AR (ACCOUNTS RECEIVABLE)

QUESTIONNAIRE

CLIENT NAME - CSC

PROJECT NAME - AVR

PROPRIETARY NOTICE
This document contains information that is proprietary and confidential to CSC and/or affiliates, its technical alliance
partners and/or clients which shall not be duplicated, used, or disclosed in whole or in part without CSC's express
written permission.
 AR QUESTIONNAIRE VER 1.0

Authors

Name: Chirayu Ved

Project Title: Finance Lead
Date: 26-May-2010

Accepted By:

Client Name CSC

Name: Name:
Title: Title:
Date: Date:
Signature: Signature:

Version History

Approval
Description Version Approver Signature
Date
Initial Version (No previous
1.0
Document)

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 AR QUESTIONNAIRE VER 1.0

Table of Contents
1.0 Introduction............................................................................................................5
1.1 Purpose............................................................................................................ 5
1.2 Approach.......................................................................................................... 5
2.0 Oracle Accounts Receivable Questionnaire.............................................................6
2.1 Oracle Accounts Receivable Functionality Questions......................................6
2.2 Interface Considerations.................................................................................15
2.3 Conversion Considerations............................................................................16
3.0 Additional Information..........................................................................................17
3.1 Control Considerations...................................................................................17
3.2 Technology Considerations............................................................................17
3.3 Configuration Considerations.........................................................................17
3.4 Definitions, Acronyms and Abbreviations.......................................................17
3.5 Open Issues and Future Considerations........................................................18
3.6 References and Related Documents..............................................................18
APPENDICES....................................................................................................................19
4.0 Appendices............................................................................................................20
4.1 Appendix A – Sample.....................................................................................20
4.2 Appendix B - [Title].........................................................................................23

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Process Name
1.0 Introduction
Complete the introduction section to include the purpose, scope, target audience, responsibilities of the
Questionnaire. It is recommended that you record the dates and attendees of all sessions related to
requirement gathering.
This document contains the questionnaire for [Module Name]. This document will be used as a
requirement gathering tool as it pertains to implementing [Module Name].

1.1 Purpose
Briefly describe the purpose of the Questionnaire. Below is an example
The purpose of the Questionnaire is to document elements of the clients business to assist in determining
the desired future state in a way that facilitates creating the solution or setting up the application. This
document will provide background on the decisions made to configure [Oracle Module] in its current state.
It is primarily a tool for the application experts and becomes part of the documentation of the project
history.

1.2 Approach
<Briefly describe the approach used to identify and prepare the Questionnaire.>
Table content: List the Interviewers, Interviewee, date and attendees for the Q&A session.>

Interviewer(s)

Name Date Position/Department Comments

Interviewee(s)

Name Date Position/Department Comments

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 AR QUESTIONNAIRE VER 1.0

2.0 Oracle Accounts Receivable Questionnaire

Major topics, Interface and Conversion questions should be prepared before interviews or workshops. Responses and Comments are captured
during work with the client. Sample questions pertinent to the Oracle Module setup are outlined in this section for your reference. They are
organized by major topics. Please review them and make necessary changes for your client project.

2.1 Oracle Accounts Receivable Functionality Questions

Sr# Question Response Comments /

Gap

1 Customers, now in TCA Architecture How many customers do you have?

Do you need to group customers by different types?

Since Customers are a part of TCA, how do you wish to leverage the following TCA
functions-

 Address Validation
 Data Consistency & Data Maintenance
 Controlling Purchasing and receiving by using the 'Function Security'
 New Customer UI (User Interface)

2 Legal Entity, now in the TCA Are there Business flows in your organization that need a centralized set-up to be used
Architecture (in Rel12) across the E-Business Suite for reporting and other Legal compliance?

How do you plan to transition the 'Old' org-structure into the 'New' Legal Entity Model?

What is the current Accounting environment? 'Exclusive' or 'Shared'?

How will you use the 'Legal Entity derivation hierarchy' for Transactions & Receipts?

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3 SLA (Sub Ledger Accounting) in Receivables provide contextual data and Accounting Events to SLA. SLA in turn, generates
Receivables accounting entries (based on accounting definitions) and transfers them to GL. How do you
plan to integrate and reconcile the two?

How will you leverage the following SLA features?

