WIC Chapter 5
Electronic Recharges to PTA Chapter 5
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 1 of 11
Electronic Recharges to PTA Chapter Objectives At the end of this chapter, the student will be able to: •
Understand the Electronic Recharge to PTA Process Using the Web Internal Charge (WIC) Form
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 2 of 11
Overview of the Web Internal Charge Form WIC Form The Web Internal Charge (WIC) form is the mechanism by which recharges to PTA are documented and processed. The WIC form has many great features designed to be user friendly and efficient to meet the Institutes basic business needs.
Key Features •
Easy to access web-based WIC form is accessible using Internet Explorer version 5 or higher for both PCs and Macs
•
System-generated auto-numbering for each WIC Form created (using a numbering format of: WIC-XXXXX)
•
Up-to-the moment monitoring and tracking capabilities
•
Detailed information regarding WIC transactions are provided in Oracle Grants Accounting
Basic Business Needs •
Enable transactions from one Organization to another
•
Bill Internal Organizations for Services rendered through PTA
•
Query WIC transaction status
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 3 of 11
Internal Charges Functions To choose a function within the Internal Charge Responsibility, select the blueunderlined hyperlink for the desired transaction you want to perform.
These are the functions available within the Internal Charge (Full Access) Responsibility: •
Create New WIC: used to initiate and create a new Web Internal Charge (WIC) form.
•
Search for Saved WIC Templates: used to query and view the status of a WIC Template.
•
Search for Saved WICs: used to query and view the status of WIC forms that have not yet been submitted to the Oracle Base Applications (Base Apps).
•
Search for Submitted WICs: used to query and view the status of WIC forms that have been submitted to the Base Apps.
•
Create New WIC Template: used to create a Template from which new WICs can be created. The most effective use of this new feature is for Service Organizations that generate monthly billings where most of the information on a WIC is the same with minor changes, such as the date and amounts. For additional information see chapter on Creating New WIC Templates.
•
Transaction Corrections: used for the correction of a WIC that is unable to be processed due to errors. For additional information see chapter on Transaction Corrections.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 4 of 11
Creating a New WIC Form The WIC form is used to document and process recharges to PTA. It is divided into two sections, the Credit Service Organization and Debit Charging Organization information. The WIC form is always completed and processed by the Caltech Services Center providing the goods/services. Credit Service Organization Section This sectio n is used for the Caltech Service Centers to document the Credit PTA associated with the goods/services being provided. It represents the revenue/recuperative account information necessary to properly transfer and post the financial transactions to Oracle OGA and GL.
The WIC Credit Service Organization section consists of the following fields: •
1.
The Web Order Number: is generated by the system when the form is saved, submitted, or when a new line is added (using the format of: WIC-XXXXX)
Select the
hyperlink.
A new Web Internal Charge form page will open:
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 5 of 11
2.
Select from the List of Values (LOV) , or manually enter the Service Organization’s PTA and Service Organization information. NOTE: The use of the List of Values icon is not mandatory. All fields can be entered manually, and with the exception of the Service Organization field, are not case sensitive. Project, Task, and Award: refers to a portion of the Service Center’s POETA where the revenue/recuperative costs are recorded as a credit for the goods/services provided. •
Select from the LOV icon
next to the Project field.
The LOV search window will open.
•
Enter the Project in the Search field. Partial values are accepted.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 6 of 11
NOTE: The Match case box may be unchecked to disable the Case sensitivity of the search. •
Select the
button to initiate your search.
A list of Values will appear below.
•
Select the blue-underlined text for the credit project to populate the Project field.
•
Select the LOV icon next to the Task Field. The LOV search window will open. However, the system already knows which tasks are associated with the selected project. Therefore, no search criteria is required as the system will simply identify only the associated task(s).
•
Select the blue-underlined text for the Credit task to populate the Task field.
•
Select the LOV icon next to the Award field. The LOV search window will open. However, the system already knows which awards are associated with the selected project. Therefore, no search criteria is required as the system will simply identify only the associated award(s).
•
Select the blue-underlined text for the Credit award to populate the Award field.
•
Select from the LOV icon or manually enter the Service Organization. If manually entering, you must use sentence case. CABS is an exception. The LOV search window will open. However, the system already knows which Service Organizations are associated with an Individual’s profile. Therefore, no search criteria is required as the system will automatically identify those Service Organizations. Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 7 of 11
NOTE: The Service Organization represents the organization being credited at the Division/Departmental level. • 3.
