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Document Id.: FCI User Guide - AR
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Document Id: FCI User Guide –AR
Confidentiality © 2007 Tata Consultancy Services Limited This document contains information that is proprietary and confidential to Tata Consultancy Services, which shall not be disclosed outside Food Corporation of India, transmitted, or duplicated, used in whole or in part for any purpose other than its intended purpose. Any use or disclosure in whole or in part of this information without express written permission of Tata Consultancy Services is prohibited. Any other company and product names mentioned are used for identification purposes only, and may be trademarks of their respective owners.
Document Id: FCI User Guide –AR
Revision Details Date 24-June2011 Author TCS Version Change Reference Added section on auto creation of invoices
Distribution Copy No. 1 2 Name Mr. R R Agarwal Location FCI Role Position Date
Sign-off S no. 3 Name of FCI Core Team Member Mr. R R Agarwal Role Process Owner Signature Date
0 DOCUMENT RELEASE NOTICE Notice No. These are confidential documents. Revision Details: Action taken Preceding (Add / delete / change) Page No. Revision Description Change Register serial numbers covered: The documents or revised pages are subject to document control. Description 1. Unauthorized access or copying is prohibited. New Page No.Document Id: FCI User Guide –AR Version 1. Document Details: Name FCI User Guide -AR Version No. Approved by: Authorized by: Date: Date: .: Client: Project: Food Corporation of India Oracle Application 11i Implementation at FCI. Please keep them up-to-date using the release notices from the distributor of the document.0 User Guide for Accounts Receivable.
0 DOCUMENT REVISION LIST Client Project : Food Corporation of India : Oracle Application 11i Implementation at FCI. No Revision Date Revision Description Page No. Document Name : FCI User Guide -AR Release Notice Reference (for release): Rev.Document Id: FCI User Manual -AP Version 1. Prev page no Action Taken Addenda /New page Release Notice reference Tata Consultancy Services Confidential .
...................................................................Credit Memo Creation....................91 Opening and Closing Accounting Periods..........1 Credit Memo Creation – On-Account Credit Memo.........16 2.....................................................................................26 3.........................................................................................................................................................................................2FCI India .101 FCI Debtors TB...........................................4 Credit Memo Creation – Credit Memos Directly Applied to Invoices.......................................................................................................................................................16 2........58 6............................... Introduction.....................31 3....105 FCI Sales Day Book ....................................2 Receipts Application...........................................................................24 3.....................................10 2..................................................................................................................69 7.................... (Central Issue Price) Sugar Invoices.....................................................3 Credit Memo Application – Applying the Credit Memo to Transactions....2 Customer Creation.........................................................50 Receipt (Deposits)......4 Cancelling Invoices......................................................................2 Special Consideration while entering C......76 Auto Creation of Invoices.........53 6...................2 Reapply Receipts.................................................................................................................0 Table of Contents 1.....94 Inquiry and Reporting.104 FCI Receivables Sales Day Book..............96 FCI Debtors Ledger Report..............5 1...........................108 Inter Company Invoices Report............................................................63 Receipt Adjustment..................................87 Refund Process...............................................3 Special Consideration while entering Decimal Amounts...............................Document Id: FCI User Guide –AR Version 1...........................................33 3......3 Entering Receipts from other than the Invoiced Party..........................................................................................1 Reverse Receipts.........................55 6..................................................P......8 Invoice Creation..109 Tata Consultancy Services Confidential Page: ii .........................................3 Query a Range of Customers......................................4 1.......................1 Entering Cash Receipts................Summary Sheet...................3 Receipt Write Off..................................................................................5 1........1 Invoice Creation........106 Incomplete Invoices Report............................................89 Posting to General Ledger.....................................53 6.....................44 Adjustment of Invoices.........................2 Credit Memo Application – Querying the Credit Memos...36 Debit Memo Creation.................................................................1 Customer Creation and Maintenance.................................I.Cash/Bank Book Report..................................................105 FCI AR RECEIPTS..103 14....................................................................68 7....................................................26 3................88 TDS Certificated Received – Its Application and Handling..............107 FCI VAT INVOICES...............10 2.1 Steps To Run Report.................................................4 Entering Miscellaneous Receipts.................................................96 14...................................................72 4.........................................68 7....................EMD and Security Deposit from Party......................................................................
............113 FCI Receivables Invoice Register................18) Unapplied Receipt journal Report…………………………………….......110 Receipt Register..116 14..............0 FCI Inter Company Receipts Report..120 Tata Consultancy Services Confidential Page: iii ....................116 Billing and Receipt History.....119 14.............................................................112 Miscellaneous Receipts Register..............Document Id: FCI User Guide –AR Version 1.......................................................................17) Sales Journal by GL Account Report…………………………………...........................115 India – Receivables TDS Tracking Report........................................................................
4 . For example. review. This workbench can also be used to enter. chargebacks. reapply and delete individual receipts. debit memos. copy invoices. The cash forecasts from collection activities data in Oracle Receivables is imported into Cash Management. credit transactions and review invoice installments.Document Id: FCI User Guide –AR Version 1. You can use the Receipts Workbench to perform most of your receipt–related tasks. apply. create adjustments. All Accounting transactions flow to the General Ledger with full audit trail capabilities. The Transactions Workbench is used to create new and update existing invoices. and adjustments. on–account credits. credit memos. or complete transaction. Oracle Receivables is fully integrated with Oracle Cash Management. You can also use this workbench to create chargebacks and adjustments. The Payables cash requirements data completes the cash forecast information by providing the anticipated cash disbursement data. Drill-down from the General Ledger journal entries to the Oracle Receivables accounting flexfield distribution details with full T-accounting and journal transaction detail accounting is available. Oracle Receivables is fully integrated with Oracle General Ledger. to create receipt batches and enter.0 Introduction Oracle Receivables provides integrated workbenches that you can use to perform most of your day–to– day Accounts Receivable operations. reverse.
(For instance. automatic receipts. An automated program will create a customer for each supplier created in Oracle Payables. However. This program can also be run by users any time on need basis. you will not be able to change the profile class itself. You must define customer profile classes to categorize your customers based on credit. and invoicing information. modifying existing customer information and inactivating customers. So the customer creation menu has been removed from user’s responsibility. statement cycles. and invoicing information.0 1. finance charges. This section covers entering new customers. statement cycles. dunning. Site has the meaning of address in Accounts Receivable. once it is assigned and saved for a customer.Document Id: FCI User Guide –AR Version 1. The name of the automated program is ‘FCI_CUSTOMER_FROM_SUPPLIER’. dunning. payment terms. It is very important to enter all customer names in upper case and follow the naming standards listed below: The site created in Payables will get created in Accounts Receivable also. automatic receipts. finance charges. payment terms.1 Customer Creation and Maintenance The Customer Maintenance module allows you to define customer profile classes in order to categorize the customers on credit. Intel and INTEL are treated as two different customers). 1. When you initially setup your customers. This will default the values from the profile class into the customer’s account. 5 . The customer master is case-sensitive.2 Customer Creation Note – Users must create a supplier in the Oracle Payables for any party. Note: Query on existing customers before entering a new customer to avoid entering duplicate customer names. You still have the option to change individual values for these categories for a particular customer after the profile class is assigned. you must assign each customer to a profile class.
6 .0 Click on New on the address tab to add the new address.Document Id: FCI User Guide –AR Version 1. For the new address. click on ‘Open’ and add the Primary flag.
click on the old address and remove the primary flag.0 Now. 7 .Document Id: FCI User Guide –AR Version 1.
Navigate To: Customers > Summary 8 . Acitve.3 Query a Range of Customers When you initially setup your customers.0 After doing that. system will automatically uncheck the fields for old address and check for the new address. Invoices can now be made on the customer using the new address site. 1. This will default the values from the profile class into the customer’s account. but you will not be able to change the profile class itself once it is assigned and saved for a customer. Check that the old address is unchecked at the check box of Identifying address. and Bill to location is also unchecked at Primary and Active and the new address is checked for the checkboxes mentioned. You still have the option to change individual values for these categories for a particular customer after the profile class is assigned. you must assign each customer to a profile class.Document Id: FCI User Guide –AR Version 1.
9 . Query Customers based on the Customer attribute shown on customer summary window. To view all addresses for a specific customer.Document Id: FCI User Guide –AR Version 1.0 Fig 1. To view the details of a specific customer. so you can customize how you view your data.4 – Customers Summary Note: This is a folder window. click the Open button. click the Addresses button.
