The Oracle Accounts Receivable (AR) module maintains detailed information on AR invoices that have been paid in full or have an outstanding balance due. The Research Foundation (RF) customized the RF Past Due Invoice Report to provide the total outstanding AR invoices based on an award, location, customer, collector and/or balance due for a specified date. This report contains the same content as the RF Past Due Invoice Report, but displays ASCII text without header information. This version allows data to be easily exported to Excel.
This report is used to monitor open AR invoices that have amounts past due and to determine appropriate action with the sponsor (for example, a collection call to a sponsor, a dunning letter, a refund to sponsor, and so on).
This report should be run on a monthly basis and as needed by staff responsible for reviewing past due invoices.
The following table describes the required and optional parameters to use to run the report:
Parameters |
Description |
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Required Parameters |
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Order By |
Sort Order option Can be either by Balance Due or Customer |
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Terms |
Output options for data. Select one of the following:
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Optional Parameters |
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Balance Due Low |
Outstanding balance – Top of range for criteria
Note: For all outstanding balances, leave blank. |
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Balance Due High |
Outstanding balance – Bottom of range for criteria
Note: For all outstanding balances, leave blank. |
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Customer Name Low |
Customer name that is associated with award for which an AR invoice was generated - Top of alphabetical range for criteria. |
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Customer Name High |
Customer name that is associated with award for which an AR invoice was generated - Bottom of alphabetical range for criteria. |
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Days Late Low |
Number of days the AR invoice is past due (days late) – Lowest value for range. |
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Days Late High |
Number of days the AR invoice is past due (days late) – Highest value for range. |
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Location |
Three-digit location code assigned to a campus (operating location). Security will limit location access. |
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Award |
Award Number associated with an AR invoice |
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A xml report may be submitted with the format of the output set to excel. This will enable the automatic opening of the file in a spreadsheet application.
Step |
Action |
1 |
From the applicable responsibility in the Navigator window, select Processes and Reports > Submit Processes and Requests to go to the Submit a New Request form. |
2 |
Select Single Request. |
3 |
Click OK to go to the Submit Request form. |
4 |
Complete the following field: Name (Title of the report to be run. Select from the List of Values.) |
5 |
The Parameters form will be displayed if you select a request that requires parameter values. As required, enter the parameters. |
6 |
Click OK to return to the Submit Request form. |
7 |
Click Completion Options to return the Upon Completion Options form. Change the Format to Excel (Select from the List of Values). |
8 |
Click OK to go to the Submit Request form. |
9 |
Click Submit to go to the Requests form. Submitted requests are queued and run in the order in which they are received. Your current request may appear in a list of all of your requests in the Requests form. |
10 |
Click Refresh Data until the Phase field displays Completed.
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11 |
Click View Output. You will then be prompted to either save or open the report in excel. |
12 |
You have successfully exported the data into Excel. NOTE: To remove the blank lines select the whole spreadsheet and from the menu bar select Data > Sort and select the column to sort by and the blank lines will be gone. You can now adjust and manipulate the data. Some column widths may need to be increased for the data to be fully displayed. Select File > Save As to name the file and save it with the spreadsheet extension. |
The following table describes the report output:
Column Heading |
Description of Column |
Invoice Number |
The AR Invoice Number - The invoice number that the Accounts Receivable module assigns once an invoice is approved and released or the invoice number that is assigned to an advance invoice created in AR |
Award Number |
A unique sequential number assigned to an award. An award is the record established from the award notice or contract received from a customer. An award record contains a funding source (customer), award amounts (funds), start and end dates, terms and conditions, and other information. Awards are used to fund one or more projects. |
Award Org |
The department or organization associated with the award from which the invoice was generated |
Billing Cycle |
The frequency of AR invoice generation. For example: Last Day of the Month, Qtr End FEB, MAY, AUG, NOV, etc. |
Invoice Date |
The date the invoice was released in Grants or the date the advance invoice was created in AR
Note: This field can be changed by user when releasing. |
Due Date |
A value based on the billing terms of the award and invoice date |
Invoice Amount |
The amount for which the AR invoice was originally generated |
Current Balance Due |
The amount remaining outstanding (either above or below the original invoice amount) |
Days Past Due |
The number of days past due based on the billing terms of the award and invoice date |
Last Call Date |
If one or more Customer Call records have been entered on the past due invoice, the date of the last call will appear |
Follow Up Date |
If one or more Customer Call records have been entered on the past due invoice, the last follow up date entered will appear |
Effective Date: 9/11/2008 10:15:29 AM