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Receivables – User Manual Version 30.0


ORACLE ACCOUNTS RECEIVABLE – USER MANUAL

Implementation of Management Information System (MIS)

Including Financial Management System (FMS) ICAR

Version No.: 30.0 Prepared by

IBM Project Team

INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE

(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)

LIBRARY AVENUE, PUSA, NEW DELHI – 110 012

www.iasri.res.in

2013


Receivables – User Manual Version 30.0 2 of 59

DOCUMENT RELEASE NOTICE

Receivables – User Manual Document

Version no: 30.0

Release no: All Releases Date of Release : 19th July 2013 Client : Indian Council of Agricultural Research Project : FMS & MIS Implementation Author : Amarnath Vankadara Reviewer : Amarnath Vankadara Date: 19th July 2013 Approved by : Date: Control Assurance by : Date:



REVISION HISTORY

Document No.:

Document Title: Receivables– User Manual Document

Version No.

Issue Date Change Details Owner Approved By Remarks

1.0 19th July 2013 No Previous Document

10.0 14th October 2014 Reviewed Version 1.0 and

made applicable changes Sneha

20.0 23th May 2015 Reviewed Version 10.0 and

changed the URL for the

Instance. (Page 9)

Sneha

30.0 18th August 2018 Reviewed Version 20.0 and

updated Sneha Gayatri Gakher



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 Delhi

4 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, New Delhi

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

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



Table of Contents

INTRODUCTION ....................................................................................................................................................................................................................... 6

ABOUT THIS DOCUMENT............................................................................................................................................................................................................ 6

1.1 LOGGING INTO ORACLE APPLICATIONS ...................................................................................................................................................................... 8

1. 2(A) CREATION OF RECEIVABLE INVOICE AND STANDARD RECEIPT ....................................................................................................................... 9

1.2(B) RUNNING ICAR AR INVOICE PRINT REPORT ........................................................................................................................................................ 15

1.2(C) CREATION OF RECEIPT AGAINST THE TRANSACTION ...................................................................................................................................... 21

1.3(A) CREATION OF RECEIPTS FOR DIRECT CASH RECEIPT ..…………………………………………………………………………………………… 26

1.3(B) RUNNING TREASURY RECEIPT 5 FOR THE RECEIPT ........................................................................................................................................... 31

1.4 CREATION OF RECEIPT FOR PROJECTS .................................................................................................................................................................... 38

1.5 RECEIPT OF PENALTY IN CASE OF EMPLOYEE ADVANCES ................................................................................................................................... 44

1.6 RUNNING VARIOUS REPORTS IN RECEIVABLES ...................................................................................................................................................... 51



Introduction

About this document

This document covers the abovementioned contents of the following module: ❖ Accounts Receivables

The document has been developed by the IBM Team based on the inputs from the ICAR Team.



Important Keyboard shortcut

Function/Purpose Keyboard Shortcut

Enter into query mode F11

Query with partial information Prefix or suffix with %

Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert 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 be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-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.



1.1 Logging into Oracle Applications

Navigation

• Open the link for the Oracle Instance http://icarerp.iasri.res.in

Enter the Username and password as provided (individual user name/password to be used). Password need to be changed on

first time login.

Screenshot

http://icarerp.iasri.res.in/



1.2(a)Creation of Receivable Invoice and Standard Receipt

Description • 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 to regular customers. - Revenue will be recognized on Accrual Basis and Transaction will be captured in Oracle system using Receivables Invoices and application of Standard Receipt to the invoice.

Note: ICAR is following a practice of Cash Receipts. Credit receipts functionality is available in the system.

• 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)



Navigation • IARI receivables DDO Responsibility-Transactions

Screenshot

Click on

Transaction



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 source

tab and it will get

filled You can

modify the date

Enter the name of the

customer. The rest of the

information will get filled.

automatically

Click on Line

Items

Select the relevant

Type of Transaction



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 the

Description Enter the unit of

measurement and

quantity

Enter the unit

price and the

amount will

get filled

Click on

Distributions



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 for

sale of dairy

products



Screenshot

• Click on Complete

• The transaction will get saved and the transaction number will get generated.

