Oracle Accounts Receivable User Guide - DOC

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Oracle Accounts Receivable User Guide document sample

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Accounts Receivable, Oracle Accounts, Oracle Receivables, General Ledger, Customer Account, Training Course, sales invoices, cash receipts, credit notes, Receipt Status

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Oracle Financials

Accounts Receivable

Sales Invoicing and Credit Memos

Version 6

http://www.manchester.ac.uk/finance/
07 March 2011
Table of Contents
PART A: SALES INVOICES .............................................................................................. 1

1 INTRODUCTION TO TRANSACTIONS .................................................................. 2
2 LOGGING ON ....................................................................................................... 3
3 THE NAVIGATOR ................................................................................................. 5
4 RESPONSIBILITIES............................................................................................. 7
5 CUSTOMERS ........................................................................................................ 8
6 SEARCHING FOR CUSTOMERS USING THE STANDARD WINDOW ..................... 9
SEARCH FOR A CUSTOMER USING THE CUSTOMER NUMBER .................................................... 10
SEARCH FOR A CUSTOMER USING THE CUSTOMER NAME........................................................ 12
SEARCHING FOR A CUSTOMER USING THE TEXT SEARCH........................................................ 14
7 NEW ACCOUNT REQUEST .................................................................................. 16
8 ADDING A NEW ‘BILL TO’ OR ‘SHIP TO’ ADDRESS ........................................... 17
9 INVOICES .......................................................................................................... 25
10 THE TRANSACTIONS WINDOW......................................................................... 27
11 HOW TO CREATE A NEW SALES INVOICE USING FREE TEXT ........................... 28
12 HOW TO CREATE A SALES INVOICE USING STANDARD MEMO LINES ............. 37
13 HOW TO CREATE A VAT ONLY INVOICE............................................................ 41
14 FOREIGN CURRENCY TRANSACTIONS.............................................................. 43
15 CREATING COPY TRANSACTIONS ..................................................................... 44
16 PRINTING TRANSACTIONS............................................................................... 46
17 PRINTING PDF TRANSACTIONS ....................................................................... 47

PART B: CREDIT MEMOS .............................................................................................. 52

1 INTRODUCTION TO CREDIT MEMOS ................................................................ 53
2 CREDIT MEMOS ................................................................................................. 54
THE CREDIT TRANSACTIONS WINDOW............................................................................. 54
HOW TO CREATE A CREDIT MEMO FOR THE FULL INVOICE AMOUNT .......................................... 55
HOW TO CREATE A CREDIT MEMO FOR PART OF THE INVOICE ................................................. 57
HOW TO CREATE A CREDIT MEMO USING FREE TEXT ............................................................ 60
HOW TO CREATE A CREDIT MEMO USING STANDARD MEMO LINES ............................................ 62
3 AUTHORISING CREDIT MEMOS ........................................................................ 64
4 APPLYING CREDIT MEMOS ............................................................................... 66
5 ATTACHMENTS .................................................................................................. 68
ADDING ATTACHMENTS ............................................................................................... 68
DELETING ATTACHMENTS ............................................................................................. 71
6 FOLDERS ........................................................................................................... 72
MANIPULATING FIELD SIZE ........................................................................................... 72
MOVING COLUMNS ..................................................................................................... 72
SORTING DATA.......................................................................................................... 73
EXPORTING DATA ...................................................................................................... 73
7 THE ENQUIRIES SCREENS ................................................................................ 75
USING THE TRANSACTIONS SCREEN ................................................................................ 75
USING THE TRANSACTIONS SUMMARY SCREEN ................................................................... 76
USING THE RECEIPTS SCREEN ....................................................................................... 77
USING THE RECEIPTS SUMMARY SCREEN .......................................................................... 78
USING THE CUSTOMER ACCOUNTS WINDOW ..................................................................... 79
USING THE ACCOUNT DETAILS SCREEN ............................................................................ 80
8 DOCUMENT RETENTION POLICY ...................................................................... 81
9 FREQUENTLY ASKED QUESTIONS ..................................................................... 82
FREQUENTLY ASKED QUESTIONS FOR RAISING A SALES INVOICE ............................................ 82
FREQUENTLY ASKED QUESTIONS ABOUT CREDIT MEMOS ...................................................... 83
10 APPENDIX A – SHORTCUT AND FUNCTION KEYS ............................................. 84
11 APPENDIX B - TOOLBARS ................................................................................. 87
12 APPENDIX C - RUNNING A DISCOVERER REPORT ........................................... 88
13 APPENDIX D - PRINTING AND EXPORTING DISCOVERER REPORTS ............... 90
PRINTING DISCOVERER REPORTS ................................................................................... 90
EXPORTING DISCOVERER REPORTS................................................................................. 91
14 APPENDIX E - MONEY LAUNDERING ................................................................ 92
Part A: Sales Invoices

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1 Introduction to Transactions
This chapter is for anyone who needs to:

 Search for customers

 Add a new ‘Bill To’ or ‘Ship To’ address

 Create a sales invoice

 Use standard memo lines

 Add attachments

 Print invoices

 Raise credit memos

 Authorise credit memos

 Use the Enquiries screens

 Run Discoverer reports

If you have any questions, please refer to our webpage via the link below:

http://www.campus.manchester.ac.uk/finance/Sys/OracleSystem/SysUnityIS.shtml

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AR03 Part A: Sales Invoices
2 Logging On
1. Navigate to the Oracle Home page

2. In this screen, click ‘E-Business Home Page’

3. Type in your username and password

4. Click ‘Login’

5. Choose the ‘AR Receivables Clerk (UOM)’ responsibility

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AR03 Logging On
6. Choose the menu option ‘Customers Standard’

7. The ‘Customers Standard’ window will now open

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AR03 Logging On
3 The Navigator
From the Navigator window, you can access all the menu functions associated with the
different responsibilities.
It is from here that you select the different menu functions and place them within your
top ten list.

