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Table of Contents
1. 2. Project Background Creating an AR Invoice a. Getting Started b. Adding PO# and Comments c. Invoice Detail Lines 2 3 3 4 5 6 7 8 9 10 11 12 13 14 16 16 17 18 19 20
d. Distributions e. Completing the AR Invoice 3. 4. 5. 6. 7. 8. 9. 10. Viewing/Printing an AR Invoice Adding Tax to an AR Invoice Splitting Tax on an AR Invoice Adding Freight to an AR Invoice Applying a Down Payment Find AR Invoices AR Invoice Copy Adjusting an AR Invoice a. Adjusting an AR Invoice b. Enter Adjustment Information c. 11. 12. Enter Adjustment Reason
Adding Notes to an AR Invoice Deleting an AR Invoice
For questions, please contact Brian Looby, Bursar, at 3-3537.
Updated 1/27/10 by ksp
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 Brian Looby, Bursar, at 3-3537.
Updated 1/27/10 by ksp
3.a. Salesperson) Default is Net 30. Verify the Location matches your Departmental Name. The default account number is based on the Type selected. 6. use LOV to change payment terms. 2. 7. at 3-3537. Select a type that starts with your Departmental ID.k. 4. 5. Verify the address is correct.Oracle Accounts Receivable User Guide Creating an AR Invoice Path: FIN-XXXXXXXX > AR Transactions 1 2 3 4 8 5 6 7 Field Name 1. Description/Action This will default based on your responsibility. SOURCE CLASS TYPE REFERENCE BILL TO FIELDS Note: AGENT PAYMENT TERMS Click on MORE . Bursar. Use the List of Values to select the UNI Contact (a. 8. please contact Brian Looby. Updated 1/27/10 by ksp 3 . Use the List of Values to select the Customer. The default is Invoice. Enter Contact Person’s phone number to appear on Invoice. For questions.
Updated 1/27/10 by ksp 4 . 10. Click on to save your work. 12.Oracle Accounts Receivable User Guide Creating an AR Invoice Adding Customer PO # and Comments 11 9 12 10 Field Name 9. PURCHASE ORDER NUMBER Description/Action Enter the Customer’s Purchase Order number (if available). please contact Brian Looby. COMMENTS 11. Enter Comments that you wish to appear on the printed invoice in the lower left corner (optional). Click on LINE ITEMS. Bursar. For questions. at 3-3537.
For questions. Enter an appropriate QUANTITY. DESCRIPTION 14. Enter a UNIT PRICE. please contact Brian Looby. 20. Bursar. An Error Message will appear once for each invoice line. 19. Updated 1/27/10 by ksp 5 . go to page 9. at 3-3537. Click on DISTRIBUTIONS to open the Accounting window and review or change the account distributions. QUANTITY 16. Click OK. UOM 15. Enter the UNIT OF MEASURE (optional). UNIT PRICE Description/Action Enter an appropriate DESCRIPTION or select a Standard Memo Line from the LOV.Oracle Accounts Receivable User Guide Creating an AR Invoice Invoice Detail Lines 13 14 15 16 19 20 Field Name 13. select the line to be taxed. 21. Click on to save your work. If this is a taxable sale. then click on TAX. 17. Add additional lines as necessary 18.
This will be calculated automatically by the system if a % is entered. For questions. DISTRIBUTION AMOUNT 25. add additional lines. Note: Note: 23. 25 27 26 22 23 24 Field Name 22. remember to use a taxable object code. Enter the object code. % 24. please contact Brian Looby. GL ACCOUNT Description/Action Verify the account number (the account number will default based upon the Invoice Type selected on the main page). Updated 1/27/10 by ksp 6 . To split the revenue between 2 or more accounts.Oracle Accounts Receivable User Guide Creating an AR Invoice Distributions Note: These steps must be repeated for each line item on your invoice. Optionally. 26. Close the Lines window. at 3-3537. Click on to save your work. Bursar. enter a fixed amount. NEVER change the distributions for the Receivables Line If the item is taxable. Close the Distributions window. Enter the % to be credited to the GL Account listed. 27.
