Cash Management

User Guide September 2009

Document Control

Date

Version

Author

Notes

Copyright Notice Cardiff University 2009. All rights reserved

61153730.doc

-2-

Table of Contents 1.0 Cash Management.....................................................................................................................7 Oracle Applications integration....................................................................................................7 Oracle Applications integration...................................................................................................7 Introduction to Cash Management..............................................................................................8 Introduction to Cash Management..............................................................................................8 Cash Management at Cardiff University......................................................................................9 Cash Management at Cardiff University.....................................................................................9 Process Diagram.......................................................................................................................10 Process Diagram........................................................................................................................10 Course overview and objectives................................................................................................14 Course overview and objectives...............................................................................................14 Benefits.....................................................................................................................................14 Benefits.......................................................................................................................................14 2.0 Loading Bank Statements.......................................................................................................15 Objectives.................................................................................................................................15 Objectives...................................................................................................................................15 Process Diagram.......................................................................................................................15 Process Diagram........................................................................................................................15 Overview...................................................................................................................................15 Overview.....................................................................................................................................15 Summary of module .................................................................................................................27 Summary of module ..................................................................................................................27 2.1 Sweep Transactions Generation Concurrent Program .....................................................28 2.1 Sweep Transactions Generation Concurrent Program ........................................................28 3.0 Manual Creation of Bank Statements ....................................................................................32 Objectives.................................................................................................................................32 Objectives...................................................................................................................................32 Process Diagram.......................................................................................................................32 Process Diagram........................................................................................................................32 Overview...................................................................................................................................32 Overview.....................................................................................................................................32 Policies......................................................................................................................................32 Policies........................................................................................................................................32 Summary of module .................................................................................................................36 Summary of module ..................................................................................................................36

61153730.doc

-3-

4.0 Bank Reconciliation.................................................................................................................38 Objectives.................................................................................................................................38 Objectives...................................................................................................................................38 Policies......................................................................................................................................38 Policies........................................................................................................................................38 4.1 Reconciling Statements Automatically ..............................................................................40 4.1 Reconciling Statements Automatically .................................................................................40 Objectives.................................................................................................................................40 Objectives...................................................................................................................................40 4.2 Manually Reconcile a Bank Statement................................................................................48 4.2 Manually Reconcile a Bank Statement...................................................................................48 Objectives.................................................................................................................................48 Objectives...................................................................................................................................48 4.2.1 Create Receipts..................................................................................................................54 4.2.1 Create Receipts.....................................................................................................................54 4.2.2 Create Miscellaneous Transactions.................................................................................58 4.2.2 Create Miscellaneous Transactions....................................................................................58 4.2.3 Creating Journal Entries from Bank File..........................................................................62 4.2.3 Creating Journal Entries from Bank File.............................................................................62 4.2.4 Recording Exceptions.......................................................................................................68 4.2.4 Recording Exceptions..........................................................................................................68 4.2.5 Reconciling Reversed Receipts........................................................................................72 4.2.5 Reconciling Reversed Receipts...........................................................................................72 5.0 Issue Resolution......................................................................................................................74 Overview...................................................................................................................................74 Overview.....................................................................................................................................74 Summary of module .................................................................................................................76 Summary of module ..................................................................................................................76 6.0 Bank Account Creation Internal or Supplier.......................................................................77 Objectives.................................................................................................................................77 Objectives...................................................................................................................................77 Overview...................................................................................................................................78 Overview.....................................................................................................................................78 6.1 Creating a Bank ...................................................................................................................79 6.1 Creating a Bank .......................................................................................................................79 6.2 Creating a Bank Branch ................................................................................................82

61153730.doc

-4-

6.2 Creating a Bank Branch

....................................................................................................82

6.3 Create Bank Account Receivables/ Payables or both.......................................................85 6.3 Create Bank Account Receivables/ Payables or both...........................................................85 6.4 Setup Transaction Codes.....................................................................................................91 6.4 Setup Transaction Codes........................................................................................................91 Summary of module .................................................................................................................93 Summary of module ..................................................................................................................93 7.0 Reports Used in Cash Management...................................................................................94 7.0 Reports Used in Cash Management......................................................................................94 Overall Course Summary..............................................................................................................95 Support / Further Info....................................................................................................................96 Appendix ..................................................................................................................................97 Appendix ....................................................................................................................................97 Bank Reconciliation Errors........................................................................................................97 Bank Reconciliation Errors........................................................................................................97 Bank Transaction Codes.........................................................................................................100 Bank Transaction Codes..........................................................................................................100 Navigation Reference..............................................................................................................102 Navigation Reference...............................................................................................................102 Understand keyboard shortcuts..............................................................................................104 Understand keyboard shortcuts..............................................................................................104 Enter Data...............................................................................................................................106 Enter Data..................................................................................................................................106 ................................................................................................................................................108

61153730.doc

-5-

A guide to symbols used in this pack This User Guide may contain the following symbols to help the alert you to key points. Their meanings are explained below. The Icons Important Note

The Notes Icon calls attention to key points to be made.

61153730.doc

-6-

1.0 Cash Management

Oracle Cash Management (CM) is an enterprise cash management solution that helps you effectively manage and control your cash cycle. It provides comprehensive bank reconciliation and flexible cash forecasting.

Oracle Applications integration

Oracle CM is integrated with other Oracle Applications modules. Accounts Payable and Receivables are integrated directly with Oracle CM.
Project Accounting Project Accounting

iProcurement

iExpenses

Purchasing

Payables

Cash Management

Receivables

Fixed Assets

General Ledger

Cash Management Integration into Oracle Applications

Receivables Cash Management shares functionality with Receivables. Using Cash Management, you can: clear and reconcile receipts; undo the reconciled status of a reconciled receipt; undo the cleared status of a cleared receipt; create miscellaneous (non-invoiced) transactions, such as interest, debits, or credits.

61153730.doc

-7-

Payables Cash Management integrates with Payables. If you are using Payables, you must use Cash Management to reconcile your payment transactions. With Cash Management you can: clear and reconcile payments; undo the reconciled status of a reconciled payment; undo the cleared status of a cleared payment; record miscellaneous transactions that are on your bank statements such as bank charges, or bank errors. If you plan to use Cash Management to record miscellaneous transactions, then you must install and set up Receivables, since miscellaneous payments in Cash Management are actually negative miscellaneous receipts.

