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Getting Started

Before creating an accounts receivable (AR) for non-university customers, the follow steps must be followed:

• Get Authorization
• Choose a Method
• Establish Separation of Duties

Get Authorization
In order to invoice a non-university customer, you must have prior authorization to sell the goods or service in accordance with UCD PPM 340-09. Authorization must be one of the following:

• Business contract
• Approved rate (contact your dean's or vice chancellor's office)
• Special Sale/Service Authorization form - Use if the transaction is minor and will occur only once.
• Request for Disposition of By-Products form (See UCD PPM 340-30 for more information).

Choose a Method
UC Davis offers departments several options to manage AR:

Banner - Student Accounting provides a full range of services for managing AR, from data entry through write-off, in the Banner system. This service falls under the terms and conditions of the campus Receivables Management Rate and is a fee service. The fee includes a "per invoice" charge as well as a rebilling factor. For more information regarding the fee, contact Yen Lam or Eben Sutton.

DaFIS – The DaFIS AR module is a self-service tool used by departments to perform receivable management tasks from establishing customers to invoicing and write-off. Accounting & Financial Services offers training through their Education & Support Services (ESS) department (530-754-6780 or dafishelp@ucdavis.edu).

For a comparison of Banner to DaFIS, click here.

Departmental AR Systems – Under certain conditions and approvals, departments are permitted to use standalone AR systems, which feed the DaFIS General Ledger directly, bypassing Banner and the DaFIS AR module. If you are interested in this type of service, please contact John Gregg, Director of Controls and Accountability (530-752-3255 or jwgregg@ucdavis.edu). Director Gregg's written approval must be secured before bringing any such system online. After receiving Director Gregg's approval, please contact Alan Winchenbaugh (530-754-6819 or awwinchenbaugh@ucdavis.edu) for assistance with the feed setup.

Departmental Feeds to Banner or DaFIS – It is possible to feed from a departmental AR system to Banner or DaFIS. For assistance please contact Suzanne Sparrevohn (530-752-8793 or shsparrevohn@ucdavis.edu).

Establish Separation of Duties
To maintain a proper separation of duties, no one person shall have complete control over all AR functions. The person collecting cash and issuing cash receipts (cash includes checks and credit card transactions) shall be someone other than the person performing the monthly ledger review or the person maintaining accounts receivable records. If you would like assistance in establishing separation of duties, please contact your dean or vice chancellor or John Gregg, Director of Controls and Accountability (530-752-3255 or jwgregg@ucdavis.edu).

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