing collections, cash, deductions and disputes. Receivables "items" represent customer invoices and can originate in feeder modules like Billing or Contracts, or can be created online in Accounts Receivable. Accounts Receivable tracks customer invoices, payments received and customer balances. Customer activity can be maintained through Worksheets that allow cash application to open invoices, transfers, adjustments or general item maintenance. Aging reports can be run by user defined parameters or can be viewed online for quick, efficient customer account management. Accounts Receivable accounting entries are generated and posted to the General Ledger in the appropriate ledgers for agency activity.

Customer Benefits

• Provides agencies a single solution for maintenance of customer activity including open invoices, cash receipts, adjustments and analysis
• Enter customer deposits in detail using Regular Deposits or in Express Deposit for quick, efficient date entry
• Increase customer awareness through creation of customer statements and Dunning letters
• Supports multiple customer Aging reports by user defined criteria such as agency-wide, type of invoice or chartfield combination
• Speed payment application through configurable payment application rules
• Gives agency users an Internet-based tool to manage payment history, open invoices and current balances for their customers
• Creates automatic accounting entries for revenue and cash for all types of agency revenue streams
• Use summary customer activity pages to drill-down into details of invoices, payments or account adjustments

Customer Market

This service is available for all Oklahoma state agencies, offices, officers, bureaus, boards, commissions, counsels, units, divisions, bodies, authorities, or institutions of the executive, legislative, or judicial branches of state government. It is also available to counties, municipalities, townships, Tribal governments, and other political subdivisions.    

Customer Responsibilities

• Conversion of agency legacy system in conformity with CORE Receivables conversion format
• Work with CORE team to configure Accounts Receivable to meet agency requirements
• Engage in module testing including unit, integration and user acceptance testing
• Research and document agency business process related to project administration and support
• Gather and document customer information for all customers with which the agency does business
• Document all reporting requirements related to invoice management, collections and customer correspondence
• Attend required training to access the system and train your agency users as needed
• Keep transactional information up-to-date

How Do We Charge?

There is no additional charge for the actual use of the Accounts Receivable module. Agencies with the desire to implement the use of this module will most likely find that they will want consulting assistance to assist them with adapting their current processes to the statewide use of the system. If consulting assistance is necessary, the Office of State Finance (OSF) will assist in finding the best available resource. OSF will also contract with the consultant and bill the agency thru an interagency agreement for the consulting services.

Please contact the OMES Service Desk if you need any addition information about services in this catalog.