Oracle Accounts Receivables 1

EAS – Oracle Apps

Oracle Applications 11iOracle Applications 11i

Oracle Accounts Receivables

A Presentation by EAS – Oracle ApplicationsDecember 2003

EAS – Oracle Apps

Oracle Accounts ReceivablesOracle Accounts Receivables

Overview of AR Managing Customers Processing Invoices Processing Invoices Using

Auto-Invoice Processing Commitments Processing Customer

Adjustments Applying Receipts Implementing Auto-Lockbox

Processing Automatic Receipts

Remitting Receipts Managing Collections Tax Accounting Process Period Close Process Receivables Setup Profile Options Reports

AgendaAgenda

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Overview of Oracle Accounts Receivables

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Overview of AROverview of AR Oracle Receivables provides three integrated workbenches to perform most of the day-to-day

Accounts Receivable operations. Use the Receipts Workbench to perform receipt-related tasks Use the Transactions Workbench to process invoices, debit memos, credit memos, on-

account credits, chargebacks, and adjustments. Use the Collections Workbench to review customer accounts and perform collection activities

such as recording customer calls and printing dunning letters. Use the Collections workbench to also place a customer account on credit hold, place items

in dispute, view the dunning history for a transaction, and correspond with customers by recording customer calls.

Each workbench helps find critical information in a flexible way, see the results in a defined format, and selectively take appropriate action.

The Receipts and Transactions workbenches let you view records one at a time or as a group.

Detail windows display only one receipt or transaction at a time, but provide more information about the record because they contain more fields and tabbed regions.

Summary windows, by contrast, can display multiple records at once but require "drill down" to the detail window to view additional information about the current record.

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Overview of AROverview of AR Receipts Workbench: Receipts, Receipts Summary, Receipt Batches and Receipt Batches

Summary Transactions Workbench: Transactions and Transactions Summary, Transactions Batches

and Transaction Batches Summary In the Receipts and Transactions Workbenches, the Tools pulldown menu lets you perform

operations in addition to those provided by the action buttons. In the Receipts Workbench, view the sum of multiple receipts in the Receipt Totals window,

and review the functional currency gain or loss resulting from a currency exchange rate adjustment in the Receipt History window.

In the Transactions window there is no Copy button, but still copy a transaction by choosing Copy To from the Tools menu.

Similarly, the Balances button does not appear in the Transactions Summary window, but can be displayed in the Transaction Balances window by choosing Balances from the Tools menu.

View the detail accounting lines for an item in the form of a balanced accounting entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu.

View the detail accounting as t-accounts

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Overview of AROverview of AR

Create Profile Classes

Create Profile Classes

Enter Customers

Enter Customers

Create InvoicesCreate

InvoicesPrint

InvoicesPrint

InvoicesSend to

CustomersSend to

Customers

Use iReceivables

Use iReceivables

ReceiptsReceipts CollectionsCollections

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Assign customers to

profile classes

Review customer information

Create customer profile classes

Create customer relationships

Eliminate duplicate information

Enter customer information

Customers Overview

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Overview of AROverview of ARTransaction Workbench

Enter receiptEnter receipt

DepositDeposit GuaranteeGuarantee Standard invoiceStandard invoice

CopyCopy

Correct invoiceCorrect invoice OverinvoiceOverinvoice Invalidtransaction

Invalidtransaction

UnderinvoiceUnderinvoice

Process and printProcess and print VoidVoid

Generate statement Interface to Oracle General LedgerGenerate statement Interface to Oracle General Ledger

Print and send invoice to customerPrint and send invoice to customer

DeleteDelete

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Overview of AROverview of ARReceipt Workbench

Enter receiptEnter receiptApply to customer

account or invoice

Apply to customer

account or invoice

Update customer balance

Update customer balance

Clear receiptClear receipt

Reconcile bank

statement

Reconcile bank

statement

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Customer account

Customer accountSchedulerScheduler

Account overview

Account overview AgingAging Release/

credit hold

Release/credit hold

Corres-pondence

Corres-pondence

• Account detail• Call • Print statement• Print dunning

Account detail

Account detail

Account detail

Transaction overview

Transaction overview

• Account detail• Call

CallCall

Customer workbench

Customer workbench

AA

Collections Workbench

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Account detail

Account detail

CallCall

• Customer account• Transaction overview• Correspondence

Customer Account

AdjustAdjust BalancesBalances ActivityActivity Trans./Receipt workbench

Trans./Receipt workbench

Dispute history

Dispute history

AA

Collections Workbench

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Managing Customers

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Managing CustomersManaging Customers

Integrating Customer Information

Oracle Order ManagementOracle Order Management

Oracle Receivables

Oracle Receivables

CustomerInformationCustomerInformation

Shared withShared with

Owned byOwned by

Oracle Projects Oracle

Projects

Oracle CRM Suite

Oracle CRM Suite

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Standard Standard customer entrycustomer entry

Enter completeEnter completedetailsdetails

Quick customer Quick customer entryentry

Enter limited Enter limited informationinformation

CustomerCustomerinterfaceinterface

Import from Import from other systemsother systems

Customer Entry Methods

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Enter Customer Information

• Use all of the following methods to enter customer information, for example, addresses, phone numbers, contact names, and business purpose:

– Standard

– Quick

– Interface

Setting Customer Tax Attributes

• Standard: The taxing function refers to the tax tables to determine if the customer requires tax addition. If so, it selects the appropriate taxing method.

• Exempt: No tax addition; Manually enter the tax exemption number and reason

• Required: The taxing function always uses tax addition

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CustomerCustomer

ProfileProfileclassclass

Telephonenumbers Addresses

PaymentPaymentmethodmethodBankBank

accountsaccounts

Contacts

RelationshipsRelationships

BusinessBusinesspurposepurpose

MarketingClassification

DetailsDetails

AccountingAccounting

Order Management Order Management informationinformation

Using Standard and Quick Customer Entry

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Temporary Interface Tables

Oracle Receivables Customer Tables

Correct errorswith SQL*Plus

Customer InterfaceExecution Report

External Databases

Interface Customer Entry

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Customer Form FlowThe Find/Enter Customers

window displays to ensure that you search existing customers before you enter new customers

Search using the following methods:

• Basic(default): Search based on Address Components

• Advanced: Detailed searches based on Taxpayer information and other references

• Text: A Simple text search

After this process, the Customers - Standard form displays

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Find Customers – Fuzzy Search

(N) SetupExpendituresExpenditure Types

Fuzzy SearchThe fuzzy search method widens the scope of a search and finds data comparable to the search criteria. In the Customer Find/Enter window you can perform a fuzzy search on several fields. The fields you can fuzzy search are:

•Person First Name•Person Last Name•Organization Name•Address•Contact First Name•Contact Last Name

The fuzzy search method uses Word Replacement pairs to map a word, abbreviation, or special character that might be entered by a user as a search criteria to a similar word, abbreviation, or special character.

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Match Results Window


Note the following in the Match Results window:

• The title bar of the Match Results window displays the Customer Type used for the search and the search criteria.

• If a party has multiple customer accounts, the party name displays (indented to the right) in the Name column next to each customer account.

• When the results of a search for a Person customer type display, the First Name and Last Name fields from the Find/Enter Customers window are concatenated.

• The Match Results window displays both the Party Number and the Customer Number columns.

• If the Identifying Address Flag check box is checked, then other party sites could exist for this party.

• The Name and Customer Number fields can not be hidden in the view of the Folder.

• Do not resort the results using different fields. The resulting list of parties and customer accounts may appear confusing.

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Entering Customer Addresses

(N) CustomersCustomer Accounts

-Enter, add, change, or deactivate customer address information-Validate addresses using flexible address formats or the address validation system option-The system will not allow updation of the components of an address if the following are true:

•The system option Allow Change to Printed Invoices is No.•At least one printed, posted, or applied transaction exists for this bill-to or ship-to site in Receivables and that transaction has associated tax lines

-Values assigned on a customer site (address) level take precedence over values entered at the customer, profile class, or system options level.-In a sales tax based system, Receivables calculates tax based on the address components of the sales tax structure.

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Managing CustomersManaging CustomersCustomer Addresses• Allow multiple organization or person customers can do business at one

location.

• Are global (not specific to operating units).

• Allow you to perform address validation using Vertex or TaxWare information.

• Have flexible address formatting with seeded and custom formats.

Customer Accounts• Customer accounts model relationships between an organization deploying

Oracle Applications and an organization or person customer stored in the new customer model registry.

• Additional organizations or person customers can play roles in accounts. The new account model retains release 11i customer model features including:

– Credit profiles

– Terms of relationship (for example, discount terms)

– Customer bank accounts

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Customer AddressesEnter the address for the Customer. If the tax method is Sales Tax, the system uses validated customer address information to determine tax liability on the customer's transactions

Enter the address for the Customer. If the tax method is Sales Tax, the system uses validated customer address information to determine tax liability on the customer's transactions

Addresses assigned to Bill-To business purposes are used for all transactions

Addresses assigned to Bill-To business purposes are used for all transactions

Addresses assigned to Ship-To business purposes are used for all transactions except commitments.

Addresses assigned to Ship-To business purposes are used for all transactions except commitments.

The Bill To location to associate with this Ship To address

The Bill To location to associate with this Ship To address

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Business Purposes

Each address can have multiple business purposes.

• Ship To site

• Bill to site

• Ship To site

• Bill to site

• Bill To site

• Statements

• Dunning

• Legal

• Bill To site

• Statements

• Dunning

• Legal

• Ship To site

• Marketing

• Ship To site

• Marketing

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Business PurposesBusiness purposes describe which functions are performed at a particular customer site. Common Types of Business Purposes include:

Bill To: Send invoices to this address.

Drawee: A customer drawee is a customer site responsible for paying bills receivable.

Ship To: Send goods or services to this address. Can be different from this customer's Bill-To address.

Statements: Send customer statements to this address. Can only define one active statement business purpose for each customer.

Dunning: Send customer dunning letters to this address. Can only define one active dunning business purpose for each customer.

Legal: A legal site is responsible for all government reporting requirements.

Marketing: Send marketing collateral to this address.

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Assigning Business Purposes Enter a name for this business purpose in the Location field, If Automatic Site Numbering in the System Options window is set to No

Enter a name for this business purpose in the Location field, If Automatic Site Numbering in the System Options window is set to No

Enter the Territory Flexfield to associate with this address

Enter the Territory Flexfield to associate with this address

Enter the default finance charges activity for this customer

Enter the default finance charges activity for this customer

If the inventory location entered is associated with an organization, the system displays the organization name in this field.

If the inventory location entered is associated with an organization, the system displays the organization name in this field.

The location of inventory for this business purpose address.

The location of inventory for this business purpose address.

Enter values in this region if this is a Ship-To site.

Enter values in this region if this is a Ship-To site.

Values can be entered in this region if this is a Bill-To site and Allow Override is set to Yes in the Tax tabbed region of the System Options window.

Values can be entered in this region if this is a Bill-To site and Allow Override is set to Yes in the Tax tabbed region of the System Options window.

Choose a tax calculation level ( line or Header) if the Tax Method is VAT.

Choose a tax calculation level ( line or Header) if the Tax Method is VAT.

Choose one of the Tax Classifications defined in Receivables Lookup Codes

Choose one of the Tax Classifications defined in Receivables Lookup Codes

Choose a tax rounding rule for transactions billed to this site. Choose from Up, Down or Nearest.

Choose a tax rounding rule for transactions billed to this site. Choose from Up, Down or Nearest.

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Managing CustomersManaging CustomersBusiness Purposes – Accounts Tab

The AutoInvoice Clearing account for this address. AutoAccounting uses this value to derive the AutoInvoice Clearing account from the transaction bill-to site. A value can be entered in this field only if the business purpose for this address is Bill-To.

The AutoInvoice Clearing account for this address. AutoAccounting uses this value to derive the AutoInvoice Clearing account from the transaction bill-to site. A value can be entered in this field only if the business purpose for this address is Bill-To.

The Receivable account for this address

The Receivable account for this address

The Freight account for this address. AutoAccounting uses this value ito derive the Freight account from the transaction bill-to site.

The Freight account for this address. AutoAccounting uses this value ito derive the Freight account from the transaction bill-to site.

Unbilled Receivable account for this address.

Unbilled Receivable account for this address.

The Tax account for this address

The Tax account for this address

The Unearned Revenue account for this address.

The Unearned Revenue account for this address.

The Revenue account for this address

The Revenue account for this address

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Order Management Attributes in Customer Tables

Shipping Defaults

• Warehouse• Freight Terms• FOB• Ship Method• Over/Undership

Preferences

Scheduling Defaults

• Order Type• Price List /GSA• Item Identifier

Type• Request Date

Type• Put Lines in Sets

Order Defaults

• Earliest Schedule Limit

• Latest Schedule Limit

• Push Group Schedule Date

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Managing CustomersManaging CustomersOrder Management Attributes

Store order management information in both the customer header and address business purpose levels. This information defaults during order entry.

The point or location where the ownership title of goods is transferred from the seller to the buyer. Receivables uses the Ship-To FOB and then the Bill-To FOB as the default value when transactions are entered.

To determine whether the customer is responsible for the freight charges for an order

The amount by which an under return can be less than the original order, expressed as a percentage.

Name of the price list that Order Management uses as the default value in the Sales Orders window.

The order type Order Management must enter as a default value in the Returns window when returns are entered for this customer

Determines whether the ship date or arrival date will be used as request date.

The shipping method that the organization intends to use to transport items. The system first uses the Ship-To and then the Bill-To freight carrier as the default during transaction entry.

Indicates whether to invoice for the ordered quantity or the fulfilled quantity.

The amount by which an under shipment can be less than the original order, expressed as a percentage

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Managing CustomersManaging CustomersCustomer Contacts and Roles

Contact roles allow assignment of a contact to a particular business purpose or function. Contact roles are for informational purposes only. Each contact can have multiple roles but only one primary role.

Enter a unique contact number, if the Automatic Contact Numbering profile option is No

Enter a unique contact number, if the Automatic Contact Numbering profile option is No

The system displays contacts in the Transaction and Collections windows.

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Managing CustomersManaging CustomersBank Accounts

Assign bank accounts to customers to allow funds to be automatically transferred from these accounts to the remittance bank accounts when using Automatic Receipts. Define multiple, non-primary accounts in the same currency, even if the date ranges overlap.

Enter either the Account Name or Account Number for this bank account

Enter either the Account Name or Account Number for this bank account

The primary bank account for a particular currency is used as the default account when Automatic Receipts are used. Only one active, primary account per currency for the customer or site can be assigned.

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Managing CustomersManaging CustomersPayment Methods

Assign automatic payment methods to customers if Automatic Receipts are being used. Payment methods determine the required processing steps for automatic receipts, such as confirmation, remittance, and reconciliation

During transaction and receipt entry, the system uses the primary payment method defined as the default.

During transaction and receipt entry, the system uses the primary payment method defined as the default.

Assign multiple payment methods to a customer as long as the start and end dates of each method do not overlap.

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Profile – Transaction

Customer Profiles group customers with similar credit worthiness, business volume, and payment cycles. Define standard customer profiles in the Customer Profile Classes window. The customer profile class assigned provides the default values which can be optionally changed.

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Customer Relationships

Create customer relationships to control:

• Payment of unrelated invoices

• Sharing of pricing entitlements

• Consolidation of business addresses

• Link one customer to another.

• Enforce invoicing and receipt-application controls.

• Can only exist between two customers.

• Are not transitive: If A is related to B and B is related to C, A and C are not related.

• Can be reciprocal or nonreciprocal.

• Allow you to select a related customer’s ship-to address during order entry.

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Reciprocal

RelatedRelated

(child)(child)

Primary Primary (parent)(parent)

Nonreciprocal

RelatedRelated

PrimaryPrimary

PrimaryPrimary

RelatedRelated

Customer Relationship

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Customer Relationships

(N) CustomersCustomer AccountsRelationships

Enter the Type of relationship to use to classify customers. This field is only for informational purposes.

Enter the Type of relationship to use to classify customers. This field is only for informational purposes.

Specifies whether the relationship is a sill to relation

Specifies whether the relationship is a sill to relation

Allows customers to pay each other's debit items and enter invoices against each other's commitments.

Allows customers to pay each other's debit items and enter invoices against each other's commitments.

Specifies whether the relationship is a bill to relation

Specifies whether the relationship is a bill to relation

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Party Relations

(N) CustomersRelationships

Use the Party Relations window to view, update, and create relationships for parties. These relationships model the party registry as a realistic business world. Multiple relationships between any parties with the predefined relationship types can be created .

The party that the customer is related to

The party that the customer is related to

Relationship types categorize relationships.

Relationship types categorize relationships.

The party type of the object defaults in the Object Type field.

The party type of the object defaults in the Object Type field.

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Profile Classes

•Use profile classes to describe and group customers with similar financial characteristics

•Use profile classes to enter new customers quickly and consistently

•When a customer is established , the customer processing function assigns it to the default (seeded) customer profile class.

•To assign the customer to a different profile class, select it from the list of values before saving.

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• Credit check• Collector • Payment

application• Dunning letters• Finance charges

Invoices and Statements

• Invoice line and tax printing

• Statement cycle• Consolidated

invoices

Credit/collections Payment promptness

• Payment terms• Discounts• Grace days

Customer Profile Class Characteristics

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Customer Profile Classes

(N) CustomersProfile Class

Specifies the Auto Cash Rule Set to use for this profile Class. The system uses the AutoCash Rule Set specified in the System Options window if an AutoCash Rule Set is not assigned

Specifies the Auto Cash Rule Set to use for this profile Class. The system uses the AutoCash Rule Set specified in the System Options window if an AutoCash Rule Set is not assigned

Indicates the number that customers using this profile class will use to match receipts with invoices during AutoLockbox validation

Indicates the number that customers using this profile class will use to match receipts with invoices during AutoLockbox validation

Specifies how Post QuickCash applies any leftover receipt amounts created by a partial receipt application

Specifies how Post QuickCash applies any leftover receipt amounts created by a partial receipt application

Check to send statements to customers using this profile class

Check to send statements to customers using this profile class

To send statements to customers with this profile class even if they have a credit balance, check the Send Credit Balance check box

To send statements to customers with this profile class even if they have a credit balance, check the Send Credit Balance check box

Enter a Statement Cycle If the Send Statement check box is checked. Statement cycles indicate how often to print statements.

Enter a Statement Cycle If the Send Statement check box is checked. Statement cycles indicate how often to print statements.

Enter the Dunning Letter Set to assign to customers using this profile

Enter the Dunning Letter Set to assign to customers using this profile

Check to send dunning letters to customers when they have invoices, debit memos, and chargebacks that are past due

Check to send dunning letters to customers when they have invoices, debit memos, and chargebacks that are past due

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The default payment term for customers assigned to this profile class

The default payment term for customers assigned to this profile classCheck to be able to change

the default payment term when entering transactions for customers using this profile class.

