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Oracle Accounts Receivable
User Guide

Table of Contents
1.

Project Background

2

2.

Creating an AR Invoice

3

a. Gett...
Oracle Accounts Receivable
User Guide
Project Background
In January 2010, the University of Northern Iowa will implement t...
Oracle Accounts Receivable
User Guide
Creating an AR Invoice
Path:

FIN-XXXXXXXX > AR Transactions

1
2
3
4

5

8

6
7

Fi...
Oracle Accounts Receivable
User Guide
Creating an AR Invoice
Adding Customer PO # and Comments

11

9

12

10

Field Name
...
Oracle Accounts Receivable
User Guide
Creating an AR Invoice
Invoice Detail Lines

13

14

15

19

16

20

Field Name

Des...
Oracle Accounts Receivable
User Guide
Creating an AR Invoice
Distributions
Note: These steps must be repeated for each lin...
Oracle Accounts Receivable
User Guide
Creating an AR Invoice
Completing the AR Invoice

28

29

30

31

Field Name

Descri...
Oracle Accounts Receivable
User Guide
Printing an AR Invoice
View/Print Departmental Copy of the AR Invoice

32

33

Field...
Oracle Accounts Receivable
User Guide
Adding Tax to an AR Invoice
Note: These steps must be repeated for each line item on...
Oracle Accounts Receivable
User Guide
Splitting Tax on an AR Invoice
For Lines with Split Distributions (optional)

6

6.
...
Oracle Accounts Receivable
User Guide
Adding Freight to an AR Invoice
3

1

Field Name

Description/Action

1.

AMOUNT

En...
Oracle Accounts Receivable
User Guide
Applying a Down Payment
Deposits or downpayments should be recorded using the Cash R...
Oracle Accounts Receivable
User Guide
Find Invoices

1

1. Click on the FLASHLIGHT.
2a

2b

2c

2d
2f

2e
3

2. Perform Se...
Oracle Accounts Receivable
User Guide
Invoice Copy
Departments can use the Copy feature to duplicate completed invoices to...
Oracle Accounts Receivable
User Guide
Invoice Copy

4

5

6

7
8

Field Name

Description/Action

4.

RULE

Select from An...
Oracle Accounts Receivable
User Guide
Creating an Adjustment
Path:
Window Name:
•
•
•
•
•

FIN-XXXXXXXX > AR Transactions ...
Oracle Accounts Receivable
User Guide
Creating an Adjustment
Enter Adjustment Information

6

Field Name

Description/Acti...
Oracle Accounts Receivable
User Guide
Creating an Adjustment
Enter Adjustment Reason

7

8

Field Name

Description/Action...
Oracle Accounts Receivable
User Guide
Adding Notes to an AR Invoice
•
•

You can add notes to invoices to document convers...
Oracle Accounts Receivable
User Guide
Deleting an AR Invoice
Once an invoice has been marked complete and printed centrall...
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Ar user guide

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AR User Guide for Begineer

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Transcript of "Ar user guide"

