ARBI FAQs

Billing Customers - Customer Accounts - Customer Payments

Customer Setup and Maintenance

  1. What is our federal tax ID number?
  2. Our federal tax ID number is 43/6003859.

  3. Where do I obtain a copy of our W-9 form if a customer requests a copy?
  4. To obtain a copy of the university’s W-9 form please call 573/882-3051.

  5. Where can I find the customer create Outlook form and where do I send it to have a customer created or an address updated?
  6. To access the customer request form in Outlook 2007 please click “File” -> scroll over “New” -> click “Choose Form” then highlight the form titled “UM Customer Request Form” and click “Open”. Fill the form out with the appropriate information and then email the form to MU ACCTG ACCT REC

    To access the customer request form in Outlook 2010, from the "Home tab", under the "New" section of the toolbar click on "New Items", click on "More Items", click "Choose Form", click "UM Customer Request Form". Fill the form out with the appropriate information and then email the form to MU ACCTG ACCT REC

  7. What do I do if I receive notice that one of my customers has filed bankruptcy?
  8. If you receive notice that one of your customers has filed bankruptcy, print out any open invoices that the customer may have on their account and mail all documents to 325 Jesse Hall. If further action is required from you, you will be contacted by Accounting Services.

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Billing Customers

  1. Who can bill customers whose customer numbers begin with “8899”?
  2. If a customer starts with “8899” then it can only be used by the grants office. Please do not bill any customer that begins with “8899”. If you need to bill the customer then please submit a customer request form to accounting to have a new customer created for your billing use.

  3. Who can bill customers whose customer numbers begin with “RET”?
  4. If a customer starts with “RET” then it can only be used by the faculty staff benefit office. Please do not bill any customer that begins with “RET” unless the bill is for insurance. If you need to bill the customer then please submit a customer request form to accounting to have a new customer created for your billing use.

  5. I billed the wrong customer. What do I need to do to correct this?
  6. If the wrong customer is billed, you will need to credit the customer that was billed and rebill the correct customer. Please consult the End User training manual for detailed instructions on how to issue a credit. Please see pages 65 through 75.

  7. One of my customers returned some merchandise for which they have already paid. What do I need to do to adjust their account?
  8. To issue a credit for returned merchandise please log into PeopleSoft Production. On your main menu please first click “Billing” -> “Maintain Bills” -> “Adjust Selected Bill Lines”. Please make sure you have selected the correct business unit and enter your invoice (including the prefix INV, MOR, EXT, Etc) in the box next to Invoice and hit enter or click “Search”. Please consult the End User training manual for detailed instructions on how to issue a credit. Please see pages 73 through 75.

  9. How do I print an invoice?
  10. To print an invoice you will first need to log into MIS Web Apps. On the main menu please click “PS Search Options”. In the drop down menu please select “AR/BI Invoice Number” and enter the invoice number (please include the INV, EXT, MOR, etc.) and click “Submit”. You will want to make sure your pop up blockers have been disabled since a new window will open containing a PDF copy of the invoice. Please note that you can save a PDF copy and email the invoice and well as print a copy and mail it to the customer. Also note that invoices are automatically printed at University Hall and mailed to the customer so you do not need to print and mail invoices to customers but you can print a copy for your own records if you like.

    You can also print an invoice from PeopleSoft. Please log into PeopleSoft Production. On your main menu please first click “Billing” -> “Generate Invoices” -> “Non-Consolidated” -> “Reprint Invoices.” Please enter a run control ID (I have used my paw print, laymanj) and then click “Search.” One the next page enter the Invoice number you want a copy of in the “from Invoice” box and the “To Invoice” box. Make sure the “Invoice ID” is selected in the “Range Selection” and then click “Run.” On the next page make sure your “Server Name” is “PSUNX”, then checkmark “Print Invoice w/SQR.” Now select the type as “Window” and the Format should be “PDF” and now please click “OK.” Multiple windows will open but after a few moments the invoice will appear. Once the invoice opens in one of the windows you may save a copy and email it or you may print a copy and mail or fax it to the customer.

