Receivables – User Manual Version 20.0
ORACLE ACCOUNTS RECEIVABLE – USER MANUAL Implementation of Management Information System (MIS) Including Financial Management System (FMS) ICAR Version No.: 20.0 Prepared by IBM Project Team
INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE (INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI – 110 012 www.iasri.res.in 2013
Receivables – User Manual Version 20.0
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DOCUMENT RELEASE NOTICE Receivables – User Manual Document Version no: 20.0 Release no: All Releases
Date of Release
:
14th October 2014
Client
:
Indian Council of Agricultural Research
Project
:
FMS & MIS Implementation
Author
:
Sneha Yadav
Reviewer
:
Anil Sharma
Approved by
:
Control Assurance by
Date: Date:
:
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Date:
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REVISION HISTORY Document No.:
Document Title: Receivables– User Manual Document
Version No.
Issue Date
Change Details
Owner
1.0
19th July 2013
No Previous Document
Sneha
10.0
14th October 2014
Reviewed Version 1.0 and made applicable changes
Sneha
20.0
23th May 2015
Reviewed Version 10.0 and changed the URL for the Instance. (Page 9)
Sneha
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Approved By
Remarks
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DISTRIBUTION Copy No.
Name
Location
1
Sh Devendra Kumar, Dir(Finance)
ICAR HQ
2
Ms Rashmi R. Rao, Dy. Director(F)
ICAR HQ
3
Sh. Radhey Sham, Comptroller, IARI, New Delhi
New Delhi
4
Sh SK Pathak, Dy. Director(F)
ICAR HQ
5
Ms. Sunita Arya, Sr. F&AO. ICAR Hq.
ICAR HQ
6
Dr. Alka Arora, Sr. Scientist, IASRI
IASRI, New Delhi
7
Dr. Sudeep Marwaha, Sr.Scientist, Co-PI Project, IASRI
IASRI, New Delhi
8
Dr. Shashi Dahiya, Scientist, Co-PI Project, IASRI
IASRI, New Delhi
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Table of Contents INTRODUCTION ...........................................................................................................................................................ERROR! BOOKMARK NOT DEFINED. ABOUT THIS DOCUMENT............................................................................................................................................................................................................ 6 1.1 LOGGING INTO ORACLE APPLICATIONS .................................................................................................................................................................... 10 1. 2(A) CREATION OF RECEIVABLE INVOICE AND STANDARD RECEIPT .................................................................................................................. 8-13 1.2(B) RUNNING ICAR AR INVOICE PRINT REPORT ................................................................................................................................................... 14-19 1.2(C) CREATION OF RECEIPT AGAINST THE TRANSACTION ................................................................................................................................. 20-24 1.3(A) CREATION OF RECEIPTS FOR DIRECT CASH RECEIPT
..………………………………………………………………………………………….25-29
1.3(B) RUNNING TREASURY RECEIPT 5 FOR THE RECEIPT ...................................................................................................................................... 30-36 1.4 CREATION OF RECEIPT FOR PROJECTS ............................................................................................................................................................... 37-42 1.5 RECEIPT OF PENALTY IN CASE OF EMPLOYEE ADVANCES .............................................................................................................................. 43-49 1.6 RUNNING VARIOUS REPORTS IN RECEIVABLES ................................................................................................................................................. 50-58
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Introduction About this document This document covers the above mentioned contents of the following module: Accounts Receivables The document has been developed by the IBM Team based on the inputs from the ICAR Team.
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Important Keyboard shortcut Function/Purpose Enter into query mode Query with partial information Execute query Close/Exit screen Invoke List of Values Insert duplicate field Insert duplicate record
Keyboard Shortcut F11 Prefix or suffix with % CTRL + F11 F4 CTRL + L SHIFT +F5 SHIFT +F6
To query the form: 1. For query, first press F11. 2. Give partial information on screen like partial receipt number and prefix or suffix with %. 3. Execute the query by pressing CTRL and F11. List of Value (LOV) LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require excessive scrolling. Search within LOV list 1. 2. 3. 4.
