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AR350: Maintaining Customers Welcome to AR350: Maintaining Customers

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AR350: Maintaining Customers Name, Agency Name What kinds of customers do you have at your agency? What would you like to get from today’s session? Hello

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Page 1: AR350: Maintaining Customers Welcome to AR350: Maintaining Customers

AR350: Maintaining Customers

Welcome to AR350: Maintaining Customers

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AR350: Maintaining Customers

Please set cell phones and pagers to silent

Refrain from side discussions. We all want to hear what you have to say!

Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later

Two breaks and a one hour lunch are planned

Bathrooms / Snacks

First Things First

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AR350: Maintaining Customers

Name, Agency Name

What kinds of customers do you have at your agency?

What would you like to get from today’s session?

Hello

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AR350: Maintaining Customers

Training Materials Overview

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AR350: Maintaining Customers

Produced in Microsoft WordContains key concepts, processes, and task information

required to complete a user’s role in SMARTProcess flows and screenshots of the SMART system are

includedThis is a great reference to use after training!

Participant Guide

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AR350: Maintaining Customers

Used to help the Trainer facilitate the course materialsProduced in Microsoft PowerPoint Contains key content and graphicsGenerally used at the beginning or end of each Lesson

Concept Slides

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AR350: Maintaining Customers

Used to present the flow of either business processes or information within SMART

Business Process Flows

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AR350: Maintaining Customers

Produced in Microsoft WordContains a scenario for each activity completed in the training

databaseProvides data that you must enter for the exerciseOrganized by classrooms and usersTake note of the user ID assigned to you

Activity Guide

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AR350: Maintaining Customers

Demonstration – instructor only (hands off)

Walkthrough – instructor leads and participants complete exercise with instructor (hands on)

Exercise – Participants complete on their own

Challenge – Participants complete on their own

Activity Types

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AR350: Maintaining Customers

An online help tool that contains user procedures for completing

tasks in SMARTUsed in training to perform a simulation of a SMART task or to

be used during an activity as a help guideUPKs are also available after training on the SMART Training

websiteUPKs are simulated to have the look and feel of SMART, but do

not impact the production environment. It is a safe way to

practice tasks that you perform in SMART.

User Productivity Kits (UPKs)

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AR350: Maintaining Customers

A short document that contains key concepts or steps involved in a course Can be content or system related

Available for all participants to use during trainingUsed after training for quick reference from the Training Portion

of the SMART websiteReferenced as often as possible during training to indicate the

“handiness” of the material

Job Aids

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AR350: Maintaining Customers

Are conducted using the SurveyMonkey toolPlease complete a course evaluations for each new course that

you attendTrainers also complete a course evaluation at the end of each

class

Course Evaluations

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AR350: Maintaining Customers

Questions

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AR350: Maintaining Customers

Course ObjectivesUpon completion of this course, you will be able to:

List and define all primary and additional customer rolesExplain the end-to-end process for Accounts Receivable and

Billing and how customers fit into that processList the roles and tasks involved in the customer maintenance

process Enter, copy, and add general information to new customersUpdate customer information

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AR350: Maintaining Customers

Lesson 1

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AR350: Maintaining Customers

Key Terms

Customers – Entity that receives or consumes products (goods or services) and has the ability to choose between different products and suppliers

Customer Role – Defines the functional use of the customer by an agency or the State of Kansas

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AR350: Maintaining Customers

Who are Customers in SMART

Primary Roleso Bill To – The customer that receives the invoiceo Remit From – The paying entity

Customer Roles determine the functional use of the customer ID, therefore customers need to be assigned to their appropriate role or roles in order to create reports and analyze their payment history by role or customer group. Customer roles are broken into Primary and Additional Roles.

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AR350: Maintaining Customers

Who are Customers in SMART Additional Customer Roles

o Correspondence Customer – Correspondence customers are, by default, associated with a bill to customer. The information that you establish for the correspondence customer defines processing options, send to information, and remit to address information for customer correspondence, such as statements, finance charge invoices, and dunning letters.Note: If you select a customer as a correspondence customer and then decide to deselect the checkbox, you must first delete the correspondence options that you set for the customer.

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AR350: Maintaining Customers

Who are Customers in SMART Additional Customer Roles (cont’d.)

o Grants Management Sponsor – This role indicates that this customer is an external sponsor who provides grant funding to State of Kansas agencies. When you select that the customer is a Grants sponsor, this enables the customer information that you enter on these pages to be included in other Grants pages and processing.

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AR350: Maintaining Customers

End-to-End Process of Accounts Receivable and Billing

Billing

Accounting Entries

Maintain Items

Payment Processing

Item Processing

Customer Maintenance

Electronic Payments /

Uploads AR Update

General Ledger

Journal Generator

Journal Entries

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AR350: Maintaining Customers

Customer Maintenance Roles AR Agency Administrator – This role is responsible for approving

agency deposits in addition to creating and updating customers and customer information

AR Configurator – This role is responsible for setting up and maintaining values that are used for some AR fields including Speed Charts and Reason Codes

Billing Administrator (BI) – This role is responsible for setting bills to "ready" status and running the process to finalize invoices, as needed. Maintenance of agency-configured values are included with this role. This role also shares access to the customer maintenance tables with the AR Agency Administrator and may create new customers in the SMART system.

