OracleAccountsReceivableReports

Table of Contents
Introduction OracleARReports NavigationRunReports AdjustmentsJournalReport AppliedReceiptsRegister BillingHistory BillingandReceiptHistory IncompleteInvoicesReport PastDueInvoiceReport SalesJournalbyCustomer SalesJournalbyGLAccount 3 5 6 7 8 9 10 11 13 2

WebFOCUSReports StatementofAccountFinancialSummary15 StatementofAccount 17

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OracleAccountsReceivableReports

Introduction
InJanuary2010,theUniversityofNorthernIowaimplementedtheOracleAccountsReceivable(AR)moduleforallnon studentaccountsreceivabletransactions.Thenewprocesswillenabledepartmentstorecognizerevenuewhenthe invoiceiscreated.Itwillalsoallowforbetterrecognitionofoutstandingrevenueduetheuniversity. Somekeypointsare: Invoicesshouldbecreatedwithinfive(5)businessdaysafterthegoodsandservicesaredelivered Revenueisrecognizedoncetheinvoiceiscompleted,andposted InvoicesarecurrentlymailedoutbyBusinessOperationssavingdepartmentspostage AllpaymentswillbereceivedandprocessedbyBusinessOperationssavingdepartmentsprocessingtime OfficeofBusinessOperationswillberesponsibleforcollections OracleARReports: ThesereportsarerunfromtheOracleApplicationSuite.Thesereportsaremostusefulformonitoringandtrackingyour OracleARTransactions. Onekeyelementtounderstandishowinvoicenumbersareassigned.Eachinvoice(a.k.a.transaction)hasaunique8digit number.Thefirstthreedigitsrepresenttherangeofnumbersassignedtothedepartmenttheinvoicewasgeneratedby. Thelastfivedigitsaresequentialandincrementingroupsof20.Itwillbehelpfultoknowthethreedigitnumbersforyour department,asyourunsomeofthereportsmentionedinthisdocumentation. WebFocusReports Inthepast,revenuewasnottypicallyrecordeduntiltheinvoicewaspaidandthefundsweredepositedintheaccount. Thiswouldpreventdepartmentsfrombeingabletospendtherevenueforupto3060dayswhentheinvoicewaspaid. Withthenewsystem,assoonastheinvoicetransactioniscompletedandpostedcentrally,revenuewillbecreditedfor theamountoftheinvoicefollowingthedistributionsusedontheinvoice.Thiswillcausethefundbalancefortheaccount toincreaseaccordingly,givingdepartmentsmoretimelyaccesstotheirrevenues.DepartmentsshouldruntheStatement ofAccountFinancialSummaryReporttodetermineandmonitortheirfundbalances. Theoffsettingentrywilldebitaccountsreceivableforthefund,increasingtheARbalanceforthefund.Oncetheinvoice hasbeenpaidbythecustomer,cashwillbedebited(increased)andaccountsreceivablewillbecreditedtolowertheAR balanceforthefund.Creditadjustmentswillhavethereverseaffecttofundbalances. TheexistingWebFocusreportshavebeenmodifiedtoshowmoredetailforrevenueandexpensetransactions.Inthis training,wewilltakealookattheStatementofAccountFinancialSummarytofindourfundbalances. Additionalinformationcanbefoundathttp://www.vpaf.uni.edu/obo/accts_receivable/index.shtml

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OracleAccountsReceivableReports

Navigation
1. 2. Loginto SelectyourFINResponsibility

EBusinessSuite

3. SelectRunReports.

4.

WiththedefaultofSingleRequestselected,ClickonOK

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OracleAccountsReceivableReports

5.

6. 7.

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

8. ClickRefreshDataeveryfewsecondsuntilthePhase=Completed 9. ClickViewOutput 10. UsingtheFilePrintmenutoprintthereport.

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OracleAccountsReceivableReports

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

Toviewonlyyouradjustments:IncludeyourFundorGLAccountNumber(s)intheparameters. Thereportissortedbyaccountnumberandincludestheadjustmentnumber,customername,adjustmentdate, transaction(invoice)number,andadjustmentamounts. Debitsincreasetheamountdueonaninvoice.Creditsreducetheamountdueonaninvoice.

