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Training Document

Al Shirawi Group of Companies ASG EPP

TRAINING DOCUMENT
Al Shirawi Group of Companies ASG
EPP FINANCIALS - AR
Author: Ravichandra Bhat
Creation Date: 13-Aug-2007
Last Updated:
Version: Ver. 1.0
Approvals:

Confidential Information means:


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CONTENTS
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Oracle Application - Getting Started ............................3


Toolbar................................................................................6
Navigator Window................................................................7
Menu Bar.............................................................................8
Functions/Document Alternative Region................................9
Top Ten List.........................................................................9
Oracle Applications: Receivables............................... 10
Introduction:............................................................................................................................10
Create Customer :................................................ 11
Enter Transactions:............................................... 15
Invoice :............................................................................15
Debit Memo:......................................................................20
Credit Memo :....................................................................22
Recurring Transactions :.....................................................24
Adjustments :....................................................................25
Approve Pending Adjustments............................................31
Receipts........................................................... 33
Entering Invoice Related receipts.......................................33
Miscellaneous Receipts :....................................................37
Receipts Reversal..............................................................39
Collections :.......................................................................43
Dunning Letter...................................................................43
Transfer to General Ledger :..............................................47
AR Open/close
Period 52

Oracle Application - Getting Started:L&T Infotech Confidential

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Open Internet Explorer from your Desktop.

You will find the below window.

Go to Favorites and Select Oracle applications 11i Rapid Install or open the
webpage http://tstoasis.oasis-uae.com:8003/ as shown below
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This will populate the Oracle Application Login screen. Type the User Name
and Password and Click on E-Business Home Page.

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When you login first time it will ask for new password. Type the Old Password
given to you and the New Password you want to use, Click on Ok. Now you
are asked to select the Responsibility (Module). Select the desired
Responsibility and Click OK.

**
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This will populate the Oracle Application Desktop


The Application Desktop of Oracle Financials Applications contains two
components: the application toolbar and the Navigator window. Screen shot
shown below shows the application desktop and identifies each component.

Toolbar
The application toolbar contains a subset of functions selected from the
Applications menu. Buttons on the toolbar will be grayed out if that
particular function is not available in a particular form. When appropriate,
the toolbar also displays informational messages. The toolbar also displays
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the total number of records available within a given form, as well as the
number of the record you are on. The toolbar buttons include:
Button
New Record
Find
Show Navigator
Save
Next Step
Responsibilities
Print
Close Form
Cut
Copy
Paste
Clear Record
Delete
Edit Field
Zoom
Translations
Attachments
Folder Tools
Window Help

Function
Start new record
Invoke Query Find window
Return to Navigator
Save pending changes
Save pending changes and
start new record
Switch to a different
responsibility
Print the current form
Clear all data in current window
Delete the current record from
the Form
Copy the current record from
the Form
Paste the copied/cut record in a
form
Clear record from the form (not
from the databasethe record
still exists in the database)
Delete the current record from
the database
Invoke field editor
Invoke defined zoom
Invoke Translation window to
translate between languages (if
available)
Invoke the Attachments window
Invoke the Folder Tools palette
Invoke context-sensitive help

Navigator Window
The top of the Navigator window displays the responsibility selected when
you logged into Oracle Applications. Inside the Navigator window you will
see a menu bar, a function/document alternative region, a Function window,
a collection of function buttons, and a Top Ten List window. There is also a
Close Other Forms checkbox that is available in the Navigator window. If you
enable the Close Other Forms checkbox, any forms you have open will
automatically close when you elect to navigate to another function. Screen
below shows the Navigator window.
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Menu Bar
There are eight menus for the Oracle Applications menu bar:

File

Edit

View

Folder

Tools

Window

Help
Functions that are not available will be grayed out in the menus.

Functions/Document Alternative Region


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The Navigator has two different regions: Functions or Documents. The


Functions region is the default region; it displays all menus and functions
available to the responsibility you logged on with. Menus can contain further
submenus, or a list of functions. To expand or collapse menus, you can
double-click on the item of interest or use the function buttons as described
below. When you place the cursor on a function, a description of that
function appears above the Function window. Beneath the Function window
is the Functions region, where you will find the following buttons:

+
+

Expand: Expand menu into next lower level


Collapse: Collapse functions back into menu
Expand: Branch Expand selected menu (branch) into functions