Introduction to Cash Management

The purpose of Cash Management is to help you manage and control the cash cycle of your business. Bank Reconciliation Bank Reconciliation is an audit requirement; each bank account is an asset of the company, and you must be able to explain all balances on the balance sheet. Bank reconciliation goes further than an audit and can reveal fraud as well as errors. To ensure your transaction records match and that neither you nor your bank has made an error, you should reconcile your bank accounts each time you receive a bank statement. Reconciliation is the process of explaining the difference between two balances. There are some legitimate reasons for differences in balances, .e.g. timing differences, but once the legitimate differences have been eliminated, the balances should be the same. At the most basic level, bank reconciliation is an exercise in comparison. We take an extract from a bank account in Oracle Financials and compare that to a statement provided by the bank. All transactions that appear on both lists are checked off and are reconciled transactions. We are then left two sets of entries; bank statement entries that are not listed in Oracle Financials and Oracle Financials entries that are not listed on the bank statement. Both sets of entries require analysis to determine whether the source of the discrepancy was an error or a legitimate difference. This distinction is important; errors must be corrected. The Reconciliation Process Cash Management is a collection point for bank transactions, regardless of where they may have been entered in the system. Bank transactions generated directly into General ledger or generated from Payables or Receivables can be reconciled within Cash Management. Payments made to suppliers and recorded through Payables generate credit entries in the bank account while customers receipts entered in Receivables post debit entries. Cash Management distinguishes between clearing and reconciling. You clear transactions as soon as you have documentary evidence from your bank that it has processed the transaction and the funds have been moved into or out of your account. You reconcile a transaction once it has appeared on your bank statement. Reconciliation itself implies clearance. When you reconcile a transaction, the transaction is first cleared (the statement is the documentary evidence) and then matched to a bank statement line.

61153730.doc

-8-

Cash Management at Cardiff University

Cardiff University have between 70 and 80 bank accounts. Approximately 15 of these will require reconciliation using Oracle Cash Management. CSERV are responsible for the management of one of these accounts and the remaining are controlled by Management Accounts. Segregation of Duties between CSERV and Management Accounts The duties carried out within Cash Management have been segregated between CSERV and Management Accounts. Below is a list of what duties will be carried out by whom.

Task Load Bank Statements Run AutoReconciliation program Review bank statement lines after import and autoreconciliation process

Management Accounting

CSERV

Manually reconcile any unreconciled lines Create payments and receipts for outstanding lines if required

Setup internal/supplier bank accounts

Run journal sweep generation

61153730.doc

-9-

Process Diagram
The diagrams below illustrate the daily process for Cash Management.

61153730.doc

- 10 -

CE Enter Bank Statements Daily Process

Campus Services Account

Management Accounts

Start

Export file from FD as .bai to network drive

FTP to Oracle Server

Run Bank Statement Loader

Success?

Yes

Check Bank Statement Interface to paper statement

Match?

Yes

No

No To Page 2

Investigate error and correct

Correct statement in interface table

61153730.doc

CSERV

- 11 -

CE Enter Bank Statements Daily Process

Bank Statements available for download from FD

Management Accounts

From Page 1

Run Bank Statement Import

Success?

Yes

Run Sweep Generation

Success?

Yes

Run AutoReconciliation

To Page 3

No

No Note error. It will have to be entered and reconciled manually later

Investigate error and correct

61153730.doc

CSERV

- 12 -

CE Enter Bank Statements Daily Process

Bank Statements available for download from FD

From Page 1

Run Bank Statement Import

Success?

Yes

Run Sweep Generation

Success?

Yes

Run AutoReconciliation

To Page 3

Management Accounts

No

No Note error. It will have to be entered and reconciled manually later

Investigate error and correct

61153730.doc

- 13 -

Course overview and objectives

During the course of this lesson you will learn how to: Import bank statements Manually create bank statements Create bank accounts - Supplier and Internal Reconcile bank statements manual and automatic Resolve issues Carry out reporting

N.B This course will not be covering the process of exporting from Financial Director or the transfer of the file to the server.

Benefits
Cash Management ensures that the bank reconciliation process and cash balance information are always up-to-date.

61153730.doc

- 14 -

2.0 Loading Bank Statements

Objectives
Upon successful completion of this module, you should be able to: automatically import bank statements.

Process Diagram
The diagrams below illustrate Enter Bank Statement process. The diagram shows the tasks that are required to be performed by the Management Accounts team.
CE Enter Bank Statements Daily Process
Campus Services Account

Management Accounts

Start

Export file from FD as .bai to network drive

FTP to Oracle Server

Run Bank Statement Loader

Success ?

Yes

Check Bank Statement Interface to paper statement

Match?

Yes

No

No To Page 2

Investigate error and correct

Correct statement in interface table

Overview The aim of this process is to (1) retrieve the electronic bank statements and (2) load them into Oracle bank statements open interface and (3) import into Oracle Cash Management tables. This process aims to automate and speed up the bank statements import process across Cardiff University. The Management Accounts team will be responsible for the import and loading of all bank statements. The AutoReconciliation program validates the information you load into the bank statement open interface tables. If the data passes validation, AutoReconciliation imports it into the main Cash Management tables. If any records in a statement fail validation, AutoReconciliation does not import the statement and assigns it an error status. You can use the AutoReconciliation Execution Report or the View Reconciliation Errors window to review any import validation errors. You can use the Bank Statement Interface window to correct any import validation errors. 61153730.doc - 15 -

CSERV

Bank Statement Header Validation Import validation requires that the imported bank statement header information passes the following checks: The bank account must be a currently defined bank account. If the bank account number is not unique within the system, you must provide a bank and branch name, in the interface table. If you provide a currency code in the header, it must be the same as the currency code defined for the bank account.

Statement Line Validation Import validation checks the following information. Currency Code: If you enter a currency code on the statement line, it must be a currency that is defined in the system. The currency code does not affect the matching or calculations. Bank Transactions Codes: Bank Transaction Codes, if entered, must be defined in Cash Management. Exchange Rate Type: The Exchange Rate Type must be a valid type as defined in Oracle General Ledger. The exchange rate types used at CARDIFF UNIVERSITY are Corporate which is a daily pre-defined rate and user which is a rate entered at the time of the transaction. Amount: An amount must be entered for each statement line.

Navigation Path: Other > Programs > Run Steps: 1. Navigate to the required function using Other > Programs > Run.

61153730.doc

- 16 -

2.

The screen below will appear click OK to submit a Single Request.

3.

The Submit Request form will appear:

61153730.doc

- 17 -

4.

Enter Bank Statement Loader in the program name field. This can either be selected from the LOV or typed directly into the field. In the parameters window, enter the following: Process Option: Select Load (from the drop down menu) Mapping Name: Select Cardiff Co-op BAI2 Data File Name: Enter the specific name of the file to be loaded GL Date: Todays date is defaulted. Change this to the specific date of the statement which is being loaded

5.

6.

Click on the OK button.

61153730.doc

- 18 -

7.

Click on the Submit button.

8.

Click No to the following decision. This will take you back to the Navigator Screen:

9.

Click View > Requests from the menu bar.

61153730.doc

- 19 -

10.

Click on the Find button.

61153730.doc

- 20 -

11.

The Request screen will appear:

12. 13.

Ensure that the request if finished. If the Status is pending click on the Refresh Data button until the status is Completed. - 21 -

61153730.doc

14. 15.

Close window. This will take you back to the Navigator screen. Navigate: Bank Statements > Bank Statements Interface

16.

The Bank Statement Interface form will be displayed.

61153730.doc

- 22 -

The Receipts, Payments and Closing Balance figures will automatically be generated from the loaded bank statement. Insert the Opening balance 17. 18. To ensure that these figures are correct please check against the physical bank statement for the specific day. Click on the Lines button, this will give a breakdown of the entries that have been loaded. These can be checked against the physical statement to see if they are correct. Close the Lines form by selecting the X in the top right hand corner of the screen. Once back in the Bank Statement Interface screen; click on File > Save from the menu bar or click on the Save 21. icon, then close window.

