Accounts Receivable ( AR)
Training Guide
Finance Outreach & Compliance
http://foc.virginia.edu
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Table of Contents
AR-Accounts Receivable .................................................................................................. 1
Viewing AR Data ........................................................................................................................ 1
Finding AR Transactions ....................................................................................................................... 1
Finding a Particular Transaction ............................................................................................................ 5
AR-Accounts Receivable ......................................................................................................... 10
Invoicing a Customer of UVA ............................................................................................................. 10
Creating an Account for an Existing Customer .................................................................................... 29
Creating an Account for a UVA Employee Customer ......................................................................... 37
Establishing a New Customer Record .................................................................................................. 42
Correcting Transactions in AR ............................................................................................... 55
Creating a credit memo-Refund ........................................................................................................... 56
Crediting part of an Unpaid Invoice ..................................................................................................... 64
Crediting an Entire Unpaid Invoice ..................................................................................................... 73
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AR-Accounts Receivable
The Accounts Receivable module provides integrated receivables processing and
management for the University.
There are four functional areas of processing and managing receivables:
• Transaction creation and maintenance
• Customer creation and maintenance
• Entering and applying receipts
• Collections
After completing this course, online help (
http://training.foc.virginia.edu/CC-
T&TUsingOnlineHelpinIS/index.html) is available within the Integrated System.
This section of the training illustrates querying AR data.
Viewing AR Data
You can view Accounts Receivable data from within the AR module.
You cannot make any changes to data in the AR module while logged in as an AR Viewer.
See the Accounts Receivable Module - Training Guide
(
https://ubicommunity.virginia.edu/docs/DOC-1411-accounts-receivable-module-training-
guide) on the UBI Community for information related to reporting on AR data.
Finding AR Transactions
Procedure
Any AR responsibility may follow this method for finding AR transactions.
However, when logged in as an AR Viewer you may not make any changes to data in the module.
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Action
Expand AR Viewer or any other AR Responsibility that you have.
If you know details like the transaction number or the exact name of the customer
and the date of the transaction you can use the Transaction link. Otherwise you can
search using transaction summary. Here we illustrate a query where details are not
known.
Click the
Transactions Summary link.
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Action
Use this option when you are not sure of the exact customer name or the date of the
transactions.
Initiate a query by pressing[F11] on the keyboard.
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Action
Notice the color change in the first row's cells. This indicates you are in query
mode.
Click in the Bill To Customer field.
Enter the desired information into the Bill To Customer field. Enter "Darden%".
Action
Note: You could abandon the query by clicking F4 on the keyboard.
Press [Ctrl+F11] to
execute the query.
This query returns all transactions for any data and any Bill To Customer with
"Darden" in the customer name.
The first invoice is selected.
Click the Open button.
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Action
Here you can see all details of the transaction selected.
You can explore the transaction further by clicking buttons; Line Items,
Distributions or Sales Credits.
End of Procedure.
Finding a Particular Transaction
Procedure
Departmental employees may run queries on the AR module when logged in as AR Billing
Specialist or as AR Viewer.
When logged in as AR Viewer you may not make changes in the module.
Action
Double-click the Transactions list item.
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Action
The flashlight icon represents FIND on the menu bar.
Click Find on the menu bar.
The wildcard (%) followed by the last five (5) digits of the transaction number have
been entered for you.
Select the one that begins with a one (1). All the transactions beginning with a five
(5) are Sponsored Programs transactions.
Click the OK button.
The transaction number was copied into the right field by clicking TAB on the
keyboard once.
Click the Find button.
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Action
Review the transaction.
Click the Line Items button.
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Action
Click the Distributions button.
Action
This view shows the GL Account for the line. The entire line was revenue for the
GL Account shown. The Object Code is 4725.
Click the Window menu.
Select among the open windows. In this case we selected Transactions.
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Action
You can continue to review the transaction.
Click the Distributions button.
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Action
This view of the Distributions shows accounts for all lines.
NOTE the RECEIVABLE line. The Object Code is always 1335 for receivables.
Click the Window menu.
Click the Transactions (A1000 ...) option.