Expand: All Expand all menus included in Navigator into functions

--

Collapse: All Collapse all functions included in Navigator back to the


highest level

Top Ten List


To simplify navigation between functions, you can keep a list of ten oftenused functions in the Top Ten list. To add a function to the list, select the
function in the Function Window and click on the Add button below the Top
Ten list. To remove a function from the list, select the function and click on
the Remove button. To invoke a function from the Top Ten list, just type the
number (from 0 to 9) that represents the desired function.
Tip: The Function window lists menu prompts, while the Top Ten list lists the
function description
Useful Tips
How to query a required value
Press F11 Enter Partial Value beginning and ending with % Press Ctrl +
F11
How to Select LOV
Press Ctrl + L

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Oracle Applications: Receivables


Introduction:
Oracle Receivables provides four integrated workbenches that you can use
to perform most of your daytoday Accounts Receivable operations.
You can use the Receipts Workbench to perform most of your receiptrelated
tasks and the Transactions Workbench to process your invoices, debit
memos, credit memos, onaccount credits, chargebacks, and adjustments.
The Collections Workbench lets you review customer accounts and perform
collection activities such as recording customer calls and printing dunning
letters.
The Bills Receivable Workbench lets you create, update, remit, and manage
your bills receivable.
Each workbench lets you find critical information in a flexible way, see the
results in your defined format, and selectively take appropriate action. For
example, in the Transactions Workbench, you can query transactions based
on the billto or shipto customer, currency, transaction number, or General
Ledger date. You can then review financial, application, and installment
information, perform adjustments, creates a credit memo, or complete the
transaction. All of the windows you need are accessible from just one
window, so you can query a transaction once, and then perform several
operations without having to find it again.

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Create Customer:
Navigate to the Receivables menu and click on Customer and select either
Standard or Quick to create a new one or query for an existing one.

(N) Customers Standard


Select Customer Type (Organization/Person/All)
Enter Customer Name click on Find for Creating New Customer, click on New

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Enter Customer Address and Business Purpose Usage details.


Business purpose lets you define which functions are performed at a
particular customer site.
Assign Bill -To business purpose where you send your invoices for payment
i.e the site of customers accounts payable department and Ship To
business purpose to the address where you ship your goods.
Note: First Select Bill To enable Primary check box save it and then select
Ship To Select bill to Location by pressing Ctrl + L and save.
Enter Customer contact number Information. Click on Contacts / Contacts
Roles Tab and enter the details.
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Enter Customer contact person details/Roles here.


Save and Close the form.

Enter Transactions:
Classes of Transactions
Invoices, Debit Memos, Credit Memos, Deposits, Guarantee & Chargebacks.
Invoice:
(N) Transactions Transactions

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Complete the transaction header information, i.e. Source: EPP MANUAL


INVOICEInvoice, Invoice number will be created automatically. Class:
Invoice.
Type: EPP INVOICE.
Select the Main Tab and enter the details. Click on Name LOV, enter % , the
list of Ship To details will appear , select the ship to address after choosing
the ship to details , follow the same steps for getting the Bill To fields.
Enter Transaction Date, Currency, Select Class Invoice, Type, Bill to Customer name and Address, Payment Terms

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Click on line items.

In the Main Tab area, enter , UOM (unit of measure) is available as a list of
values but is not a required field.
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Enter the Quantity and Unit Price.

Select the Distributions to view the accounting string.

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Distribution provides with the accounting information on the invoice. After


checking the accounting information save the invoice and click on Complete.
Debit Memo:
(N) Transactions Transactions
Entering Debit Memo is same as Transaction except the source and Class
you to have select Debit Memo and Transaction Type should be of EPP Debit
Memo Type as shown in the Red Circle.

Click on Line Items

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Click on Distribution to view the accounting.

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Close the distribution form, save and complete the transaction.


Credit Memo:
(N) Transactions Transactions
Entering Credit Memo is same as Transaction except the source and Class
you to have select Credit Memo and Transaction Type should be of EPP
Credit Memo Type as shown in the Red Circle.

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Click on Line Items

Enter the negative quantity returned.

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Click on Distribution to view the accounting.

Close the distribution form, save and complete the transaction.


Recurring Transactions:
(N) Transactions Copy Transactions
Copies can be made of the model invoices which are repeatedly raised and
rules can be selected as daily, monthly, Bi-monthly , Weekly, Quarterly etc.
Query the model Invoice.(Press F11 keep cursor on Trans Number enter
model Invoice Number press Ctrl+F11) select the Rule field with whichever
interval you want to create your invoices . Fill in the number of times you
want to repeat the Invoice. Save your work and invoices will be created as
shown at the bottom of this window.

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Adjustment
(N) Transactions Transactions summary

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Select View: Find Enter search criteria (Transaction Number). Click Find.