19. 20.

Navigate: Other > Programs > Run

22.

The screen below will appear click OK to submit a Single Request.

61153730.doc

- 23 -

23.

The Submit Request form will appear:

24. 25.

Enter the following: select from the LOV options Bank Statement Import. This will call the Parameters form.

61153730.doc

- 24 -

26.

Enter the following: Bank Branch Name: i.e. determined by which account the statement relates to. (This can be typed or selected from the drop down list). Most of Cardiff Universities accounts are held in branch 089003 CARDIFF. Bank Account Number: this relates to the account number of the statement that is being loaded. (Select from the dropdown list) Statement Date from & Statement Date To: This is the date that the bank statement relates to in the format > DD-MMM-YYYY GL Date: Enter the date that the bank statement relates to.

27.

Click on the OK button.

61153730.doc

- 25 -

28.

Click on the Submit button. The following decision box will appear:

29. 30.

Click on the No button. This will take you back to the Navigator screen Click View > Requests from the menu bar.

31.

Click on the Find button. - 26 -

61153730.doc

32. 33.

Ensure that the request is finished. If the Status is pending click on the Refresh Data button until the status is Completed.

Summary of module
During this module you have learned how to: automatically import bank statements

61153730.doc

- 27 -

2.1 Sweep Transactions Generation Concurrent Program

Bank account transfers represent fund transfers between internal bank accounts. You can create bank account transfers manually or automatically via the Sweep Transactions Generation concurrent program. Prerequisite for this process is that the bank statement for the day will have been loaded / entered into CE. Navigation Path: Other > Programs > Run Steps: 1. Navigate to the required function using Other > Programs > Run.

2.

The screen below will appear click OK to submit a Single Request.

61153730.doc

- 28 -

3.

The Submit Request form will appear:

4.

Select Sweep Transactions Generation program from the Submit Request window.

61153730.doc

- 29 -

5.

Enter the following parameters: Bank Branch Name (required) Statement Date From Statement Date To

If you leave the Bank Account field blank then the sweep program will run for all bank accounts for the given day.

6.

Click OK. - 30 -

61153730.doc

7.

Click on the Submit button to submit your request.

8.

The concurrent program generates the Sweep Transactions Generation Execution Report, which lists the exceptions found during Sweep Transactions Generation program.

The Sweep Transactions Generation Execution Report lists Sweep Transactions Generation exceptions. During automatic deal generation, the following error messages are shown in the output file:

Transaction generation failure, incomplete cash pool setup Transaction generation failure, mandatory fields missing Transaction generation failure, bank account number is missing Transaction generation successful, with a limit warning Possible match already exists for Deal #_______, Transaction #______

61153730.doc

- 31 -

3.0 Manual Creation of Bank Statements

Objectives
Upon successful completion of this module, you should be able to: manually create a bank statement.

Process Diagram
The diagram below illustrates the Manual Entry of Bank Statements process. . The diagram shows the tasks that are required to be performed by the Management Account team.
CE Enter Bank Statements Manual Entry

Start

Receive Bank Statement

Electronic Upload

Yes

Follow instructions for Upload

End

Management Accounts

No To Page 2

Manually Enter Bank Statement

Run AutoReconciliation

Overview
In addition to loading bank statement information automatically via the Bank Statement Open Interface, bank statement information can be entered manually. This process can also be used to update information on a statement that was previously entered manually or loaded automatically, even if the statement is already reconciled. This process covers the entry of bank header information and statement lines.

Policies
Control totals (Opening Balance, Receipts, Payments, Closing Balance) are used to ensure all lines are entered on a manual bank statement. The end user is prompted by a warning message if header control totals do not match to the line entries.

61153730.doc

- 32 -

Navigation Path: Bank Statements > Bank Statements and Reconciliation Steps: 1. Double click on Bank Statements and Reconciliation with your mouse or click on the Open button to open the Find Bank Statements form.

2.

The Find Bank Statements form will appear.

3. Click on the New button to display the Bank Statement form.

61153730.doc

- 33 -

4. Select the following bank header information: Account Number, Account Name, Bank Name, Bank Branch, and Currency. 5. Enter the new statement Date. 6. The bank Statement Number will default to todays date. The Statement Number should be entered in line with the defined naming conventions so change to the format YYMMDD. 7. Enter the GL Date--the default is the Statement Date. The GL Date must be in an open or a future-enterable period in Receivables or Payables.

8.

Enter bank statement Control Totals: The Opening Balance will default in from the closing balance of the previous statement in CM this should NOT be changed. The Closing Balance should be entered as shown on the Bank Statement. Enter control totals for Receipts and Payments, as well as the number of statement lines for each.

9. Click on Lines to begin entering your statement lines. Optionally, you can save the header information now and enter the statement lines later. Important Note

The yellow fields are mandatory Press the tab key on your keyboard to move to the next field

61153730.doc

- 34 -

10.

Enter the following information: Statement line number: 1 transaction = 1 line number. The greater the transactions on the bank statement the more lines required Select Type: i.e. payment, receipt, sweep in, by clicking the down arrow. Number: Serial number of the paying in slip/cheque number if applicable Transaction date is the system date defaulted from the bank statement header Amount: Statement line value, Enter both Payments and Receipts as positives values. Status field is pre-displayed with Unreconciled and should not be changed. Tab to description field > can be used for any other important information i.e. a/c number transferring to or name of remitter

11. 12.

Repeat the above process for each statement line to be entered. Once all entries have been completed click on the Save icon then close the window. This will take you back to the bank Statement screen:

61153730.doc

- 35 -

13. 14. 15.

Ensure that Receipts in Control Totals = Receipts in Line Totals Ensure that Payments in Control Totals = Payments in Line Totals Click X to close window.

Summary of module
During this module you have learned how to: 61153730.doc - 36 -

manually create bank statements.

61153730.doc

- 37 -

4.0 Bank Reconciliation

Objectives
Upon successful completion of this module, you should be able to: complete bank reconciliation automatically and manually create miscellaneous receipts and payments record exceptions reconcile to reversed receipts

Overview
Supplier payments entered in Payables can be reconciled to your bank statement lines. When you reconcile payments using Cash Management, the payment status is updated to Reconciled. Payables will also create accounting entries that debit the cash clearing account and credit the cash account of the bank account that you used to pay the invoice. With Cash Management you can: clear and reconcile payments; undo the reconciled status of a reconciled payment; undo the cleared status of a cleared payment; record miscellaneous transactions that are on your bank statements such as bank charges, or bank errors. Note: miscellaneous payments in Cash Management are actually negative miscellaneous receipts. Create miscellaneous (non-invoiced) transactions, such as interest, debits, or credits.

