ES FINANCIALS
User Training
ACCOUNTS RECEIVABLE
PARTICIPANT GUIDE Date: 14/05/2012
Contents
Exercise 1 - Add a new Customer ...3
Exercise 2 - Add an Invoice ...9
Exercise 3 – Approve an Invoice ...19
Exercise 4 – Print an Invoice for Immediate Dispatch ...21
Exercise 5 – Copy an Invoice ...27
Exercise 6 – Reprint an Invoice ...31
Accounting Entries for Accounts Receivable ...36
Available Reports ...37
Available Inquiries ...38
Exercise 1 - Add a new Customer
Step 1 Before Adding a New Customer, Do a “search” to see if the customer already exists.
Navigate to:
Customers, Review Customer Information, Address – Find an Existing Value Enter the following:
SetID = ANUID
Name 1: Contains John (Example)
Click: Expected
Results:
Note:
All Customers that contain the word “John” in their name display, enter additional search criteria to assist with identifying if the customer already exists for example, Telephone, Statue or Postal Code.
If the customer already exists, please contact [email protected] to have the details changed/addresses added if required.
Step 2 The Customer does not exist and a new customer needs to be created Navigate to:
Customers, Customer Information, General Information – Add a New Value
SetID: ANUID
Customer No.: NEXT (leave default of NEXT)
Click: Expected
Step 3 Enter the customer information on the General Info Page.
Enter Customer information as follows:
Name 1: John Smith
Short Name: (This will populate but can be changed)
Level: Regular
Type: Commercial (change if different from the default) Date Added: Default current date
Since: Default current date Currency Code: AUD
Rate Type: CRRNT
Support Team Code: ANU
Default: Checked
. Expected
Step 4 Scroll down to Address Locations on the General Info tab
Enter the Address details:
Location: 1 (Accept Default)
Description: Main
Country: AUS
Address 1: 1 Short Street
City: Canberra
Postal: 2617
State: ACT
Note: The default country is AUS, if another country is selected the available fields will change to reflect the address format of the country selected Expected
Step 6
Click: to save the Customer. Expected
Results:
A new customer is created and ready to be approved by Financial Operations. Note: Please send an email to [email protected], advising customer
number and that the new customer is ready for approval. Step 5
To add Telephone details select hyperlink within the Address Details section.
Enter the following: Prefix: 061 Phone: 6125 8777 Ext: 58777 Fax: 6125 8779
Click to return to the General Info Page. Expected
F&BS Tips & Techniques
Customer Create Form
The above procedure is used to create new customers however the “preferred option” is to use the customer create form. Once the form is submitted, Financial Operations is notified that a customer needs to be added, checked and approved. The link to the form is below:
https://apollo.anu.edu.au/apollo/default.asp?pid=4756&script=true
Exercise 2 - Add an Invoice
Scenario: You have received an order for 5 copies of a publication. You need to create an invoice and send it to the company.
Step 1 Navigate to:
Billing, Maintain Bills, Standard Billing – Add a New Value
Enter or select the following:
Business Unit: F&BS (will default) Bill Type Identifier: SD
Customer: 10004
Click: Expected
Results: Note:
The Bill Entry page is displayed.
Your business unit should default but it can be changed.
Leave invoice as NEXT – DO NOT CHANGE THIS, the next available invoice number will be allocated when the invoice is saved.
Source can be selected if you require the invoice to display contact information for your Business Unit eg. Bill Inquiry Phone
If Type, Source and Customer are entered on this page the information will default to the invoice pages.
Step 2 Review the Header Info 1 details
Accept the defaulted information.
Navigate to the Address Info page by selecting Next in the Page Series.
Expected Results: Note:
The Header Info 1 page is displayed.
The Page Series buttons navigate to a pre-defined series of pages, which require review or input to create an invoice.
You can change the currency for which the invoice is raised by clicking on the hyperlink
Step 3 Review the address information details
Navigate to the Line – Info 1 page by selecting Next in the Page Series.
Expected Results: Note:
Correct Address Information. Line - Info 1 page is displayed.
Step 4 Enter the invoice line information.
Enter or select the following: Description: Sale of Publication Quantity: 5
UOM: EA
Unit Price: 40.00 (GST Exclusive)
Navigate to the Line – Vat Info page by selecting Next in the Page Series.
Expected Results: Note:
The Line – Info 1 page is displayed and line details entered.
Gross Extended Amount will not be calculated until the page is refreshed or the invoice is saved.
Step 5 Review VAT Information details
Review the information.
Navigate to the Acctg – Revenue Distribution page by selecting Next in the Page Series.
Expected Results: Note:
The Line – Vat Info page is displayed.
If you need to change the VAT method for this invoice from the default, which is set on the customer, you will need to select
and change the VAT Code; the two available values are GST or ZER (GST free supplies).
Step 6 Enter the invoice accounting distribution information (Chartfields).
Enter or select the following: Account: 9325
Fund: R
Department: 41510
Navigate to the Header - Note page by selecting Next in the Page Series.
Expected
Step 7 Enter a header note if required.