Check to be able to change the default payment term when entering transactions for customers using this profile class.

enter the number of Discount Grace Days after the discount term date that customers using this profile class can take

enter the number of Discount Grace Days after the discount term date that customers using this profile class can take

Check to allow discounts to customers using this profile class.

Check to allow discounts to customers using this profile class.

Enter the number of Receipt Grace Days that are allowed for customers using this profile class to be overdue on receipts before they will be assessed finance charges

Enter the number of Receipt Grace Days that are allowed for customers using this profile class to be overdue on receipts before they will be assessed finance charges

Check to charge finance charges.

Check to charge finance charges.

To calculate finance charges on customer's outstanding balances including previously assessed finance charges

To calculate finance charges on customer's outstanding balances including previously assessed finance charges

Indicates how to print tax on invoices

Indicates how to print tax on invoices

Specifies the printing format of the consolidated billing invoice

Specifies the printing format of the consolidated billing invoice

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Enter the default Tolerance (percentage over the credit limit) that customers using this profile class can exceed before the collection action begins

Enter the default Tolerance (percentage over the credit limit) that customers using this profile class can exceed before the collection action begins

Oracle Order Management will check this customer's credit before creating a new order if the Payment Term and the Order Type associated with the order also require credit checking. The system does not check customer's credit when transactions are created in Receivables.

Oracle Order Management will check this customer's credit before creating a new order if the Payment Term and the Order Type associated with the order also require credit checking. The system does not check customer's credit when transactions are created in Receivables.


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The Currency in which customers assigned to this profile class will do business If the amount of interest that the system

calculates for a past due debit item in this currency is greater than the amount entered here, the system charges this amount.

The interest rate to charge customers

If the customer balance of past due items in this currency is less than the amount specified here, Receivables does not assess finance charges

The system will not generate automatic receipts in this currency that are less than this amount.

If the balance of a past due invoice in this currency is less than the amount specified here, Receivables does not assess finance charges on this

The minimum outstanding balance in this currency that customers must exceed in order for Receivables to generate a statement.

If a customer has a past due balance in this currency that is greater than the minimum dunning amount specified for this currency, Receivables selects this customer for dunning

Customers do not receive dunning letters if the amount entered here is greater than the balance of each of their past due items in this currency

The total amount of credit in this currency to give to customers

The maximum amount of an individual order

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Managing CustomersManaging CustomersMerge CustomersMerge customers to:

• Eliminate incorrect data and duplicate information

• Consolidate account site data

• Merge Customers or Sites

• Merge Individuals or Organizations

• Reflect customer account changes due to business consolidation

• Merging customer information combines all information for two customer accounts or account sites, striped by operating unit.

• Delete or inactivate the merge-from customer account and account sites uses.

• Customer Merge updates the customer information for all of the old customers transactions.

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Merging Other Application TransactionsThe system automatically merges all transactions associated with the merge candidates in these applications as well:

• Automotive

• Customer Service

• Inventory

• Master Scheduling /MRP Planning

• Order Management

• Payables

• Projects

• Purchasing

• Sales and Marketing

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Customer Merge

(N) CustomersMerge

Use Customer Merge to consolidate any duplicate customers or transfer site use activity from a customer or site that is no longer active or has been taken over by another customer or site.

The Type of customer being merged

The Type of customer being merged

The name of the customer to merge.

The name of the customer to merge.

The name of the customer to merge to

The name of the customer to merge to

The reason for the merger of the two customers.

The reason for the merger of the two customers.

To delete the old customer information, check the check box.To keep an audit trail of old the customer information, do not check the Delete After Merge check box. The system assigns a status of 'Inactive' to the old customer after you complete the merge.

To delete the old customer information, check the check box.To keep an audit trail of old the customer information, do not check the Delete After Merge check box. The system assigns a status of 'Inactive' to the old customer after you complete the merge.

Check to copy an address and site usage from the From region to the merge-to customer.

Check to copy an address and site usage from the From region to the merge-to customer.

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Processing Invoices

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Processing InvoicesProcessing InvoicesTransaction Overview

Importtransactions

Createmanual

transactions

Calculatetaxes,create

GL accounts,update

customerbalances

Printinvoices

Correct,if necessary

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Processing InvoicesProcessing InvoicesTransactions Workbench WindowsUse the Transactions Workbench to create new and update existing invoices, debit memos, credit memos, on–account credits, and commitments within Receivables. Also use this workbench to enter, review, or complete transactions, copy invoices, create adjustments, credit transactions, review invoice installments, and update chargebacks.

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Processing InvoicesProcessing InvoicesInvoice Entry Methods

Manual invoicesManual invoices

Invoicesfrom feeder

systems

Invoicesfrom feeder

systems

Data entryData entry

Run AutoInvoice

Run AutoInvoice

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Processing InvoicesProcessing InvoicesCreating Invoice Batches• Use batches to match control and actual invoice counts and amounts. Actual

count and amount is updated as invoice is entered.

• A batch can contain invoices with different currencies.

• Print invoices by batch.

• Can only delete a batch if it does not contain any transactions

• Oracle Receivables uses invoice batches to import invoice data.

• Batch information identifies the originating system when importing transactions.

Invoice Batch Statuses• New: This is a new batch, and it has not yet been saved.

• Out of Balance: The actual count and amount of transactions in this batch do not equal the control count and amount.

• Open: The actual count and amount equal your control count and amount.

• Closed: The actual count and amount match the control count and amount.

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Processing InvoicesProcessing InvoicesTransaction Batches

(N) TransactionsBatches

If Automatic Batch Numbering for this batch source is No, enter a unique batch Name.

If Automatic Batch Numbering for this batch source is No, enter a unique batch Name.

Enter the Batch and GL Date for this batch. The default date is the current date. GL Date you enter must be in an Open or Future period.

Enter the Batch and GL Date for this batch. The default date is the current date. GL Date you enter must be in an Open or Future period.

Batch sources control invoice and invoice batch numbering and the default transaction types for transactions added to this batch

Batch sources control invoice and invoice batch numbering and the default transaction types for transactions added to this batch

Enter the batch Currency. The default is the functional currency.

Enter the batch Currency. The default is the functional currency.

Enter the total number of transactions in this batch in the Control Count field, then enter the total dollar amount of transactions in this batch in the Control Amount field.

Enter the total number of transactions in this batch in the Control Count field, then enter the total dollar amount of transactions in this batch in the Control Amount field.

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Processing InvoicesProcessing InvoicesCreating a Standard Invoice

Complete invoice

Complete invoice

Enter invoice

header information

Enter invoice

header informationEnter invoice

linesEnter invoice

lines

AutoAccounting creates accountsAutoAccounting creates accountsEnter freight linesEnter freight lines

Enter salescreditEnter salescredit

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Processing InvoicesProcessing InvoicesEntering Invoice Dates

• Enter invoice dates in any period. The invoice date plus the the payment terms determine the due date

• Enter Oracle GL dates in open and future accounting periods. This date determines when the journal entry can be created.

Open

Available forentry and posting

to GL

Future Closed

Available for entry Not available

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Processing InvoicesProcessing InvoicesRequired Transaction Information• Transaction Date• Source• Class• Type

• GL Date• Bill To• Terms• Remit To

Transaction Defaults• Transaction Source:

– Can default the transaction type

– Determines the transaction numbering

• Transaction type can default:

– The transaction class

– Payment terms (if not set at the customer)

• Customer can default:

– Ship-to and bill-to address

– Payment terms

– Salesperson

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Processing InvoicesProcessing InvoicesEntering Sales Credits

• If the Require Salesperson check box in the Miscellaneous tab of the System Options window is selected, a salesperson must be assigned to each invoice.

• Use the Sales Credits window to allocate sales credit among salespeople, and record both revenue and non-revenue sales credit. This information defaults to line-level sales credits.

• Autoaccounting will recalculate the revenue account assignment.

• Total sales credits can be greater than the revenue amount for bonus or incentive purposes.

• Allocate different percentages or to different salespeople by line, using the For This Line region of the Sales Credits window. Access this window by clicking Sales Credits in the Lines window.

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Processing InvoicesProcessing InvoicesCompleting Transactions

• Completing an invoice means that payment schedules and aged receivable amounts are calculated, and this transaction can be transferred to the GL.

• When all required information has been entered, click the Complete button.

• Only completed transactions can be printed.

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Processing InvoicesProcessing InvoicesTransaction Header Information

Enter the GL date, the default is the current date. if the current date is not in an open period, the default is the last date of the most recent open period

Enter the transaction number if Automatic numbering is not enabled. If automatic numbering is specified, Receivables generates a number

Select the Transaction Type. Transaction types determine whether a transaction updates open receivables, can be posted to GL, if Receivables calculates tax, the transaction’s creation sign, whether transactions with this type use natural application only or will allow overapplication, provide the default transaction class, payment term, and printing options for each transaction.

Select the Transaction Batch Source. The Source specifies automatic or manual batch and invoice numbering, the standard transaction type, determines which attribute of the Invoice Transaction Flexfield is used to default into the Reference field.

Enter the transaction date, the default is the current date

Enter the transaction currency, the default is the functional currency

Select the Invoice Class. Choose from the following-Invoice-Debit Memo-Credit Memo-Deposit

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransactions – Main

(N) TransactionsTransactions

Enter the customer Bill-to Name and Location for this transaction. If the bill-to customer has a primary bill-to location, then Receivables defaults the location and address. If no primary bill-to location exists for the customer, however, then select a valid bill-to location from the list of values.

Enter the payment Terms for this transaction. Receivables calculates the Due Date based on the payment terms and date of this transaction. The due date of a split payment term is the date that the first payment is due.

Enter a Salesperson (optional). If the system option Require Salespersons is Yes and a salesperson is not assigned to this customer at the customer or site level, select from List of Values

If the invoice is against a commitment, enter the Commitment, or choose one from the list of values

Enter the customer Ship-to Name and Location for this transaction. If the customer has a primary ship-to location, then Receivables defaults the location and address. If no primary Ship-to location exists for the customer, then select a valid Ship-to location from the list of values. If the Tax method is Sales Tax, a Ship to Address is mandatory.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransactions – More

(N) Transactions Transactions More(Tab)

The order agreement this invoice is against. Can be entered only if an agreement is defined with the selected customer or customers related to the selected customer. Associate an agreement with the customer in the Sales Orders window in Oracle Order Management.

The transaction to relate to this invoice. Choose any transactions that are assigned to the bill-to customer or a selected customer. If a transaction number is cross referenced and the bill-to customer is changed, Receivables erases the value in this field.

When a chargeback is queried in the Transactions window, this field shows the transaction for which the chargeback was created.

Indicate whether finance charges are calculated against this invoice, debit memo, or chargeback. If the field is left blank or ’If Appropriate’ is selected, Receivables calculates finance charges according to the customer’s credit profile. If No, Receivables does not calculate finance charges on this transaction, regardless of the customer’s credit profile.

The current amount of the invoice, debit memo, or chargeback that is in dispute.

These fields are for reference only and not validated by Receivables.

The invoicing Rule associated with this transaction

The date on which this transaction was last printed.

If Document Sequencing is used and it is manual, enter a unique Document Number. Otherwise, Receivables assigns a document number when you save or complete depending on the option set.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransactions – Remit To

The remit-to address is the address to which customers send payments. The default is the remit-to address assigned to the country, state, and postal code for this customer address.

The customer to whom the goods and services were sold to. This customer could be different from the ship-to or bill-tocustomer. The default is the bill-to customer for this transaction.

The sales territory for this invoice. The default is the value of the Source of Territory in the System Options window.

(N) Transactions Transactions Remit To (Tab)

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransactions – Paying Customer

(N) Transactions Transactions Paying Customer (Tab)

The bank account number.


The payment method assigned to the transaction.


The customer associated with the customer bank account assigned to the invoice. This could be different from the billing customer if Customer relationships exist


The bank to which the Payment Method is assigned to


EAS – Oracle Apps

Processing InvoicesProcessing InvoicesStandard Invoice Line Types

• Inventory item: Enter items available in inventory, using the list of values

• Standard memo line: Enter non-inventory products or services, such as extended warranties or maintenance contracts, using the list of values

• Free-form line: Enter a unique description

Entering Freight Invoices or Lines

• Bill shipping charges for the entire invoice or for each line

– Click the Freight button in the Transactions window to enter at invoice level

– Click the Freight button in the Lines window to enter at lines level

• If the transaction type assigned to this invoice allows freight charges, enter freight amounts

• AutoAccounting determines the default freight account

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransaction Lines – Main Tab

(N) Transactions Transactions Lines

To enter goods to bill to the customer, enter the Item, Quantity, and Unit Price for each item.

The description for this invoice line. Receivables prints the description on the invoice. Choose from -Inventory Item-Standard Memo Line-Free Form

Line Transaction Flexfield values derived from AutoInvoice

Amount calculated by Quantity*Unit Price

Receivables displays a default Tax Code (or tax group) if one is defined at:

- Item- Customer- customer site - system level if the tax

method is ’VAT’.

The unit selling price for this invoice line item. If a standard line item is entered, the default is the Unit List Price entered for this standard line item in the Memo Lines window; there will be no default for System Items.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransaction Lines – Sales Order Tab


The date this item was ordered.

The date this item was ordered.

The order line number to which this invoice line refers.

The order line number to which this invoice line refers.

The sales order line number for this invoice line.

The sales order line number for this invoice line.

The revision number for this order.

The revision number for this order.

The channel through which this item was ordered

The channel through which this item was ordered

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransaction Lines – Tax Exemptions Tab


Enter a value for this field only if the profile option Tax: Allow Override of Customer Exemptions is Yes and the transaction is not a chargeback.

Enter a tax exemption Certificate Number if Tax Handling is ’Exempt’ Select from list of values

Enter a tax exemption Certificate Number if Tax Handling is ’Exempt’ Select from list of values

Enter a Reason for creating this exemption if Tax Handling is ’Exempt’

Enter a Reason for creating this exemption if Tax Handling is ’Exempt’

Enter ’Standard’ if tax is to be calculated as per the normal procedures set up in Receivables.

Enter ’Standard’ if tax is to be calculated as per the normal procedures set up in Receivables.

Enter ’Exempt’ if the system option Use Customer Exemptions is set to Yes and to force tax exemption on the invoice lines.

Enter ’Exempt’ if the system option Use Customer Exemptions is set to Yes and to force tax exemption on the invoice lines.

Enter ’Require’ to force tax calculation on the invoice lines.

Enter ’Require’ to force tax calculation on the invoice lines.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransaction Lines – More Tab


The ship-from location for this item.

The ship-from location for this item.

Indicates the reason for a credit memo. Defaults from the invoice header level.

Indicates the reason for a credit memo. Defaults from the invoice header level.

Any additional information about this line item.

Any additional information about this line item.

A description of the inventory item in an alternate language. Entered when defining inventory items.

A description of the inventory item in an alternate language. Entered when defining inventory items.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesTransaction BalancesDisplays

The original transaction amountThe total amount of receiptsCredit memosAdjustmentsFinance charges applied to the

transaction Discounts taken.

Indicates Level a receipt, credit, or discount

was applied The type of adjustments that were

created. Displays

Transaction balances in the entered currency

Transaction amounts can be viewed in the functional currency.

How the line, tax, freight, and finance charges balances were affected in the 'Balance' row.

If Bills Receivable is enabled, then the Balances window also displays information about bills receivable assignment (N) Transactions Transactions Balances

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesCreating Copies of Invoices

Model transaction

Model transaction

JanuaryJanuary

AprilApril

JulyJuly

• Automatically create invoices for goods or services provided regularly to customers.

• Create a group of invoices that share the same characteristics.

• All of the dates for the copied invoices are determined using the copy rule specified.

• The exchange rates and tax rates are derived from the date of your first copied invoice.

• If the date is in a never opened period, Receivables will create these invoices as incomplete.

EAS – Oracle Apps

Processing InvoicesProcessing Invoices Choosing Model Transaction

• The model transaction must be complete.

• Once the model transactions are copied, changes to the model transaction do not affect the copied transaction.

• The model transaction should be the open or closed transaction that exactly matches the transaction(s) to recur.

• If the batch source for the model invoice has automatic transaction numbering turned on, Oracle Receivables automatically numbers each recurring transaction.

• Each recurring transaction uses the batch source assigned to the model transaction.

• Oracle Receivables determines the date and frequency of the copied transactions, using the rule, first transaction date, and number of times specified.

• The recurring schedule cannot be updated after it has been saved.

• Oracle Receivables creates all invoice copies at one time.

• Invoices created in unopened periods will be created as incomplete.

Determining Transaction Schedule

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesRecurring Rules

Annually: This rule creates an invoice once a year on the same day and month of each year.

Semiannually: This rule creates an invoice every six months on the same day.

Quarterly: This rule creates an invoice every three months on the same day.

Monthly: This rule creates an invoice every month on the same day.

Bimonthly: This rule creates an invoice every other month on the same day.

Weekly: This rule creates an invoice every seven days.

Single Copy: This rule creates one copy of the model invoice for the day entered in the First Invoice Date field.

Days: This rule creates an invoice based on the number of days specified.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesCopy Transactions – Recurring Invoices

Choose a copy Rule. Choose a copy Rule.

Enter the number of copies to create

Enter the number of copies to create

(N) Transactions Copy Transactions

If the copy rule is Days, enter the Number of Days between the copied invoice dates

If the copy rule is Days, enter the Number of Days between the copied invoice dates

Enter the First GL Date for the copied invoice. This date must be in an open, future, or never opened period.

Enter the First GL Date for the copied invoice. This date must be in an open, future, or never opened period.

Enter a unique document Number for each copied invoice if document sequencing is enabled.

Enter a unique document Number for each copied invoice if document sequencing is enabled.

Enter the First Transaction Date to create the copied invoice

Enter the First Transaction Date to create the copied invoice

Enter the Transaction Number if the if the Batch source doesn’t specify Automatic Transaction Numbering

Enter the Transaction Number if the if the Batch source doesn’t specify Automatic Transaction Numbering

The invoice to use as a model for copying invoices

The invoice to use as a model for copying invoices

Use the Copy Transactions window to create recurring invoices for products and services sold on a regular basis.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesRecurring Invoice Program report

• Receivables submits a concurrent process to create copied invoices.

