Overview
The AR/Billing Detail report provides transaction detail for the posted Accounts Receivable & Billing revenue journals on your Statement of Activity (SOA). These are the journals beginning with ARS and BI. There are two versions of this report – Fund/Department/Program and Project/Grant. Use the version that matches the SOA report you use to reconcile your monthly financial activity. This document uses an AR/Billing Detail report by Fund/Department/Program as an example to describe the report header, report fields, and report format.
Report Header
| Letter | Field/Button | Description |
|---|---|---|
| A | Report Title | The sub-title AR/Billing Detail Reportshows that this report is a companion to the SOA. |
| B | Report ID | This value identifies the report from the system standpoint. Each unique version of a report has its own Report ID. |
Report Fields
| Letter | Field/Button | Description |
|---|---|---|
| C | Journal ID header |
The journal information from the SOA (i.e., Journal ID, Journal Date, Line, and the ChartFields) is repeated as a headersection for the transaction detail. Use this information to locate the transaction detail for the Journal ID and Line when reconciling your SOA. |
| D | Inv. |
This field displays the Invoice number.
|
| E | Inv. Date | This field shows the transaction date for the invoice. This tells you when the transaction was initially recorded in the M-Pathways system. |
| F | Type | The field may be used to indicate the kind of invoice (bill) that was used for the transaction. The Type field value defaults to Regular. |
| G | Bill BU |
The Bill Business Unit field tells you which AR/Billing Business Unit applies to the invoice. This is the value you use when you run AR/Billing reports, such as the Statement of Receivables. It tracks the invoice activity in the Billing and Accounts Receivables modules.
Do not use the AR/Billing Business Units to run General Ledger reports, such as the SOA or the SOA AR/Billing Detail report. |
| H | Inv. Line | The Invoice Line field shows the line of the invoice to which the detail information belongs. If an invoice has multiple lines, with each being charged to a different ChartField combination, the invoice detail is summarized into multiple journal lines. Therefore, information for the invoice appears in multiple places on your SOA and AR/Billing Detail Expense reports. |
| I | Bill Line Seq | The Bill Line Sequence field provides distribution information for the University. Sponsored Programs and General Receivables holds the receivable item (invoice) as a debit for the University using one or more ChartField combinations until the invoice is paid by the customer. This field shows which distribution applies to that particular Invoice Line. |
| J | Rev Line Seq | The Revenue Line Sequence field provides distribution information for the department or project/grant. An invoice may split the revenue among multiple Fund/Department/Program combinations or multiple Project/Grants. This field shows which Department or Project/Grant distribution applies to that particular Invoice Line. |
| K | Award/Dept Ref |
The Award/Department Reference column is a wrapped column. The information that appears in either field depends on the type of invoice.
|
| L | Customer ID |
This field indicates who was billed (i.e., invoiced) by the University.
|
| M | Customer Name | This 40 character field displays the name of the customer. |
| N | PO/Contract Reference | The data in this field comes from the Customer Order Number field on the UM Sales Invoice. On the UM Sales Invoice the field is used to record the Purchase Order or other customer order number involved with the goods or services being billed. |
| O | Amount | This field shows the amount related to the individual invoice line, bill line, and revenue line. For a single line invoice, the invoice line total and the Journal ID/Line total are equal (as shown in the picture above). When more than one invoice or invoice line comprises the detail, the sum of the Amount field equals the Journal ID/Line total. The Journal ID/Line total ties the AR/Billing Detail report to the SOA. |
| P | Rec? | The Reconciliation field indicates whether the ARS or BI journal line (and therefore, the detail) has been reconciled (Y) or not (N) using M-Pathways eReconciliation. If your department or project/grant does not use eReconciliation, this field always displays a value of N. This information is also available on the eReconciliation reports. |
| Q | eRecon Notes | Displays the note entered on the eReconciliation AR/BI Detail page for the journal line detail. If your department or project/grant does not use eReconciliation, this row won’t appear on the report. |
| R | Total Journal ID footer |
This row shows the total amount of the invoice detail as it relates the BI Journal ID/Line. This amount equals the amount that appears on the SOA for the Journal ID/Line. |
Report Format
ChartField combinations are the key to how the data appears on the AR/Billing Detail report. Each invoice line, bill line, or revenue line that has a distinct ChartField combination becomes a specific line within the BI journal entry. The journal entry process reviews all invoices and summarizes the invoice lines, bill lines, and revenue lines into a Journal ID/Line according to the ChartField values. The following picture shows how the AR/Billing Detail report displays the transaction data for a Journal ID/Line when multiple invoices have an invoice line, bill line, and revenue line with the same ChartField combination (ShortCode).
Multiple Invoices