Select the blue-underlined text for the Credit Service Organization to populate the Service Organization field.
Expenditure Type: the default for this field is Credit Expenditures. NOTE: There are two additional expenditure types available for use for Auxiliary Organizations only; Intracompany Sales and Auxiliary Revenue. Intracompany Sales – Used to record sales to divisions /departments on campus by CABS and Athenaeum by means of a web internal charge. As an example, this expenditure type will be used to charge departments for their portion of Undergraduate Faculty Housing costs for students. Auxiliary Revenue – Monies received by auxiliaries for items not previously billed and invoiced by the Institute.
4.
Preparer field is automatically populated by the system when the form is saved, submitted, or a new line is added. It is updated with the name of the individual who is logged on to the WIC.
5.
Enter the contact person’s phone extension in the Extension field. •
Extension: is a free-form field used for documenting a contact person’s extension. Generally, should be the individual to contact for information about this record.
6.
Date Submitted field is updated by the system when the order has been submitted.
7.
Status: field is updated by the system when the form is saved and submitted and reflects the current status of the order.
Debit Charging Organization Section This section is used by the Caltech Service Centers to document the Debit PTA associated with the goods/services received by the requesting department. It represents the expense account information necessary to properly transfer and post the financial transactio ns to Oracle OGA and GL. Here the detailed information about the goods/services provided is recorded.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 8 of 11
Scroll to the right to view more line information. 8.
The line number is automatically generated by the system upon saving the IC Form or adding another line.
9.
Enter the Charge Date information. It should be entered in the international date format (dd-mm-yyyy). NOTE: The charge date should represent the actual date that the goods or services were provided. If entering summarized data, it should reflect the last date of the period covered.
10. Select from the LOV or manually enter the Debit PTA in the Project, Task, and Award fields. Project, Task, and Award: refers to the portion of the requesting organization’s PTA where costs are expensed for goods or services received. Here the Project, Task and Award fields work in the same manner that they did in the Credit Service Organization section of the WIC form. •
Select from the LOV or manually enter the Project.
•
Select from the LOV or manually enter the Task.
•
Select from the LOV or manually enter the Award.
11. Organization field is always Caltech and defaults. 12. Select the LOV
next to the Expenditure field.
The LOV search window will open:
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 9 of 11
NOTE: The Expenditure Type represents a general categorization of the goods/services provided for financial purposes. It is represented by the “E” in POETA. Only authorized expenditure types will be listed automatically by the system. •
Select the blue-underlined test for the appropriate Debit expenditure to populate the Expenditure field. Other Internal Charges can be used as a generic expenditure type.
13. Enter a detailed description of the goods/services requested in the Description field. For Example: copy and fax usage for July ’01 Rm. 128. 14. Enter the quantity requested in the Qty. field. Qty: refers to the quantity of goods/services requested. 15. Enter the price per unit of the requested goods/services in the Unit Cost field. NOTE: DO NOT ENTER $ signs or (,) in this field. It is already a currencyformatted field. Unit Cost: refers to the base price of the requested goods/services for a quantity of one. For example, .10 per copy, 25 dollars an hour, or 50 dollars a day. 16. Total Cost field is automatically calculated by the system when the form is saved, submitted, or a new line is added. Quantity X Unit Cost = Total Cost
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 10 of 11
10 X 25 = $250 17. Select from the LOV the requestor’s name in the Customer Name field or type it in. Customer Name: the individual who is requesting the goods/services. NOTE: This is a freeform field with a LOV. If using the LOV feature, the requestor must be identified as a Caltech employee in order for his/her name to appear. This LOV search window pulls from the Human Resources employee database.
Note: The Transaction Origin and Transaction Identifier fields do not require entry. These fields are only used by ATC and ITS for Campus Planning Work Order related charges. 18. Select
button to save your work.
To add additional lines, select
button.
To copy the line from above, select above.
button to duplicate the line from
The field level information that copied from the line above can now be changed. This feature is useful for repetitive entry of slightly different information. For example, if the information for line 2 is the same as line 1 except for maybe the PTA, use the Copy Line feature and change the PTA information for line 2. CAUTION: Apply changes before copying a line. Once copied, remember to change all fields as appropriate. To delete a line, select
button to delete the entire line.
A WIC that is in the status of Saved my be deleted by using the button To submit the order for processing, select
button.