10 .1 Invoice Creation Navigate To: India Local Receivables>Transaction > Transactions (Localized) Fig 2. 2. you may select that customer in the Ship To and Bill To sections of the invoice header. but a Ship To is optional. If the invoice is for a new customer.1 – Enter Transaction India Localized Select Organization and Location from LOV and click on the Open button. Once the customer has been created. You may manually enter the Customer Name or Customer Number or select either from the List of Values. For manual invoices.0 Invoice Creation This section covers creation of manual invoices. the customer must first be created in the Customer Master (Refer Customer Maintenance document for more information).Document Id: FCI User Guide –AR Version 1. a Bill To is required. The Standard Apps Transactions window will be displayed.
UNITCODE PRIOR PERIOD – Use it for entering prior period invoices 4. UNITCODE NON SALES – For non-sales invoices.Document Id: FCI User Guide –AR Version 1. Security Deposit etc.0 Fig 2. UNITCODE SALES – For creating sales invoices 2. UNITCODE VOID INVOICE – Use this transaction type to make the transaction void. The following type of transaction types have been defined for different types of invoices to be created in Receivables 1. The invoice needs to be made incomplete by clicking on the 11 .2 – Transactions Fields Source Class Type Description Make sure that a batch source. UNITCODE SALES – For sales invoices 2. Enter Invoice as the Transaction Class Enter Invoice or the transaction type created for each unit as the Transaction Type. is selected in the Source field. By doing so the transaction will not be posted to GL. which is defined for each unit by prefixing the unit code. UNITCODE NON SALES – For all non sales related invoices 3. This has to be used for EMD Deposit. The invoice number will be generated by the system based on transaction source value. There are two types of source created for each unit and their naming convention is given below 1.
GL Date Default is current date. Oracle will assign an invoice number. Transaction Information For prior period transactions one additional information needs to be entered DFF as Alternate Account. For this the DFF will pop up whenever prior period transaction type will be selected for invoice creation. It can be used only till the invoice has not been transferred to GL or a receipt has not been applied to the invoice.0 Incomplete button if it is already completed. This is used to cancel an invoice. 12 . it can be changed as per requirement. The alternate regions associated with the invoice header provide several opportunities to provide additional information about the invoice. then Ship to and bill to address can be Bill to Address selected from the LOV. Customer Ship to and If a customer is already created. The bill to address is mandatory. When you save the invoice header. it can be changed as per requirement. Invoice Date Default is current date. You may manually enter special instructions or comments in the free form text fields in this alternate region. Oracle will update the invoice information in the More region that can be viewed at a later time (such as Print Date and Invoice Status). This is required for Prior Period Transactions only. Other wise first create the customer.Document Id: FCI User Guide –AR Version 1.
3 – Transaction (More) Additional Memos may be entered in the Notes alternate region throughout the life of the invoice. 13 .0 Fig 2.Document Id: FCI User Guide –AR Version 1.
0 Fig 2. You are now ready to enter invoice lines. 14 .4 – Transaction (Notes) When you have finished entering information into the various alternate regions.Document Id: FCI User Guide –AR Version 1. return to the Main region and save.
Manually enter the quantity Manually enter the unit price.5 – Lines To enter invoice lines using Items from the Item Master. enter the following: Field Item Field Quantity Unit Price Tata Consultancy Services Description Enter the item number in the Item Field (The description and unit of measure will default in from the Item Master). click on the Line Items button to enter invoice lines. Oracle will calculate Confidential .0 In the Main alternate region. Fig 2.Document Id: FCI User Manual -AP Enter Line Items Version 1.
2. (Central Issue Price) Sugar Invoices When we make an sales invoice for sugar. In this case. enter the following: Field Description Field Quantity Unit Price Description Enter any text description for the line item in the Description field (leave the Item field blank). The difference whether positive or negative may be entered accordingly in the Rounding off account number 4206.P.Document Id: FCI User Guide –AR Version 1. Tax Code will default from the system options. Oracle will calculate the Extended Amount. To enter Invoice Lines using Ad-Hoc Descriptions. 5751 for wholesaler margin and 5752 for retailer margin.I. 2. So we get receipts after deduction of margin/discount. The tax code will be Localization. 16 . (Note: Oracle validates items against the Item Master set-up in Oracle Inventory). Manually enter the Quantity Manually enter the Unit Price.0 Tax Code the extended amount. There release order number (RO Number) has to be entered in the Number field and date can also be entered in the date field.P price in lines. using account no. enter the gross amount of the C. may result in an amount in decimal point.I. the sales amount in C.P (Central issue price) but retailer gives the payment after deducting his margin. (Note: Oracle validates items against the Item Master set-up in Oracle Inventory.I.2 Special Consideration while entering C. However. click on Sales Order tab. the total amount of the invoice has to be in a rounded figure.3 Special Consideration while entering Decimal Amounts Entering the Quantity and Unit Price. Tax Code will Default from the System Options Tax Code To enter the Release Order Number. then write two lines with negative account.
Document Id: FCI User Guide –AR
Fig 2.5 – Enter RO Number as order no in Number field
After entering all line level information, save your work.
Document Id: FCI User Guide –AR
Fig 2.6 – Warning Message
To correct the Revenue Account assignment, click on the Accounting button (Distribution).
Document Id: FCI User Guide –AR
Fig 2.7 – Distributions
Manually change this value to a defined Natural Account value and Save. Close this screen to return to the Lines window. Accounting Distribution When you click on the Distribution button from the Invoice Header window, all the accounting distributions for all Lines on this Invoice, including Tax and Freight will be displayed. The accounting distribution values must be entered appropriately for the Receivable, Revenue and Tax lines. In the Distribution window, there is a field “GL Posted Date”. This field will have no value for unposted invoices. If the invoice is posted to GL, then this field will show the date on which invoice was posted to GL.
Document Id: FCI User Guide –AR Version 1.8 – Distributions Adding Tax Information Save and Exit Standard Apps transaction window.0 Fig 2. Then close the Transactions window. Refresh the screen using Refresh button. Now only Enter Transactions India Localization window will be left open. 20 . Taxes have to be attached manually from the localized screen. Close the Line window opened while entering the line transaction information.
Document Id: FCI User Guide –AR Version 1.9 – Enter Transaction India Localization To attach tax press the Taxes Button on the Transaction Localized window. 21 .0 Fig 2.
Credit Memo Application. Open the standard Apps Transation window by clicking on Open Button and click on the Complete button. When finished with any additions or revisions. Use the correct tax precedence for attaching the taxes. etc. When the invoice has been successfully completed.0 Fig 2. ensure that you click on the Complete button again to allow additional transactions against this Invoice.) may take place unless the Invoice is in its Completed state.10 – Tax Details India Localization Select correct tax from the Tax Name LOV. 22 . To manually update a completed Invoice at some future time. The button will change to read Incomplete and the Complete box in the upper right hand corner of the form will display a check mark. No Transactions against an Invoice (including Printing. you must first select the Incomplete button before making any adjustments. Receipt Application.Document Id: FCI User Guide –AR Version 1.
11 – Balance Due Inquiry by Pressing Details Button It will open the following screen with details of the transaction. Fig 2.0 Balance Due Inquiry Balance due can be found by pressing the Details button in the Balance Due region for the completed transactions.Document Id: FCI User Guide –AR Version 1. 23 .
No Receipt has been applied to the invoice. You can void a transaction only if the following are true: • • • • • It does not have any activity against it. Change the transaction Type to your ‘FCI void’ transaction type. 24 . 3. and invoice invalid by updating the transaction type. It has not been processed by the Revenue Recognition program. Query the transaction. credit memo.4 Cancelling Invoices Receivables lets you make a debit memo.0 Fig 2. It has not been posted to your general ledger.Document Id: FCI User Guide –AR Version 1. Navigate to the Transaction or the Transaction Summary window. 2.5 – – Balance Due Details 2. To void a transaction: 1.
0 If the transaction has been posted to the General Ledger then the invoice can be cancelled by following method I. Create a credit memo and apply this credit memo to the invoice. 25 . 1. II.Document Id: FCI User Guide –AR Version 1. Post the Credit Memo to the General Ledger.