1. Select a menu option with a next to it

2. Double click on that menu header or click onto the to expand the
menu

3. You can see the sub-menu expanded below

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AR03 The Navigator
4. Click the option you wish to add, like ‘Batches’ in the list above

5. Click the arrow. The option moves to the Top Ten List

6. If you need to remove your sub-menu from the Top Ten List, click on the
function in the Top Ten List

7. Click on the left facing blue arrow to remove it

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4 Responsibilities
Your responsibilities are assigned to you based on the tasks you perform on a daily
basis. You might have only one responsibility or multiple responsibilities if you perform a
wide range of tasks.

Because your menus are linked to your responsibilities, you will need to change
responsibilities to perform different tasks.

The way to do this is by using the ‘Top Hat’ button on your toolbar
When you click on the top hat, a list of the responsibilities that you have been assigned
appears and you can choose which one you want to change to.

When you have found the one you want to change to, click ‘Ok’

The menus associated with that responsibility now appear and you can continue with
those tasks

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AR03 Responsibilities
5 Customers
Here’s the Customer Standard window with the Addresses tab highlighted:

As well as the addresses tab, you can look at information in some of the other tabs.
Here’s a table that tells you what kind of information is in each tab:

Addresses View and add customer addresses
Classification Defines the profile of each customer i.e. Blue Chip
Contacts People you need to correspond with
Contacts: Roles The roles of the individuals within the company
Bank Accounts The customer’s bank account details
The customer’s profile class (e.g. Personal debt), the
Profile: Transaction
debt collector’s name and payment terms
Determines whether statements and Dunning letters
Profile: Document Printing
are sent out
Profile: Amounts Shows the credit limit that’s been set for the customer
Displays whether there are any relationships among
Relationships
this customer and others

Party number: Any contact you have registered with a potential supplier or
customer. Everyone has to be ‘partified’ before they can become a
customer

Customer: A person or business with whom you have a selling relationship

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AR03 Customers
6 Searching for customers using the Standard window
Before you take any steps to request a new customer account, search for the customer
to make sure they don’t already exist.

Note: The default customer type is set to ‘Organisation.’ If you know

 what type your customer is, select the appropriate option or
change it to ‘All’

You can search using as many customer details as you want. For example, you can use
the postcode on its own or the postcode and the customer name to search with.

You can search on partial information as well. For example, you could search just on the
first part of the postcode.

Note: You can use % as a wildcard but try to type in at least 4 characters
 before using the %

If you can’t find the customer’s account, you need to request a new customer to be
set-up.

Here are two examples of searches:

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AR03 Searching for customers using the Standard window
Search for a customer using the customer number
1. Navigate to the Customers Standard window

2. Change the customer type to the appropriate category

3. Click into the ‘Customer number’ field and type in the customer number

4. Click ‘Find’

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AR03 Searching for customers using the Standard window
5. All the customers matching your search criteria are returned

Note: Depending on the type of search criteria you have entered,
 your results are returned. You will also notice that there are
multiple entries for each customer, which show the multiple
address entries

6. To access your customer’s account, click on your customer’s record and select
‘OK’

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AR03 Searching for customers using the Standard window
Search for a customer using the customer name

1. Navigate to the Customers Standard window

2. Change the customer type to the appropriate category

3. Type in the customer’s name

4. Click ‘Find’

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AR03 Searching for customers using the Standard window
5. All the customers matching your search criteria are returned

TIP: At this stage you could return to the search screen by clicking on
‘Window’ on the menu and choosing the ‘Find/Enter Customers’ screen

6. To access your customer’s account, click on your customer’s record and
select ‘OK’

7. Close the window and you return to the Navigator window

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AR03 Searching for customers using the Standard window
Searching for a customer using the text search

Note: Only customer accounts can be found using the text search, not party
 accounts.

1. Navigate to the ‘Customers Standard’ window

2. Click onto the ‘Text’ tab

3. Type in your search criteria – this field is not case sensitive

4. Click ‘Find’

You can see the results below: all the results have the word ‘Manchester’ somewhere in
the customer name or address

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5. To return to the search window, click ‘Cancel’

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7 New Account Request
When you request a new account, the first thing you have to do is search to double-
check that the customer doesn’t exist.

If the customer does not exist on oracle, you need to complete the ‘New Account
Request’ form, located on the Finance website > Income Office > Sales Ledger Section
and then scroll down to the bottom of the page.

You need to forward this form onto the income office where the account will be created.

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AR03 New Account Request
8 Adding a new ‘Bill To’ or ‘Ship To’ address

Here’s how you update an existing customer’s account by adding new addresses

NOTE: Do not add UK addresses onto foreign accounts and vice versa

1. Navigate to the Customers Standard window

2. Search for the relevant customer using wildcards where necessary

3. Click on the customer’s record and click on the customer account entry

4. Click ‘OK’ to open up the customer details

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
5. Click onto the ‘Classification’ Tab and check the ‘Profile Class’ – this is
essential so that you know which Source of Funds to select further on in the
process

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
6. Click back onto the ‘Addresses’ tab

7. In the ‘Addresses’ tab, click on ‘New’ at the bottom of the page to create a
new address

8. The default country is ’United Kingdom’, if your customer is based in a
different country, make sure to change this first

9. Click into the ‘Address’ field to type in the new address details

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
10. Complete all the mandatory (yellow) fields i.e. Address Line 1, Town/City and
Postal Code and any other information you have available

NOTE: Type in the address using ‘proper’ case, such as, capital letters for
 the beginning of new words and the postcode

11. Click OK

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
12. Click into the ‘Usage’ field and select either ‘Bill to’ or ‘Ship to’

13. In the ‘Location’ field type the postcode followed by the city of the new
address you have just created.

14. Save your work if you are creating a Ship To address

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
Only if you have created a ‘Bill To’ address, continue with these steps:

1. Click ‘Open’

2. Click into the ‘Revenue’ field and another window opens

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
3. Click into the Activity field and type in the following code: WH00139

4. Click into the IE Code field and type in this code: 9800

NOTE: Only use the above combination of activity code and IE code when
 creating a new Bill To address. When raising invoices, use your own
activity and IE codes.

