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Receivables – User Manual Version 10.0


ORACLE ACCOUNTS RECEIVABLE – USER MANUAL

Implementation of Management Information System (MIS)Including Financial Management System (FMS)

ICARVersion No.: 10.0

Prepared byIBM Project Team

INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)

LIBRARY AVENUE, PUSA, NEW DELHI – 110 012www.iasri.res.in

2013


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Receivables – User Manual Version 10.0 2 of 59

DOCUMENT RELEASE NOTICE

Receivables – User Manual Document

Version no: 10.0

Release no: All Releases

Date of Release : 14 th October 2014

Client : Indian Council of Agricultural Research

Project : FMS & MIS Implementation

Author : Sneha Yadav

Reviewer : Anil Sharma Date:

Approved by : Date:

Control Assurance by : Date:


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REVISION HISTORY

Document No.: Document Title: Receivables– User Manual Document

VersionNo.

Issue Date Change Details Owner Approved By Remarks

1.0 19 th July 2013 No Previous Document

10.0 14 th October2014

Reviewed Document


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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 Delhi4 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, NewDelhi

7 Dr. Sudeep Marwaha, Sr.Scientist, Co-PI Project, IASRI IASRI, NewDelhi

8 Dr. Shashi Dahiya, Scientist, Co-PI Project, IASRI IASRI, NewDelhi


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Table of Contents INTRODUCTION ........................................................................................................................................................... ERROR! BOOKMARK NOT DEFINED.

ABOUT THIS DOCUMENT ............................................................................................................................................................................................................ 6 1.1 LOGGING INTO ORACLE APPLICATIONS ...................................................................................................................................................................... 9

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 Keyboard ShortcutEnter into query mode F11Query with partial information Prefix or suffix with %Execute query CTRL + F11Close/Exit screen F4Invoke List of Values CTRL + LInsert duplicate field SHIFT +F5Insert duplicate record 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 beassigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in adrop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon.2. The list of LOV is displayed.3. If short list then scroll and select the required value. Press OK.4. 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://fms.iasri.res.in:8005 Enter the Username and password as provided (individual user name/password to be used). Password need to be changed onfirst time login .

Screenshot


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1. 2(a) Creation of Receivable Invoice and Standard ReceiptDescription • 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 toregular customers. - Revenue will be recognized on Accrual Basis and Transaction will be captured in Oracle systemusing 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 onTransaction


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Screenshot • 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.Click on the sourcetab and it will getfilled You can

modify the date

Enter the name of thecustomer. The rest of theinformation will get filled.

Click on LineItems

Select the relevantType of Transaction


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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 theDescription

Enter the unit ofmeasurement andquantity

Enter the unitprice and theamount will

et filled

Click onDistributions


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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 forsale of dairyproducts


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Screenshot

• Click on Complete• The transaction will get saved and the transaction number will get generated.

A transactionnumber will getgenerated


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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 theName of theReport

Enter the Customer Nameand the Invoice numberwhich is a mandatoryparameter


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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 ofOutput


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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 onreceipts


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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

Appliedamount showsthe receiptamount


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Screenshot • Once you save the transaction, you can see that the invoice has been applied against the receipt.

The amount comesin applied field


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1.3(a) Creation of Direct Cash Receipts

Process Overview 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

Navigation • 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

Enter the name of thePerson from whomamount is received

Enter the natureof receipt

Click ondistributions to see

account code

Click onsave


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Screenshot • You can view the account code for the receipt you created by clicking on Distributions

The account code willappear for the receipt andthe description will show thename 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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Screenshot • 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, PayerName and the receiptnumber


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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 ViewOutput


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Screenshot

R i bl U M l V i 10 0


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1.4 Creation of Receipt for Projects

Process overview • 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 systemNavigation • IARI receivables Audit & Accounts-> Receipts

Screenshot

Click onReceipts

Receivables User Manual Version 10 0


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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 receipttype to miscellaneous

Receivables – User Manual Version 10 0


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Receivables User Manual Version 10.0


Screenshot • Enter the Nature of Receipt for Projects•

Click on the DFF as shown in the image below.

Enter the Natureof receipt asProject Receipts

Click on this smallbox known as DFF



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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

Click on Ok

Project Receipt



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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 numberfrom the list of values

Click onOK



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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

System willgenerate amessage.

Click on Save



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1.5 Receipt of Penalty in case of Employee Advances

ProcessDescriptionOverview

• In case of Advances Given to employees, if there is any unspent amount out of the advance given, penalty shall belevied 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 unspentamount is recovered.

Navigation • IARI Receivables DDO Responsibility-> Receipts

Screenshot

Click onReceipts



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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 Receiptmethod. Enter the

Receipt Numberand the amount

Enter the dateof receipt

Click on thisfield. This isknown as DFF



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Screenshot

Once you click on theDFF, the receipt

information box will open.Click on the List of Value



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Screenshot

Once you click onList of values, selectemployee.



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Screenshot

Enter the Employeename from whom thepenalty amount isbeing recovered

Select the advancebill number againstwhich the advancewas 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 reportname to be run

Enter the parameterfor the report.



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Screenshot • Click on Submit

Click onSubmit



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Screenshot • 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 ViewOutput



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Output

1. ICAR AR Invoice Print Report: This report will show the invoice for the particular customer.

AR Invoice printreport

2. ICAR Employee Objection Penalty Report: This will show the epanlty amount on the unspent advance amount given toemployee. 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 wantto 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.Thisreport can be run for any period by entering the same in the parameters.

Cash book

6. ICAR Main Cash Book: It is maintained by Audit and Accounts which is mainly for Bank Transactions. This Report will showa summary of all the bank transactions.

main cash

Documents

TM_ACCOUNTSRECEIVABLE.pdf