Oracle Finance and Reporting RG Inquiry...AR Inquiry & Reporting Oracle Finance Training (BOE)...

UK SBS Training Services Team

BEIS Oracle Estate (BOE) Finance Training AR Inquiry & Reporting Reference Guide

AR Inquiry & Reporting

Oracle Finance Training (BOE)

Reference Guide

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Contents

1 AR - The end To end Accounts Receivable Process ....................................................... 1

1.1 Overview of the 4 Main Stages ......................................................................................... 1

2 AR - Customer Management .............................................................................................. 3

2.1 Customer Inquiry .............................................................................................................. 3

2.2 Customer Inquiry - Step by Step Guide ............................................................................. 4

3 Invoice Generation ............................................................................................................. 8

3.1 Invoice Inquiry – Step by Step Guide ................................................................................ 9

4 Receipt of Payment .......................................................................................................... 14

4.1 Matching Sales Receipts (Income) .................................................................................. 15

4.2 Receipt (Payment) Inquiry - Step by Step Guide ............................................................. 18

5 Credit Management .......................................................................................................... 23

5.1 Introduction ..................................................................................................................... 23

5.1.1 Debt Write Off .......................................................................................................... 24

5.1.2 Invoice Cancellation ................................................................................................. 25

5.1.3 Credit Memos .......................................................................................................... 25

5.2 Credit Memo Inquiry – Step by Step Guide ..................................................................... 26

6 The Open AR Invoices Report ......................................................................................... 31

6.1 Step-by-Step Guide & Report Parameters ...................................................................... 31

6.2 Default Report Output Columns ...................................................................................... 36

Version Control

Version Created Author Comments

1.2 Dec-2018 D. Rees Annual Review



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Legend

These recognised abbreviations tell you what action to take in the practical exercises. They will not appear as options on the Oracle system, but are our instructions to you:

(N) – Navigate

(T) – Tab

(ST) – Sub Tab

Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system.

Learning Note:

This is to draw your attention to useful additional information that you may find interesting.

Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system.



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1 AR - The end To end Accounts Receivable Process 1.1 Overview of the 4 Main Stages

Customer Management

It is imperative that you ensure that the customer data held within Oracle is accurately maintained. This will involve the creation of new customers and amending current customer details. This is an important step of the Accounts Receivable process as without correct details held on the Oracle database then customers cannot be billed for any completed work or service.

Invoice Generation

UK Shared Business Services (UK SBS) carries out customer invoicing on behalf of your organisation. Your role is to complete the AR1 Form and attach it to a Service Request to be dealt with by the UK SBS AR team.

Action Note: It is important that the AR1 Form is submitted to UK SBS at the time the work has been completed for a customer.

Learning Note:

When the invoice is raised on Oracle the Income Accrual is generated automatically by the system and is posted against your budget.



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Receipt of Payment

UK SBS deal with all payments to your organisation, whether made electronically or by cheque.

The UK SBS AR Team will then match the received payment to the relevant invoice on Oracle.

Learning Note:

If a payment is received and UK SBS cannot match it to an invoice they will request the issue of an AR5 form from the relevant directorate. The directorate will then need to complete the form so that the received funds can be applied to the appropriate budget stream or as a Miscellaneous Receipt.

Action Note: You are responsible for monitoring all payments that are due; the Accounts Receivable Payment Reports will assist you in your customer invoice/payment management.

Credit Management

Credit Management within Accounts Receivable is performed by each directorate; you will need to monitor any debt owed by your customers. UK SBS perform certain tasks, for example the processing of Dunning Letters and the review and chasing of old debt on behalf of your organisation.

Caution Note: You should take care when dealing with Invoice Cancellation or an Invoice Write Off. Where it is apparent that the debt will never be recovered the Write Off process should be followed as opposed to pretending that the debt never existed.