1 Credit Memo Creation – On-Account Credit Memo When manually creating a credit memo.0 3. You can specify the debit item to credit in the Transactions window or create an on– account credit by not specifying one. debit items and chargebacks. On-Account Credit Memos can be applied against customer invoices at some future time.Document Id: FCI User Guide –AR Version 1. You can apply and reapply on–account credits to invoices. Navigate To: India Local Receivables>Transaction > Transactions (Localized) > Open button 26 .Credit Memo Creation 3. The process of creating On-Account Credit Memos is similar to that of creating a manual invoice. the first decision to make is whether or not the credit memo will be applied to a specific invoice or whether the credit memo will go on the customer’s account.
0 27 .Document Id: FCI User Guide –AR Version 1.
Document Id: FCI User Guide –AR
Fig 3.1 – Transactions
Class Type Invoice Date GL Date Ship To and Bill To
Description Make sure that a batch source, which is defined for each unit by prefixing the unit code, is selected in the Source field. The invoice number will be generated by the system based on transaction source value. There are two types of source created for each unit and their naming convention is given below i) UNITCODE SALES – For sales invoices ii) UNITCODE NON SALES – For non-sales invoices. This has to be used for EMD Deposit, Security Deposit etc. Enter credit memo as the transaction class. Enter UNITCODE CREDIT MEMO transaction type created for each unit of FCI as the transaction type. Default is current date Default is current date If a customer has already been created then ship to and bill to addresses can be selected from the LOV.
Upon saving the credit memo header, Oracle will assign a credit memo number. 28
Document Id: FCI User Guide –AR
Enter Credit Memo Lines From the main alternate region, click the Line Items button at the bottom of the form to begin entering Credit Memo lines.
Fig 3.2 – Lines
Field Item Field
Description Enter the item number in the item field (the description and unit of measure will default in from the Item Master). If credit memo is to be created for non-sales where item is not involved then leave the item field as blank. For non sales related credit memo enter a meaningful description in the description field. Enter the quantity of the item manually. This will be a negative number. The quantity entered for credit memo for a sale transaction will also affect the stock ledger summary of the item. Enter the unit price of the item manually. Oracle will calculate the extended amount. (Note: Oracle validates items against the Item Master set-up in 29
Document Id: FCI User Guide –AR
Oracle Inventory. Tax code is a display only field, default from the system options
On saving this line, Oracle will calculate any tax associated with the line, and update the running totals for this credit memo at the top of the screen. You may continue entering additional lines until the credit memo is complete. When all lines have been entered, return to the transaction header form. From the credit memo header, you may query and/or adjust the freight, tax, sales credits, and accounting information associated with this credit memo. To review all of the accounting distributions associated with this Credit Memo, click the Distribution button at the bottom of the Transaction Header form.
Fig 3.3 – Distributions
After all lines have been entered and all accounting distributions reviewed, the Credit Memo is ready to be completed. 30
you must first click the Incomplete button before making any adjustments. The button will change to read Incomplete and the Complete box in the upper right hand corner of the form will display a check mark. It will be aged just as any other outstanding transaction. etc. No transactions against a Credit Memo (including Printing. After making all the additions or revisions.) can take place unless the Credit Memo is in its completed state.Document Id: FCI User Guide –AR Version 1. To manually update a completed Credit Memo at some future time. This section covers application of a Credit Memo to an Invoice or multiple Invoices. Application.2 Credit Memo Application – Querying the Credit Memos To give credit to a customer user needs to apply credit Memos to a particular Invoice or multiple Invoices. re-click the Complete button to allow for additional transactions for or against this Credit Memo. 3. Navigate To: Transaction > Transactions Summary To perform this search.0 Click the Complete button at the bottom of the Credit Memo Header form. This Credit Memo is now sitting in an On-Account state. run a query on Class field for Credit Memos 31 .
0 Fig 3.4 – Transactions Summary This will provide you with a listing of all open credit memos on customer accounts To view a summary of the transaction. 32 .Document Id: FCI User Guide –AR Version 1. select the credit memo from the list of values and click the Overview button at the bottom of the form.
0 Fig 3.Document Id: FCI User Guide –AR Version 1. and then click the Applications button at the bottom of the Transactions Summary form. This will open the applications form.3 Credit Memo Application – Applying the Credit Memo to Transactions After identifying the Credit Memo that you would like to apply. 33 .5 – Transaction Overview Alternatively. you may click the Open button at the bottom of the transactions summary form to navigate to the transaction itself. and that this entire amount is still in the unapplied state. select that row. 3. Note: that the amount of the application is currently for the full outstanding amount of the Credit Memo.
6 – Applications Place your cursor in the Transaction Number field on Line 1 and select the LOV. you may enter that number directly into the Transaction Number field and by pass the LOV. This will display all the transactions to which you may apply this Credit Memo. Note: If you already know the transaction to which you want to apply this Credit Memo. 34 . and Debit Memos are all open for this account and may all receive Credit Memo application.Document Id: FCI User Guide –AR Version 1. Prepayments.0 Fig 3. Note that Invoices.
Note that the unapplied amount of the Credit Memo has been reduced by the amount just applied.7 – Open Transactions After you enter or select the Transaction Number.Document Id: FCI User Guide –AR Version 1. In some cases it will try to over-apply the Credit Memo to credit the entire Transaction. You may manually change the Amount Applied at this time to satisfy your application requirements. Oracle will default in the remaining balance due on the Transaction (Invoice in this case) in this field.0 Fig 3. Save this line after completing this portion of the transaction. put your cursor in the AMOUNT Applied field. 35 .
Document Id: FCI User Guide –AR Version 1. To review the history of the activity just completed.8 – Applications If this Credit Memo still has a balance you could select another Transaction Number on Line 2 to further apply the unapplied amount remaining on this Credit Memo. you may navigate to Collections: Account Details. Navigate To: Transaction > Credit Transactions Enter search criteria in the Find Transactions form to locate the Transaction (typically Invoice) to which you would like to apply this Credit. 36 . (For more information on this functionality see the Collections Training document.4 Credit Memo Creation – Credit Memos Directly Applied to Invoices For Credit Memos which are manually created and are to be directly applied against existing Invoices.) 3.0 Fig 3.
Transaction Type. GL Date. Credit Memo Date.0 Fig 3. and the Source. 37 . leave this field blank). If this Credit Memo is for an Invoice with Rules. then you will need to select a Rules Method (otherwise.Document Id: FCI User Guide –AR Version 1. and Currency will default in.9 – Find Transactions Select any field in the Credit Memo section.
Document Id: FCI User Guide –AR Version 1.10 – Credit Transactions Select a Credit Memo Reason from the List of Values and Save. 38 . click Credit Balance at the bottom of the form. and Freight amounts prorated across all Invoice lines Credit individual lines from the Invoice To credit the Entire Balance of the invoice. At this point. Tax. you have the option to do one of the following: Credit the entire balance of the invoice Credit Line. You will receive the following message alerting you that the entire Invoice is being credited.0 Fig 3.
0 Fig 3. Tax.Document Id: FCI User Guide –AR Version 1. and Freight has been credited.00. 39 .11 – Credit Transactions You will then see 100% of the Lines. Also note that the balance due for each of these categories is now 0.
Document Id: FCI User Guide –AR Version 1.0 Fig 3. Oracle associates tax and freight with lines and can therefore not apply a credit for tax or freight that exceeds the percentage applied to the lines on the Invoice. enter the amounts you would like to credit in the Credit Memo portion of the Transaction Amounts alternate region at the bottom of the form.00. The percentage for tax and freight must be less than or equal to the percentage entered on the Line.12 – Credit Transactions Save the transaction and click Complete at the bottom of the form to complete the transaction. You may enter a percentage amount in the % column or a dollar amount (as a negative number) in the Amount column. The percentage must be less than or equal to 100% and the amount must be less than or equal to the Balance Due on that line. as the balance on both will be 0. 40 . and/or freight amounts prorated across all Invoice lines. To credit line. This step will automatically close the Invoice and Credit Memo. tax.
save and click the Complete button at the bottom of the form.0 Fig 3.Document Id: FCI User Guide –AR Version 1.13 – Credit Transactions If this completes the transaction. click the Credit Lines button at the bottom of the form. To credit individual lines on this Invoice (new example). 41 .
Lines. Oracle will calculate the tax portion to be credit. If the quantity of the line on the original Invoice is greater than one. you will need to select the quantity to credit (this needs to be in the form of a negative number). and Tax totals at the top of the form. If the item was taxed on the original order.Document Id: FCI User Guide –AR Version 1.0 Fig 3.14 – Lines In the Num field on Line 1 of the Lines form. Oracle will update the Transaction. and unit of measure will default in based on the line selected. description. The item number. Oracle will use the unit price from the original Invoice line and then calculate the extended amount. After saving this line. 42 . select a line to Credit from the List of Values (this must be selected from the List of Values).
