USER MANUAL LIST FOR FA
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1. 2172 ORACLE AR USER MANUAL TRANSACTION NAVIGATION TASKS NATURE the list of values 5 Apply the receipt to the on account credit and the open debit item s See Manually Applying Receipts 6 Save your work 3 4 Automatically Receipts 1 Navigate to the Receipts window Applying 2 Query or enter the receipt to apply See Entering Receipts Receipts 3 Ifthe receipt is unidentified enter the name or number of the customer who remitted this receipt 4 Choose Mass Apply 5 Specify the transactions to which you want to apply this receipt by entering Transaction selection criteria For example enter a range of transaction Types transaction Numbers Due Dates or Balances Leave a field blank if you do not want to limit the search to transactions matching that criteria 6 Specify how to order selected transactions by entering Sort Criteria optional You can mark transactions by Balance Due Due Date Invoice Date or Invoice Number and in Ascending or Descending order For example to order items with the largest balances first choose Balance Due Descending Suggestion Use sort criteria to ensure that the transactions you want to pay first are listed first in the Applications window 7 10 11 Specify which types of transactions to include in your query by checking or unchecking the appropriate check boxes in Include section You can choose Invoices Credit and Debit Memos Deposits Char2. If the current date is not open the default is the last date of the most recent open period 6 Apply this receipt to a different transaction or transactions See Applying Receipts 3 6 page 18 7 Save your work Receivables creates reversing journal entries for each application that you reopened Te OUS 20 ORACLE AR USER MANUAL TRANSACTION NATURE 3 8 Reviewing Receipts and Applications NAVIGATION Receipts TASKS 1 Navigate to the Receipts or Receipts Summary window 2 Query the receipt to view Note You can view the detail accounting lines for a receipt in the form of a balanced accounting entry i e debits equal credits by choosing View Accounting from the Tools menu You can also choose to view the detail accounting as t accounts See Viewing accounting Lines 3 If you are in the Receipts window open the Application Summary tabbed region 4 If you are in the Receipts Summary window choose Open then open the Application Summary tabbed region 5 To review the specific applications for a cash receipt choose Applications To review the distributions for a miscellaneous receipt choose Distributions Suggestion To view only specific transactions in the Applications window select Enter from the Query menu enter the Customer Number Transaction Number or Amount Applied then choose Run from the Query menu 21 ORACLE AR USER MANUAL AR04 GENERAL TRANSACTIO
3. attempts to match the customer search criteria you entered with information from an existing organisation or person so that you can avoid entering a duplicate organisation or person If the search produces a match a list is displayed in the Customer Selection window ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS that shows the existing organisations or persons that match the search criteria If you select one of these existing organizations or persons then the customer that you are entering will belong to the organization or person that you select When the Find Enter Customers window is displayed choose New 4 The Customers Standard window is displayed If the new customer is part of an existing organization or person information about the organization or person will be displayed 5 Chose Customer Type and enter a unique customer name NOTE For Donor Type customer definition the header level will include the Donor Name in a coded structure while at customer site level will be the individual Cost Centres and Donor addresses For example to define USAID in the system at the header level the customer name will be USAID While at the site level Site 1 4065 USAID Lagos 4066 USAID Kenya 4067 USAID London NOTE The Sales Journal Report can be run to see the outstanding balances of the donors by project 6 Ifthe new customer you are entering is a person rather
4. open period the default is the last date of the most recent open period The GL Date you enter must be in an Open or Future period 7 Enter the customer Bill To Name and type in the Location for this transaction 8 Enter the Payment Terms for this transaction Receivables calculates the Due Date based on the payment terms and date of this transaction If you enter a split payment term the due date is the date that the first payment is due use IMMEDIATE for IITA 9 Open the Remit To tabbed region then enter the Remit To Address for this transaction The default is the remit to address assigned to the country state and postal code combination for IITA 10 To enter the goods or services to bill to this customer choose Line Items then enter the Item Quantity and Unit Price for each item Receivables automatically calculates the total Amount for each line If the invoice is for a service sale then leave the Item field and click on the Description field and choose the particular service type Attention AutoAccounting depends on Standard Lines and if you change the Item field Receivables displays a pop up window asking if you want to rerun AutoAccounting for this invoice line If you choose Yes Receivables reruns AutoAccounting changes your revenue account and changes tax rate information if your tax information changed If you choose No Receivables neither reruns AutoAccounting nor changes tax rate information if your ta
5. or Future period Enter the customer Bill To Name and type in the Location for this transaction Enter the Payment Terms for this transaction Receivables calculates the Due Date based on the payment terms and date of this transaction If you enter a split payment term the due date is the date that the first payment is due Open the Remit To tabbed region then enter the Remit To Address for this transaction The default is the remit to address assigned to the country state and postal code combination for this customer s address To enter the goods or services to bill to this customer choose Line Items then enter the Item Quantity and Unit Price for each item Receivables automatically calculates the total Amount for each line If the invoice is for a service sale then leave the Item field and click on the Description field and choose the particular service type Attention AutoAccounting depends on Standard Lines and if you change the Item field Receivables displays a pop up window asking if you want to rerun AutoAccounting for this invoice line If you choose Yes Receivables reruns AutoAccounting changes your revenue account and changes tax rate information if your tax information changed If you choose No Receivables neither reruns AutoAccounting nor changes tax rate information if your tax information changed To review or update tax information for this line choose Tax and to review the GL Accounts for Receivables and Reve