Click on COMPLETE to finish the transaction. no further changes should be made to the invoice. and mail them to the customer. click on TAX. click on FREIGHT. For questions. please contact Brian Looby. go to page 11. Bursar. at 3-3537. 31. 29. Business Operations will run a daily process to print all completed invoices. 30. If freight charges need to be added. If any line item has a split distribution and is taxable.Oracle Accounts Receivable User Guide Creating an AR Invoice Completing the AR Invoice 28 29 30 31 Field Name 28. NUMBER Description/Action Note the AR Invoice number. go to page 10. After the invoice has been mailed. Updated 1/27/10 by ksp 7 .
Click on Description/Action to view a copy of the AR Invoice. Once an invoice is complete. please contact Brian Looby. 33. it should not be changed. You’re all done! Reminder: Office of Business Operations will mail out all completed invoices daily. or full adjustment and rebill. If changes are needed.Oracle Accounts Receivable User Guide Printing an AR Invoice View/Print Departmental Copy of the AR Invoice 32 33 Field Name 32. click INCOMPLETE to make necessary changes. either do a partial adjustment. For questions. Updated 1/27/10 by ksp 8 . Bursar. If you need to correct an invoice after it has been completed and mailed to the customer. at 3-3537.
Description/Action Select 7% Sales Tax. For questions.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. 4. Bursar. 2. Note: If the line item has a split distribution. GL ACCOUNT Click on to save your work. Updated 1/27/10 by ksp 9 . 5. 5 3 Field Name 3. please contact Brian Looby. 1 2 Field Name 1. Close the Distributions window. Description/Action Enter the same taxable object code used for the line (revenue). directions continue on the next page. at 3-3537. TAX CODE Click on DISTRIBUTIONS.
Add additional GL accounts as necessary. 9. For questions. Close the Distributions window. Bursar. Click on TAX. Click on to save your work. Remember to use a taxable object code. Change the amount of tax allocated to the account by changing the percent or fixed amount. Updated 1/27/10 by ksp 10 . 8. GL ACCOUNT % or AMOUNT Description/Action Use down arrow to add additional lines. at 3-3537.Oracle Accounts Receivable User Guide Splitting Tax on an AR Invoice For Lines with Split Distributions (optional) 6 6. 9 7 8 8 Field Name 7. please contact Brian Looby. 10.
Updated 1/27/10 by ksp 11 .Oracle Accounts Receivable User Guide Adding Freight to an AR Invoice 3 1 Field Name 1. at 3-3537. For questions. AMOUNT Click on to save your work. 2. Description/Action Enter the amount to be charged for freight. please contact Brian Looby. Bursar. Close the Freight window. 3.
Oracle Accounts Receivable User Guide Applying a Down Payment Deposits or downpayments should be recorded using the Cash Receipt for Deposit form. please contact Brian Looby. The account number for all down payments/deposits is xxxx. 6 Field Name 6.00.0000.00. 2.00. 7.00000. 3.00. GL ACCOUNT Description/Action Enter xxxx. along with the date the deposit was made. 1 2 3 Field Name 1. Close the Distributions window. Description/Action Enter “Deposit” or “Down Payment”. 5.12005. For questions. Updated 1/27/10 by ksp 12 . DESCRIPTION QUANTITY AMOUNT Click on to save your work. the deposit is reflected by adding a line to the invoice.0000.000 where “xxxx” is your fund number. When the invoice is created. Click on to save your work.12005.000 where “xxxx” equals your fund number. Enter the deposit amount as a negative number.0000. Enter quantity of 1. 8.0000. Bursar.00000. Click on DISTRIBUTIONS. at 3-3537. 4.
Perform Search on one (or more) of the following criteria or any other applicable field: a. TRANSACTION TYPES e. For questions. Click on FIND. PERIOD Search by Invoice Number.Oracle Accounts Receivable User Guide Find Invoices 1 1. TRANSACTION NUMBER(S) b. Search based on Agent/Salesperson. 3. Search by Customer Name. at 3-3537. 2a 2b 2c 2d 2e 3 2f 2. allows for option of searching for range of invoices using dept number. TRANSACTION DATES d. Bursar. Updated 1/27/10 by ksp 13 . NAME c. Search based on GL Period. Search based on Invoice Date(s). please contact Brian Looby. Click on the FLASHLIGHT. Search based on Type of Invoice. PRIMARY SALESPERSON f.