  1. 1. Oracle Accounts Receivable User Guide Table of Contents 1. Project Background 2 2. Creating an AR Invoice 3 a. Getting Started 3 b. Adding PO# and Comments 4 c. 5 Invoice Detail Lines d. Distributions 6 e. Completing the AR Invoice 7 3. Viewing/Printing an AR Invoice 8 4. Adding Tax to an AR Invoice 9 5. Splitting Tax on an AR Invoice 10 6. Adding Freight to an AR Invoice 11 7. Applying a Down Payment 12 8. Find AR Invoices 13 9. AR Invoice Copy 14 Adjusting an AR Invoice 16 a. Adjusting an AR Invoice 16 b. Enter Adjustment Information 17 c. 18 10. Enter Adjustment Reason 11. Adding Notes to an AR Invoice 19 12. Deleting an AR Invoice 20 For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 1
  2. 2. Oracle Accounts Receivable User Guide Project Background In January 2010, the University of Northern Iowa will implement the new Oracle Accounts Receivable (AR) module for all non-student accounts receivable transactions. The new process will enable departments to recognize revenue when the invoice is created. It will also allow for better recognition of outstanding revenue due the university. Some key points are: • Revenue is recognized when the invoice is created and posted • Invoices are mailed out daily by Business Operations – saving departments postage • All payments will be received and processed by Business Operations – saving departments processing time • Office of Business Operations will be responsible for collections Departments participating in this module need to complete: • MEMFIS Authorization for Access (for those signing up after initial implementation) • AR Transaction Type Set Up Form • AR Customer Set Up Form • AR Standard Memo Line Set Up Form (optional) Departments should be aware of the following documents relating to the new process: • Non-Student Accounts Receivable Policy • Business Process Diagram • Open Invoices at Conversion Additional information can be found at http://www.vpaf.uni.edu/obo/ar_info.shtml For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 2
  3. 3. Oracle Accounts Receivable User Guide Creating an AR Invoice Path: FIN-XXXXXXXX > AR Transactions 1 2 3 4 5 8 6 7 Field Name Description/Action 1. SOURCE This will default based on your responsibility. 2. CLASS The default is Invoice. 3. TYPE 4. REFERENCE Select a type that starts with your Departmental ID. The default account number is based on the Type selected. Enter Contact Person’s phone number to appear on Invoice. 5. BILL TO FIELDS Use the List of Values to select the Customer. Verify the address is correct. 6. 7. Note: AGENT PAYMENT TERMS Verify the Location matches your Departmental Name. Use the List of Values to select the UNI Contact (a.k.a. Salesperson) Default is Net 30; use LOV to change payment terms. 8. Click on MORE . For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 3
  4. 4. Oracle Accounts Receivable User Guide Creating an AR Invoice Adding Customer PO # and Comments 11 9 12 10 Field Name Description/Action 9. Enter the Customer’s Purchase Order number (if available). PURCHASE ORDER NUMBER 10. COMMENTS 11. Click on Enter Comments that you wish to appear on the printed invoice in the lower left corner (optional). to save your work. 12. Click on LINE ITEMS. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 4
  5. 5. Oracle Accounts Receivable User Guide Creating an AR Invoice Invoice Detail Lines 13 14 15 19 16 20 Field Name Description/Action 13. DESCRIPTION Enter an appropriate DESCRIPTION or select a Standard Memo Line from the LOV. 14. UOM Enter the UNIT OF MEASURE (optional). 15. QUANTITY Enter an appropriate QUANTITY. 16. UNIT PRICE Enter a UNIT PRICE. 17. Add additional lines as necessary 18. Click on to save your work. 19. If this is a taxable sale, select the line to be taxed, then click on TAX, go to page 9. 20. Click on DISTRIBUTIONS to open the Accounting window and review or change the account distributions. 21. An Error Message will appear once for each invoice line. Click OK. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 5
  6. 6. Oracle Accounts Receivable User Guide Creating an AR Invoice Distributions Note: These steps must be repeated for each line item on your invoice. 27 25 26 22 23 24 Field Name Description/Action 22. GL ACCOUNT Verify the account number (the account number will default based upon the Invoice Type selected on the main page). Enter the object code. Note: Note: NEVER change the distributions for the Receivables Line If the item is taxable, remember to use a taxable object code. Enter the % to be credited to the GL Account listed. To split the revenue between 2 or more accounts, add additional lines. 23. % 24. DISTRIBUTION AMOUNT 25. Click on This will be calculated automatically by the system if a % is entered. Optionally, enter a fixed amount. to save your work. 26. Close the Distributions window. 27. Close the Lines window. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 6
  7. 7. Oracle Accounts Receivable User Guide Creating an AR Invoice Completing the AR Invoice 28 29 30 31 Field Name Description/Action 28. NUMBER Note the AR Invoice number. 29. If any line item has a split distribution and is taxable, click on TAX, go to page 10. 30. If freight charges need to be added, click on FREIGHT, go to page 11. 31. Click on COMPLETE to finish the transaction. Business Operations will run a daily process to print all completed invoices, and mail them to the customer. After the invoice has been mailed, no further changes should be made to the invoice. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 7
  8. 8. Oracle Accounts Receivable User Guide Printing an AR Invoice View/Print Departmental Copy of the AR Invoice 32 33 Field Name Description/Action 32. Click on to view a copy of the AR Invoice. 33. If changes are needed, click INCOMPLETE to make necessary changes. You’re all done! Reminder: Office of Business Operations will mail out all completed invoices daily. Once an invoice is complete, it should not be changed. If you need to correct an invoice after it has been completed and mailed to the customer, either do a partial adjustment, or full adjustment and rebill. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 8
  9. 9. Oracle Accounts Receivable User Guide Adding Tax to an AR Invoice Note: These steps must be repeated for each line item on your invoice that is to be taxed. 1 2 Field Name Description/Action 1. TAX CODE Select 7% Sales Tax. 2. Click on DISTRIBUTIONS. 5 3 Field Name Description/Action 3. GL ACCOUNT Enter the same taxable object code used for the line (revenue). 4. Click on 5. Close the Distributions window. to save your work. Note: If the line item has a split distribution, directions continue on the next page. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 9
