Overview

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• Oracle Receivables module displays key information about receipts and credits
• Departments may search for unidentified payments such as wires, ACHs, and checks in the Unapplied Receipts info tile within Oracle Receivables 
• Info tiles are the boxes on the left side of the Oracle Accounts Receivables page

Critical Concepts

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• Must have the UCSD AR Inquiry and Reporting role
• Oracle Financials Cloud Accounts Receivables supports payment applications for receivables or non-receivables transactions
• All cash handling must be in compliance with BUS-49 Policy For Cash and Cash Equivalents Received
• Accounts Receivable Policy
• How to request a receivables activity for miscellaneous receipts

Receivables Transactions

• Standard Receipts refers to receivables generated in OFC resulting in an Invoice for goods or services being issued to a customer
• If an unclaimed payment request is tied to a standard receipt, less information is required from the department and the Receivables Transactions tab should be completed
• A department must create an Invoice if the payment is for goods or services rendered
• Standard receipts (receivables transactions):
  
  • Incoming payments for Oracle customer Invoices
  • Must include Oracle Customer # and Invoice reference number

Non-Receivables Transactions

• If payment is not related to receivables (non-invoice), for example retail operations day-to-day transactions or rebate, then complete the Miscellaneous tab
• Miscellaneous receipts (non-receivables transactions):
  
  • Incoming payments for non-receivables
  • Must include receivables activity or 12-segment chart string 
• If payment needs to be accounted for in an Oracle Project (PPM), then Project, Task, Funding Source,and Expenditure must be provided
• Do NOT use 77***** Revenue accounts for Receivables invoices. KBA KB0034474 provides guidance on how to properly use 77***** Revenue accounts (not for Receivables transactions)

Steps to Take

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Searching for Unapplied Receipts in Oracle and Submitting a Service and Support ticket

1. Navigate to Billing and Receivables > Accounts Receivables > Unapplied Receipts

2. Filter by Business Unit, by selecting All Business Units drop down e.g. UCSD Campus, UCSD Foundation, etc.

3. Use the Filter icon to add Search fields above columns

4. In the Unapplied Amount field, search by amount – use decimal points

5. Highlight and copy the desired Receipt Number

6. Select the magnifying glass on the right-hand task pane, enter the copied Receipt Number, and Search

7. Select the Receipt Number hyperlink to view additional information:

    Receipt Method: Check, Wire, ACH

    Comments: In some cases this field will contain bank reference numbers or cashier notes

8. The Oracle receipt number, invoice transaction number, and/or chart of accounts information is needed to process a departmental claim request

9. Download the attached Claim Form Unidentified Payment, then complete and attach to a Service and Support ticket

Use the following criteria when submitting ticket:
    About: Billing & Receivables
    Related To: Incoming Payments
    More Specifically: Claiming Payments from Unapplied Receipts

10. Use the following link, Blink - How to Check for Unidentified Payments for further details