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AR350: Maintaining Customers

Customer Maintenance Roles (cont’d) Central AR Configurator – This role is responsible for setting up and

maintaining values that are used for some AR fields, such as payment terms an aging categories. They also have the ability to correct history for effective dated rows.

Central BI Configurator – This role is responsible for maintaining centrally controlled BI configuration values such as Remit To Addresses and Billing Sources

Customer Creator (AR) – This role is responsible for creating and updating customers and customer information

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AR350: Maintaining Customers

Lesson 1 Review

The definition of customers and customer roles in SMARTThe end-to-end process of Accounts Receivable and Billing What the customer maintenance roles are for Accounts Receivable and Billing

In this lesson, you learned:

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AR350: Maintaining Customers

Lesson 2

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AR350: Maintaining Customers

Lesson ObjectivesUpon completion of this lesson, you will be able to:

Enter a new customer by adding general customer information Enter a new customer by copying from an existing customer

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AR350: Maintaining Customers

Entering a CustomerTo conduct business with customers, information needs to be tracked about

general and processing information, roles, and correspondence optionsNote: The SOK will not be using Ship To or Sold To customers

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AR350: Maintaining Customers

We will now complete Activity 1 and Activity 2 in your Activity Guide

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AR350: Maintaining Customers

Copying an Existing CustomerWhen entering a new customer that is similar to an existing customer, you

can copy some or all of the information from an existing customer Use the Copy Customer page to select information to copy from existing

customers to new customersNote: The Copy Customer function does not copy all attributes. You must

enter the Support Team Code, Default, Dunning and Statement ID. It is also best practice to verify that all information was copied correctly.

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AR350: Maintaining Customers

Lesson 2 Review

How to enter a new customer by adding general customer information How to enter a new customer by copying from an existing customer

In this lesson, you learned:

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AR350: Maintaining Customers

We will now complete Activity 3 in your Activity Guide

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AR350: Maintaining Customers

Questions

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AR350: Maintaining Customers

Lesson Checkpoint1. What page is used to enter general customer information?

A. General Information page2. T/F the SOK is using Ship To and Sold To customers.

A. False3. When copying an existing customer, what attributes are not copied?

A. Support Team Code, Default, Dunning and Statement ID4. Use the _____ page to select contact and address information that is used

in statements and letter headers.A. Correspondence Options page

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AR350: Maintaining Customers

Lesson 3

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AR350: Maintaining Customers

Lesson ObjectivesAfter completing this lesson, you will be able to:

Update customer types and general customer information Create, apply, and update customer correspondenceCreate, apply, and update customer messagesCreate, apply, and update customer attachmentsCreate, apply, update, and remove customer notes

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AR350: Maintaining Customers

Updating Customer Types and General Customer Information

Over time your agency may need to add new customers to SMARTYou may also need to modify or view existing customer informationSMART provided functionality to update customer roles and change

additional relationship, payment, billing, purchasing, or address information

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AR350: Maintaining Customers

Updating Customer Types and General Customer Information

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AR350: Maintaining Customers

We will now complete Activity 4 in your Activity Guide

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AR350: Maintaining Customers

Customer CorrespondenceUse the Correspondence Selection page to:

Select name and address information to use in statement, invoice, and letter headers

Decide where you want your customer to send paymentsOverride the business unit defaults for dunning letters, invoices, and

statements for a particular customerDetermine when to exclude items from correspondence and when not

to send the letter or statement

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AR350: Maintaining Customers

We will now complete Activity 5 in your Activity Guide

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AR350: Maintaining Customers

AttachmentsAttachments consist of information that the user wants for additional

customer informationFor example, you have a customer related to Grants, and notes are

needed regarding services for the grant. These notes can be in the form of PowerPoint presentations, Word documents, or Excel spreadsheets

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AR350: Maintaining Customers

We will now complete Activity 6 in your Activity Guide

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AR350: Maintaining Customers

NotesCustomer notes are seen on printed documents such as invoices, and are

available for review by the customerYou can choose from defined standard notes or create a custom note

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AR350: Maintaining Customers

We will now complete Activity 7 in your Activity Guide

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AR350: Maintaining Customers

Lesson 3 Review

How to update customer types and general customer information How to create, apply, and update customer correspondenceHow to create, apply, and update customer messagesHow to create, apply, and update customer attachmentsHow to create, apply, update, and remove customer notes

In this lesson, you learned:

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AR350: Maintaining Customers

Questions

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AR350: Maintaining Customers

Closing the Day

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AR350: Maintaining Customers

Use the following resourcesSMART Training Website

http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

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AR350: Maintaining Customers

Questions

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AR350: Maintaining Customers

EvaluationPlease fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingAR350

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AR350: Maintaining Customers

Thanks for coming and participating

today!