  10. 10. Oracle Accounts Receivable User Guide Splitting Tax on an AR Invoice For Lines with Split Distributions (optional) 6 6. Click on TAX. 9 7 8 8 Field Name Description/Action 7. GL ACCOUNT Use down arrow to add additional lines. Add additional GL accounts as necessary. Remember to use a taxable object code. 8. % or AMOUNT Change the amount of tax allocated to the account by changing the percent or fixed amount. 9. Click on to save your work. 10. Close the Distributions window. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 10
  11. 11. Oracle Accounts Receivable User Guide Adding Freight to an AR Invoice 3 1 Field Name Description/Action 1. AMOUNT Enter the amount to be charged for freight. 2. Click on 3. Close the Freight window. to save your work. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 11
  12. 12. Oracle Accounts Receivable User Guide Applying a Down Payment Deposits or downpayments should be recorded using the Cash Receipt for Deposit form. When the invoice is created, the deposit is reflected by adding a line to the invoice. The account number for all down payments/deposits is xxxx.00.00000.12005.0000.00.0000.000 where “xxxx” equals your fund number. 1 2 3 Field Name Description/Action 1. DESCRIPTION Enter “Deposit” or “Down Payment”, along with the date the deposit was made. 2. QUANTITY Enter quantity of 1. 3. AMOUNT Enter the deposit amount as a negative number. 4. Click on 5. Click on DISTRIBUTIONS. to save your work. 6 Field Name Description/Action 6. GL ACCOUNT Enter xxxx.00.00000.12005.0000.00.0000.000 where “xxxx” is your fund number. 7. Click on 8. Close the Distributions window. to save your work. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 12
  13. 13. Oracle Accounts Receivable User Guide Find Invoices 1 1. Click on the FLASHLIGHT. 2a 2b 2c 2d 2f 2e 3 2. Perform Search on one (or more) of the following criteria or any other applicable field: a. TRANSACTION NUMBER(S) Search by Invoice Number; allows for option of searching for range of invoices using dept number. b. NAME Search by Customer Name. c. TRANSACTION DATES Search based on Invoice Date(s). d. TRANSACTION TYPES Search based on Type of Invoice. e. PRIMARY SALESPERSON Search based on Agent/Salesperson. f. Search based on GL Period. PERIOD 3. Click on FIND. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 13
  14. 14. Oracle Accounts Receivable User Guide Invoice Copy Departments can use the Copy feature to duplicate completed invoices to a customer for recurring billings. 1. Locate the invoice to be copied using the directions to Find Invoices found on page 13. 3 2. Select the Invoice by clicking to the left of the line. 3. Click on Copy To. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 14
  15. 15. Oracle Accounts Receivable User Guide Invoice Copy 4 5 6 7 8 Field Name Description/Action 4. RULE Select from Annually, Semi-Annually, Quarterly, Monthly, BiMonthly, Weekly, Single Copy, Days 5. NUMBER OF TIMES Indicate # of times you would like the invoice to be copied. 6. NUMBER OF DAYS If Days were selected, enter the number of days between invoices. 7. FIRST TRANSACTION DATE Verify/Enter the date for the first copy of the invoice 8. FIRST GL DATE Verify/Enter the appropriate GL date to match the First Transaction Date. 9. Click on to save your work. Note: The copied invoices will be in a completed status. Requery your invoices to change them to incomplete and make any necessary changes. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 15
  16. 16. Oracle Accounts Receivable User Guide Creating an Adjustment Path: Window Name: • • • • • FIN-XXXXXXXX > AR Transactions Summary Transactions Summary Adjustments should be completed if you want to reduce the amount due on an invoice. Adjustments for more than ($1,000) must be approved by OBO If you want to increase the amount due on an invoice, create a new invoice for the additional amount OR adjust or delete the initial invoice and create a new invoice for the full amount. Departments can do a partial adjustment for any line on the invoice up to the amount due for that line. Adjustments applied at the invoice level must be for the full amount due. 2 1. Highlight the line you wish to adjust by clicking to the left of the line. 2. Click on ADJUST. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 16
  17. 17. Oracle Accounts Receivable User Guide Creating an Adjustment Enter Adjustment Information 6 Field Name Description/Action 3. ACTIVITY NAME Adjustment. 4. TYPE Choose Invoice if you are adjusting the invoice for the balance due. Choose Line if you are adjusting the invoice for less than the balance due. Note: If doing a line adjustment, you MUST enter the line # you are adjusting in the Account, IDs tab. 5. AMOUNT Enter the adjustment amount as a negative number. 6. Click on COMMENTS 3 4 5 For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 17
  18. 18. Oracle Accounts Receivable User Guide Creating an Adjustment Enter Adjustment Reason 7 8 Field Name Description/Action 7. REASON Use the List of Values to select a Reason for the Adjustment. 8. COMMENTS Add comments or additional justification for making the adjustments. 9. Click on to save your work. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 18
  19. 19. Oracle Accounts Receivable User Guide Adding Notes to an AR Invoice • • You can add notes to invoices to document conversations or notes about an invoice. Notes can be added at any time - before or after the invoice is complete. 1 1. Click on the Notes tab. 3 2 2. Add notes to the Memo field. Add additional lines as necessary. 3. Click on to save your work. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 19
  20. 20. Oracle Accounts Receivable User Guide Deleting an AR Invoice Once an invoice has been marked complete and printed centrally, it cannot be marked incomplete or deleted. 1. Using the directions on page 13 to Find Invoices, locate the invoice you wish to delete. 2. Select the Invoice by clicking to the left of the line. Click OPEN 7 5 4 3 3. Verify the invoice is Incomplete (hint: the COMPLETE button will still be visible) 4. Click on the Invoice number. 5. Click on to delete the record. 6 6. Click OK. 7. Click on to save your work. For questions, please contact Kelly Flege at 3-3420. Updated 1/27/10 by ksp 20

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