Using WIC Templatesimss-website.s3.amazonaws.com/Training Guides/WIC... · entered using the LOV) on the WIC Template form. It is, therefore, possible to create a WIC Template with

Copyright © California Institute of Technology, 2002. All rights reserved.

Web Internal Charges Chapter 10 Effective 08/09/02 Page 1 of 15

Using WIC Templates Chapter 10



WIC Template Overview

The WIC Template is a new feature available in the Oracle 11i Internal Charges Responsibility. The use of this function is most effective for Service Organizations that every month enter WICs with multiple lines, and whose Credit Service Organization and Debit Charging Organization information remains the same with the exception of changes to the applicable dates and amounts charged.

Once a WIC Template has been created and saved it may be used to create new WICs. Information on the Template itself can be changed and/or may be deleted altogether.

The Credit and Debit information appearing on a WIC Template does not appear as charges against the Credit Service Organization or the Debit Charging Organization accounts until a new WIC created from the Template has been submitted. Once the New WIC has been submitted and Oracle has been updated (generally on a nightly basis) these charges may be viewed in Oracle Grants Accounting, Webster and Discoverer.

A cautionary note when creating a New WIC Template form: the only POETA validation that occurs using this new function is when the List of Values is used to enter the Project, Task, Award, Service Organization and Expenditure type. Unlike the normal WIC form, which goes through an automatic validation process once the Applied Changes, Add New Line , or Submit Order action buttons are selected, NO fields are validated (with the exception of those fields entered using the LOV) on the WIC Template form. It is, therefore, possible to create a WIC Template with incorrect data. However, validation of a New WIC created from a WIC Template does occur when a use attempts to submit it.

The use of the WIC Template to create a new WIC will also increase the possibility of inadvertently creating duplicate WICs. When creating a WIC, a User must query the WIC Template and then select New WIC, at which point a new WIC with a system generated number will appear containing all of the information that had been entered in the Template. If the user automatically submits the WIC without making changes, these charges will be duplicated in Oracle if they had been previously submitted in a prior month.



Accessing the Using WIC Templates Form

1. Enter User Name and Password and select Connect.

2. Select the hyperlink.

3. Select the hyperlink.

A new WIC Template window will appear.





Creating a New WIC Template

As with the New WIC form, the New WIC Template form is divided into two sections; the Credit Service Organization and the Debit Charging Organization.

Credit Service Organization Section

This section is used for the Caltech Service Centers to document the credit PTA associated with the goods/services provided. It represents the revenue/recuperative account information necessary to properly transfer and post the financial transactions to Oracle OGA and GL.

The WIC Credit Service Organization section consists of the following fields:

• The Web Order Number (The Template number is generated by the system when the form is saved, or when a new line is added (using the format (WICT-XXXXX)

1. Manually enter or use the LOV button to enter the Service Organization’s PTA, and Service Organization information.



NOTE: The use of the List of Values icon is not mandatory but is recommended for PTA validation. All fields may be entered manually and, with the exception of the Service Organization field, are not case sensitive.

Project, Task, and Award: refers to a portion of the Service Center’s POETA where the revenue/recuperative costs are recorded as a credit for the goods/services provided.

• Select from the LOV icon next to the Project field.

The LOV search window will open.

• Enter the Project in the Search field and select the button. Partial values are accepted.

NOTE: Uncheck the Match case box to disable the case sensitivity of the search.

If you uncheck the Match case box, a case-sensitivity warning message will appear.

• Select the button.



• Select the blue-underlined text for the Credit project to populate the Project field.

• Enter the task number or select from the LOV icon next to the Task Field.

The LOV search window will open. However, the system already knows which tasks are associated with the selected project. Therefore, no search criteria is required the system will simply identify only the associated task(s).

• Select the blue-underlined text for the Credit task to populate the Task field.

• Enter the award number or select from the LOV icon next to the Award field.

The LOV search window will open. However, the system already knows which awards are associated with the selected project. Therefore, no search criteria is required the system will simply identify only the associated award(s).

• Select the blue-underlined text for the Credit award to populate the Award field.

• Select from the LOV icon or manually enter the Service Organization. If manually entering, you must use sentence case. CABS is an exception.

The LOV search window will open. However, the system already knows which Service Organizations are associated with an Individual’s profile. Therefore, no search criteria is required as the system will automatically identify those Service Organizations.

NOTE: The Service Organization represents the organization being credited at the Division/Departmental level.

• Select the blue-underlined text for the Credit Service Organization to populate the Service Organization field.

2. Expenditure Type: the default for this field is Credit Expenditures.

NOTE: There are two additional expenditure types available for use for Auxiliary Organizations only; Intracompany Sales and Auxiliary Revenue.

Intracompany Sales – Used to record sales to divisions /departments on campus by CABS and Athenaeum by means of a web internal charge.



As an example, this expenditure type will be used to charge departments for their portion of Undergraduate Faculty Housing costs for students.

Auxiliary Revenue – Monies received by auxiliaries for items not previously billed and invoiced by the Institute.