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2 AR - Customer Management

Review Customer

request form for completeness

Create or amend

customer record in AR

UK SBS Responsibilities

Retained Finance ResponsibilitiesChecks if customer

details exist in AR

Request a new or amendment

to customer record

Complete the Customer

Create/Change form

Verify Customer /

Site does not exist in AR

2.1 Customer Inquiry Oracle users need to ensure that customer data is accurately maintained. This involves the creation of new customers and amending current customer details. This is important, as customers cannot be billed for any work unless their details are correct on the system.

Within Oracle each customer record contains:

Header level which stores the customer name and their unique identifying customer number

Site level which stores information such as the address together with the directorate which uses the site.

When checking customer site details on Oracle it is important for users to check whether a site has been set up for their directorate. If not, an AR7 form must be completed and attached to a Service Request using iSupport.

If the details are there but the information is incorrect then an AR8 form must be completed and attached to a Service Request using iSupport.

Customer records are defined using 3 hierarchy levels:

Header Level

Account Level

Site Level

Learning Note:

The customer accounts and sites are maintained by the UK SBS Accounts Receivable team.



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2.2 Customer Inquiry - Step by Step Guide To check whether a customer is set up on Oracle and whether a particular directorate is associated with it:

1. Responsibility - YOUR ORGANISATION AR View Only

2. (N) - Customers > Quick

3. Click in the Customer Name field and enter the name of the customer whose details need to be retrieved

Learning Note:

Use the wild card ‘%’ to help in searching for a customer(s) matching the search criteria as the name of the customer may not be as you are expecting

4. Enter the following search criteria:

Field Value

Customer ROLLS%



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5. Select the button to retrieve the customers matching the search criteria

6. Select the radio button of the customer to be interrogated to display the Accounts information

7. Select the Customer Name link (e.g. Registry ID - 30249) to view the details of the customer:

8. The following sub-tabs display the information held at the Customer Header level:

o sub-tab displays the customer’s account(s) details - See step 7 to review the Customer Site details

o Sub-tab contains the Customers Organisation Information, Industrial Classifications, Tax and Financial Information, Credit Profile and Limits and Currency. The values for most of the fields default from the assigned Customer Profile class

o sub-tab displays the customer contact details

o use the Party Relationship sub-tab of the Customer Overview page to view relationships among existing customers (parties), using predefined relationship types and roles

o sub-tab displays the customer’s tax details

o Select the tab



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9. To interrogate a Customer Site details select the details icon against the relevant Account record:

10. The following sub-tabs display the information held at the Customer Account level:

o Sub-tab lists all the sites associated with the selected Customer Account

o tab displays the setup information relating to payment terms & running profiles etc.

Learning Note:

The profile class here is set to Default. This means that the payment term is 30 days with running periods at 30, 60 & 90 days overdue.

o sub-tab displays the currency rates and limits for the Customer Site

o sub-tab displays Receipt Methods, Payment Instructions (Credit Cards, Bank Account Transfer)



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o sub-tab displays the Account Contact details

o use the Party Relationship sub-tab of the Customer Account page to view relationships among existing customers (parties), using predefined relationship types and roles

o use the Order Management sub-tab of the Account Overview page to view order management information, such as price list, freight terms, and warehouse, for existing accounts

o use the Late Charges sub-tab of the Account Overview page to view the late charge profiles of existing accounts

o sub-tab to view any documentation attached to the Customer Account record

11. If a required Operating Unit is not displayed against a Site, an AR7/AR8 form must be completed and attached to a Service Request using iSupport

12. Select the link at the top of the screen to return to the Oracle Applications Home Page



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3 Invoice Generation UK SBS carries out customer invoicing. You need to complete an AR1 form, attach it to a Service Request using iSupport, in order for an invoice to be entered on the system. When the invoice is raised on Oracle the accrual is generated.

Once the AR1 form has been processed by UK SBS, the details of the invoice can be viewed on Oracle.

