Write-Off - Reviewing & Releasing

...

Distribution

Comptroller

GM Billing Specialist

Related Procedures

Invoice Generation & Review in GA

Ownership

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

You should review each invoice within Invoice Inquiry and the Invoice Review Form before you approve and release it for billing. You can review invoice information such as invoice amount, invoice lines and the invoice customer.

1. Requery the Award(s) you have created a write-off for. The write-off will appear with a status of approved.

2. The Invoice Summary window appears. Select [Totals] to have the invoice amounts totaled at the bottom of the window below the invoice amount & balance due columns.

3. From the Invoice Summary screen, highlight the appropriate invoice and select [Open].

This screen allows the details of the invoice such as amount, bill through date, customer, etc. to be reviewed. Credit Memos are identified with an Invoice Class of "Canceling Invoice."
The Alternative Region on this screen will provide information regarding address/award, comment, approval/interface, receivable, and invoice exceptions.
If necessary the Alternative Region ‘Comment’ can be selected and free form text comments can be attached to the invoice. These comments will not appear on the invoice, but they will remain in GA for future reference.

4. Select [Lines].

The event lines for the invoice will appear. The lines can also be chosen from the Invoice Summary screen.

5. From the Invoice Lines window you can drill down, using the [Details] button, on each line item to see the details. Use the scroll bar to see all the detail within the Invoice Line Details window.

6. Once the invoice has been reviewed, navigate back to the Invoice Summary screen.

Below is the complete list of invoice statuses:

Accepted: Invoice has been interfaced and tied back to Oracle Receivables.
Approved: Invoices that have been approved.
Rejected: Invoices that have been rejected by AR.
Rejected In Transfer: Invoices that have been rejected during the interface to AR.
Transferred: Invoices that have been successfully interfaced to, but not yet accepted by AR.
Unapproved: Invoices that have not yet been approved.

7. Select [Release].

This will release the invoice for transfer to AR.

A Release Invoice pop-up screen will appear.

8. Enter the Invoice Date

This date will appear on the AR invoice

9. Select [OK].

The Invoice Status will change to Released.

10. Save.

Effective: 07/01/01

Revision: 2 05/27/05

Oracle Tutor can be licensed to modify and add to this content, documenting all of your business process documentation in the Oracle Tutor format.