6. than an organization you can enter information in these additional fields Prefix First Name Middle Name Last Name Suffix 7 Enter an alternate name for this customer optional 8 Indicate the status of the customer by checking or unchecking the Active box 9 Goto the arrow box at the end of the tabs press it and select the Profile Transaction tab to assign a profile class to this customer Donor CR Donor CU or Donor NCP in the Profile Class field every other thing here is default 10 Go back to the Classification Tab and enter the Customer Type and Class this is default 11 Chose the Telephone Tab optional and enter the telephone numbers of the customer 12 Chose the Contacts Telephone tab to enter the Contact Names and Telephone Numbers 13 Enter the Payment Method s for the customer and the effective dates under the Payment Methods tab 14 Specify the default Currency for the customer under the Profile Amount tab if currency is different from USD 15 Go back to the Address Tab and choose New to enter the customer addresses which will serve as customer billing sites 16 On the Customer Addresses window in the header information level enter the Country and Address of the customer where bills will be sent Do not forget to fill in the Postal Code and City fields Also do not check more than one address as Identifying address of the customer Under the Business Purpose tab choose the address Usage from t
7. to the query window through View Find Enter Customer s Name and click find The customer information will be displayed on the customer window Update as required Save your work ORACLE AR USER MANUAL AR02 CUSTOMER INVOICE MANAGEMENT RANSACTION NAVIGATION TASKS ATURE 2 1 Manual Transactions gt 1 Navigate to the Transactions window Creation of Transactions 2 Inthe Number field do not enter a transaction number Invoices in Receivables assigns a transaction number when you save the the transaction If you are adding transactions to a batch the Transactions transaction number must be unique within this batch Window Attention Once you save a transaction you cannot update the transaction number 3 Enter the Date and Currency of this transaction The default currency is the functional currency USD but you can change it to any currency defined in the system if you are defining a transaction in another currency The default date is either the batch date or if there is no batch information the current date 4 Choose the Transaction Source from the list of value in the Source field for the transaction you are entering 5 Choose the Transaction Class you want to create and from the list of values in the Types field select the Transaction Type to go with the transaction class selected 6 Enter a GL Date the default GL Date is the current date However if the current date is not in an
8. 5 16 17 18 Type and Class this is default Chose the Telephone Tab optional and enter the telephone numbers of the customer Chose the Contacts Telephone tab to enter the Contact Names and Telephone Numbers Enter the Payment Method s for the customer and the effective dates under the Payment Methods tab Specify the default Currency for the customer under the Profile Amount tab if currency is different from USD Go back to the Address Tab and choose New to enter the customer addresses which will serve as customer billing sites On the Customer Addresses window in the header information level enter the Country and Address of the customer where bills will be sent Do not forget to fill in the Postal Code and City fields Also do not check more than one address as Identifying address of the customer Under the Business Purpose tab choose the address Usage from the list of values for the usage field and for the Location use the Project Code as the location for the address Save your work and close the window Go back to Customer Standard window and click on open again if you want to enter another customer site address Repeat step 15 through 18 And then repeat steps 12 through 15 Save your work 1 5 Defining Customer FA Sales Customers Standard See Defining Customer Other 1 6 Updating customer information Customers Standard cabe Navigate to the customer window and go
9. 6 3 3 Applying On Account Credits to Receipts 16 3 4 Automatically Applying Receipts 17 3 5 Manually Applying Receipts 18 3 6 Reversing Receipts 18 3 7 Reapplying Receipts 18 3 8 Reviewing Receipts and Applications 20 4 GENERAL TRANSACTIONS 4 1 Printing Dunning Letter 21 4 2 Posting Journals to GL 21 4 3 Opening and Closing Periods in AR 21 4 4 Submitting a Request 21 4 5 Submitting Standard Reports 23 4 6 Canceling Requests 23 ORACLE AR USER MANUAL CONTENTS PAGE 5 PERIOD END CLOSING PROCESS 5 Posting to GL 25 5 2 Posting Execution Report 25 5 3 Opening and Closing Accounting Periods 25 5 4 Reconciling Outstanding Customer Balances 25 5 5 Reconciling Transactions 26 5 6 Reconciling Receipts 26 5 7 Reconciling Account Balances 27 5 8 Reconciling AR and GL Balances 27 ORACLE FINANCIALS KEYBOARD HOT KEYS 29 ORACLE AR USER MANUAL A RULES FOR THE ACCOUNTS RECEIVABLE MODULE Accounts Receivable Module is the first data entry point for donor invoices and related on account receipts General Rules 1 Errors which are made in the accounts Receivable Module will not be corrected in General Ledger However the users will be warned by the person responsible for posting in GL and the correct transaction will be posted to GL again Both the wrong and the correct entries will be posted in GL 2 The Automatic Revenue Recognition will be carried out as a
10. Journal Entries report for Posted Items The account totals in the Sales and Receipt Journals should match the corresponding account balances in the Journal Entries report 5 The Journal Entries report shows the Transaction and Receipt Numbers that contribute to a Particular GL Account 6 Run this report using the Summary by Account parameter to Review the Details that make up your general ledger journal entries This report selects all Transactions that will be Posted to the General Ledger i e associated transaction 21 ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS type has Post to GL set to Yes The totals for each Accounting Flexfield in the Sales Journal report and the Receipt Journal Report should match the corresponding totals in this report You can also run this report for Unposted Items to see a Summarized version of what would transfer to the General Ledger 7 Usethe Receipt Journal and the Sales Journal by GL Account report to see more detailed information before running General Ledger Interface Reconcile the Journal Import Process 1 The Journal Import Program creates one journal line for each transaction when posted in Detail You can see this information when you run the Unposted Journals report from the GL The Journal Import Program also produces an Execution Report that shows you the Total Debits and Credits for the journals it created These Totals should Match the Totals on
