Oracle Projects: Entering an Agreement with an Advance Updated 7/15/2016

Introduction This Quick Reference Guide provides the steps for entering an Agreement with an Advance in Oracle.

Note: All data entered into Oracle should be entered in capital letters.

Entering the Advance Cash Receipt:

Navigate to ARC-Projects Accountant > Receivables > Receipt > Receipts

Enter Receipt Method, Receipt Number, Receipt Amount, Receipt Date, GL Date, and customer or customer number.

Complete DFF Standard Receipt Header Level: The Descriptive Flexfield (DFF) on the Standard Receipt Header is required for ALL Federal Customer Standard Receipts The DFF captures the Federal Trading Partner (TP) Agency Identifier (AID) and Main Account (MAIN).

Click “()” to complete DFF

The Receipt Information DFF will open

Click on Trading Partner List of Values (LOV) and select the appropriate 7 digit AID (Agency Identifier) MAIN for the federal customer selected. Note, the LOV includes every TP AIDMAIN for every Federal Customer

Complete “Context Value” field if required by internal procedures

Click OK and Save

** Click on the Apply Button on the bottom right of the Receipts Form **

Applications Window

Enter “On Account” in Apply To field, update Apply Date, Apply Amount and GL date if needed. Click on Save in Toolbar

Complete DFF Standard Receipt Application Level: The DFF on the Standard Receipt Application Level captures the Business Event Type Code (BETC), Trading Partner Treasury Account Symbol (TP TAS), and Trading Partner Business Event Type Code (TP BETC) for proper recording. The BETC must be completed for ALL Standard Receipts. The TP TAS and TP BETC must be completed for ALL Federal Customer Standard Receipts.

Scroll to the end of the form:

And click on DFF field “()”. Receipt Application Information DFF will open:

Click on the Context Value LOV button. “US Federal Attributes” will default into the “Context Value” field and will allow Agency BETC, TP TAS and TP BETC to be available for editing:

Click on Agency BETC LOV button and select the appropriate Agency BETC:

Click on the TP TAS LOV button and select the appropriate TP TAS for Federal Customer:

Click on the TP BETC LOV button and select the appropriate TP BETC for Federal Customer:

Click “OK” and Save

Entering an Agreement with an Advance

Navigate to ARC-Projects Accountant > Project Accounting > Billing > Agreements

Complete the remaining required fields highlighted in yellow below.

Note when choosing Customer, the customer must be the same as the customer on the advance cash receipt and project.

The Projects Agreement window has been modified to include Global Descriptive Flexfield (GDFs):

• Trading Partner TAS • Trading Partner BETC

These attributes are entered at the DFF section of the Agreement form. Trading Partner TAS and Trading Partner BETC are required if the Customer Type is “FEDERAL” or “GENERAL FUND”.

Enter the required values for the Descriptive Flexfield [ ]

Verify that the Fund selected in the Descriptive Flexfield is the same as the Fund selected on the receipt method for the advance cash receipt

On this same form there are two additional fields that must be entered if the customer is classified as FEDERAL or GENERAL FUND.

The Trading Partner TAS list of values (LOV), lists all “Trading Partner TAS” defined on the Trading Partner TAS form that has an Agency Identifier that matches the Trading Partner Agency Identifier defined for the Customer Account.

If a Trading Partner TAS is selected. The Trading Partner BETC is populated by selecting from the list of valid payment Trading Partner BETC defined for the associated Trading Partner TAS.

*** Save form before exiting*** Not saving this data will cause it to not populate on the Customer Agreement Report in Discoverer

Click Ok

Return to the Agreement form and click Funding

On the Fund Projects tab, assign Project Number, Task Number and Funding Amount.

Save

Click “Funding Summary” and verify the population of Global Descriptive Flexfield (GDF). This information should populate based upon the information entered in the TAS/BETC fields on the DFF.

Return to the Agreement form and click Apply Receipts

Select the receipt to apply and click, Apply Receipt