The following guide is intended for UCM Chargeback Central Finance Administrators who are looking to review or complete any of the following actions:

• Process AP/AR Netting Settlement
• Process Month-End Payment (Final Payment on AR Balance - ACH Payment)
• Review Accounting on Month-End Payment

 

• N/A

 

Although not a prerequisite, we will want to ensure that UCM performs this process in tandem with UChicago noting that what appears as an AR invoice in UChicago's Netting Statement should appear as an AP invoice in UCM's Netting Statement and what appears as an AP invoice in UChicago's Netting Statement should appear as an AR invoice UCM's Netting Statement. Given the integration logic taking the UCM COA strings on the various UCM chargebacks (Project Header level for Role-Based PSAs, Billing Event level for Clinical Practice PSAs, & Receivables Line level for all other chargebacks) there may be circumstances where one University AR invoice generates multiple UCM AP invoices, for example if a University AR invoice contains 5 lines but 3 of them contain invalid UCM COA strings. The night only one invoice with 2 lines would be sent to UCM and once the remaining 3 lines get fixed with valid UCM COA strings, those lines would be sent over in another invoice. Indicators in the naming convention for the UCM AP Invoice Number, such as the related University AR Invoice Number and the date/timestamp, as well as the transaction source exist to help tie the invoices across both instances. If there is a gap in either UChicago or UCM's Netting Statement related to this expectation, it is required that UChicago & UCM review the gap(s) and determine whether any missing invoices can be transmitted within a reasonable timeframe for netting or whether specific invoices need to be excluded from a Netting Statement. In circumstances where an invoice is to be excluded, it is expected that the invoice is reviewed within the following month and any corrections/updates are made to ensure alignment across both UChicago & UCM's Oracle instances.

 

1. Sign into Oracle by selecting Company Single Sign-On.

2. Navigate to Receivables.
3. Select Accounts Receivable.

4. Using the Taskbar, select Manage Netting Settlements.           

5. Select the '+' icon.

Note: you can search on this screen to review any historical Netting Settlements.

6. Enter the following:

• Legal Entity: University of Chicago
• Agreement Name: Specific Agreement
• Netting Agreement: UC-UCM Netting
• Settlement Date: Today's Date
• Settlement Name: Prepopulated based on prior information. Update as needed.
• Settle Without Review: No
• Transaction Due Date: End of prior month
• Accounting Date: Today's Date
• Conversion Rate Type: Corporate
• Conversion Rate Date: Today's Date.

7. Select Save and Close.

8. Select Ok.           

9. Select the Refresh icon until the Netting Settlement appears and the Status is Selected.
10. Select the icon under Download.      

11. Open the downloaded file and select Enable Editing.      

12. Select Yes.         

13. Sign in to Oracle by selecting Company Single Sign-On.           

14. Review the invoices in the Receivables tab and compare with UCM's Payables tab to ensure alignment.

Note: to remove any invoices from either tab, double click the related cell in the Exclude column. Then select Upload Settlement at the top of the spreadsheet.

15. Review the invoices in the Payables tab and compare with UCM's Receivables tab to ensure alignment.

Note: Typically, UChicago's Receivables Amount will be larger than the Payables Amount. To remove any invoices from either tab, double click the related cell in the Exclude column. Then select Upload Settlement at the top of the spreadsheet.

16. Select Upload Settlement in both tabs if any invoices were selected to be Excluded.
17. Save the document for future reference.        

18. In Oracle, highlight the Netting Settlement and select Actions and then Submit Settlement.        

19. Select OK.          

 

20. Select the Refresh icon until the invoice status is Settled.           

 

Next, we will want to generate a Netting Settlement Report to gather the remaining open AR invoices and their open balances to process the month-end payment.

21. From the Homepage, navigate to Tools.
22. Select Scheduled Processes.

Note:  Steps 21 & 22 can also be achieved by selecting Tools and Scheduled Processes from the Navigator in the upper left corner.  The Navigator is available from any page, so navigating back to the Homepage is not necessary. 