43 .15 – Credit Transactions If this completes the amount of the original invoice that you would like to Credit. click the Complete button at the bottom of the form.0 Fig 3.Document Id: FCI User Guide –AR Version 1.
Navigate To: India Local Receivables>Transactions > Transactions(Localized) 44 .0 Debit Memo Creation Debit memos are raised to invoice the customer for extra charges.Document Id: FCI User Guide –AR Version 1.
Field Source Description Make sure that a batch source. which is defined for each unit by prefixing the unit code. the customer must first be created in the Customer Master (See Customer Set-up Training for more information). a Bill To is required. select Ship To or Bill To contacts from the LOV. is selected in 45 . Oracle will assign a debit memo number. You may manually enter the Customer Name or Customer Number or select either from the LOV. Upon saving the debit memo header. Optionally. Note: For debit memos.0 Fig 5.1 – Transactions If the debit memo is for a new customer.Document Id: FCI User Guide –AR Version 1. In the example below. but a Ship To is optional. only a Bill To has been selected. Once the customer has been created. you may select that customer in the Ship To and Bill To sections of the Debit Memo Header.
Enter FCI Debit Memo as the transaction type. Else it will ask you to select one of the Bill to Sites from the LOV. Address Terms Due Date Click on More tab – Cross Reference the Source field. Customer Number will be populated automatically. Payment term will default from Customer setup or Customer Class Setup. Based on Payment Term. Note that Ship To Information is optional If the customer has only one location defined the same will be populated. Security Deposit etc. If the customer has only one location defined the same will be populated if chosen. Debit Memo Creation – Enter Debit Memo Lines From the Main alternate region. Default Value Enter the name of the customer. Default Value. Name Ship To. Location Ship To. User can change the same if required. Customer Number will be populated automatically. Else it will ask you to select one of the Ship to Sites. click the Line Items button at the bottom of the form to begin entering Debit Memo Lines. Name Bill To. Enter Debit Memo as the transaction class. There are two types of source created for each unit and their naming convention is given below 1) UNITCODE SALES – For sales 2) UNITCODE NON SALES – For non-sales. if chosen. This is an optional field. the due date for the debit memo will be displayed. This will be populated automatically as per your selection in Ship To Location. This will be populated automatically as per your selection in Bill To Location. Enter the name of the customer. (Entering line information for a Debit Memo is the same 46 . The invoice number will be generated by the system based on transaction source value.Document Id: FCI User Guide –AR Version 1. Address Bill To. Select the invoice number from List of Values.0 Transaction Class Transaction Type Invoice Date GL Date Ship To. This is an optional field. Number Ship To. This has to be used for EMD Deposit. Location Bill To. Number Bill To. You can choose from the LOV.
See the Manual Invoice Creation Training document for more detailed information on this process.0 as entering line information for a Manual Invoice.) 47 .Document Id: FCI User Guide –AR Version 1.
Enter the quantity of Item Enter the unit price of the Item (Oracle will calculate the Extended Amount).0 Oracle provides for three ways in which to enter line level information in a Manual Debit Memo: The following example Descriptions to enter line-level information. Enter a unit of measure.Document Id: FCI User Guide –AR Version 1. 48 . enter a text description for the line (leave the Item field blank for non sales related debit memo). Fig 5. In the Description field on line 1. For non sales debit memo leave this field blank.2 – Lines Enter the following: Field Item Description Unit of Measure Quantity Unit Price Description Select the item from the LOV for sales related debit memo.
There release order number (RO Number) has to be entered in the Number field and date can also be entered in the date field.0 To enter the Release Order Number. Fig 5.Document Id: FCI User Guide –AR Version 1. click on Sales Order tab.3 – Error Message To correct the revenue account assignment. Since. click the Distributions button at the bottom of the form Manually change the GL account value to represent the revenue account and save the transaction. Fig 5.3 – Distributions 49 . the revenue account is determined by the transaction line (either from an item in the Item Master or from a Standard Memo Line). no revenue account can be derived directly by Oracle in the case where Ad-Hoc Descriptions are used and an error will be displayed for correcting the revenue account in case of Ad-Hoc descriptions.
Navigation: Oracle Receivables >Transactions Summary Steps to Create Adjustment 1) 2) 3) 4) 5) Query the transaction to adjust Select the transaction. credit memo. The activity name provides the default GL account.Document Id: FCI User Guide –AR Version 1. You can create an adjustment at the invoice header level. You can automatically write off debit items that meet your selection criteria. If you specify ’Invoice’ as your adjustment type. A pending approval must be approved before it affects the remaining balance of a transaction. 6) 7) 8) 9) Save your work. Enter the Amount of this adjustment. but cannot adjust specific lines of an invoice. on-account credits. 50 . then enter the GL Account for this adjustment (optional). You can approve adjustments that are within your approval limits and give pending statuses to adjustments that are outside your approval limits. but you can change it. Receivables requires that the amount of your adjustment be at least enough to close the item you are adjusting. pending adjustment will be created with a status of Pending approval. Enter the Adjustment Date (optional). Open the Account IDs tabbed region. debit memo. debit memos. If the amount of this adjustment is outside your approval limits. IF the approval limit for the user has not been defined then. then choose adjust Enter the adjustment Enter an Activity Name and choose the Type of adjustment you are creating. Enter the GL Date (Optional).0 Adjustment of Invoices Receivables lets you make either positive or negative adjustments to your invoices. Receivables sets the status of the adjustment to Pending Approval when you save (unapproved adjustments do not update the balance due for an item). and displays this value in the Amount field.
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or adjustments. or chargeback in the entered currency. The balance due of the installment for this invoice. The balance due for the debit item is the original amount less any activity. The status of this adjustment 1. Pending adjustments are adjustments that you have neither approved nor rejected. credit memos.0 Field Adjustment Date Description The date to apply your adjustment to the item you have selected. The total amount of adjustments that are pending for this item.Document Id: FCI User Guide –AR Version 1. and have a status of either Pending Approval or More Research. Balance Pending Adjustments Status(Comments tabbed region) 52 . such as payments. debit memo. The default value for this field is the later of either the GL date of the transaction or the current date. The application date for an adjustment must be later than or equal to the transaction date of the item you are adjusting.
refunds. stock sales. You can enter two types of receipts in Receivables: 1) Standard receipts: Payment (such as cash or a cheque) that you receive from your customers for goods or services.Document Id: FCI User Guide –AR Version 1.1 Entering Cash Receipts The Receipts window is used to apply the payment from a customer. Later on the received money may be required to be applied to different invoices. Also more than one receipt may be required to be applied to one or more invoices. and other nonstandard items. interest. Also known as cash receipts. Navigate To: Receipt > Receipts 53 . 2) Miscellaneous receipts: Revenue earned from investments. FCI receives money from customers as sale deposits or other receipts or cash receipts.0 Receipt (Deposits) Use the Receipts window to enter new or query existing receipts. The receipt creation step is mentioned below 6. Customer can pay in either cash or cheque and it can be applied to the customer’s account.
which is typically the cheque or demand draft number. UNIT CODE_CASH_RECEIPTS: Cash receipts or cash in hands 4.Document Id: FCI User Guide –AR Version 1.0 Fig 6. but it must be in an open 54 Receipt Date GL Date . The payment method name is prefixed by unit code. select the receipt type as Standard (the default value) Enter the receipt amount Enter a payment method. You can change the GL date. The Payment method will be of following types 2. UNIT CODE_DEPOSIT: For sale deposits 3. UNIT CODE_OTHERS: Non sale and non cash receipts By default this is system date. From the drop down box. This field can be used as cheque date. Receivables changes the GL date to the last date of the most recent open period. Payment method determines the accounting and remittance bank accounts for the receipt. The GL date is the same as the receipt date.2 – Receipts Enter the following: Field Receipt Number Receipt Type Receipt Amount Payment Method Description Enter a receipt number. User should select payment method that belongs to their unit only. If the Receipt date is not in an open period.
