These resources are designed for university billing specialists, cashiers, and managers who use Accounts Receivable and Billing in myUFL.
Frequently Asked Questions
For more information about Accounts Receivable and Billing, please read the Frequently Asked Questions.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for accounts receivable, billing and all other parts of the systems.
Forms
Certain transactions in the myUFL financials system also require the use of forms to request actions or for documentation purposes. Use this list as a guide. All forms are available from Finance and Accounting. Some frequently used forms for accounts receivable and billing include:
- Cash Expense Refund
Cash expense refunds include refunds, reimbursements, rebates, and returned funds from a vendor. In myUFL, a deposit and an accounting entry are required to accommodate these refunds. Use this form to document the transaction. - Revenue Refund
A revenue refund is a return of previously recorded revenue to a governmental agency, a return of fees or charges, etc. Revenue refunds are processed in the same way as an unencumbered voucher.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Accounts Receivable
Checklist - End
Use this checklist to complete requests for End User roles for Accounts Receivable/Billing in the Access Request System (ARS). - Accounts Receivable
Checklist - Core
Use this checklist to complete requests for Core User roles for Accounts Receivable/Billing in the Access Request System (ARS). - Charge and Distribution Codes
Update this workbook with the goods and services you sell as well as the PeopleSoft ChartField distribution attributed to each so we can bring that information into PeopleSoft for you! - AR Open Item Interface
File Layout
This document details the layout for the interface file of your legacy system bills so we can bring that invoice information into PeopleSoft Receivables. PeopleSoft will create accounting entries for these invoices and will update the applicable customer balances (increasing the AR balance) so you can apply deposit payments against them as you receive them (decreasing the AR balance). The layout contains the fields you will supply us so we can process these transactions. Each field has a specific width so refer to the document for information about the fields, widths, and any additional comments that will help you determine what information to include. - Program Codes and Definitions
Program Codes are the classification of programmatic objectives associated with various funds and are required on all Revenue and Expense transactions. Some program codes are restricted to specific funds. For example, Program Codes associated with auxiliaries, such as 7700 (Auxiliary Administration), are used with the Auxiliary Funds 149, 152, 159, 161, or 162. - Required ChartFields
Business Unit, Fund, Department ID, and Account are required on all transactions. In addition to these, the University requires other specific ChartFields depending on the fund. These are explained in this resource guide.
Policies
UF Handbook Business Policies and Procedures for Cash, Collections, and Receivables.
Security Roles
- UF_FI_FUNC_USER
Required for anyone who has an end or core user role for any myUFL Financial system. - U F_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties. - Financial Business Unit Access Roles
Required for any account with end- or core-user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account.
End User Roles
- UF_CR_AR_CASHIER
Manage the deposit business process. Collect payments from customers. Apply payments to open items via worksheets or directly journal them to the General Ledger as cash. User must complete training course PST021 prior to requesting role. (P3) - UF_CR_AR_REVIEWER
Run, view, and print reports related to invoice, payment, collection, and deposit transactions. (P3) - UF_CR_AR_TM_CP_PAYMENT
This role allows access to the Conversion Payment process. This role requires extensive knowledge of Accounts/Receivable processing and should only be requested by a limited number of Treasury Management core office staff. (P3) - UF_CR_BI_REVIEWER
Runs, views, and prints reports related to bills, invoices, and adjustments. (P3) - UF_CR_BI_SPECIALIST
Enter bills and make any adjustments. Use system functions such as bill copy and installment billing. Run the Generate Invoice and Reproduce Invoices processes. (P3)
Core User Roles
- UF_CR_AR_TM
Run processes related to accounts receivable. Assigned only to very specific individuals in the Treasury Management office. (P4) - UF_CR_AR_UFS
Run processes related to accounts receivable, deposits, and collections. (P4) - UF_CR_CSR
Maintain all external customer contact information. Enter customers into the system. (P4) - UF_CR_AR_UFS_NON_BUD
Allows user to Enter Regular Deposits and Create Accounting Entries for those deposits without the ability to budget check. (P4)
Assistance
To request Customer Setup/Modification, send email to addcustomer@ufl.edu
For assistance with university policies and procedures regarding billing and accounts receivable, please contact the appropriate office:
- Accounting Controls (392-2441)
- University Cashier (392-0185)
- University Financial Services – Student Accounts Receivable (392-0181)
- University Financial Services – Student Collections (392-0766)
- UF Foundation (392-8304)
Please contact the UF Help Desk (392-HELP) for questions regarding the use of myUFL for billing and accounts receivable.