Accounts Receivable lets you view detailed or summary information about your invoices, credit memos, debit memos, and commitments that have outstanding balances.

Caution Note: If you require a copy of the Invoice that is sent to the Customer then you will need to specify this within the Service Request to generate the invoice.

To request a Sales Invoice complete an AR1 form and submit for processing at UK SBS via iSupport, as demonstrated in Chapter 7.



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3.1 Invoice Inquiry – Step by Step Guide 1. Responsibility - YOUR ORGANISATION AR View Only

2. (N) Transactions > Transactions Summary

3. Invoices can be retrieved using Query by Example.

4. Press the F11 key on the keyboard to enter Query mode.

5. Enter the required Customer in the Bill To Customer field, for example Rolls%

6. Select the appropriate Class, for Customer Invoices select Invoice

7. In the Date field, enter the required date, for example enter %NOV-2018

Learning Note:

Query by Example is case sensitive; fields have to be entered exactly as they are set up in Accounts Receivable.



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8. Execute the Query by pressing Ctrl + F11, this will bring up a list of invoices that match your search criteria:

9. Select the appropriate Invoice (for example the 3rd record) and click on

10. The Transactions (BIS Operating Unit : GBP) screen is displayed:



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11. To find the name and contact details of the person who requested the invoice to be created click on the field as highlighted below:

12. Click to exit

13. In the Balance Due section of the form

14. Click on , if any partial receipts have been received you will be able to see them here:



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15. Close the screen down

16. Click on , the description of the line is held in the Description field

17. To view the accounting for a selected line click on the button



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18. Click in the GL Account field and select the icon to display the full description of the account

19. Close the GSSC GL Accounting Flexfield screen

20. Close all forms to return to the Navigator screen



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4 Receipt of Payment Standard payments made by cheque are normally sent to UK SBS who also deal with any payments received electronically, there is no need for a member of staff to fill in an AR5 form, for this unless the receipt cannot be matched to an invoice.

Action Note: Any customer receipts that a member of staff receive should be sent to the following address:

UK Shared Business Services Ltd

Concept House,

Cardiff Road,

Newport,

South Wales

NP10 8QQ

The name of the organisation that has received this payment and the invoice number the cheque applies to, should be sent to UK SBS.

If a customer makes contact and wishes to make a cheque payment but is uncertain who to make it payable to, it will be the Entity you are a member of e.g. BEIS, DIT etc.

UK SBS will request a receipt AR5 form from the relevant directorate if they cannot match a payment to an invoice.

An AR5 form also needs to be completed when a Customer has no outstanding invoices in Accounts Receivable.

Staff managing payments for their Operating Unit need to monitor all payments made and any which are overdue.



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4.1 Matching Sales Receipts (Income)

Customer pays for

Departmental service

UKSBS receives payment details

UK SBS enters receipts

in Accounts Receivable

UK SBS applies

receipts to invoice


Learning Note:

If the receipt matches the invoice UK SBS applies the receipt to the invoice.

Your organisation is not involved in the process.

Overview

There is a need to ensure that all payments made to your organisation are fully recorded and accounted for in the appropriate ledger. Most of the income due will have been recorded in Oracle using the transaction facility which allows all relevant details relating to the income to be entered, ledgers updated to reflect the income earned and payments received in respect of the invoice to be recorded.

However there will also be Miscellaneous Receipts where no invoice will be raised, this includes bank interest. The retained team will instruct if a payment is to be treated as a miscellaneous receipt.



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Recording Receipts

When a payment is made in respect of an invoice the customer will normally quote the invoice or transaction number to which the payment relates. Once the payment clears the bank the receipt details may be entered and the receipt allocated against the correct invoice.

Learning Note:

For Postal Receipts via Cheque, the receipt is keyed into Oracle on the date the Cheque is received. The Cheques are banked once a week.

