ATLAS Financials Accounts Receivable FAQs Follow

Accounts Receivable FAQs 

Question:  We don’t have ATLAS Directory.  Are we able to deploy ATLAS Financials?

ATLAS Directory is a mandated application.  We are not accepting posts for deployment that have not adopted (or are not actively using) ATLAS Directory.

Question:  Are there plans to integrate RFMS with ATLAS Financials?

No.  At the moment, we are currently unable to explore integrations with RFMS/C-GBS.  Please visit our support site at adgsupport.state.gov to find the instructions for how to complete payment collection using the OF-158 form generated by RFMS/C-GBS.

Question:  How will non-desk employees without an Okta account access the system?

All users must have an Okta account to access ATLAS Financials.  A supervisor’s email is mandatory on all BOCs of Non-Desk Employees for tracking purposes.

Question:  Does A/R work with CGFS for aged BOC management, or does post need to create the referral package?

ATLAS Financials creates a system-generated referral package which is can be referred to CGFS after 90 days, clearing post liability.

Question:  Is there a way to track actions taken on a BOC?

Yes.  ATLAS Financials has time-stamped records of every BOC action, from opening to closing/write-off.

Question:  Is there a document repository?

Yes.  ATLAS Financials securely archives all BOC-related documents.

Question:  If a mistake was made after a BOC is created, are edits allowable?

BOCs can be voided or amended as needed. 

Question:  Is there a way to omit the Notice of Indebtedness from the official Bill of Collection package? Does the recipient have to receive it?

No. It is not possible to prevent the notice of indebtedness from sending, as it is a part of the official legal documentation needed to be shared with the recipient in order to maintain FAM compliance on timely recipient notification. In order to properly notify the recipient of their BOC, the Notice of Indebtedness must be sent.

Question: Can Post edit their Payment instructions?

The payment instruction portion of the official Bill of Collection package can be edited and customized by Post to meet the needs of all of their recipients regardless of employment type. We walk Posts through how to customize this in training, but the information shared in the Payment Instructions is completely dependent on Post's policies and preferred payment methods. 

Question:  Does ATLAS Financials A/R have the ability to bill vendors? How does recipient set up for vendors differ from an employee? How does Post enforce payment for vendor recipients?

Yes. BOCs can be created for Employees (both USDH and LE Staff), Non-Desk Employees, and Vendors. Setting up a vendor as a recipient is very similar to an employee. There are unique fields for Vendors (required information) that need to be fielded out in order for the system to accept the recipient creation. Enforcing vendor payments likely falls under that Post's specific policies or procedures, however terminating future work with the vendor would be the likely next step in the event a vendor refuses to pay.

Question:  If someone, for example, is a BOC Initiator in Motorpool, are they able to approve the BOC they’ve created?  Or is there an approval flow?

BOC Initiators cannot approve (i.e., start the clock) on a BOC.  BOCs created by Initiators are routed to FMC for approval.

Question:  Does post need to create emails to notify recipients about the status of their BOC?

No.  We have 40+ system email templates that posts may use.  Additionally, admin are able to customize each email template to meet the needs of their post/mission. 

Question:  If a Recipient has multiple Bills of Collection (BOCs), will they receive a notification for each BOC, or just one notification?

Each Bill of Collection has its own email notifications.  Notifications are sent based on each BOC, not the Recipient.  Therefore, a Recipient will receive separate, distinct notifications for each individual BOC.

Question:  Is there a write-off process within ATLAS Financials A/R?

Yes.  There is an automated write-off process which enables the FMO and Write-Off Authority to manage the write-off process directly in the system.

Question:  Can A/R bring in daily updates in regards to exchange rates (e.g., from ICE)?

At this time we do not have built in integration with ICE.

Question:  We don’t have ATLAS Directory.  After creating a position and then later deploying Directory, will we duplicate records upon syncing with Directory?

You will not have duplicate records as you will be able to synchronize the previously created Financials positions with the newly created positions in Directory.

Question:  Can we use Crosswalk Templates provided by other agencies?

The system does allow crosswalks to be added as fiscal data.  However, users must complete and upload the ATLAS Financials crosswalk pdf for the system to be able to read the information.  For step-by-step instructions, please visit our support site (adgsupport.state.gov) and view the Fiscal Data article located under the Admin section.

Question:  Can ATLAS Financials Accept Partial Payments? Will those partial payment reflect on the balance of the BOC? 

ATLAS Financials has the ability to accept partial payments via the payment collection process performed by the Collection Clerk (who is most often the Cashier at Post.) The collection clerk can review the Pay.gov Receipt or cash/check payment, and then they will need to reconcile this payment on RFMS-C. Once they have done so and generated the related OF-158 form, they will upload that OF-158 ID # and form copy into the payment collection page and will notate the amount paid in either USD or LCU. Once that payment amount is notated, the system will automatically adjust the total owed to the remaining balance which will display at the at the top of the payment collection screen. Post can then save this payment, and when they come back to the payment collection portion of the Bill, it will show the amount paid and the amount remaining. Post can take as many partial payments as it wishes to until the full balance is paid.

Visit our Global Application Portal (GAP) for the latest news and information on all ADG applications at adggap.state.gov. 

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.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.