Accounts Receivable (AR) Training Guide for the University of Virginia - Prof. Sri, Assignments of Physics

Download Accounts Receivable (AR) Training Guide for the University of Virginia - Prof. Sri and more Assignments Physics in PDF only on Docsity!

Accounts Receiva ble ( AR)

Tra ining Guide

Finance Outreach & Compliance

http://foc.virginia.edu

Error! No text of specified style in document.

Page ii

• AR-Accounts Receivable Table of Contents
  • Viewing AR Data
    • Finding AR Transactions
    • Finding a Particular Transaction
  • AR-Accounts Receivable
    • Invoicing a Customer of UVA
    • Creating an Account for an Existing Customer....................................................................................
    • Creating an Account for a UVA Employee Customer
    • Establishing a New Customer Record
  • Correcting Transactions in AR
    • Creating a credit memo-Refund
    • Crediting part of an Unpaid Invoice.....................................................................................................
    • Crediting an Entire Unpaid Invoice

Error! No text of specified style in document.

Step Action

1. 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.

Error! No text of specified style in document.

Step Action

2. 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.

Error! No text of specified style in document.

Step Action

7. 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.

Step Action

1. Double-click the Transactions list item.

Error! No text of specified style in document.

Step Action

2. The flashlight icon represents FIND on the menu bar.

Click Find on the menu bar.

3. 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.

4. The transaction number was copied into the right field by clicking TAB on the keyboard once.

Click the Find button.

Error! No text of specified style in document.

Step Action

6. Click the Distributions button.

Step Action

7. 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.

8. Select among the open windows. In this case we selected Transactions.

Error! No text of specified style in document.

Step Action

9. You can continue to review the transaction.

Click the Distributions button.

Error! No text of specified style in document.

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.

Step Action

1. The Transaction page displays.

To begin an invoice you must enter or select "Invoice" in the Source field.

Click in the Source field.

Error! No text of specified style in document.

Step Action

2. 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 ".

3. Once you press the Tab button a list of values will display.

Press [Tab].

4. 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.

5. For this simulation, the Type field has been changed to Invoice-State for you.

Error! No text of specified style in document.

Step Action

7. 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 ".

8. Press Tab to display a list of values that match DARDEN.

Press [Tab].

Step Action

9. In this example select DARDEN SCHOOL FOUNDATION.

Click the DARDEN SCHOOL FOUNDATION list item.

Error! No text of specified style in document.

Step Action

10. Click the OK button.
11. The Bill To customer information auto-populates, including the location address.
12. Click in the Bill To: Location field.
13. Click the Bill To: Location button.
14. 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.

15. Click the OK button.

Error! No text of specified style in document.

Step Action

20. Navigate to the Line Items page to enter the items on the invoice.

Click the Open button.

Error! No text of specified style in document.

Step Action

21. Note: This is the second time you click line items.

Click the Line Items button.

Step Action

22. 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.