ES FINANCIALS User Training ACCOUNTS RECEIVABLE PARTICIPANT GUIDE Date: 14/05/2012 Page 1 of 43
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 Course exercises will not cover all options for processing, but will cover the main ones. Page 2 of 43
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) Note: Click: 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 debtors@anu.edu.au to have the details changed/addresses added if required. Page 3 of 43
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: Customer No.: ANUID NEXT (leave default of NEXT) Click: Customer Add screen displays. Page 4 of 43
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. Correct data entry. Page 5 of 43
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 Correct Data Entry Page 6 of 43
Step 5 To add Telephone details select hyperlink Address Details section. within the Enter the following: Prefix: 061 Phone: 6125 8777 Ext: 58777 Fax: 6125 8779 Step 6 Click Correct Data Entry to return to the General Info Page. Click: to save the Customer. A new customer is created and ready to be approved by Financial Operations. Note: Please send an email to debtors@anu.edu.au, advising customer number and that the new customer is ready for approval. Page 7 of 43
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 End of Exercise Page 8 of 43
Exercise 2 - Add an Invoice Scenario: Step 1 You have received an order for 5 copies of a publication. You need to create an invoice and send it to the company. 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: The Bill Entry page is displayed. Note: 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. Page 9 of 43
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. The Header Info 1 page is displayed. Note: 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 Page 10 of 43
Step 3 Review the address information details Navigate to the Line Info 1 page by selecting Next in the Page Series. Correct Address Information. Line - Info 1 page is displayed. Note: You can enter Attention To details if required. Page 11 of 43
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. The Line Info 1 page is displayed and line details entered. Note: Gross Extended Amount will not be calculated until the page is refreshed or the invoice is saved. Page 12 of 43
Step 5 Review VAT Information details Review the information. Navigate to the Acctg Revenue Distribution page by selecting Next in the Page Series. The Line Vat Info page is displayed. Note: 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). Page 13 of 43
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. The Acctg Rev Distribution page is displayed. Page 14 of 43
Step 7 Enter a header note if required. Navigate to the Line - Note page by selecting Next in the Page Series. The Header Note page is displayed. Page 15 of 43
Step 8 Enter line notes, if required. Navigate Header Info1 - Note page by selecting Next in the Page Series. The Line Note page is displayed. Page 16 of 43
Step 9 Set the Status of the invoice to Pending Approval. Enter or select the following: Status: PND Click: to save the invoice. Save the invoice and record the invoice number. The invoice is ready for approval. Page 17 of 43
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. GST is calculated Note: End of Exercise If this step is not used and GST is applicable, the GST will not appear in the summary until the invoice is finalised, the GST will be automatically calculated and added to the exclusive amount on the printed invoice. Page 18 of 43
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: Bill Status: F&BS Pending Approval Select the invoice created in exercise 2. Invoices waiting to be approved in the Business Unit selected are displayed. Page 19 of 43
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. 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. End of Exercise Page 20 of 43
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: Note: The process submission panel displays. For subsequent reports, select. Search for an existing Run Control. Select your run control from the search list. Page 21 of 43
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. Correct data entry. Note: 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. Page 22 of 43
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. Finalize and Print process submitted. Page 23 of 43
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. Job runs to success. Note: 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. You can print your invoice from Acrobat Viewer. Invoice can be viewed and printed. Page 24 of 43
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 Note: Click: to run the process and return to the Finalize and Print page Finalize and Print process is submitted If you don t know your ESP printer ID, contact your Local IT Support. Output destination must be defined in the form \\printer\es printer ID Page 25 of 43
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. Report runs to success. Report has successfully printed. End of Exercise Page 26 of 43
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: Invoice Id: Click: <Select any business unit> <Select any invoice id> to select an invoice A dialog box displays. Page 27 of 43
Step 2 The Copy Single Bill page is displayed. Select: Copy Bill. Click: Step 3 The selected invoice is copied. A new invoice number is displayed in the Copy Bill field. Navigate to the new invoice by selecting the This will take you to the Header Info 1 page. hyperlink. The Header Info 1 page opens and the new invoice is displayed. Page 28 of 43
Step 4 Enter or select the following: Customer: <Select any customer> A warning message displays. Click: A VAT defaults message displays Click: A new customer is selected for the copied invoice. Page 29 of 43
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. Invoice saves and is ready for approval. End of Exercise Page 30 of 43
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: Note: The process submission page is displayed. For subsequent reports, select. Search for an existing Run Control. Select your run control from the search list. Page 31 of 43
Step 2 Enter the run control parameters. Enter or select the following: Range Selection: Invoice ID From Invoice: < refer instructor > Correct data entry. To Invoice field defaults to the same as From Invoice number. Page 32 of 43
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. Correct data entry. Step 4 Navigate back to the Reprint Invoices page. Click: to bring up the process scheduler request page. Correct data entry. Page 33 of 43
Step 5 Run the Print Portrait Invoices process. Select or enter the following: Report Description: Reprint Invoices Run Type: (None) Run Format: (None) Click: 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. Note: Job runs to success. Ensure that the process runs to Success before submitting another Job with the same Run Control ID. Page 34 of 43
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. Invoice can be viewed and printed. End of Exercise Page 35 of 43
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. Page 36 of 43
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. ***** Page 37 of 43
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 View Item Detail information Item Activity From a Payment Review a list of the items posted against a payment Item Activity Summary Review a single-line summary for each item-related activity e.g. Invoice, Payment, Write Off Page 38 of 43
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. Page 39 of 43
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. Page 40 of 43
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 PY CRD MNT The generation of the Invoice A Payment against the Invoice A Credit Note against the Invoice 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. ***** Page 41 of 43
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 Acctg Date is usually the invoice date. Each Tab displays the Acctg Date and Item ID (this is the invoice number). The other useful information in this enquiry are as follows: Tab Activity 1 Activity 2 Activity 3 Activity 4 Info it Displays Entry Type, Entry Amount and Entry Currency. Customer Number Payment ID (receipt number) Billing Unit Page 42 of 43
***** 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. ***** Page 43 of 43