Updated 1/27/10 by ksp 14 . 3. 3 2. Click on Copy To. Locate the invoice to be copied using the directions to Find Invoices found on page 13.Oracle Accounts Receivable User Guide Invoice Copy Departments can use the Copy feature to duplicate completed invoices to a customer for recurring billings. please contact Brian Looby. 1. Bursar. at 3-3537. For questions. Select the Invoice by clicking to the left of the line.
Days Indicate # of times you would like the invoice to be copied. Bursar. 5. 7. Single Copy. Semi-Annually. BiMonthly. Weekly. Click on to save your work. Updated 1/27/10 by ksp 15 . at 3-3537. please contact Brian Looby. Monthly. 6. 9. If Days were selected. Verify/Enter the date for the first copy of the invoice Verify/Enter the appropriate GL date to match the First Transaction Date. Requery your invoices to change them to incomplete and make any necessary changes. Note: The copied invoices will be in a completed status. RULE NUMBER OF TIMES NUMBER OF DAYS FIRST TRANSACTION DATE FIRST GL DATE Description/Action Select from Annually. Quarterly. For questions.Oracle Accounts Receivable User Guide Invoice Copy 4 6 8 5 7 Field Name 4. 8. enter the number of days between invoices.
Click on ADJUST. Bursar. Updated 1/27/10 by ksp 16 . Highlight the line you wish to adjust by clicking to the left of the line.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. For questions. 2. 2 1. Adjustments applied at the invoice level must be for the full amount due. at 3-3537. Departments can do a partial adjustment for any line on the invoice up to the amount due for that line.000) must be approved by OBO If you want to increase the amount due on an invoice. please contact Brian Looby. create a new invoice for the additional amount OR adjust or delete the initial invoice and create a new invoice for the full amount. Adjustments for more than ($1.
Choose Line if you are adjusting the invoice for less than the balance due. Enter the adjustment amount as a negative number. ACTIVITY NAME TYPE Note: 5. 4. please contact Brian Looby.Oracle Accounts Receivable User Guide Creating an Adjustment Enter Adjustment Information 6 Field Name Description/Action Adjustment. Bursar. 6. IDs tab. at 3-3537. AMOUNT Click on COMMENTS 3 4 5 For questions. Updated 1/27/10 by ksp 17 . If doing a line adjustment. Choose Invoice if you are adjusting the invoice for the balance due. you MUST enter the line # you are adjusting in the Account. 3.
REASON COMMENTS Click on For questions. 7. please contact Brian Looby. Bursar. 8. 9.Oracle Accounts Receivable User Guide Creating an Adjustment Enter Adjustment Reason 7 8 Field Name Description/Action Use the List of Values to select a Reason for the Adjustment. to save your work. Add comments or additional justification for making the adjustments. at 3-3537. Updated 1/27/10 by ksp 18 .
please contact Brian Looby. Add additional lines as necessary.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. Bursar. 1 1. For questions. 3 2 2. Click on the Notes tab. Add notes to the Memo field. Click on to save your work. 3. Notes can be added at any time .before or after the invoice is complete. Updated 1/27/10 by ksp 19 . at 3-3537.
1. 5. 6 6. 2.Oracle Accounts Receivable User Guide Deleting an AR Invoice Once an invoice has been marked complete and printed centrally. Click OK. at 3-3537. 7. locate the invoice you wish to delete. Verify the invoice is Incomplete (hint: the COMPLETE button will still be visible) 4. For questions. Updated 1/27/10 by ksp 20 . Select the Invoice by clicking to the left of the line. Click on to save your work. it cannot be marked incomplete or deleted. Click on the Invoice number. Click on to delete the record. Click OPEN 7 4 5 3 3. Using the directions on page 13 to Find Invoices. Bursar. please contact Brian Looby.