To apply an unidentified receipt.3 – Applications 55 . 6.0 Trans Number Customer Name or future period. All other fields are optional. The Applications window indicates the original amount of the receipt and that this entire amount is currently in the Unapplied state.Document Id: FCI User Guide –AR Version 1. In this case. Most Receipts will be applied for a specific customer. you may leave the Customer Name field blank. Note: Oracle allows you to enter the receipt even if you are not sure who the paying customer is. you would first have to re-query the receipt and assign it to a customer. enter the invoice number in the Trans Number field. Enter the Customer Name or Number in the appropriate field. Receipts of this type will be labeled as Unidentified.2 Receipts Application To apply this Receipt to one or more invoices. click on the Applications button in the Receipts window. If the Receipt is going to be applied against a single invoice. Fig 6.
which is unapplied. place your cursor in the Amount Applied field. Selecting the Saved option will complete the application for this line. place your cursor in the Apply To field on Line 1 of the Applications window and select the list of values. Oracle will automatically attempt to apply an amount. Enter or select another transaction number on Line 2 of the Receipts window.Document Id: FCI User Guide –AR Version 1. 56 . This will display all of the open debit transactions for this customer to which you may apply this receipt. If there is still a portion of this receipt. which will be equal to the Balance Due on the Invoice.4 – Applications After selecting an invoice from the list of values to which this receipts needs to apply (or by manually entering the Invoice number in the Transaction Number field).0 To apply some or all of this receipt to one or more invoices. Fig 6. you may select another transaction number and apply a further amount of this receipt.
Oracle will attempt to apply an amount such that the entire invoice will be credited. Receipt amounts.0 Fig 6. Returning to the Receipts window and selecting the Application Summary alternate region provides a summary of the application activity for this receipt. If a balance remains for this receipt. On Account is always an option to be selected in the Transaction Number field in the Applications window. Clear the Apply check box. first you must unapply it from the On Account status. To apply on account amount to a specific invoice. As before.5 – Applications Oracle will default the entire unapplied amount of the receipt into the Amount Applied field. or you may opt to place that Balance On Account. You may then apply this amount to another invoice by entering the invoice number in the Transaction Number field. which are left on account may be applied to other invoices at any time. 57 . you may choose to leave that balance in its unapplied state.Document Id: FCI User Guide –AR Version 1. which identifies the on account application and select the Saved check box.
In the receipts screen.6 – Receipts (Application Summary) You have the option of altering the application of a receipt by requerying the receipt and clicking on the Applications button in the Receipts window. 6.0 Fig 6. To explain this further. the transaction is invoiced to HA11_SGOVT. that one of the party may be invoiced. the following would be the steps in making the receipt from the customer HA11_CGOVT. but receipt may be made from another party. let us take an example of two customers – HA11_CGOVT and HA11_SGOVT. In this case.3 Entering Receipts Invoiced Party from other than the Sometimes. but receipts may be made from the customer HA11_CGOVT also.Document Id: FCI User Guide –AR Version 1. In this case. there is a scenario. enter the customer name as HA11_CGOVT as shown below: 58 .
0 After that click on the Search and Apply button at the bottom of the screen. as shown below: 59 .Document Id: FCI User Guide –AR Version 1.
If there are multiple invoices of the customer then enter the specific number also in Transaction. Delete this name from the ‘Search and Apply’ button. In our example HA11_SGOVT. the name of the customer entered on the first screen will appear after clicking the ‘Search and Apply’ button. and enter the number or name of the customer. 60 . as shown below.0 By default.Document Id: FCI User Guide –AR Version 1. who is invoiced and against which this receipt is to be applied ie.
H&T etc. Standard Receipt Creation: Here. the unit receiving the amount will create a standard receipt for the same.0 IF you want to preview the transaction.Document Id: FCI User Guide –AR Version 1. This enables you to apply a receipt from one customer to an invoice from another customer. Entering Receipts where amount received at one unit is to be adjusted against the sale at another unit (eg EMD. Click on Apply to apply the receipt. to the relevant invoice.) The sequence of steps involved in this is as follows: a. click on Preview.) This deals with a situation where amount is received by one unit and is to be adjusted against the sale at another unit (eg EMD. H&T etc. WFP. This standard receipt will be at the unit receiving the amount against the account head 1806 – Deposits from Customers. Standard receipt will be from the customer from which money is received. For eg: If HA11 is receiving the money. WFP. the entry will be as follows: 61 .
Bank (4531) Dr To. Receivable (4731) Negative Amount 62 . EA11. Receivable(4731) account c. On creation of the Standard Invoice as mentioned in Step b. Deposit from Customers (1806) b. a credit memo will be automatically created by the system (system automatically fires the request on the basis of the distribution line of the standard invoice EA11. Standard Accounts Receivable Invoice: The standard receipt will have to be applied against a standard invoice.Receivable (4731) account To EA11.Document Id: FCI User Guide –AR Version 1. The standard receipt will be applied to the Standard Accounts Receivable Invoice created. Receivable (4731) Dr. HA11. HA11. Negative Amount To EA11. Receivable (4731) account d. Bank (4531) Dr To HA11.0 HA11. This standard non sales invoice will again be created and this will be an intercompany invoice with the unit where sales has to take place in the distribution with the same account 1806.
Sale of Assets 4. For FCI the following type of transactions would be recorded as Miscellaneous Receipts 1. etc. refunds. interest income. stock sales. Any other type of Miscellaneous Receipt. 6.From AR Autoinvoice Master Program e. when the sale takes place at the unit. Thereafter.0 For Automatically creation of Credit Memo these are the steps • • • General Ledger Transfer Program FCI Create Auto Credit Memo in AR . Bank Charges 3. The Standard sales invoice will be closed with the credit memo. Navigate To: Receipt > Receipts 63 .Document Id: FCI User Guide –AR Version 1. Treasury Receipts 2. the unit will prepare a Standard Sales Invoice as in the regular practice f.4 Entering Miscellaneous Receipts A Miscellaneous Receipt may be used for non-invoiced items such as revenue earned from investments.
the alternate region changes from Cash Receipt to Misc Transaction. UNIT CODE_OTHERS: Non sale and non cash receipts Select an Activity from the list of values. UNIT CODE_CASH_RECEIPTS: Cash receipts or cash in hand 2.7 – Receipts (Misc. User should select payment method that belongs to their unit only.Document Id: FCI User Guide –AR Version 1. which is typically the number of the cheque or DD. The payment method name is prefixed by unit code. Click on the Distributions button in the Receipts form to confirm or change the default account distributions set-up for this activity. Enter a Receipt Amount Enter a payment method. The Payment method will be of following types 1. Payment method determines the accounting and remittance bank accounts for the receipt. Note: When a Receipt Type of Miscellaneous is selected. Select the activity as Miscellaneous Receipts prefixed by your unit code.0 Fig 6. Select the receipt type as Miscellaneous. Transactions) Field Receipt Number Receipt Type Receipt Amount Payment Method Activity Description Enter a receipt number. 64 .
Document Id: FCI User Guide –AR Version 1.0 Fig 6.8 – Distributions In the distributions window. Here. This as shown below 65 . tax related entry can also be entered with appropriate GL accounting for the tax line. users may add any number of lines having different amounts with appropriate accounting distributions for them.
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click on the Reverse button. By reviewing the Receipt Register. or reapplied. To run the various reports navigate to: Reports> Accounting. 7. You can also reverse a receipt if you want to re-enter and apply it in Receivables.0 Receipt Adjustment Oracle Account Receivables lets you to reverse. unapply or reapply a receipt.1 Reverse Receipts Navigate To: Receipts > Receipts Query the receipts you need to reverse. Unapplied Receipts Register and the Applied Receipt Register for errors you can be determine whether any receipt needs to be reversed. Then. this will open up a new window for reversing the receipt. After you reverse a receipt you cannot update any of its attributes. You can reverse a receipt when customer stops payment on a receipt or if a receipt comes from an account with no sufficient funds.Document Id: FCI User Guide –AR Version 1.1 Reverse Receipt 68 . Fig 7.
Wrong Account. 69 .2 Reapply Receipts You can reapply receipts that you previously applied in error before or after posting these items to your general ledger. This reopens each transaction that was previously closed by the receipt. When you reapply a receipt. and Uncollectable.0 Field Category Reason Description Enter a category for this reversal. When you reverse a receipt. you cannot unapply a receipt that has adjustments associated with it unless you first readjust the transaction to its original amount. Wrong Amount. you cannot unapply a transaction if there is a chargeback against it and the chargeback has any activities against it (for example. Receivable generates a number for this reversal. Typical reasons include. Enter a reason for this reversal. Valid categories include. Navigate To: Receipts > Receipt Summary Query the receipts and select the receipt that needs to be reapplied. and Stop Payment. By clicking on the Reverse button. However. Account Closed. Click on Reverse Button. In addition. Non-Sufficient Funds. You then return to the Receipt window.Document Id: FCI User Guide –AR Version 1. Reverse Payment. Receivables automatically creates reversal journal entries for your general ledger and reopens all of the debit and credit items that were closed with the original receipt. you first ’unapply’ the original receipt applications. To create a reversal. another receipt or credit memo). 7. Insufficient Funds. you have adjusted the receipt.