This concludes the topic.
End of Procedure.
AR-Accounts Receivable
At the end of this section, you will be able to:
• Create an invoice
• Edit an existing customer-Adding a site for your Org
• Create a new customer
Note: Even though you create invoices in the Integrated System (IS), your invoice will be
mailed and checks will be collected by Central Accounting.
Invoicing a Customer of UVA
Accounts Receivable is UVA's process for billing customers.
When a department at the University delivers a service or a product to an outside entity
(such as a foundation) an invoice must be created for your organization. If your
organization is not listed in the Location list for the customer. STOP and abandon invoice
and refer to the topic "Creating an Account for an Existing Customer."
The invoice you create must include the following:
• Description of what was sold or bought by the customer
• Accounting information to inform Central Accounting which General Ledger (GL)
string (or account) receives the payment.
The GL string that you enter in the invoice will be:
• Entity (State, Local, Outside Agency)
• Project (Revenue Project)
• Fund Source (associated with the Entity)
• Object Code (for the receivables line the Object Code will be 1335, revenue line will
be appropriate to what you sold)
• Org (your Organization)
Procedure
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In this simulation you will create and complete an invoice to the customer, Darden School
Foundation, for a bus they hired from Parking and Transportation.
You will also learn how to change an invoice before it is posted.
Begin by navigating from the E-Business Suite IS homepage to the AR Transactions form.
Action
The Transaction page displays.
To begin an invoice you must enter or select "Invoice" in the Source field.
Click in the Source field.
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Action
Instead of typing out the whole word, you can select the first letter and press Tab.
Enter the desired information into the Source field. Enter "I".
Once you press the Tab button a list of values will display.
Press [Tab].
The type field defaults to Invoice-Local and other header section fields are auto-
populated.
Depending on your General Ledger entity you might need to change to Invoice-
State.
For this simulation, the Type field has been changed to Invoice-State for you.
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Action
Next, select DARDEN FOUNDATION as the customer for this invoice.
Click in the Bill To: Name field.
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Action
Note: This field is NOT case sensitive.
You may search on partial name.
Enter the desired information into the Bill To: Name field. Enter "DARDEN".
Press Tab to display a list of values that match DARDEN.
Press [Tab].
Action
In this example select DARDEN SCHOOL FOUNDATION.
Click the DARDEN SCHOOL FOUNDATION list item.
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Action
Click the OK button.
The Bill To customer information auto-populates, including the location address.
Click in the Bill To: Location field.
Click the Bill To: Location button.
The Location is org in this example is 20495-B01 from Parking and Transportation.
Select this org from the list of values.
If your Org is not in the Location list of values for your customer, STOP and add a
site to the customer's record.
To see how to add your org to the record, refer to the UPK topic entitled Editing an
Existing Customer to Add a Site for an Org.
Click the 20495-B01 cell.
Click the OK button.
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Action
Enter your organization number again in the Transaction Summary form.
Click the Line Items button.
The Transaction Summary form displays.
Enter your org number in the Salesperson field.
Click in the Salesperson field.
Action
Enter the desired information into the Salesperson field. Enter "20495".
Press Tab for the field to populate the rest of the org name.
Press [Tab].
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Action
Navigate to the Line Items page to enter the items on the invoice.
Click the Open button.
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Action
Note: This is the second time you click line items.
Click the Line Items button.
Action
The Lines form displays.
In this example the DARDEN SCHOOL FOUNDATION has rented a bus to go
from the Darden School to the Rotunda on March 10, 2011.
Note: This information will display on the invoice that the customer receives so it is
imperative that the pertinent information be entered in the Description field.
Click in the Description field.
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Action
Enter the desired information into the Description field. Enter "Bus Rental 10-
MAR-11".
Action
Press [Tab].
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Action
Search for the UOM (unit of measure).
Click the UOM button.
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Action
In this example, select Each.
Click the Each list item.
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Action
Click the OK button.
Enter the desired information into the Quantity field. Enter "1".
Press [Tab].
Do not enter a dollar sign when entering the Unit Price.
Enter the desired information into the Unit Price field. Enter "250".
