OracleAccountsReceivableReports

Table of Contents

Introduction

OracleARReports

NavigationRunReports

AdjustmentsJournalReport

AppliedReceiptsRegister

BillingHistory

BillingandReceiptHistory

IncompleteInvoicesReport

PastDueInvoiceReport

10

SalesJournalbyCustomer

11

SalesJournalbyGLAccount

13

WebFOCUSReports

StatementofAccountFinancialSummary15

StatementofAccount

17

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
1

OracleAccountsReceivableReports

Introduction

InJanuary2010,theUniversityofNorthernIowaimplementedtheOracleAccountsReceivable(AR)moduleforallnon
studentaccountsreceivabletransactions.Thenewprocesswillenabledepartmentstorecognizerevenuewhenthe
invoiceiscreated.Itwillalsoallowforbetterrecognitionofoutstandingrevenueduetheuniversity.

Somekeypointsare:
Invoicesshouldbecreatedwithinfive(5)businessdaysafterthegoodsandservicesaredelivered
Revenueisrecognizedoncetheinvoiceiscompleted,andposted
InvoicesarecurrentlymailedoutbyBusinessOperationssavingdepartmentspostage
AllpaymentswillbereceivedandprocessedbyBusinessOperationssavingdepartmentsprocessingtime
OfficeofBusinessOperationswillberesponsibleforcollections

OracleARReports:
ThesereportsarerunfromtheOracleApplicationSuite.Thesereportsaremostusefulformonitoringandtrackingyour
OracleARTransactions.

Onekeyelementtounderstandishowinvoicenumbersareassigned.Eachinvoice(a.k.a.transaction)hasaunique8digit
number.Thefirstthreedigitsrepresenttherangeofnumbersassignedtothedepartmenttheinvoicewasgeneratedby.
Thelastfivedigitsaresequentialandincrementingroupsof20.Itwillbehelpfultoknowthethreedigitnumbersforyour
department,asyourunsomeofthereportsmentionedinthisdocumentation.

WebFocusReports
Inthepast,revenuewasnottypicallyrecordeduntiltheinvoicewaspaidandthefundsweredepositedintheaccount.
Thiswouldpreventdepartmentsfrombeingabletospendtherevenueforupto3060dayswhentheinvoicewaspaid.

Withthenewsystem,assoonastheinvoicetransactioniscompletedandpostedcentrally,revenuewillbecreditedfor
theamountoftheinvoicefollowingthedistributionsusedontheinvoice.Thiswillcausethefundbalancefortheaccount
toincreaseaccordingly,givingdepartmentsmoretimelyaccesstotheirrevenues.DepartmentsshouldruntheStatement
ofAccountFinancialSummaryReporttodetermineandmonitortheirfundbalances.

Theoffsettingentrywilldebitaccountsreceivableforthefund,increasingtheARbalanceforthefund.Oncetheinvoice
hasbeenpaidbythecustomer,cashwillbedebited(increased)andaccountsreceivablewillbecreditedtolowertheAR
balanceforthefund.Creditadjustmentswillhavethereverseaffecttofundbalances.

TheexistingWebFocusreportshavebeenmodifiedtoshowmoredetailforrevenueandexpensetransactions.Inthis
training,wewilltakealookattheStatementofAccountFinancialSummarytofindourfundbalances.

Additionalinformationcanbefoundathttp://www.vpaf.uni.edu/obo/accts_receivable/index.shtml

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
2

OracleAccountsReceivableReports

Navigation
1.
2.

Loginto
SelectyourFINResponsibility

3.

SelectRunReports.

EBusinessSuite

4.

WiththedefaultofSingleRequestselected,ClickonOK

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
3

OracleAccountsReceivableReports

5.

6.
7.

UnderRunthisRequestintheNamefield,clicktheLOV(threedots)toseealistofreports
a. ThefirsteightreportslisteddealwithAccountsReceivable
b. SelectareportbyhighlightingitandthenclickOK

Refertothefollowingpagesforenteringthereportparametersspecifictothereportselected.

Afterenteringtheparameters,clickSubmit.

8.