Receipts created in Receivables can be reconciled to bank statement lines. Cash Management updates the status of the receipts to Reconciled and creates appropriate accounting entries to be transferred to the General Ledger. Journal entries that were directly entered in General Ledger i.e. did not originate from another module can be reconciled to your bank statement with Cash Management. The AutoReconcilation program will match the transaction if the journal description matches the statement line transaction number. This matching rule should be observed when entering the description fields for General Ledger journal lines; otherwise the AutoReconciliation program will not make any matches. Some transactions that will appear on your bank statement are not initiated from Oracle Financials, for example, bank charges or received interest. Cash Management is the primary point of entry for these transactions, used in this way Cash Management becomes a sub-ledger of its own. Bank statements can be reconciled either manually or automatically.

Policies
Automatic Reconciliation process is run to reconcile to payments and receipts within Oracle. The 'General Ledger Reconciliation Report' is run per bank account. Closing balance from bank statement compared to check if Oracle GL cash balance reconciles to the bank position. Identify and follow-up any un-reconciled items. 61153730.doc - 38 -

Unreconciled items are reviewed after running the Auto Reconciliation process. Unreconciled items that could not be manually reconciled by reviewing the 'Transactions available for Reconciliation' are investigated and resolved. A negative miscellaneous receipt is entered to match unreconciled items for payments not in AP (i.e. bank charges). Separate activities within the Miscellaneous Receipt transaction will be created to handle the accounting of different classifications of non-AP payments. A miscellaneous receipt is entered to match unreconciled items where receipts are not in AR (i.e. interest). Separate activities within the Miscellaneous Receipt transaction will be created to handle the accounting of different classifications of non-AR receipts.

61153730.doc

- 39 -

4.1 Reconciling Statements Automatically

Objectives
Upon successful completion of this module, you should be able to: automatically reconcile a bank statement.

61153730.doc

- 40 -

Overview You can use the AutoReconciliation program to automatically reconcile any bank statement in Oracle Cash Management whether imported or entered manually. After you run the program, you can review the AutoReconciliation Execution Report to identify any reconciliation errors that need to be corrected. This report is produced automatically, or you can run it whenever needed. You can also review reconciliation errors online. After you automatically reconcile a bank statement and correct any reconciliation errors, you can run the Bank Statement Detail Report or use the View Bank Statements window to review reconciled and unreconciled statement lines.

61153730.doc

- 41 -

Navigation Path: Other > Concurrent Steps: 1. Double click on Concurrent with your mouse or click on the Open button to open the Find Requests form.

2. Click on the Submit a New Request button.

3. 4.

Ensure Single Request is selected. Click OK. - 42 -

61153730.doc

5. Select the AutoReconciliation Program using the LOV.

6. Enter the required Parameters. 7. Select the Bank Branch. 8. Select Bank Account Number, if you do not enter an account you will reconcile the statements for the entire bank branch. 9. Enter Statement To and From 61153730.doc - 43 -

10.Select Statement Date From and To.

11.Specify how to handle any NSF transactions or rejected receipts. No Action to handle manually 12.Click on OK. 13.Click on Submit.

14.

The following Decision box will appear, click No.

61153730.doc

- 44 -

15.

Click View > Requests from the menu bar.

16.

Click on the Find button.

61153730.doc

- 45 -

17.

Most recent activity will appear at the top of the list, if highlighted green click the Refresh Data button until completed.

61153730.doc

- 46 -

18.

Click on the View Output button to confirm that the program ran.

19.Review the AutoReconciliation Execution report to show errors. 20.Review the Bank Statement Detail Report to show reconciled and unreconciled lines. 21. Use the Reconcile Bank Statement Lines window to manually reconcile any unreconciled lines.

61153730.doc

- 47 -

4.2 Manually Reconcile a Bank Statement

Objectives
Upon successful completion of this module, you should be able to: Overview You can use the manual method to reconcile any bank statement, whether imported or entered manually. In addition, you can create new bank statement lines as you reconcile transactions, as well as update the reconciliation information for a previously manuallyor automaticallyreconciled statement. Manual reconciliation should only be used for transactions that are not picked up within the automatic reconciliation process and for any bank accounts where automatic reconciliation is not possible. To review unreconciled transactions run the Transactions Available for Reconciliation report. Unreconciled items that could not be manually reconciled by reviewing the 'Transactions Available for Reconciliation' report should be investigated and resolved. When you use manual reconciliation, you reconcile each line with available transactions. If you are using Oracle General Ledger, you can also reconcile statement lines to journal entries. Cash Management lets you search for receipts, payments, journal entries, and statement lines that meet specific criteria, and reconcile the statement line against them. You can search for transactions based on customer or supplier, batch name, or remittance number, as well as ranges for transaction numbers, transaction date, transaction amount, and maturity date. You can search for journal entries based on Period Name, Journal Entry Name, Document Number, or Line Number. A miscellaneous receipt is entered to match unreconciled items where receipts are not in AR (e.g. interest received). A negative miscellaneous receipt is entered to match unreconciled items where payments are not in AR (e.g. bank charges). Separate activities within the Miscellaneous Receipt transaction will be created to provide the default accounting for each classification of unexpected payments. Unexpected Receipts and Payments identified on the bank statement, which do not correspond to a miscellaneous transaction type (e.g. bank charges or interest), will be investigated and approved in consultation with the Accounts Payable and Accounts Receivable Managers. As you reconcile a statement manually, you may need to create transactions to account for differences between the sum of the reconciled transaction and the line amount. For example, you can create a miscellaneous transaction to account for bank charges or interest. manually reconcile a bank statement; create a standard receipt create miscellaneous receipts; mark a bank statement line as an error; reverse reconciled receipts.

61153730.doc

- 48 -

Navigation Path: Bank Statements > Bank Statements and Reconciliation Steps: 1. Double click on Bank Statements and Reconciliation with your mouse or click on the Open button to open the Find Bank Statements form.

2. Enter the required search criteria.

3. Click on Find.

61153730.doc

- 49 -

4. Select the bank statement to be updated and click on the Review button.

5.

The Bank Statement form will be displayed.

6. Click on Lines to query back lines that are available to be reconciled.

61153730.doc

- 50 -

7. 8. 9.

Select the line you wish to reconcile by clicking in the relevant Line field. Click on the Available button. Reconcile detail or batch type of transactions that apply to the current statement line by ticking the checkbox to the left of each transaction you wish to reconcile. Depending on what type of transaction you are searching for, select the appropriate checkbox. Click on the Find button.

10.

61153730.doc

- 51 -

11.Select the Line to be reconciled and click on the Reconcile button.

61153730.doc

- 52 -

12.Click on Save and close the form. 13.The bank statement line should now have a status of Reconciled.

14.Repeat as necessary for any additional bank statement lines otherwise close all forms and return to the Navigator..

