Role (s): Accounts Receivable BI Reporter
Purpose: A Customer Account Activity Report is required that will provide detailed information about customer account activity for a given date range. For a given customer, the billed amount, collected amount, interest, administrative fees, penalty charges, and the activity amount is given. The corresponding billing document, clearing document, and posting date is provided.
Menu Path: Accounts Receivable/BI Accounts Receivable Reports/Customer Account Activity Report
Help Hints:
The R/O column in the field description table represents the two types of data entry fields in FMMI:
· R is for required fields that must be populated to complete a transaction.
· O is for optional fields that are not mandatory to complete a transaction.
On certain screens you may need to scroll to view additional data fields.
Data used in this procedure is a representative sample of the data that is available in the production environment. Actual transaction data in the production environment may vary based on your given scenario.
Steps to Generate the Customer Account Activity Report
1. Login to FMMI Portal
2. Access the Accounts Receivable Tab
3. Click BI Accounts Receivable Reports
4. Click the Customer Account Activity Report Task Link
5. Variable entry screen for report will appear. Enter the desired parameters to execute the report.
6. Enter the required Prompts as indicator by asterisks (*). Additional prompts may be entered to further filter the data returned. Optional fields do not require a value to be entered. However, if data is entered in optional fields, it will limit the data returned in the report output.
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7. As required, complete the fields as follows:
Field / R/O/C / Description*Business Area / R / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization and to which the value changes recorded in financial accounting can be allocated. An element within FMMI that identifies USDA Agencies.
Example: CF00
*Key Due Date / R / The collection due date of the accounts receivable invoice.
Date Format: MM/DD/YYYY
Bank Statement / O / Data that is electronically retrieved for a bank. It includes general information on the house bank (Bank Number and Account Currency, Statement Number and Statement Date.
Clearing Date Range / O / The clearing date specifies when the item is considered cleared. When clearing, the last posting date of all the documents involved in clearing is set as the clearing date. Clearing denotes all activities from the time a commitment is made for a transaction until it is settled.
Date Format Range: MM/DD/YYYY - MM/DD/YYYY
Customer Number / O / The identification number of the responsible party to whom USDA sells goods or services.
Item Status / O / An indictor that provides the status of the receivable: open or closed.
Values:
· C= Closed
· O= Open
Posting Date / O / An indictor that provides the status of the receivable: open or closed.
Date Format: MM/DD/YYYY
Sales Office / O / This is the AR Type specific to the MRP Agencies. It is a field in FFIS that is linked to the Aged Receivable Report. See the List of AR Types in the following Exhibits on pages 17 through20.
· Exhibit A = APHIS AR Types
· Exhibit B = GIPSA AR Types
· Exhibit C = AMS AR Types
8. Click ‘OK’ Button to execute the report.
9. The report will be displayed with the following data elements in the default layout.
10. Click Scroll Right button to view additional columns within the report.
11. Below are the report’s Default Columns and their descriptions :
Column / Detail/Measure) / DescriptionsCustomer / The identification number of the responsible party to whom USDA sells goods
Clearing Document Number / This is the number assigned to the clearing document if the accounts receivable document has been cleared.
Document Number / A ten digit number or text string used to uniquely identify document information captured by the system. Document numbers can be generated automatically or assigned by the agency when a new document is entered. Most document numbers are system generated.
Billed Amount / Any record that have a Document Type Code of RV and DR. / See Exhibit E for More Details
Collected Amount / Any record that does not equal Document Type Code RV, DR, DW, C5, C6, and C7. / See Exhibil E for More Details
Write Off / Any record that have a Document Type Code of DW.
Outstanding Amount / The Billed Amount Minus (-) (Collected Amount Plus (+) Write Off Amount)
Interest Due / Balance (Open Item Interest) Plus (+) Balance Interest / Balance (Open Item Interest)
Ø Item Status is equal to (=) Open
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Document Type is equal to (=) C5 (Customer Interest)
Ø Amount
Balance Interest
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Clearing Date is greater than (>) the Clearing Key Date.