Press [Tab].
The amount will calculate automatically.
Action
Select the Distributions button to enter your GL string in the distributions window.
Click the Distributions button.
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Action
Click the Accounts For This Line list.
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Action
Click the Accounts For All Lines list item.
In this example the GL string for org 20495 was stored in the AR Module by ISDS
administrator.
If your GL string is not stored you will enter it in the Receivables line with 1335 as
the object code, and in the Revenue line with the appropriate object code for your
invoice.
Click in the GL Account field.
Enter the object code in the revenue field.
Click the ellipsis (...) to view the GL Accounting flexfield.
Click in the Object Code field.
Enter the desired information into the Object Code field. Enter "4725".
Click the OK button.
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Action
The Object Code appears in the GL revenue string.
Click the Close button for the Distributions form.
Action
Click the Close button for the Lines form.
The invoice number displays in the second segment of the number field.
Record the transaction # so that you can easily search for it later.
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Action
Click the Complete button to complete the entry. The button will change to
"Incomplete".
Completed transactions are posted to the GL overnight.
If you need to change the transaction, you must make correction before it posts to
the General Ledger.
To correct errors after an invoice has been posted, please refer to UPK Section
Correcting Transactions in AR.
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Action
In this example you will change the "Quantity" field.
Note: In this example the invoice has not posted.
Click the Incomplete button.
Click the Line Items button.
Click in the Quantity field.
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Action
Enter the desired information into the Quantity field. Enter "2".
Press [Tab].
Press [Tab].
Notice the amount change to 500.
Note: Be sure the description is adequate to include the change.
Click the Close button.
Click the Complete button.
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Action
Click the OK button.
Our invoice is now for $500.00.
You have completed the simulation for Creating an Invoice.
End of Procedure.
Creating an Account for an Existing Customer
Customers
In the Accounts Receivable module each customer of the University would ideally have only
one customer record. Therefore, the first step is searching for an existing customer record
before you create a new one.
Search for customers by their Customer Type- either Organization or Person. The
screenshot below shows searching for a Person.
Beginning in June 2013, AR person-type queries for customers will search both the UVA IS
Human Resources records and the customer tables in the AR module. The result is that in
Employee names will be returned in the preliminary query you run before creating new
customer records where the customer type is "Person."
When you do business with a Customer of the University you create an Account for the
existing customer in the form of a Bill-To site for your organization. The format for the
Bill-To location is your org#-B01 where B01 stands for the first Bill-To site for your
organization. If you need to invoice a current or former employee, create a customer
account for the existing employee name. Do not create a new customer.
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Procedure
In this simulation you will add a Bill To location to an existing customer.
You will add details for your location. The first detail you will add will be under the PROFILE
tab.
The details you add under the PROFILE tab are critical to the customer receiving notices of
billing.
Action
For this example we have attempted to create an invoice for the Darden School
Foundation, but the organization, 20030, does not exist in the Bill To Locations
drop down list.
Now you will add the organization, 20030-B01 to the customer DARDEN
SCHOOL FOUNDATION.
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Action
Begin by navigating to the Customer search page.
Click the expand button.
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Action
Click the expand button.
Click the Standard link.
The Customers Search page displays.
Note: The customer type is Organization.
The customer "Darden" has been entered for you.
Click the Go button.
Action
Click the scrollbar to scroll down to see the search results.
The list of the query results for "Darden" displays.
You will select the DARDEN SCHOOL FOUNDATION.
Click the DARDEN SCHOOL FOUNDATION option.
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Action
Scroll down to see the Create Site section.
Action
Click the Create Site button.
Click the Create Address button.
In this example the address has been entered for you.
Click to scroll down to the bottom of the page to see the Location field.
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Action
Click in the Location field.
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Action
Enter the desired information into the Location field. Enter "20030-B01".
Action
Click the Finish button.
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Action
Click the Save button.
Click the Apply button.
Click the Profile link.
The details you add under the PROFILE tab are critical to the customer receiving
notices of billing.
Click the Yes button.
The accountant's name will automatically populate.
In the Credit and Collection window the accountant's name populates the Collector
field.