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Transaction Numbers, query the transaction by entering %

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Select the transaction and click on find


Query the Invoice, Debit/Credit memo to be adjusted, and click on Adjust.

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Click on activity and Select the Activity name EPP Adjustment, Type (Line,
invoice, Charges etc) and amount (amount will be defaulted).

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Click on Account, IDs tab to review the defaulted GL account.

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Click on Comments, select the Reason and the comments, and make sure
the status should be completed. Else it will be waiting for the approval
Click on save, the adjustment will be saved.
Approve Pending Adjustments
(N) Control Adjustments Approve Adjustments

Key in the Adjustment Number / creator and click on the Find Button.
You must have an Approval Limit for more than or equal to the amount you
are trying to approve.

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A pending adjustment must be approved before it affects the balance of


a transaction.
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Receipts

A receipt is a written acknowledgement that a specified article or sum of


money has been received as an exchange. The receipt acts as the title
to the property obtained in the exchange.
Determine if payment is for an Invoice, Debit Memo or other type of
transaction that would have a receivables entry to match. If receipt is
for an item that is not usually invoiced, such as interest income. Enter
receipt in Misc Receipts
You can enter two types of receipts.
Invoice Related Receipts
Non Invoice related Receipts
Entering Invoice Related receipts

(N) Receipts Receipts


Select Receipt Type as Standard, Payment Method, Enter Receipt
Amount, Date, Enter transaction Number (If you are applying the
receipt for single Invoice) or Customer Name (if you wish apply this
receipt to multiple invoices) Click on Remittance.

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Optionally you can choose the Bank and click on Application.

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Click on Apply

Place your cursor on Apply to column and select the invoice, (Outstanding
invoices from the list) against which receipt is to be applied & Save.
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Once the Invoice is selected the apply check box will get enabled
automatically Save and Close

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Entering Non-Invoice related Receipts


Miscellaneous Receipts:
(N) Receipts Receipts

Non- Invoice related transactions such as investment and interest income


are known as miscellaneous transactions. E.g.: Revenue earned from
investments, interest, refunds and scrap sales.
Enter Receipt Number, Select Receipt Type as Miscellaneous in the
receipts window, enter the Receipt amount, select Payment method and
choose the receivable activity and Save. Click on the distribution to view or
alter the accounting entry.

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Verify the distribution percentage, amount and GL account and click ok and
save.
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Receipts Reversal
You can reverse the receipt if you entered a receipt to a wrong transaction,
cheque returned by bank, Customer Stopped the Payment or for any other
reason.
(N) Receipts Receipts

Retrieve the receipt to be reversed. Select View: Find all to retrieve all
receipts or Select View mention the search criteria

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Select the Receipt to be reversed.

Click on Find

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Receipt will be retrieved, Click on reverse

Select the Category and the Reason from the LOV and enter the comments,
click on Reverse, receipt will be reversed and saved automatically.

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Click on receipt history to review the details.

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The invoice balance will not show the reversed receipt any longer.
When you create a standard reversal, Oracle Receivables automatically
updates your GL and re-opens the invoices you closed with the original
receipt.

Collections:
The collection of outstanding receivables is as much a responsibility of the
credit department as the investigation, evaluation, and approval of the
customer's credit. The collection effort should include a systematic and
regular follow-up. This is vital to establish credibility with the customer
concerning the company's credit terms.
The Receivables Dunning Letter Generate program lets you create and send
customized letters to your customers who have invoices, debit memos,
chargebacks, credit memos, and unapplied and on account receipts that are
overdue
Generate Dunning Letters
Run Dunning Letter Print Program. With the required parameters.
(N)
Print Documents Dunning Letters Dunning Letter
Generate
Run Dunning Letter Print Program. With the required parameters.

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Enter the required parameter.

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Once you finish providing parameter, click on submit. After completion of the
report click on View output

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You can view the dunning letter order by customer.


Transfer to General Ledger:
(N) Interfaces General ledger
Run general ledger interface program to transfer receivables transactions to GL
Interface tables.

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Click on the LOV, automatically the GL interface programme will ask for the
parameter
Enter the parameters, Select posting in Summary or detail, and enter
period end date as posted date. Enter the GL start date and GL end date
and yes for Journal Import and click Submit. You will get a Request
Number. Verify accounting entries in the GL created.

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Once you submit the request you can view the output in request screen.

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Open/Close AR Period
N ReceivablesControlAccountingOpen close Periods

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Open the Open close Periods screen; click on open next period, this function
will open the next Accounting period

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To close the period, select closed option available from the LOV in
Accounting Period status detail.

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