Methods of Payment

Payments may be received into UK SBS by a number of means:

By post (either direct from the customer or forwarded by the retained team)

By bank transfer (paid direct into the bank account by the customer by BACS, CHAPS or by Bank Giro Credit)

By card (via the internet)

By post

Customers may pay direct to UK SBS. Payments will usually be made by cheque (if cash or postal orders are remitted these will be accepted).

Retained teams may forward payments they receive to UK SBS. In this case payments will be accompanied by a form detailing the payment and its purpose originating from the retained teams.

Into the bank

Many customers will make payment direct into the bank usually by BACS.

Most customers will send a remittance advice providing details of what has been paid to enable the Accounts Receivable (AR) team to enter the details of the receipt and allocate it against the correct invoice.

Where retained teams pay direct into a bank account they must send a breakdown of the paying in slip so that all individual transactions may be identified and recorded.

Receipts will be either reconciled (because they have been already recorded in Oracle and can be matched to the entry on the bank statement) or un-reconciled.

Receipts will be un-reconciled because:

The receipt has been recorded in Oracle but cannot be auto reconciled because the receipt number does not agree to that shown on the bank statement

The receipt has not been entered onto Oracle.

If the receipt has been recorded on Oracle but the receipt number is not the same as that shown on the bank statement, UK SBS will manually reconcile the entry.



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If the receipt has not been entered on Oracle the AR team will enter the details, ensuring that the receipt number is the same as that shown on the bank statement to allow the auto reconciliation program to match the receipt to the bank statement.

Miscellaneous Receipts

An unidentified receipt is one where it does not relate to an invoice or the invoice cannot be identified within Accounts Receivable

Not all receipts relate to an invoice. This is because the customer does not require an invoice to pay e.g. bank interest.

The department should instruct the AR Team to treat a receipt as Miscellaneous income. The instruction (A9 Form) must include:

Details of accounting string (s) and associated amount

Details of tax treatment

Customer (optional)

Comments (optional)



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4.2 Receipt (Payment) Inquiry - Step by Step Guide 1. Responsibility - YOUR ORGANISATION AR View Only

2. (N) Receipts > Receipts Summary

3. The Receipts Summary screen is displayed:

4. Click on the Find (torch) Icon



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5. The Find Receipts screen is displayed:

6. Enter the relevant search criteria, for example enter following information:

Field Value

Operating Unit BIS Operating Unit

Receipt Dates 01-OCT-2018 - 30-NOV-2018

Customer Name Airbus

Customer Number 4789

7. Click on the button



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8. A list of all the receipts that match the search criteria are displayed:

9. Select the appropriate record and click on the button

10. The Receipts screen is displayed:



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Learning Note:

The Receipts screen displays the Receipt Method, Receipt Number, Receipt Amount, Receipt Date, GL Date, Applied Amount, Customer & Customer Bank Details.


12. The Receipt History screen is displayed:

Learning Note:

The Receipt History screen displays the historical header receipt information.

13. Close the Receipt History screen to return to the Receipts screen




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15. The Applications screen is displayed:

Learning Note:

The applications screen details the Invoice that the receipt was applied to.




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5 Credit Management 5.1 Introduction

Perform queries and run aging debt report for

aging debt

Decide if Credit / Adjustment is

required

UK SBS raise Credit /

Adjustment Form

‘Line’ approves Credit /

Adjustment Form

Finance approves Credit/

Adjustment Form

UK SBS Responsibilities Retained Responsibilities

UK SBS Review Credit /

Adjustment Form for completeness

UK SBS enter the Credit /

Adjustment in AR


Credit Management within Accounts Receivable is performed by the appropriate directorate who monitor their own debt.

UK SBS perform certain tasks, for example processing dunning letters (reminder letters), and review and chase up old debt on behalf of your organisation.

If a customer has not paid against an invoice the customer enters the buckets of aging cycle. UK SBS run a report and issue dunning letters on behalf of your organisation to customers, on a daily basis. Two are sent out, the first after 30 days from payment due date, which is polite and reminding them of payment they should have made. The second is after 90 days from payment due date and threatens legal action.