• Receivables also creates the Recurring Invoice Program report

• This report contains information about the model invoice and the new, copied invoices created in the Copy Transactions window. Receivables automatically generates this report when the request to create copied invoices is submitted.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesInvoices With Rules

Advance or Arrears

Advance or Arrears

01.100.200.4500.000.000001.110.220.4550.000.000001.220.220.4700.000.0000

01.100.200.4500.000.000001.110.220.4550.000.000001.220.220.4700.000.0000

Accounting ruleAccounting rule

Invoicing ruleInvoicing rule

AutoAccountingAutoAccounting

InvoiceInvoice Revenue recognition

program

Revenue recognition

program

Journal entry

Journal entry

Journal entry

Journal entry

Fixed orvariableFixed orvariable

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesInvoicing Rules and Accounting RulesInvoicing Rules determine when to recognize receivable for invoices that span more

than one accounting period.

• Assign invoicing rules to invoices that entered manually or imported into Receivables through AutoInvoice.

• Receivables provides the following invoicing rules:

• Bill in Advance: Use this rule to recognize receivable immediately.

• Bill in Arrears: Use this rule to recognize the receivable at the end of the revenue recognition schedule.

Accounting Rules determine the number of periods and percentage of total revenue to record in each accounting period.

• An unlimited number of accounting rules can be determined.

• Invoicing and Accounting Rules are not applicable if the method of accounting is Cash Basis.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesUsing Invoices with Rules

Business Need

Enter invoices for services provided over 12 months and recognize revenue as the service is provided.

Bill customers for the invoices before recognizing all of the revenue.

Bill customers for invoices after recognizing all of the revenue.

Solution

Enter invoices with rules either in the Transactions window or through AutoInvoice.

Assign invoices a Bill in Advance invoicing rule.

Assign invoices a Bill in Arrears invoicing rule.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesAssigning Invoicing Rules• Invoicing rules determine whether to recognize receivables in the first or in the last accounting period.• Once the invoice is saved, you cannot update an invoicing rule.• If Bill in Arrears is the invoicing rule, Oracle Receivables updates the GL Date and invoice date of the

invoice to the last accounting period for the accounting rule.

Transactions Header

Select the Invoicing Rule. Determines whether to bill in advance or bill in arrears

Select the Invoicing Rule. Determines whether to bill in advance or bill in arrears

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesAssigning Accounting Rules To Invoice Lines• Accounting rules determine when to recognize revenue amounts.• Each invoice line can have different accounting rule.

Enter the Date field to determine when to start recognizing revenue.

Enter the Date field to determine when to start recognizing revenue.

The number of periods in which revenue is recognized. Value defaults from fixed rule. Value must be entered for variable rule

The number of periods in which revenue is recognized. Value defaults from fixed rule. Value must be entered for variable rule

Select the accounting Rule to determine when to recognize revenue

Select the accounting Rule to determine when to recognize revenue

Transactions Lines

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesCreating Accounting Entries• Accounting distributions are created only after the Revenue Recognition program is run.

• For Bill in Advance, the offset account to accounts receivable is Unearned Revenue.

• For Bill in Arrears, the offset account to accounts receivable is Unbilled Receivables.

• Accounting distributions are created for all periods when Revenue Recognition is run.

Running The Revenue Recognition Program

• The Revenue Recognition program gives control over the creation of accounting entries.

• Submit the Revenue Recognition program manually through the Run Revenue Recognition window.

• The Revenue Recognition program will also be submitted when posting to Oracle General Ledger.

• The program processes revenue by transaction, rather than by accounting period.

• Only new transactions are selected each time the process is run.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesView Accounting Distributions

Choose to view the detail accounting lines when an invoice, payment, or adjustment is queried in Oracle Receivables, in one of the following formats :

• A balanced accounting entry (Accounting Lines)

• T-accounts

Drill Down Drill DownInvoiceInvoice

View Accounting

Lines

View Accounting

LinesT-AccountsT-Accounts

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesView Accounting Lines

(N) Transactions Transactions Distributions

• Use the View Transaction Accounting window to view accounting lines whenever a transaction, receipt, or adjustment is created .

• For each line, see which account is affected, the debits and credits for both the entered and accounted amounts, as well as currency, exchange rate, and other accounting information.

• View this information prior to transferring accounting entries to Oracle General Ledger.

• For invoices with rules, Revenue Recognition program must be run first.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesView Accounting Lines

(N) Tools View Accounting

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesActivity Summary

(N) Tools View Accounting T-Accounts Activity Summary

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesT-Accounts

• Use this window to view Oracle Receivables accounting entries in a graphical, T-account format.

• Oracle Applications provides several options that can be used to customize how the data is displayed.

• Create a hard copy of the information in this window

(N) Tools View Accounting T-Accounts

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesForeign Currency Invoice ProcessingWhen a batch or a receipt or transaction that is not in the functional currency is

entered, Receivables displays a pop-up window to enter exchange rate information. Receivables uses this information to convert foreign currency receipt and transaction amounts to the functional currency

Daily conversion rates can also be defined. Daily conversion rates enable Receivables to automatically calculate exchange rate information when foreign currency receipts and transactions are entered.

EAS – Oracle Apps

Profile Option Description

Currency: Allow Direct EMU/Non-EMU User Rates

EMU: European and Monetary Union

This profile option controls whether an exchange rate can be entered when the receipt or transaction is in an EMU currency but the functional currency is not an EMU currency.

Journals: DisplayInverse Rate

If the option is set to No, Receivables calculates the Functional amount as:Functional Currency= Foreign Currency*RateIf the option is set to YesFunctional Currency= Foreign Currency/Rate

Processing InvoicesProcessing InvoicesForeign Currency Invoicing – Profile OptionsThe following profile options affect the appearance and behavior of the Exchange Rates window:

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesExchange Rate Field Reference• Rate Date: The rate that applies to the exchange rate for your foreign currency.

• Rate Type

– Corporate: Standardized rates for the company.

– Spot: To perform conversion based on the rate on a specific date.

– User: User Defined Rate.

• Rate: The exchange rate for a particular receipt.

Adjusting an Exchange Rate• Change the rate type, rate date, and exchange rate of a foreign currency receipt,

even if it has been transferred to GL.

• The exchange rate of foreign currency transaction cannot be adjusted once it has been posted or has had a receipt applied to it.

• To use a different exchange rate, reverse the transaction, then recreate the transaction at the new rate.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesViewing Exchange Rate Information• View exchange rate information for a receipt from either the Receipts or Receipts Summary window.

• View exchange rate information for a transaction from either the Transactions or Transaction Summary window.

Viewing Exchange Rate Information for a Receipt• Query the receipt in the Receipts or the Receipts Summary window.

• In the Receipts window, choose Exchange Rate from the Tools menu.

• In the Receipts Summary window, select the receipt, then choose Exchange Rate from the Tools menu.

Viewing Exchange Rate Information for a Transaction• Query the transaction in the Transaction or transaction Summary window.

• In the Transactions window, choose Exchange Rate from the Tools menu.

• In the Transaction Summary window, select the transaction, then choose Exchange Rate from the Tools menu.

• To update the exchange rate, enter a new Rate Type (if the Rate Type is Corporate or Spot). If the Rate Type is User, enter a new Rate, then choose Ok.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesViewing Exchange Rate Information for a Receipt

(N) ReceiptsReceiptsToolsExchange Rate

Exchange Rate Option enabled for foreign currency transactions. This options is disabled when the transaction currency is the same as the Functional Currency


Adjust Exchange Rate Option enabled for foreign currency transactions. This options is disabled when the transaction currency is the same as the Functional Currency

Adjust Exchange Rate Option enabled for foreign currency transactions. This options is disabled when the transaction currency is the same as the Functional Currency

Receipt CurrencyReceipt CurrencyReceipt Amount in foreign currency

Receipt Amount in foreign currency

Receipt Amount in functional currency

Receipt Amount in functional currency

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesViewing Exchange Rate Information for a Transaction

(N) Transactions Transactions ToolsExchange Rate



Transaction Currency

Transaction Currency

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesHeader Level Rounding• Rounding the converted amounts can cause an imbalance between the accounting entries that Oracle

Receivables creates for each currency.

• Depending upon the legal requirements, there may be a need to round amounts at the transaction header level and post the difference to a separate GL account.

• Account for the rounding differences by enabling Header Level Rounding and defining a Header Rounding account.

• The rounding account is always recorded as a credit, whether it is a positive or negative amount. This is because the Header Level Rounding account is considered a contra account which offsets the receivable account.

(N) SetupSystemSystem Options

Specify the Rounding Account to post differences between the converted amounts

Specify the Rounding Account to post differences between the converted amounts

Enable to enable Header Level Rounding

Enable to enable Header Level Rounding

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesViewing Rounding Account

(N) TransactionsTransactionsDistributions

The Rounding Difference Account. This account appears in every invoice created regardless of whether the currency is the foreign currency or functional currency

The Rounding Difference Account. This account appears in every invoice created regardless of whether the currency is the foreign currency or functional currency

Select “Accounts for All Lines to view the Rounding Account.

Select “Accounts for All Lines to view the Rounding Account.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting TransactionsPrint the following documents to send to customers:

• Invoices• Credit memos• Debit memos• Deposits

• Guarantees• Chargebacks• Adjustments

• Previewing Transactions Before Printing

– Submit the Invoice Print Preview Report to see a list of transactions that will be printed

– Select a list of transactions by specifying values for the report parameters

• Printing Transactions

– Print transactions by batch

– Print transactions that have not been printed

– Specify a range of transactions to print

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting Transactions – Report Options

Invoice Print New Invoices: Print all transactions that have not been printed previously and have a print status of 'Print'.

Invoice Print Selected Invoices: Print specific transactions, regardless of whether you have already printed them. You can limit your printout by entering a range of dates, transaction numbers, a specific transaction type, transaction class, customer class, installment number, and a specific customer. You can also select to print only open invoices. Receivables does not include any transactions with a print status of 'Do Not Print'.

Invoice Print Batch of Invoices: Print a single batch of transactions, regardless of whether you have already printed it. You specify the batch to print in the Parameters window. Receivables does not include transactions with a print status of 'Do Not Print'.

Print Adjustments: Print specific adjustments to transactions which have not been printed previously and have a print status of 'Print.' Receivables does not include transactions with a print status of 'Do Not Print'.

Invoice Print Preview Report: Preview transactions that would be printed if you chose to print a batch of invoices, new invoices, or specific invoices. This report will list the transactions that would be printed in each case.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting Transactions

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting TransactionsPrinting InvoicesConsider the following when determining the range of invoice dates to print:If the invoice you are printing has a payment term where Print Lead Days is 0, Receivables uses the transaction date to determine if this transaction falls into the Start and End Date range you specify.If the invoice you are printing has a payment term where Print Lead Days is greater than 0, Receivables uses the formula Due Date - Print Lead Days to determine if this transaction falls into the Start and End Date range you specify.Invoices & Debit MemosFor each invoice Receivables displays the quantity ordered, shipped, unit price, and extended amount.Receivables prints the entire description for each invoice line. Text wraps to the next line.Receivables displays the total amount of the lines, tax, and shipping in the body of the printed invoice.For installments, Receivables displays the total amount due for each installment as well as the line, tax, and freight amount in the subtotal fields.Credit MemosFor each credit memo, Receivables displays a row for every invoice line, tax, or freight amount you are crediting.Credit memo amounts display as negative numbers.Receivables displays the percent of the credit memo applied to the transaction you are crediting.

EAS – Oracle Apps


DepositsFor each deposit, Receivables prints unit price, extended amount, and '1' in the quantity ordered and quantity shipped columns. Unit price and extended amount will always be the same. Receivables prints 'N' in the Tax column and does not print tax and shipping amounts since these amounts are not part of the deposit.Receivables prints the effective start date and the effective end date if you enter one.GuaranteesFor each guarantee, Receivables prints unit price, extended amount, and '1' in the quantity ordered and quantity shipped columns. Unit price and extended amount will always be the same. Receivables prints 'N' in the Tax column and does not print tax and shipping amounts since these amounts are not part of the guarantee.Receivables prints the effective start date and the effective end date if you enter one.Receivables prints a message in the body of the guarantee explaining that this is not a request for payment.

EAS – Oracle Apps


Invoices Against DepositsReceivables prints a row for each invoice line. If your line includes tax charges, Receivables displays 'Y' in the tax column. Receivables also prints the amount deducted from the deposit. This amount displays as a negative number.Receivables displays the original balance of your deposit, less any activity. Activity includes any previous transactions as well as the current invoice. Receivables calculates and displays the current deposit balance. The deposit balance does not include any tax or shipping charges. Tax and shipping charges are printed at the bottom of the invoice in their respective columns and must be collected. Invoices Against GuaranteesReceivables prints a row for each invoice line. If your line includes tax charges, Receivables displays 'Y' in the tax column. Receivables displays the original balance of your guarantee, less any activity. Activity includes any previous transactions as well as the current invoice. Receivables calculates and displays the current guarantee balance. The guarantee balance does not include any tax or shipping charges. Tax and shipping charges are printed at the bottom of the invoice in their respective columns and must be collected in addition to the line amount(s).

EAS – Oracle Apps

Printing Tax

Processing InvoicesProcessing Invoices

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting TaxReceivables prints tax on invoices and debit memos depending upon the value entered for the Tax Printing option assigned to the customer's profile class. If no option is specified in the profile class, Receivables uses the value entered in the System Options window.

Following are Receivables' tax printing options:European Tax Format: Print tax information in the following format: Tax rates printed

as the last column of invoice lines, freight items printed last, and the taxable amount with the summarized tax codes printed at the end of the invoice.

Itemize by Line: Itemize tax information for each invoice line. Receivables displays this information after each invoice line.

Itemize and Summarize: Display both itemized and recap tax information.Summarize by Tax Code: Display all tax information under the heading 'Tax

Summary by Tax Code.' If you have two tax lines with the same tax code, rate, exemption, and precedence number, Receivables will group them together.

Summarize By Tax Name: Display all tax information under the heading 'Tax Summary by Tax Name.' If you have two tax lines with the same tax name, rate, exemption, and precedence number, Receivables will group them together.

Total Tax Only: Display only the total tax amount at the bottom of the document.

EAS – Oracle Apps

Printing Statements Generate statements that are specific to individual customer billing locations.

A statement will indicate if the location of an included transaction differs from the billing location by putting a note on the line following the transaction

Receivables creates the statement output file and requires that this file be sent to the printer using the operating system's landscape print command.

When this file is sent to the printer, Receivables prints one sample page of Xs to show how the statement will print. This helps in making any necessary adjustments before actually starting printing of the statements.


EAS – Oracle Apps

Printing Statements – Print Options

Print Statements: Print statements for either a specific customer, customer site, or all of the customers and customer locations that have the statement cycle that are specified in their credit profiles. This option includes activity from the last statement date to the current statement date. Print A Draft Statement: Print a draft statement for a customer or site to review before sending it to this customer. Draft statements do not include finance charges. Reprint Statements: Reprint any statements that have been previously printed.


EAS – Oracle Apps

Printing Statements


Select active aging buckets that have a type of 'Statement Aging.‘

Select active aging buckets that have a type of 'Statement Aging.‘

To calculate finance charges on items included in this submission, check the Calculate Finance Charges box.

To calculate finance charges on items included in this submission, check the Calculate Finance Charges box.

To print a standard message on your statement, enter the Name of the standard message

To print a standard message on your statement, enter the Name of the standard message

To include only specific transactions in this statement, enter a Transaction Type.

To include only specific transactions in this statement, enter a Transaction Type.

Enter the Customer name or Number and the billing Location for this submission.

Enter the Customer name or Number and the billing Location for this submission.

Enter a statement Cycle. The default is the cycle specified in this customer's profile class.

Enter a statement Cycle. The default is the cycle specified in this customer's profile class.

To include only transactions assigned to a specific agent, enter a Primary Agent.

To include only transactions assigned to a specific agent, enter a Primary Agent.

Enter an As of Date if a Draft Statement is being printed. This date determines the transactions to include in the draft statement. The default is today's date.

Enter the Statement Date for this submission. Receivables uses this date to determine the finance charges on debit items that the statement includes.

Check to calculate finance charges for items in dispute. Enabled if the Calculate Finance Charges Checkbox is enabled

Check to calculate finance charges for items in dispute. Enabled if the Calculate Finance Charges Checkbox is enabled

Select a print option

Select a print option

EAS – Oracle Apps

Printing Dunning Letters Use dunning letters to inform customers of past due invoices, debit memos, and

chargebacks. When dunning letters are printed, Receivables prints a copy of each invoice which has line items that are past due.

Create dunning letter sets in which to group dunning letters together to vary the tone with each successive letter.

When the Dunning Letter Generate program is submitted, Receivables compares the number of days that a customer's oldest outstanding debit item is past due with the Days Past Due Date ranges of the dunning letters in this customer's dunning letter set. This comparison determines which dunning letter to print

For each dunning submission, the Dunning Letter Generate program selects and prints letters using the dunning letter sets, customers, and collectors that satisfy the submission criteria.

Control the severity and content of each dunning letter sent and exclude individual customers from dunning, even if they have items that are past due.

Include disputed items, on-account and unapplied receipts, and finance charges in dunning letters, as well as debit items that are not yet due.

Choose to use receipt grace days to extend the due dates of a customer's past due items.


EAS – Oracle Apps

Dunning MethodsDays Overdue: Letters are based on the total number of days that debit items are past due. This method generates letters for a specific customer based on a range of days overdue that you define for each dunning letter set. Receivables takes into account the number of receipt grace days defined for a customer (if any) when calculating the number of days items are past due.

Staged Dunning: Letters are based on the dunning levels of past due debit items. This method lets you send dunning letters based on the number of days since the last letter was sent, rather than the number of days items are past due. For each dunning letter, you specify the minimum number of days that must pass before Receivables can increment an item's dunning level and include this item in the next letter that you send. This feature can be useful if, for example, you inform your customer that you will begin collection action if payment is not received within x number of days of receiving the current letter.


EAS – Oracle Apps

Printing Dunning Letters


To print dunning letters, enter 'Dunning Letter Generate' in the Name field, or select this option from the list of values.

To print dunning letters, enter 'Dunning Letter Generate' in the Name field, or select this option from the list of values.

To print and review a dunning letter, enter 'Sample Dunning Letter Print' in the Name field, enter the Letter Name

To print and review a dunning letter, enter 'Sample Dunning Letter Print' in the Name field, enter the Letter Name

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesConsolidated Billing• Use the Consolidated Billing Invoice program to print a single monthly invoice that includes all

customer’s transactions for that period.

• Customers are flagged to receive consolidated billing invoices through their customer profile class.

• The invoice format can be detail or summary. The detail and summary format presents invoice totals. The detail format lists all line items.

• The Consolidated Billing feature of Receivables cannot be used in conjunction with the Imported Billing Number feature. The Consolidated Billing feature can be used for monthly billings. Use the Imported Billing Number to group invoices other than on a monthly basis.

