The following guide is intended for stakeholders of the Sponsored Awards Process, particularly Accounts Receivable Specialists and Managers.

Action

• Create a Standard Receipt
• Create Receipt via ADFDI and Apply to an Invoice (includes optional steps for a single payment that will be applied to multiple invoices)
• Apply Receipts Using AutoMatch for Receipts created via ADFDI
• Offsetting a Debit/Credit Invoice Pair on a $0.00 Receipt in Accounts Receivables

 

Terminology

• ADFDI (Application Development Framework Desktop Integration) integrates with Microsoft Excel to load moderate amounts of data into Oracle Cloud. The tool is accessed from the user interface and offers online data validation using lists of values.
• Invoice is a bill to a sponsor created in the Oracle Contract Management Invoices module.
• Letter of Credit (LOC) Draw is a request for payment from a given Federal sponsor. The amount of the draw corresponds to one or multiple LOC invoices generated for the sponsor LOC at a given point in time in Oracle.
• Receipt is Oracle's term for a payment received from an external party. It corresponds with a deposit made to the University's bank account.
• Receipt Method describes the manner in which the sponsor makes a payment. Receipt Methods include ACH (Automated Clearing House), Check, and Wire.
• Sponsor: A sponsor is an organization that provides funding for a sponsored research agreement.

Create a Standard Receipt

1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.           

2. Navigate and select the Receivables module.
3. Select Accounts Receivable.

4. Select the Taskbar.
5. Select Create Receipt under Receipts.

6. Add Receipt Type, Business Unit, Receipt Method, Receipt Number, Currency, and Entered Amount.         

7. Enter Account Number and Name under Customer.

8. Select the chevron next to Additional Information.
9. Select the Award Number (required for interest-bearing awards).         
   1. Oracle does not require entry of an Award Number on a receipt. The Award Number Descriptive Flexfield (DFF) was added to accommodate the business process for interest-bearing awards. The interest-bearing awards report relies on the DFF to determine for which awards receipts have been entered but not applied, and hence are eligible to earn interest.

10. Select the Plus Sign (+) icon under Remittance Reference Details. Enter Reference Number and Reference Amount.

11. Select the Dropdown Arrow beside Submit and Create Another.

        

12. If an invoice exists* select Submit and AutoApply Now, otherwise select Submit.
    1. *Note: Cases where an invoice may not be entered at the time a receipt is created include:
       1. amount-based awards where the sponsor sends the University a payment (based on a schedule or milestone) before URA has created an event and generated an invoice.
       2. the payment doesn't include identifiers that enable the University to identify the award(s) or invoice id(s) at the time the receipt is created.           

 

13. Select Save.

14. Select Actions and Post to Ledger.

15. Select View Accounting and then Close.   

16. You have now completed the steps to create a Standard Receipt in Oracle.

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Includes optional steps for a single payment that will be applied to multiple invoices.

NOTE: Descriptive Flexfields (DFFs) cannot be input via ADFdi. If you need to associate a sponsor receipt with an award, then you must do so manually by following the steps in the section above.

Oracle does not require entry of an Award Number on a receipt.  The Award Number DFF was added to accommodate the business process for interest-bearing awards.  The interest-bearing awards report relies on the DFF to determine for which awards receipts have been entered but not applied, and hence are eligible to earn interest.

1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.           

2. Navigate to Receivables.
3. Select Accounts Receivable.

4. Select the Taskbar.
5. Select Create Receipts in Spreadsheet.
   1. An Excel spreadsheet is downloaded.

6. Open the Excel file from the downloaded folder.   

7. Select Enable Editing.

8. On the Connect message pop-up, select Yes.       

 

9. Select the Company Single-Sign-On button and then complete the sign-in steps.    

10. Select Skip.
    1. Wait for the Excel sheet to load with certain default values.

11. Review / Enter the following information:
    2. Business Unit: select by double-clicking on the cell.
    3. Batch Source: select from the drop-down.
    4. Batch Name: Initials with current date.
    5. Receipt Method: select by double-clicking on the cell.
    6. Remittance Bank & Bank Account: select by double clicking on the cell.
12. Review / Enter the following information:
    2. Control Count: Number of receipts that will be entered.
    3. Control Amount: Total amount of receipts that will be imported.
13. Review / Enter the following information:
    1. Sequence Number: Unique, sequential value (The exception is for a single receipt applied to multiple invoices, as described in steps 15 to 18.)
    2. Receipt Number: as applicable.
    3. Receipt Amount: as applicable.
    4. Receipt Date.
    5. Accounting Date.
    6. Currency: USD.

14. Scroll to the right and review/enter the following information:
    7. Customer Name and Customer Account Number: select by double-clicking on the cell.
    8. Reference Value: Enter the Transaction Number.
    9. Reference type: Select as Transaction Number.
    10. Reference amount: invoice amount.

Optional: If a single payment will be applied to more than one invoice/transaction, follow steps 15-18:

15. Enter the total Receipt Amount on the first line. Do not repeat it on subsequent rows.
16. On the next lines, repeat the:
    4. Sequence Number
    5. Receipt Number
    6. Receipt Date
    7. Accounting Date
    8. Currency

17. On the next lines, repeat the:
    11. Customer Name
    12. Customer Account Number
18. Enter the different
    9. Reference Values:  Transaction numbers.
    10. Reference Type: Transaction Number.
    11. Reference Amounts:  Invoice amounts on each of the lines for the receipt.

If you have additional receipts to enter in this batch, add additional row(s) and repeat from step 13.        

19. Select Create Receipt Batch at the top of the page.
20. Select Upload.

 

21. Leave the default values and select OK.

22. The Status column should be updated to Row Inserted Successfully.

23. Back in Oracle, select the Home icon.          

 

24. Navigate to Receivables.
25. Select Accounts Receivable.

26. Select the Receipt Batches box on the left side of the page.      

27. Highlight the row with the Batch Number.

28. Review Receipt Batch details. Select Post.

29. On the pop-up, Select OK.      

30. You have now completed the process to Create a Receipt via ADFDI and Apply to an Invoice.

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1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.           

2. Navigate to Tools.
3. Select Scheduled Processes.          

 

4. Select Schedule New Process.        

 

5. Enter Name as Apply Receipts Using AutoMatch.
6. Select OK.

7. Select Submit.  

 

8. Select OK.          

 

9. Ensure the Status for the Apply Receipts Using AutoMatch: Subprocess has Succeeded.
10. Select the Home icon. 

11. Navigate to Receivables
12. Select Accounts Receivable.

13. Select the Taskbar.
14. Select Manage Receipts.       

15. Enter the Receipt Number.
16. Select Search.
17. Select the Receipt Number hyperlink.        

 

18. Under Receipt Details, select View Remittance Reference Detail.     

 

19. Confirm the transaction number you entered is listed under the Reference Number column.     

20. You have now completed the process to Apply Receipts Using AutoMatch.

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Use this scenario to offset pairs of debit and credit invoices transferred to Accounts Receivable.

1. Login using Company Single Sign-On to access your Oracle account.

2. Navigate and select the Receivables module.
3. Select Accounts Receivable.

4. Select the Taskbar.
5. Select Create Receipt under Receipts.

6. Add Receipt Type, Business Unit, Receipt Method, Receipt Number, Currency, and Entered Amount. *Note: Enter $0 in Entered Amount.

7. Select Customer Account Number and Name under Customer

8. Select the + icon under Remittance Reference Details. Select Reference Number and Reference Amount for the debit and credit invoices.

9. Select Submit and AutoApply Now.

10.  Select Save and Close.

You have now completed the steps to offset a debit/credit invoice.

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