A transaction

number will get

generated



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



• Click on Submit a New Request

• Click on Single Request

• Click on Ok



Screenshot • Select the Report Name

• Enter the Parameter

• Click on ok

Enter the

Name of the

Report

Enter the Customer Name

and the Invoice number

which is a mandatory

parameter



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



Screenshot • Click on View output to view the output of your report.



Screenshot of Output



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 on

receipts



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



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



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

Applied

amount shows

the receipt

amount

Enter the Purpose of

Receipt



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

The amount comes

in applied field


Receipt



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



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



Screenshot • Once you change the type to Miscellaneous, a warning message will appear.

• Click on Ok

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



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

Enter the name of the

Person from whom

amount is received

Enter the nature

of receipt

Click on

distributions to see

account code

Click on

save



The account code will

appear for the receipt and

the description will show the

name of the account code.



1.3(b) Running Treasury Receipt 5 For the Receipt

Navigation • IARI Receivables DDO Responsibilty- >View-> Request

Screenshot



Screenshot

• Click on Submit a New Request.

• Click on Single Request.

• Click on Ok



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, Payer

Name and the receipt

number



Screenshot • Once you click on submit, the request id will get generated

• Click on No

Click on NO



Screenshot • Once you click on NO, the find screen opens

• Click on Find



Screenshot • Click on View Output to view the output of your report

Click on View

Output



Screenshot



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 system

Navigation • IARI receivables Audit & Accounts-> Receipts

Screenshot

Click on

Receipts



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 receipt

type to miscellaneous


Receipt



Screenshot • Enter the Nature of Receipt for Projects

• Click on the DFF as shown in the image below.

Enter the Nature

of receipt as

Project Receipts

Click on this small

box known as DFF



• 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


Receipt



Screenshot • Once you have selected the method as Project Receipt, then Enter the Project Number

• Click on OK

Select the project number

from the list of values

Click on

OK



Screenshot • Now click on Save to save the receipt.

• You can save by clicking on the save button or Ctrl+S

System will

generate a

message.

Click on Save


Receipt



1.5 Receipt of Penalty in case of Employee Advances

Process Description Overview

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

Navigation • IARI Receivables DDO Responsibility->Receipts

Screenshot

Click on

Receipts



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.



Click on Receipt

method. Enter the

Receipt Number

and the amount

Enter the date

of receipt

Click on this

field. This is

known as DFF


Receipt



Screenshot

Once you click on the

DFF, the receipt

information box will open.

Click on the List of Value



Screenshot

Once you click on

List of values, select

employee.


Receipt



Screenshot

Enter the Employee

name from whom the

penalty amount is

being recovered

Select the advance

bill number against

which the advance

was given Click on Ok



Screenshot • Once all the information has been entered, review the form

• Click on Save

Click on Save


Receipt



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.



Screenshot • Click on Submit a New Request.

• Click on Single Request.

• Click on OK.



Screenshot • Select the Report Name

• Enter the Parameters.

• Click on OK.

Enter the report

name to be run

Enter the parameter

for the report.



Screenshot • Click on Submit

Click on

Submit



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



Screenshot

Click on Find



Screenshot

Click on View

Output



Output

1. ICAR Budget Fund Inquiry Report: The report can be used to check the budget in various heads and the expenditures in those heads.



2. ICAR Receipt Register: This report will list all the receipts made. The Parameters shall be the dates during which you want to view the register.

3. ICAR Treasury Receipt(TR5) Report: This will be receipt given to the person paying money to the instiutes.

4. ICAR Main Cash Book(Excel-XML): It is maintained by Audit and Accounts which is mainly for Bank Transactions. This Report will show a summary of all the bank transactions.

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