5. Click into the Source of Funds field and select the suitable option i.e. whether
the customer is a student, staff member or personal debtor etc

6. The company, inter-company and spare fields are populated automatically

7. Click OK

8. Save the changes made

9. Once you have saved the changes, another window opens, prompting you to
complete the ‘Contact’ field with a name from the LOV

NOTE: The contact name is essential for the Projects module, as an invoice
 can’t be created in Projects without this information

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AR03 Adding a new ‘Bill To’ or ‘Ship To’ address
10. Click into the ‘Contact’ field and click on the LOV, the name ‘Research’ should
appear

11. Save the changes

12. Close the window

13. Close the ‘Address’ window

If you are adding a ‘Ship To’ usage for an already created address:

1. Click into the ‘Usage’ field and select either ‘Ship to’

2. In the ‘Location’ field type the postcode followed by the city or you can use
Shift+F5 to copy the field above

3. Save your work

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9 Invoices

NOTE: Only official University invoices, receipts and other financial
documentation may be used!
 Sales invoices must be issued as soon as possible after the
University has supplied goods or services to a customer.

Any invoice raised incorrectly must be cancelled via a credit memo!

Invoices must not be raised for other parts of the University, only for external
customers. Internal sales should be dealt with using the appropriate internal documents.

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AR03 Invoices
Business Process Flow

Sales Invoicing

(Service/Goods delivery)

Provide Services/
Goods to the
Customer

Have Services/
Goods been
supplied

Yes

Create and Post
Invoice

Print Sales Invoice

Send Invoice to
Customer

See Procedures For Receipting and Matching

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10 The Transactions Window

You can use the Transactions window to create sales invoices and credit notes

Here’s a list of the fields on the screen and what they mean:

Transaction
Source The University area from where the invoice originates
Number Generated automatically by the system
Class Whether it is an invoice, credit memo etc
Type Specific department details
Reference For interfaced invoices
Date Generated automatically by the system
GL Date Generated automatically by the system
Currency Defaults in the functional currency i.e. GBP
Document Number Generated automatically by the system
Ship To/Bill To
Name Customer name
Number Customer number
Address Customer address

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11 How to create a new sales invoice using free text
Here’s a step-by-step guide that shows you how to create a sales invoice.

1. Navigate to the Transactions window

2. The ‘Source’ field defaults in according to your user profile

3. The ‘Date’ and ‘GL Date’ fields are populated automatically

WARNING: Do not change these dates!

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AR03 How to create a new sales invoice using free text
4. In the ‘Class’ field, select ‘invoice’ from the list

5. In the ‘Type’ field, select the suitable transaction type from the LOV e.g. tuition
fees invoice. It is important that you choose the correct type, because this drives
what is printed at the top of the invoice i.e. where the invoice originated. Here
you can type in your short code to limit the search results

WARNING: Make sure that you select a ‘type’ preceded by the short code
and asterisk for your area, such as AAS*SS&SO

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AR03 How to create a new sales invoice using free text
7. Click into the flexfield to type in a specific name to send the
invoice to

8. Click into the ‘Bill To’ address block

9. Click into the customer number/name field and type in the customer
number/name or select from the LOV

10. Hit the TAB key to populate the customer details

NOTE: If you hit the ‘Return’ key to complete the ‘Bill to’ address, the

 ‘Lines’ window opens allowing you to enter the details of the
transactions, however, you should close the ‘Lines’ window at this
point

11. If a ‘Ship To’ address is required, type the customer name/number into the
name/number field

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AR03 How to create a new sales invoice using free text
 NOTE: If you require a different address from the default, click onto the
LOV to select an alternative location

12. Click onto the ‘More’ tab and type in the company’s purchase order
number/reference

WARNING: Make sure that you type in the purchase order
number/reference number, as some companies won’t pay
unless the purchase order number/ reference appears on the
invoice

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AR03 How to create a new sales invoice using free text
13. Click into the ‘Special Instructions’ field and either select one from the LOV or
type in your own. Special instructions appear on the invoice

14. Click into the Comments field to add any additional information. These do not
appear on the invoice

15. Click on the ‘Line Items’ button

16. In the line items window, type in the following information:
a. The description
b. The unit of measure
c. The quantity
d. The unit price
e. The tax code

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AR03 How to create a new sales invoice using free text
17. Click on the ‘Distributions’ button to complete the ‘Activity’ and ‘IE’ codes for this
line
a. You will receive a warning message at this point asking you to ‘correct
the revenue assignment’
b. Click OK

18. Click on the GL Account LOV

19. Select the ‘Activity’ from the LOV, or if you know it, type it in

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AR03 How to create a new sales invoice using free text
 NOTE: All income codes begin with the number 1

20. Select the ‘IE’ from the LOV, or type it in

21. The source of funds should be defaulted in

22. Click OK

23. Close the ‘Distributions’ window

24. If there are multiple lines on the invoice, return to step 15 and repeat steps
15-23

25. Save your work – Ctrl+S

26. Once you have populated all lines on the invoice, close the ‘Line Items’ window

27. Click the ‘Complete’ button to complete the invoice – you won’t be able to
change anything on the invoice now unless you click on the ‘Incomplete’ button.

28. To check you have the correct information on your invoice, always do a print
preview before you print

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29. There are only two areas to check on the print preview – they are the customer
details and the line items.

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30. To print the invoice, click on the ‘Actions’ menu and choose ‘print transaction’

WARNING: Once you print your invoice, the ‘Complete’ button disappears!

TIP: If you need to create another invoice, click on the ‘down arrow’
cursor key on your keyboard, you then have a blank screen to create
a new transaction

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12 How to create a sales invoice using standard memo lines

You use standard memo lines to bring in a pre-defined description on an invoice line.
Standard memo lines also default in the unit price and the tax code.

Standard memo lines are useful if you’re often raising invoices with the same basic
description.

 NOTE: When you use standard memo lines, you can still change the
description, unit price and tax code.

To select a standard memo line, click the list of values in the description of the line item.
Type in partial search criteria, or use a %, then select the standard memo line from the
list.

