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Accounts Receivable Beta

The AR beta testing phase is running now through August 2nd at which time we will release the production version of the Accounts Receivable module.  For schools and ITCs wishing to participate in the AR beta, a few configuration changes are required.  Click here for the steps necessary to configure a USAS-R instance to begin using the beta version of the accounts receivable module (AR).    


The Accounts Receivable module offers interfaces to handle a variety of account receivable processes.  A crosswalk of the Account Receivable menu and its Classic counterparts are available below as well as steps to import Classic ARF into Redesign.


The Accounts Receivable menu will not be visible until the Accounts Receivable module has been installed under System>Modules.

AR Menu Options

Accounts Receivable OptionsUSAS Classic ProgramsDefinition
AR Ledger QueryEIEIO's BARQ optionQuery only grid allowing you to filter existing Accounts Receivable transactions. You can query on Billings, Payments and Receipts
BillingsARF's Billing OptionAn invoice created by the district that lists the goods or services provided to the customer. 
CreditsN/AApply existing credits from a customer to an existing invoice for that customer
CustomersARF's Customer WindowStores Accounts Receivable or USAS-R Vendor customers
Ledger CodesARF's Ledger WindowStores Ledger codes to be used when creating billings
Payment LocationsARF's Profile WindowStore various payment locations
PaymentsARF's Payment or Payment/Receipt OptionApply a payment against an existing billing with the option of posting a USAS-R receipt.
AR ReportsARF's ARRPT Report MenuTemplate and Canned Account Receivable Reports

Steps to Import Classic ARF data

In order to import Classic ARF data into a district's existing Redesign instance, the ITC will need to perform the following steps:

SSDT strongly recommends ITCs run a test import of a district's Classic ARF data into a test instance of the district's Redesign data prior to running the live import to ensure the import completed correctly and any necessary corrections have been addressed.  Once AR is imported into their live data, it cannot be re-imported without re-importing all of USAS-R.

  • Export from Classic:  Use the USAS Classic Export Process to execute the SSWAT Export.  It will generate several USAS extraction files however, you will only be using the following files to import into USAS-R.
    • ARCUST_XXXXXX.TXT 
    • ARHEAD_XXXXXX.TXT
    • ARITEM_XXXXXX.TXT
  • File Transfer the above files to your PC.
  • Install the Accounts Receivable module under System>Modules.
  • Grant appropriate AR roles to new and/or existing users.
  • Run Imports in the following Accounts Receivable menu options:

    The imports must be run in the following order.  If an import contains 'failed' records, please do not proceed with the next import until the errors have been reviewed and/or cleaned up.

    • AR Customers:
      • Under Accounts Receivable>Customer, click on  from the grid.
      • Click on 'Upload File' to browse for the ARCUST_XXXXXX.TXT and click "Open" or select the file by double-clicking on the file name.  Confirm the system brought in the proper file
      • Select "Tab" for Delimeter Type
      • Click  
      • Save the output text file (defaults to CustomerImportResult.txt) and review.  The top of the file indicates the total number of customer records imported and failed.  The failed records will be displayed along with their import error. Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the CustomerImportResult.txt file.
    • AR Billing:
      • Under Accounts Receivable>Billings, click on  from the grid.
      • Under CSV/TSV Header file, click on 'Upload File' to browse for the ARHEAD_XXXXXX.TXT
      • Under CSV/TSV Item file, click on 'Upload File' to browser for the ARITEM_XXXXXX.TXT
      • Select 'Tab' for Delimeter Type
      • Leave 'Create New Ledger Codes' box checked.  This will create new ledger codes that do not already exist in the Redesign.
      • Click 
      • Save the output text file (defaults to BillImportResult.txt) and review.  The top of the file indicates the total number of header and item records imported and failed.  The failed records will be displayed along with the import error.  Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the BillImportResult.txt file.
    • AR Payments
      • Under Accounts Receivable>Payments, click on  from the grid.
      • Under CSV/TSV Header file, click on 'Upload File' to browse for the ARHEAD_XXXXXX.TXT
      • Under CSV/TSV Item file, click on 'Upload File' to browser for the ARITEM_XXXXXX.TXT
      • Select 'Tab' for Delimeter Type
      • Click 
      • Save the output text file (defaults to PaymentImportResult.txt) and review.  The top of the file indicates the total number of header and item records imported and failed.  The failed records will be displayed along with the import error.  Once the errors have been reviewed and any necessary corrections made to allow the failed records to be imported, re-run the import using the PaymentImportResult.txt file.
  • Proceed with running Balancing Reports.


Import Classic Transaction Numbers

The Classic Billing, Payment and Customer numbers will not be imported into Redesign as the transaction and customer numbers.  However, these Classic transaction and customer numbers will be stored in custom fields labeled as "legacy number" on the transaction or customer they are tied to.  When importing, a new Billing #, Payment # and Customer # will be auto-assigned.  The reason being is Classic allowed the same numbers (i.e. Customer C100 and Vendor V100) whereas in Redesign, the transaction number is stored separately and must be unique.  The Legacy Number can be added to the grids in order to cross-reference the Classic transaction number.

Import Transaction Item Descriptions

Only the first 30 characters on each Classic invoice item description will be imported into the Redesign.