2 Receipt Summary Then click on the Applications button.Document Id: FCI User Guide –AR Version 1.0 Fig 7. The Applications window will be displayed. 70 .
The Reversal GL Date is the date to post this reapplication to your general ledger. Receivable enters a Reversal GL Date for each transaction that you reopen.0 Fig 7. If the current date is not open. the default is the last date of the most recent open period. This date is the same as either the GL date of the original application or.Document Id: FCI User Guide –AR Version 1.3 Applications Reverse applications by clearing the Apply check box next to each transaction. Receivable changes the applied amount for each transaction to zero and increases the unapplied amount of the receipt. 71 . the current date (If the original application’s GL date is in a closed period).
3. In the Apply To field.0 Fig 7. Oracle Receivables->Receipts Navigate to the Receipts window. 72 .4 Applications Apply this receipt to a different transaction or transactions. Receivable creates reversing journal entries for each application that you have reopened.Document Id: FCI User Guide –AR Version 1. Choose Apply. select Receipt Write-off. 2.3 Receipt Write Off When you apply a receipt to debit items. a small unapplied amount may remain on the receipt. Receivables lets you write off unapplied receipt balances during or after receipt application. 7. Save your work by pressing Ctrl-S. Navigation 1. Enter the receipt information or query an existing receipt. 4.
" 73 . select a receivables activity.Document Id: FCI User Guide –AR Version 1. You can select from all active receivables activities defined with the activity type of "Receipt Write-off. enter the amount to be written off. In the Amount Applied field. 6. In the Activity field. Receivables validates the value that you enter against your write-off approval limit.0 5.
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The name of the concurrent program is ‘FCI Create Auto Inv in AP . Acceptance of EMD and Security Deposit from Party : This is explained in detail below 2. Adjustment of EMD against Sales: For this also. Save and complete the invoice. 1. The refund of EMD will take place in Payables module and is paid like any other invoice explained in AP User Guide Making Payments. For the adjustment of EMD against sales. For example if the invoice number in receivables is 1001 then the invoice number in Payables for auto generated invoice will 1001_NC14_EMD for NC14 unit. The path for this is Receivables> Interfaces > General Ledger. the liability created in Step 1 of Acceptance of EMD and Security Deposit will have to be closed vide a credit memo in Payables. This program can be automated or can be run manually. In the accounting distribution for Revenue line select natural account segment value to be ‘1801’ for EMD and 1802 for Security Deposit. Conversion of EMD into Security Deposit: This is explained in AP User Guide in the section Conversion of EMD into Security Deposit. acceptance of EMD and Security Deposit from party will create an invoice in Payables. a credit memo will have to be created in Receivables as explained in Credit Memo Creation section of this (Receivables) user guide.0 4. 2) Navigate to: India Local Receivables -> Transactions -> Transactions (Localized). Create a Standard receipt in Receivables. Refund of EMD: As explained in 1 above. A new invoice in Payables will be created for payment of security deposit 4. 3) Apply the receipt to this invoice.From AR’. The invoice number of the auto-generated invoice in Payables will be invoice number of Receivables transaction suffixed by unitcode_EMD. Create an invoice in Receivables using transaction class as ‘Invoice’ and transaction type as ‘Non Sales’. will be closed with a credit memo in Payables. 6) Now an automated concurrent program will run and create an invoice in Payables indicating that a liability for this EMD has been created. Enter the Source as FCI Receivables. Acceptance of EMD and Security Deposit from Party The steps to accept EMD and Security Deposit from party is explained below 1) Navigate to: Oracle Receivables -> Receipts -> Receipts. 3. This concurrent programme can also be run 76 . The path for this is Payables Responsibility > Payables Open Interface Import. 5) Next step is to import in Payables. 4) Transfer the invoice to General Ledger. This program can be automated or can be run manually. EMD and Security Deposit from Party This section is divided into three parts: 1. Basically the liability created in Step 1 of Acceptance of EMD and Security Deposit from Party.Document Id: FCI User Guide –AR Version 1.
If the contractor does not win.Document Id: FCI User Guide –AR Version 1. 77 .0 manually as and when required by selecting a responsibility of Payables defined for that Unit. then his EMD amount will be paid in payables.
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82 .Document Id: FCI User Guide –AR Version 1.0 Click on Apply and save it.
Document Id: FCI User Guide –AR Version 1.0 When the transfer to General Ledger program will be executed either manually or through automated process the above transaction will be posted to General Ledger.From AR’. 83 . Now execute the concurrent program ‘FCI Create Auto Inv in AP .
the AP Invoice Import Program will create an invoice in AP. 84 .Document Id: FCI User Guide –AR Version 1. The invoice can be queried in AP.0 When the above mentioned concurrent program will get executed.
Document Id: FCI User Guide –AR Version 1.0 Its distribution line will show the natural account as 1801 for the GL Accounting. 85 .
it will be validated.0 When this invoice will need to be paid back to the party. approved and paid. 86 .Document Id: FCI User Guide –AR Version 1.
then a payable invoice to that effect gets created in AP.0 Auto Creation of Invoices The following invoices are auto created based on the criteria mentioned below: AR to AR: If invoices with certain distributions are entered in Receivables. it automatically creates a receivable for the same in Accounts Receivable. it creates a corresponding receivable invoice only. are called AP to AR. The accounts for AR to AP are: 1801: Earnest Money Deposits 1802: Security Deposits from Contractors 1809: Performance Guarantee Deposit from contractor 87 . When an account with that distribution is entered in AR. Such type of transactions originating in AP and resulting in an invoice in AR. The accounts specified for AP to AR are: 2714: Advances for travelling 2901: Deposits with Electricity Board AR to AP: These are transactions which originate in AR and have a resulting effect in Payables.Document Id: FCI User Guide –AR Version 1. The accounts heads for AR to AR are: 4731: Sundry debtors against State Govt. Organisation AP to AR: If invoices with certain accounts in distribution are entered in Accounts Payable.
Apply the credit memo created in step one to this debit memo. approve and create accounting for this invoice. Use the same Revenue and Receivable accounts referenced on the original invoice. Run the transfer to GL program. Refund for a receipt or deposit not applied to invoice Create a debit memo for the amount of the un-applied credit you want to refund. The invoice number created in AP will be like REFUND-‘AR Invoice Number’ like REFUND1045-HA11. Create a debit memo. Please refer Oracle Payables user guide for entering an invoice and creating a payment to pay for the invoice. 2. Then a concurrent program FCI Create Refund from Receivables will create one invoice in Payables by crediting the cash clearing account and debiting the same account in distribution line. 3. Refer Debit Memo Section for how to enter a debit memo.0 Refund Process The refund process is completed manually in Receivables and Payables modules. Then process a check crediting to cash and debiting the clearing account. The name of the concurrent program to run is FCI Create Refund from Receivables. 2. Apply the un-applied receipt amount to the new debit memo. Please refer Oracle Payables user guide for entering an invoice and creating a payment to pay for the invoice. Validate. Run the transfer to GL Program. Validate. Refer Debit Memo Section for how to enter a Debit memo. Create a credit memo in AR for the returned goods. 88 . Refer receipt creation section for how to enter and apply a receipt. Use a special Debit Memo transaction type (UNITCODE DM – REFUND) that uses a clearing account rather than Revenue (Sales). approve and create accounting for this invoice. Refer Credit Memo Section for how to enter and apply a credit memo to an invoice or debit memo. There can be following types of cases in which a refund might be required Refund for a paid invoice 1. Then a concurrent program will create one invoice in Payables by crediting the cash clearing account and debiting the same account in distribution line.Document Id: FCI User Guide –AR Version 1. 3. Use a special Debit Memo transaction type (UNITCODE DM – REFUND) that uses a clearing account rather than Revenue (Sales). The invoice number created in AP will be like REFUND-‘AR Invoice Number’ like REFUND-1045-HA11. 1. Then process a check crediting to cash and debiting the clearing account.