Navigate to the Line - Note page by selecting Next in the Page Series.
Expected
Step 8 Enter line notes, if required.
Navigate Header –Info1 - Note page by selecting Next in the Page Series.
Expected
Step 9 Set the Status of the invoice to Pending Approval.
Enter or select the following: Status: PND
Click: to save the invoice. Expected
Results: Save the invoice and record the invoice number_______________. The invoice is ready for approval.
Step 10 This step is “not mandatory” but if you would like to know the total of the invoice (Including GST) then click on the hyperlink. When the page
below opens click on .
Click: to save the GST Calculation. Click on Hyperlink if you wish to return to the Invoice. The GST will now be shown on the Line – Info 1 tab.
Expected Results:
Exercise 3 – Approve an Invoice
Scenario: The invoice created in the previous exercise is ready for approval. The delegated officer in your business unit would do approval.
Step 1 Navigate to:
Billing, Maintain Bills, Standard Billing – Find an Existing Value
Enter or select the following: Business Unit: F&BS
Bill Status: Pending Approval Select the invoice created in exercise 2. Expected
Step 2 Check the details of the invoice and if correct approve the invoice. To navigate through the pages use Next in the Page Series.
Enter or select the following: Status: RDY
Click: to save the invoice. Expected
Results: The invoice is approved (status = RDY) and is now ready to be picked up by finalisation and print process, which are scheduled to run nightly.
Exercise 4 – Print an Invoice for Immediate Dispatch
Step 1 Navigate to:Billing, Generate Invoices, Non-Consolidated, Finalize and Print Invoices - Add A New Value
Enter or select the following: Run Control ID: BI_PRINT
Click: Expected
Results: Note:
The process submission panel displays.
For subsequent reports, select .
Search for an existing Run Control.
Step 2 Set up run control parameters.
Enter or select the following:
Range Selection: Invoice ID
Starting Invoice No: <Enter your Invoice number from Exercise 2>
Click: to bring up the process scheduler request page. Expected
Results: Note:
Correct data entry.
The Ending invoice number field defaults to the same as the Starting invoice number when you tab out of the field.
You can use the Date Bill Added option. This is useful if you have
created a number of invoices for that day. If you use this option make sure that you have entered the Business Unit and that no other users in your Business Unit are creating invoices otherwise you will Finalize and Print their invoices.
Step 3 Run the Finalize and Print process.
Select or enter the following:
Report Description: Finalize and Print
Run Type: (None)
Run Format: (None)
Click: to submit the process. Expected
Step 4 Open the Process Monitor via the hyperlink to view the progress of the process. Refresh the page until you have a Run Status of success.
Refresh the screen. Expected
Results: Note:
Job runs to success.
Ensure that the process runs to Success before submitting another Job with the same Run Control ID.
Step 5 Navigate back to Finalize and Print. Open the Report Manager from the
hyperlink , or alternatively via the hyperlink within the Page Header.
Click on the hyperlink to open your report. It will be named BIIVCPN_xxxxxx.PDF.
Step 6 Alternatively, you can submit the report with direct output to your printer.
Click on the Finalize and Print hyperlink to expand the multi process job.
Enter or select the following for the step BIIVCPN Print Portrait Invoices:
Type: Printer
Format: HP
Output Destination : \\printer\t******
Click: to return to the Process Scheduler page
Click: to run the process and return to the Finalize and Print page Expected
Results: Note:
Finalize and Print process is submitted
If you don‟t know your ESP printer ID, contact your Local IT Support.
Step 7 Open the Process Monitor via the hyperlink to view the progress of the report process. Refresh the page until you have a Run Status of success.
Expected
Results: Report runs to success. Report has successfully printed.
Exercise 5 – Copy an Invoice
Scenario: You can copy a previously created invoice, which has similar details. Step 1 Navigate to:
Billing, Maintain Bills, Copy Single Bill, Find an Existing Value
Enter or select the following:
Business Unit: <Select any business unit> Invoice Id: <Select any invoice id> Click: to select an invoice Expected
Step 2 The Copy Single Bill page is displayed.
Select: Copy Bill.
Click: Expected
Results: The selected invoice is copied.
Step 3 A new invoice number is displayed in the Copy Bill field.
Navigate to the new invoice by selecting the hyperlink. This will take you to the Header – Info 1 page.
Expected
Step 4 Enter or select the following: Customer: <Select any customer>
A warning message displays.
Click:
A VAT defaults message displays
Click: Expected
Step 5 (For the purpose of this exercise we will assume that all other details are identical)
Enter or select the following: Status: PND
Click: to save the invoice. Expected
Results: Invoice saves and is ready for approval.
Exercise 6 – Reprint an Invoice
Scenario: A customer calls and requests that you resend an invoice. The invoice should include the word “Reprint” on the invoice.
Step 1 Navigate to:
Billing, Generate Invoices, Non-Consolidated, Reprint Invoices - Add a New Value
Enter the following:
Run Control Id: BI_REPRINT
Click: Expected
Results: Note:
The process submission page is displayed.