Click on the LOV icon. The list of LOV is displayed. If short list then scroll and select the required value. Press OK. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and suffix is also used where the subsequent word(s) of the total value is used for query. 5. Then click Find button. 6. This displays a shortened list of values that will match the query submitted. 7. Select the value desired and click OK. The original text entry screen is populated.
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1.1 Logging into Oracle Applications Navigation
Open the link for the Oracle Instance http://icarerp.iasri.res.in/
Enter the Username and password as provided (individual user name/password to be used). Password need to be changed on first time login.
Screenshot
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1. 2(a) Creation of Receivable Invoice and Standard Receipt Description
Revenue in ICAR and its institutes will be recorded and accounted by adopting either of the following methods depending upon the type of revenue/income o
Direct Miscellaneous Receipt – This will normally cater to sales transactions done on cash basis over the counter / auction or to 1 time customers on cash.
o
Receivable Invoice and Standard Receipt – This will normally cater to sales transactions done on credit basis to regular customers. - Revenue will be recognized on Accrual Basis and Transaction will be captured in Oracle system using Receivables Invoices and application of Standard Receipt to the invoice.
Method adopted for recording of revenue/income depends on the nature of income (Eg Sale of Farm Produce, Consultancy Services etc) and also on the policy governing the income/revenue type
DDO creates ‘Receivable Invoice’ in the name of the customer in case invoice is required to be raised
Standard Receipt created in the system will be applied against the Invoice to record receipt of payment.
Miscellaneous Receipt along with appropriate Receivable activity will be created by DDO on receiving cash / draft / bank deposit slip for cash sales.
Some example of ‘Revenue/Income Type ‘ (Illustrative List not exhaustive) o
Sale of Farm Produce-Miscellaneous Receipt (Dedicated Receivable Activity)
o
Sale of Fish & Poultry- Miscellaneous Receipt (Dedicated Receivable Activity)
o
Analytical and Testing fee- Miscellaneous Receipt (Dedicated Receivable Activity)
o
Receipts from Services rendered- Miscellaneous Receipt (Dedicated Receivable Activity)
o
Income from Consultancy- Receivable Invoice need to be raised (Dedicated Transaction Type)
o
Income from Rent (Eg IRCTC for Canteen) -Receivable Invoice needs to be raised (Dedicated Transaction Type)
o
Interest & Dividend Income- Manual Journal directly in General Ledger
o
Guest House Income- Miscellaneous Receipt (Dedicated Receivable Activity)
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Navigation
IARI receivables DDO Responsibility-Transactions
Screenshot
Click on Transaction
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Screenshot
Click on the source tab and it will get filled
Once you click on Transaction, the Transaction form opens
Source: Click on Source tab, it will get automatically filled with the name Manual Others
Date: The Date and GL Date will be default current date. You can modify it on your own as well.
Class: In class, select the type as Invoice.
Type: Enter the type of revenue generation activity.
Bill to: Enter the name of the customer. Once you select the name of the customer all the information on the form will get defaulted.The payment term and the due date will get generated from the system.
Payment details: You may enter the receipt method in this field. You can modify the date
Select the relevant Type of Transaction
Enter the name of the customer. The rest of the information will get filled. automatically
Click on Line Items
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Screenshot
Once you click on Line Items, the Lines screen will open.
Enter the description of the item sold alongwith its quantity and amount.
Enter the Description
Enter the unit of measurement and quantity
Enter the unit price and the amount will get filled
Click on Distributions
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Screenshot
Once you click on distribution, the distribution screen opens
You can view the accounting information for the same there
After viewing the information press Ctrl+S(save). The system will generate a transaction number. Account for sale of dairy products
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Screenshot A transaction number will get generated
Click on Complete
The transaction will get saved and the transaction number will get generated.
