Overview
This article guides the user in searching Oracle for Concur credit memos.
Essential Information
- A Credit Memo is created in Oracle (OFC) when an employee owes the university for a Personal/Non-Reimbursable (credit) card charge claimed on a Concur Expense Report or when there is a Cash Advance Return.
- A Credit memo is generated when two conditions are met: (1) the Concur Expense Report must be approved and have the final status of "Sent for Payment," and (2) the "Total Owed by Employee" amount is greater than $0.00 from the Concur expense report, as displayed in Report Totals under Report Details.
- For additional information please refer to the following:
- KB0033781:How to Process Personal/Non-Reimbursable Card Charges in Concur.
- Blink web page: Uncleared Concur AP Credit Memos report under the Department Exceptions Panorama
- Forty-eight (48) hours after the Expense Report has been fully approved in Concur and has a status of Sent for Payment, check Oracle for existing credit memos.
- Credit memos are considered invoices in Oracle and can be found in a manner similar to other invoices.
- For additional assistance, please refer to KB0032908: How to Search Oracle for Invoices.
- Credit memos are considered invoices in Oracle and can be found in a manner similar to other invoices.
Next Steps
Video: How to Look Up and Clear an Outstanding Concur-generated Credit Memo in Oracle
1. Go to Oracle (ofc.ucsd.edu) and login via Single Sign-On (SSO).
2. Select to the Accounts Payable Invoices module.
3. Click on the magnifying glass icon.
4. You can either search by the Concur invoice number OR by the name of the cardholder/employee who has the credit memo under their account. Best practice is to search by cardholder/employee name.
a. If searching by the Concur invoice number, in the Invoice Number field, enter TE_ followed by the Report ID number (the Concur Report ID can be located in the Report Header in Concur) and then click Search.
b. If searching by the name, enter the cardholder's name (Last Name, First Name) and press Enter in your keyboard to load their UC Path Employee ID then click Search.
5. If you choose to search by the former (example 4a), it will take you directly to the invoice associated with the Report ID, and if you choose to search by the latter (example 4b) you will see a view of all of the Concur-generated invoices under the employee's name as seen in the screenshot below.
6. In the screenshot, we can see that there is one uncleared Credit Memo in the amount $44.39.
a. If the amount appears under the Unpaid Amount column, and the Invoice Type is Credit Memo the Credit Memo has still not been cleared.
b. Follow the steps in this Knowledge Base Article for guidance on how to pay back the University to clear the Credit Memo.