This information would be used by the system to generate a TDS Credit Memo for the customers with PAN number defined in customer additional information form. Following activities can be performed for TDS Certificates received from customers a) Enter details of TDS Certificates Received.Document Id: FCI User Guide –AR Version 1. Navigate to: India Local Receivables -> Collections -> TDS Certificates The screen layout and its features are given here for ready reference. This would reflect the appropriate Customer balance.0 TDS Certificated Received – Its Application and Handling For certain sales where Tax Deduction at Source is applicable. b) Generate Credit Memos based on the certificate information. 89 . The details of the certificate received and deductions made can be recorded. the customer would make provision for such deduction and issue a certificate in form 16A.
This field will be automatically selected based on customer name Specify the location of the customer Specify the memo line from LOV Enter TDS Certificate Name Enter TDS Certificate Number Enter TDS Certificate Date Enter the date of receipt of TDS Certificate date Amount of TDS certificate that has been received Enter details of TDS Certificate The TDS Credit Memo generated can be applied to the appropriate invoice.0 Field Description Customer Name Customer Number Type Required Defaulted Location Memo Line Name Number Certificate Date Received Date Amount Description Required Optional Required Required Required Required Required Required Description Select Customer Name from LOV. 90 . Please refer section on Credit Memo Application for applying a credit memo to the invoice.Document Id: FCI User Guide –AR Version 1.
Once the Receivables Transfer to GL report has completed. Review the Receivables Transfer to GL and Journal Import Reports 6. Navigate to: Interfaces -> General Ledger 2. General Ledger Interface transfers data about your credit memos.0 Posting to General Ledger To initiate the transfer of Receivables accounting information to your general ledger. the Journal Import Process will create an unposted journal entry. Then Post the journal. debit memos. Press Submit 5. Choose posting Detail to either Summary or Detail 3. and receipts to the General Ledger. The steps to transfer the Receivables financial transaction are given below: 1. Switch to a General Ledger responsibility to review the journal online. run General Ledger Interface.Document Id: FCI User Guide –AR Version 1. invoices. Enter the GL Dates to transfer 4. Click on General Ledger 91 .
Document Id: FCI User Guide –AR Version 1.0 Click on Ok. 92 .
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posting. but you can enter transactions in this period. however.’ An accounting period can have one of the following statuses: Closed: Journal entry. Navigate to: Control ->Accounting ->Open/Close Accounting Periods window. Receivables allow you open future accounting periods while your current period is still open. then enter a new status. Receivables also lets you reopen previously closed accounting periods and enter receivables activities without transferring transactions to the general ledger when you set your accounting periods to ’Future. Journal entry. To update the status of an accounting period. you cannot post in this period until you open it. if required by an accounting rule. Receivables verifies that there are no unposted items in this period.0 Opening and Closing Accounting Periods Open and close accounting periods in FCI calendar to control the recording of accounting information for these periods. 3. Future: This period is not yet open. However. but does not validate for Unposted items. Open: Journal entry and posting are allowed. Receivables changes the status of the next period to ’Open. 2.Document Id: FCI User Guide –AR Version 1. The steps to open or close an accounting period is given below: 1. and transaction entry are not allowed unless the accounting period is reopened. and transaction entry are not allowed unless the accounting period is reopened. The Revenue Recognition program can. place the cursor in the Status field next to that period. create revenue distributions in Not Opened periods. Receivables does not let you close a period that contains unposted items. you must run Revenue Recognition for transactions with accounting rules. posting. choose Open Next Period. To open the next accounting period after the Latest Open Period. Close Pending: Similar to Closed.’ 94 . Not Opened: This period has never been opened and journal entry and posting are not allowed. Note: Before using the Close Pending status.
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i) Navigate to Oracle Receivables ii) Navigate to View->Requests->Run 96 .0 Inquiry and Reporting 14.1 Steps To Run Report The procedure to run reports is very simple and explained below.Document Id: FCI User Guide –AR Version 1. 1.
3.0 2. Enter parameters for running this request. It will bring the Submit a New Request Window as shown below. Click OK.Document Id: FCI User Guide –AR Version 1. Enter the Request Name (Name of the Report). 4. 97 .
To save the output of this request to a file. 6.0 5. It will prompt a window and ask for submitting another request.Document Id: FCI User Guide –AR Version 1. check the Save Output check box. Choose submit request. Choose No. 98 .
Document Id: FCI User Guide –AR Version 1. 99 . navigate to the menu View ->Requests window. To review the status of the request.0 7. and click on Find.
Document Id: FCI User Guide –AR Version 1. It will bring the following window.0 7. 100 .
Click on View Output. Receipts. The following reports will be used to analyze and track the accounts receivables information. It will open the report. 101 . Reversals & Exchange Rate Gains and Losses transactions only. Credit Memos. Debit memos. Select the report for which out put is to be seen. Deposits. This report considers Invoices. Receipt write-off.0 8. FCI Debtors Ledger Report Navigate to Oracle Receivables->View-> Requests -> Run Use this Report to get Debtor Ledger. 9.Document Id: FCI User Guide –AR Version 1. Select tools -> Copy File.
Defaulted for the customer name selected.Document Id: FCI User Guide –AR Version 1. then he need to enter Customer name here otherwise Sub Ledger for all the Customers for a given period will be reported. If the User wants Debtor Ledger for a specific Customer type . Customer Number Customer Type Defaulted Optional Start Date End Date Required Required 102 . then he need to enter Customer type in this field otherwise Sub Ledger for all the Customers for a given period will be reported.0 Report Parameters Name Customer Name Optional/Required/Defaulted Optional Description If the User wants Debtor Ledger for a specific Customer.
Report Parameters Name Unit Depot Account Product Scheme Intercompany Future Optional/Required/Defaulted Mandatory Optional Optional Optional Optional Optional Optional Description Unit Code Depot Natural Account Product code Scheme Intercompany segment This value is fixed to be ‘0000’ 103 . Run the discoverer report FCI Debtors TB.0 FCI Debtors TB Use this Report to get Debtors Trial Balance. The procedure to run the discoverer report is mentioned in the Go Live Criteria document.Document Id: FCI User Guide –AR Version 1.
Document Id: FCI User Guide –AR Version 1. Account Number of the Above bank for which the User wants to take the Bank book for a given period. Either ‘B’ meant for Bank Book or ‘C’ meant for Cash book can be selected by the User from the LOV.Cash/Bank Book Report Navigate to Oracle Receivables->View-> Requests -> Run Report Parameters Name Bank Name Account Number Optional/Required/Defaulted Required Required Description Bank Name for which the User wants to take the Bank book for a given period. Book Type Required Start Date End Date Required Required 104 .0 14.2 FCI India . This does not have an impact on the printout other than changing of the heading of the report.
Document Id: FCI User Guide –AR Version 1.0 FCI Receivables Sales Day Book Navigate to View-> Requests -> Run Report Parameters Name GL Gate From GL Date To Unit Depot Product Scheme Optional/Required/Defaulted Required Required Required Required Required Required Description Start Date End Date Unit Code Depot Code Product Code Scheme Code FCI Sales Day Book . which have been used while doing the transaction for that period. The report parameters are mentioned below.Summary Sheet This report provides amount in individual accounts. Navigate to View-> Requests -> Run 105 .
Navigate to View-> Requests -> Run 106 .0 Report Parameters Name GL Gate From GL Date To Unit Depot Product Scheme Optional/Required/Defaulted Required Required Required Required Required Required Description Start Date End Date Unit Code Depot Code Product Code Scheme Code FCI AR RECEIPTS This report provides receipts to be printed for customer deposits and receipts.Document Id: FCI User Guide –AR Version 1.
use the Credit Transactions window. credit memos. debit memos. For credit memos and on-account credits. Use the Transactions window to complete your invoice or debit memo once you have updated them. and on-account credits.Document Id: FCI User Guide –AR Version 1. Incomplete invoices do not update your open receivables balance nor do they display on your agings. Navigate to View-> Requests -> Run 107 .0 Report Parameters Name Unit Code Cheque No Optional/Required/Defaulted Required Optional Description Unit Code Cheque or DD Number Incomplete Invoices Report Use this report to review all of your incomplete invoices.