61153730.doc

- 53 -

4.2.1 Create Receipts

Use the Receipts window to enter new receipts. For each receipt, you can see whether the receipt is identified and what portion of the receipt has been applied, placed on-account, and left unapplied. You can enter two types of receipts in Receivables: Cash receipts: Payment (such as cash or a check) that you receive from your customers for goods or services. Miscellaneous transactions: Revenue earned from investments, interest, refunds, and stock sales. You can apply receipts to invoices, debit memos, deposits, guarantees, on-account credits, and chargebacks. You can partially or fully apply a receipt to a single debit item or to several debit items. You can enter receipts and apply them to transactions in either Open or Future accounting periods. You can also create chargebacks or adjustments against these transactions. If you do not specify a customer for a receipt, the receipt is unidentified. In this case, the receipt amount appears in the Unidentified field in the Receipts window (Application Summary tabbed region). You cannot apply an unidentified receipt. You can view the detail accounting lines for an existing receipt in the form of a balanced accounting entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu. You can also choose to view the detail accounting as t-accounts.

Navigation Path: Bank Statements > Bank Statements and Reconciliation Steps:

1. Double click on Bank Statements and Reconciliation with your mouse or click on the Open button to open the Find Bank Statements form. 2. Enter search criteria for the bank statement you wish to review. 3. Click on Find. 4. Select the statement to be reviewed. 5. Click on Review. 6. Click on Lines. 7. Click on Find to query back the statement lines.

61153730.doc

- 54 -

8. Click on Create. 9. Select AR Receipts.

10. Enter the receipt information, including Receipt Number, Currency, Receipt Amount, GL Date, and Receipt Date. The default GL Date is the same as the batch GL Date. 61153730.doc - 55 -

15.

Enter a Transaction number (optional). If you did not enter a Transaction number and the receipt is not unidentified, enter customer information for this receipt, including Customer Name or Number and Bill-To Location. When you enter the customer, Receivables enters this customer's primary Bill-To Location, if one exists (you can change this value). If the system option Require Billing Location for Receipts is set to Yes, you must enter a Bill-To Location. If you do not enter a Bill-To Location and the customer has no statement site, any unapplied or on-account receipt amounts will not appear on statements sent to this customer.

16.

To prevent the receipt Remittance bank from being automatically overridden during the remittance process, choose Don't Allow in the Override Bank Account field (optional). If you choose Allow, Receivables can automatically change the receipt remittance bank to the remittance batch bank during the remittance process. If bank charges apply, open the Application Summary tabbed region, then enter an amount for Bank Charges. Bank charges may apply if the receipt's creation status is 'Cleared' (the clearance method of the associated receipt class must be set to 'Directly'). Save your work. To apply your receipt click on the Apply button.

17.

18. 19.

61153730.doc

- 56 -

20. 21. 22.

In the Apply To field, from the list of values, select the transaction to which you want to apply this receipt if you have not selected this already. To apply the receipt to another transaction repeat the steps listed above. When you are satisfied with this receipt application, Save your work. Receivables updates your customer's account balances.

61153730.doc

- 57 -

4.2.2 Create Miscellaneous Transactions

You can create miscellaneous transactions while you are manually reconciling a bank statement in Cash Management. You can then reconcile the transactions immediately after you create them. Navigation Path: Bank Statements > Bank Statements and Reconciliation Steps:

1. Double click on Bank Statements and Reconciliation with your mouse or click on the Open button to open the Find Bank Statements form. 2. Enter search criteria for the bank statement you wish to review. 3. Click on Find. 4. Select the statement to be reviewed. 5. Click on Review. 6. Click on Lines. 7. Click on Find to query back the statement lines.

8. Click on Create. 9. Choose Miscellaneous from LOV.

61153730.doc

- 58 -

10.Create Miscellaneous Receipts in the window that appears. 11.Select Miscellaneous for the transaction you want to create. 12.Choose the Receivables Activity that describes the transaction you are creating. 13.Enter the Receipt Number and Date, Currency, and payment Method. 14. The default value of the receipt number will be a combination of the statement number and the line number. 15.Enter the transaction Amount. The amount defaults to the statement lines remaining amount. For a receipt, enter a positive amount. For a payment enter a negative amount.

61153730.doc

- 59 -

16. Enter the GL Date. The default date is the bank statement date. 17. Click on Create. 18. Select Yes to reconcile the transaction.

61153730.doc

- 60 -

19. Close the Miscellaneous Receipts form. The statement line will now have a Status of Reconciled.

61153730.doc

- 61 -

4.2.3 Creating Journal Entries from Bank File

You can use the Journal Entry Creation program to create journal entries automatically in the Oracle General Ledger Interface tables based on information provided in the bank statement. The Journal Entry Creation concurrent program can be run in two modes: Preview and Actual. It is recommended that you run the program in Preview mode and review the Journal Entry Creation and Execution Report to verify the journal entries that will be created in the General Ledger Interface tables based on the mapping rules set up. Once you have reviewed the results, you can run the program in actual mode to populate the Oracle General Ledger Interface tables. You can then transfer and post the journal entries from the interface tables to Oracle General Ledger. You can then reconcile the journal entries to the bank statement by running the AutoReconciliation program. Important Note

The program does not apply the mapping rules to reconciled bank statement lines or bank statement lines for which journal entries have been created in the past. Journal entries will be created if a match as specified in the Journal Entry Mappings window for the bank account is found. The program automatically generates the Journal Entry Creation Execution Report, which lists all of the journal entries created. Navigation Path: Other > Concurrent Steps: 1. Double click on Concurrent with your mouse or click on the Open button to open the Find Requests form.

61153730.doc

- 62 -

2. Click on the Submit a New Request button.

3. 4.

Ensure Single Request is selected. Click OK.

5.

Select Transfer Journal Entries to GL from the LOV.

61153730.doc

- 63 -

6. 7.

The Parameters form will appear. Enter the required Parameters.

8.

Click on the OK button.

61153730.doc

- 64 -

9. 10.

Click on the Submit button to submit the request. Click No to the decision box.

11.

You can review the status and output of the process by selecting View > Requests from the menu bar.

61153730.doc

- 65 -

12.

Click on the Find button.

61153730.doc

- 66 -

13. 14. 15. 16.

You will see your request in the list, click on Refresh Data button until the process is completed. Once the program is complete follow the steps listed below. Run the AutoReconciliation program for the bank statement to reconcile the posted journal entries automatically. Manually reconcile the bank statement lines that were not reconciled automatically.

61153730.doc

- 67 -

4.2.4 Recording Exceptions

A bank statement can contain information about NSF (nonsufficient funds) and rejected receipts, stopped payments, and transactions created outside Oracle Applications. The bank statement may also contain errors that cannot be reconciled against any transactions or corrections or adjustments made by the bank. To record a stopped payment: 1. Background an electronic payment has been made out of AP the debit to the bank account is shown on the statement and this has been reconciled to the payment. This payment has been refunded a few days later as the bank account details of the payee were incorrect - a line on the statement shows this rejected transaction. The transaction will be unreconciled from the relevant bank statement line. The payment will be voided. Both the original payment line and the rejected payment line are now unreconciled in their respective bank statements. In this example we have both lines in the same bank statement.

2. 3. 4.