  11. How do I print a Pro Forma?
  12. To print a Pro Forma please log into PeopleSoft Production. On the main menu please first click “Billing” -> “Generate Invoices” -> “Non-Consolidated” -> “Print Pro Forma.” Remember that you can only print a Pro Forma the day an invoice is entered in PeopleSoft. An actual invoice will be mailed to your customer the next business day. (Note: A run control will have to be set up the first time you print a Pro Forma. Consult the End User training manual for detailed instructions on how to create your run control.)

  13. How do I enter a customer conversation?
  14. To enter a customer conversation please log into PeopleSoft Production. Navigate to Accounts Receivable - > Customer Interactions - > Conversations - > View/Update Conversations. Enter the customer ID in the “Cust ID” box and click “Add a new value” tab. Next click “add” and on the next screen enter the “description” and also enter your comments in the “Comments” section. When you have entered all the information please click “Save”

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Customer Accounts

  1. How can I see if an invoice has been paid?
  2. To view payments and or credits that have been applied to an invoice please log in to PeopleSoft Production. On your main menu please first click “Accounts Receivable” -> “Customer Accounts” -> “Item Information” -> “View/Update Item Details”. Please make sure you have selected the correct business unit and enter your invoice (including the prefix INV, MOR, EXT, Etc) in the box next to “Item ID” and then hit enter or click “Search”. Once the invoice is pulled up please click the “Item Activity” tab and then click view all if applicable to see the complete activity for the invoice. Note: if an item has been paid or a credit applied the status of the invoice will be “Closed”.

  3. How can I view a customer’s history in PeopleSoft?
  4. To view a customer’s history, please log into PeopleSoft Production. On your main menu please first click “Accounts Receivable” -> “Customer Accounts” -> “Item Information” -> “Item List”. Next enter your customer number (please include the 5 zeros if applicable) in the box next to “Customer” and before you click “Search” change the drop down menu next to “status” to either “All” or “Closed.” “All” would give you a list of all invoices billed to the customer. “Closed” would give you a list of all the invoices paid by the customer or closed by a credit. Note: this is a good way to tell if the customer has ever had any invoice written off. A written off invoice would be denoted with a “WO” at the end of the invoice.

  5. How can I obtain a summary of all the open invoices and credits on a customer’s account?
  6. To view a customer’s account summary, please log into PeopleSoft Production. On your main menu please first click “Accounts Receivable” -> “Customer Accounts” -> “Item Information” -> “Item List”. Next enter your customer number (please include the 5 zeros if applicable) in the box next to “Customer” and before you click “Search” change the drop down menu next to “status” to “Open” and highlight your business unit and delete it to make it blank. Next you may click “Search” (note that you must click search and you cannot hit enter in the key board to pull up the account summary)

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Customer Payments

  1. If I receive a check from a customer, how do I insure that the payment will be applied to the invoice?
  2. If you receive a check from an ARBI customer, then complete an arr Cashier Deposit and hand-deliver the payment to Cashiers Office Department Deposits 15 Jesse Hall. Instructions to complete an ARR Cashier Deposit are located here.

  3. If I receive a phone call, fax, or letter from a customer with credit card information, how do I insure that the payment will be applied to the invoice?
  4. Please let your customers know immediately that Accounting Services will no longer be able to process their credit card to pay their invoice.

    Commerce bank is no longer accepting credit card payments via fax due to PCI requirements.  They are upgrading their old analog fax machines to a right-fax infrastructure.  If they received credit card data through this new infrastructure then their whole network would be in scope and would have to be secured per PCI requirements. 

    So to take their fax system out of scope they will no longer accept credit card payments by fax for their lock box operations

    We apologize for any inconvenience this causes.

    As always, the best method of payment is for the customer to mail their payment to the lockbox along with their Invoice stub for accurate and safe processing.  Please let me know if you have any questions.

  5. How do I request that a wire be claimed for one of my invoices?
  6. If a wire payment that belongs to one of your invoices has not been claimed for your invoice, contact Rita Wells in Accounting Services. Please provide the amount of the wire, amount of the invoice (if different from the amount of the wire), date wire payment was received and the invoice number.

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