3. Preparer field is automatically populated by the system when the form is saved, submitted, or a new line is added. It is updated with the name of the individual who is logged on to the WIC.

4. Enter the your phone extension in the Extension field.

• Extension: is a free-form field used for documenting a contact person’s extension.

5. Date Submitted field is updated by the system when the order has been submitted.

6. Status: field is updated by the system when the form is saved and submitted and reflects the current status of the order.

Debit Charging Organization Section

This section is used by the Caltech Service Centers to document the Debit PTA associated with the goods/services received by the requesting department. It represents the expense account information necessary to properly transfer and post the financial transactions to OGA and GL. Here the detailed information about the goods/services provided is recorded.

Scroll to the right to view more line information.

7. The line number is automatically generated by the system upon saving the IC Form or adding another line.

8. Enter the Charge Date information. It should be entered in the international date format (dd-mm-yyyy).

NOTE: The charge date should represent the actual date that the goods or services were provided. If entering summarized data, it should reflect the last date of the period covered.

9. Select from the LOV or manually enter the Debit PTA in the Project, Task, and Award fields.



Project, Task, and Award: refers to the portion of the requesting organization’s PTA where costs are expensed for goods or services received.

Here the Project, Task and Award fields work in the same manner that they did in the Credit Service Organization section of the WIC form.

• Select from the LOV or manually enter the Project.

• Select from the LOV or manually enter the Task.

• Select from the LOV or manually enter the Award.

10. Organization field is always Caltech and defaults.

11. Select the LOV next to the Expenditure field.

The LOV search window will open.

• Select the blue-underlined test for the appropriate Debit expenditure to populate the Expenditure field.

Other Internal Charges can be used as a generic expenditure type.

12. Enter a detailed description of the goods/services requested in the Description field.

For Example: Office Supplies for July ’99 Rm. 128.

13. Enter the quantity requested in the Qty. field.

Qty: refers to the quantity of goods/services requested.

14. Enter the price per unit of the requested goods/services in the Unit Cost field.



NOTE: DO NOT ENTER $ signs or (,) in this field. It is already a currency-formatted field.

Unit Cost: refers to the base price of the requested goods/services for a quantity of one. For example, .10 per copy, 25 dollars an hour, or 50 dollars a day.

15. Total Cost field is automatically calculated by the system when the form is saved, submitted, or a new line is added.

Quantity X Unit Cost = Total Cost

10 X 25 = $250

16. Select from the LOV the requestor’s name in the Customer Name fie ld or type it in.

Customer Name: the individual who is requesting the goods/services.

NOTE: This is an LOV freeform field. If using the LOV feature, the requestor must be identified as a Caltech employee in order for his/her name to appear. This LOV search window pulls from the Human Resources employee database.

Note: The Transaction Origin and Transaction Identifier fields do not require entry. These fields are only used by ATC and ITS for Campus Planning Work Order related charges.

17. Select button to save your work.

To add additional lines, select button.

To copy the line from above, select button to duplicate the line from above.



The field level information that copied from the line above can now be changed. This feature is useful for repetitive entry of slightly different information. For example, if the information for line 2 is the same as line 1 except for the PTA, use the Copy Line feature and change the PTA information for line 2.

CAUTION: Apply changes before copying a line. Once copied, remember to change all fields as appropriate.

To delete the line, select button to delete the entire line.

Once all of the Debit lines have been entered, you may either exit the Internal Charge responsibility or create a new WIC utilizing the newly created WIC template.

This button is used to create a new Template.

This button is used to delete a Template.

This button is used to create a new WIC. Once a template has been created, it can be used immediately to create a new WIC.



Creating a WIC via the WIC Template Form

1. From the Main Menu, select the hyperlink

The Search Credit Service Organization window will open.

2. Query the WIC Template.

• Select Web Order Number as the Search String.

• Change the Search Operator from the default of “Is” to “Contains”.

• Enter the Numeric Value of the WIC Template number.

• Select the button.

The Results window will open.

3. Select the blue-underlined hyperlink



The WIC Template form will open.

4. Select the button.

A new WIC form will open and will contain all of the information that was previously entered on the Template. The WIC will be in the status of Saved, the Type will be WIC Batch and will already have a new WIC number associated with it.



5. Change the applicable information.

• Using the button a User may change the dates for all of the lines of the WIC in one step.

• Select button.

A Calendar window will open



• Pick the applicable date and select OK.

Notice that the date fields for all lines have been updated.

• Update description with the applicable information

If this is a monthly summary Billing charge, you should change the information to reflect the correct month that is being charged.

• Change Quantity and Unit cost

Unless the department is charged the same amount every month, these fields should be updated

6. Select the to save changes.

NOTE: A WIC with the status of Saved may be deleted by using the

button. A submitted WIC may not be deleted.

7. Select the button.

End of activity.

Documents

Using WIC Templatesimss-website.s3.amazonaws.com/Training Guides/WIC... · entered using the LOV) on the WIC Template form. It is, therefore, possible to create a WIC Template with