0 Report Parameters Name Order By Optional/Required/Defaulted Required Description Options are a) Customer b) Invoice Invoice Number Customer Name Customer Number Optional Optional Optional Invoice Number Customer Name Customer Number FCI VAT INVOICES Navigate to View-> Requests -> Run 108 .Document Id: FCI User Guide –AR Version 1.
use the Inter Company Invoice report to see a list of all transactions whose receivables and revenue accounts have different company segments.Document Id: FCI User Guide –AR Version 1. Navigate to View-> Requests -> Run 109 .0 Inter Company Invoices Report Before you transfer transactions to your general ledger.
and as a debit item in the company that owns the invoice.0 Report Parameters Name GL Date From GL Date To Optional/Required/Defaulted Optional Optional Description FCI Inter Company Receipts Report Use this report to review payments that were sent from one company and applied to another company. then correct any errors in the transactions. The totals for companies with inter company transactions will be inflated/deflated by the total amount of the inter company transactions. review this report. Before you post these receipts. Each payment appears in two company reports: As a credit item in the company that received the cash payment. but have not yet posted. Navigate to View-> Requests -> Run 110 .Document Id: FCI User Guide –AR Version 1.
0 Report Parameters Name Apply Date GL Date Creation Date Cash Account Company Optional/Required/Defaulted Optional Optional Optional Optional Description Option to provide Apply Date from and Apply Date To Option to provide GL Date Low and GL Date High Option to provide Creation Date Low and Creation Date High Option to provide Cash Account Company Low and Cash Account Company High Option to provide Receivables Account Company Low and Receivables Account Company High Receivables Account Company Optional 111 .Document Id: FCI User Guide –AR Version 1.
Report Parameters Name Attribute Set Reporting Level Reporting Context Set of Books Currency Company Segment Low Optional/Required/Defaulted Required Required Required Optional Required Description DOCUMENT NUMBER This field will get value automatically This field will get value automatically This field will get value automatically Enter Unit name 112 . The attribute set associated with a report determines the layout and content of the report.0 Receipt Register Use this report to review standard and miscellaneous receipts and document number information.Document Id: FCI User Guide –AR Version 1. Navigate to View-> Requests -> Run Select the value ‘DOCUMENT NUMBER’ in ‘attribute set’ parameter to see the document number in report output.
Enter miscellaneous receipts in the Receipts window to record non-invoice related payments such as investment income. and revenue from stock sales.0 Company Segment High GL Date From GL Date To Entered Currency Batch Name Low Batch Name High Deposit Date From Deposit Date To Required Required Required Optional Optional Optional Optional Optional Enter Unit name Starting Date End Date Currency Leave this field as blank Blank Deposit date start Deposit date end Receipt Number Low Receipt Number High Document Sequence Name Document Sequence Number From Document Sequence Number To Optional Optional Optional Optional Optional Miscellaneous Receipts Register Use this report to review miscellaneous receipts and document number information. Select the value ‘DOCUMENT NUMBER’ in ‘attribute set’ parameter to see the document number in report output. The attribute set associated with a report determines the layout and content of the report. refunds. Navigate to View-> Requests -> Run 113 .Document Id: FCI User Guide –AR Version 1. interest income.
Document Id: FCI User Guide –AR Version 1.0 Report Parameters Name Attribute Set Reporting Level Reporting Context Set of Books Currency Company Segment Low Company Segment High GL Date From GL Date To Batch Name Low Batch Name High Deposit Date From Deposit Date To Receipt Number Low Receipt Number High Optional/Required/Defaulted Required Required Required Optional Required Required Required Required Optional Optional Optional Optional Optional Optional Description DOCUMENT NUMBER This field will get value automatically This field will get value automatically This field will get value automatically Enter Unit name Enter Unit name Starting Date End Date Leave this field as blank Blank Deposit date start Deposit date end 114 .
0 FCI Receivables Invoice Register Use this report to review a list of receipts for the range of dates. Navigate to View-> Requests -> Run Report Parameters Name Order By Report by Line Company Segment Low GL Date From GL Date To Customer Name Low Customer Name High Customer Number Low Customer Number High Optional/Required/Defaulted Required Required Required Optional Optional Optional Optional Optional Optional Description Select from Customer. receipt numbers. which displays the GL account assignments of all the receipts.Document Id: FCI User Guide –AR Version 1. This report includes both standard trade receipts and miscellaneous receipts. The report total should tie to the total of the Receipts Journal. Invoice Number This field will get value automatically Enter Unit name Starting Date End Date Customer Name starting from Customer Name till Customer Number starting from Customer Number till 115 . or document numbers that you specify.
116 .Document Id: FCI User Guide –AR Version 1. This report prints one line for each activity against the transaction.0 India – Receivables TDS Tracking Report This report lists the certificates received from the customers and its corresponding details. This report can also see all the activities against each transaction. Report Parameters Name Organization Customer Name Optional/Required/Defaulted Optional Optional Description FCI OPERATING UNIT Name of the customer Billing and Receipt History This report is to review a detailed list of transactions for the date range that you specify.
Document Id: FCI User Guide –AR Version 1.0 Report Parameters Name Customer Name Customer Number Invoice Number Invoice Amount Balance Due Transaction Date Account Status Optional/Required/Defaulted Optional Optional Optional Optional Optional Optional Optional Description Name of the customer Number of the customer Invoice Number Range can be given Invoice Amount Range can be given Balance Due Range can be given Transaction Date Range can be given Account Status Range can be given 117 .
You can use this range to query for Tax Transactions not posted to Sales Tax Liability Accounts and for Non–Tax Transactions posted to Sales Tax Liability Accounts.Document Id: FCI User Guide –AR Version 1. run the Sales Journal with a posting status of Unposted. Currency Code: The currency code you want to include in this report. Report Headings Company: The balancing segment for this group of transactions.0 14. and Tax account types. Revenue. GL Account Type: The type of general ledger accounts to include in this report. Order By: Sort your information by choosing one of the following: Sort and print your sales journal information by customer name. Use the Sales Journal by GL Account to ensure that the Transaction Register matches your Sales Journal. Report Parameters Account: Enter the full Accounting Flexfield range you want to include in this report. 118 . You also use the Sales Journal when you balance your accounts receivable aging to your general ledger. run your Sales Journal by currency. Sort and print your sales journal information by invoice number.17 Sales Journal by GL Account This report shows all transactions and the associated accounting flexfield information for the GL date range and accounts that you specify. Currency: The currency code for this group of transactions. Posting Status: The posting status to include in this report (Posted or Unposted). If you want to preview your post to see if your debits match your credits. GL Account Type: The general ledger account type for the sales journal information on this page of the report. You can enter Freight. To match both foreign and functional currency amounts to your general ledger. If you do not specify a status then the report will show all items. Receivable. GL Date: The invoice general ledger date range you want to include in this report.
Receivables will sort information using the value of the Alternate Name field in the Customers window. Summarize : This option includes customer name and customer number as well as the payment balance information. Batch Name: Print report information for the receipt batch range that you specify.18 Unapplied Receipts Register Use the Unapplied Receipts Register to review detailed information about your customers on–account and unapplied payments for the date range that you specify. Receivables displays information about your on–account or unapplied payment such as GL date. payment date. payment method. Totals: The total amount of debits and credits for this report in both your foreign and functional currency 14.0 GL Date (Date) to (Date): The range of invoice general ledger dates you selected to print on this report. Report Parameters Format Option: Choose the format to use to print your report. This report includes both cash and miscellaneous receipts. You can use this report to determine how much your customer owes after taking into account all on–account and unapplied amounts. Posting Status: The posting status for sales journal information on this page of your report. and unapplied amount. payment number. customer number and the GL date for this line as well as the payment balance information. If the profile option AR: Sort Customer Reports by Alternate Fields is Yes. You can choose from the following: Detailed: This option includes customer name. Row Headings Subtotal by Invoice Currency: The total amount of debits and credits for an invoice in your functional currency.Document Id: FCI User Guide –AR Version 1. batch source. batch name. on–account amount. 119 .
Currency Code: Print report information for the currency code that you specify. Report Headings Company Segment: The balancing segment from the Accounting Flexfield. Currency: The currency code you specified for this report in the report parameters. GL Date (Date) to (Date): The GL date range you specified for this report in the report parameters. Receipt GL Date: Prints your report information for the general ledger date or general ledger date range that you specify. Customer Name: Prints report information for the customer name range that you specify. Receipt Number: Print report information for the receipt number range that you specify. If you do not enter a currency.Document Id: FCI User Guide –AR Version 1. Receivables prints all amounts in your functional currency.0 Batch Source: Print report information for the receipt batch source range that you specify. Format: The format you selected for this report in the report parameters. Customer Number: Print report information for the customer number range that you specify. 120 .