The details you add under the PROFILE tab are critical to the customer receiving
notices of billing.
Click the Save button.
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Action
Click the Apply button.
You have completed the simulation for Editing an Existing Customer to Add a Site
for Your Org.
End of Procedure.
Creating an Account for a UVA Employee Customer
Customers
In the Accounts Receivable module each customer of the University would ideally have only
one customer record. Therefore, the first step is searching for an existing customer record
before you create a new one.
Search for customers by their Customer Type- either Organization or Person. The
screenshot below shows searching for a Person.
Beginning in June 2013, AR person-type queries for customers will search both the UVA IS
Human Resources records and the customer tables in the AR module. The result is that in
Employee names will be returned in the preliminary query you run before creating new
customer records where the customer type is "Person."
When you do business with a Customer of the University you create an Account for the
existing customer in the form of a Bill-To site for your organization. The format for the
Bill-To location is your org#-B01 where B01 stands for the first Bill-To site for your
organization. If you need to invoice a current or former employee, create a customer
account for the existing employee name. Do not create a new customer.
Procedure
Open the Customers/Standard form.
Search for the Customer Type "Person."
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Action
In this example we are searching for a person who is an employee at UVA.
Enter the desired information into the Last Name field. Enter "Reitz".
Click the Go button.
The employee exists in the system as a Customer.
Click the Create Account button.
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Action
Click the Context Value list item and select the blank entry instead of the default,
OSP.
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Action
You will enter the address even if it already exists.
Click the Create Address button.
The address has been entered for you.
Press [Enter] to continue.
At the bottom of the address window is the Business Purposes block.
In this case the site is for Org 20020. You will use your own Org # to set up your
Bill To Location.
Enter the Org- B01 into the Location field. Enter "20020-B01".
Click the Finish button.
Action
Click the Profile link.
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Action
Click the Yes button.
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Action
Click the Apply button.
Always use the existing Customer record to create accounts for your organization.
End of Procedure.
Establishing a New Customer Record
If after a thorough search you determine that no record exists for your customer in the IS
AR module you will establish the account by creating a Customer Record - specifying
whether it is for an Organization or for a Person - and creating an account for them.
You will then add a site to the new customer record for your business purpose. In most
cases your business purpose will be bill to and the format will be your organization
number followed by - B01.
• (Example: 20030-B01)
A crucial element in creating a customer is setting up the profile. PROFILE is critical to the
customer receiving notices of billing.
Procedure
In this simulation you will see how to create a new customer in the AR module.
1. Search for the customer.
2. If the customer is not found create a customer record.
3. Enter the name and address.
4. Enter the Site information for your organization.
4. Add details. The first detail you will add will be under the PROFILE tab.
The details you add under the PROFILE tab are critical to the customer receiving notices of
billing.
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Action
Begin by navigating to the Customer, Standard screen.
Click the Customers link.
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Action
Click the Standard link.
In this example you will search for Logan Evans, a person.
Change the default for Customer Type from "organization" to "person."
Click the Customer Type list.
Click the Person list item.
The simple search for a person displays criteria appropriate for finding an individual
rather than for finding an organization.
Enter the desired information into the First Name field. Enter "Logan".
Click in the Last Name field.
Action
Enter the desired information into the Last Name field. Enter "Evans".
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Action
Go initiates the search.
Click the Go button.
Since no results were found create a new customer record.
Click the Create button.
A tip will display that indicates only a first or last name is required. Do not follow
this TIP. Instead enter a first and a last name.
Click in the First Name field.
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Action
Enter the desired information into the First Name field. Enter "Logan".
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Action
Click in the Last Name field.
Enter the desired information into the Last Name field. Enter "Evans".
In the account information block change the Context Value to blank.
OSP is for sponsored programs only!
Do not leave OSP in the context value.
Click the Context Value (1) list.
Click the blank list item.
Action
Next scroll down to the bottom of the window and enter the address.
Click the scrollbar.
For the country, United States should default.
If the country does not populate, or if the country is not correct for your entry, you
must search for the country and select it.
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Action
In this example the address information has been entered for you.