ClickRefreshDataeveryfewsecondsuntilthePhase=Completed

9. ClickViewOutput

10. UsingtheFilePrintmenutoprintthereport.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
4

OracleAccountsReceivableReports

AdjustmentsJournalReport
TheAdjustmentRegisterreportstheapprovedadjustmentsthatbeenappliedtoyourinvoicetransactions.
ThisreportproducesaWorddocument.

ReportParameters
CompanySegment(a.k.a.Fund)
GLDate(required)
PostingStatus
GLAccountNumber

Toviewonlyyouradjustments:IncludeyourFundorGLAccountNumber(s)intheparameters.

Thereportissortedbyaccountnumberandincludestheadjustmentnumber,customername,adjustmentdate,
transaction(invoice)number,andadjustmentamounts.

Debitsincreasetheamountdueonaninvoice.Creditsreducetheamountdueonaninvoice.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
5

OracleAccountsReceivableReports

AppliedReceiptsRegister
Usethisreporttoreviewallofthereceiptsthathavebeenappliedtoyourinvoicetransactions.Youcanreviewhowyour
customersreceiptswereappliedtoinvoicesorreversedfrominvoices.Thisreportincludescashreceiptsandanydiscount
information.Miscellaneousreceiptsarenotincluded.

ReportParameters
CustomerName
ReceiptNumber
CompanySegment(a.k.a.
Fund)
CustomerNumber
TransactionNumber
ApplicationGLDate
ApplyDate
TransactionType

BatchName

Toviewonlyyourreceipts:IncludeyourFundnumber(s),TransactionNumber(s),orTransactionType(s)inthe
parameters.AddingadaterangefortheApplyDatewillalsoreducethenumberoftransactions.

Note:Whenrunningthisreportanadditionalprocesskicksoff.Asaresult,userswillneedtoselecttheinitial
reportrequestinordertoviewtheoutput.ClickingViewOutputforthefirstlinewillresultinnooutput.

ThisreportissortedbyFundandthenthedatepaymentswereapplied.Thereportincludesthecustomernumber,
customername,invoicetransactionnumber,receiptnumber,andreceiptamount.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
6

OracleAccountsReceivableReports

BillingHistory
Usethisreporttoreviewasummaryofeachtransaction,alongwithreceiptandadjustmenttotals.

ReportParameters
CustomerName
InvoiceNumber
(Payment)TermName
CustomerNumber
CollectorName
TransactionDate

Toviewonlyyourbillinghistory:IncludeyourInvoiceNumber(s)intheparameters.

Thisreportissortedbycustomerandincludestheinvoicenumber,transactiontype,invoicedate,duedate,original
transactionamount,thecurrentbalancedue,thesumofallpaymentsapplied,andtotaladjustmentamountsforeach
invoicetransaction.TheCreditedAmountcolumnshouldalwaysbezero.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
7

OracleAccountsReceivableReports

BillingandReceiptHistory
Usethisreporttoreviewalistofalltransactionsalongwithdetailedpaymentandadjustmentinformation.

ReportParameters
CustomerName
InvoiceAmount
AccountStatus
CustomerNumber
BalanceDue
InvoiceNumber
TransactionDate

Toviewonlyyourbillingandreceipthistory:IncludeyourInvoiceNumber(s)intheparameters.

Note:Togetalistofonlytheinvoiceswithabalancedue,enter.01forthelowBalanceDueandalargeamount
forthehighvalue.YoucanalsoenterarangeofTransactionDatestolimitoutputtocurrentinformation.

Thisreportissortedbycustomerandincludetheinvoicenumber,transactiontype,duedate,originalamount,balance
due,alongwithdetailedpaymentandadjustmentinformation.

Note:Whenprintingthisreport,chooseLandscapetogetfinaltwocolumnstoshow.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
8

OracleAccountsReceivableReports

IncompleteInvoicesReport
Usethisreporttoreviewalistofyourincompleteinvoices.Departmentsshouldeithercompletetheinvoices(usinga
currentGLdate)ordeletethemfromthesystem.

ReportParameters
OrderBy:(required)Selectfrom:
CustomerName
Customer
CustomerNumber
Invoice
InvoiceNumber

Toviewonlyyourincompleteinvoices:IncludeyourInvoiceNumber(s)intheparameters.

Note:Thisreportshouldberunquarterlyandatyearendtomakesuretherearenounfinishedinvoicesthat
needtobecompletedordeleted.