For subsequent reports, select .
Step 2 Enter the run control parameters.
Enter or select the following: Range Selection: Invoice ID
From Invoice: < refer instructor > Expected
Results:
Correct data entry. To Invoice field defaults to the same as From Invoice number.
Step 3 Select the Print Options tab.
Check the following fields:
Use Current Effective Address
Custom Label
Enter the word „REPRINT‟ in the field next to Custom Label. Expected
Results: Correct data entry.
Step 4 Navigate back to the Reprint Invoices page.
Click: to bring up the process scheduler request page. Expected
Step 5 Run the Print Portrait Invoices process.
Select or enter the following:
Report Description: Reprint Invoices
Run Type: (None)
Run Format: (None)
Click:
Expected
Results: The Print Portrait Invoices process is started.
Step 6 Open the Process Monitor via the hyperlink to view the progress of the process. Refresh the page until you have a Run Status of success.
Refresh the page until you have a Run Status of success. Expected Job runs to success.
Step 7 Open the Report Manager from the hyperlink in the Header Click on the hyperlink to open your report. It will be named
BIIVCPN_xxxxxx.PDF.
You can print your invoice from Acrobat Viewer. Expected
Results:
Invoice can be viewed and printed.
Accounting Entries for Accounts Receivable
Each time an invoice is raised, funds are credited to the ChartField Combination specified on the Acctg – Rev Distribution Page at the Invoice line level.
A corresponding debit is also processed to the AR Control Account, 1770, using the same Fund, Department and Project combinations on the invoice lines. This accounting treatment ensures individual areas are not incorrectly stating their financial position wihilst invoices are still outstanding.
Once the invoice is paid a credit is applied to the 1770 Account to properly reflect the payment of the invoice.
Available Reports
Billing
Billing reports can be found by navigating to: Generate Invoices – Reports
Invoice Register
This report lists all invoices which have been finalised and printed. It is useful to keep track of which invoices have been raised by your Business Unit.
*****
Accounts Receivables
Accounts Receivables reports can be found by navigating to: Receivables Analysis – Receivables Reports
Outstanding Invoices
Run this report to identify all outstanding invoices for a Business Unit or a particular ChartField combination.
Available Inquiries
Billing
Billing inquiries can be found by navigating to:
Billing – Review Billing Information
Details
Review detailed information for a selected bill.
Summary
Review bill summary information and calculate taxes.
Review Entries by Invoice
View Accounting Entries for a selected bill. *****
Accounts Receivables – Customer Accounts
Accounts Receivables Customer inquiries can be found by navigating to:
Accounts Receivable – Customer Accounts – Item Information
Item List
List items and allow the user to specify and execute extended search criteria for the following:
Item Information
Item Accounting Entries
Item Activity from a Document
Item Activity from a Payment
Item Activity
Item Status
From this inquiry you can determine if an Invoice has been paid, which Business Unit it was originally created under and information about payments that have been processed including Credit Notes or Maintenance Worksheets.
View/Update Item Details
Using Item List Inquiry to determine if an Invoice has been paid
Navigation
Accounts Receivable – Customer Accounts – Item Information – Item List
Update the Status to All (defaults to Open) and ensure Business Unit = ANUGL
Click on the tab and enter the Invoice Number into the Item ID field and click
Note: if you do not know the Invoice Number but rather the Customer ID then enter this in the Customer field before clicking Search. You can also restrict the invoices by Accounting Date (which is equivalent to Invoice Date) by scrolling down to the Dates section and entering a range of Accounting Dates.
After clicking Search, the Item List page will appear
The Invoice Number is listed under Item. A bubble icon like the one in this image indicates a customer conversation has been added against a particular invoice.
This Invoice 370718 has been fully paid as the Status is Closed, if it had not been fully paid, the status would be Open.
On the tab the Billing Business Unit is displayed, for this invoice it is SCNC
To view the activities (such as payments) against an item click on the item number to view item details.
The Item Activity Details Display
This item shows 2 item activities, the generating of the original Invoice (Sequence 1, Entry Type = INV) and the payment of the Invoice (Sequence 2, Entry Type = PY).
You can also see the receipt number for the payment, in Sequence 2 Payment ID Entry Types that may display in the Item Activities include:
INV The generation of the Invoice PY A Payment against the Invoice CRD A Credit Note against the Invoice
MNT Any Maintenance against the invoice (by F&BS Accounts Receivable)
You may need to click on View All to see all Item Activities as only 2 will default when you first come into the Page.
Accounts Receivables – Customer Information
Accounts Receivables Customer inquiries can be found by navigating to:
Accounts Receivable – Customer Accounts – Customer Information
Customer Activity
View a chronological history of transaction activity for a customer
Enter the following: SetID: ANUID Unit: ANUGL Customer: 1040
Acctg Date From: 1/5/2011 Acctg Date To: 1/8/2011 Click on
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Accounts Receivables - Payments
Accounts Receivables Payments enquiry can be found by navigating to:
Accounts Receivable – Payments - Review Payments
Payment Status
Review a summary for a particular payment. *****