23. Select Schedule New Process.        

24. Search Netting Settlement Report.
25. Select OK.            

26. Enter the relevant information for the Netting Settlement you just created.
27. Select Submit.

28. Select OK.          

29. Select the Refresh icon until the status of the process is Succeeded.  

30. Scroll down. Select Republish.           

31. Select the Gear icon, then Export, and then PDF.

32. Review the report to view the remaining AP and AR Invoice open balances. You will need these details for the next process regarding the month-end payment.
33. Save this document for the next process.    

 

You have now completed the process to Process AP/AR Netting Settlements.

 

 

 

1. Select Company Single Sign-On to access Oracle account.

2. Navigate to Receivables.
3. Select Accounts Receivable.       

4. Using the Taskbar, select Create Receipts in Spreadsheet.

Note: Any remittances the system doesn't accept may need to be created manually.

5. Open the downloaded file. Select Enable Editing.

6. Select Yes.   

7. Sign in to Oracle by selecting Company Single Sign-On.     

8. On the spreadsheet, enter the following relevant header information:

• Business Unit: Funds Flow and Intercompany Transfers
• Batch Source: FFIT SPREADSHEET RECEIPTS
• Batch Name: Enter a unique name
• Receipt Method: select appropriate receipt method (for go-live understanding it to be UC WIRE, but may switch to another method post go-live)
• Remittance Bank: select appropriate bank
• Remittance Bank Account:  select appropriate bank account
• Batch, Accounting, and Deposit Date: Today's date
• Currency: USD
• Control Count: 1
• Control Amount: Relevant receipt amount

9. Enter the relevant Receipt information, creating a line for each AR invoice with an open balance post netting:

 

• Sequence Number: "1" for all lines
• Receipt Number: Enter unique receipt number for final payment, ex. "Mar-2024 FFIT Final Payment"
• Receipt Amount: Full receipt amount to be listed on first line.  Remaining lines should be $0.00, with each line representing an open AR invoice that will be applied to this receipt.
• Accounting Date: enter today's date.

10. Scroll to the right. Enter University of Chicago Medical Center for the Customer Name and 100000001 for the Customer Account Number for each line. 

11. Scroll to the right. Enter Revenue Value, Reference Type, and Reference Amount. These details can be found in the Netting Settlement Report.

12. Select Upload.

13. Check On failure, continue to upload subsequent rows and uncheck Download all rows after successful upload.
14. Select OK.

15. Navigate back to the Homepage and to Receivables.
16. Select Accounts Receivable.

Note:  Steps 15 & 16 can also be achieved by selecting Receivables and Accounts Receivable from the Navigator in the upper left corner.  The Navigator is available from any page, so navigating back to the Homepage is not necessary.

17. Highlight your receipt and select Post.   

18. Select OK.

19. Select the Home icon to navigate back to the home screen. This will refresh the Accounts Receivable module.

20. Navigate to Tools.
21. Select Scheduled Processes.    

22. Select Schedule New Process.  

23. Search for Apply Receipts Using AutoMatch.
24. Select OK.    

25. Confirm Business Unit is Funds Flow and Intercompany Transactions, Number of Instances is 1, and Exact Match Only is No.
26. Select Submit.

27. Select OK.    

28. Select the Refresh icon until Status is Succeeded.
29. Navigate back to the Homepage.

30. Navigate to Receivables.
31. Select Accounts Receivables.   

32. Select Manage Receipts using the Taskbar.

33. Enter the Customer Account Number (100000001).
34. Select Search.
35. Select the hyperlink of the relevant Receipt.

36. Review the Open Receivables.
37. You can add more as needed using the Add Open Receivables button. This may be necessary if you find that some of the open AR invoices you've added to the receipt in the ADFDI were not loaded to the receipt in the system.     

38. Save.
39. Select Actions and then Post to Ledger.

You have now completed the process to Process Month-End Payment (Final Payment on AR Balance - ACH Payment).

 

1. Select Company Single Sign-on to access your Oracle account.

2. Navigate to Receivables.

3. Select Accounts Receivable.       
4. Using the Taskbar, select Manage Receipts.  

5. Enter the Receipt Number or the Customer Account Number 100000001.
6. Select Search.
7. Highlight the receipt you would like to review.   

8. Select Actions and then View Accounting.

Note: If the receipt has not been accounted, you can instead select Post to Ledger.

 

You have now completed the process to Review Accounting on Month-End Payment.