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5.1.1 Debt Write Off

If the debt is chased up, and it seems as though it cannot be reclaimed, AR10 form should be completed and submitted attached to a Service Request via iSupport requesting the debt write off.

Learning Note:

The whole invoice can be written off, or partially written by requesting adjustments to an individual line(s).

Formal guidelines state that debt should be written off when:

All or part of the invoice becomes irrecoverable

Management units must have audit trails showing they have attempted to recover the debt

By using the write off process, instead of the invoice cancellation process, the amount of debt that has been written off, can be recorded with the appropriate supporting reason

Action Note: Only Finance can approve the write off of a debt.

Therefore AR10 forms will only be processed if sent from the finance team.

UK SBS have the authority to write off:

Bank Charges up to the value of £20.00

Bad Debts up to the value of £2.50



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5.1.2 Invoice Cancellation

Cancellation of invoices can and do occur when:

The Invoice was raised in error

The wrong customer was invoiced

The amount constitutes overcharging the customer

The AR3 form must be completed and submitted attached to a Service Request via iSupport to request an invoice cancellation.

Learning Note:

The whole invoice can be cancelled, or partially cancelled by requesting adjustments to an individual line(s).

Action Note: Only Finance can approve the cancellation of an invoice.

Therefore AR3 forms will only be processed if sent from the finance team.

5.1.3 Credit Memos

Credit memos are raised when:

The customer was over-charged

The customer did not obtain the service paid for and does not require a cash refund

Credit Memo requests are approved by the Group Finance Team or appropriate figure who holds that responsibility and delegated authority.

Credit Memo requests which do not meet the approval criteria should be returned to the credit memo originator.

Learning Note:

Customers can however be offered a credit memo for the amount of money they have been overcharged or have overpaid if they do not require a refund for the amount. The credit memo can then be taken into consideration for any further work that is done for that customer.

Credit Memos are requested using the AR3 form.



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5.2 Credit Memo Inquiry – Step by Step Guide 1. Responsibility - YOUR ORGANISATION AR View Only

2. (N) Transactions > Transactions Summary

3. Credit Memos can be retrieved using Query by Example.

4. Press the F11 key on the keyboard to enter Query mode.

5. Enter the required Customer in the Bill To Customer field, for example Dep%

6. Select the appropriate Class, for Credit Memos select Credit Memo

7. In the Date field, enter the required date, for example enter %NOV-2018

Learning Note:

Query by Example is case sensitive; fields have to be entered exactly as they are set up in Accounts Receivable.



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8. Execute the Query by pressing Ctrl + F11, this will bring up a list of credit memos that are based on your search criteria:

9. Select the appropriate Credit Memo and click

10. The Transactions (BIS Operating Unit : GBP) screen is displayed:



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11. To find the name and contact details of the person who requested the credit memo to be created click on the button as highlighted below:

12. Click the button to exit

13. In the Balance Due section of the form

14. Click on , if any partial receipts have been received you will be able to see them here:



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15. Close the screen down

16. Click on the button. The description of the line is held in the Description field

17. To view the accounting for a selected line select the button



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18. Click in the GL Account field and select the icon to display the full description of the account




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6 The Open AR Invoices Report The AR Open Invoices Report allows users to interrogate open Customer Invoices that have been raised to a specific/range of chart of Account values.

• It also allows users to search for raised invoices with a particular Customer and/or a specific Invoice Number.

6.1 Step-by-Step Guide & Report Parameters 1. Responsibility Your Organisation OBIEE Reports AR

2. Click on the Dashboards tab:

3. A list of reports under various section headings is displayed:

Learning Note:

The reports listed under Financials are standard generic OBIEE reports.

The exception to this is the Custom Dashboard Index.