• When a consolidated billing invoice is created, Receivables includes all invoices, credit memos, adjustments, receipts, and cross-site applications that have not been included on a previous consolidated billing invoice

• If a transaction has been included on a consolidated billing invoice, it cannot be updated, regardless of how you set the system option Allow Change to Printed Transactions. This is because Receivables considers inclusion on a consolidated billing invoice to be an activity and a transaction cannot be updated once it has an activity against it.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesConsolidated BillingA consolidated billing invoice is not the same as a statement. Some of the differences are:

Statements Consolidated Billing

Generated at customer level. Generated at customer or bill-to location level.

Customer uses for informational purposes.

Customer pays from the invoice.

Itemizes adjustments, credit memos, debit memos, chargebacks, deposits, invoices, receipts, and on-account credits.

Itemizes only adjustments, invoices, credit memos, and receipts.

Includes aging. Does not include aging.

Customers selected by statement cycle.

Customers selected by cutoff date and payment terms.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesConsolidated BillingA consolidated billing invoice includes:• All transactions that were created before the Cut-off Date specified and have not yet been

included on a consolidated billing invoice.• A beginning balance• An itemized list of new charges (invoices, credit memos, and adjustments) in either summary

or detail format• Separate reporting of consumption tax• The total amount of any payments received since the previous consolidated billing invoice• The total balance due for this customer or bill-to site

• When a draft or final consolidated billing invoice is printed, a unique billing invoice number is assigned.

• Use this number to query transactions that were included in a consolidated billing invoice. • Also use this number to accept a final or reprint a draft consolidated billing invoice.• The billing invoice number is automatically generated by a database sequence and cannot

be created manually.• To display the billing invoice number in the following Receivables reports and windows, set

the profile option AR: Show Billing Number to Yes.

Billing Invoice Number

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesBilling Invoice NumberWhen the Show Billing Number profile option to Yes, the transaction number and consolidated billing invoice number fields appear next to each other in the windows listed above.

However, these fields are not labeled separately. The consolidated billing invoice number field always appears to the left of the transaction number field and is the first field in which to enter a value when performing a Query or Find operation

The Consolidated Billing Invoice Number appears in the following windows• Account Details • Applications and Mass Apply Receipts windows• Credit Transactions• Customer Calls • Receipts • Transactions• Transaction Overview

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesSet Up Customers for Consolidated Billing Indicate that a customer should receive a consolidated billing invoice by updating their

customer profile class. To include only transactions for a specific bill-to site, assign payment terms to the customer's

bill-to site. To include transactions for all of a customer's bill-to sites, assign payment terms at the

customer profile level. The customer profile class also determines whether the invoice format is Detail or Summary.

The detail and summary formats include the same information except for the item detail: o Choose the Detail format to list the item description, quantity, and unit price for each item

on each invoiceo Choose the Summary format to list only the total amount of each transaction.

The Imported format is for using the Imported Billing Number feature The Consolidated Billing Invoice program does not select transactions from related customers

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesConsolidated Billing Reports• Account Status• Adjustment Register• Aging Reports• Applied Receipts Register• Billing and Receipt History• Disputed Invoice • Dunning Letter Generate• Past Due Invoice• Revenue Journal by GL Account• Sales Journal by GL Account• Transaction Detail • Transaction Register

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting Consolidated Billing Invoices Use the Print Consolidated Billing Invoices window to:

• Accept or Reject consolidated billing invoices• Print draft consolidated billing invoices • Print new (final) consolidated billing invoices• Reprint draft or final consolidated billing invoices

Create a batch of consolidated billing invoices by not specifying a customer name or bill-to site when submitting the program. By omitting these parameters, Receivables creates a consolidated billing invoice for each customer and bill-to site that matches the other submission parameters specified.

Accept or reject all consolidated billing invoices in a batch by specifying the concurrent request ID for this submission.

When printing a new consolidated billing invoice, the program includes only transactions that were created before the cutoff date and have not yet been included on a consolidated billing invoice.

To print Imported Billing Number from this program, use custom invoices instead. Imported Billing Number will not print this way

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesPrinting Consolidated Billing Invoices

Choose this option to print a draft of the consolidated billing invoices. Review the consolidated billing invoices for accuracy and completeness, then either accept or reject them. With this option, the invoice will have a status of Draft.

Choose this option to print a new consolidated billing invoice.

Choose this option to accept consolidated billing invoices. Receivables changes the status from Draft to Accepted. This option does not reprint the consolidated billing invoices.

Choose this option to reject unsatisfactory Consolidated billing Invoices. Receivables changes the invoice print status from 'Printed' to 'Pending.' Print these invoices again using either the Print Draft or Print New Consolidated Billing Invoices option.

Choose this option to reprint spoiled consolidated billing invoice.

EAS – Oracle Apps

Processing InvoicesProcessing InvoicesConsolidated Billing Invoice – Report Parameters

Indicate whether pre-printed stationary is used for consolidated billing invoices. If No, Receivables prints column headings with customer and transaction information; otherwise, Receivables does not print column headings.

Choose the print format for this billing invoice (optional). The Summary format lists only the total amount for each transaction. The Detail format includes item detail such as description, quantity, and unit price.

The default is the functional currency. For customers that use multiple currencies, run a separate report for each currency.

Enter the payment terms to use, if there are multiple payment terms with the same cutoff day. Leave this field blank to select all bill-to sites assigned to payment terms with the cutoff day entered. If the Last Day of Month parameter is Yes, specify the payment terms defined for end of the month consolidated billing.

Enter Yes if the Cut-off Date entered is the last day of the month and to include all transactions created during the month. Receivables selects all transactions created during the month for customers assigned to payment terms with the Last Day of Month option set to Yes. Enter No to select only transactions and customers assigned to payment terms with the same cut-off date entered for the Cut-off Date parameter.

Enter the cutoff date for including invoices on this consolidated billing invoice. Receivables includes all transactions created on or before this date that have not been included on a previous consolidated billing invoice

To print an invoice that includes all transactions for a specific bill-to site, enter a bill-to site Leave this field blank to print invoices for all of this customer's bill-to sites.

To print consolidated billing invoices for a specific customer, enter the customer name or number. Only customers who are set up to receive consolidated billing invoices in their customer level profile appear in the list of values. Leave these fields blank to print consolidated billing invoices for all customers who are set up to receive them.

EAS – Oracle Apps

AutoInvoice

EAS – Oracle Apps

AutoInvoiceAutoInvoice

AutoInvoice OverviewAutoInvoice is a powerful, flexible tool you can use to import and validate transaction data from other financial systems and create invoices, debit memos, credit memos, and on-account credits in Oracle Public Sector Receivables. You use a custom feeder program to transfers transaction data from an external system into the AutoInvoice interface tables. AutoInvoice then selects data from the interface tables and creates transaction in Receivables. Receivables rejects transactions with invalid information to ensure the integrity of your data.

With AutoInvoice, you can:

•Import large numbers of transactions for seamless integration from Oracle or non-Oracle systems

–Invoices

–Debit memos

–Credit memos

–On-account credits

•Calculate taxes for the imported transactions, or pass the tax through the tables

•Correct errors easily online

EAS – Oracle Apps


AutoInvoice Process

Error linesError lines

ValidlinesValidlines

View and correctinvalid records

View and correctinvalid records

AutoInvoiceinterface

tables

AutoInvoiceinterface

tables

OracleReceivablestransaction

tables

OracleReceivablestransaction

tables

Non Oracledata

Non Oracledata

SQLloaderSQL

loader

Oracledata

Oracledata

InterfaceProgramInterfaceProgram

EAS – Oracle Apps

AutoInvoiceAutoInvoiceAutoInvoice Process

• Create invoices from the following Oracle applications:

– Oracle Order Management

– Oracle Projects

– Oracle Service

– Oracle Property Manager

• Create invoices from the following non-Oracle applications:

– Legacy system (for transaction history)

– Non-Oracle billing applications

– Non-Oracle order entry applications

EAS – Oracle Apps


AutoInvoice Process

Line, accounting and sales credit information for each line populates 3 interface tables Lines are ordered and groupedTax is calculatedGL date is determinedGL accounts are assigned using AutoAccountingTax, freight, commitments and credit memos are linked to transaction linesAll transactions are batchedValidated lines are used to create the transaction

Line, accounting and sales credit information for each line populates 3 interface tables Lines are ordered and groupedTax is calculatedGL date is determinedGL accounts are assigned using AutoAccountingTax, freight, commitments and credit memos are linked to transaction linesAll transactions are batchedValidated lines are used to create the transaction

AutoInvoicingAutoInvoicing

InvoicesCreated

InvoicesCreated

Imported Transactions

Imported Transactions

EAS – Oracle Apps


Preparing Receivables for AutoInvoice• To ensure that the AutoInvoice program works properly, prepare Receivables for any new data

imported. If the feeder system uses any setup data which is not yet defined in Receivables, must define this data before using AutoInvoice. Following is a list of setup data to be considered:

• Add currencies not yet defined in Receivables.

• Add or update tax rates assigned to tax codes.

• Add or update tax rates associated with products shipped to specific addresses.

• Add or update full or partial customer and item tax exemptions.

• Add Freight on Board (FOB) codes to Receivables

• Add freight carrier codes.

• Add payment terms to Receivables.

• Add transaction types to Receivables.

• Add batch sources.

• Add agents.

• Add accounting rules.

• Add units of measure.

EAS – Oracle Apps


Grouping Rules

• Grouping rules are mandatory and determine how transaction lines are grouped into transactions

• Grouping rules specify attributes that must be identical for lines to appear on the same transaction.

• AutoInvoice requires mandatory grouping on the transaction attributes Currency Code and Bill-To Customer (only one of each attribute is allowed per invoice).

• Receivables automatically applies these required grouping rules to any additional transaction attributes assigned to the grouping rules.

• All attributes of the Transaction Flexfield are optional within a grouping rule and can be assigned as optional grouping characteristics in the Grouping Rules window.

EAS – Oracle Apps


Grouping Rule Hierarchy

AutoInvoice uses the following hierarchy to determine which grouping rule to use for a transaction line:

• The grouping rule specified in the Transaction Sources window for the batch source of the transaction line

• The grouping rule specified in the Customer Profile Classes window for the bill-to site use of the transaction line

• The grouping rule specified in the Customer Profile Classes window for the bill-to customer of the transaction line

• If no rule is specified in either the Transaction Sources or Customer Profile Classes window, AutoInvoice uses the default grouping rule specified in the System Options window

EAS – Oracle Apps


AutoInvoice Line Ordering Rules • AutoInvoice uses these rules to order transaction lines when grouping the

transactions it creates into invoices, debit memos, and credit memos.

• Line ordering rules can be assigned to each grouping rule.

• AutoInvoice uses transaction attributes in the line ordering rules to order invoice lines based on the priority defined.

• An ascending or descending order for each transaction attribute assigned to a rule can also be specified.

EAS – Oracle Apps


Using AutoInvoice – Key Concepts

AutoInvoice Purge Program - Choose whether to delete data from the AutoInvoice Interface tables once it has been validated and transferred into Receivables. Check the Purge Interface Tables box in the System Options window to automatically delete the data.

The AutoInvoice Purge program and the Purge Interface Tables system option only delete data from the interface tables that has been validated and successfully transferred into Receivables.

Calculating Tax - AutoInvoice provides the functionality needed to meet sales tax and other taxing requirements, such as Value Added Tax (VAT). Either pass tax code lines, tax exempt lines or have AutoInvoice automatically determine tax rates using the hierarchy determined by the tax calculation flow charts.

If AutoInvoice determines tax rates, it will take into account any customer or item tax exemptions or item tax exceptions.

EAS – Oracle Apps


Using AutoInvoice – Key Concepts

Transactions in Closed Accounting Periods – Use AutoInvoice to pass transactions in closed accounting periods. Receivables automatically uses the first day of the next open accounting period as the default date to determine the accounting distributions.

Creating Transactions – AutoInvoice creates invoices, debit memos, credit memos and on-account credits using the grouping and invoice line ordering rules specified. AutoInvoice verifies that the data is valid before it creates transactions in AR.

Deriving Invoice and Accounting Dates – Choose how to determine invoice and accounting dates for transactions. The feeder program can either load these dates directly into the interface tables or, if the date fields empty are left empty, Receivables determines the invoice and accounting dates.

Invoices Against Commitments – Create invoices against commitments in the same way as a manually entered invoice.

EAS – Oracle Apps


AutoInvoice Execution Phases

AutoInvoice can be divided into three major phases: pre-grouping, grouping, and transfer.

In the pre-grouping phase, AutoInvoice validates all of the line-level data as well as any other data that is not dependent upon successful grouping. Some examples include validating that a transaction type is valid and validating that only one freight account exists for each freight line passed.

In the grouping phase, AutoInvoice groups lines based on the grouping rules and validates header-level data that is dependent on how your lines are grouped. Some examples include validating the over-application rules specified for your batch source and validating that the general ledger date of an invoice against a commitment is not before the general ledger date of the commitment.

In the transfer phase, AutoInvoice validates information that exists in Receivables tables, such as tax defaulting and AutoAccounting data.

EAS – Oracle Apps


AutoInvoice Validation Checks

AutoInvoice validates data for compatibility with Receivables. It ensures that the columns in Receivables' Interface tables reference the appropriate values and columns in Receivables.

Existence – For some columns, AutoInvoice ensures that the values are already defined in Receivables. However, AutoInvoice does not validate against any effectivity date or status.

Batch Sources – Values for all of the fields that are referenced in the Transaction Sources window don’t have to be passed. To ignore any of these values for a specific batch source, set the field to 'None' in the Transaction Sources window. Use transaction batch sources that have a type of 'Imported' when importing transactions into Receivables

Uniqueness – AutoInvoice ensures that the invoice number supplied is unique within a given batch source and the document number supplied is unique within the associated sequence type. AutoInvoice also ensures that the Transaction Flexfield supplied is unique.

EAS – Oracle Apps


AutoInvoice Validation ChecksPrecision – Precision is the number of digits to the right of the decimal point that are used in regular currency transactions. AutoInvoice ensures that the amount and the accounted amount supplied have the correct precision for a given currency.

Cross Validation – AutoInvoice ensures that certain column values agree with each other. These values can be within an interface table or multiple interface tables.

Validation for Lines With Rules – Besides validating dates, AutoInvoice also validates and rejects lines if:

• The accounting rule has overlapping periods

• All of the accounting periods do not exist for the duration of the accounting rule

Create Transactions with Invalid or Incorrect Data – Specify whether AutoInvoice has to reject or partially create transactions that have an invalid line, invalid tax rate, or a GL date in a closed period. Transactions that fail validation appear in the AutoInvoice Validation report. The values entered in the AutoInvoice Processing Options tabbed region of the Transaction Sources window determine how AutoInvoice will process transactions with invalid data.

EAS – Oracle Apps


Determining GL Dates for Invoices Without Rules

AutoInvoice uses the following process to determine the GL date for invoices witout rules

AutoInvoice uses the general ledger date in the interface table, if one exists and it is

in an open or future enterable period. If GL date is not passed and Derive Date is set to No, AutoInvoice uses the value of

the Default Date parameter for this AutoInvoice submission. If GL date is not passed and Derive Date is set to Yes, AutoInvoice uses the ship

date in the interface table. If the ship date does not exist or is in a closed period, AutoInvoice uses the sales

order date. If the sales order date does not exist or is in a closed period, AutoInvoice uses the

value of the Default Date parameter for this AutoInvoice submission.

EAS – Oracle Apps


Determining GL Dates for Invoices With Rules If the invoice uses Bill in Advance as the invoicing rule, AutoInvoice uses the

earliest accounting rule start date as the invoice GL date.

If the invoice uses Bill in Arrears as the invoicing rule, the invoice line has an accounting rule of type 'Accounting, Fixed Duration,' and a period of 'Specific Date,' AutoInvoice computes an ending date using the latest accounting rule date.

For all other accounting rules, AutoInvoice computes an ending date for each invoice line based on the accounting rule, accounting rule start date, and duration.

Once AutoInvoice computes the ending date for each line of the transaction, it takes the latest date and uses it as the invoice GL date.

EAS – Oracle Apps


Determining Rule Start Date for Invoices with Rules If the invoice does not use an accounting rule with a type of 'Accounting, Fixed

Duration' and a period of 'Specific Date,' or if the rule start date is not Derived, Receivables uses the date specified in the Run AutoInvoice window.

If the invoice has an accounting rule with a type of 'Accounting, Fixed Duration' and a period of 'Specific Date,' AutoInvoice uses the earliest accounting rule date as the rule start date.

If the rule start date is Derived, AutoInvoice first uses the ship date in the interface table.

If the ship date does not exist, AutoInvoice uses the sales order date.

If the sales order date does not exist, AutoInvoice uses the date entered in the Run AutoInvoice window.

EAS – Oracle Apps


Determining Credit Memo DatesIf a transaction date is passed for the credit memo, AutoInvoice uses the following hierarchy to

determine the credit memo date:

The credit memo general ledger date.

The general ledger date for the invoice's receivable distribution, or the Default Date in the Run AutoInvoice window, whichever is later.

If a general ledger date is not passed, AutoInvoice uses the general ledger date for the invoice's receivable distribution or the Default Date in the Run AutoInvoice window, whichever is later.

Determining the Transaction Dates

If a transaction date is not passed for the invoice or debit memo, AutoInvoice uses the general ledger date.

EAS – Oracle Apps


Transaction Flexfields• Transaction flexfields are descriptive flexfields that AutoInvoice uses to uniquely

identify transaction lines.

• Because they are unique for each transaction line, they can also be used to reference and link to other lines.

• Receivables lets you determine how you want to build your transaction flexfield structure and what information you want to capture.

• Define a flexfield for each import source. Specify which one to use during import.

Types of Transaction Flexfields

• Invoice Header (optional): Specifies invoice header information

• Line (required): Uniquely identifies invoice lines

• Link-To (optional): Link tax and freight to invoice lines

• Reference (optional): Links credit memos to transactions

EAS – Oracle Apps


Importing Transactions Using AutoInvoice

Run the AutoInvoice Import or Master program to transfer transactions from other systems into Receivables.

Submit the AutoInvoice Import, Master, and Purge programs from the Submit Request window. However, the AutoInvoice Master and Purge programs can be submitted only from the Run AutoInvoice window. The Master program allows running several instances of AutoInvoice to improve system performance and import transactions more quickly.

Run the AutoInvoice Purge program to delete the interface lines that were processed and successfully transferred into Receivables by the AutoInvoice Import program.

If the Purge Interface Tables option in the System Options window is set to Yes this program doesn’t have to be run; in this case, Receivables deletes the interface lines automatically after AutoInvoice is run.

EAS – Oracle Apps


Running Autoinvoice

EAS – Oracle Apps


AutoInvoice Exception Handling• Records that pass validation are transferred into Receivables transaction tables

• Records that fail validation are called exceptions; these records remain in the AutoInvoice interface tables

• Once the errors have been corrected , resubmit AutoInvoice

• Valid lines can not be changed in the AutoInvoice Exception Handling windows, only those lines with errors

AutoInvoice Exception Handling Windows• The Interface Exceptions window displays exception messages associated with all

invalid records.