The process is the same as entering a sales invoice using free text except for step 9 –
‘Line Items’

1. Navigate to the Transactions window

2. The ‘Source’ field defaults according to your user profile.

3. In the ‘Class’ field, select ‘invoice’ from the list

4. In the ‘Type’ field, select the suitable transaction type from the LOV e.g. tuition
fees invoice

WARNING: Make sure that you select a ‘type’ preceded by the short code
and asterisk i.e. AAS*SS&SO

5. Click into the ‘Bill To’ address and type in the customer number or select from
the LOV

6. Hit the TAB key to populate the customer details

 NOTE: If you hit the ‘Return’ key to complete the ‘Bill to’ address, the
‘Lines’ window opens allowing you to enter the details of the
transactions

7. Click onto the ‘More’ tab and type in the company’s purchase order number

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AR03 How to create a sales invoice using standard memo lines
WARNING: Make sure that you type in the purchase order number, as
some companies won’t pay unless the purchase order
number/reference appears on the invoice.

8. Click into the ‘Special Instructions’ tab and either select one from the LOV or
type in your own – you can type up to 240 characters

9. Click on the ‘Line Items’ button

10. In the line items window:
a. Click into the description field and select the description from the LOV
b. Click into the quantity field and type in the correct quantity
c. Both the ‘unit price’ and ‘tax code’ are populated automatically

11. Click on the ‘Distributions’ tab to complete the ‘Activity’ and ‘IE’ codes for this
line
a. You will receive a warning message at this point asking you to ‘correct
the revenue assignment’
b. Click OK

12. Click on the GL Account LOV

13. Select the ‘Activity’ from the LOV, or type it in

14. Select the ‘IE’ from the LOV, or type it in

 NOTE: All income codes begin with the number 1

15. The source of funds is defaulted in

16. Click OK

17. Close the ‘Distributions’ window

18. If there are multiple lines on the invoice, return to step 10 and repeat steps
10-17

19. Once you have populated all lines on the invoice, close the ‘Line Items’ window

20. Save your work – Ctrl+S

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AR03 How to create a sales invoice using standard memo lines
21. Click the ‘Complete’ button to complete the invoice – you won’t be able to
change anything on the invoice now unless you click on the ‘Incomplete’ button.
You can only incomplete before the invoice is posted to GL and before you print
the invoice!

22. To check you have the correct information on your invoice, always do a print
preview before you print

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AR03 How to create a sales invoice using standard memo lines
23. To print the invoice, click on the ‘Actions’ menu and choose ‘print transaction’

WARNING: Once you print your invoice, the ‘Complete’ button disappears!

TIP: If you need to create another invoice, click on the ‘down arrow’
cursor key on your keyboard

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AR03 How to create a sales invoice using standard memo lines
13 How to create a VAT only invoice

1. Navigate to the Transactions window

2. The Source is defaulted in

3. Select invoice from the drop down list in the ‘Class’ field

4. Select the correct transaction type from the list of values in the ‘Type’ field

5. In the ‘Bill To’ field, enter the customer name/number into the ‘Name/Number’
field and press the TAB key

6. Click on the ‘More’ tab and type in the purchase order number

7. Click in the ‘Special instructions’ field and either choose a pre-defined special
instruction from the list of values or type in your own

8. Click the ‘Line Items’ button

9. In the description field enter your description

10. Click into the ‘UOM’ field and choose the suitable option from the list of values

11. In the ‘Quantity’ field enter the quantity you are invoicing for

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AR03 How to create a VAT only invoice
12. In the ‘Unit Price’ field enter the price per unit that you are invoicing that would
need the vat on it

13. In the ‘Tax Code’ box click on the list of values and select ‘Standard’

14. Move down to the next line and copy the line above but enter a minus in front of
the quantity and choose Outside the Scope in the vat rate. This will now only
show the VAT amount

15. Click on the distribution button

16. Select the correct ‘Activity’ code

17. Select the correct ‘IE’ code

18. Save your work

19. Close down the distributions screen

20. Close down the lines screen

21. Click the Complete button

TIP: If you need to create another invoice, hit the ‘down arrow’ cursor key
on your keyboard

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AR03 How to create a VAT only invoice
14 Foreign Currency Transactions

The sales invoice currency defaults to GBP

WARNING: H M Revenue & Customs stipulate that all UK raised sales
invoices must be raised in GBP unless there is a contractual
arrangement to invoice in a foreign currency.
ALWAYS ATTACH THE CONTRACT TO THE INVOICE!

When you enter a transaction in a foreign currency:

1. Click the currency field and choose the appropriate currency from the LOV

2. Click into the ‘Transaction’ field and select the ‘Corporate’ option from the
LOV in the ‘rate type’ field

 NOTE: You won’t be able to continue raising the invoice unless you
complete the fields in the Exchange Rate window

3. Continue with the steps from the previous screens, depending on whether
you are using free text or standard memo lines

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15 Creating Copy Transactions
If you need to produce invoices on a regular basis for the same individual/organisation,
you can create a group of invoices that hold similar information i.e. a company hires a
venue every month for a year.

NOTE: You will have to create the original invoice from which to create
 the copies.

1. Navigate to the Copy Transactions window

2. Place the screen into Query mode – F11

3. Click into the ‘Trans Number’ field and type in the Transaction number from the
original invoice

4. Run the query – Ctrl + F11

5. You should now have the transaction details on the screen

6. In the ‘Schedule’ block, select the ‘Rule’ i.e. how frequently you want to create
the invoice

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7. If you choose ‘Days’ type in the number of days gap you wish to have in
between the production of the invoices.

8. In the ‘Number of Times’ field, type in the number of times you want to produce
the invoice i.e. 10 or 12

9. Save your work and the ‘New Transaction’ fields are populated

10. You will have to make a note of the date the transactions need printing, as you
will have to manually complete them and print them.

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16 Printing Transactions

WARNING: Make sure your printer is set-up to print from the Transactions
screen before you print. If you are unsure, create a PDF invoice
the first time

1. Click Actions then Print Transactions to print the transaction

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17 Printing PDF Transactions
You can create PDF versions of invoices

1. Navigate to the Print Documents window

2. Choose ‘Invoice Print (Selected)’

3. Click ‘Open’

4. Click into the ‘Transaction Number Low’ field and type in your invoice number

5. Hit the ‘TAB’ key

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6. Click ‘Ok’

7. Click ‘Submit’

8. When the ‘Decision’ screen appears, click ‘No’

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9. You will now return to the ‘Navigator’ window

10. Click ‘View’ on the Menu bar

11. Choose ‘Requests’

12. In the ‘Find Requests’ window, click ‘Find’

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13. You are then taken to the ‘Requests’ window where you can view the output on
screen

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14. If the ‘Phase’ and ‘Status’ do not yet say ‘Completed’ and ‘Normal’, you need to
‘Refresh Data’ until the process has completed (as shown in the picture above)

15. Once the status says ‘Completed’ ‘Normal’, you can then click ‘View Output’

16. You can now print your invoice, by selecting ‘File’ > ‘Print’ or you can save it

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Part B: Credit Memos

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1 Introduction to Credit Memos
This chapter is designed for a credit memo clerk or manager who is required to raise
credit memos.