Press [Tab].
Make sure the state abbreviation is correct. No periods and no spaces are accepted.
Enter the desired information into the State field. Enter "VA".
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Action
Click in the Postal Code field.
Enter the desired information into the Postal Code field. Enter "22904".
Scroll down to the bottom of the page to enter the Bill To location, which is your
Organization number-B01.
For example: 10000-B01 is the bill to location for the president's office.
Click the scrollbar.
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Action
Click in the Location field.
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Action
Enter the desired information into the Location field. Enter "20030-B01".
To save up to this point,
Click the Save And Add Details button.
You will next add details to the Bill To site in this case 20030-B01.
Click the Details button.
The first detail you will add will be under the profile tab.
The details you add here are critical to the customer receiving notices of billing.
Click the Profile tab.
Each UVA organization has only 1 site.
A profile includes information for the central accounting person in charge of
sending out invoices including dunning (collection) invoices.
A profile needs to be added to each site.
Click the Yes button.
When you click yes the Credit and Collection information populates.
Virginia Sprouse is the person in central accounting who sends out your invoices.
Her name populates automatically as Collector.
She will also send dunning letters when appropriate.
Click the Save button.
If you have additional contact information for a customer such as the email address
and phone number, you add this information in the Communication tab.
In this example you will add a phone number for this site.
Click the Communication tab.
Click the Create: list.
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Action
Click the Telephone list item.
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Action
Click the Go button.
Action
The first field in the telephone section is the country code. The country code for US
is 1.
Click in the Country Code field.
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Action
Enter the desired information into the Country Code field. Enter "1".
Click in the Area Code field.
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Action
Enter the desired information into the Area Code field. Enter "912".
Enter the desired information into the Number field. Enter "384-2864".
Action
When you are done entering the communication details, click the Apply button.
Click the Save button.
You have completed the simulation for creating a new customer.
End of Procedure.
Correcting Transactions in AR
At the end of this section, you will be able to:
• Create a Credit Memo - Refund for paid invoices
• Credit part of an unpaid invoice
• Credit an entire unpaid invoice
Note: If you under-invoice a customer, you will create a new invoice for the remaining
amount.
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Creating a credit memo-Refund
If a customer has paid and needs a refund for any reason you will create a Credit Memo
in the AR module.
After you have created your credit memo, you will send an email to Central Accounting
(UVA-[email protected]) with the following information:
• Credit Memo number (which you will get when you create the credit memo)
• Whether the credit should be cash or a credit to account
• A brief reason for the refund.
Central Accounting will send the customer a check for cash refunds, or they will apply a
credit to the account depending on what the customer wants.
Procedure
In this simulation you will complete a Credit Memo to refund $50.00 to the customer.
Action
Begin by navigating to the Transactions page.
Click the Transactions link.
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Action
In this example you will use the CR Memo for the Source.
Click in the Source field.
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Action
You will select CR Memo from the list. (This has been selected for the simulation).
Click the OK button.
The Reference number is the paid invoice number and for this simulation has been
entered for you.
Next you will select Darden - Dev. Leadership Gifts as the customer for this invoice.
Note: This field is NOT case sensitive.
You can search on partial name.
Click in the Bill To: Name field.
Enter the desired information into the Bill To: Name field. Enter "Darden%".
To display a list of vales that match Darden, press [Tab].
In this example you will select Darden - Dev. Leadership Gifts.
Click the Darden - Dev. Leadership Gifts cell.
Click the OK button.
To navigate to the Transaction summary page.
Click the Line Items button.
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Action
The Transaction Summary form displays.
Enter your org number in the Salesperson field.
Click in the Salesperson field.
Enter the desired information into the Salesperson field. Enter "20545".
Press [Tab].
Click the Open button.
Click the Line Items button AGAIN.
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Action
The Line Items page displays. You will select the reason for the refund, quantity,
and unit price.
Click in the Description field.
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Action
Click the List of values item.
Incorrect Billing was selected for you from the list of values.
Enter the desired information into the Quantity field. Enter "1".
Press [Tab].
Remember to put a minus sign in front of the unit price.
