In the UGA Financial Management System, Online Pending Item Entry is defined as entering invoices, debit memos, and credit memos.
You can enter pending items in the system through an interface or online data entry. Entering pending items online is more manual in nature and enables you to establish control amounts for the pending item group and enter items, set payment terms and references, and any other relevant information for the pending items.
After all of the items in your item group have been entered and are balanced against your control totals, the next step is to run the Receivables Update process (ARUPDATE), which is also known as posting. This updates customer balances and creates accounting entries automatically.
In this article, you will enter a group of pending AR items into the UGA Financial Management system.
First, log into the UGA Financial Management System.
Click the Classic Home tile.
To navigate to the Group Entry page, select:
Main Menu > Accounts Receivable > Pending Items > Online Items > Group Entry
The Group entry search page is displayed. Since you are adding a new group of pending AR items, you will add a new value.
Click the Add a New Value tab.
Enter the appropriate information into the Group Unit field.
Example shown here: "66001".
The Group ID field is automatically prepopulated with NEXT. This means that the Group ID will be populated with the next sequential Group ID number. Always leave this field as NEXT.
The Group Control page is displayed. This page is used to enter the Accounting Date, Group Type, Origin ID, Currency and Control Totals.
Enter the appropriate information into the Accounting Date field.
Example shown here: "03/04/2024".
Enter the appropriate information into the Group Type field.
Example shown here: "B".
Enter the appropriate information into the Origin ID field.
In the Origin ID field, enter how the Bill is being entered.
Example shown here: this is an Online bill, enter " OBILL ".
In the Currency section, enter the appropriate information into the Currency Control field.
Example shown here: "USD".
The Control Totals section is used to enter the group control totals. This is the total dollar amount of the payments, and the total number of pending items in the group.
The system compares the control total with the individual pending item amounts and will check to make sure they are in balance.
Enter the appropriate information into the Control Totals Control field.
Example shown here: The pending item total is 300.00. "300.00" is entered.
Enter the appropriate information into the Count field.
Example shown here: The number of pending items in the group is 2. "2" is entered.
Click the Pending Item 1 tab.
This page is used to enter the detailed pending item information.
The Accounting Date field displays the date entered on the Group Control page.
The As Of Date field is usually the same as the Accounting Date.
In the Item ID field, enter a number that describes the pending item, such as the invoice number.
Note: If you have a third party billing system, enter the invoice number generated by the third party billing system.
Example shown here: "1234".
To locate the Customer, click the lookup magnifying glass next to the Customer field.
Click the appropriate Customer ID link.
Enter the appropriate information into the Amount field.
Example shown here: The amount of the pending item is 200.00. In the Amount field, enter "200.00".
To select the Entry Type, click the drop-down arrow in the Entry Type field.
The payment Entry Type is Invoice.
Click the appropriate Entry Type.
Example shown here: IN list item.
To select the Reason, click the lookup magnifying glass next to the Reason field.
Click the appropriate Entry Reason link.
To add the next pending item, click the Add Row (+) icon.
Enter the appropriate information into the Item ID field.
Example shown here: "5678'.
Enter the appropriate information into the Customer field.
Example shown here: "100005".
The Currency field will automatically populate based on the Currency entered on the Group Control page.
Example shown here: "100.00".
Select the appropriate Entry Type.
Example shown here: IN list item .
Click the Accounting Entries tab.
To enter the Accounting Entries, click the Create Accounting Entries button.
The Distribution Lines section of the Accounting Entries page is used to enter the ChartField information.
Enter the appropriate information into the Bud Ref field.
Example shown here: "2024".
Enter the appropriate information into the Fund field.
Example shown here: "14XXX".
The Program field is not a required field.
Enter the appropriate information into the Dept field.
Example shown here: "66XXXXXX".
Enter the appropriate information into the Class field.
To add the ChartFields for the next item,
click the Create Accounting Entries button.
Example shown here: "41XXXX".
Click the Save button.
Click the Group Action tab.
The Group Action page is displayed. This page is used to select the appropriate posting action for the pending items you entered on the previous pages.
To select the Posting Action, click the drop-down arrow to the right of the Action field.
Click the Group Control tab.
The Group Status section displays the Balanced status as "Yes".