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1.2(b) Running ICAR AR Invoice Print Report Process Overview
This report will show the Invoice Print that has been created.
Navigation
Go to the Receivables Responsibity
Click on View
Screenshot
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Click on Submit a New Request
Click on Single Request
Click on Ok
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Screenshot
Select the Report Name
Enter the Parameter
Click on ok
Enter the Name of the Report
Enter the Customer Name and the Invoice number which is a mandatory parameter
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Screenshot
Once you click on OK,the following screen opens.
Click on Submit.
The system will ask you if you want to run another request.
Click on No
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Screenshot
Click on View output to view the output of your report.
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Screenshot of Output
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1.2(c) Creation of Receipt against the Transaction Navigation
With respect to the transaction created above, a receipt will be created in the system once the money is received.
If the receipt is made in cash, then the receipt shall be created by DDO. However if the amount is received by cheque, then the receipt transaction shall be done by Audit and Accounts Section.
IARI receivables DDO Responsibility/IARI receivables Audit & Accounts-> Receipts
Click on receipts
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Screenshot
Receipt Method: Click on the Receipt Method. It will get filled automatically
Receipt Number:Enter the cheque or the Receipt Number
Receipt Amount: Enter the receipt amount
Type: Enter the receipt type as standard as it is backed by an invoice
Detail: Select the Transaction Number. Rest of the details will get filed about the customer
Click on Apply
Select the transaction number
Click on Apply
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Screenshot
Once you click on Apply, the followings screen opens.
It will show the invoice against which the receipt is to be applied.
Review the Invoice number and the amount details.
Press Ctrl+S
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Screenshot
The amount of receipt will now appear in applied field as you have applied it against the transaction.
This way the receipt transaction will be made Applied amount shows the receipt amount
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Screenshot
Once you save the transaction, you can see that the invoice has been applied against the receipt.
The amount comes in applied field
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1.3(a) Creation of Direct Cash Receipts Process Overview
Navigation
o
Direct Miscellaneous Receipt – This will normally cater to sales transactions done on cash basis over the counter / auction or to 1 time customers on cash.
o
The Cash Receipts shall be handled by DDO
IARI Receivables DDO Responsibility- >Receipt
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Screenshot
Click on the Receipt Method. It will get filled automatically
Enter the Receipt number and the receipt amount
Enter the Receipt Amount
Enter the Receipt Date
Change the Receipt Type to miscellaneous
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Screenshot
Once you change the type to Miscellaneous, a warning message will appear.
Click on Ok
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Screenshot
Enter the name of the person from whom the receipt is made
Select the Nature of Receipt
Click on Distributions to view the accounting code
Click on Save Icon
Click on save
Enter the name of the Person from whom amount is received
Enter the nature of receipt
Click on distributions to see account code
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Screenshot
You can view the account code for the receipt you created by clicking on Distributions
The account code will appear for the receipt and the description will show the name of the account code.
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1.3(b) Running Treasury Receipt 5 For the Receipt Navigation
IARI Receivables DDO Responsibilty- >View-> Request
Screenshot
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Screenshot
Click on Submit a New Request.
Click on Single Request.
Click on Ok
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Enter the name of the report “ ICAR Treasury Receipt(TR5) Report”
Enter the parameters as Customer name for whom the receipt is created and the date of receipt
Click on Ok
Click on Submit
Fill the parameters: Receipt Date, Payer Name and the receipt number
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Screenshot
Once you click on submit, the request id will get generated
Click on No
Click on NO
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Screenshot
Once you click on NO, the find screen opens
Click on Find
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Screenshot
Click on View Output to view the output of your report
Click on View Output
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1.4 Creation of Receipt for Projects Process overview
Navigation
This covers the process for accounting for the receipts done for projects.