Import Errors

Customer Import

  • 'Error importing Vendor Customer #XXXXXXXXX, data mismatch with Vendor of same number':    This indicates there is not an existing USAS-R Vendor in Redesign for that Vendor Customer #.  The district may choose to query (EIEIO/BARQ) or run reports (ARTRAN) in Classic against this vendor.  If there are no Classic ARF transactions against this customer, the district may ignore the error and the vendor will not be imported in the Redesign.  If the district would like the vendor to be added in Redesign, they must create the vendor manually in Core>Vendors.  They can then re-run the import using the CustomerImportResult.txt file in order to add the Vendor Customer to the AR Customer grid.

Payment Import:

  • 'Payment #XXXXXXXXXXXX not added, no items were imported': Generally found on the header portion of the PaymentImportResult file.  This indicates the payment number contains an empty Payment transaction in Classic for that Billing (highlighted example in screenshot below).  Please query the billing in Classic's EIEIO/BARQ and compare to the Redesign transactions in AR Ledger Query.  If everything matches, please ignore the empty payment record.

Balancing Reports

The following reports in both Classic and Redesign should be run to check totals and ensure all amounts and transactions balance.

ClassicRedesignNotes
CUSTLSTCustomer Grid - Report optionTo confirm all customers were loaded, run Classic's CUSTLST for all customers and compare using the report option of all customers on the Customer grid.  Please refer to the Import Errors section for customer errors.
ARSUMM

AR Billing Summary - Billing Import

NOTE: Legacy Numbers are included in the customer report for easier comparison.

To confirm all outstanding amounts on billings imported successfully, run Classic's ARSUMM for all invoices on file.  Compare the totals by importing and running the 'AR Billing Summary - Bill Import' custom report definition included in this table, entering 'outstanding' status.  Compare and balance totals. 
ARDETL/ARTRAN

AR Billing Summary - Billing Import

NOTE: Legacy Numbers are included in the custom report for easier comparison.

To confirm all billings imported successfully, run Classic's ARDETL and/or ARTRAN for all invoices on file, selecting the "invoice" transaction type.  Compare the totals to the custom 'AR Billing Summary - Billing Import' report definition included in this table..   If you want to run a report for outstanding AR billings, select 'outstanding' and compare the figures to Classic's outstanding ARDETL and/or ARTRAN for "invoice" transaction types.  
ARDETL/ARTRAN

AR Payment - Payment Import

NOTE: Legacy Numbers are included in the custom report for easier comparison.

To conform all payments imported successfully, run Classic's ARDETL and/or ARTRAN for all invoices on file, selecting the "payment" transaction type.  Compare the totals to the custom 'AR Payment - Payment Import' report definition included in this table.  
ARDETL

AR Detail Report (Billing Amounts)

NOTE: ARDETL is based off the AR Ledger and does not contain the Legacy Numbers

Compare the invoice totals on the Classic ARDETL to the billing totals on the AR Detail report. On the Classic ARDETL, select 'All Invoices', 'Invoice Transaction' Type and leave date range blank to include all invoices.  On the AR Detail, select 'Billing' Type and leave date range blank to include all billings.  The invoice/billing totals on reports should balance.  To compare outstanding amounts, you can run the Classic ARDETL selecting 'Outstanding' against the AR Detail report entering 'Outstanding' in the Status parameter.  
ARDETLAR Detail report (Payment Amounts)Compare the payment totals on the Classic ARDETL to the totals on the AR Detail report. On the Classic ARDETL, select 'All Invoices', 'Payment Transaction' Type and leave date range blank to include all payments.  On the AR Detail, select 'Payment' Type and leave date range blank to include all payments.  The payment totals on each report should balance.  
ARTRAN

AR Transaction Summary (Billing Amounts)

NOTE: ARTRAN is based off the AR Ledger and does not contain the Legacy Numbers.

Compare the invoice totals on the Classic ARTRAN to the billing totals on the AR Transaction Summary report. On the Classic ARTRAN, select 'All Invoices', 'Invoice Transaction' Type and leave date range blank to include all invoices.  On the AR Transaction Summary, select 'Billing' Type and leave date range blank to include all billings.  The invoice/billing totals on the reports should balance.  To compare outstanding amounts, you can run the Classic ARTRAN selecting 'Outstanding' against the AR Transaction Summary entering 'Outstanding' in the Status parameter.  
ARTRANAR Transaction Summary (Payment Amounts)Compare the payment totals on the Classic ARTRAN to the payment totals on the AR Transaction Summary report. On the Classic ARTRAN, select 'All Invoices', 'Payment Transaction' Type and leave date range blank to include all payments.  On the AR Transaction Summary, select 'Payment' Type and leave date range blank to include all payments.  The payment totals on the reports should balance.  
ARSTATECustomer Statement ReportRun both statement programs and compare and balance.  TIP: May be easier to convert the Classic ARSTATE.TXT to PDF format in order to compare the number of statements generated.
ARAGEAR Aging ReportRun both reports and compare and balance.  NOTE: The AR Aging report does not have an option to age receivables by a specific date.  We will wait to hear feedback on whether a canned report needs to be created.
ARCVBLN/ACurrently there is no comparison report in Redesign however, we will have a canned report available by production release.
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