Implementation Steps: Finance (Oracle Training Administration Help)


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Implementation Steps: Finance

In Oracle Training Administration, you enter each financial transaction with a customer or supplier as a finance line. Each finance line belongs to a finance header, which holds the name, address, and contact information for the customer or supplier, and the payment currency.

If you want to use these finance headers to trigger the creation of invoices and payments in your financial system, you must design an interface to transfer the information you require between Oracle Training Administration and your financial system.

See: Introducing Finance Headers and Lines

Step 32 Define New Finance Line Types

There are three predefined finance line types: enrollment charge, prepurchase charge, and supplier payment. You can define additional types (such as accommodation charges) as values for the QuickCode Type FINANCE_LINE_TYPE.

Step 33 Define Interface to Financials System

You can design an interface to transfer finance header and lines to you payable and receivables systems. This interface can check the following information, held in Oracle Training Administration, to decide whether to transfer a finance header or line, according to your own business rules:

the status of the header (Not for Transfer or Awaiting Transfer)

the status of individual finance lines on the header

the type of finance header (Payable, Receivable, or Cancellation) and the subtype of a Receivable header:

Standard, meaning an invoice should be issued after the event

Prepayment, meaning an invoice should be issued before the event

Prepurchase Payment, meaning an invoice should be issued immediately for unspecified enrollments

Prepurchase Use, meaning no invoice should be issued because the enrollment cost is being deducted from a prepurchase payment

the cancellation flag on a header or line

the authorization flag on a header

the header payment method

any other information you have defined in the Additional Finance Information descriptive flexfield

Your interface can return the following information to Oracle Training Administration:

the status of the header (Successful Transfer or Unsuccessful Transfer)

an external reference, date, message, and a paid flag

When a header has the status Successful Transfer, it cannot be updated within Oracle Training Administration. However, you can cancel it (or individual finance lines) and issue a new header to supersede it.

Step 34 Define Price Lists

A price list is a catalog of activities and the prices at which they are available between certain dates. You can define any number of price lists, for example, for different seasons or for different categories of activity (targeted, perhaps, at different audiences). Users can select a standard price from a price list when they schedule events. They can also base enrollment agreements on a price list.

See: Price Lists

Step 35 Create Finance Headers

To record a monetary amount against a student enrollment or a resource booking, you must select a finance header. You can create the finance header when you enter the enrollment or booking.

However, you may be recording internal monetary transfer amounts for budgeting or costing purposes only. In this case, you might decide to create, during implementation, one default receivable finance header and one payable header for all your finance lines.

See: Creating a Finance Header

If you are creating prepurchase agreements for specific customers, you need to create a Prepurchase Payment receivable finance header for each customer.

See: Creating a Prepurchase Payment Finance Header

Step 36 Define Discount And Prepurchase Agreements

If you want to discount the standard price of events, or all prices on a price list, you can set up discount agreements for one customer or all customers. You can also set up prepurchase agreements, where a customer buys a certain amount or value of training in advance.