This chapter describes how to:

 Create a credit memo

 Authorise a credit memo

 Print credit memos

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2 Credit Memos

You can use credit memos to reduce a portion or the whole amount outstanding on a
particular invoice, for a variety of different reasons. Before you can create a credit
memo, you need to change your responsibility to that of ‘AR Credit Memo Pending Clerk’

There are two different screens that you can create credit memos in. If you use the
credit transactions screen, you automatically apply the credit memo to the original
invoice. However, this screen can’t be used for migrated transactions.
You must use the ‘Transactions’ screen for migrated transactions and once authorised,
apply them to the invoice.

The Credit Transactions window

Credited Transactions Block
Number Is the original invoice number
Source Populated when the invoice number is typed in
Credit Memo Block
Batch The batch number if it was entered as part of a batch
Batch Name The batch name if it was entered as part of a batch
Source Populated automatically
Date The date the credit memo is produced
Number Populated automatically
Reference Any additional details you might wish to add
Reason The reason for crediting the invoice
Type Transaction Type
GL Date Populated automatically
Currency Functional currency

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How to create a credit memo for the full invoice amount

WARNING: DO NOT USE THIS SCREEN FOR MIGRATED TRANSACTIONS!

1. Navigate to the ‘Credit Transactions’ window

2. Type in the invoice number to credit

3. Click ‘Find’

4. In the ‘Reason’ field select a suitable reason from the LOV

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5. In the ‘Credit Transactions’ window click the ‘Credit Balance’ button

6. You will then get a message telling you the whole amount has been credited

7. Save your work

Now, your credit memo needs to be authorised!

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How to create a credit memo for part of the invoice

WARNING: DO NOT USE THIS SCREEN FOR MIGRATED TRANSACTIONS!

1. Navigate to the Credit Transactions window

2. Type in the invoice number to credit

3. Click ‘Find’

4. In the ‘Reason’ field select a suitable reason from the LOV

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5. Click the ‘Credit Lines’ button and a new window opens up

6. Click into the ‘Num’ field and select the line to credit. If there is only one line on
your invoice, only that line would appear

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7. In the ‘Quantity’ field, type in the quantity to credit preceded by a minus (-)
You can change the unit price if you overcharged your customer.

8. Save your work

9. Close the window

Now, your credit memo needs to be authorised

WARNING: If you credit an amount only, it distributes the amount across
all GL codes on multiple line invoices

WARNING: If you need to create a credit memo for a migrated invoice,
you can’t use the ‘Credit Transactions’ window. This is because
the finance code will be wrong, there will be no VAT and the
description will be a load of nonsense. You will have to use the
‘Transactions’ screen and raise a credit memo.

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How to create a credit memo using free text

WARNING: USE THIS SCREEN FOR MIGRATED TRANSACTIONS!

1. Navigate to the Transactions window

2. Select ‘Credit Memo’ from the list in the ‘Class’ field

3. Select the suitable transaction type from the LOV

4. Type in the customer number/name in the ‘Bill To’ section

5. Click on the ‘More’ tab and type in the purchase order number

6. Click into the ‘Special instructions’ field and choose a pre-defined instruction or
type in your own

7. Click on the ‘Reference Information’ tab and select the suitable reason in the
‘Reason’ field

8. Click the ‘Line items’ button

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9. Type in the description in the ‘Description’ field

10. In the ‘Quantity’ field, type in the quantity to credit

 NOTE: Remember to place a minus (-) sign in front of the quantity to be
credited

11. In the ‘Unit Price’ field, type in the price of the goods/service to be credited

12. In the ‘Tax Code’ field, select the suitable tax code

13. Click on the ‘Distributions’ button

14. Choose the correct Activity and IE codes from the LOV

15. Click OK

16. Close the Distributions window

WARNING: Remember to use the same GL codes and IE codes as
originally applied on the account

17. Close the Lines screen

Now, your credit memo needs to be authorised

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How to create a credit memo using standard memo lines

1. Navigate to the Transactions window

2. Select ‘Credit Memo’ from the list in the ‘Class’ field

3. Select the suitable transaction type from the LOV

4. Type in the customer number/name in the ‘Bill To’ section

5. Click on the ‘More’ tab and type in the purchase order number

6. Click into the ‘Special instructions’ field and choose a pre-defined instruction or
type in your own

7. Click on the ‘Reference Information’ tab and select the suitable reason in the
‘Reason’ field

8. Click the ‘Line items’ button

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9. Select the suitable description from the LOV in the ‘Description’ field

10. In the ‘Quantity’ field, type in the quantity to credit

 NOTE: Remember to place a minus (-) sign in front of the quantity to
be credited

11. The unit price and tax code should be automatically populated

12. Click on the ‘Distribution’ button

13. Choose the correct Activity and IE codes from the LOV

WARNING: Remember to use the same GL codes and IE codes as
originally applied on the account

14. Click OK

15. Close the Distributions window

16. Close the Lines screen

Now, your credit memo needs to be authorised

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3 Authorising credit memos
All credit memos must be approved by an authorised signatory. This must not be the
same person who raises the credit memos. Any invoice raised incorrectly must be
cancelled via a credit memo.

1. Use the ‘AR Credit Memo Auth Clerk (UOM)’ responsibility

2. Navigate to the ‘Transactions Summary’ window

3. Query the transaction to complete such as, ‘Number’, ‘Bill To’ customer etc

4. Select the appropriate transaction

5. Click ‘Open’ to open the credit memo first before you approve it, to ensure the
details are correct

6. Remember to check that the ‘Reason’ field has been populated by looking on the
‘Reference Information’ tab

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7. Click ‘Complete’ – completing the credit memo is the same as authorising it!