• The Interface Lines window displays all records in the interface tables that failed validation, provides an error message, and can be used to correct invalid records.

• The Line Errors window displays all errors associated with a specific line and can only be opened from the Interface Lines window.

EAS – Oracle Apps

AutoInvoiceAutoInvoiceInterface Exceptions Window

• The Interface Exceptions window displays the interface ID, exception type, error message, and the invalid value associated with each error.

• Data in this window cannot be edited only viewed; Correct the error by clicking the Details button.

• The error message and column name with erroneous data is displayed in the Message column, and the value that needs to be corrected is displayed in the Invalid Value column.

(N) Control AutoInvoice Interface Exceptions

EAS – Oracle Apps


Interface Lines Window

• Click the Details button to open what is applicable to the error.

• If the error type is freight, the Interface Freight Lines window opens.

• If the error type is tax, the Interface Tax Lines window opens.

• Correct the error using this window.

(N) Control AutoInvoice Interface Lines

EAS – Oracle Apps


Interface Line Errors• View all errors associated

with a single line by clicking the Errors button in the Interface Lines window.

• This window displays the interface ID, the error type, error message, and the invalid value.

• Use this window to access the Interface Lines window directly which does not display the error messages.

• The type indicates which button to click in the Interface Lines window.

(N) Control AutoInvoice Interface Lines Errors

EAS – Oracle Apps


AutoInvoice Interface Tables

Oracle Receivables uses three interface tables for AutoInvoice:

•RA_INTERFACE_LINES

•RA_INTERFACE_DISTRIBUTIONS

•RA_INTERFACE_SALESCREDITS

EAS – Oracle Apps


RA_INTERFACE_LINES Table

•This table contains information relating to all transactions to be processed by AutoInvoice. Transactions include invoices, debit memos, credit memos, and on-account credits.

•Each record contains line, tax, freight, or finance charges information.

•The Line_Type field identifies the type of information contained in the record.

•A record can be a parent record: Line, Header Freight, or Charges; or a child record: Tax or line-level Freight.

•A child record is linked to the parent record using the Link-To Transaction flexfield.

EAS – Oracle Apps


RA_INTERFACE_DISTRIBUTIONS Table

• This table contains accounting distributions to be used by the transactions defined in RA_INTERFACE_LINES.

• Accounts defined in this table override any accounts created using AutoAccounting.

• Choose to pass some or all account information to AutoInvoice. Any accounts that are not passed will be derived using AutoAccounting.

• Records in this table are linked to records in the RA_INTERFACE_LINES table using the Transaction flexfield.

• Not required if AutoAccounting determines GL distributions.

EAS – Oracle Apps


RA_INTERFACE_SALESCREDITS Table

• This table contains all sales credit information for the transactions in the RA_INTERFACE_LINES table.

• The two tables are linked using the Transaction flexfield.

• Not required if not tracking sales credit.

EAS – Oracle Apps

Processing Commitments

EAS – Oracle Apps

Processing CommitmentsProcessing Commitments

Overview of Commitments

Business Need Solution

A customer commits to purchase goods or services in the future and will be billed upon receipt.

A customer commits to prepay for goods or services to be purchased in the future.

Create a deposit.

Create a guarantee

Select a predefined inventory item.A customer wants to create commitments for specific items.

Assign start and end date ranges.A commitment can be made active only for a specific period of time.

EAS – Oracle Apps


Commitment Types

Comment

A deposit is often applied to the purchase of a specific item or service to be provided. If the invoice is more than the deposit, the customer is billed for the deposit and the invoice.

A guarantee is a promise to conduct a certain amount of business, usually over a period of time. The customer is notified of the guarantee and billed on the invoice.

Type

Deposit

Guarantee

Description

To record a contractual agreement to prepay a certain amount

To record a contractual agreement to spend a certain amount of money

EAS – Oracle Apps


Remaining Balances

Deposit

Commitment

Invoice

Deposit balances refer to the amount due remaining on the deposit. Receipts and credits reduce the deposit balance.

Commitment balances refer to the contractual amount that has not yet been invoiced. Invoices against commitments reduce the commitment balance.

Invoice balances refer to the amount due remaining on the invoice. Deposits, receipts, and credits reduce the invoice balance.

Type DescriptionWhen a customer invoices or credits against their commitments, Receivables automatically adjusts the commitment balance and generates reversing entries.

After invoices are applied to a commitment, the amount that remains is the commitment balance.

EAS – Oracle Apps


Creating Customer Commitments

CustomerCustomer

Agreement requiring deposit

Agreement requiring deposit

Invoices for products or

services

Invoices for products or

services

Invoice fordeposit

Invoice fordeposit

Invoice or credit memo for difference

Invoice or credit memo for difference

Agreement specifying guarantee

Agreement specifying guarantee

EAS – Oracle Apps


Completing the Deposit Process

Customer agrees to pay

deposit

Customer agrees to pay

deposit

Invoice issued for deposit

Invoice issued for deposit

Invoice issued for products or

services

Invoice issued for products or

services Deposit is matched to

invoice for productDeposit is matched to

invoice for product

Customer pays deposit

Customer pays deposit

1 2

4

3

5 5

EAS – Oracle Apps


Completing the Guarantee Process

Customer agrees to spend specific

amount

Customer agrees to spend specific

amount

1

Guarantee issued to customer

Guarantee issued to customer

2

Invoice issued for purchases Invoice issued for purchases

3

Guarantee is matchedto purchase

Guarantee is matchedto purchase

4

Customer pays invoice for purchases

Customer pays invoice for purchases

5

EAS – Oracle Apps


The accounting reversal is made by creating a receivables adjustment in Accounts Receivable to the invoice for the total of the invoice lines.

This adjustment has the effect of reducing the invoice's payment schedule by the amount of the invoiced items (tax and freight amounts are not deducted from the deposit balance) and creating the reversing accounting entries.

If however, the amount of the invoice exceeds the remaining commitment balance, Receivables only creates a receivables adjustment for the remaining commitment balance.

Accounting for Commitments – Deposits

EAS – Oracle Apps


Accounting Entries for DepositsWhen the deposit is initially entered, the following accounting entry is created:Dr. Receivables (Deposit) 100Cr. Unearned revenue 100 These accounting entries are created:

Dr. Receivables (Invoice) 40Cr. Revenue 40Dr. Unearned Revenue 40Cr. Receivables (Invoice) 40

Net effect is:Dr. Receivables (Deposit) 100Cr. Unearned Revenue 60Cr. Revenue 40

This accounting entry is created:Dr. Cash 100Dr. Receivables (Deposit) 100

Net effect is:Dr. Cash 100Cr. Unearned Revenue 60Cr. Revenue 40

Payment of 100 received for deposit

Customer agrees to pay deposit of 100

Invoice of 40 applied to deposit of 100

EAS – Oracle Apps


The accounting reversal is made by creating a receivables adjustment in Accounts Receivable to the guarantee for the total of the invoice lines.

This adjustment has the effect of reducing the guarantee's payment schedule by the amount of the invoiced items (tax and freight are not deducted from the commitment balance) and creating the reversing accounting entries.

If however, the amount of the invoice exceeds the remaining commitment balance, Receivables only creates a receivables adjustment for the remaining commitment balance.

Accounting for Commitments – Guarantees

EAS – Oracle Apps


Accounting Entries for GuaranteesWhen the guarantee is initially entered, the following accounting entry is created:Dr. Unbilled Receivables 100Cr. Unearned Revenue 100

Customer commits to guarantee

These accounting entries are created:Dr. Receivables (Invoice) 40Cr. Revenue 40Dr. Unearned Revenue 40Cr. Unbilled Receivables 40

Net effect is:Dr. Unbilled Receivables 60Cr. Unearned Revenue 60Dr. Receivables (Invoice) 40Cr. Revenue 40

Invoice of 40 applied to guarantee

These accounting entries are created:Dr. Cash 40Cr. Receivables (Invoice) 40

Net effect is:Dr. Cash 40Cr. Revenue 40Dr. Unbilled Receivables 60Cr. Unearned Revenue 60

Payment of 40 received for invoice

EAS – Oracle Apps


(N) Transaction Transactions

Enter either an Item or a Memo Line for this commitment, or select from the list of values.

Enter the Amount of this commitment.

Enter a range of Effective Dates for this commitment. If you do not assign an end date, Receivables lets you enter invoices and credit memos against this commitment indefinitely until the amount due becomes zero. If you enter an end date, Receivables verifies that all existing invoices against this commitment are included in this date range.

Enter a brief Description for this commitment.

Enter the transaction header information and the Main tab, including the customer information and payment terms.

Open the Commitment Tab

Select Deposit or Guarantee as the Transaction Class

Select a transaction type. Any transaction type of Class Deposit or Guarantee can be selected

Entering Committments

EAS – Oracle Apps


Enter invoices against deposits and guarantees by using the Transaction window or by importing invoices using AutoInvoice.

Enter an invoice against an existing or related customer deposit or guarantee by navigating to the Commitment field in the Transactions window. Enter the commitment number that to reference and Receivables automatically creates the adjusting accounting entries.

Review commitment activity for customers using the Commitment Balance Report.

Invoicing Against Commitments

Enter orders or invoices for more than the customer's remaining commitment balance.

Receivables automatically creates a receivables adjustment in Receivables for the commitment balance bringing down the commitment balance to 0 and leaving the amount due on the invoice to the remaining amount.

Overdrawing Commitments

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The customer's commitment balance is available in several places within Receivables and is also available Oracle Order Management is used.

See the balance for a particular commitment when entering an order (if using Order Entry), a manual invoice, or a credit memo against a commitment, or by running the Commitment Balance Report.

All transactions that reference a commitment or reference an invoice that references a commitment affect the balance of that commitment.

Calculating Commitment Balance

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Customer Adjustments

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Customer AdjustmentsCustomer Adjustments

Invoice Correction Methods

Invoices

Overinvoicing •Update invoice• Credit memo• On-account credit• Adjustment• Refund

Underinvoicing •Update invoice• Debit memo• Adjustment

Respond to invalidtransactions

• Void• Delete

Overinvoicing occurs when an invoice is generated for an amount greater than the amount actually due. The difference between the amounts can be credited or refunded to the customer, or the invoice can be updated.

Overinvoicing occurs when an invoice is generated for an amount greater than the amount actually due. The difference between the amounts can be credited or refunded to the customer, or the invoice can be updated.

Underinvoicing occurs when an invoice is generated for an amount less than the amount actually due. The difference between the amounts debited against the customer, or the invoice can be updated.

Underinvoicing occurs when an invoice is generated for an amount less than the amount actually due. The difference between the amounts debited against the customer, or the invoice can be updated.

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Customer AdjustmentsCustomer AdjustmentsOverview of Corrections

Correction Effect on Approval AccountingType Invoice Limits Source

Update Changes None OriginalInvoice original Transaction

Debit memo None; None AutoAccountingnew item

Adjustment Activity User ReceivablesActivity

Credit memo New item None Original applied to Transaction ororiginal AutoAccounting

(profile option)

On-account None; None AutoAccountingcredit account only

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Overview of CorrectionsCorrection UsageType Tax Restriction Entry

Update Automatic Activity Query inTransaction window

Debit memo Automatic None Transactionwindow

Adjustment Manual or Approval Transactionwrite-off limits summary

Credit memo Automatic None Transactionsummary

On-account Automatic None Transaction window

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Customer Adjustments Customer Adjustments Underinvoicing Correction Options

Option Description

Update invoice Update the line, tax, and freight amounts on the original invoice before it is posted.

Adjust invoice manually Adjust line, tax, and freight amounts on the original invoice.

Enter Debit memo Create Debit memo from the transaction screen or import through AutoInvoice. Debit Memos are like Invoices

EAS – Oracle Apps


Overinvoicing Correction Options

Option Description

Update invoice Update the line, tax, and freight amounts on the original invoice before it is posted.

Adjust invoice manually Adjust line, tax, and freight amounts on the original invoice.

Enter credit memo Credit a specific invoice.

Enter on-account credit Credit the customer’s account. This credit does not initially apply to a specific invoice.

iReceivables disputes an invoice

Enter a requested credit amount or percentage for lines, tax or freight ortotal. Credit memo request is routed through the approval process

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Applying Different Types of Credits

Respond to overinvoicing with credit memos and on-account credits. Credit memos affect specific invoices; on-account credits affect customer balances.

InvoiceCredit memo

Customer account

Credit memo

Applied credit memo

On-account credit

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On-Account Credits• On-account credits are credits assigned to customer's account that are not related to

a specific invoice.

• Specify the debit item to credit in the Transactions window or create an on-account credit by not specifying one.

• On-account credits can be applied and reapplied to invoices, debit items, and chargebacks.

• Amounts can also be placed on-account when manually applying receipts in the Applications window

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Customer AdjustmentsCustomer AdjustmentsCreating On-Account Credits

(N) Transactions Transactions

If Automatic Sequence Numbering is not used, enter a unique Number for this credit, else Receivables assigns a number when the transaction is saved.

Enter the Date and Currency for this credit

Enter the batch Source for this credit.

Choose a transaction Class of Credit Memo.

Enter the GL Date for this credit. The GL Date must be in an open or future period.

Enter a transaction Type. Choose any transaction type with a class of Credit Memo.

Enter the Bill-To Name and Location of the customer account to credit.

Choose Line Items and enter the description or select a Standard memo Line from the List of Values

Enter the Amount of this on-account credit as a negative number.

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Customer AdjustmentsCustomer AdjustmentsCreating On-Account Credits – Receipts Workbench

(N) Receipts Receipts Applications

To place any remaining amount on account, enter 'On Account' in the Transaction Number field. The default amount is the unapplied amount of the receipt.

Enter the Receipt Header information as a normal Receipt

The default amount is the unapplied amount of the receipt, but this can be changed.

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Crediting Transactions • Use the Credit Transactions window to enter, update, and review credit memos

against specific invoices, debit memos, or commitments.

• Create credit memos to reduce the balance due for a transaction. When a transaction is credited, Receivables creates the appropriate accounting entries and reverses any sales credit assigned to sales agents.

• Receivables allows crediting an entire invoice or specific invoice lines. Also credit freight for an entire invoice or only for specific invoice lines.

• Deletion of an incomplete credit memo is possible if the system option Allow Invoice Deletion is set to Yes.

• A transaction must be complete before a credit memo can be created against it against it.

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Crediting Transactions

(N) Transactions Credit Transactions

Enter the number of the transaction to credit in the Find Transactions window. Or If the transaction number is not known, enter selection criteria such as Class, Transaction Date, and Currency to limit the search.

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Crediting Transactions

(N) Transactions Credit Transactions

To credit the entire balance due for this transaction, choose Credit Balance.

Enter a transaction Type for this credit memo. The batch source provides the default type. choose any transaction type with a class of Credit Memo.

If the transaction being credited uses invoicing and accounting rules, choose one of the following Rules Methods:

• Last In First Out (LIFO): Choose this option to back out revenue starting with the last general ledger period and reverse all prior periods until it has used up the credit memo.

• Prorate: Choose this option to credit an equal percentage to all account assignments for this invoice.

• Unit: Choose this option to reverse the revenue for the number of units you specify from an original line of the invoice.

Enter the batch Source for this credit memo. The default is the batch source of the transaction being credited

Enter a credit memo Number If the batch source does not use Automatic Transaction Numbering,

To credit only part of the balance due for this transaction, enter the percentage or Amount of Line, Tax, or Freight charges to credit. To credit a specific portion of the charges, enter a negative number in the Amount field If you enter a percentage, Receivables calculates the amount, and vice versa.

If the transaction being credited has multiple installments, choose one of the following Split Term Methods:

• First in First Out (FIFO): This method credits the first installment first.

• Last In First Out (LIFO): This method credits the last installment first.

• Prorate: This method credits the installments of the credited transaction and prorates them based on the amount remaining for each installment.

Enter the Date of this credit memo. Receivables prints this date on the credit memo.

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Credit Lines

If a transaction has several line items, partially or fully credit the amount due for each line or only a single line item.

(N) Transactions Credit Transactions Credit Lines

Enter either the Quantity and Unit Price or the Amount to credit for this line. If the quantity and unit price are entered, Receivables calculates the amount. A credit memo line can be overapplied if the transaction type of the transaction being credited has Allow Overapplication set to Yes.

A positive amount can be entered if the Creation Sign of this credit memo's transaction type is Positive Sign.

A negative amount can be entered if the Creation Sign of this credit memo's transaction type is either Negative or Any Sign

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Applying Credits

Business Need

A credit balance exists on a specific invoice and must be applied to another invoice.

An on-account credit entered last month must be applied to a specific invoice.

An on-account credit is applied to the wrong invoice and must be reapplied to the correct invoice.

Solution

Apply the remaining credit to another invoice in the Applications window, accessed from the Receipts window.

Apply the on-account credit to a specific invoice in the Applications window, accessed from the Transactions Summary window.

Remove the on-account credit, and then apply it to the correct invoice in the Applications window, accessed from the Transactions Summary window.

Consider the following issues when applying credit memos and on-account credits:

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Applying a Receipt with an On-Account Credit


•Apply a receipt with an existing on-account credit to close one or more customer's open debit items.

•Also apply receipts and on-account credits to transactions in different currencies

Select the on-account credit and the open transaction(s) from the list of values

Select the on-account credit and the open transaction(s) from the list of values

Query or enter the receipt to apply and Choose Applications

Query or enter the receipt to apply and Choose Applications

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Applying On-Account Credits

1. Query the on-account credit to apply.

1. Query the on-account credit to apply.

(N) Transactions Transactions Summary Applications

3. Select the transaction to which to apply this on-account credit from the list of values. Receivables enters the Amount Applied and updates the Unapplied Amount of the on-account credit and the Balance Due for this transaction. The default Amount Applied is the balance due for this transaction, unless the balance due is greater than the amount of this on-account credit. In this case, the default Amount Applied is the unapplied amount of the on-account credit.

2. Choose Applications

2. Choose Applications

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Reversing Sales Credits• When crediting any part of the invoice, Oracle Receivables automatically reverses

sales credits assigned to the appropriate salespeople.

• Partial credits against sales credits default proportionately, but can be updated as long as the sum of sales credits for the line equals the original line credit amount.

• The AR: Allow Update of Existing Sales Credits profile option determines whether a user can update existing sales credits or if additional sales credit records need to be created to maintain an audit trail.

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Processing Refunds

•Create a refund when the customer has already paid an invoice and requests money back instead of a credit.

•Oracle Receivables does not create checks and therefore does not complete the refund process.

