The Dashboard - Accounts Receivables Tab Follow

Introduction 

The Accounts Receivables tab includes two interactive charts. These charts feature tiles that allow users to view more detailed information on Bills of Collection in Draft or Open Status. The Other Bill of Collection chart provides specific details on Paid, Written Off, and Referred to CGFS bills, with a feature that enables users to toggle within a specific time range. Additionally, users are able to filter between posts and select chart settings that will display amounts or BOC counts.

Filtering by Post

Post and Chart Settings:  

To view posts available:

1. Navigate to the Account Receivable Tab.
2. Click on the Post dropdown menu to display all available posts.
3. Select another Post to update information within:
   • Draft and Open Bill of Collection chart,
   • Other Bills of Collection chart, according to the selected Post.

Filtering by Chart Settings

To access Chart Settings, click the Chart Settings dropdown.

Changing Chart Settings:

1. From the dropdown menu, select either "Use Amounts" or "Use BOC Count".
2. If you select Use Amounts:
   • The BOC information in the Draft and Open Bill of Collection, and Other Bills of Collection charts will update to display amounts in USD.
3. If you select Use BOC Count:
   • The details will be updated to display the number of BOCs for each category.

Selecting a different post will update the information accordingly. Alternatively, you can type in the name of the post you’re looking for, and the field will generate matching results. The information within the Draft and Open Bill of Collection and Other Bills of Collection charts will update according to the selected post.

Required Role(s) to view/edit this page: Instance Administrator, Financial Management Officer, Accounts Receivables Administrator or Accounts Receivable Technician

Draft and Open Bill of Collection (chart): This chart provides detailed information on Bills of Collection in Draft or Open Status.  Additionally, it offers six tile options, each redirecting users to pages with various filter criteria to locate specific bills of collection records.

To customize Chart settings:

Access My Dashboard: Navigate to the My Dashboard section.

Locate the Charts: Identify the charts you want to customize

Expand or Hide Charts:

• To expand a chart: Click on the down-arrow icon next to the chart.
• To hide a chart: Click on the down-arrow icon again to collapse it.

Save Settings: Customize your My Dashboard by expanding or hiding charts as desired

Within the Drafts and Open Bill of Collection chart (located in the Accounts Receivable Tab), six tiles are available - see example below.

Clicking on any tile will redirect users to a separate page showcasing various Bill of Collection details and filter criteria.

Below are descriptions of each tile:

1. Pending FMC Approval - Bills of Collection awaiting FMC data/approval
2. Open Bill of Collection - Bills of Collection in an Open Status
3. Over 30 Days - Bill of collection statuses that have exceeded 30 days
4. Over 60 Days - Bill of collection statuses that have exceeded 60 days
5. Waiting CGFS - Bills of Collection  that are awaiting CGFS review
6. Drafts - Bills of Collection in draft status

Other Bills of Collection (chart):  This chart features an interactive graph that updates as the cursor hovers over different locations, displaying bill of collection details based on what’s been paid, amounts written off, and items referred to CGFS or an Agency.

Note: When users click on the amounts within the Paid, Written Off, Referred to CGFS, or Referred to Agency boxes, they will be redirected to Manage Closed Bills pages.  Please refer to the green highlighted arrow (above), indicating an interactive example.

Manage Closed Bills Page

To view closed bills information:

1. Click on Paid, Written Off, Referred to CGFS, or Referred to Agency.
2. Navigate to the Manage Closed Bills page.

Users will be directed to the Manage Closed Bills page upon clicking on the amounts within the Paid, Written Off, Referred to CGFS, or Referred to Agency boxes. Within this page, they can filter by fiscal year, bill date, and closed status (Paid in Full Received, Accepted by CGFS, Referred to Non-State Agency, or Written Off), as well as recipient type (Employee, Non-Desk Employee, Vendor)- see example below.

The Manage Closed Bills page also includes an Advanced Search option that offers additional in-depth fields to help you find specific records. 

For example, you can search by currency, USD amount, ID, category, agencies, referral type, or posts.

The Manage Closed Bills page also features a shortcut option that redirects to the Search Bills page- see example below.

To view the Search Bills page:

1. Click on Search Bills.
2. This page displays open bills and their associated statuses.
3. You can use filter criteria such as fiscal year, bill date, and recipient type.
4. Additionally, you can search by statuses including Closed, Draft, Open, Submitted, and Voided.

This page includes another shortcut option to the Create Bill of Collection page, where the system automatically generates records against which you can create BOCs. 

Return to My Dashboard, click on the Accounts Receivable Tab to continue following the user guide and to view the additional and final feature(s) of the Accounts Receivable Tab.

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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