8. Inform whomever raised it, that the credit memo has now been authorised, so
that it can now be printed off

Note: if you see the message below when trying to authorise a credit memo, it means
that the value is not represented as a negative

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4 Applying Credit Memos
Once you have created your credit memo using the Transactions window and it has
been authorised, you will need to apply it to the invoice.

1. Navigate to the Transactions window

2. Call back the credit memo that you created, using F11

3. Click on ‘Actions’ and choose ‘Applications

4. The ‘Applications’ window now opens

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5. Click on the ‘Apply To’ field and choose which invoice to apply the credit memo
to

6. Save your work

7. Close the window

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5 Attachments

Adding Attachments
You can add information to the transaction in the form of i.e. Word or Excel documents,
which might detail breakdowns of the descriptions on the transaction. Remember, if you
have raised a foreign currency invoice to attach the contract to the invoice

1. Click on the icon

2. The attachments window now opens

3. Click into the ‘Category’ field

4. Type in the % sign to search for available options

a. The shortcut to use is %% which takes you directly to the list of available
options

5. Select ‘Miscellaneous’ from the results list

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6. Click ‘OK’

7. If you wish, type a description of the attachment into the ‘Description’ field

8. In the ‘Data Type’ field, select the suitable option from the following options: file,
long text, short text or web page

a. If you choose either long text or short text you can type the information
into the blank yellow field below the description field

b. If you choose ‘File’ you are redirected to the page below:

9. Click into the ‘File’ field and select ‘Browse’

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10. Navigate to the location of your saved file and select ‘Ok’

11. Close the Web browser

12. Click ‘Yes’ to confirm that the file has uploaded

13. Close the ‘Attachments’ window

14. Once you refresh your screen, you will notice that the icon looks like this:

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Deleting attachments
If you need no longer need the attachment or you attached the incorrect one, you can
delete it.

1. Recall the invoice with the attachment to delete by placing the screen in query
mode – F11

2. Type in the invoice number and run the query – Ctrl + F11

3. Click on the icon

4. The attachments window now opens

5. Select the attachment to delete

6. Click onto the ‘Edit’ menu and choose ‘Delete’

7. Choose to delete the attachment only by clicking on the ‘Attachment’ button

8. Save your work

9. Close the window

10. Once you refresh your screen, you will notice that the icon has reverted to this:

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AR03
6 Folders

You can manipulate folder screens in quite a number of ways including exporting the
data to Excel and sorting your data.

When you see the icon you can manipulate the folder by sorting your fields,
sorting the data in ascending or descending order and exporting the data to Excel.

Manipulating field size
You can manipulate the appearance of your fields by changing the order they appear in
and by increasing or decreasing the field size.

1. Navigate to the folder screen to manipulate e.g. ‘Account Details’

2. Move your mouse to the border of the column to increase or decrease in size,
your cursor will change to a double-headed arrow

3. Move your mouse either left or right to increase or decrease the size of the
column

Moving columns
1. Navigate to the folder screen to manipulate e.g. ‘Account Details’

2. Move your mouse over the column to sort and your cursor should change to a
four-headed arrow

3. Click and drag your column heading to where you wish to move it

4. Release the mouse

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Sorting data
You can only sort your data on the first three columns as highlighted in the screen
below: i.e. you could sort on columns headed ‘Number’, ‘Seq’ and ‘Balance Due’

1. Navigate to the folder screen to manipulate e.g. ‘Account Details’

2. Move your mouse over the column to sort and your cursor should change to a
four-headed arrow

3. Double-click on the column heading and your cursor should change to the egg-
timer

4. Your data is now sorted in ascending or descending order. By double-clicking the
column heading again, the data will be sorted in the reverse order.

Exporting Data

You can export your data to Excel where you have the standard manipulation and
editing tools available.

1. Navigate to the folder screen to manipulate e.g. ‘Account Details’

2. Click on the ‘File’ menu

3. Choose ‘Export’

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4. Choose ‘Open’

5. Your data will now appear in Excel

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7 The Enquiries screens
You also have the AR Enquiries responsibility that allows you to enquire on the majority
of screens within the Oracle application.

Using the Transactions screen

You would use this screen if you were looking for a particular transaction

1. Navigate to the Transactions screen

2. Place the screen in Query mode – hit F11

NOTE: The fields that you can search in turn a purple colour when the
 screen is in query mode If you want to exit out of query mode
without running a query, hit F4

3. Type in your search criteria such as, customer name, customer number, invoice
number etc

 NOTE: Remember to type in the customer number in Title case i.e. capital
letters at the beginning of the first name and surname

4. Hit Ctrl+F11 to return the query results

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Using the Transactions Summary screen

You would use this screen if you were looking for a number of transactions on a
customer’s account. It gives you an overview of the activity on a customer’s account and
from here you can drill down to a particular transaction.

1. Navigate to the Transactions Summary screen

2. Place the screen in Query mode – hit F11

NOTE: The fields that you can search in turn a purple colour when the
 screen is in query mode If you want to exit out of query mode
without running a query, hit F4

3. Type in your search criteria such as, customer name, customer number, invoice
number etc

 NOTE: Remember to type in the customer number in Title case i.e. capital
letters at the beginning of the first name and surname

4. Hit Ctrl+F11 to return the query results

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Using the Receipts screen

You would use this screen when you know the receipt number

1. Navigate to the Receipts screen

2. Place the screen in Query mode – hit F11

NOTE: The fields that you can search in turn a purple colour when the
 screen is in query mode If you want to exit out of query mode
without running a query, hit F4

Type in your search criteria such as, customer name, customer number, invoice number
etc

 NOTE: Remember to type in the customer number in Title case i.e. capital
letters at the beginning of the first name and surname

3. Hit Ctrl+F11 to return the query results

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Using the Receipts Summary screen

You would use this screen if you were looking for a number of receipts on a customer’s
account. It gives you an overview of the activity on a customer’s account and from here
you can drill down to a particular receipt.

