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Transactions - Creating

Distribution

AR Administrator^*

AR Billing Specialist^*

AR Billing Specialist-Remote^*

AR Manager^*

Related Procedures

Transactions - Correcting

Transactions - Creating

Ownership

The AR Manager is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

IS Receivables
N ® Transactions ® Transactions
Transactions

Creating Transactions

1.   Complete the required information. The Transaction Number is automatically assigned and formatted as shown below:

• Number field.

Digits 3-10 are automatically generated.

• Date field.

Defaults to the current date.  Date may be changed to reflect the desired billing (transaction) date. Date is printed on all Transactions.

• Currency field.

Default is "USD". Do not change.

• Transaction field.

For Grants Accounting (GA) only. Data are automatically entered for GA AutoInvoices.

• Source field.

Select from the LOV. The Source field sets Transaction auto numbering.

• Class field.

Select from the drop down list.

• Type field.

Select from the LOV.

• GL Date field.

The date the Transaction will be posted to the General Ledger. GL Date may be changed to reflect the desired posting date (current month only).

• Bill To:

Only the Bill To information is required. Enter data into the Ship To block to reflect where you sent the product if required.

If you are unable to locate your Customer, the Active check box may not be selected in the Customers-Standard form or the Customer does not exist.

• Name field.

Select from the LOV.

• Number field.

Select from the LOV.

• Location field.

If a Location field is automatically entered, determine if this is your Customer Location value. If it is, continue; otherwise, use the LOV to select the desired Location.

You must choose a Location. Select from the LOV for the Customer-Address desired.

The following fields will automatically complete after selecting the desired Location:

• Address field.
• Contact field (only for GA billed customers).
• Terms field. Determines payment schedule. Defaults from Profile Class assigned when the Customer was created. May be changed as desired.
• Due Date field. Determined by Terms and Date.

• Salesperson field.

Select the invoicing Organization from the LOV. Used for AutoAccounting and to define the transaction owning Organization.

2.   Click the [Line Items] button.

Use the Lines form to enter individual transaction lines.

The header area displays automatically generated Total information for the Transaction, Lines, Tax, and Freight (not used).

Select a predefined standard memo line from the list of values in the Description field. The accounting information will automatically be entered.

If an appropriate standard Description is not available, enter a free-form description line in the Description field. You will be prompted to enter the appropriate accounting information.

3.   Complete the Lines form.

• Num field.

Will default to "1".

• Item field.

Not used.

• Description field.

Select the item or service from the LOV or you may enter free-form items or services.

If free-form items or services are entered, you will be prompted to enter account information when the form is saved.

• UOM field.

Unit of measure. The value may default if a standard Description is used.

Select from the LOV if a free-form description is entered.

• Quantity field.

Enter the number of items.

• Unit Price field.

The value may default if a standard Description with a pre-defined value is used.

Enter the cost per unit if a free-form description is entered.

• Amount field.

Will automatically calculate the Quantity by the Unit Price.

• Trans field.

For OSP only.

4.   Save the Transaction.

You need to ensure the accuracy of the accounting for standard memo lines and for free-form descriptions.

You will be prompted to edit the accounting information if you entered a free-form description.

5.   Click the [Distributions] button.

AutoAccounting determines default General Ledger account segments for transaction lines:

• Entity: defaults from the Transaction Type field
• Project: defaults from the Salesperson field
• Fund Source: defaults from the Salesperson field
• Object Code: defaults from the standard memo line (if used)
• Organization: defaults from the Salesperson field

The Distributions window will allow you to edit the accounting segments for each line in your Transaction. Each line of the invoice must contain the same Entity, Project, Fund Source, and Organization.

The Entity and Fund Source must agree. That is, they must both be State or both be Local. The Salesperson field for your Organization was created with a default value being either State or Local. If you create a transaction with a Transaction Type that differs from the Fund Source, as defaulted by the Salesperson, you will receive an error message and you must edit the accounting. See Chart of Accounts – Entity on the web for details on the relationship between the Entity and Fund Source segments of the Chart of Accounts.

Do not edit the value for Entity in the Accounting window. If this is incorrect, change the Transaction Type field in the Transactions form. You may edit the Project, Fund Source, or Object Code in the Accounting window.

6.   Complete the accounting information.

• Transaction Line.

Select the Transaction Line that requires editing.

• GL Account field.

Enter or edit accounting values for that line. The Accounting Flexfield LOV window will open.

• Accounting Flexfield fields.

Key the values in each field or use the LOV.

7.   Click the [OK] button.

You will return to the Distributions form.

8.   Close the form.

You will return to the Transactions form.

9.   Determine if you need to send documentation along with the transaction to the Customer.

If documentation must be sent to the customer along with the transaction, goto task #10.  Otherwise, goto task #11.

10. Forward any documentation to Accounts Receivable.

Note: With prior arrangement you may pick up your invoices, attach them to the documentation, and mail within 24 hours.

• Forward a hard copy of the document(s) to Accounts Receivable prior to the Transaction date.

The following information must be included to ensure proper identification of the transaction(s):

• Customer Name
• Customer Location
• Transaction Number
• Transaction Date

11. Select the Complete button to complete the Transaction.

When you complete an invoice, Receivables creates payment schedules based on the payment terms and invoice date you specified and includes the invoice in the standard aging and collection process.

12. Close the form or enter a new Transaction.

Optional Tabs

There are several tabs where additional information may be entered or where default values may be changed.

Effective: 08/18/05

Revision: 3 mr/jj

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