End of activity. Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 11 of 11
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 1 of 11
Electronic Recharges to PTA Chapter Objectives At the end of this chapter, the student will be able to: •
Understand the Electronic Recharge to PTA Process Using the Web Internal Charge (WIC) Form
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 2 of 11
Overview of the Web Internal Charge Form WIC Form The Web Internal Charge (WIC) form is the mechanism by which recharges to PTA are documented and processed. The WIC form has many great features designed to be user friendly and efficient to meet the Institutes basic business needs.
Key Features •
Easy to access web-based WIC form is accessible using Internet Explorer version 5 or higher for both PCs and Macs
•
System-generated auto-numbering for each WIC Form created (using a numbering format of: WIC-XXXXX)
•
Up-to-the moment monitoring and tracking capabilities
•
Detailed information regarding WIC transactions are provided in Oracle Grants Accounting
Basic Business Needs •
Enable transactions from one Organization to another
•
Bill Internal Organizations for Services rendered through PTA
•
Query WIC transaction status
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 3 of 11
Internal Charges Functions To choose a function within the Internal Charge Responsibility, select the blueunderlined hyperlink for the desired transaction you want to perform.
These are the functions available within the Internal Charge (Full Access) Responsibility: •
Create New WIC: used to initiate and create a new Web Internal Charge (WIC) form.
•
Search for Saved WIC Templates: used to query and view the status of a WIC Template.
•
Search for Saved WICs: used to query and view the status of WIC forms that have not yet been submitted to the Oracle Base Applications (Base Apps).
•
Search for Submitted WICs: used to query and view the status of WIC forms that have been submitted to the Base Apps.
•
Create New WIC Template: used to create a Template from which new WICs can be created. The most effective use of this new feature is for Service Organizations that generate monthly billings where most of the information on a WIC is the same with minor changes, such as the date and amounts. For additional information see chapter on Creating New WIC Templates.
•
Transaction Corrections: used for the correction of a WIC that is unable to be processed due to errors. For additional information see chapter on Transaction Corrections.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 4 of 11
Creating a New WIC Form The WIC form is used to document and process recharges to PTA. It is divided into two sections, the Credit Service Organization and Debit Charging Organization information. The WIC form is always completed and processed by the Caltech Services Center providing the goods/services. Credit Service Organization Section This sectio n is used for the Caltech Service Centers to document the Credit PTA associated with the goods/services being provided. It represents the revenue/recuperative account information necessary to properly transfer and post the financial transactions to Oracle OGA and GL.
The WIC Credit Service Organization section consists of the following fields: •
1.
The Web Order Number: is generated by the system when the form is saved, submitted, or when a new line is added (using the format of: WIC-XXXXX)
Select the
hyperlink.
A new Web Internal Charge form page will open:
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 5 of 11
2.
Select from the List of Values (LOV) , or manually enter the Service Organization’s PTA and Service Organization information. NOTE: The use of the List of Values icon is not mandatory. All fields can be entered manually, and with the exception of the Service Organization field, are not case sensitive. Project, Task, and Award: refers to a portion of the Service Center’s POETA where the revenue/recuperative costs are recorded as a credit for the goods/services provided. •
Select from the LOV icon
next to the Project field.
The LOV search window will open.
•
Enter the Project in the Search field. Partial values are accepted.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 6 of 11
NOTE: The Match case box may be unchecked to disable the Case sensitivity of the search. •
Select the
button to initiate your search.
A list of Values will appear below.
•
Select the blue-underlined text for the credit project to populate the Project field.
•
Select the LOV icon next to the Task Field. The LOV search window will open. However, the system already knows which tasks are associated with the selected project. Therefore, no search criteria is required as the system will simply identify only the associated task(s).
•
Select the blue-underlined text for the Credit task to populate the Task field.
•
Select the LOV icon next to the Award field. The LOV search window will open. However, the system already knows which awards are associated with the selected project. Therefore, no search criteria is required as the system will simply identify only the associated award(s).
•
Select the blue-underlined text for the Credit award to populate the Award field.
•
Select from the LOV icon or manually enter the Service Organization. If manually entering, you must use sentence case. CABS is an exception. The LOV search window will open. However, the system already knows which Service Organizations are associated with an Individual’s profile. Therefore, no search criteria is required as the system will automatically identify those Service Organizations. Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 7 of 11
NOTE: The Service Organization represents the organization being credited at the Division/Departmental level. • 3.
Select the blue-underlined text for the Credit Service Organization to populate the Service Organization field.