To reconcile corrections and adjustments: 1. 2. 3. 4. 5. 6. 7. Navigate to the Find Bank Statements window. Enter the query criteria, or leave the criteria blank to query all existing statements. Choose Find to see the Reconcile Bank Statements folder window containing the statements that meet your query criteria. Select a statement and choose Review. Choose Lines. Click in the miscellanous payment line and click on the Available button. In the Find Transactions form you will now have a checkbox available for Statement Lines. Tick this checkbox and enter search criteria to find the relevant statement line i.e. line amount. Click on the Find button. Select the require statement line and click on Reconcile. When you return to the Bank Statement Lines form you will notice that both lines are now reconciled.

8. 9. 10.

61153730.doc

- 68 -

To record a bank error: 1. 2. 3. 4. 5. 6. Navigate to the Find Bank Statements window. Enter the query criteria, or leave the criteria blank to query all existing statements. Choose Find to see the Reconcile Bank Statements window containing the statements that meet your query criteria. Select a statement and choose Review. Choose Lines. Select the bank error line.

7. Click on the Mark button.

61153730.doc

- 69 -

8. Select Error to mark the line as a bank error. 9. Click on OK. The statement line will now have a Status of Error.

61153730.doc

- 70 -

Important Note

The error functionality may only be used if both the debit error and a credit error appear on the same statement. If only one side of the error appears a journal will have to be entered that may then be reconciled to the error entry.

61153730.doc

- 71 -

4.2.5 Reconciling Reversed Receipts

In Cash Management you can reverse receipt transactions to account for NSF and rejected receipts. Receipt reversal will be carried out by the AR team and then the reconciliation can be completed. Navigation Path: Bank Statements > Bank Statements and Reconciliation Steps: 1. Background a cheque has been received, matched to a customer invoice in AR and banked the credit to the bank account is shown on the statement and this has been reconciled to the receipt. This cheque has now been returned a few days later due to insufficient funds and a line on the statement shows this rejected transaction. The receipt will be reversed; this reversal category will be flagged as NSF i.e. Non Sufficient Funds by the AR team. The original bank statement line remains reconciled. The Rejected line should be reconciled to the reversed receipt that was generated in AR.

2. 3. 4.

Note: If you have two statement lines for an NSF or rejected receipt (one for the original receipt and

one for the reversal), you can reconcile the original receipt and the reversal in the order that you prefer..

61153730.doc

- 72 -

Summary of module
During this module you have learned how to: complete bank reconciliation automatically and manually; created a standard receipt create miscellaneous receipts; record exceptions; reconcile reversed receipts.

61153730.doc

- 73 -

5.0 Issue Resolution

Overview
After you run the AutoReconciliation program, you can review any reconciliation errors online from the Bank Statement or Bank Statement Line window. You can review all reconciliation errors for a statement, or just those errors that occurred for a specific statement line. Navigation Path: Bank Reconciliation > Bank Statements and Reconciliation Steps: 1. Enter search criteria or leave blank to query bank all statements. 2. Click on Find. 3. Select the statement to be updated. 4. Click on Review.

5. Click on Errors. 6. You see the Reconciliation Errors window, showing a list of all reconciliation errors for all statement lines, or the selected statement line if you are reviewing statement line errors. See the following chart for further explanation of any error.

61153730.doc

- 74 -

7. Click on Done. 8. You can correct any reconciliation errors in the bank statement and rerun AutoReconciliation or reconcile the statement lines manually.

61153730.doc

- 75 -

Summary of module
During this module you have learned about: issue resolution;

61153730.doc

- 76 -

6.0 Bank Account Creation Internal or Supplier

Objectives
Upon successful completion of this module, you should be able to: create banks and branches for use in AP create bank accounts for use in AP and AR

Process Diagram
CE Setup Bank Accounts

No

Management Accounts

Start

Arrange for Bank Setup with Bank

Setup GL Segment Values

Setup Bank Account on Oracle

AP account?

AR account?

No

End

Yes

Yes

Notify Accounts Payable that account is set-up

Notify Income Section that account is set-up

Income Section

Setup Receipt Methods / Classes etc in Receivables

End

Accounts Payable

Setup Payment Documents in Cash Management

End

CE Set-up Banks and Bank Branches AP initiated

Start

Add Bank Details to Supplier

Sort Code exists ?

Yes

Complete Bank Setup for Supplier

Finish

AP

No Request Bank Statement Set-up from Management Accounts

Management Accounts

Does Bank exist?

Yes

Add Bank Branch to Bank

Notify AP of Bank/ Branch Setup

No

Setup Bank

61153730.doc

- 77 -

Overview
This process has been designed to ensure that banks, branches and bank accounts are being setup for internal use and supplier transactions. Only the Management Accountants are allowed to set up Bank Accounts. The supplier bank accounts need to be linked to the supplier site, in order to be able to execute electronic payments. Two types of bank accounts are required: Internal bank accounts where Cardiff University is the account holder. Supplier bank accounts where suppliers are the account holders. Supplier accounts need to be linked to the supplier. The bank branch must exist in CE before the bank account details can be added.

This process has been designed to ensure that banks and bank accounts are being setup for internal use and supplier transactions correctly and in line with policy. The supplier bank accounts need to be linked to the supplier site, in order to be able to execute electronic payments. The majority of Banks and Branches in the UK should already be set-up in Oracle. Users should search for a Bank Branch using the Branch Number before setting up a new Bank / Branch as it may exist under a different name.

61153730.doc

- 78 -

6.1 Creating a Bank

Navigation Path: Setup > Banks >Banks Steps: 1. Double click on Banks with your mouse or click on the Open button to open the Banks page.

2.

Use bank sort code directory in order to identify banks not yet set up or search on bank name to determine those not yet set up i.e. Yorkshire%.

61153730.doc

- 79 -

3. 4.

Click on Go. Expect to see No Results Found in Bank name.

5. 6.

Click on the Create button Fill in the following fields: Country (Type United King then tab Country will automatically appear in full) Bank Name

61153730.doc

- 80 -

7. 8.

Click on the Finish button when you have entered the required information. You will see the following result

61153730.doc

- 81 -

6.2 Creating a Bank Branch

Navigation Path: Setup > Banks >Banks Steps: 1. 2. 3. Double click on Banks with your mouse or click on the Open button to open the Banks page. Enter search criteria for the bank you are trying to find. Click on the Go button.

4.

Click on the View Branches exist you must now the create branch

icon. If branch you require doesnt

5.

Click on the Create button.

61153730.doc

- 82 -

6. 7. 8.

Enter Country. Enter Bank Name: Type the name exactly as it appears in sort-code book Click on Continue.

9. 10. 11. 12.

Enter the Branch Name: Enter sort- code and branch title as appears in sort-code book. Enter the Sort Code: As per sort code directory Enter the BIC: As per sort code directory (Leave no gaps) Enter the Branch Type: Ensure this always defaults to ABA

13. 14.

Click on Finish. Following message will appear if successfully completed

61153730.doc

- 83 -

61153730.doc

- 84 -

6.3 Create Bank Account Receivables/ Payables or both

When creating Receivables/Payables bank accounts you need to select a Bank Errors Account, a Bank Charges Account, and a Cash Clearing Account for each bank account you plan on reconciling. Navigation Path: Setup > Banks >Bank Accounts Steps: 1. 2. Double click on Banks Accounts with your mouse or click on the Open button to open the Banks page. Alternatively you can complete the steps in the previous section then click on the Create Account icon to go straight to the next step of the process.