•If Oracle Payables has been installed, you can use the features of the two systems to process refunds.

•Use a clearing account to offset the receivables account in AR and the payables account in AP.

•Create a credit memo

•Create a debit memo

•Set up customer as a supplier

•Use the debit memo to enter an invoice in Oracle Payables

•Create a payment and send to customer

Creating Refunds

EAS – Oracle Apps

Customer AdjustmentsCustomer AdjustmentsAccounting Entries for RefundsEnter a credit memo in Oracle Receivables to reduce revenue and create an amount due to the customer.

Dr. Revenue 200

Cr. Receivables 200

Enter a debit memo in Oracle Receivables to transfer the amount owed to the customer to a clearing account.

Dr. Receivables 200

Cr. Clearing 200

Enter an invoice in Oracle Payables to clear the clearing account and create an accounts payable for the customer.

Dr. Clearing 200

Cr. Payables 200

Issue a check in Oracle Payables to send the refund to the customer.

Dr. Payables 200

Cr. Cash 200

EAS – Oracle Apps


Voiding TransactionsVoid invoices, credit memos, and on-account credits in response to invalid

transactions. Respond to invalid transactions according to business needs.

Business Need

Track invoices that are incorrectly entered to determine whether this is a data entry problem or if customers are providing incorrect information.

Delete transactions that are incorrectly entered.

Solution

Update the invoice status to Incomplete, or clear the Open Receivable and Post To GL check boxes in the Transaction Types window.

Delete incomplete transactions from the Transactions Summary window if the Allow Invoice Deletion check box in the System Options window is selected.

EAS – Oracle Apps

Customer AdjustmentsCustomer AdjustmentsVoiding Invalid TransactionsIf there is no activity against a transaction, and if it has not been posted to the GL, you

can void the transaction.

• Changing Complete Status

– Clear the Complete check box of the transaction.

• Updating Transaction Type

– Set up a transaction type with the Open Receivables and Post to GL check boxes cleared.

– Assign this transaction type to the transaction you want to void and complete the transaction.

• Deleting Incomplete Transactions

– If the system option Allow Invoice Deletion check box is selected, you can delete incomplete transactions from Oracle Receivables.

– Select Delete Record from the Edit menu to delete invoices from the Transactions Summary. Save the record once you have deleted the transaction

EAS – Oracle Apps


Adjusting Invoices

Business Need

Some invoices exist that have incorrect amounts.

Close all invoices that have a remaining balance of $50 or less.

A customer was overcharged for freight by $100.

Write off a line item and its tax.

Solution

Manual adjustment for each invoice.

Automatic adjustment for $50.

Manual freight adjustment for $100.

Create one adjustment line using a receivables activity that includes the tax.

EAS – Oracle Apps


Adjustments Overview

• Make either positive or negative adjustments to invoices, debit memos, chargebacks, on-account credits, deposits, and guarantees.

• Approve adjustments that are within approval limits and give pending statuses to adjustments that are outside approval limits.

• Automatically write off debit items that meet selection criteria.

• The accounting of the adjustment is determined by the receivables activity selected

• Tax can be included in a line or entered as a separate line

• Adjustments can be created manually or automatically

EAS – Oracle Apps


Creating Adjustments

Adjustment entry

Approval limit$500

Validationprocess

Approved or Pending

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Adjustment StatusAn adjustment has a status that indicates whether it is complete. Receivables provides the following adjustment statuses:

Approved: This adjustment has been approved. Receivables updates the debit or credit item amount and status to reflect the adjustment.

Research Required: This adjustment is on hold because the debit or credit item is either being researched or additional information id requested about the adjustment.

Rejected: The adjustment is rejected. Adjustments with this status do not update the balance of the credit or debit item.

Pending Approval: The adjustment amount is outside the approval limits of the user who entered the adjustment. Adjustments with this status can only be approved by a user with the appropriate user approval limits.

Additional adjustment statuses can be defined by updating the Receivables lookup 'Approval Type'.

EAS – Oracle Apps


Adjustment Activities

• Use receivables activities to default accounting information for adjustment transactions.

• Define as many receivables activities of the type adjustment as needed.

• Define adjustment activities in the Receivables Activities window

• To calculate tax on the adjustment, define the GL accounts in the Tax Accounting window which is accessed from the Tax Code window. Recoverable or non-recoverable accounts can be set up.

Adjustment Activities: Define as many

receivables activities of the type adjustment as

needed.

Adjustment Activities: Define as many

receivables activities of the type adjustment as

needed.

EAS – Oracle Apps


GL Activity Source Options• Activity GL Account: Allocate the expense or revenue to the general ledger

account specified for this Receivables Activity.

• Distribution Set: Allocate the expense or revenue to the distribution set that you specify for this Receivables Activity. A distribution set is a predefined group of general ledger accounting codes that determine the accounts for miscellaneous receipts and payments. This option can only be selected if the activity type is Miscellaneous Cash.

• Revenue on Invoice: Allocate the expense or revenue net of any tax to the revenue account(s) specified on the invoice. If Tax Code Source is set to None, allocate the gross amount to these accounts. This option cannot be selected if the activity type is Miscellaneous Cash.

EAS – Oracle Apps


Tax Code Source Options

• Activity: Allocate the tax amount to the Asset or Liability tax accounts specified by the Receivables Activity.

• Invoice: Distribute the tax amount to the tax accounts specified by the tax code on the invoice. This option cannot be selected if the activity Type is Miscellaneous Cash or Finance Charges.

• None: Allocates the entire tax amount according to the GL Account Source specified. Choose this option if tax doesn’t have to be separately accounted for .

EAS – Oracle Apps


Adjustment Types

Adjustment

Type

Invoice

Line

Tax

Charges

Freight

Usage

To adjust the entire invoice. Can be a negative amount only.

To adjust lines. Can be positive or negative. Can include tax.

To increase or decrease tax amount.

Can be used to create finance charges or decrease a finance charge.

To increase or decrease freight amount.

Create an adjustment at the invoice header level or adjust only specific elements of an invoice, debit memo, credit memo, or chargeback.

EAS – Oracle Apps


ValidationWhen an adjustment is created, Receivables verifies that it is within adjustment approval limits before approving the adjustment. If an adjustment is entered that is within the user’s assigned approval limit for the currency of that item, Receivables updates the customer's balance to reflect the adjustment.

If an adjustment that is outside approval limits is entered, Receivables creates a pending adjustment with a status of Pending Approval.

If the transaction type does not allow over-application, an amount that would reverse the sign of the balance of the debit item cannot be entered.

If type of adjustment specified is Invoice Adjustments, Receivables requires that the adjustment amount be the exact amount to close the item being adjusted, and enters this amount in the Amount field

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Approval Limits Use the Approval Limits window to define approval limits for adjustments created in Receivables and requests for credit memos initiated from iReceivables.

Receivables uses approval limits that have a document type of Adjustment when an adjustment is created in the Adjustments, Submit AutoAdjustments, and Approve Adjustments windows.

When an adjustment that is outside the approval limit range is entered, Receivables assigns the adjustment a status of Pending until someone with the appropriate approval limits either approves or rejects it.

The Credit Memo Request Approval Workflow uses approval limits that have a document type of Credit Memo when forwarding credit memo requests from iReceivables. The workflow sends a notification to an approver if the request is within the approval limit range for the currency and reason code specified.

Define Adjustment approval limits by currency and dollar amount. Credit Memo approval limits are defined by reason type, currency, and dollar amount.

Both lower and upper approval limits must be specified for each approver.

EAS – Oracle Apps


Creating Manual Adjustments

(N) Transactions Transaction SummaryAdjustment

Enter an Activity Name. The activity name provides the default GL account

Choose the Type of adjustment. If the type specified is 'Invoice' the amount of adjustment should be at least enough to close the item being adjusted. If the adjustment type is ‘Line’ the balance due for the transaction by the amount that is updated

Enter the Amount of this adjustment. Defaults if the adjustment type specified is ‘invoice’

Enter the GL Date for this adjustment. The default is the later of either the transaction GL date or the current date.

Enter the Adjustment Date. The default is the current date.

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Adjusting Transactions Automatically

• Automatic adjustments eliminate remaining balances for invoices, taxes, freight, invoice line items, or finance charges.

• You can restrict the remaining currency or percentage amounts that can be reduced to zero, based on the user’s adjustment approval limits.

• Approval limits for automatic adjustments work in the same way as manual adjustments.

Creating Automatic Adjustments• The Activity field in the Parameters region determines which GL account is debited

to eliminate remaining balances.

• The Type field determines what type of transactions are affected.

• Because of the impact of this feature, you should limit its availability to users when setting up Oracle Receivables.

• If Remaining Amount or % Remaining field is left blank, the amount is unlimited.

EAS – Oracle Apps


Creating AutoAdjustments

(N) Control Adjustments Create AutoAdjustments

Enter a Reason for creating this adjustment, or select from the list of values

Enter the Type of adjustments to create.

Enter the GL date. The default is the current date

Enter an adjustment Activity, or select from the list of values.

Check to adjust the items of related customers.

This option creates the approved and pending adjustments, closes the appropriate items, and prints the AutoAdjustment Audit Report.

This option prints the AutoAdjustment Preview Report to see the effects of adjustments without actually updating the items. Use this option to analyze the adjustments that would be created and decide if modifications to selection criteria is reqd. before actually performing the adjustment.

Enter the Invoice Currency of transactions to adjust. The default is the functional currency

Specify the transactions to adjust by entering selection criteria. Leave blank to not limit adjustments to transactions matching specific criteria.

EAS – Oracle Apps


Approving Adjustments

• A pending adjustment must be approved before it affects the remaining balance of a transaction. Adjustment approvals are controlled by creating individual approval limits.

• Use the Adjustments or the Approve Adjustments window to review and approve pending adjustments.

• Use the Adjustment Approval Report to see transaction adjustments with information about their status, creator, reasons, GL date and amount.

• Adjustments include manual adjustments, AutoAdjustments, invoices applied to commitments, and credit memos applied to invoices that are against commitments.

• Use the Adjustment Register report to review approved adjustments by document number. This report groups and displays transactions by currency, postable status, document sequence name, and balancing segment.

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(N) Control Adjustments Approve Adjustments Find

To limit your display to only certain adjustments, enter selection criteria. For example, enter a Creator, Adjustment Number, Currency, range of Amounts, or adjustment Status. Open the More tabbed region to enter selection criteria for a specific transaction, customer, or adjustment. Leave a field blank if you do not want to limit your query to adjustments matching that criteria.

Control how Receivables displays your adjustments by choosing the Order By Amount or Status option.

EAS – Oracle Apps



(N) Control Adjustments Approve Adjustments

To approve an adjustment, enter a Status of Approved.

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Receipts

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ReceiptsReceiptsReceipts Workbench WindowsUse the Receipts Workbench to create receipt batches and enter, apply, reverse, reapply, and delete individual receipts.

Enter receipts manually, import them using AutoLockbox, or create them automatically.

Use this workbench to clear or risk eliminate factored receipts, remit automatic receipts, create chargebacks and adjustments, and submit Post QuickCash to automatically update customer's account balance

The following windows in the Receipts Workbench are Folder windows which can be customized.

• Applications • Lockbox Transmission Data• QuickCash• Receipt Batches Summary• Receipts Summary• Remittances Summary

EAS – Oracle Apps

ReceiptsReceipts

Receipt WorkbenchUse the Receipts Workbench to create receipt batches and enter, apply, reverse,

reapply, and delete individual receipts.

Enter receipts manually, import them using AutoLockbox, or create them automatically.

Use the Receipt workbench to clear or risk eliminate factored receipts, remit automatic receipts, create chargebacks and adjustments, and submit Post QuickCash to automatically update customer's account balance.

Receipt Types

There are two types of receipts

• Cash receipts: Payment (such as cash or a check) that you receive from your customers for goods or services.

• Miscellaneous transactions: Revenue earned from investments, interest, refunds, and stock sales.

EAS – Oracle Apps

ReceiptsReceipts

Receipt Entry Methods

Manualreceipts

Manualreceipts

QuickCashreceipts

QuickCashreceipts

Automaticreceipts

Automaticreceipts

• Cash

• AutoLockbox

• Cash

• AutoLockbox

• Credit card receipts

• Bills of exchange

• Direct debits

• Credit card receipts

• Bills of exchange

• Direct debits

• Cash

• Miscellaneous

• Cash

• Miscellaneous

Receipts can be entered in one of three ways:

EAS – Oracle Apps

ReceiptsReceipts

Receipt Statuses

• Approved: This receipt has been approved for automatic receipt creation. This status is only valid for automatic receipts.

• Confirmed: For manually entered receipts, this status indicates the receipt belongs to a receipt class that requires remittance. For automatic receipts, this status indicates the receipt has been confirmed.

• Remitted: This receipt has been remitted. This status is valid for both automatic and manually entered receipts.

• Cleared: The payment of this receipt was transferred to your bank account and the bank statement has been reconciled within Receivables. This status is valid for both automatic and manually entered receipts.

• Reversed: This receipt has been reversed. You can reverse a receipt when your customer stops payment on a receipt, if a receipt comes from an account with non-sufficient funds or if you want to re-enter and reapply it in Receivables. You can reverse cash receipts and miscellaneous transactions.

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ReceiptsReceipts

Receipt Batch StatusesDescription

Creating a new batch. The status of the new batch changes to Out of Balance, Open, or Closed when receipts are committed for the first time.

Actual count and amount of receipts do not match the control count and amount.

Actual count and amount match the control count and amount, but the batch includes unapplied or unidentified receipts.

Actual count and amount match the control count and amount. All receipts have been identified and applied to invoices or applied on account.

Status

New

Out of Balance

Open

Closed

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ReceiptsReceipts

Relationship of Receipt Class, Payment Method, and Bank Account

Receipt classReceipt class

Payment methodPayment method

Bank account

• GL account

Bank account

• GL account

Payment methodPayment method

Bank account

• GL account

Bank account

• GL account

EAS – Oracle Apps

ReceiptsReceipts

Application Rule Sets Application Rule Sets determine the steps Receivables uses to apply partial payments

to customer's open debit items and how discounts affect the open balance for each type of associated charges.

Application Rule Sets specify how Receivables reduces the balance of the open debit items when :

• A receipt is applied to an invoice or debit memo

• Post QuickCash is run

Assign a rule set to each of transaction types and enter a default rule set in the System Options window.

Receivables uses the following hierarchy to determine which application rule set to use, stopping when one is found:

• Transaction Type

• System Options

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ReceiptsReceipts

Application Rule SetsReceivables provides the following predefined Application Rule Sets.

Line First - Tax After - This rule set first applies the payment to the open line amount, and then applies the remaining amount to the associated tax. If the payment is greater than the sum of the line and tax, Receivables attempts to close each open item by applying the remaining amount in the following order, stopping when the payment has been fully applied:

• Freight

• Finance charges

Any remaining receipt amount is applied using the Overapplication Rule. This is the default application rule set in the System Options window

Line First - Tax Prorate - This rule set applies a proportionate amount of the payment to the open line and tax amount for each line. If the payment is greater than the sum of the open line and tax amounts, Receivables attempts to close each open item by applying the remaining amount in the following order, stopping when the payment has been fully applied:

• Freight

• Finance charges

Any remaining receipt amount is applied using the Overapplication Rule

EAS – Oracle Apps

ReceiptsReceipts

Application Rule SetsProrate All – This rule set applies a proportionate amount of the payment to each open amount associated with a debit item (for example, any line, tax, freight, and finance charge amounts for this item).

Receivables uses the following formula to determine the applied amount:

Applied Amount = open application line type amount / sum of application line types in rule details * Receipt Amount

Any remaining receipt amount is applied using the Overapplication Rule

Overapplication Rule – This rule applies any remaining receipt amount after the balance due for all charges has been reduced to zero.

• If the transaction type for the debit item has the Allow Overapplication check box set to Yes, Receivables applies the remaining amount to the lines, making the balance due negative.

• If the item's transaction type has Allow Overapplication set to No, you can either place the remaining amount on-account or leave it 'Unapplied'.

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ReceiptsReceiptsManual Receipts• Manual receipts can be cash or miscellaneous receipts.

• Manual receipts can be entered individually or in a batch.

• The customer balance is updated when the receipt is saved.

EnterEnter

Miscellaneous receipts

RemitRemit

ReconcileReconcile

ReverseReverse

Cash receipts

Enter & applyEnter & apply

RemitRemit

ReconcileReconcile

ReverseReverse

AdjustmentAdjustment ChargebackChargeback

ReapplyReapply

EAS – Oracle Apps

ReceiptsReceipts

Receipt Batches

• Use the Receipt Batches window to create receipt batches or to query existing batches. Batching receipts lets you:

• View the difference between your control and actual batch counts and amounts as you process your receipts. These differences can alert you to data entry errors, missing or lost receipts, or duplicate entries.

• Group related receipts together to share default attributes such as receipt class, payment method, and automatic numbering.

• Manage the time-consuming task of data entry. For example, you have many receipts to enter and want to divide the work among several people. You can create one batch and have each person entering receipts add them to the same batch.

• You can add duplicate receipts to a batch. Duplicate receipts are receipts that have the same number, amount, and customer information.

• You can post a receipt batch to your general ledger regardless of its status. You can delete a receipt batch only if it does not contain any receipts.

EAS – Oracle Apps

ReceiptsReceipts

Receipt Batches – Manual Regular

(N) Receipts Receipt Batches To add receipts to this batch, choose Receipts.

Choose a Batch Type of Manual Regular.

Enter the Batch, GL, and Deposit Dates for this batch

Enter the total number and amount of receipts that you want to add to this batch in the Control Count and Control Amount fields.

Enter a unique Batch Name. If Automatic Batch Numbering for the batch source you entered is Yes, Receivables assigns a batch name when you save.

Enter a Batch Source. If the profile option AR: Receipt Batch Source is defined, Receivables uses this as the default batch source. The batch source determines default attributes for receipts within this batch, including payment method, receipt class, and whether receipt numbers are assigned automatically.

Receivables uses the payment method to determine the accounting and remittance bank accounts for this receipt.

The receipt class determines the processing steps for this receipt.

EAS – Oracle Apps

ReceiptsReceipts

Receipts

(N) Receipts ReceiptsChoose Mass Apply to apply receipts to multiple Transactions

Enter the receipt information, including Receipt Number, Currency, Receipt Amount, GL Date, and Receipt Date.

Choose a Receipt Type of 'Cash.'

enter transactions in any currency defined in the system if you have at least one remittance bank account with a Receipts Multi-Currency flag set to Yes. If no such bank account exists, you are limited to entering only those currencies in which bank accounts exist.

Enter a Payment Method. Receivables uses the payment method to determine the accounting and remittance bank accounts for this receipt.

Choose Applications to apply receipts manually or to leave On-Account

Enter Customer Bank Information if any. IF the Bank accounts are defined during customer creation, the same default.