 Sync the AR AutoAccounting entries with the Accounting entries in SLA (using the
predefined accounting derivation rule)
 Line Level Cash Application

4 MOAC (Multi-Org Access Control) in How do you plan to implement a 'Shared Service' operating model using MOAC?
Receivables
How do we propose the use the following MOAC functionalities-
(MOAC is an enhancement of the Multi-
 Planning the new Org-enhancement capabilities in a single responsibility
Org feature in Oracle Applications)
 Determine the usage and expanded scope of Standard reports
 Set up Options & the newly enhanced Security profile

5 Customer Master Ownership

Which department enters customers and owns the customer master file?
Applicable Setups:
What access to the customer master file do other departments require? (inquiry or
 Responsibilities updates to addresses, salesperson assignments, marketing information, contacts,
 User procedures and training telephone numbers, maintain bank account information, customer relationships, credit
profiles, tax exemptions)

Do you have foreign sites that maintain their own customer masters?

Who maintains customer credit limits if they are used?

6 Customer Master Structure &

Do you have related customers (one customer pays for invoices of another)?
Conversion

Applicable Setups: Do you have requirements to group customers by classification?

 Customer Relationships Do you have requirements to group customers by categories?

 System Options
 Quick Codes Describe your current customer master structure. (i.e. one record for each address, one
 Customer Classes record for customer with multiple addresses)
 Sales and Marketing Categories

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 Customer Relationship type Are all of your customers in one master file or do you have many files that need to be
merged? (i.e. order entry, customer service, sales and marketing)

How many new customers are added each week?

7 Customer Address Structure and

Will you be using a sales tax vendor to provide you with sales tax rates, and the address
Validation validation values for states, counties and cities?
Applicable Setups:
Do you have a requirement to enter customers from a foreign country? (Please provide
 Load sales tax rates with state, a list of countries)
county & city values
 Countries & Territories (assign Would you like to enter the foreign customer addresses in their country’s proper format?
address style)
 Define Address Validation Do you have a requirement to validate foreign customer addresses? (Country codes,
 Quickcodes cities, postal codes, etc.)
 Address Category
Do you have a requirement to categorize your customer’s addresses?

8 Customer Profiles
Do you have a requirement to group customers by profiles? (i.e. collector, credit rating or
Applicable Setups: limits, or statement cycles)

 Customer Profiles Do you have a requirement to group customers by account status? (Used for the
 Quickcodes: Account Status Report)
 Account Status
 System Profile Options:
 AR: Auto Contact Numbering.

9 Customer Credit Checking

What are your credit checking process requirements?
Applicable Setup:
Who checks the credit of the customer?
 Customer Profiles
 Payment Terms Do you have different credit limits for groups of customers? If so, what are they?
 Order Types (Setup in OE)
 Credit Check Rules (Setup in OE) Do you check credit for all customers? If not, which customers do you check credit?

Is your credit limit based on individual order totals, customer bill-to address totals or

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 AR QUESTIONNAIRE VER 1.0

customer totals?

Do you check credit upon booking of an order, picking the order or both?

10 Invoices
Please provide sample of your current invoices.
Applicable Setups:
Does the address on this Invoice have to fit an envelope window? If so, please provide
 Organizations the envelope sample too.
 Currencies & exchange rates
 Transaction Types Do you have a requirement to invoice customers in foreign countries?
 Batch Sources
 Line Ordering & Grouping rules If so, who invoices customers in foreign countries?
 Memo Lines
 Recurring Invoices Do you have a requirement to invoice customers in foreign currency?
 System Profile Options:
 AR: Transaction batch source Do you have a requirement to produce pro-forma invoices for customs when shipping to
foreign countries?
 AR: Default exchange rate type
 AR: Change customer on Trx
Do you have a requirement to produce inter-company invoices?
 AR: Show Billing Number
 AR: Transaction Batch Source Do you have a requirement to produce recurring invoices?
 AR: Update Due Date

Do you have a requirement to consolidate invoices on a single consolidated invoice for

bill-to addresses?

Provide examples of how current lines print on an invoice. (i.e. product lines, service
lines, bundled products, BOM lines, freight)

Do you bill for freight?

Do you bill at the beginning of the revenue recognition schedule? (including deferred
revenue)

Do you have a requirement to batch invoices during invoice entry. (If you are importing
invoices from another system)

What is the current invoice and credit memo numbering strategy and what number are
you currently on?

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Review the Oracle Standard invoice and the invoice. Are there any additional fields that
you require to print the invoice?

Is a landscape invoice acceptable?

11 Taxes
Please explain the tax requirements/implications for customer invoices. List all TAX
Applicable Setups: rates in use in your country by type (VAT, Offset VAT, Sales, etc.)