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OracleAccountsReceivableReports

AppliedReceiptsRegister
Usethisreporttoreviewallofthereceiptsthathavebeenappliedtoyourinvoicetransactions.Youcanreviewhowyour customersreceiptswereappliedtoinvoicesorreversedfrominvoices.Thisreportincludescashreceiptsandanydiscount information.Miscellaneousreceiptsarenotincluded. ReportParameters CustomerName CompanySegment(a.k.a. ReceiptNumber Fund) CustomerNumber TransactionNumber ApplicationGLDate ApplyDate TransactionType BatchName

Toviewonlyyourreceipts:IncludeyourFundnumber(s),TransactionNumber(s),orTransactionType(s)inthe parameters.AddingadaterangefortheApplyDatewillalsoreducethenumberoftransactions. Note:Whenrunningthisreportanadditionalprocesskicksoff.Asaresult,userswillneedtoselecttheinitial reportrequestinordertoviewtheoutput.ClickingViewOutputforthefirstlinewillresultinnooutput. ThisreportissortedbyFundandthenthedatepaymentswereapplied.Thereportincludesthecustomernumber, customername,invoicetransactionnumber,receiptnumber,andreceiptamount.

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OracleAccountsReceivableReports

BillingHistory
Usethisreporttoreviewasummaryofeachtransaction,alongwithreceiptandadjustmenttotals. ReportParameters CustomerName InvoiceNumber (Payment)TermName CustomerNumber CollectorName TransactionDate

Toviewonlyyourbillinghistory:IncludeyourInvoiceNumber(s)intheparameters. Thisreportissortedbycustomerandincludestheinvoicenumber,transactiontype,invoicedate,duedate,original transactionamount,thecurrentbalancedue,thesumofallpaymentsapplied,andtotaladjustmentamountsforeach invoicetransaction.TheCreditedAmountcolumnshouldalwaysbezero.

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OracleAccountsReceivableReports

BillingandReceiptHistory
Usethisreporttoreviewalistofalltransactionsalongwithdetailedpaymentandadjustmentinformation. ReportParameters CustomerName InvoiceAmount AccountStatus CustomerNumber BalanceDue InvoiceNumber TransactionDate

Toviewonlyyourbillingandreceipthistory:IncludeyourInvoiceNumber(s)intheparameters. Note:Togetalistofonlytheinvoiceswithabalancedue,enter.01forthelowBalanceDueandalargeamount forthehighvalue.YoucanalsoenterarangeofTransactionDatestolimitoutputtocurrentinformation. Thisreportissortedbycustomerandincludetheinvoicenumber,transactiontype,duedate,originalamount,balance due,alongwithdetailedpaymentandadjustmentinformation. Note:Whenprintingthisreport,chooseLandscapetogetfinaltwocolumnstoshow.

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OracleAccountsReceivableReports

IncompleteInvoicesReport
Usethisreporttoreviewalistofyourincompleteinvoices.Departmentsshouldeithercompletetheinvoices(usinga currentGLdate)ordeletethemfromthesystem. ReportParameters OrderBy:(required)Selectfrom: CustomerName Customer CustomerNumber Invoice InvoiceNumber

Toviewonlyyourincompleteinvoices:IncludeyourInvoiceNumber(s)intheparameters. Note:Thisreportshouldberunquarterlyandatyearendtomakesuretherearenounfinishedinvoicesthat needtobecompletedordeleted. Thereportissortedbyeithercustomerorinvoiceandincludestheinvoicenumber,transactiontype,invoicedate,GL date,customernameandcustomernumber.

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OracleAccountsReceivableReports

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

Collector CustomerName CustomerNumber TransactionType Salesperson/Agent

Toviewonlyyourdata:IncludeyourTransactionType(s)intheparameters.AddingadaterangefortheAsofDatewill alsoreducethenumberoftransactions. Note:InvoiceswithapositivenumberofdayspastdueAREpastdue.TheOfficeofBusinessOperationswillbe responsibleforfollowingupwithcustomerstomakesureallinvoicesarepaid. Thisreportcanbesortedbyagent(salesperson),balancedueorcustomerandincludesinvoicenumber,transactiontype, PO,invoicedate,duedate,originalinvoiceamount,tax,balancedue,anddayspastdue.Remember:onlyinvoiceswitha positivenumberofpastduedaysareactuallypastdue.