Enter customer information for this receipt, including Customer Name or Number and Bill-To Location. Receivables enters this customer's primary Bill-To Location, if one exists If the system option Require Billing Location for Receipts is set to Yes, a Bill-To Location must be entered.

EAS – Oracle Apps

ReceiptsReceipts

Receipts – Mass Applications

(N) Receipts Receipts Mass Apply

Enter an Apply Date (optional). If the receipt date is later than the current date, the default is the receipt date; otherwise the default is the current date. Receivables uses this date as the application date for all transactions included in this application.

To automatically mark the transactions matching the selection criteria for application, choose Apply. Receivables selects each transaction for application in the order queried until the full amount of the receipt is applied. Marked transactions will be paid in full with any discounts automatically taken.

To view the transactions matching the selection criteria without marking them for application, choose Preview. Then choose the transactions to which to apply this receipt

Specify which types of transactions to include in the query by checking or unchecking the appropriate check boxes.

Specify how to order selected transactions by entering Sort Criteria.

Specify the transactions to which to apply this receipt by entering Transaction selection criteria

EAS – Oracle Apps

ReceiptsReceipts

Criteria for Mass Applying Receipts

Sort Criterion Business Need

Balance Due Apply receipts to transactions based on the balance due. To pay the largest balances first, use descending order.

Due Date Apply receipts based on due date. To pay the oldest balances first, use ascending order.

Invoice Date Apply receipts in FIFO or LIFO order by sorting on invoice date and using ascending or descending order, respectively.

Invoice Number Use invoice numbers, if they follow a meaningful pattern. For example, if invoices are numbered sequentially, sort invoices by number to ensure that the oldest invoice is paid first.

EAS – Oracle Apps

ReceiptsReceipts

Receipts – Applications


To place an amount on account, enter 'On Account' in the Transaction Number field. The default amount is the unapplied amount of the receipt

Select the transaction to which to apply this receipt from the list of values. Receivables enters the Amount Applied for this receipt and updates the Unapplied Amount of the receipt and the Balance Due for this transaction. If the system option Allow Payment of Unrelated Invoices is set to Yes, this receipt can be applied to an unrelated customer's transactions.

Receivables marks any portion of this receipt not applied or placed on-account as 'Unapplied'.

EAS – Oracle Apps

ReceiptsReceipts

Miscellaneous Receipts

(N) Receipts Receipts

Specify from where this payment originated in the Paid From field. This field is for informational purposes only.

Enter a Reference Type for this transaction. Select from the following:

Payment Payment Batch Receipt Remittance

If a Reference Type is entered, enter the corresponding Reference Number, or choose from the list of values.

Choose a Receipt Type of 'Misc.'

Enter transaction information, including Receipt Number, Currency, Receipt Amount, GL Date, and Payment Method.

Enter an Activity, or choose one from the list of values. You can enter any Receivables Activity with a type of 'Miscellaneous Cash.' The Receivables Activity determines the default distribution set and accounting for this transaction.

EAS – Oracle Apps

ReceiptsReceipts

Quick Cash Receipts• Create a batch of QuickCash receipts to enter and apply receipts quickly. The

QuickCash window requires only minimal information for each receipt and application. QuickCash also provides an extra level of control for entering high volume receipts because it does not immediately affect the customer's account balance.

• When receipts and applications are entered in a QuickCash batch or imported using AutoLockbox, Receivables stores the data in an interim table. Use the QuickCash window to review receipts and ensure that application information is correct. After reviewing a QuickCash batch for accuracy, run Post QuickCash to update the customer account balances.

• Apply receipts to one or many transactions using QuickCash, use AutoCash rules, place receipts on-account, or enter them as unidentified or unapplied. If the profile option AR: Enable Cross Currency is enabled, receipts can also be applied to transactions in different currencies. On running Post QuickCash, Receivables treats QuickCash receipts like any other receipts wherein they can be reversed, reapplied and any unapplied, unidentified, or on-account amounts can be applied.

EAS – Oracle Apps

ReceiptsReceipts

Quick Cash Receipts• QuickCash receipts must be batched. Receivables does not update the status,

applied, on account, unapplied, and unidentified fields for the QuickCash batch until it is saved.

• Receivables automatically assigns the receipt a status of Unidentified if the customer for a receipt is not identified.

• Miscellaneous receipts cannot be added to a QuickCash batch.

EAS – Oracle Apps

ReceiptsReceipts

Manual Receipts versus QuickCash Receipts

Manual Receipts QuickCash Receipts

Can apply receipts using the Applications or Mass Apply windows

Can only apply receipts using QuickCash or AutoCash Rules window

Can post receipts information after applying receipts

Can only post receipts after running the Post QuickCash program

Can enter GL Date and Deposit Date at batch level and change dates at receipt level

Can enter GL Date and Deposit Date at batch level, but cannot change dates at receipt level

Can create adjustments and chargebacks for debit items with applied receipts

Cannot create adjustments or chargebacks until after receipts are posted

EAS – Oracle Apps

ReceiptsReceipts

Applying QuickCash Receipts

Data entry Select invoices for application

ReviewBatch

receiptsUpdates balances

Run Post QuickCash

EAS – Oracle Apps

ReceiptsReceipts

Entering QuickCash Receipts• Enter batch-level information which can default to the receipt

• Enter receipt information such as receipt number, receipt date, currency, customer name or number, and amount for each receipt in the batch

• Enter the number of the invoice to which to apply the receipt or select one of these application types:

– AutoCash Rule

– Multiple

– On-Account

– Unapplied

– Unidentified

EAS – Oracle Apps

ReceiptsReceipts

QuickCash Receipt Applications TypesAuto Cash Rule: Apply receipts to this customer's transactions using AutoCash Rule Set defined for this customer's profile class. If this customer's profile class does not have an AutoCash rule Set assigned to it, Receivables uses the AutoCash Rule Set defined in the System Options window.

Single: Apply this receipt to a single installment (Transaction). If this option is selected, the transaction number to which to apply this receipt must be entered.

Multiple: Apply this receipt to multiple transactions or to multiple installments. Specify the transactions and installments to which to apply this receipt in the Applications window.

On-Account: Apply this receipt to a customer's account, but not to a specific transaction.

Unapplied: Mark this amount as Unapplied if this receipt is not applied to any transactions.

Unidentified: Mark this amount as Unidentified if this receipt is not associated with a customer.

EAS – Oracle Apps

ReceiptsReceipts

AutoCash Rule SetAutoCash Rules determine how a QuickCash receipt is applied to open debit items. Receivables uses the customer open balance along with the AutoCash rules to determine how to apply receipts and whether to allow partial payments to be applied to the customer’s open items. If Receivables is not able to apply or fully apply a receipt, the remaining amount can be left as Unapplied or On-Account.

To determine which AutoCash Rule Set to use when applying receipts, the following hierarchy is used, stopping when one is found:

• Customer site

• Customer profile class

• System Options window

Receivables provides five AutoCash rules that can be used to create AutoCash rule sets. When AutoCash rule sets are defined, the rules to use and the sequence of these rules are specified.

EAS – Oracle Apps

ReceiptsReceipts

AutoCash Rule SetWhen Post QuickCash is run to apply customer receipts, Receivables tries to use each AutoCash rule within an AutoCash rule set. If the first rule in the set does not find a match, Receivables uses the next rule in the sequence, and so on until it can apply the receipt.

Following are the AutoCash rules that can be used:

• Match Payment with Invoice

• Clear the Account

• Clear Past Due Invoices

• Clear Past Due Invoices Grouped by Payment Term

• Apply to the Oldest Invoice First

EAS – Oracle Apps

ReceiptsReceipts

AutoCash RulesMatch Payment with Invoice – When using this rule, Receivables can only apply the receipt to a single invoice, debit memo, or chargeback if the receipt amount matches the amount of the debit item.

If more than one debit item has an open amount that matches the receipt amount, Receivables applies the receipt to the item with the earliest due date.

If more than one debit item exists with the same amount and due date, Receivables applies to the item with the lowest payment schedule id number, an internal, system-generated number.

Clear the Account – When using this rule, Receivables can only apply the receipt if the receipt amount matches the customer open balance. Receivables includes all open debit and credit items when calculating the customer open balance. Open credit items include credit memos, on–account credits, and on–account and unapplied cash.

EAS – Oracle Apps

ReceiptsReceipts

AutoCash RulesClear Past Due Invoices – When using this rule, Receivables can only apply a receipt if the receipt amount matches the customer past due account balance. Receivables includes all open past due debit and credit items when calculating the customer past due account balance.

A debit item is considered past due if the invoice due date is earlier than or equal to the receipt date of the receipt being applied to this invoice.

For unapplied and on–account cash, Receivables uses the receipt date

For credit memos and on–account credits Receivables uses the credit memo date to determine whether to include these amounts in the customer’s account balance.

Clear Past Due Invoices Grouped by Payment Term – When using this rule, Receivables can only apply a receipt if the receipt amount matches the sum of the customer credit memos and past due invoices. This rule is similar to the Clear Past Due Invoices rule, but it first groups past due invoices by their payment term, and then uses the oldest transaction due date within the group as the group due date.

EAS – Oracle Apps

ReceiptsReceipts

AutoCash Rules (Contd…)

Apply to the Oldest Invoice First – When using this rule, Receivables applies receipts to the customer debit and credit items starting with the item having the oldest due date. Receivables uses the values entered for the open balance calculation to determine the customer’s oldest outstanding item.

EAS – Oracle Apps

ReceiptsReceipts

Receipt Batches – Manual Quick

(N) Receipts Receipt BatchesTo add receipts to this batch, choose Receipts.

Choose a Batch Type of Manual Quick.

Enter the Batch, GL, and Deposit Dates for this batch

Enter the total number and amount of receipts that you want to add to this batch in the Control Count and Control Amount fields.

Enter a unique Batch Name. If Automatic Batch Numbering for the batch source you entered is Yes, Receivables assigns a batch name when you save.


EAS – Oracle Apps

ReceiptsReceipts

Receipt Batches – Manual Quick

(N) Receipts Receipt Batches

Enter the Receipt Number, Receipt Date, and GL Date.

Enter the Payment Method and bank if they did not default from the batch information, or if the receipt currency is changed.

Enter the Net Amount of this receipt If bank charges apply, enter the amount in the Bank Charges field. Receivables calculates the total amount as the sum of the net amount plus the bank charges.

Enter the Customer Name, Number, and Bill To Location for this receipt. Receivables enters this customer's primary Bill-To location (if one exists). If the system option Require Billing Location for Receipts is set to Yes, enter a Bill-To Location.

Specify how to apply the receipt by choosing the Application Type. (If the Application Type chosen is Single, enter a transaction number or select one from the list of values.)

EAS – Oracle Apps

ReceiptsReceipts

Chargebacks• Use chargebacks to create a new debit item when closing an existing debit item.

• Reduces the balance of the invoice to zero and creates an automatic adjustment

• Creates a new debit item for the balance of the old debit item with Chargeback transaction type

• Due date for the chargeback is controlled by the Chargeback:Due Date Controls system option

• Shifting due dates affect the finance charge calculations and the aging of the outstanding amount

• Chargebacks have to be automatically numbered

EAS – Oracle Apps

ReceiptsReceipts

Creating Chargebacks

(N) Receipts Receipts Applications Chargebacks

EAS – Oracle Apps

ReceiptsReceipts

Adjustments

• Create adjustments to increase or decrease the balance due for an invoice, debit memo, chargeback, or commitment.

• If you create an adjustment during a receipt application (for example, to write off a small remaining amount) and then unapply the application later, Receivables reverses the adjustment and assigns it a status of 'Adjustment Reversal.'

EAS – Oracle Apps

ReceiptsReceipts

Creating Adjustments

Enter an Activity Name. The activity name provides the default GL account

Choose the Type of adjustment. If the type specified is 'Invoice' the amount of adjustment should be at least enough to close the item being adjusted. If the adjustment type is ‘Line’ the balance due for the transaction by the amount that is updated

Enter the Amount of this adjustment. Defaults if the adjustment type specified is ‘invoice’

Enter the GL Date for this adjustment. The default is the later of either the transaction GL date or the current date.

Enter the Adjustment Date. The default is the current date.

(N) Receipts Receipts Applications Adjustments

EAS – Oracle Apps

ReceiptsReceipts

Reversing Receipts Reverse a receipt when a customer stops payment on a receipt or if a receipt comes

from an account with non-sufficient funds.

Reverse a receipt to re-enter and reapply it in Receivables.

Reverse both standard, invoice-related receipts and non-invoice related (miscellaneous) receipts.

Reverse an Automatic Receipt only if its status is Approved.

After a receipt is reversed, the receipt's attributes cannot be updated.

The following types of receipts can be reversed:

• Invoice-related receipts

• Non-invoice related (miscellaneous) receipts

• Credit Card refund (negative miscellaneous) receipts

• Automatic receipts with a status of Approved

• Receipts that are part of a batch (use the Receipt Batches window to re-enter a receipt in a batch)

EAS – Oracle Apps

ReceiptsReceipts

Reversing Receipts

Create two types of reversals:

Standard Reversal

• Receivables automatically creates reversal journal entries for GL and reopens all of the debit and credit items that were closed with the original receipt.

• Create a standard reversal for a transaction related to a chargeback if there is no activity against the chargeback and the chargeback has not been posted to the general ledger.

• If the chargeback has been posted to the general ledger, create a debit memo reversal.

• On creating a standard reversal for a receipt that has been applied, Receivables reverses any adjustments or chargebacks created, as long as these adjustments are not posted to GL.

EAS – Oracle Apps

ReceiptsReceipts

Reversing ReceiptsDebit Memo Reversal

Receivables does not update any of the receipt activity associated with the original receipt. The new debit memo reversal is actually a new receivable that replaces the item closed by the original receipt. Receivables requires that a debit memo reversal be created if:

• The receipt reversed has previously been applied to a chargeback and this chargeback has had any activity against it (for example, another receipt, credit memo, or adjustment)

• The chargeback or adjustment was posted to GL

When a debit memo is created for a receipt reversal, Receivables creates a line on the debit memo that displays the original receipt number associated with the debit memo.

In addition, when the reversal is saved, Receivables assigns a unique transaction number to the new debit memo.

EAS – Oracle Apps

ReceiptsReceipts

Receipts – Standard Reversal

(N) Receipts Receipts Reverse

Choose the Reverse button. Receivables generates a number for this reversal.

Enter the date of this receipt reversal and the date to post this reversal to GL. The default for the reversal and GL dates is the current date. The reversal date must be on or after the deposit date of the original receipt, and the reversal GL Date cannot be before the receipt GL Date or the reversal date.

Enter the category for this reversal. Use the Reverse Payment category when the receipt has been incorrectly entered and has to be re–entered. Oracle Cash Management does not reconcile receipts that are reversed with this category, because this category is reserved for entry errors only.

Enter a reason for this receipt reversal.

EAS – Oracle Apps

ReceiptsReceipts

Receipts – Debit Memo Reversal

(N) Receipts Receipts Reverse

Enter the date of this receipt reversal and the date to post this reversal to GL. The default for the reversal and GL dates is the current date. The reversal date must be on or after the deposit date of the original receipt, and the reversal GL Date cannot be before the receipt GL Date or the reversal date.

Enter the category for this reversal. Use the Reverse Payment category when the receipt has been incorrectly entered and has to be re–entered. Oracle Cash Management does not reconcile receipts that are reversed with this category, because this category is reserved for entry errors only.

Enter a reason for this receipt reversal.

Check the Debit Memo Reversal check box

Enter a transaction type for this reversal in the Type field.

Choose the Reverse button.

The debit memo transaction type provides the default value for this field

EAS – Oracle Apps

ReceiptsReceipts

Reapplying Receipts

Reapply receipts previously applied in error before or after posting these items to GL. Both automatic and manually entered receipts can be reapplied.

When a receipt is reapplied, first 'unapply' (uncheck the apply check box) the original receipt applications; this reopens each transaction that was previously closed by the receipt.

However, a receipt that has adjustments associated with it cannot be unapplied unless the transaction is first readjusted to its original amount.

In addition, a transaction cannot be unapplied if there is a chargeback against it and the chargeback has any activities against it (for example, another receipt or credit memo).

EAS – Oracle Apps

ReceiptsReceipts

Cross Currency Receipts

Manual, AutoLockbox, or QuickCash

Manual, AutoLockbox, or QuickCash

Invoicecurrency

BEF

Invoicecurrency

BEF

Receiptcurrency

EUR

Receiptcurrency

EUR

When a customer remits payment for an invoice, debit memo, or chargeback, the receipt is usually in the same currency as the transaction. However, there may be times when the customer remits payment in a currency that is different than the currency of the open debit item. For these occasions, Receivables creates cross currency receipt applications to fully or partially process the payment.

EAS – Oracle Apps

ReceiptsReceipts

Cross Currency Receipts

Calculating the Foreign Currency Exchange Gain or Loss

When a receipt is applied to a transaction that is in a different currency, Receivables first determines the transaction and the receipt amounts in the functional currency.

Receivables then compares these amounts to determine the foreign exchange gain or loss for this application.

• If the result is positive, a foreign currency exchange gain is incurred for this application

• If the result is negative, a foreign exchange loss is incurred.

Receivables calculates the foreign exchange gain or loss using the following formula:

Receipt Amount (as of the receipt date) - Invoice Amount (as of the invoice date) = Foreign Exchange Gain or <Loss>

EAS – Oracle Apps

ReceiptsReceipts

Setting Up Cross Currency ReceiptsDefine Cross Currency System Profile Option – To be able to apply a receipt in one currency

to one or more transactions in a different currency, set the system profile option AR: Enable Cross Currency to Yes. Define this profile option at the Site, Application, or User level.

Define Cross Currency Rounding Account – Define a Cross Currency Rounding Account in the System Options window. Receivables uses this account to record any rounding error amounts created during a cross currency receipt application for currencies that have a fixed rate relationship.

Define a Suspense Account in Oracle General Ledger – To create entries so that each journal entry balances in the entered currency. Enabling of suspense accounting for the set of books to apply cross currency receipts in Receivables is not necessary. Only definition of a suspense account for journal entries created by cross currency receipt applications is required.

For each of these entries, Oracle General Ledger does the following:• Ignores the Out of Balance Errors: All cross currency receipt applications will be out of

balance, since the currency of the receipt is not the same as that of the transaction. • Creates Balancing Lines: GL will look to the suspense account defined in the Suspense

Accounts window and create a line to balance the journal entry. The Source of the Suspense Account should be 'Receivables' and Category 'Cross Currency.'