11. Line Items then enter the Item Quantity and Unit Price for each item The quantity and amount should be negative because you are reducing the liability of the customer Receivables automatically calculates the total Amount for each line If the invoice is for a service sale then leave the Item field and click on the Description field and choose the particular service type Attention AutoAccounting depends on Standard Lines and if you change the Item field Receivables displays a pop up window asking if you want to rerun AutoAccounting for this invoice line If you choose Yes Receivables reruns AutoAccounting changes your revenue account and changes tax rate information if your tax information changed If you choose No Receivables neither reruns AutoAccounting nor changes tax rate information if your tax information changed 10 To review or update tax information for this line choose Tax and to review the GL Accounts for Receivables and Revenue chose the Distribution tab to enter the line items 11 Save your work If you are ready to complete this transaction See Completing Transactions 2 6 page 9 13 ORACLE AR USER MANUAL RANSACTION NAVIGATION TASKS ATURE 2 8 Applying Transactions 1 Navigate to the Transaction or the Transactions Summary Credit window Memos to 2 Query the credit memo to apply to a transaction Transactions 3 Verify that the credit memo is complete NOTE Only Complet
12. NS TRANSACTION NATURE NAVIGATION TASKS 4 Printing Dunning Letter Print Documents Dunning Letters Navigate to the Print Dunning Letters window Choose Dunning Letter Generate from the list of values Fill in the required values in the parameters window for the dunning letter you want to send Click OK Chose Options tab to open the Options window Select the printer to use and specify the number of copies to print Choose Submit to submit the request and note the Request ID to monitor the request status in the request window See Submitting a Request 4 4 page 21 4 2 Posting Journals to GL Interfaces gt General ledger Navigate to the Run General Ledger Interface window Choose the Posting Detail or Summary Chose Detail in the Posting Detail field If you transfer transactions in detail the General Ledger Journal Import Program creates at least one journal entry for each transaction in your posting submission If you transfer in summary it creates one journal entry for each general ledger account Enter the GL Posted Date for this submission The default is the current date but you can change it Receivables updates all of the posted transactions that you transfer to the general ledger interface area with the GL posted date you enter Enter the range of GL Dates for your submission The dates must be within both an open receivables period and an open or future General Led
13. ORACLE AR USER MANUAL ORACLE FINANCIALS USER GUIDE International Institute of Tropical Agriculture Accounts Receivable Author Oracle Implementation Team Creation Date October 27 2001 Last Updated October 27 2001 Control Number IITA AR UG Version 1 ORACLE Enabling the Information Age ORACLE AR USER MANUAL OUTLINE CONTENTS PAGE A RULES A Rules for the Accounts Receivable Module 3 l CUSTOMER MANAGEMENT 1 1 Logging into AR 3 1 2 Choosing and Switching to Different Responsibility 3 1 3 Defining Customer Donor 3 1 4 Defining Customer Other 5 1 5 Defining Customer FA Sales 5 1 6 Updating Customer Information 6 2 CUSTOMER INVOICE MANAGEMENT 2 Manual Creation of Invoices in the Transaction Window 7 2 2 Creating Quick Invoices 8 2 3 Creating Recurring Invoices Copy Transactions 9 2 4 Creating Debit Invoices 9 2 5 Validation for Completing an Invoice 10 2 6 Completing Transactions 11 2 7 Crediting Transactions Credit Memo 11 2 8 Applying Credit Memos to Transactions 13 2 9 Unapplying Cash When Crediting a Transaction 13 2 10 Updating Credit Memos 13 2 11 Reviewing Accounting Information 13 2 12 Viewing Accounting Lines 14 2 13 Voiding Invoices 14 3 RECEIPT MANAGEMENT 3 1 Entering Cash and Bank Receipts 15 3 2 Entering Miscellaneous Receipts 1
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15. Unchecking the Apply check box resets the balance due for that transaction and increases the unapplied amount of the receipt You can update the Amount Applied select a different transaction or leave the receipt partially unapplied 12 To place any remaining amount on account use the down arrow to insert a new record then enter On Account in the Transaction Number field The default amount is the unapplied amount of the receipt but you can change it 12 When you are satisfied with this receipt application save your work Receivables updates your customer s account balances 3 5 Manually Receipts 1 Navigate to the Receipts window Applying Enter or query the receipt to apply See Entering Receipts Receipts 3 Ifthe receipt is unidentified enter the name or number of the customer who remitted this receipt 4 Choose Applications 5 Select the transaction to which you want to apply this receipt from the list of values Receivables enters the amount applied for this receipt and updates the Unapplied Amount of the receipt and the Balance Due for this transaction 6 To apply this receipt to another transaction repeat step 5 7 To place an amount on account enter On Account in the Transaction Number field The default amount is the unapplied amount of the receipt but you can change it 8 Receivables marks any portion of this receipt that you do not apply or place on account as Unapplied 9 When you are satisfied with
16. applied Receipts ENDING BALANCE 1 Use the Aging Reports to determine your Outstanding Customer Balance for the Beginning and End of a Period For example run these reports as of the first day and the last day of the month 2 Use the Transaction Register to Identify invoices debit memos and credit memos that Increase the Outstanding Opening Balance for the Period you specify 3 Use the Adjustment Register to Identify any Adjustments that affect Transaction Balances for the period 4 Use the Invoice Exception report to Adjust the Transaction Register for any transactions that are not Open to Receivables and therefore do not show up on your agings 5 Use the Applied Receipts Register to Review all activity for a receipt This report prints all Applications within the date range that you specify regardless of check date and includes both cash and miscellaneous receipts 6 Use the Unapplied Receipts Register to Review Detailed information about your customers On Account and Unapplied Payments for the date range that you specify This report includes both Cash and Miscellaneous Receipts SUGGESTION Define a Report Set containing the above reports and specify default parameter values and printing options See Defining Request Sets XXXXXXXXX 5 5 Reconciling Transactions 1 Check that Receivables transactions balance with themselves by running the Sales Journal by GL Account and the Transaction Reg
17. djustment Accounting window changes to reflect amounts in the appropriate currency for the chosen set of books Optional To view the accounting detail as T accounts choose the T Accounts button 2 13 Voiding Invoices Transactions 2 3 Navigate to the Transaction or the Transaction Summary window Query the transaction Change the Transaction Type to Void transaction type Save your work 15 ORACLE AR USER MANUAL AR03 RECEIPT MANAGEMENT TRANSACTION NAVIGATION TASKS NATURE 3 Entering Cash Receipts 1 Navigate to the Receipts or Receipts Summary window and Bank If you are in the Receipt Summary window enter the Receipts Receipt number Receipt Type of Cash or Wire Receipt Date GL Date Receipt Currency and Amount with the Payment Method and Remittance Bank Account Chose the Open button to open the Receipt window with the information you just entered in the Receipt Summary window If you are in the Receipt window enter the Receipt information including Receipt Number Currency Receipt Amount GL Date and Receipt Date NOTE You can enter transactions in any currency defined in the system if you have at least one remittance bank account with a Receipts Multi Currency flag set to Yes If no such bank account exists you are limited to entering only those currencies in which bank accounts exist The currency of a multiple currency bank account must be the