1. Navigate to the Receipts Summary screen

2. Place the screen in Query mode – hit F11

 NOTE: The fields that you can search in turn a purple colour when the
screen is in query mode If you want to exit out of query mode
without running a query, hit F4

3. Type in your search criteria such as, customer name, customer number, invoice
number etc

 NOTE: Remember to type in the customer number in Title case i.e. capital
letters at the beginning of the first name and surname

4. Hit Ctrl+F11 to return the query results

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Using the Customer Accounts window

The customer accounts window gives you information about a particular account and
from here you can drill down to individual transactions on the account

1. Navigate to the Customer Accounts window

2. Type in your search criteria, such as customer number or customer name

3. Click ‘Find’

4. The results of your search now appear and you can access further information
about the account by clicking on the buttons below the results

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Using the Account Details screen

When you navigate to the Account Details screen, you can view lots of information
about a customer’s transactions

1. Navigate to the Account Details screen

2. Type in your search criteria such as, the customer name or collector name

3. Click ‘Find’

4. You can now view the results depending on the search criteria you used

5. You can now drill down into each transaction and view more details about it

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8 Document Retention Policy

This document is intended to guide users as to what paper documents they need to
store, where they should be stored, and for how long.

Type of Where kept? How long? Any further comments
document
Keep these if they are available,
Retain until the as they are required to be
Local storage in debt has been produced if legal action is needed
Sales orders
schools/departments fully paid, or the to recover a debt. Reference
contract is ended. them locally by the sales invoice
number generated by the system.
Local storage in
Life of the
schools/departments
Contracts with contract plus the
(high value contracts
customers period of
original paperwork may
obligations
be stored centrally)
Please make sure all information
Sales invoices Not required
on the system is complete.
Signed copies need to
Sales credit note be retained in 2 years
departments
6 years plus
current year, or if
Centrally stored, and a grant or
Remittance advice
also stored locally by contract in
received with
departments who do accordance with
payment
their own banking. the terms and
conditions of that
grant or contract
6 years plus
current year, or if
Centrally stored, and a grant or
This is the paper document
also stored locally by contract in
Bank Giro Credits issued by the bank when
departments who do accordance with
cash/cheques are paid in.
their own banking. the terms and
conditions of that
grant or contract
6 years plus
current year, or if In most cases, the receipt will be
These are manual
a grant or generated electronically by the
receipts given to
Manual (paper) contract in system, and no paper record is
customers to
receipts accordance with needed. This only applies if a
acknowledge receipt of
the terms and paper based receipting system is
cash.
conditions of that in operation.
grant or contract
These are usually only
Source direct
kept centrally, for
debit instructions 6 years
Accommodation office
(for collections)
and SSC

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9 Frequently Asked Questions

Frequently Asked Questions for Raising a Sales Invoice

1. How do I request a new customer account
Search on Oracle to see whether the customer exists. If there is a party number,
make a note of it. Navigate to the Finance website and to this link
http://www.campus.manchester.ac.uk/finance/IO/Sales%20ledger/IOSales.shtml
Complete the ‘Requesting a New Sales Ledger Account’ spreadsheet and fax the
form through to the Income Office. Once the account has been created, the Income
Office will contact you with the details. There is an Oracle SPOT screen which is
available and will soon replace the paper based form. Please contact Janet Davies-
Wild for SPOT to be setup on your machine

2. Can I create an invoice in a foreign currency?
Only if the contract between us and the customer states you can raise foreign
currency invoices. You must attach the contract to the invoice

3. Which transaction type must I use?
You must always use the transaction type for your area and make sure it has an * in
the name

4. How do I select a different ‘Bill To’ address?
Once you have typed in the customer name or number and the details are
populated, click onto the LOV in the ‘Location’ field and select the appropriate
address

5. Why do I need to type in the purchase order number?
Some companies refuse to pay their invoices unless there is a purchase order
number on them. If you don’t have a purchase order number, make sure you fill in
some kind of reference information, such as, a contact name

6. What are standard memo lines?
Standard memo lines are an easy way to input line items. They carry a default
description, unit price and tax code; however, these fields can be edited.

7. What is the ‘Distributions’ button?
The distributions button takes you to the window where you need to populate the GL
account information – the activity and IE codes

8. Why do I need to complete my invoice?
If you don’t complete your invoice it will not post to the GL, you will not be able to
print it and you can’t raise a credit memo against it.

9. How do I know when my invoice is complete?
The ‘Complete’ button changes to say ‘Incomplete’ and there is a tick in the
‘Complete’ check box towards the top of the screen

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10. Why must I ALWAYS preview my invoice before I print it?
If you do not check your invoice before you print it, and you have made an error,
you can’t go back and make the changes. You will have to raise a credit note and
start again, because the ‘Complete’ button disappears completely.

Frequently asked questions about Credit Memos

1. How do I create a credit memo for a migrated transaction?
You will need to use the AR Credit Memo Pend Clerk responsibility and navigate to
the Transactions window. Proceed through this screen completing all mandatory
fields and make sure to complete the reason field on the ‘Reference Information’ tab.
When you are in the ‘Line Items’ screen, make sure the quantity is presented as a
negative

2. What if I need to create a credit memo for an overcharge?
Complete all fields as required and make sure you fill in the ‘Quantity’ field with -1
and in the ‘Unit Price’ field type in the amount you are crediting

3. I have created my credit memo using the ‘Credit Transactions’ screen, but
I can’t create a PDF, why?
When you navigate to the ‘Parameters’ window, ensure that you set the ‘Open
Invoices Only’ field to ‘No.’ If you do not change this field, the document will open
up blank

4. I raised a Credit Memo for a zero amount, now I can’t create another one
using the Credit Transactions screen, why?
You will have to use the Transactions screen to create another credit memo and
then apply it to the invoice

5. When I am authorising a credit memo, I get the following message: ‘The
application violates the creation sign defined for this transaction type.
Please reenter.’ What does it mean?
This means that the amount to be credited is not represented as a negative value.
Place a minus sign in front of the quanitiy you are crediting.

