Accounts Receivable and Billing
Q: I am receiving an authorization error
when I try to access a page. What can I do?
Q: How do I add a new customer in the system
to reference on an invoice?
Q: How do I deposit money from a Direct Support
Organization (DSO)?
Q: Where can I get additional assistance?
Q: Where can I find the roles I need?
Q: Where can I find the "How to..." documentation?
Q: Where can I find the training schedule?
Q: I need to look up AR information in the
system. Which query do I select?
I am receiving an authorization error when I try
to access a page. What can I do?
If you receive an authorization error message (e.g., "You are not authorized
to access this component."), then you may not have the correct roles assigned
or you may need to refresh your browser settings.
First, check refresh your browser and clear your cache. If you are unfamiliar with this step, please review the Clearing Your Cache instruction guide.
If this does not work, you can review your current role assignments by navigating to My Accounts > My Roles from the myUFL portal, and contact the UF Help Desk for further assistance at 392-HELP or helpdesk@ufl.edu.
You also can review available AR and Billing Roles on the UF Bridges Website, and submit a request to your Department Security Administrator for the appropriate role. Please be sure to consult the roles document linked above to verify that your role request will not conflict with your current responsibilities.
How do I add a new customer in the system to reference
on an invoice?
To add a new customer in the PeopleSoft system, email addcustomer@ufl.edu
with your request. You will need to identify the following information:
- "Bill To:" name
- "Bill To:" address
- Contact name
- Full contact address (if different from billing address)
- Contact phone and fax number
- Contact email address if available
Once this information is provided, you will be notified by email of the new CUST ID number to use in myUFL.
How do I deposit money from a Direct Support Organization
(DSO)?
In accordance with new UF rules for most DSOs, all expenditures made for
and on behalf of the University will be paid through UF rather than directly
from the DSO. All departments must use Fund 171 and Account 430000 for deposits
from a DSO (including the UF Foundation). Moneys deposited for scholarships
or miscellaneous research will need to be moved to that appropriate UF fund
using a Cash Transfer.
The preferred method for depositing DSO funds is to use the Accounts Receivable module in myUFL and prepare the deposits on-line. This requires the UF_CR_AR_CASHIER user security role. Visit the myUFL toolkits page for additional information and instructions.
Where can I get additional assistance?
The Accounts Receivable (AR) Exchange is a feature of the myUFL portal that
provides additional support for people using the Accounts Receivable menu
items. The AR Exchange contains time sensitive information regarding processes
and policies, as well as a discussion forum where you can post questions
and receive assistance from your peers.
The AR Exchange is located at the top of the myUFL menu after you click on Accounts Receivable > Payments > Online Payments > Regular Deposit or Express Deposit. The AR Exchange will appear at the top of the menu. If you have a long menu with many items, you may have to scroll the menu up to see the Exchange at the top of the myUFL menu.
Where can I find the roles I need?
You can view all roles available for Accounts Receivable through the AR and Billing Roles document. This document also denotes
the actions each role performs and which roles may conflict if assigned
to the same user.
Where can I find the "How to..." documentation?
All training material, policies, and other resources are located on the
Bridges Web site under Services > Accounts Receivable
and Billing.
Where can I find the training schedule?
The complete training schedule is available at the UF Bridges Web site
under Training. Once you have navigated to the schedule, you can view AR
training sessions under the PeopleSoft Financials heading.
I need to look up AR information in the system.
Which query do I select?
There are several customized queries available to you in myUFL. Here is
a list of them and the information they provide:
- UF_AR_CUST_EXEMPT
Run this query to get a listing of all customers in PeopleSoft that have a tax exempt certification code in the system. - UF_AR_CUSTOMER_LISTING
This query provides the customer & contact information for all customers in PeopleSoft.
- UF_AR_DATE_VS_DATE
Run this query to get a listing of the direct journal deposits that have an accounting date that doesn't match the budget checked date. - UF_AR_DEP_OPR_ID
Run this query to get information on who created a particular deposit and the deposit information. - UF_AR_INCOMPLETE_REG_DEPOSIT (this used to be named UF_AR_DEPOSIT_ERRORS)
Run this query to get a list of the regular deposits (with check #) that are not completely processed. - UF_AR_ITEMS_NOT_CLOSED
This query provides list of items that are not closed in AR. - UF_AR_JRNLID_BY_INVOICE
This query provides the GL journal id for regular deposits.