Since the receipts for projects shall be received through cheques, it will be accounted by the Audit and Accounts Section in the system
IARI receivables Audit & Accounts-> Receipts
Screenshot
Click on Receipts
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Screenshot
Receipt Method: Click on Receipt Method. It will get filled automatically.
Receipt Number: Enter the receipt number
Receipt amount: Enter the receipt amount
Receipt Date: Enter the receipt date and the GL date will get filled automatically.
Enter the receipt amount and change the receipt type to miscellaneous
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Screenshot
Enter the Nature of Receipt for Projects
Click on the DFF as shown in the image below.
Click on this small box known as DFF
Enter the Nature of receipt as Project Receipts
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Once you click on the DFF, a small window called receipt information will open
Click on ok and another window Context Value shall open.
Select the receipt type as Project Receipt.
Screenshot
Project Receipt Click on Ok
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Screenshot
Once you have selected the method as Project Receipt, then Enter the Project Number
Click on OK
Select the project number from the list of values
Click on OK
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Screenshot
Now click on Save to save the receipt.
You can save by clicking on the save button or Ctrl+S
Click on Save
System will generate a message.
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1.5 Receipt of Penalty in case of Employee Advances Process Description Overview
Navigation
In case of Advances Given to employees, if there is any unspent amount out of the advance given, penalty shall be levied on the employee.
The penalty shall be calculated at the rate of 10.7% from the date the advance was given till the date the unspent amount is recovered.
IARI Receivables DDO Responsibility->Receipts
Screenshot
Click on Receipts
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Screenshot
The Receipts Form shall open
Click on receipt method and it will automatically fill the receipt method
Enter the Receipt Number
Enter the amount of penalty.Penalty amount can be ascertained by running ICAR Employee Objection Penalty Report from payables responsibilty
Select the receipt type as miscelleneous
Enter the receipt date
Click on the DFF as shown
Click on Employee
Enter the Employee Name
Enter the Advance Bill Number against which the advance was given to the employee.
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Click on Receipt method. Enter the Receipt Number and the amount
Enter the date of receipt
Click on this field. This is known as DFF
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Screenshot
Once you click on the DFF, the receipt information box will open. Click on the List of Value
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Screenshot
Once you click on List of values, select employee.
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Screenshot
Enter the Employee name from whom the penalty amount is being recovered
Select the advance bill number against which the advance was given Click on Ok
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Screenshot
Once all the information has been entered, review the form
Click on Save
Click on Save
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1.6 Running Various Reports in Receivables Description
There are various reports which can be run through receivables module.
Screenshot
Go to the Receivables Responsibity.
Click on View.
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Screenshot
Click on Submit a New Request.
Click on Single Request.
Click on OK.
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Screenshot
Select the Report Name
Enter the Parameters.
Click on OK.
Enter the report name to be run
Enter the parameter for the report.
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Screenshot
Click on Submit
Click on Submit
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Once you click on Submit, the request id will get generated.
System will ask if you want to submit another request.
Click on No.
System will take you to find window.
Click on No
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Screenshot
Click on Find
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Screenshot
Click on View Output
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Output
1. ICAR AR Invoice Print Report: This report will show the invoice for the particular customer. AR Invoice print report
2. ICAR Employee Objection Penalty Report: This will show the epanlty amount on the unspent advance amount given to employee. The parameters shall be the unspent amount received date. Penalty
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3. ICAR Receipt Register: This report will list all the receipts made. The Parameters shall be the dates during which you want to view the register. Receipt Register
4. ICAR Treasury Receipt(TR5) Report: This will be receipt given to the person paying money to the instiutes. TR 5
5. ICAR Subsidiary Cash Book: Subsidiary Cash Book is maintained by DDOs for all cash receipts.This report will the summarised information of all the receipts made alongwith the voucher number, the person from the receipt is made.This report can be run for any period by entering the same in the parameters.
6. ICAR Main Cash Book: It is maintained by Audit and Accounts which is mainly for Bank Transactions. This Report will show a summary of all the bank transactions.
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