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10 Appendix A – Shortcut and Function Keys

Description Shortcut Key
Clear Field F5
Clear Record F6
Save Ctrl + S
Count Query F12
Delete Record Ctrl + Up
Down Down
Duplicate Field Shift + F5
Duplicate Record Shift + F6
Edit Ctrl + E
Enter Query F11
Run Query Ctrl + F11
Exit F4
Help Ctrl + H
Insert Record Ctrl + Down
List of Values Ctrl + L
Next Block Shift + Page Down
Next Field Tab
Next Record Down
Next Set of Records Shift + F8
Previous Field Shift + Tab
Previous Record Up
Return Return
Scroll Down Page Down
Scroll Up Page Up
Up Up

Menus: File Menu
Command Description
New Creates a new record in the active form
Open Opens the detail screen for the selection
Save Saves any pending changes
Saves any pending changes in the active
Save and Proceed
form and advances to the next record
Export Exports information in your form
Creates an icon in the Documents tab of
Place on Navigator the Navigator which can be used to recall
the active form
Log on as a Different User Allows you to log on to as a different user
Switch Responsibility Allows you to change the responsibility
Print Prints your current window
Close Form Closes all windows of the current form
Exit Oracle Applications Quits Oracle Applications

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Edit Menu
Command Description
Undo Typing Undoes any typing done in a field
Cut Cut
Copy Copy
Paste Paste
Duplicate Record Above Copies all values from the prior record
Duplicate Field Above Copies all the values of the current field
Clear Record Erases the record from the current field
Clear Block Erases all records from the current block
Clear Form Erases any pending changes
Delete Deletes the current record from the database
Select All Selects all records
Deselects all selected records except for the
Deselect All
current record
Displays the Editor window for the current
Edit Field
field
Preferences Change Password Displays the Change Password dialogue box
Preferences Profiles Displays the Profiles window

View Menu
Command Description
Show Navigator Displays the Navigator window
Zoom Invokes custom defined zooms
Find… Displays the Find window
Find All Retrieves all records
Query by Example Enter Opens ‘Enter Query’ mode to enter search
criteria
Query by Example Run Runs the query
Query by Example Cancel Cancels the query
Query by Example Show Last Criteria Recovers the search criteria used in the
previous query
Query by Example Count Matching Records Counts the number of records that would
be retrieved if you ran the current query
Record First Moves the cursor to the first record
Record Last Moves the cursor to the last record
Translations Displays the translations window
Attachments Displays the attachments window
Summary/Detail Switch between the summary and detail
views of a combination block

Tools Menu
May contain up to 15 product-specific entries

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AR03 Appendix A – Shortcut and Function Keys
Window Menu
Command Description
Displays any open windows in a ‘cascaded’
Cascade
fashion
Displays any open windows in a
Tile Horizontally
horizontally ‘tiled’ fashion
Displays any open windows in a vertically
Tile Vertically
‘tiled’ fashion
Displays a list of open windows titles in the
1 (Title of Open Window)
order in which they are stacked

Help Menu
Command Description
Window Help Displays help for the current window
Displays a window that lists all available
Oracle Applications Library
Help text
Displays the current mapping of specific
Keyboard Help
functions and menu options
Displays information about who created
Record History
and updated the current record

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AR03 Appendix A – Shortcut and Function Keys
11 Appendix B - Toolbars

New

Find

Show Navigator

Save

Next Step

Switch Responsibility

Close Form

Cut

Copy

Paste

Clear Record

Delete

Edit Field

Zoom

Translations

Attachments

Folder Options

Window Help

% Wildcard used in searching

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AR03 Appendix B - Toolbars
12 Appendix C - Running a Discoverer Report

Reports in Oracle are linked to responsibilities

Select the responsibility AR Receivables Clerk

NOTE: The following screen shots are to show you how to run a report.
 The screens you’ll see when logged on as an AR Receivables
Clerk will show different reports, but the steps are still the same

1. To run a report, click the Discoverer Viewer option. A list of available reports will be
shown

2. Click on the report name to open the report

3. Select the worksheet you wish to run

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AR03 Appendix C - Running a Discoverer Report
4. Click on Run Query to view the data

5. Enter the Required Parameters

6. Click on Apply Parameters to run the query

7. The Report Data is Shown

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AR03 Appendix C - Running a Discoverer Report
13 Appendix D - Printing and Exporting Discoverer Reports

Once a Discoverer report has been run, the output can be printed or exported

NOTE: The following screen shots are to show you how to run a report.
 The screens you’ll see when logged on as a PO Purchasing Unit
User (UOM) will show different reports, but the steps are still the
same.

Printing Discoverer Reports

1. At the top of the screen, select the Printer Friendly Version

2. Use the Print option in the browser to print

 The report will now have been printed!

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AR03 Appendix D - Printing and Exporting Discoverer Reports
Exporting Discoverer Reports

1. At the top of the screen, select Export data

2. Select the format of the data to be exported, from the drop down list

3. Select Save at the file download

Selecting Open will open the file in another browser, not the application (i.e. excel) that is
associated with the file type

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AR03 Appendix D - Printing and Exporting Discoverer Reports
14 Appendix E - Money Laundering

Care should be taken to guard against the misuse of University transactions for money
laundering. This occurs when circular or disguised transactions take place to allow illegally
gained funds to be laundered through a legitimate business to disguise their origin. Possible
signs of money laundering include:
 A person or company makes a large cash payment to the University but fails to provide
proper evidence to confirm their identity and address.

 A person or company doing business with the University lacks proper paperwork. Examples
may include: invoices that exclude VAT, fail to quote a VAT number or invoices issued by a
limited company that lack the company’s registered office and number. Such information can
be verified on the Companies House website, www.companies-house.gov.uk

 A person or company attempts to engage in circular transactions, where a payment to the
University is followed by an attempt to gain a refund from the University’s accounts. This may
occur where a student pays a significant sum in fees and then withdraws and seeks a refund.

 Unusual or unexpected large payments are made into the University’s accounts.

Please note that the list above is not exclusive, and money laundering takes many forms.
The University must comply at all times with the Proceeds of Crime Act (2002) and any other
regulations on suspected money laundering. Should staff have cause to suspect that any
transaction with the University may be a cover for such activity, they must inform the Director of
Finance without delay. Money laundering is defined as ‘Any transaction which involves handling
the proceeds of crime.’

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AR03 Appendix E - Money Laundering