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OracleAccountsReceivableReports

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

Toviewonlyyourdata:IncludeyourTransactionNumber(s),orTransactionType(s)intheparameters.Addingadate rangefortheGLDatewillalsoreducethenumberoftransactions. Reportisprintedoutbyfundnumberandincludesinvoicenumber,customername,invoicedate,GLdate,distributionby line,andamount.

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OracleAccountsReceivableReports

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OracleAccountsReceivableReports

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

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

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OracleAccountsReceivableReports

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

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OracleAccountsReceivableReports

WebFOCUSReports
StatementofAccountFinancialSummaryReport WiththeimplementationofOracleAccountsReceivable,departmentswillbeabletorecognizerevenueassoonasthe invoicetransactionhasbeencreatedandposted.Nolongerwilldepartmentsneedtowaituntilaninvoiceispaidtosee theirfundbalancesincrease. TheStatementofAccountFinancialSummaryisthebestreportforuserstoseetheirfundbalance. 1. Torunthisreport,gotoaccess.uni.edu/reports. 2. LocatedunderMEMFISWebFOCUSReports,selectStatementofAccountFinancialSummary. 3. EnteryourCatIDUsernameandPasswordifprompted.

4. 5. 6.

EnterONLYyourfundnumberintheLowandHighcolumns.Leaveallotherfieldsastheyare. Selecttheperiodforwhichyouwishtorunthereportfor(orleavethecurrentmonthforthemostcurrent report) ClickRunReport

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OracleAccountsReceivableReports

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

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OracleAccountsReceivableReports

WebFocusReports
StatementofAccountReport DepartmentscanreviewmoredetailedinformationabouttheirrevenueandexpenseentriesbyrunningtheStatementof Accountreport. 1. Torunthisreport,gotoaccess.uni.edu/reports. 2. LocatedunderMEMFISWebFOCUSReports,selectStatementofAccount. 3. EnteryourCatIDUsernameandPasswordifprompted.

4. 5. 6.

EnterONLYyourfundnumberintheLowandHighcolumns.Leaveallotherfieldsastheyare. Selecttheperiodforwhichyouwishtorunthereportfor(orleavethecurrentmonthforthemostcurrent report) ClickRunReport.

ToviewAccountsReceivableentrydetails,clickonShowDetailfortheaccountwheretheorganizationvalueis 00000. ToviewRevenueentrydetails,clickonShowDetailfortheaccountwheretheorganizationvalueisequalto yours.

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OracleAccountsReceivableReports

AccountsReceivableEntries

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

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OracleAccountsReceivableReports

ToviewthedetailofAccountsReceivableEntries,clickoneithertheCurrentPeriodActualortheYeartoDateActual.

Weseethatforeachinvoicecreatedthreesetsofentriesappear.ThefirsttwosetsaretheMultiFundAccounts Receivableentries.Foreachlineintheinvoiceanentryiscreatedandthenreversed.Finallyathirdentryisrecorded whichsummarizetheinvoiceandpoststhebalanceoftheinvoicetoberecordedagainsttheaccount(ex:Receivable accountforinvoice16000101). Aseachinvoiceispaid,threesetsofentriesappearagain.ThefirsttwosetsaretheMultiFundAccountsReceivable entries.Finallyathirdentryisrecordedwhichreflectstheactualpaymentamountandincludesthepaymentmethodand invoicenumber(ex:ReceiptCK#100872318Eappliedtoinvoice16000001).

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OracleAccountsReceivableReports

RevenueEntries

ThisscreenshowshowRevenueisadjusted.Asinvoicesareposted,theRevenuebalancesincrease. ToviewthedetailofRevenueEntries,clickoneithertheCurrentPeriodActualortheYeartoDateActual.

Here,weseetherevenueispostedtotheaccountatadetailedlevel(onelineforeachinvoiceline).

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