3.

Enter the following fields if you have completed a search for the bank account otherwise the details will default in.

61153730.doc

Country - 85 -

 4. 5.

Bank Name Branch Name Click Continue. You will see the following screen Enter the following: Bank Account Owner Account Use: Select the option you require i.e. Payables/ Receivables of both This will determine what the account will be used for.

6. 7.

Click on Next. Enter the following: Account name: This is the name of the account i.e LEARN Visa Account, IBCA Alternate Account name: This is the full title of the bank account i.e Cardiff University learn Visa bank account Account Number: Eight digits i.e 70109119 Currency IBAN If one exists

61153730.doc

- 86 -

8. 9. 10. 11. 12.

Click on Save and Next. Click on Cash appear. look up icon to find out if the data exists. The following screen will

Refer to the related Bank Account details in the excel spreadsheet. Fill in all fields using the look up tool. Click on Create.

13.

Select the required Code Combination then click on the Select button.

61153730.doc

- 87 -

14. 15.

Copy and paste the cash information into the Cash Clearing field and amend the relevant data as per spreadsheet. Copy and paste the cash information into the Bank Charges field and amend the relevant data as per spreadsheet.

16.

Click Save and Next. The following Screen will appear.

17. 18.

Click on the Add Organizations Access button. Enter the following; Account Use Organisation

61153730.doc

- 88 -

19.

Click Continue. Following screen will appear.

20. 21.

Input any other required data with the exception of:Click on Apply. You will see the following screen.

22.

Click on Save & Next then click Finish.

61153730.doc

- 89 -

23.

You will now see confirmation that the account has been set-up, and will be listed with all bank accounts

Note After setting up a Co-op bank account you will need to set-up Transaction Codes to enable the automatic upload of banks statements to work.

61153730.doc

- 90 -

6.4 Setup Transaction Codes

To be able to load electronic bank statements or use AutoReconciliation feature, you must define, for each bank account, the transaction codes that the Universitys bank uses to identify different types of transactions on its statements. You should define a bank transaction code for each code that you expect to receive from your bank. A list of valid transaction codes for The Co-operative Bank is included in Appendix 1. 2. 3. Navigate to the Bank Transaction Codes window. In the Find Bank window, select the bank, whose codes you are defining. Alternatively, you can query the bank account number. The system displays the Bank Transaction Codes window, which includes bank account, bank information, and a region for entering transaction codes. For each transaction code you are defining, select a Transaction Type from the list of values. The transaction type determines how Cash Management will match and account for transactions with that code. Bank statement lines are coded to identify the transaction type the line represents. Since each bank might use a different set of transaction codes, you need to map each code a particular bank uses, to one of the following Cash Management transaction types. Select from the following list of values: Payment: Payments such as generated or recorded checks, payment batches, wire transfers, electronic funds transfers, or payroll checks. Receipt: Receipts such as received checks, remittance batches, direct debits, and bills of exchange. Miscellaneous payment: Payments not associated with supplier invoices, such as petty cash transactions directly posted to cost accounts or bank charges. Miscellaneous receipt: Receipts not associated with customer invoices, such as petty cash transactions directly posted to revenue accounts, such as interest received. Stopped: Stopped payments previously entered, generated, or cleared, such as callback of check. A stopped transaction type matches only to Voided or Stopped payments in Payables or Oracle Payroll. Rejected: Receipts rejected for reasons other than non-sufficient funds, such as an invalid bank account. A rejected transaction type matches only to reversed receipts in Receivables. NSF (Non-Sufficient Funds): Receipts rejected by the bank because the accounts on which they were drawn had non-sufficient funds. You can reverse these receipts by creating a standard reversal. Cash Management reopens the invoices you closed with the original receipt. When you match bank statement lines with transactions, an NSF transaction type only matches to reversed receipts in Receivables. - 91 -

4.

61153730.doc

 5.

Sweep In. Incoming funds transfer from an internal bank account. This bank transaction type identifies the originating bank account. Sweep Out. Outgoing funds transfer from an internal bank account. This bank transaction type identifies the receiving bank account.

Enter the Code used by your bank.

6. 7.

Enter a Description of the transaction. Enter a Transaction Source for payment and receipt transactions. Choose Journal from the list of values to reconcile statement lines, with the assigned transaction code, to General Ledger journals. Choose Open Interface to reconcile statement lines to settlements in Oracle Treasury or external transactions in the Reconciliation Open Interface. Choose Payables Payments or Receivables Receipts to reconcile statement lines to transactions in Oracle Payables or Oracle Receivables. Choose Payroll Payments to reconcile statement lines to transactions in Oracle Payroll. Define each additional bank transaction code, following the previous steps. Save your work.

8. 9.

61153730.doc

- 92 -

Summary of module
During this module you have learned how to: create bank accounts for internal use and supplier use

61153730.doc

- 93 -

7.0 Reports Used in Cash Management

Standard Reports
Report Name Purpose of the Report What insight does report give us?

AutoReconciliation Transactions Available for Reconciliation Report Bank Statement Detail Report Bank Statement Summary Report

Bank Account Reconciliation Bank Account Reconciliation Bank Account Reconciliation Bank Account Reconciliation

61153730.doc

- 94 -

Overall Course Summary

During the course of this lesson you have learned how to: Import bank statements Manually create bank statements Create bank accounts supplier and internal Reconcile bank statements manual and automatic Resolve issues Carry out reporting

61153730.doc

- 95 -

Support / Further Info

For further support or information please contact ..

61153730.doc

- 96 -

Appendix Bank Reconciliation Errors

Error Code Explanation The GL date is not in an open or future period in Oracle Payables. The GL date is not in an open or future period in Oracle Receivables. The charge amount cannot be greater than the tolerance amount. Oracle General Ledger has more than one matching journal entry line. More than one open interface transaction number matches bank statement transaction number. Oracle Payables has more than one matching payment batch. There is more than one matching payment in Oracle Payables. Please reconcile manually. There is more than one matching payroll payment in Oracle Payroll. Oracle Receivables has more than one matching receipt. Oracle Receivables has one or more matching remittance batches in. There is more than one matching statement line. You cannot reconcile a statement line that has a future value date. The statement needs at least one of the following criteria to match, and all are missing: 1) transaction number, 2) invoice number and agent name, 3) invoice number and agent bank account. Document sequence is not set up for the receipt/payment method. Oracle General Ledger has no journal entry line that matches the bank statement transaction number.