18. e Transactions can be credited 4 Goto Tools Applications It opens up the Applications window select the Transaction you want to credit and check the Apply box The amount to apply appears automatically on the Amount Applied field 5 Save your work and verify that the saved box is checked after you have saved 2 9 Unapplying Receipts 1 Navigate to the Receipts window Cash when 2 Query the receipt to unapply then choose Applications crediting a 3 Uncheck the Apply check box next to the transaction Transaction 4 Save your work 5 Navigate to the Credit Transactions window 6 Query the transaction from step 3 7 Create a credit memo for the full amount See Crediting Transactions 2 7 page 11 2 10 Updating Transactions 1 Navigate to the Transactions or the Transactions Summary Credit window Memos 2 Query the credit memo to update 3 Update the on account credit information as necessary 4 Save your work 2 11 Reviewing Transactions 1 Navigate to the Transaction or the Transactions Summary Accounting window Information 2 Query the transaction to view Note You can also view the detail accounting lines in the form of a balanced accounting entry i e debits equal credits or as t accounts by choosing View Accounting from the Tools menu See Viewing Accounting Lines 3 If you are in the Transactions Summary window select the transaction then choose Open 4 Choose Accounting 5 If this invoic
19. e uses Invoicing Rules you can view the account sets for this invoice by opening the Sets for All Lines tabbed region Note You can also view accounting information by choosing Lines in the Transaction window and then choosing Accounting 6 To update the revenue account assignments for this invoice or invoice line modify the GL Account information for that account Note The default percent amount of each invoice line assigned to an account is 100 If you change the percent Receivables calculates the Amount 7 If you made any changes save your work 14 ORACLE AR USER MANUAL RANSACTION ATURE 2 12 Viewing Accounting Lines NAVIGATION Transactions gt Transactions OR Receipt gt Receipt TASKS 1 Query the transaction receipt or adjustment for which you want to view accounting lines Note Transactions include invoices debit credit memos chargebacks deposits and guarantees Receipts include cash or miscellaneous receipts 2 3 Choose View Accounting from the Tools menu Choose the Alternate Currency button to view the accounting using an alternate currency For example if you are viewing the accounting in your primary functional currency e g USD you can switch to EUR From the pop list that appears after you choose the Alternate Currency button choose the primary whose transactions you want to view The View Transaction Accounting View Receipt Accounting or View A
20. ed for the specified period for invoices that use invoice and accounting rules 2 4 Creating Debit Invoices Transactions Transactions I Navigate to the Transactions window In the Number field do not enter a transaction number Receivables assigns a transaction number when you save the transaction If you are adding transactions to a batch the transaction number must be unique within this batch Attention Once you save a transaction you cannot update the transaction number 3 Enter the Date and Currency of this transaction The default currency is the functional currency USD but you can change it to any currency defined in the system if you are entering a transaction in another currency The default date is either the batch date or if there is no batch information the current date 10 ORACLE AR USER MANUAL RANSACTION ATURE NAVIGATION TASKS 4 10 11 12 13 Choose the Transaction Source from the list of value in the Source field for the transaction you are entering Choose the Transaction Class Debit Memo you want to create and from the list of values in the Types field select the Transaction Type to go with the transaction class selected Enter a GL Date the default GL Date is the current date However if the current date is not in an open period the default is the last date of the most recent open period The GL Date you enter must be in an Open
21. ew 4 The Customers Standard window is displayed If the new customer is part of an existing organization or person information about the organization or person will be displayed 5 Chose Customer Type and enter a unique customer name NOTE For Donor Type customer definition the header level will include the Donor Name in a coded structure while at customer site level will be the individual Cost Centres and Donor addresses For example to define USAID in the system at the header level the customer name will be USAID While at the site level Site 1 4065 USAID Lagos 4066 USAID Kenya 4067 USAID London NOTE The Sales Journal Report can be run to see the outstanding balances of the donors by project 6 Ifthe new customer you are entering is a person rather than an organization you can enter information in these additional fields Prefix First Name Middle Name Last Name Suffix 7 Enter an alternate name for this customer optional 8 Indicate the status of the customer by checking or unchecking the Active box 9 Goto the arrow box at the end of the tabs press it and select the Profile Transaction tab to assign a profile class to this customer Other IITA customer in the Profile Class field Every other thing here is default 10 Go back to the Classification Tab and enter the Customer ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS 11 12 13 14 1
22. for the request to 0 or change the End Date to a date that has passed to cancel the resubmission 3h Select Save from the File menu 24 ORACLE AR USER MANUAL ARO0S PERIOD END PROCESS TRANSACTION NATURE NAVIGATION TASKS 5 1 Posting to GL Run the General Ledger Interface program to transfer Receivables Transaction Accounting Distributions to the GL Interface table GL INTERFACE and create either Detailed Journal batches Receivables lets you create Unposted Journal Entries in GL when you run General Ledger Interface 1 Navigate to the Run General Ledger Interface window 2 Choose a Posting Detail of Detail If you transfer transactions in detail the General Ledger Journal Import Program creates at least one journal entry for each transaction in your posting submission 3 Enter the GL Posted Date for this submission The default is the current date but you can change it Receivables updates all of the Posted Transactions that you transfer to your general ledger or the General Ledger Interface area with the GL Posted Date you enter 4 Enter the Range of GL Dates for your submission The dates must be within both an open receivables period and an open or future General Ledger period When you enter a start date the default GL End Date is the last day of the period that you entered for the GL Start Date 5 Setto Run Journal Import to NO 6 Save your work 5 2 Posting Execution Repor