 Tax Vendor Extension Do you need VAT Report, and at what frequency? Please provide sample of all the
 Quickcodes reports you need regarding sales tax, withholding tax or VAT or other taxes
 Tax rate exception reasons
 Tax rate exemption reason Do you plan to use a tax vendor such as Vertex or Taxware to provide you with tax
 Tax rates and tax codes rates?
 Tax Locations
 System Profile Options: Do you collect sales tax for all states?
 Tax: Allow manual tax lines
 Tax: Allow adhoc tax changes
Do you remit deferred sales taxes that are not due to the taxing authority until the cash
 Tax: Allow override of customer
has been collected?
exemptions
 Tax: Allow override of tax code
Do you tax freight?
 Tax: Invoice freight items as
revenue What type of tax exemptions do you require for your customers?
 Tax: Inventory item as freight
 Tax: Calculate tax on Credit Do you have international customers?
memos Do you include discounts when calculating tax?
 Tax: Use tax vendor
Do you calculate tax based upon a quantity?
 Customer Entry
 Sales tax interface
 Tax Groups

12 Revenue Recognition & Other

Do you have any products or services that you defer revenue to another period? Please
Accounting list.
Applicable Setups:
Do you invoice at the beginning of the revenue recognition schedule?
 AutoAccounting
 Invoicing & Accounting Rules Do you have any unbilled receivables?

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 Transaction Types Please list your different revenue account descriptions and numbers.
 Item Master
 Tax Codes Do you book revenue by product, product family or product group?
 Salespeople
 System Profile Options: Do you have more than one receivables account? Please list.
 AR: Use invoice accounting for
credit memos What types of transactions generate these receivables accounts? (i.e. product invoices,
misc invoice, service invoices)

Is all freight charged to one account? Please list any others.

Do you book all sales tax to one account, or an account for each state?

13 Returns & Credit Memos

Please provide examples of credit memos.
Applicable Setups:
What is the volume of credit memos?
 Payment Terms What are the reasons for credit memos?
 Approval Limits
 Quickcodes: Do you have a requirement for customers or employees to automatically request credit
 Credit Memo Reasons memos?

14 Chargebacks, Debit Memos and

Do you have a requirement to create Chargebacks to charge customers when they take
Commitments unearned credit or for other reasons? Please list chargeback situations.
Applicable Setups:
Do you have a requirement to create debit memos? Please list debit memo transactions.
 Transaction Types
Do you have a requirement to create commitments for customer deposits or
guarantees? Please list commitment transactions.

15 Document Sequence
Are there any legal requirements for document sequencing? If so, explain requirements.
Applicable Setups:
 System Profile Option:
 Sequential Numbering

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16 Centralized Payment Process

Please explain proposed plan to integrate settlements (against credit cards and bank
(Common Engine for Payment accounts) from AR using the Centralized Payment Engine.
transactions)

17 Payment Terms
Please list all Payment Terms (Net 15, Net 30, Immediate, Last Day of Month)?
Applicable Setups:
Please explain any approval process to issue new payment Terms? Who owns the
 Payment Terms payment terms?

Do you have a requirement to issue invoices on installments?

18 Cash Application Process

How do you receive payment from customers? (Check, wire transfer, EFT, lockbox,
Applicable Setups: credit card)?

 Receipt Classes Do you invoice in one currency but receive payment in another currency?
 Payment Methods
 Bank Accounts
 Receipt Sources
 Automatic Payments What is the volume of receipts?
 Bank Charges
 Lockbox What information does the customer provide to you on their receipt? (i.e. invoice
 Autocash Rule Sets number, account number, customer name)
 Receivable Activities
 Quickcodes: Do you issue Bills of Exchange as a promise to pay specific amounts on invoices/debit
memos on a specific date?
 Reverse payment reasons
 System Profile Options:
How often is this information missing from receipts?
 AR: Automatic Receipt Creation
Authority Do you have a requirement to use automatic lockboxes?
 AR: Automatic Remittance
Creation Authority If you are already using a lockbox please provide examples of the lockbox reports or the
 AR: Cash - Default Amount file if it is automated.
Applied
 AR: Create Bank Charges Please list any non-invoice related receipts? (i.e. Cobra payments, employee expense

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 AR: Receipt Batch Source advance pay- back)

19 Remittance Banks
Please provide remittance bank name(s), branch name(s), account number(s),
Applicable Setups: address(s).

 Bank Accounts How do you determine which customer uses which remit-to address?
 Remit-to Addresses

21 Write-Offs & Invoice Adjustments

What types of adjustments do you make to customer invoices? (i.e. Bank Charges,
Applicable Setups: Finance Charges, Write-offs, Tax Errors, Bad Debt)

 Receivable Activities Please provide adjustment limits for each user authorized to perform adjustments.
 Quickcodes:
 Adjustment Reasons
 Approval Type
 Adjustment Limits
 System Profile Options:
 AR: Cash - Allow Actions
 AR: Override Adj Activity a/c opn

22 Aging
Will you require invoice line level detail on aging report?
Applicable Setups:
Will the following aging buckets fulfill requirement:
 Aging Buckets
1. Current,
1. 1-30 days,
2. 31-60 days,
3. 61-90 days,
4. 90+ days.

