How-to guide for dummies.

Nottingham City Council

Eastcroft Depot

London Road

Nottingham

Akash Verma

A brief step-by-step guide on how-to assist with compiling a claim for ERDF grant available through EU.

Table of Contents

Guidance on how to retrieve project ledger reports.............................................................................2

Guidance on how to retrieve invoices (using iProcurement)...............................................................13

Guidance on how to retrieve invoices (using iProcurement & AP Inquiry)..........................................22

Guidance on how to retrieve invoices (using Castle)...........................................................................26

Guidance on how to retrieve Payment Overviews (using AP Inquiry).................................................29

Guidance on how to retrieve Payment Overviews (using AP Inquiry - Alternative method)...............39

Guidance on how to retrieve Payment Register extract (using AP-Inquiry)........................................42

Guidance on how to reconcile the project costs.................................................................................56

1

Guidance on how to retrieve project ledger reports

Login to Oracle.

Click NCC Projects Module>Forms>Expenditures>Expenditure Inquiry>Project/All

*click All to include staff charges in the report.

2

Type-in the required project code and Item dates in dd-mmm-yyyy format and click find

*Adding the item date would only show the required dates worth of transactions. If left blank oracle would retrieve the whole ledger spreadsheet since the beginning of the project.

3

Additional filters can be added to oracle for producing the report, e.g., in supplier tab.

Click the Supplier tab>then click the 3 dots as highlighted.

4

Add the supplier name of choice and the ledger report produced would only show transactions from that supplier.

*If supplier number is known that can be added to the supplier number column to produce the same results.

5

Click the little folder icon and in the pop-up as shown below, select Contract NCC ver2 and then click OK.

*Alternatively, in the menu bar you can click folder and then open to show the same pop-up window.

6

To add another field to the report, e.g., Purchase order number, employee code etc. Click folder>Show Field, and a pop-up window like below would appear, select the required field and click ok.

7

If the report is required only to find totals Click Totals and oracle would automatically populate the highlighted box with a sum figure.

8

To finally retrieve the ledger spreadsheet, click File>Export

9

After clicking export a dialogue box would require action on a separate window. Click “Save as”

10

In the “Save as” box, choose the file location you would like to save the ledger spreadsheet to, rename the file as required with .xls in the end and select “all files” from the save as type section.

11

Open the saved spreadsheet and the oracle generated report would look like this.

Remove/hide the unnecessary columns B, E, F, S, T, U, V, W, X and you will have a ledger report to work with. Use data filters, Pivot tables, slicers, freeze-panes, etc. to make sense of the raw data and further shed unnecessary rows of items such as oracle time and labour.

12

Guidance on how to retrieve invoices (using iProcurement)

Login to Oracle.

Click NCC Projects Module>Forms>Expenditures>Expenditure Inquiry>Project/All

13

Type-in the required project code and Item dates in dd-mmm-yyyy format and click find

*Clicking find would generate Project Expenditure Items. Further, click on the transaction you want to find the invoice for and then, click on Item Details.

14

Select PO Receipt from the pop-up dialogue box and click ok.

15

Copy the Purchase Order number from the receipt transaction summary box.

16

Go to Oracle applications home page. Click on iProcurement home page

Select the Requisitions tab and click on search.

17

Click on Clear and paste the copied purchase order number in the order number column and click Go.

18

Click on the order number.

Select View Invoices from the drop down menu and click Go.

19

Find the corresponding VAT inclusive amount and click on the attachments icon.

Click on the link in the title column.

20

Click on Open.

21

Click on Open again and retrieve the invoice.

22

Guidance on how to retrieve invoices (using iProcurement & AP Inquiry)

Obtain and copy the Invoice number from the purchase order “View Invoices” page.

Go to Oracle Applications home page and click NCC AP Inquiry>Inquiry>Invoice

Paste the copied Invoice number in invoice column as shown below and click find.

23

Click on the view attachment icon.

Click Open Document

24

Select Open and follow the on-screen instructions.

25

Click Open again and you have retrieved the invoice.

26

Guidance on how to retrieve invoices (using Castle)

Obtain and copy the Invoice number from the purchase order “View Invoices” page.

Click on SmartOpen icon on the desktop

*Request access to castle from IT if there is no SmartOpen icon on the desktop.

Click on Search tab as highlighted

27

Paste the copied in invoice number in the empty column and click find.

*If an invoice is available on the castle it would show as “1 document found for general”. In this case there is none.

For this tutorial, I manually entered 670 as the invoice number and got the following result.

28

*Double click on the invoice of your choice and follow the on-screen instructions to retrieve it.

29

Guidance on how to retrieve Payment Overviews (using AP Inquiry)

Go to Oracle Applications Home Page. Click NCC AP Inquiry>Inquiry>Invoices.