Enter the desired information into the Unit Price field. Enter "-50".
Press [Tab].
Click the Distributions button.
Action
Click the Accounts For This Line list.
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Action
Click the Accounts For All Lines list item.
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Action
Enter the missing Object code into the GL Account revenue string. Enter "4736".
Click the Close.
Action
Before you complete the credit memo record the Credit Memo #.
Click the Complete button.
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Action
Click the OK button.
Click the Save button.
Click the Close button.
Send an email to UVA-[email protected]u and include the following information:
1. Credit memo #
2. State that this should be refunded to the customer
3. Provide a brief explanation for the refund.
If the credit should be applied to an outstanding or future invoice, provide the
following information in the email:
1. Credit Memo number
2. The Invoice number to which the credit will be applied if you have it.
You have completed the simulation for creating a credit memo.
End of Procedure.
Crediting part of an Unpaid Invoice
If a customer who has not yet paid requires a credit you will create a Credit Transaction
in the AR module.
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Create a partial credit to an invoice by:
• Searching for the transaction number (the invoice that needs crediting)
• Select the reason for the credit
• Enter Credit lines
• Enter the amount as a negative number
• Complete the transaction
Procedure
In this simulation you will credit a portion of an unpaid invoice.
Action
Begin by navigating to the find Credit Transactions page to search for a invoice to
credit.
Double-click the Credit Transactions list item.
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Action
In this example a partial search, % followed by the last 5 digits of the invoice
number, has been executed for you.
Select the correct invoice and click ok.
Note: The Transaction Numbers beginning with 5 are OSP transactions.
Click the OK button.
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Action
Click the Find button.
The Credit Transactions page displays where you will document the reason for the
credit.
Click the Reason button.
In this case you will select Damaged Product.
Click the Damaged Product list item.
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Action
Click the OK button.
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Action
In the Transaction Amounts tab you will select the Credit Allocation to display
Lines Only.
Click the Credit Allocation list.
Click the Lines Only list item.
Action
The Credit Lines button takes you to the Lines page.
Click the Credit Lines button.
In this example there is only one line.
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Action
If there are multiple lines in the invoice you select the line you need to credit.
Click the Line button.
Once you select the line the Description field populates.
In the amount field you will enter the amount for credit as a negative number.
In this example -50 has been entered for you.
By clicking on the Distributions button the GL string, accounting information, for
this invoice will display.
Click the Distributions button.
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Action
Click the Accounts For This Line list.
Click the Accounts For All Lines list item.
Click the Save button.
Click the Close button.
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Action
Click the Close.
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Action
Click the Complete button.
You have completed the simulation for crediting part of an unpaid invoice.
End of Procedure.
Crediting an Entire Unpaid Invoice
If a customer has not paid an invoice and requires a credit for the entire invoice you will
create a Credit Transaction.
Create a complete credit to an invoice by:
• Searching for the transaction number (the invoice that needs crediting)
• Select the reason for the credit
• Enter Credit lines
• Credit Balance (button)
• Complete the transaction.
Procedure
In this simulation you will credit an entire unpaid invoice.
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Action
Begin by navigating to the find Credit Transactions page to search for a invoice to
credit.
Double-click the Credit Transactions list item.
Action
In this example, a partial search, percent followed by the last 5 digits of the invoice
number, has been executed for you.
Select the correct invoice and click ok.
Note: The Transaction Numbers beginning with 5 are OSP transactions.
Click the OK button.
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Action
Click the Find button.
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Action
The Credit Transactions page displays where you will document the reason for the
credit.
Click the Reason button.
In this case you will select Damaged Product.
Click the Damaged Product item.
Action
Click the OK button.
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Action
In the Transaction Amounts tab you will select the Credit Allocation to display
Lines Only.
Click the Credit Allocation list.
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Action
Click the Lines Only list item.
To credit the whole unpaid transaction click the Credit Balance button.
When you select yes the amount to be credited auto populates.
Click the Yes button.
Click the OK button.
Click the Complete button.
You have completed the simulation for crediting an entire unpaid invoice.
End of Procedure.