Ø Document Type is equal to (=) C5 (Customer Interest)
Ø Amount
Column / Detail/Measure) / Descriptions
Penalty Due / Balance (Open Item Penalty) Plus (+) Balance Penalty / Balance (Open Item Penalty)
Ø Item Status is equal to (=) Open
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Document Type is equal to (=) C7 (Customer Penalty)
Ø Amount
Balance Penalty
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Clearing Date is greater than (>) the Clearing Key Date.
Ø Document Type is equal to (=) C7 (Customer Penalty)
Ø Amount
Admin Fees Due / Balance (Open Item Admin Fee) Plus (+) Balance Admin Fee / Balance (Open Item Admin Fee)
Ø Item Status is equal to (=) Open
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Document Type is equal to (=) C6 (Customer Admin Fee)
Ø Amount
Balance Admin Fee
Ø Posting Date is less than or equal to (<=) the Posting Key Date.
Ø Net Due Date is less than (<) the Key Due Date.
Ø Clearing Date is greater than (>) the Clearing Key Date.
Ø Document Type is equal to (=) C6 (Customer Admin Fee)
Ø Amount
Activity Amount / Outstanding Amount + Interest Due + Penalty Due + Admin Fees Due
12. Below are Free Characteristic fields that can be dragged and dropped:
Fields / DescriptionAddress / The address of the customer.
Assignment Number / This is used to sort line items for a specific customer account.
Bank Statement (Account Statement / Data that is electronically retrieved for a bank. It includes general information on the house bank (Bank Number and Account Currency, Statement Number and Statement Date.
Baseline Date / Date from which the terms of payment apply.
Budget Period / A 4-digit code which indicates both the beginning and ending budget fiscal years for a fund. Each budget fiscal year begins October 1st and ends September 30th. Budget periods can be annual, multi year or no year.
Example: 13XX
Business Area / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization and to which the value changes recorded in financial accounting can be allocated. An element within FMMI that identifies USDA Agencies.
Example: CF00
Clearing Date / The clearing date specifies when the item is considered cleared. When clearing, the last posting date of all the documents involved in clearing is set as the clearing date. Clearing denotes all activities from the time a commitment is made for a transaction until it is settled.
Clearing Document Number / This is the number assigned to the clearing document if the accounts receivable document has been cleared.
Commitment Item / Commitment Item (CI) defines how funds are either controlled or spent. It is the Funds Management equivalent of a GL account and is used for BOC or Revenue Source Code.
Example: USDA/0203 COMM ACTIY-EXCEPTION
Country / The country of the customer.
Cost Center / An organizational cost object that consumes, collects, allocates, controls, reports, and plans costs.
Example: CF00000000
Customer / The identification number of the responsible party to whom USDA sells goods
Customer Name / The name of the responsible party to whom USDA sells goods or services.
Customer Account Group / Represents a classification assigned to each customer (Federal Customers, State and Local Government Customers, Commercial Customers, etc.)
· AGST (USDA Ship/Bill To)
· Bank (Bank Customer)
· COMM Commercial)
· EMPL (Employee Customer)
· FED (Federal Customer)
· SNL (State and Local Customer)
· USDA (USDA Agency Sold to Party)
Fields / Description
Document Date / The date the document was created. This could be different from the posting date if an AR invoice is created and parked on one date but approved at a later date.
Date Format: MM/DD/YYYY
Document Header Text / A twenty five position character field used to hold free text or interface data located on the Receivable Header Document in FMMI.
Document Number / A ten digit number or text string used to uniquely identify document information captured by the system. Document numbers can be generated automatically or assigned by the agency when a new document is entered. Most document numbers are system generated.
Document Type / Key that identifies to which group of documents a document is assigned. Documents of the same type contain information that is relevant to posting and updating of the value fields in the database.
See Exhibit D for More Details.
