Accounts Receivable Billing or (ARBI) is the billing program in the PeopleSoft software system. The customer and the revenue deriving from that customer are the responsibility of the billing department; however, Accounting Services does perform a back-up accounting function. Departments on campus use ARBI to create invoices and PeopleSoft will post the invoices to their financial statements and mail the invoices. Accounting Services will monitor, age and reconcile the receivables and aid in the collection of the payments.
When to use ARBI
ARBI is to be used when a unit of the University has the need to invoice outside individuals and entities. ARBI is NOT to be used for student billing, inter-departmental or inter-campus billing.
Section 207 of the University of Missouri System Finance & Accounting Business Policy & Procedure Manual states:
Departments must use the PeopleSoft Accounts Receivable/Billing (ARBI) when making sales on credit unless they meet the following criteria:
- There is a documented business need for a specialized billing process that cannot feasibly be met through ARBI.
- The department has established appropriate segregation of duties in the billing and collection functions.
For sales on credit, departments must establish policies/procedures, including follow-up on uncollected amounts and denial of credit where appropriate.
NOTE: Any employee extending credit without proper authorization will be held responsible for all accounts so incurred and may be subject to disciplinary action, up to and including termination.
NOTE: Accounting Services refers uncollected ARBI accounts to contracted collection agencies
Special permission must be granted from the Vice Chancellor of Managerial & Technological Services in order for a department not to use ARBI when creating an invoice.
Advantages of using ARBI
- Revenue is posted to your financial statements when the invoice is created. The invoice is documented in PeopleSoft.
- Back end administration done by Accounting Services – We will collect and process payments, make sure everything has posted correctly, send past due notices, age and reconcile receivables.
- Customers can pay by credit card (Visa, MC, Discover and American Express) with no fee to them or to your department
- Departments do not have to process or deposit payments (unless they prefer to). There is a payment coupon with instructions as part of the invoice created.
- Accounting Services will notify the billing department and send past due notices.
- Invoices which are not paid can be sent to the University’s collection agency if deemed appropriate by the billing department.
- No cost for postage, printing, mailing or accounting services to the billing department.
For more information about ARBI or for training, please contact Faith Lucas.
In order to be granted ARBI End-User Access, you will have to meet with Faith Lucas in Accounting Services for training. After your training is completed, access will be requested.
If you would like to practice entering invoices and issuing credits through ARBI, visit the test page and enter the login information.
User ID: TRAINARBI
An invoice would be written off if it remains unpaid after it becomes 180 days past due. The customer would automatically be sent three notices of past due invoices. They receive one after 30 days, 60 days and 90 days. You can and should monitor your customers accounts by reviewing your aging report to make sure that they have received the invoice and that they are aware of the past due accounts.
An aging report is a list of invoices that have been entered into PeopleSoft that have not been paid. The aging report also shows how long the invoices have been outstanding (i.e. Current, 31 – 60 days, 61 – 90 days etc.). Please note that if you have no open invoices then the aging report pulls the last report that did have an open item. So if the report does not have the date of the previous Friday from when you processed your aging report then please ignore the results because you have no open invoices.
All past due ARBI invoices are reviewed monthly and the department will be notified of all outstanding invoices. Requests for delaying the write-off of an ARBI invoice should be directed to Faith Lucas.