30

Type-in the invoice number in the number column as highlighted below and click find.

31

Select the matching Invoice of your choice from the list and click on View Payments.

*If the payment for the requested invoice hasn’t been put through a payment run by the accounts payable then View Payments tab would return with no results.

To view when the payment run is due click Scheduled Payments tab and confirm the date from the due date column as highlighted below.

32

*Further inspection would be required if the scheduled payment due date is in the past. Email/Call EMSS requesting further clarification regarding the matter.

To generate a payment overview, select an invoice on the invoice workbench. Click View Payments. Then click Payment Overview as highlighted below.

33

If there are multiple invoices, scroll up/down and find the requisite invoice number and then press “Ctrl+P” on the keyboard.

34

In the pop-up window, select PDF creator from the drop-down menu then click Page Setup.

In Page Setup column select Landscape and then click Print.

35

A pop-up window would appear asking if you want to download new version of PDF creator, just click on No and proceed.

In the new pop-up window, insert the corresponding transaction id from the project ledger report for the corresponding invoice, followed by the project code in the document title box and then click Save.

36

Copy the file name and click Save.

37

The PDF file of the payment overview will then open. Click on “Sign, Add Text icon”. Select Add text. And then click and paste the file name with transaction id and project number as highlighted.

*The amounts on the payment overviews will not always match as shown on the invoice, which is due to adjusted amounts being paid by the accounts payable for CIS, etc. That is why it is of importance to add transaction id and project number to the top right of the payment overviews.

Click on the save icon.

38

Click Save.

Replace the existing file by clicking yes and you have retrieved a digital copy of the payment overview.

39

Guidance on how to retrieve Payment Overviews (using AP Inquiry - Alternative method)

Go to Oracle Applications Home Page. Click NCC AP Inquiry>Inquiry>Overview.

40

Type-in the invoice number and click find.

41

Click Payment Overview.

Now press “Ctrl+P” and follow the procedure as earlier.

42

Guidance on how to retrieve Payment Register extract (using AP-Inquiry)

Go to Oracle Applications Home Page. Click NCC AP Inquiry>Inquiry>Invoices

43

Retrieve the invoice number and type or paste it in the invoice number column as highlighted and click Find.

Click on View Payments tab then obtain the payment date and document number as highlighted.

44

In the Menu Bar click on View>Requests.

Click Find in the Find Requests window.

45

Now click Submit a New Request.

Select Single Request and click Ok.

46

Click on the 3 dots as highlighted.

Select Payment Register in the pop-up window and click Ok.

47

Type-in the payment date of the invoice obtained earlier in “from date” and “to date” sections and click Ok.

Click on Submit.

48

Click no and take note of the Request ID.

Click on Refresh Data.

49

Now Select the Request ID that is required and click View Output.

Now scroll-down and find the required document number.

50

Now right click select print preview.

51

Now click on landscape orientation, find the corresponding document number again and click print.

52

Click PDF Creator, select current page and click print.

53

Name the extract with requisite transaction ID from the project ledger report corresponding to this invoice, followed by the project number and click save.

54

Copy the file name and click save.

55

Press Ctrl+Shift+- to rotate the pdf extract counter clockwise. Click on the add text tab as highlighted, click on add text and then paste the file name onto the extract.

Click on the save as icon and follow the on-screen instruction to save the extract.

*If required, maintain a Payment Register folder with all the coded extracts in their corresponding project’s folder in the K drive.

**AP usually retrieve the payment register details so retrieving the extract might not be required.

56

Guidance on how to reconcile the project costs

1. Open excel spreadsheet from the K drive and follow through on the sequentially numbered column.

2. Adjust for the newly receipted items from the oracle spreadsheet to the spreadsheet in K drive and manually add the sequential numbers in the above mentioned column.

3. The K drive schemes folder can be found here. Access can be requested through IT if no K drive is available on the PC.

4. Adjust for the ledger entries for missing invoices in the “costs – missing invoices” worksheet.5. Procurement card invoices need not be reconciled and recorded as they are currently not

claimed back from the EU. They should be sequentially numbered and adjusted to missing invoices worksheet.

6. Retrieve the invoices from oracle; print them, write the transaction ID and the sequential number corresponding to that invoice in top right corner of the invoice. Scan the retrieved invoices with corresponding transaction id and sequential number. Rename and save a copy in the scheme’s “reconciled invoices” folder in the K drive and file the hard copy in the scheme’s lever arch file on the desk in “reconciled invoices” section.

7. Generate a pdf for payment overview for each of the new invoices and check them against the spreadsheet in the “payment overviews” worksheet.

8. Email the scanned copy of the invoice, PDF copy of the payment overview and the updated ledger spreadsheet to Keith Haggarty for him to scan through them and further send them to either John Carnell or Maria Balchin.

57