23. gebacks and Disputed Transactions Enter an Apply Date optional If the receipt date is later than the current date the default is the receipt date otherwise the default is the current date Receivables uses this date as the application date for all transactions included in this application To view the transactions matching your selection criteria without marking them for application choose Preview This lets you choose to which transactions you want to apply this receipt see step 11 To automatically mark the transactions matching your selection criteria for application choose Apply Receivables selects each transaction for application in the order queried until the full amount of the receipt is applied Marked transactions will be paid in full with any discounts automatically taken If you chose Preview select transactions for application by checking the Apply check box Receivables enters the Amount Applied and updates the Unapplied Amount of the receipt and the Balance Due for each transaction The default Amount Applied is either the open amount of the transaction or the unapplied amount of the receipt but you can change it for example if you want to apply this receipt 18 ORACLE AR USER MANUAL TRANSACTION NAVIGATION TASKS NATURE to more than one transaction NOTE If you chose Apply you can either accept how Receivables has marked each transaction for application or modify this information
24. ger period When you enter a start date the default GL end date is the last day of the period that you entered for the GL start date Save your work Receivables displays the Request ID number for your concurrent process Use this number to view the status of your request in the Requests window Receivables also creates the Posting Execution Report Use this report to see a summary of transactions that are imported into the GL_INTERFACE table Transactions that failed validation appear in the Unposted Items Report 4 3 Opening and Closing Periods in AR Accounting gt Receivable Periods N e 5 Navigate to the Open Close Accounting Periods window To update the status of an accounting period place the cursor in the Status field next to that period then enter a new status To open the next accounting period after the Latest Open Period choose Open Next Period Receivable changes the status of the next period to Open To close the preceding accounting period before the Latest Open Period choose Close Period Receivable changes the status of the next period to Close Save your work NOTE You need to close the accounting periods in the following order e Payables e Purchasing DD x ORACLE AR USER MANUAL TRANSACTION NAVIGATION TASKS NATURE e Inventory NOTE In the next period open the periods in the following sequence e Inventory e Purchasing e Payables 4 4 Submi
25. gt Copy Transactions 5 Choose a Copy Rule in the Schedule section of the window 6 Enter the number of copies to create in the Number of Times field 7 If your copy rule is Monthly enter the Number of Times between your copied invoice dates 8 Ifthe Post to GL flag of the model invoice s transaction type is Yes enter the First GL Date for the copied invoice This date must be in an open future or never opened period Note If you choose a date in a never opened period Receivables will create these invoices as incomplete To complete these invoices open the period and query the invoice in the Transactions Summary window then choose the Complete button However if you are using the Bill in Arrears invoicing rule the invoice will be created as complete even if its GL date is in a never opened period 9 10 11 12 Enter the First Transaction Date to create the copied invoice The default is the invoice date of the first copied invoice determined by the copy rule you entered but you can change it Receivables assigns document numbers when you save Save your work Receivables submits a concurrent process to create your copied invoices and generates a unique Request ID number You can use this number to review the status of your request in the Concurrent Requests Summary window Receivables also creates the Recurring Invoice Program report when you save Use this report to review all revenue distributions creat
26. he list of values for the usage field and for the Location use the Project Code as the location for the address ORACLE AR USER MANUAL TRANSACTION NAVIGATION TASKS NATURE 17 Save your work and close the window 18 Go back to Customer Standard window and click on open again if you want to enter another customer site address Repeat step 15 through 18 And then repeat steps 12 through 15 Save your work 1 4 Defining Customers 1 Navigate to the Find Enter Customers window Customer Standard 2 Select the type of search you want to perform by choosing Other the Basic Advanced or Text tab 3 Enter information about a new customer and click on Find If the search does not produce a match you will be prompted to proceed with entering new information Choose the New button Note When you choose the New button another search is performed This search attempts to match the customer search criteria you entered with information from an existing organisation or person so that you can avoid entering a duplicate organisation or person If the search produces a match a list is displayed in the Customer Selection window that shows the existing organisations or persons that match the search criteria If you select one of these existing organizations or persons then the customer that you are entering will belong to the organization or person that you select When the Find Enter Customers window is displayed choose N
27. in the Requests window 4 5 Submitting Standard Reports Other Requests gt Run N e DUE Navigate to the Submit a New Request window Choose whether to submit a Single Request or a Request Set then choose OK Enter the Request Report Name e g report or listing or the Request Set to run Enter parameters for running this request or request set To save the output of this request to a file check the Save Output check box Specify a Schedule and your Completion Options for this request Choose Submit Request To review the status of your request navigate to the Requests window and query the report or listing 4 6 Canceling Requests Other Requests gt Run Bor Navigate to the Find Requests window Check My Requests in Progress Choose Find With your cursor on the request you wish to cancel choose Cancel Request to terminate the request You can only cancel a request if it is in the Running Pending or Inactive phase You can put your request on hold by choosing Hold Request if the request is Pending or Inactive Attention If you cancel a request set Oracle Applications automatically cancels all requests in the set Attention If you terminate a request while it is in the Running phase the current run stops but the resubmission does not While the resubmitted request is in the Pending phase you can go to the Resubmission tabbed region of the Requests window and change the Interval