Thereportissortedbyeithercustomerorinvoiceandincludestheinvoicenumber,transactiontype,invoicedate,GL
date,customernameandcustomernumber.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
9

OracleAccountsReceivableReports

PastDueInvoiceReport
Usethisreporttoviewinformationaboutyourcustomersinvoices.

ReportParameters
OrderBy:(required)
AsofDate:defaultsto
Selectfrom:
currentdate
o Agent(Salespers
DaysLateentera
on)
positivevalueifyouonly
o BalanceDue
wantpastdueinvoices
o Customer
BalanceDue

Collector
CustomerName
CustomerNumber
TransactionType
Salesperson/Agent

Toviewonlyyourdata:IncludeyourTransactionType(s)intheparameters.AddingadaterangefortheAsofDatewill
alsoreducethenumberoftransactions.
Note:InvoiceswithapositivenumberofdayspastdueAREpastdue.TheOfficeofBusinessOperationswillbe
responsibleforfollowingupwithcustomerstomakesureallinvoicesarepaid.

Thisreportcanbesortedbyagent(salesperson),balancedueorcustomerandincludesinvoicenumber,transactiontype,
PO,invoicedate,duedate,originalinvoiceamount,tax,balancedue,anddayspastdue.Remember:onlyinvoiceswitha
positivenumberofpastduedaysareactuallypastdue.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
10

OracleAccountsReceivableReports

SalesJournalbyCustomer
Thisreportliststheinvoicetransactions,bycustomer,thatyouhavecreatedandtheaccountnumbersusedforeach.

ReportParameters
o All
OrderBy:(required)
GLAccountType:Select
o Posted
Selectfrom:
from:
o Unposted
o Customer
o Freight
CustomerName
o InvoiceNumber
o Receivable
o Revenue
CustomerNumber
CompanySegment(a.k.a.
o Tax
Fund)
TransactionDate
PostingStatus:Select
GLDate
TransactionType
from:
TransactionNumber

Toviewonlyyourdata:IncludeyourTransactionNumber(s),orTransactionType(s)intheparameters.Addingadate
rangefortheGLDatewillalsoreducethenumberoftransactions.

Reportisprintedoutbyfundnumberandincludesinvoicenumber,customername,invoicedate,GLdate,distributionby
line,andamount.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
11

OracleAccountsReceivableReports

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
12

OracleAccountsReceivableReports

SalesJournalbyGLAccount
Thisreportliststheinvoicetransactions,byaccount,whichyouhavecreatedandtheaccountnumbersusedforeach.

ReportParameters
OrderBy:(required)
GLAccountType:Select
CustomerName
Selectfrom:
from:
CustomerNumber
o Customer
o Freight
TransactionDate
o InvoiceNumber
o Receivable
TransactionType
o Revenue
GLAccountNumber
TransactionNumber
o Tax
GLDate

Toviewonlyyourdata:IncludeyourGLAccountNumber(s),TransactionNumber(s),orTransactionType(s)inthe
parameters.AddingadaterangefortheGLDatewillalsoreducethenumberoftransactions.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
13

OracleAccountsReceivableReports

ThereportprintsoutbyGLAccountType,thenFundandincludestheInvoicenumber,transactiontype,customername,
GLdate,andamount.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
14

OracleAccountsReceivableReports

WebFOCUSReports
StatementofAccountFinancialSummaryReport

WiththeimplementationofOracleAccountsReceivable,departmentswillbeabletorecognizerevenueassoonasthe
invoicetransactionhasbeencreatedandposted.Nolongerwilldepartmentsneedtowaituntilaninvoiceispaidtosee
theirfundbalancesincrease.

TheStatementofAccountFinancialSummaryisthebestreportforuserstoseetheirfundbalance.

1. Torunthisreport,gotoaccess.uni.edu/reports.
2. LocatedunderMEMFISWebFOCUSReports,selectStatementofAccountFinancialSummary.
3. EnteryourCatIDUsernameandPasswordifprompted.

4.
5.
6.