Expenditure Type: the default for this field is Credit Expenditures. NOTE: There are two additional expenditure types available for use for Auxiliary Organizations only; Intracompany Sales and Auxiliary Revenue. Intracompany Sales – Used to record sales to divisions /departments on campus by CABS and Athenaeum by means of a web internal charge. As an example, this expenditure type will be used to charge departments for their portion of Undergraduate Faculty Housing costs for students. Auxiliary Revenue – Monies received by auxiliaries for items not previously billed and invoiced by the Institute.
4.
Preparer field is automatically populated by the system when the form is saved, submitted, or a new line is added. It is updated with the name of the individual who is logged on to the WIC.
5.
Enter the contact person’s phone extension in the Extension field. •
Extension: is a free-form field used for documenting a contact person’s extension. Generally, should be the individual to contact for information about this record.
6.
Date Submitted field is updated by the system when the order has been submitted.
7.
Status: field is updated by the system when the form is saved and submitted and reflects the current status of the order.
Debit Charging Organization Section This section is used by the Caltech Service Centers to document the Debit PTA associated with the goods/services received by the requesting department. It represents the expense account information necessary to properly transfer and post the financial transactio ns to Oracle OGA and GL. Here the detailed information about the goods/services provided is recorded.
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 8 of 11
Scroll to the right to view more line information. 8.
The line number is automatically generated by the system upon saving the IC Form or adding another line.
9.
Enter the Charge Date information. It should be entered in the international date format (dd-mm-yyyy). NOTE: The charge date should represent the actual date that the goods or services were provided. If entering summarized data, it should reflect the last date of the period covered.
10. Select from the LOV or manually enter the Debit PTA in the Project, Task, and Award fields. Project, Task, and Award: refers to the portion of the requesting organization’s PTA where costs are expensed for goods or services received. Here the Project, Task and Award fields work in the same manner that they did in the Credit Service Organization section of the WIC form. •
Select from the LOV or manually enter the Project.
•
Select from the LOV or manually enter the Task.
•
Select from the LOV or manually enter the Award.
11. Organization field is always Caltech and defaults. 12. Select the LOV
next to the Expenditure field.
The LOV search window will open:
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 9 of 11
NOTE: The Expenditure Type represents a general categorization of the goods/services provided for financial purposes. It is represented by the “E” in POETA. Only authorized expenditure types will be listed automatically by the system. •
Select the blue-underlined test for the appropriate Debit expenditure to populate the Expenditure field. Other Internal Charges can be used as a generic expenditure type.
13. Enter a detailed description of the goods/services requested in the Description field. For Example: copy and fax usage for July ’01 Rm. 128. 14. Enter the quantity requested in the Qty. field. Qty: refers to the quantity of goods/services requested. 15. Enter the price per unit of the requested goods/services in the Unit Cost field. NOTE: DO NOT ENTER $ signs or (,) in this field. It is already a currencyformatted field. Unit Cost: refers to the base price of the requested goods/services for a quantity of one. For example, .10 per copy, 25 dollars an hour, or 50 dollars a day. 16. Total Cost field is automatically calculated by the system when the form is saved, submitted, or a new line is added. Quantity X Unit Cost = Total Cost
Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 10 of 11
10 X 25 = $250 17. Select from the LOV the requestor’s name in the Customer Name field or type it in. Customer Name: the individual who is requesting the goods/services. NOTE: This is a freeform field with a LOV. If using the LOV feature, the requestor must be identified as a Caltech employee in order for his/her name to appear. This LOV search window pulls from the Human Resources employee database.
Note: The Transaction Origin and Transaction Identifier fields do not require entry. These fields are only used by ATC and ITS for Campus Planning Work Order related charges. 18. Select
button to save your work.
To add additional lines, select
button.
To copy the line from above, select above.
button to duplicate the line from
The field level information that copied from the line above can now be changed. This feature is useful for repetitive entry of slightly different information. For example, if the information for line 2 is the same as line 1 except for maybe the PTA, use the Copy Line feature and change the PTA information for line 2. CAUTION: Apply changes before copying a line. Once copied, remember to change all fields as appropriate. To delete a line, select
button to delete the entire line.
A WIC that is in the status of Saved my be deleted by using the button To submit the order for processing, select
button.
End of activity. Copyright © California Institute of Technology, 2002. All rights res erved.
Web Internal Charges Effective 08/09/02
Chapter 5 Page 11 of 11