28. ister for the same GL Date range This will ensure that all Postable items are reflected on your Sales Journal 2 The total on the Sales Journal by GL Account should equal the total of Postable items in the Transaction Register Jn case of any discrepancies view your Customer Balances using the Sales Journal by Customer report to find which total does not balance Use the following formula to ensure that the Transaction Register matches the Sales Journal Transaction Register Total Sales Journal by GL Account for Postable Items for the Receivable Account Type Total DR Total CR 26 ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS You must Adjust the Transaction Register Total for any Credits because they are Negative on the Transaction Register and Positive on the Sales Journal 5 6 Reconcile Receipts 1 Check that Receivables Receipts Balance by running the Receipt Journal report and the Receipt Register for the same GL Date range 2 Usethe Receipt Journal to View information about Receipts that appear in your Journal Entries report Use the Receipt Register to Review a list of receipts for the date range that you specify The total of the Receipt Journal should equal the total of all receipts in the Receipt Register These reports display information about both Invoice Related and Miscellaneous Receipts NOTE You can also use Oracle Cash Management to reconcile your deposits with a bank state
29. ment See Reconciling Bank Receipts Using Oracle Cash Management in Cash Management User Guide 5 7 Reconcile Account Balances Run the Sales Journal and Receipt Journal for the same General Ledger date range to see what will post to your General Ledger Once you internally reconcile your transactions and receipts with your Sales and Receipt Journals you can perform external reconciliation during and after the posting process Reconcile the General Ledger Transfer Process 1 General Ledger Interface produces an Execution report that shows you the total Debits and Credits transferred from Receivables to the General Ledger Interface table 2 Compare this report to your Sales and Receipt Journal Totals and Verify that they match Be sure to use the same General Ledger Date ranges for the two journals and your GL transfer 3 Receivables also produces the Unposted Items Report if there are any items that cannot be transferred to the General Ledger Interface table You must take into account the total Untransferred Items when Reconciling your Sales and Receipt Journals with the GL Interface Execution report 4 Once Transactions and Receipts have been transferred to the General Ledger Interface table they are considered Posted within the Receivables Sub Ledger Account Balances for Transactions and Receipts can be reconciled by Generating the Sales Journal by GL Account the Receipt Journal in Transaction mode and the
30. n additional program designed and generated by MIS On how to use that program please refer to the The Automatic Revenue Recognition User Manual which is going to be released in 2002 3 Cash receipts from Micros will be directly integrated to GL module and entered as a journal without generating any invoices in AR However this integration will be done in 2002 4 One time customers will not be defined in AR module unless they are not operating on cash basis but not on payment terms Related entries will be direct journals in GL Module AR01 CUSTOMER MANAGEMENT TRANSACTION NAVIGATION TASKS NATURE 1 1 Logging into Click on shortcut 1 Enter your User ID the System icon in your Enter your Password 3 Click on Connect Tab desktop 1 2 Choosing and After logging in 1 Choose the AR Responsibility name from the list of switching on goto FILE responsibilities that are assigned to you different switch 2 Click OK responsibility responsibility 1 3 Defining Customers 1 Navigate to the Find Enter Customers window Customer Standard 2 Select the type of search you want to perform by choosing Donor the Basic Advanced or Text tab 3 Enter information about a new customer and click on Find If the search does not produce a match you will be prompted to proceed with entering new information Choose the New button Note When you choose the New button another search is performed This search
31. ns which is also enabled when the receipt type Misc is selected Note If your tax method is VAT and you calculate tax on miscellaneous transactions the Distributions window displays the tax code and tax amount for this transaction 7 10 11 12 Specify from where this payment originated in the Paid From field optional This field is for informational purposes only If you want to change the tax code for this transaction enter a Tax Code optional Modify the remittance Bank Account optional The payment method provides the default bank account but you can change it You can enter any bank account assigned to the payment method if the bank account is in the same currency as that of the receipt or the Multi Currency flag for the remittance bank is set to Yes Adjust the Deposit Date on the right side of the Miscellaneous Tab optional The default date is the deposit date entered at the batch level or if there is no batch information the transaction date Enter a Reference Type for this transaction optional If you entered a Reference Type enter the corresponding Reference Number or choose from the list of values Save your work 3 3 Applying On Account Credits to Receipts Receipts Se ge Navigate to the Receipts or Receipts Summary window Query or enter the receipt to apply See Entering Receipts Choose Applications Select the on account credit and the open transaction s from
32. nue chose the Distribution tab to enter the line items Save your work If you are ready to complete this transaction See Completing Transactions 2 6 page 9 2 5 Validation for Completing an Invoice Transactions gt Transactions Validation For Completing a Standard Transaction The invoice must have at least one line The GL date of the invoice must be in an Open or Future period The invoice sign must agree with the creation sign of the transaction type The sum of distributions for each line must equal the invoice line amount If the Calculate Tax field for the transaction type is set to Yes tax is required for each line except lines of type 11 ORACLE AR USER MANUAL RANSACTION ATURE NAVIGATION TASKS Charges e If freight was entered for this transaction you must specify a freight account e All the activity date ranges for the setup values for example payment terms must be valid for the invoice date e fthis transaction uses an automatic payment method you must enter Customer bank branch and account information Validation For Completing an Invoice With Rules Each line must have an accounting rule and a rule start date e Valid account sets must exist for each invoice line Valid account sets must exist for tax that is calculated or entered e Validation for completing a standard credit memo You must enter at least one credit memo line and specify revenue account a
33. ou must use this check box 9 Choose Options to specify additional people to notify or replace your name if you do not want to be notified 10 Select a language for each person notified 11 Select a print style from the pop list 12 Use the LOV to select the printers you want used to produce a hard copy of your report Each printer will produce at least one copy of the report If you need more than one copy for a particular printer use the Copies field to enter the number of copies you want printed Note Some requests may have a required Style or Printer that you cannot change 13 Choose OK 14 When you are done specifying scheduling and completion options choose Submit 15 Once you submit your request the Requests window opens and provides you with the current status of your request and the request ID number 16 Oracle Applications assigns a request ID to each request 253 ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS 17 submission so that you can identify the results of the request when it is complete You can use the request ID to query for your request output in the Requests window Oracle Applications also assigns a new request JD number to each resubmission of a request and displays the request ID in the log file of the previous request If you wish to submit another request simply repeat Steps 1 through 21 All the requests that you submit for the current session appear