The Custom Dashboard Index is a folder containing a suite of reports that have been specifically written to meet the needs of UK SBS’ clients



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4. Select the Custom Dashboard Index link under Financials, a screen to show the available reports is displayed:

Learning Note:

The page is organised into relevant sections, for example General Ledger, Accounts Payable and Accounts Receivable

The reports relating to that section are listed underneath.

5. Click the open link next to the report that you wish to run, for example the Open AR Invoices Report



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6. The Report Parameters screen is displayed together with the Report Data determined by the default parameter settings:

Learning Note:

A sample report based on the default parameters contained in the Dashboard enables you to see an example of the selected report contents.

Caution Note: Data is updated overnight to the OBIEE function. When you run a report it will reflect the previous days position, it is not a real time function.

Action Note: You can change the parameters shown on the report by using the drop down arrows. You can alter the parameters as often as you like however, the changes are not saved so next time you go back to the report it will show the standard defaulted parameters.



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7. You can now set the required parameters for your report by clicking the drop down arrows next to each segment and selecting the required criteria from the displayed lists

Caution Note: Dashboard parameters prefixed with an asterisk * are mandatory fields and must be completed to enable the report to run.

Leaving a Parameter field blank will return all values.

Learning Note:

If the data elements in a drop-down list and preceded by a tick box allows the selection of multiple values for the parameter.

8. Select the required report parameters, for example:

Parameter Description Mandatory? Value Fiscal Year The Accounting year No 2018

Fiscal Period The Accounting period No 8

Group The Accounting Group No Leave Blank

Directorate The Directorate of the invoices to be interrogated

No Leave Blank

Cost Centre Select the Cost Centre Code(s) No 102048

Analysis Code Select the Analysis Code(s) No Leave Blank

Programme Code Select the Programme Code(s) No Leave Blank

NAC Select the Account Code(s) No Leave Blank

Customer Number Select the Customer(s) Numbers No Leave Blank

Invoice Number Select The Invoice Number(s) No Leave Blank

9. Once you are happy with the selected parameters click the Apply button



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10. The Report is displayed under the parameter headings:

Action Note: With all OBIEE Dashboards you can customise the output view. See Chapter 9.3 for more details.

11. If you want to print or export the report to Excel click on the Page Option icon and select the required function form the displayed list:

12. An Export link is also available at the bottom of the page

Options Description

Printable PDF Prints in PDF Format

Printable HTML Prints in Browser Format

Export Current Page Exports the Current Page

Export Entire Dashboard Exports the Entire Report

Options Description

PDF Exports report to a PDF File

Excel Export the report to Excel 2003 or 2007+

PowerPoint Export the report to PowerPoint 2003 or 2007+



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Action Note: If you are going to be using a set of parameters regularly you can save the customization. See Chapter 9.4 for more details.

You can also add reports to your favourites using the Favourites tab on the toolbar at the top of the screen. See Chapter 9.5 for more details.

6.2 Default Report Output Columns The following table illustrates the default columns on the Open AR Invoices report:

Column Header Description Cost Centre Cost Centre Code that the Invoice has been applied to

NAC Account Code that the Invoice has been applied to

Programme Code Programme Code that the Invoice has been applied to

Analysis Code Analysis 1 Code that the Invoice has been applied to

Invoice Number The automated Invoice Number generated by the AR module

Due Date Date Invoice was due to be Paid

Customer Number Number of the Customer the Invoice was raised for

Customer Name Name of the Customer the Invoice was raised for

Invoice Requestor Name of member of staff who requested the Invoice to be raised

Invoice Value The Total Amount of the Invoice

Amount Paid The Total Amount Paid by the Customer

Amount Outstanding The Total Amount of the Invoice that still has to be Paid

Tax Type The Tax Jurisdiction

Description The Description on the Invoice

Oracle Finance and Reporting RG Inquiry...AR Inquiry & Reporting Oracle Finance Training (BOE)...

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