EnterONLYyourfundnumberintheLowandHighcolumns.Leaveallotherfieldsastheyare.
Selecttheperiodforwhichyouwishtorunthereportfor(orleavethecurrentmonthforthemostcurrent
report)
ClickRunReport

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
15

OracleAccountsReceivableReports

Onecanlocatetheirbeginningfundbalance,accountsreceivablebalance,revenuetotalsandcurrentfundbalanceasof
thelastdayoftheperiodyouselected.

Usingtheexampleabove,
1. TheBeginningFundBalanceis($112,045.14)Note:Theseamountsarethereverseofhowtheyshouldbe
interpreted.i.e.Ifthenumberdisplaysasapositivenumberyouactuallybegantheyearinthered.Ifit
appearsasanegativenumber,youactuallybegantheyearintheblack.
2. TheNetChangeinAccountsReceivableis<$128.36>Note:ThisincludesthereversaloftheBeginningAR
balanceof$1,644.14.TogetyourcurrentARbalanceadd$1644.14128.36=$1,515.78
3. TotalRevenuereceivedis$1,103,269.98Note:Revenuewillalwaysshowupasanegativenumber.
4. TotalExpensesare$679,686.63
5. TotalEncumbrancesare$212,027.86
6. CurrentFundBalanceis$99,510.35Note:Here,negativesarenegative,andpositivesarepositive.
OnecanalsoseehowtheCurrentFundBalanceiscalculated:

BeginningFundBalance:
<$112,045.14>

PlusRevenues
1,103,269.98

LessExpenditures
<679,686.63>

LessEncumbrances
<212,027.86>

Ending/CurrentFundBalance:
$99,510.35

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
16

OracleAccountsReceivableReports

WebFocusReports
StatementofAccountReport

DepartmentscanreviewmoredetailedinformationabouttheirrevenueandexpenseentriesbyrunningtheStatementof
Accountreport.

1. Torunthisreport,gotoaccess.uni.edu/reports.
2. LocatedunderMEMFISWebFOCUSReports,selectStatementofAccount.
3. EnteryourCatIDUsernameandPasswordifprompted.

4.
5.
6.

EnterONLYyourfundnumberintheLowandHighcolumns.Leaveallotherfieldsastheyare.
Selecttheperiodforwhichyouwishtorunthereportfor(orleavethecurrentmonthforthemostcurrent
report)
ClickRunReport.

ToviewAccountsReceivableentrydetails,clickonShowDetailfortheaccountwheretheorganizationvalueis
00000.
ToviewRevenueentrydetails,clickonShowDetailfortheaccountwheretheorganizationvalueisequalto
yours.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
17

OracleAccountsReceivableReports

AccountsReceivableEntries

ThisscreenshowshowAccountsReceivablebalanceisadjusted.Asinvoicesarecreated,theOtherAccountsReceivable
balanceincreases.Thenastheinvoicesarepaid,theAccountsReceivablebalancedecreasesandtheInterfundCash
Transactiontotalsincrease.

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
18

OracleAccountsReceivableReports

ToviewthedetailofAccountsReceivableEntries,clickoneithertheCurrentPeriodActualortheYeartoDateActual.

Weseethatforeachinvoicecreatedthreesetsofentriesappear.ThefirsttwosetsaretheMultiFundAccounts
Receivableentries.Foreachlineintheinvoiceanentryiscreatedandthenreversed.Finallyathirdentryisrecorded
whichsummarizetheinvoiceandpoststhebalanceoftheinvoicetoberecordedagainsttheaccount(ex:Receivable
accountforinvoice16000101).

Aseachinvoiceispaid,threesetsofentriesappearagain.ThefirsttwosetsaretheMultiFundAccountsReceivable
entries.Finallyathirdentryisrecordedwhichreflectstheactualpaymentamountandincludesthepaymentmethodand
invoicenumber(ex:ReceiptCK#100872318Eappliedtoinvoice16000001).

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
19

OracleAccountsReceivableReports

RevenueEntries

ThisscreenshowshowRevenueisadjusted.Asinvoicesareposted,theRevenuebalancesincrease.

ToviewthedetailofRevenueEntries,clickoneithertheCurrentPeriodActualortheYeartoDateActual.

Here,weseetherevenueispostedtotheaccountatadetailedlevel(onelineforeachinvoiceline).

Forquestions,pleasecontactKelly Flege at 3-3420

Updated04/02/10ksp
20