Getting Started With Banner AR

Complete AR Training

Take the Accounts Receivable Processing course to learn how to process charges and credits to students (SAR) and outside the U of I System customers (GAR) in the Accounts Receivable module of Banner.

Request access to Banner AR Security profile

Once your Banner AR C-FOAPAL(s) and Detail code(s) have been established, you will need access to view and/or post charges to customer accounts in Banner AR, and to view and reconcile your receivables in Banner Finance.

Your Unit Security Contact (USC) must request one or more of the following Banner AR and Finance accesses for all staff members in your unit who need it:

Establish Banner AR C-FOAPAL(s) and Detail Code(s)

Upon verifying that the goods or services provided by your unit qualify as eligible receivable transactions, you must process those charges through Banner Accounts Receivable (Banner AR), the U of I's centralized billing system. In order to process charges through Banner AR, you must first establish appropriate Banner AR C-FOAPAL(s) and Detail codes as follows:

Design Invoice to Send to Customer with Charge Details

If you need to create an invoice for a customer and need to include details about the charges, refer to Design Invoice to Send to Customer with Charge Details job aid.

Train Department on Assessment of Charges

All charges and credits entered in Banner AR must be designated as either General Accounts Receivable (GAR) or Student Accounts Receivable (SAR).

General Accounts Recieveable (GAR)

Charges are designated by the alpha term code “ARTERM.”

Options For Entering GAR Charges and Credits

Banner AR offers several options for entering charges and credits. For feeders with recurring high-volume assessments there is an online Feeder Process, Finance Feeder Front End. For information about creating a feeder, visit the Finance Feeder Front End Resource Page.

For lower-volume assessments, these Banner AR pages provide different levels of detail and functionality.

Sample GAR billing statements can be seen in Appendix A. You must then assess the corresponding charge(s) to the GAR customer account in Banner AR. The steps required to assess GAR charges in Banner AR are as follows:

1. Create an invoice or equivalent documentation that clearly describes the good(s) or service(s) provided to your customer and itemizes the cost.
2. Mail (if applicable) the original invoice or equivalent documentation to the customer.
3. Retain a copy of the invoice or equivalent documentation for your records. This is important in the event a customer disputes or requires a detailed explanation of the charge.
4. Be sure to include the invoice number (if applicable), along with the dollar amount of each invoice or total cost of each transaction, when assessing the charge(s) in Banner AR (step "b" below). Using one of the Banner AR pages listed above, assess all charges to the customer/student account in Banner AR within 30 days of providing the good(s) or service(s). (For detailed insutructions, see Accounts Receivable Processing.
   1. Charges that fail to meet the 30-day timeframe may be rejected or reversed by ARO.
   2. Email ARO at aroperations@uillinois.edu to request an exception if documented circumstances beyond your control prevent you from meeting the 30-day timeframe.
   3. Assess approved exceptions to the customer account in Banner no later than 120 days after providing the good(s) or service(s) to the customer.
   4. Explain approved exceptions in writing by letter or e-mail to the customer; this written explanation must:
      • Be sent in advance of any billing by ARO;
      • Clearly identify why the charge was delayed;
      • Include your unit contact in case the customer needs further clarification or wants to dispute the charge; and
      • Include a cc (copy) sent to ARO.

Student Accounts Receivable (SAR)

SAR charges are designated by six-digit numeric term codes. You must always use the appropriate SAR numeric term code when entering SAR charges or credits.

SAR numeric term codes are determined as follows:

• The first digit signifies location
  • UIUC = 1
  • UIC = 2
  • UIS = 4
• The second through fifth digits signify calendar year
• The sixth digit signifies semester
  • Fall semester = 8 (month of August)
  • Spring semester = 1 (month of January)
  • Summer semester = 5 (month of May)

Example: Term code 120208 = UIUC location, Fall semester, year 2020.

Options For Entering SAR Charges and Credits

Banner AR offers several options for entering charges and credits. For feeders with recurring high-volume assessments there is an online Feeder Process, Finance Feeder Front End. For information about creating a feeder, visit the Finance Feeder Front End Resource Page.

For lower-volume assessments, these Banner AR pages provide different levels of detail and functionality.