34. r Bank Charges Save your work If you entered a customer the receipt amount appears in the Unapplied field in the Application 16 ORACLE AR USER MANUAL TRANSACTION NATURE NAVIGATION TASKS Summary tabbed region Otherwise the entire receipt amount appears in the Unidentified field 3 2 Entering Miscellaneous Receipts Receipts Navigate to the Receipts window Choose a Receipt Type of Misc Enter transaction information including Receipt Number Currency Receipt Amount GL Date and Payment Method If the receipt currency is not the functional currency change the default functional currency USD to the receipt currency you are entering The batch GL Date provides the default GL Date If there is no batch information the default is the current date However if the current date is not in an open period the default is the last date of the most recent open period Enter a unique Document Number Otherwise Receivables assigns a unique number when you save Select the Miscellaneous Tab which is enabled when Receipt Type Misc is selected enter an Activity or choose one from the list of values You can enter any Receivables Activity with a type of HTA Miscellaneous Cash The Receivables Activity determines the default distribution set and accounting for this transaction To review or update the distribution set and general ledger account information for this transaction choose Distributio
35. same as your functional currency 10 11 12 13 Enter a Payment Method Receivable uses the payment method to determine the accounting and remittance bank accounts for this receipt You can only select payment methods that have remittance bank accounts that are in the same currency as the receipt Transaction number will default as Document Number To help identify the customer for this receipt enter a Transaction number that is the invoice number optional Receivable displays the customer associated with this transaction If multiple customers have transactions with the number you entered Receivable displays a window from which you can select a customer If you enter a number here If you did not enter a Transaction number and the receipt is not unidentified enter customer information for this receipt including Customer Name or Number and Bill To Location When you enter the customer Receivable enters this customer s primary Bill To Location if one exists you can change this value Open the Remittance tabbed region then enter the receipt Deposit Date optional Receivable derives the default remittance bank account from the payment method you entered To prevent the receipt Remittance bank from being automatically overridden during the remittance process choose Don t Allow in the Override Bank Account field optional If bank charges apply open the Application Summary tabbed region then enter an amount fo
36. ssignments for each memo line e You must specify a valid receivable account If your credit memo is crediting tax you must specify valid tax accounts e If your credit memo is crediting freight you must specify valid freight accounts NOTE You cannot change the status of a credit memo that you entered against an invoice debit memo or commitment from Complete to Incomplete if you entered another credit memo against this item after the initial memo 2 6 Completing Transactions 1 Navigate to the Transaction or the Transactions Summary Transactions Transactions window 2 Query the transaction to complete 3 Verify that all requirements for completing this type of transaction are met see above 4 If you are in the Transactions Summary window select the transaction then choose the Complete button 5 If you are in the Transactions window choose the Complete button Note When you complete a transaction the button name changes from Complete to Incomplete If you click on the button again Receivables changes the transaction status back to Incomplete unless the transaction was posted to GL or now has activity such as a receipt application against it in this case you cannot change the status 6 Save your work 2 7 Crediting Transactions 1 Navigate to the Transactions window Transactions Transactions 2 Inthe Number field do not enter a transaction number Credit Receivables assigns a transaction number when
37. t Use this report to view a Summary of all Transactions by category and currency that make up your Entries to GL Receivables automatically generates this report when you run General Ledger Interface The sum of the entries in the General Ledger Journal Report is equal to the sum of all of the categories of transactions that the Posting Execution Report includes for the same period The report tells you if posting discovered Errors in your Journals or in your Journal lines You must Fix All Errors in your Journal Batches before Resubmitting them for Posting Contact the GL Super User for guidance See Journal Reports in the General Ledger User Guide 5 3 Opening and Closing Accounting Periods See Opening and Closing Accounting Periods 4 3 page 21 NOTE You need to close the accounting periods in the following order e Payables e Purchasing e Inventory NOTE In the next period open the periods in the following sequence e Inventory e Purchasing e Payables 25 ORACLE AR USER MANUAL TRANSACTION NATURE 5 4 Reconciling Outstanding Customer Balances NAVIGATION TASKS Reconcile the outstanding customer balance at the beginning of a specified period with the ending balance for the same period Use the following formula to ensure your revenue accounts match your receivables aging Beginning Balance Transactions Adjustments Invoice Exceptions Applied Receipts Un
38. tes a number for this reversal To create a debit memo reversal 9 Check the Debit Memo Reversal check box then enter a transaction Type for this reversal You can only enter a debit memo transaction type that has the Tax Calculation flag set to No 10 Enter the Account for this new receivable The debit memo transaction type provides the default value for this field but you can change it 11 If you are using manual document numbering enter a unique Document Number for this reversal Otherwise Receivables assigns a number when you choose Reverse 12 Choose Reverse Note If the receipt you are reversing has Debit Memo Inherit Receipt Number set to No Receivables uses the transaction source DM Reversal to determine the numbering for your debit memo reversal 3 7 Reapplying Receipts Navigate to the Receipts Summary window Receipts Query the receipt to reapply Select the receipt then choose Applications Reverse applications by unchecking the Apply check box next to each transaction Receivables changes the Applied Amount for each transaction to zero and increases the Unapplied Amount of the receipt 5 Receivables enters a Reversal GL Date for each transaction that you reopen The Reversal GL Date is the date to post this reapplication to your general ledger This date is the same as either the GL date of the original application or if the original application s GL date is in a closed period the current date