Please bring examples of all current aging analysis reports.

23 Collection Process
Describe your collection process.
Applicable Setups:
Please list the names of collectors.
 Collectors

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 Quickcodes: Does each collector work with different groups of customers or any other grouping?
 Collector follow-up actions Please list the groupings. (i.e. Territory, Credit Class, Volume)
 Collector actions
 Customer response reasons
 Possible outcomes of customer
calls

24 Customer Statements
Please provide examples of customer statements.
Applicable Setups:
Do you have a requirement to send statements to customers?
 Statement Cycles
 Statement Messages How often will you send statements?
 Customer Profiles
Will you send statements to all customer groups?

Will you send statements if customers have a credit balance?

What messages are printed on customer statements?

25 Dunning Process
Do you have a requirement to send dunning letters to customers who have an overdue
Applicable Setups: balance?

 Dunning Letters Do you send dunning letters to all customer groups?

 Dunning Letter Sets
 Customer Profiles Do you send dunning letters for items that are in dispute?

At what intervals are dunning letters sent (30 days, 60 days, etc.)

Do you change the text of letter at each interval?

Please provide examples of Dunning Letters.

26 Commissions
Do you have a requirement to calculate commissions based on data from Oracle
Applicable Setups: Receivables?

 Salespeople What is the commission structure?

 Territory Flexfield

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 Territories Do you credit back commissions when product is returned or the invoice is adjusted?
 System Profile Options:
 AR: Allow Updates of Existing
Sales Credits

27 XML Reports (using XML Publisher) Do we plan to use the XML Publisher Templates for reporting?

28 Consolidated Billing Feature (replaced How do you propose to use the enhanced creation, presentation and consolidation
by Balance Forward Billing in Rel12) feature of Balance Forward Billing (BFB)?

(Also discuss BPA features) Do you wish to exclude specific customer sites and / or specific Invoices from the
customer account level bill?

Are you planning to use the BPA (Bill Presentment Architecture) formats for BFB?

29 Automated Refunds in AR How do we plan to use the 'Automated Refund' process for non-credit card transactions
in AR?

2.2 Interface Considerations

[Interface]

Question Response Comments

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2.3 Conversion Considerations

[Interface]

Question Response Comments

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3.0 Additional Information

Determine which of the following sections are appropriate, and document them here. Delete any unused
sections. Additional tables and sections may be entered as needed.
Tables may be adjusted – columns added, deleted, renamed – to better suit the information that is being
documented.

3.1 Control Considerations

Add information about any security or financial controls that may be required. Example: Invoices under
$500 will no longer need approval, whereas in the current system all invoices are approved.

Control Impact/
Business Process Control Concern/Risk Comments/Suggestions
Point Priority

3.2 Technology Considerations

Document any additional technology considerations here. Example: A scanning tool will be required to
scan invoices for archiving.

Technology Requirements Date Required Comments/Suggestions

3.3 Configuration Considerations

If any special configuration will be required because of this process, document that here. Example:
Approval limits will need to be configured in the system; this will require configuration of the <xxx>
functionality.

Configuration Requirements Comments/Suggestions

3.4 Definitions, Acronyms and Abbreviations

Provide an alphabetical listing of all acronyms, abbreviations, and their meanings as used in this
document and a list of any terms and definitions needed to understand the document. This information
may be provided by reference to one or more appendices or by reference to other documents

Term Definition

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Term Definition

3.5 Open Issues and Future Considerations

If there are known open issues or questions that will potentially impact this document etc., list them here.
Describe any important attributes, considerations, timeframe, anticipated follow up, tracking, and
options/resolution, including the owner or go to person assigned the open questions, etc.

Issue Number Owner Status

3.6 References and Related Documents

If there are related documents the reader should consider or may be of interest, list them here
List the title, revision, date and publishing organization of all referenced documents. Identify the sources
from which the documents can be obtained. Client policies and procedural document, organization charts,
and user manuals may be referenced as internal source documents. This information may be provided by
reference to an appendix or by reference to another document.

Document Name Number Version Location

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APPENDICES
4.0 Appendices
Appendices may be used to provide information published separately for convenient document
maintenance (e.g., classified data) or to provide additional information about a particular topic (e.g.,
integration practices and procedures). Each appendix should be referenced in the main body of the
document where the data would normally have been provided. Appendices may be bound as separate
documents for ease in handling. Appendices should be lettered alphabetically (A, B, etc.).

