FAQ – Account Receivables

Adjust the payment terms to run from the date that a service was provided

The 'Payment Terms' field is linked to the Transaction 'Date' field. This field can be backdated to the date that the service was provided; the standard 30 days payment terms will start from that date and the due date will be adjusted accordingly.

Check when payment is due for an invoice

To see a summary of a Transaction (invoice), enter the AR responsibility and select Collections, followed by Transaction Overview. Enter the invoice number if known, or use one of the range of other search fields, then click on 'Find'. Due date is one of the fields displayed.

Obtain a copy of an invoice I've raised

Enter the AR responsibility; under Transactions, Transactions. From the Transactions screen, select the 'View' menu, then 'Requests'. From the 'Find Requests' screen, click on 'Submit a New Request'. Make sure 'Single Request' is selected and click on 'OK'. In the 'Name' box enter 'DCC Emailed Transaction (Copy)'. Enter the Invoice number you wish to view; the email address field is pre-populated with your email address although the address can be changed if necessary. Submit the request. The copy purchase order will then be issued.

Please note that although the invoice will be marked 'Copy', it will not be printed on controlled stationery and as such should not be used to re-issue an invoice to a customer. If a customer contacts you having misplaced an invoice please ask Oracle Admin to reissue the invoice to the customer on your behalf.

View a list of invoices raised to customers which are currently outstanding

Follow the steps above and select 'Single Request'. In the 'Name' box, enter 'Aging – 7 Buckets – By Salesperson'. A list of Parameters will appear. For 'Report Summary', select 'Invoice Summary'. For 'Report Format', select 'Detailed'. For 'Aging Bucket Name', select 'Collections'. Under 'Salesperson', select the name of your school. Submit the request. The subsequent report gives an aged debtor report for each of your invoices.

Cancel an invoice that I've raised

On occasion you may raise an invoice in error; perhaps the invoice was issued to the wrong customer, or sent to the wrong address. The problem can easily be rectified in Oracle by issuing a credit note to the customer.

To raise a credit for the entire value of the invoice, first select 'Transactions', then 'Credit Transactions' from the Accounts Receivable responsibility in Oracle. Enter the invoice number you wish to credit in the 'Number' field and click on 'Find.

If the number entered is valid a window labelled 'Credit Transactions' will open; enter a reason for the credit, and a contact name and telephone number to appear on the credit note. Click on the button marked 'Credit Balance'; Oracle will automatically credit the outstanding balance on the invoice. Click on 'Complete and make a note of the credit memo 'Number; a credit note will be sent to the customer.

Change the value of an invoice that I've raised

Although you can't amend an invoice once it has been issued, you can either raise a credit, or an additional charge, to the customer.

If you've overcharged a customer on an invoice, you are able to issue a credit note against part of the value of that invoice. Follow the steps above to locate the invoice you wish to credit and add a reason and contact details to the credit note.

Click on 'Credit Lines'; enter the amount you wish to credit as a minus figure against the line or lines that the credit relates to. Close the 'Lines' window and click on 'Complete'. Make a note of the credit memo 'Number' for future reference.

If you have undercharged the customer on the original invoice you will need to raise a new invoice to charge the customer for the balance.