Office of Business Operations

Accounts Receivable FAQ

Who will use Oracle Accounts Receivable?

Any University department that bills and receives payment from external non-student customers will use the Receivables system. An external customer is someone who pays your invoice by cash, check, credit card, or electronic payment.  If you are paid by a Journal Entry, this is generally not an external customer.

Who will be responsible for printing and sending invoices to customers and at what frequency will this take place?

The Office of Business Operations will centrally print and send all invoices. Initially, this will occur on a daily basis (Monday-Friday), but may be adjusted as experience demonstrates.

Will statements be issued, by whom and at what frequency?

The Office of Business Operations will issue statements only for invoices that are past due, as a component of the University’s non-student accounts receivable collections policy.  It is anticipated that these will be issued on a monthly basis.

What will the payment process be and how will departments know when invoices are paid?

All payments will be processed by the University Cashiers located in the Office of Business Operations.  Cashiering staff will make deposits and apply them to invoices.  Departmental staff can view this activity online or via the “Unpaid Invoice Report”.

Who is responsible for monitoring customers with poor payment history and is that information available to departmental staff?

The Office of Business Operations is responsible for monitoring customer history and can move a customer to an “inactive” status should the poor payment history dictate this.  Departmental staff will have access to this information within the Accounts Receivable application.

Can a purchase order number be printed on an invoice?

Yes, a purchase order number may be recorded and printed on an invoice.  This is accomplished using the following navigation:  Transaction > “More” tab > enter a value in the “Purchase Order Number” field.

What field should be used to print additional information on an invoice?

The “Comments” field should be used to print special comments on an invoice.  The “Comments” field length is 1760 characters.

Will departments have the ability to split revenue accounts on a single invoice?

Yes, Oracle’s Multi-Fund Account module has been implemented, which allows revenue to be split between multiple accounts using the “Distributions” tab.

Is there a minimum billing amount required to process an invoice?

No, there is no set minimum at this time. Departments should consider the cost to print and mail an invoice and assess the return on investment when invoicing customers for small dollar amounts.

Can a customer pay electronically like we pay our vendors?

Not at this time.

How will overpayments be handled?

On an individual basis.

What payment methods do we accept?

No change in what you accept now. Please refer to "Directions for Accepting Credit Cards for AR Payments."

How will departments know an account is being pursued for collections by OBO?

If the invoice is past due, we will be pursuing collection.

What is the write-off process?

If a write-off is warranted, an adjustment should be completed. See Adjust an Invoice in the How Do I section of the Accounts Receivable page.