4.1 Appendix A – Sample

Business Structure (Sample Only)

# of Employees 1-50 51-150 151-500 501-1000 1000-2000 2000>

Revenue 0 1-50M 51-100M 101- 200M 200-500M 500M>

Yearly Growth <0 1-10% 11-20% 21-30% 31-50% 51-75% 76-100% 100%>

Type of Business High Volume Low Volume

Type of Business High Margin Low Margin

Legal Entities 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Foreign Subsidiaries 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Sales Regions 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Sales Offices 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Business Units 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Plants 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Warehouses 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Product Lines 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

Languages English European Asia/Pacific Indian

Systems Info

# of total users 1-50 51-150 151-500 501-1000 1000-2000 2000>

# of heavy daily users1-25 26-50 51-100 101-200 201 -500 500>

# of casual users 1-25 26-50 51-100 101-200 201 -500 500

# of current legacy 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

systems
# of current interfaces1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15

# of estimated 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 >15
conversions

General Finance

Administration Control Centralized Nationally Decentralized Foreign Office/Regional

Avg nbr of G/L Accts 40 80 120 160 200 300 500 800
per Chart

Account Numbering 1 2 3 4 5 >5

Segmentation
(Major/Minor/ Feature)

Chart of Accounts Single Multiple Single Currency Multiple w/multiple currencies

Journal Volume per 500 1,000 5,000 10,000 20,000 40,000+

month

Journal types Standard Preliminary Batch postings Recurring Self Reversing

Bank Accounts

# of bank accounts 1 5 10 15 20 25>

per entity

Bank account types Savings Checking Lockbox Foreign Currency

Bank Account 1 2 3 4 5 6 7 8 9 10>

currencies

Bank Reconciliation Manual Bank Tape Upload Online

Legal entity structure

Consolidation Type Step

% Ownership in subs <10 20 30 40 50 60 70 80 90 100

Investment in subs Low    Medium    High

Transfer Pricing Cost Negotiated Price % of End Consumer Price

Legal Relationship Branch Subsidiaries Financial Companies

Sales Relationship Commissionaire Agency Buy/Sell

Currency

Currencies 1 2 3 4 5 6 7 8 9 10>
Currency risk Corporate Entity Subsidiary

Risk mgmt method Reporting/Policy A/P,A/R Balanced Hedging Financial Hedging Transaction
Hedging

Financial Reporting

Balance Sheet Level Legal Entity Business Unit Profit Center

P&L Level Legal Entity Business Unit Profit Center

P&L types Natural P&L Functional P&L

Management
reporting

Level Legal Entity Business Unit Profit Center Sales Hierarchy Customer Product
Hierarchy Product # Shipment Sales Region

Type Cost Center Contribution Margins P&L

Infrastructure Allocations Chargeback’s Profit Centers

Organizations
Accountability Method

Accountability Method Cost Center Profit Center Activity Based Costing

Other reporting lines Subsidiaries Parent Co

Reporting periods

Month end Calendar Month 28 day month

13 periods Other

Fiscal year end Calendar Fiscal

Consistency All reporting units the same

Varies between units

Closing cycles Preliminary Final

Tax

Types Sales tax Purchasing tax Use Tax Value added tax Consumption Tax

Customer Types Reseller End User

Countries US Canada European Asia Pacific Japan

US Tax Determination Ship From Ship to Point of Order Acceptance Point of Order Entry Point of
Title Passage Product Category Exemption Certificate
 Budgeting

Preparation Centralized Nationally Decentralized Foreign Office/Regional

Forecasts Multiple Budget Versions Copy of Actual/Budget to form base Extrapolation of

actuals based on algorithms to form base What if Analysis

Budget Types Revenue Expense Balance Sheet Capital Project

Budget Level Cost Center Business Unit Sales Region Product # Legal Entity

Budget Currency 1 2 3 4 5 6 7 8 9 10>

Budget Cycle Monthly Quarterly Semi Annual Annually

Types of Paid Time Personal Lv Vacation Lv Sick Lv Holidays Bereavement Jury Duty Military
Off Other

Overtime Federal Overtime Rate Equivalent in Paid Time Off Other

Percent Non-Exempt 0-25 26-50 51-75 >75

Staff

Types of Leave Day w/o Pay Leaves of Absence- Short-term Leaves of Absence - Long-term
Without Pay Other

Attendance Policies Tardiness Absenteeism Other

Supported

4.2 Appendix B - [Title]