The Dashboard - Accounts Receivables Tab Follow

Introduction

The Accounts Receivables tab has two interactive sections: Drafts and Open Bills of Collection, and Other Bills of Collection.

The Drafts and Open Bills of Collection section displays an interactive chart organized by BOC status, colored tiles highlighting key categories, and a list of the top five overdue recipients.  There are currently nine tiles within this section of Accounts Receivable.  These tiles allow users to view more detailed information on Bills of Collection in Draft or Open Status. 

The Other Bill of Collection section provides specific details on Paid, Written Off, Accepted By CGFS, and Referred to Agency 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

To update chart data by post:

Post and Chart Settings

1. Navigate to the Accounts Receivable tab.
2. Click on the Post dropdown menu to display all available posts.
3. Select another post to refresh both Draft and Open Bill of Collection and Other Bills of Collection chart to selected post’s data.

Filtering by Chart Settings

To access Chart Settings, click the Chart Settings dropdown.

Changing Chart Settings:

To change how Chart data is displayed:

1. Navigate to the Chart Settings dropdown menu.
2. From the dropdown menu, choose one of the following chart setting options:
   • BOC Count – Displays the number of BOCs for each category.
   • Outstanding Amounts – Displays outstanding amounts in USD.
   • Total BOC Amounts – Shows total BOC amounts in USD.

Note: The chart setting selected will update both the Draft and Open Bill of Collection and Other Bills of Collection charts display settings. Selecting a different post (via dropdown menu), will automatically refresh both charts to reflect that post’s data within the chosen chart setting.

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

Draft and Open Bill of Collection (chart)

The Drafts and Open Bill of Collection chart provides detailed views of Bills of Collection in Draft or Open status. Six interactive 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.

Tile Descriptions:

1. Pending FMC Approval – Awaiting FMC data/approval

2. Open Bill of Collection – BOCs in Open status

3. Over 30 Days – BOCs overdue by 30+ days

4. Over 60 Days – BOCs overdue by 60+ days

5. Waiting CGFS – Awaiting CGFS review

6. Drafts – BOCs in Draft status

Chart settings for Draft and Open Bills of Collection:

To expand or collapse charts:

1. Navigate to My Dashboard.

2. Identify the desired charts to customize

3. Click the down-arrow icon on the right side of the chart to expand or collapse it. (refer to the green highlighted outline below)

Note: Your chart viewing preferences will be saved automatically for all viewable posts.

Other Bills of Collection (Chart)

This chart displays an interactive graph that updates as you hover over different data points. It shows BOC details categorized as: Paid, Written Off, Accepted by CGFS, or Referred to Agency.

Note: Clicking on any of these categories will open the Bill of Collections page.

To view closed bills information:

1. Click on a category (e.g., Paid, Written Off, Referred to CGFS, or Referred to Agency).

2. Navigate to the Bill of Collections page.

Within the Bill of Collections page, users can filter by: Fiscal year, Bill date, Closed status (Paid in Full Received, Accepted by CGFS, Referred to Non-State Agency, or Written Off), Recipient/vendor name, and Recipient type (Employee, Non-Desk Employee, Vendor.) 

The Bill of Collections page also includes an Advanced Search option that offers additional filters such as currency, USD amount, ID, category, agencies, referral type, drafters, and posts.

The Bill of Collections page also features a shortcut option for the Search Bills page (see example below.)

To view the Search Bills page:

1. Click Search Bills to view open BOCs.
2. Filter by: Fiscal year, Bill date, Recipient type, and Status (Draft, Submitted, Pending FMO Approval, Open, Closed, Voided)

This page includes a 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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