AP period not open or future AR period not open or future Charge amount exceeds Tolerance Duplicate journal entries Duplicate Open Interface transactions Duplicate payment batches Duplicate payments Duplicate payroll payments Duplicate receipts Duplicate remittance batches Duplicate statement lines Future value date

Missing matching criteria

No document sequence defined No matching journal entries

61153730.doc

- 97 -

Error Code No matching open interface transactions No matching payment No matching payment batch No matching payment for the invoice number and agent bank account No matching payment for the invoice number and agent name No matching payroll payments

Explanation The open interface has no transaction number that matches the bank statement transaction number. Oracle Payables has no payment number that matches the bank transaction number. Oracle Payables has no payment batch number that matches the bank transaction number. Oracle Payables has not matching payment for the invoice number and the agent bank account. Oracle Payables has no matching payment for the invoice number and the agent name. Oracle Payroll has no payroll payment number that matches the bank statement transaction number and account. Oracle Receivables has no receipt number that matches the bank statement transaction number. Oracle Receivables has no receipt number that matches the invoice number and the agent bank account number. Oracle Receivables has no remittance batch number that matches the bank account statement transaction number. A matching statement line can be matched. AutoReconciliation cannot create a miscellaneous receipt for the tolerance amount for this NSF line because at least one of the following parameters were not entered at program submission: receivables activity, payment method. You can reconcile this payment and Payables will update the payment status to Reconciled but Unaccounted. However, note that Oracle Payables option Account for Payment when Payment Clears is not enabled. Therefore, Payables accounts for the payments and gains/loss only at payment issue time, and does not account for bank charges, bank errors, or gain/loss at payment clearing time. The payment method for the bank account is invalid.

No matching receipts No matching receipt for the invoice number and the agent bank account No matching remittance batch No matching statement line

No receivables activity or payment method for tolerance receipt

Note: AP reconciliation accounting not enabled

Payment method for bank account is invalid 61153730.doc

- 98 -

Error Code Receipt already reconciled Receipt is not reversed

Explanation The receipt has already been reconciled to statement line. The receipt history shows that this receipt has not been reversed. The statement line has a transaction code identifying it as NSF. The receipt history shows that the receipt has not been remitted. The receipt history shows that the receipt has been reversed. The statement line has a transaction code identifying it as a receipt. Please enable Use Reconciliation Open Interface in the System Parameters window. The statement line amount is not within the tolerance range. You have initiated a stop on the payment in Oracle Payables. You can match to a stop initiated payment only if the transaction code is Stopped. However, this transaction line code is Payment. The payment has not been voided or stop initiated. However, the statement line is Stopped. The statement line can be matched to a payment only if the payment had been voided or a stop initiated. The statement line is currently in use; please try again later. The transaction is currently in use; please try again later. The payment is voided in Oracle Payables. You can match to a voided payment only if the transaction code is Stopped. However, this transaction line code is payment The payroll payment is voided in Oracle Payroll. You can match to a voided payment only if the transaction code is Stopped. However, this transaction line code is payment

Receipt not remitted

Receipt reversed Reconciliation Open Interface not enabled Statement line amount is not within the tolerance range

Stop initiated

Stopped statement line

The statement line is currently in use. Please try again later The transaction is currently in use. Please try again later Voided

Voided (Payroll)

61153730.doc

- 99 -

Bank Transaction Codes

Below are the GTSA transaction codes used in BIB, these codes help identify the type of transaction being imported into Cash Management during the bank statement import process.

Transaction Transaction Description Type Code Receipt Receipt Receipt Receipt Receipt Receipt Receipt Sweep In Receipt Payment Payment Payment Sweep Out Payment Sweep Out Payment Payment Payment 155 165 166 171 173 195 205 206 399 455 475 495 500 501 506 524 527 980 Credit BACS Credit ACH Settlement Receipt Credit - BACS Recall CHAPS Credit Transfer In Book Transfer Credit Misc Credit Direct Debit Cheque CHAPS Debit Sweep Out Transfer Out Book Transfer Debit Bank Applied Charges Standing Order Voucher

Transaction Source AR Receipts AR Receipts AR Receipts AR Receipts Journal AR Receipts Journal Cash Management AR Receipts Journal AP Payments Journal Cash Management Journal Cash Management Journal Journal Journal

61153730.doc

- 100 -

Below are the UKBA transaction codes used in BIB. BIB Code Meaning

61153730.doc

- 101 -

Navigation Reference
Understand icons Objective To understand the toolbar icons Toolbar Icons Action New Record Find Navigate To Save Next Step Menu Option Edit + New Record View + Find View + Show Navigator File + Save File + Next Step Function Creates a New Record Displays Find Window to search for data in a field Returns to Navigator Window Saves any pending changes Updates the Process flow in Navigator by advancing to the next step in the process Prints current Screen to default printer Close the current open form/ window Cuts the selection to the Clipboard Copies the selection to the Clipboard Pastes the from the Clipboard into the current field Clears data for current record in Window Deletes the current record if allowed Opens a larger editing window for the current field Takes you to a pre-defined custom form Opens the Translation Allows a document to be attached to - 102 -

Print Close Form Cut Copy Paste Clear Record Delete Record Edit Zoom Translations Attachments 61153730.doc

File + Print File + Close Edit + Cut Edit + Copy Edit + Paste Edit + Clear Form Edit + Delete Record Edit + Edit Field View + Zoom Edit + Translations Edit + Attachments

a record such as a note to a PO Attachments Folder Tools Window Help Edit + Attachments Folder + Option Help + Window Help Indicates that a note or notes are attached to a record Displays Folder Tool Palette with further options Displays General Help for the current application

61153730.doc

- 103 -

Understand keyboard shortcuts

Objective To understand keyboard shortcuts To display a list of keyboard shortcuts in Oracle, use Ctrl K to display the following list on the screen. Function Block Menu Clear Block Clear Field Clear Form Clear Record Commit Count Query Delete Display Error Down Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Insert Record List of Values Next Block Next Field Next Primary Record Next Record 61153730.doc Ctrl+B F7 F5 F8 F6 Ctrl+S F12 Ctrl+Up Shift+Ctrl+E Down Shift+F5 Shift + F6 Ctrl+E F11 Ctrl+F11 F4 Ctrl+Down Ctrl+L Shift+PageDown Tab Shift+F7 Down - 104 Key

Next Set of Records Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keys Up

Shift+F8 Shift+PageUp Shift+Tab Up Ctrl+P Return PageDown PageUp Ctrl+K Up

61153730.doc

- 105 -

Enter Data
Objective Oracle requires data entry either as free format or by selecting a value from a list for the specific field. If a list of values exists for the current field, a small grey box will be displayed at the right end of the field. If the field is a LOV field, only an item from the list is acceptable data for the list. There are 3 types of processes for List of Values data entry Short List of Values Long List of Values A Date Field

The LOV opens a Find Window, to reveal either the full list because it is a small list or a blank window if it is a long list.

61153730.doc

- 106 -

A Short List of Values When the LOV icon is accessed, the whole list will appear allowing the user to simply select the required item from the list to the field.

Figure 1 : Short List of Values

A Long List of Values If the list of values is long enter your search criteria based upon the information you already have. For instance the number begins with 99 Enter 99% Click on Find Scroll Bars allow movement up, down, left and right around the list.

61153730.doc

- 107 -

A Date Field If the field is a date field and LOV is selected then a calendar will be displayed allowing the user to select the required date.

Figure 2 : Calendar

Arrows are used to move between months and years. The arrows on the left hand side move by one month at a time. The arrows on the right hand side move by one year at a time and the blue box highlights the currently selected date.

61153730.doc

- 108 -