39. the Posting Execution report 2 To see your Journals Run the Unposted Journals report from GL The grand totals on this report should match the Journal Import Execution report Contact the GL Super User for aid in Journal Import process Reconcile Posted Journal Entries Once you have run the Oracle General Ledger Post Journals Program you can see your Posted Journal Entries by running the Posted Journals Report The grand totals on this report should match the totals on the Journal Import Execution report See Posted Journals Report in the Oracle General Ledger User Guide 5 8 Reconciling AR and GL Balances The following is a list of the Critical Reports required for Reconciliation between AR and GL e Journal Entries Report AR AR Reconciliation Report AR Sales Journal by GL Account Report AR Receipt Journal Report AR Account Analysis Subledger Detail 180 Char GL 28 ORACLE AR USER MANUAL ORACLE FINANCIALS HOT KEYS Function Block Menu Clear Block Clear Field Clear Form Clear Record Comet Count Query Delete Record Display Error Dower Duplicate Field Duplicate Record Edit Enter Query Execute Guery Exit Function Functian Function Function Function Function Function Function Function oon me hbk WM A D Function Help nzert Record List of Values List Tab Pages Mert Block P emt Field Mert Primary key Mert Record Mert Set of Records Prewviaus Block
40. this receipt application save your work Receivables updates your customer s account balances 3 6 Reversing Receipts 1 Navigate to the Receipts window and query the receipt to Receipts reverse Note You can view the detail accounting lines for a receipt in the form of a balanced accounting entry i e debits equal credits by choosing View Accounting from the Tools menu You can also choose to view the detail accounting as T accounts See Viewing Accounting Lines 2 Toreview the applications for this receipt choose Applications and to review the distributions for a miscellaneous transaction choose Distributions 3 Choose Reverse 1 4 Enter the Date of this receipt reversal and the date to post this reversal to your general ledger The GL date must be in an open or future period 5 Youcan change the reversal and GL Dates but the reversal date must be on or after the deposit date of the original receipt and the reversal GL Date cannot be before the 19 ORACLE AR USER MANUAL TRANSACTION NAVIGATION TASKS NATURE receipt GL Date or the reversal date 6 Enter the Category for this reversal Valid categories include Non Sufficient Funds Reverse Payment and Stop Payment 7 Enter a Reason for this receipt reversal Typical reasons include Insufficient Funds Account Closed Wrong Amount Wrong Customer and Uncollectable 8 Tocreate a standard reversal choose Reverse Receivables genera
41. tting Reports gt 1 To submit a request navigate to the Submit a New Request a Request Accounting window Other gt Requests gt Run 2 Check the Request option to submit single requests or choose to submit a predefined group of requests by checking Request Set 3 Choose OK Submitting requests 4 Use the Copy button to take advantage of previously entered request submissions 5 Select the Name of the request report or program you want to run from the list of available requests Note Your responsibility s request group determines which requests appear in the list Defining Parameters 6 A Parameters window automatically appears if you select a request that requires parameter values The prompts in the Parameters window are specific to the request you select Note Default values may be predefined for one or more of the parameters associated with your request The default values are automatically applied to these parameters when the parameters window is opened However if you do not open the parameters window default values are only applied to required parameters 7 Once you enter the values in the required parameter fields which are yellow and choose OK the Parameters window closes and your parameter values are concatenated and displayed in the Parameters field 8 Inthe Upon Completion region use the Save all Output Files to write your request output to a file If you wish to view your output online y
42. x information changed 10 To review or update tax information for this line choose ORACLE AR USER MANUAL RANSACTION ATURE NAVIGATION TASKS 11 Tax and to review the GL Accounts for Receivables and Revenue chose the Distribution tab to enter the line items Save your work If you are ready to complete this transaction See Completing Transactions 2 6 page 9 2 2 Creating Quick Invoices Transactions gt Transactions a T d Navigate to the Transaction or the Transactions Summary window Enter a Transaction Source Enter the Customer Name or Number Enter the Bill To Name and Location If you are in the Transactions Summary window choose Open Receivables assigns a document number when you save To enter invoice lines choose Line Items then enter the Item description quantity and unit price for item optional Save your work If you are ready to complete this transaction see Completing Transactions 2 6 page 10 ORACLE AR USER MANUAL RANSACTION ATURE 2 3 Creating Recurring Invoices Copy Transactions NAVIGATION Transactions TASKS 1 Navigate to the Transactions Summary or the Copy Transactions window 2 Query the invoice to use as a model for your copied invoices 3 If you are in the Transactions Summary window select the invoice then choose Copy 4 It opens the Copy Transactions window which you can also get to through Transactions
43. you save the Memo transaction If you are adding transactions to a batch the transaction number must be unique within this batch Attention Once you save a transaction you cannot update the transaction number 3 Enter the Date and Currency of this transaction The default currency is the functional currency USD but you can 12 ORACLE AR USER MANUAL RANSACTION ATURE NAVIGATION TASKS change it to any currency defined in the system if you are entering a transaction in another currency The default date is either the batch date or if there is no batch information the current date Choose the Transaction Source from the list of value in the Source field for the transaction you are entering Choose the Transaction Class Credit Memo you want to create and from the list of values in the Types field select the Transaction Type to go with the transaction class selected 6 Enter a GL Date the default GL Date is the current date However if the current date is not in an open period the default is the last date of the most recent open period The GL Date you enter must be in an Open or Future period 7 Enter the customer Bill To Name and type in the Location for this transaction that should be the same as the transaction you are crediting 8 The Payment Terms filed is disabled because you are entering a credit memo 9 To enter the goods or services to bill to this customer choose
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