Due Date of Cash Discount 1 – on Report / Date Format: MM/DD/YYYY
Due Date of Cash Discount 2 – on Report / Date Format: MM/DD/YYYY
Dunning Area / An organizational unit within a company code from which, dunning is conducted. The dunning procedure is controlled and the dunning notices are sent separately per dunning area. A dunning area can represent the following:
· Division
· Distribution Channel
· Sales Organization
· Business Area
Dunning Block / An indicator that (through the allocation of a dunning block reason) enables you to prevent (block) accounts and items from being dunned. Dunning is the process of notifying customers of outstanding debts and systematically applying penalties to encourage payment. The following are the Dunning Block values:
· * - Dunning Interface
· A – Manual Block Reason A
· B – Manual Block Reason B
· C – Dunning Reason for Capitalization Of Overdue Items
· D – Invoice in Dispute
· H – Block Reason H
· R – Block by Invoice Verification
· S – Dunning Reason Deferral
Fields / Description
Dunning Key / Identifies items to be dunned separately, such as items you are not sure about or items for which payment information exists. The following are the Dunning Key values:
· 0 – Dunning Key 0
· 1 - Dunning Key 1
· 2 – Dunning Key 2
· 3 – Dunning Key 3
· Z – Payment Has Been Made, Separate Item Display
Dunning Level / This is a numeral indicating how often an item or an account has been dunned. The values for Dunning Level are as follows:
Values: 0, 1, 2, 3, and 4
Fee Schedule / A pre-defined schedule for assessing interest, fees, and penalties to overdue debt.
See Exhibit E for More Details.
Fiscal Year / An accounting period consisting of 12 months. A fiscal year begins on October 1 and ends on September 30 of the following year.
Year Format: YYYY
Functional Area / Functional Area is used in mission critical programs without an end date. These programs are core to the operations of USDA agencies and staff offices.
Examples:
· AP00AGDEPOIT000 DEPOSIT FUND-UNIDENTIFIED
· AGDEFAULT
Fund / A Funds Management Master Data element within FMMI that represents a set of specific accounting elements for recognition of obligation (budget) authority. A Fund is referenced whenever spending occurs. A Fund is a 10-digit alphanumeric naming structure consisting of an agency identifier, a business area, and ending with an agency defined naming structure.
Examples:
· CF0000150D
· USDA/AG0001099X MISCELLANENOUS FINES
Funded Program / A program or project with a defined operational purpose and time frame for which, budget has been appropriated. Funded programs are master data elements that enable agencies to record budget and monitor performance at the project or program level. Funded programs can vary from simple activities to complex projects, and can cross an organization’s fiscal years.
Examples:
· FPDEFAULT
· USDA/AP.AQ.AIRC.01.2005.Q1 2005 – AGI AIR CRA
Fields / Description
Funds Center / A Funds Management Master Data element within FMMI that encompasses organizational entities used to distribute budget and funding. It is linked to Cost Centers. Funds Centers are used to track and manage budget. Funds Centers will have a 10-digit alphanumeric naming structure which will start with the business area and ends with an agency defined name.
Example: USDA/AP00000000 APHIS DEFAULT
G/L Account / Represents the Standard General Ledger account that is impacted when a transaction is posted. The following are the GL Accounts contained in this report:
· USGL/1310900000 AR-SD RECON X
· USGL/1340900000 INT RECEIVABLE- RECO X
· USGL/1360900000 PENALTY & FINES REC X
· USGL/1360910000 PENALTIES & FINES- A X
· USGL/1370900000 ADMIN FEES REC-OTHER X
· USGL/2310900000 LIABADV&PREPAY-RECON
Invoice Item / The line item associated with the invoice.
Invoice Number / The FMMI assigned document number to the invoice related to the collection type document.
Item Status / An indictor that provides the status of the receivable: open or closed
Values:
· C = Closed
· O= Open
Item Text / References the free text field on the line item level of the document. This can be used for various purposes, depending on the document type and business process of the agency. This field has a maximum of fifty characters.
Last Dunned Date / Last Date the customer was notified of outstanding debts.
Date Format: MM/DD/YYYY
Net Due Date / The due date for net payment calculated from the baseline date for payment and the maximum permissible target dates in the terms of payment.
Date Format: MM/DD/YYYY
Payment Block Key / This is a selection criteria when an accounts receivable invoice is created to specify whether an invoice is blocked for payment, free for payment, locked for payment, etc. The following are the Payment Block Key values:
· * - Skip Account
· A - Locked for Payment
· B - Blocked for Payment
· E - INTR Validation Block
· G - IPAC Validation Block
· I – CML: Investor Contract
· N - Postprocess Inc.Pmnt
· P - Payment Request
· R - Invoice Verification
· V - Payment Clearing
13. The Customer Activity Report has been successfully viewed. This is the end of the procedure.