EAS – Oracle Apps

ReceiptsReceipts

Cross Currency Exchange Gain/Loss Report Review detailed information about cross currency settlements including:• The transaction number and currency• The amount applied to each transaction in both the transaction and your base (functional)

currency• The amount of the crosss currency receipt allocated to the transaction• The cross currency rate used for each application• The foreign exchange gain or loss (FXGL) for each application• Information necessary to compare the FXGL you would have realized if you had used the

cross currency rate maintained in your General Ledger

Define Journals: Display Inverse Rate Profile Option – The profile option Journals: Display Inverse Rate lets you determine how you enter and display conversion rates in the Exchange Rate window. When you create a cross currency application, the field 'Cross Currency Rate' in the Applications window displays a value independent of this setting. This field will always display a value in accordance with the following:

Transaction Amount * Cross Currency Rate = Receipt Amount

Setting Up Cross Currency Receipts (Contd…)

EAS – Oracle Apps

AutoLockbox

EAS – Oracle Apps

AutoLockboxAutoLockbox

Overview of AutoLockbox• Process where customers mail payments to a post office box near the remittance bank and the

bank deposits the payments in the company’s account at regular intervals

• Bank provides the company with computer files detailing about the receipts and their application

• Receivables uses AutoLockbox to import details about receipts directly into the system

• Eliminates manual data entry

• Streamlines the application of receipts to outstanding transactions

• Effectively manages cash flow by reducing turnover for converting checks into cash

• Apply receipts to outstanding invoices

• Import historical receipt data

• Autolockbox reports, such as the Post Quikcash Execution Report, are a good tool to reconcile autolockbox receipts with the bank transmission reports

Benefits of AutoLockbox

EAS – Oracle Apps


Lockbox Cycle

Run AutoLockbox and validate data

Send payment to lockbox

Transfer data to QuickCash table

Post QuickCash

Import data file into AutoLockbox tables

Correct AutoLockbox validation errors

Collect payment, update account, and create data file

EAS – Oracle Apps


Prerequisites for AutoLockbox

Set up agreements with banks

Define lockboxes in Oracle Receivables

Define AutoLockbox transmission formats

Define receipt classes and payment methods

Test AutoLockbox transmission with bank

EAS – Oracle Apps

AutoLockboxAutoLockboxEntering AutoLockbox Receipts

Run lockbox interface

Send payment to lockbox


Post QuickCash

Import data file into table

Bank collects payment, updates account, and creates data file

EAS – Oracle Apps


Importing Data Files Into Receivables

Run lockbox interface and validate data


Post QuickCash

Import data file into table

Import Validate Post

EAS – Oracle Apps

AutoLockboxAutoLockboxImporting Receipts• Data is imported into interface tables

• Imported data does not affect accounts receivables balances

• Import automatically generates the Lockbox Execution Import report

• Use report to check the imported data

• Ensures that each receipt complies with application and customer requirements

• Customer must have a primary billing location

• Bank can provide a MICR or a customer number to identify customer

• Validated data is transferred to QuickCash tables

• Transfer does not affect accounts receivables amounts

• Receivables can use AutoAssociate or a billing address to identify customer

• Use the Lockbox Execution Import report to review the validation

Validating Receipts

EAS – Oracle Apps


Post QuickCash

• Data is transferred from QuickCash tables to Receivables tables

• Posting updates the account balances to reflect the imported receipts

• View and update receipts in the Receipts window

• Receivables applies the receipt using:

• Transaction number

• Sales order number

• Purchase order number

• Consolidated bill number

• User-defined number

AutoLockbox Receipts Matching

EAS – Oracle Apps


Setting Up AutoLockboxes

• Set up bank information

– Arrange for lockbox services with bank

– Notify customer of lockbox address

• Set up receipts information

– Define receipt classes and payment methods

• Set up lockbox information

– Define lockbox number, bank account, and contact information

– Define attributes of AutoLockbox receipts

• Translate bank transmission format for Receivables.

EAS – Oracle Apps


Running AutoLockbox

Define transmission information

Define transmission information

Define validation

information

Define validation

information

Define posting

information

Define posting

information

• Transmission ID

• Data file

• Control file

• Transmission format

• Transmission ID

• Data file

• Control file

• Transmission format

• Lockbox number

• Report format

• GL date

• Pay unrelated invoices?

• Lockbox number

• Report format

• GL date

• Pay unrelated invoices?

• Post partial amounts as unapplied?

• Post partial amounts as unapplied?

To import and apply receipts using AutoLockbox, run each step individually or run them as a group.

EAS – Oracle Apps

AutoLockboxAutoLockboxRunning AutoLockbox

(N) Interfaces Lockbox

Check to import a new bank file.

Enter a new Transmission Name. If an existing lockbox transmission is being resubmitted, select a name from the list of values.

To import a new bank file into Receivables, check the Submit Import check box.

Enter the Lockbox Number to validate. If this is not a new transmission, the default lockbox number is the number used for the original step of this transmission. A lockbox number must be entered if Submit Validation is Yes and the lockbox number is not specified in the bank file.

Check to validate or revalidate imported data and create QuickCash receipt batches.

Enter the bank file's Data File, Control File, and Transmission Format information. If data is being re-imported, the default is the transmission format specified in the initial import step. Either accept this value or override it.

Check to apply receipts to transactions belonging to unrelated customers.

Enter the date to post the receipt and batch records in this lockbox transmission to your general ledger

Enter the Report Format.

Check to transfer only the lockbox batches in which all records pass the validation step to the QuickCash tables

Check to apply receipts in this transmission and update customer receivable balance

Check to import receipts that could not be fully applied into the interface tables. If Allow Partial Applications of Receipts is not checked, receipts that Lockbox cannot fully apply will remain in the AR_PAYMENTS_INTERFACE_ALL table.

EAS – Oracle Apps

Automatic Receipts

EAS – Oracle Apps

Automatic ReceiptsAutomatic Receipts

Automatic Receipts Process

Create automatic

receipts

Create automatic

receipts

Approve automaticreceipts

Approve automaticreceipts

Format automaticreceipts

Format automaticreceipts

Remit receiptsRemit

receipts

Customer balance

is updated

Eligible invoices

Optional

Sends receipts to customer

Receives payment from customer

AR BankAR BankCustomer

Bank

Customer

Bank

EAS – Oracle Apps


Automatic Receipts Overview

• Use automatic receipts to process transactions such as direct debits, factored receivables, and bills of exchange (BOE) through customer’s banks

• Payments can be directly transferred from a customer’s bank on the due date

• Collections are assured and bad debits are reduced

• Cash flow can be managed more effectively when fund transfers are scheduled in advance

EAS – Oracle Apps


Automatic Receipts DefinitionsTerm Definition

Customer bank Customer funds are automatically transferred from this bank.

Remittance bank Payments are automatically transferred to this bank.

Automatic receipt Agreement that enables the transfer of funds from the customer’s bank to your remittance bank.

Factoring Short-term financing method that uses accounts receivable as collateral. Usually involves an intermediary bank or factor.

Short-term debt When advance payment is received from a bank or factor for a factored receivable, a short-term debt is created.

Risk elimination After the customer has made payment on the amount receivable, the risk represented by the short-term debt can be eliminated.

EAS – Oracle Apps


Prerequisites for Automatic Receipts

Agreement with customerAgreement

with customer

Setup and assign

customer and remittance

bank accounts

Setup and assign

customer and remittance

bank accounts

Create a receipt class and payment method

Create a receipt class and payment method

Assign payment method toa customer

Assign payment method toa customer

Create an invoice flagged for this payment

Create an invoice flagged for this payment

Create automatic

receipts

Create automatic

receipts

EAS – Oracle Apps


Flagging Transactions for Automatic Receipts

• To flag a debit item for automatic receipt:

– Enter information on paying customer

– Specify a payment method and receipt class with an Automatic Creation method

• Customer bank account currency and invoice currency must be the same

• If automatic receipts have different currencies, set the banks’ “Multiple Currency Receipts” flag to Yes

• Automatic Receipts program selects all completed transactions for that customer and creates receipts

EAS – Oracle Apps


Flagging Transactions for Automatic Receipts

(N) Transactions Transactions Paying Customer (Tab)









EAS – Oracle Apps


Automatic Receipts Batch Process

Specify payment method

Specify payment method

Specify currency

information

Specify currency

information

Select an actionSelect

an action

• Receipt class

• Payment method

• Currency

• Exchange rate

• Create

• Approve

• Format

EAS – Oracle Apps


Setting the Profile Option

Set the AR: Automatic Receipt Creation Authority profile option so that users can Create, Approve, or Format automatic receipts in one or more steps

• Create (3 steps): Enforces maximum control for the organization

• Format (2 steps): Appropriate for companies with non-standard collections procedures

• Approve (1 step): Fastest and simplest. Used when payments are collected in a recurring, standardized fashion.

EAS – Oracle Apps


Payment Method

Method Description

One per customer Creates one payment per customer

One per customer and due date

Creates several payments for a customer if a customer’s invoice has several due dates.

One per site Creates one per payment site.

One per invoice Creates one payment per invoice

One per site and due date Creates one payment per customer site and due date.

EAS – Oracle Apps


Selecting an Action

Depending on the authority level (determined by the AR: Automatic Receipt Creation Authority profile option), select one or more receipt actions

• Create: Select the invoices to include in automatic receipts.

• Approve: Update, delete, and approve the selected receipts.

• Format: (Optional step)

• Format automatic receipt batches if the receipt batches are to be sent to customers for notification or confirmation before the receipts are remitted to the bank (optional step)

• Automatic receipt batches can be formatted an unlimited number of times

• Use the Format Automatic Receipts report to view the formatted receipt output

• Use the Automatic Print Program field of the Receipt Classes window to select the receipt format

EAS – Oracle Apps

Automatic ReceiptsAutomatic ReceiptsConfirming Automatic Receipts• When a customer confirms a receipt, the customer indicates that the receipt was reviewed

and that the payment information is correct

• Set the Require Confirmation option to Yes to allow a customer to confirm a receipt

• Bill of Exchange (BOE) is the only type of receipt that requires confirmation

• When a receipt that requires confirmation is confirmed, Receivables automatically closes the invoice for which it was created

• A receipt cannot be updated after it has been confirmed.

• Use remittance batches to initiate the transfer of funds for receipts after confirmation

• To flag automatic receipts for confirmation, select the Require Confirmation check box for the receipt class that is assigned to the receipt’s payment method

• Record receipt confirmations individually or in batches

• After a confirmation is recorded, Receivables updates the customer balance and invoice balance

• Use the Automatic Receipts Awaiting Confirmation report to view a list of the automatic receipts waiting for confirmation

Recording Customer Confirmations

EAS – Oracle Apps


Updating Automatic Receipts• Only receipts with status as Approved can be updated, Receipts with status of

Confirmed cannot be updated.

• The following receipt information can be updated:

– Invoice application amounts

– Exchange rate

– Maturity date

– Remittance bank

– Customer bank information

• Maturity date and bank information can be changed up to the time receipts are selected for remittance

EAS – Oracle Apps


Automatic Receipt Statuses

Automatic Receipts have a status that indicates whether they are complete. Valid statuses include:

• Started Creation

• Creation Completed

• Started Approval

• Approval Completed

• Started Format

• Format Completed

EAS – Oracle Apps


Creating Automatic Receipts

• Select invoices to include in the automatic receipt batch by entering a receipt class with an Automatic creation method and specifying other selection criteria such as currency, due dates, and range of customer names.

• The Create Automatic Receipts program picks up all complete transactions that meet this criteria and create receipts to close out these transactions.

• In addition to the criteria specified, the customer profile is also checked to determine whether a transaction should be included in an automatic receipt batch and whether to include invoices in dispute.

• The number of Lead Days entered for the payment method is used to determine when an invoice is eligible for the creation of automatic receipts.

• The lead days is the number of days before the invoice due date that this invoice can be selected for automatic receipt.

• A batch of automatic receipts can only have one payment method, thus one lead days value. Receivables compares the invoice due date and lead days with the batch date.

EAS – Oracle Apps



• The GL date is used to determine the accounting period in which the automatic receipts will post. A GL date cannot be entered for a new batch if the receipt class requires confirmation as a separate step because:

• Accounting entries are not created when receipts are approved, but not confirmed.

• The receipt amount is validated to determine if it is more than or equal to the Minimum Receipt Amount specified for the remittance bank and customer profile class.

• Minimum receipt amounts for remittance bank accounts can be assigned in the Receipt Classes window and for Customers in the Customer Profile Classes or Customer windows.

• If the total of the transactions does not match the larger of the two minimum receipt amounts, no receipts will be created. These transactions will appear in the Exception section of the Create Automatic Receipt Execution report.

EAS – Oracle Apps



(N) Receipts Receipt Batches Automatic Receipts

Choose a Batch Type of Automatic.

Enter the Batch and GL Dates for this batch

In the Media Reference field, enter the tape or floppy disk on to which you are going to create your batch of automatic receipts

Enter the Currency for this batch. For a foreign currency, enter exchange rate information for this batch.

Select a Payment Method. Only Payment Methods assigned to Automatic Receipt Classes are displayed


Choose Create.

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(N) Receipts Receipt Batches Automatic Receipts Create

Enter selection criteria to create Automatic Receipts for specific transactions or customers. Enter the low and high values of the transaction Due Dates, Transaction and Document Numbers, Customer Names, or Customer Numbers to create Automatic Receipts for those transactions.

Depending upon the Profile Option set for the user, select the actions that the Automatic Receipts Program must perform.

Choose OK. Receivables generates a Batch Name by using the next number after the value in the Last Number field of the receipt source ’AUTOMATIC RECEIPTS.’

EAS – Oracle Apps


Deleting an Automatic Receipts Batch


Delete Record button on the Menu

To delete a batch of automatic receipts, the batch status must be either Started Creation or Creation Completed.

EAS – Oracle Apps


Approving Automatic Receipts

Approve a batch of automatic receipts to verify that only the receipts needed be included in the batch.

Automatic receipt batched can be updated before approving it as long as there are no concurrent processes for creating or approving this batch that are either running or pending.

Update the bank name, bank branch, and customer bank account associated with each of the transactions in the batch.

Update exchange rate information and exclude transactions from the batch by deselecting them. Once deselected, these transactions will be available for selection the next time the automatic receipt creation program is submitted.

Upon approval:• Automatic Receipts that do not require confirmation close the invoices they are

paying. • Receipts that require confirmation close invoices when they are confirmed.

To approve a batch, its status must be Creation Completed or Started Approval.

EAS – Oracle Apps


Approving Automatic Receipts


Choose Approve. Receivables displays the Request ID of the concurrent request for approving this batch of automatic receipts and assigns a Process Status of Started Approval.

EAS – Oracle Apps


Formatting Automatic Receipts

Format automatic receipt batches onto paper to send to the customer for confirmation or notification before remitting them to the bank.

Send these documents to customers to confirm Bills of Exchange or to notify customers of direct debits being created.

There is no limit to the amount of times a batch of automatic receipts can be formatted.

When a batch of automatic receipts is formatted, Receivables creates the Format Automatic Receipts report. This report provides details about the batches that have been formatted.

To format a batch, it must have a Process Status of Approval Completed.

EAS – Oracle Apps


Formatting Automatic Receipts


Choose Format. Receivables displays the Request ID of the concurrent request and assigns a Process Status of Started Format.

EAS – Oracle Apps


Confirming Automatic Receipts

Confirm automatic receipt batches to indicate that the customer has reviewed each receipt and agreed that the payment information is correct.

Depending on the agreement with the customer, certain types of automatic receipts require confirmation from the customer before they can be considered payments and remitted to the bank.

Once the receipts have been approved, make any necessary changes, then confirm the receipts. Receipts that require confirmation automatically close the invoices for which they were created when they are confirmed.

After confirming the batch, create a remittance batch to initiate the transfer of funds for each receipt.

To indicate that a receipt requires confirmation, assign a receipt class that has the Require Confirmation option set to Yes.

Receipts that do not require confirmation are created as confirmed.

EAS – Oracle Apps


Confirming Automatic Receipts If the receipt class assigned to an automatic receipt or automatic receipt batch

requires confirmation, the receipt or batch must be confirmed once it has been approved. If the receipt class does not require confirmation, Receivables automatically confirms all of the receipts within the batch when the batch is approved.

An automatic receipt cannot be “Unconfirmed” after confirmation. If a receipt is confirmed in error, it needs to be reversed and then recreated.

Once an automatic receipt is confirmed, the transactions closed by this receipt can no longer be selected for automatic receipt. However, transactions that have a remaining balance due can be included in a subsequent automatic receipt batch.

EAS – Oracle Apps


Accounting for Automatic Receipts

Enter invoicesEnter invoices Dr. Accounts receivableCr. Revenue account

Dr. Accounts receivableCr. Revenue account1

ConfirmConfirm Dr. Confirmation accountCr. Accounts receivable

Dr. Confirmation accountCr. Accounts receivable

2Create

automatic receipts

Create automatic receipts


that require confirmation


that require confirmation



EAS – Oracle Apps

Remitting Receipts

EAS – Oracle Apps

Remitting ReceiptsRemitting Receipts

Overview of Remittances

• A remittance is a receipt that can be deposited in a bank. It is similar to a deposit slip.

• Use remittances to initiate the transfer of payments from customers

• Control the remittance process by having different people create, approve, and format remittances in separate steps, or by having one person remit receipts in a single step.

• Remit several receipts at the same time by creating a remittance batch.

EAS – Oracle Apps


Remittance Process

Create remittance

batch

Create remittance

batch

Approve remittance

batch

Approve remittance

batch

Format remittance

batch

Format remittance

batch

Clear remittances

Clear remittances

Submit remittances to bank

Submit remittances to bank

EAS – Oracle Apps


Remitting and Clearing Receipts

Oracle Receivables

Bank sendsstatement

Clear receipts

Submit remittance

Oracle CashManagement

Reconcile remittances and receiptsBank

EAS – Oracle Apps


Remittance Batch Versus Receipt Batch

Remittance Batch Receipt Batch

Group of receipts remitted to the bank together

Group of receipts entered together

Includes receipts for the same bank account

Can include receipts for different bank accounts

EAS – Oracle Apps


Remittances

Receivables supports two types of remittances:

• Standard Remittances:

• For automatic receipts, remit receipts to the bank so the bank can transfer funds from the customer's account to the company’s account on the receipt maturity date.

• For manual receipts, the bank credits the company’s account when the customer's check clears.

• Factored Remittances:

• Remit receipts to the bank so that the bank can lend money against the receipts either before the maturity date (for automatic receipts) or before clearing (for manual receipts).

• After clearing factored receipts, Receivables creates a short term debt for the borrowed amount to track the liability in case of customer default.

EAS – Oracle Apps


Factoring Remittances Factoring is a process in which the accounts receivable of a company is sold to the

bank in return for cash. To factor receipts, choose a remittance method of 'Factoring' or 'Standard and

Factoring.' Choose Standard and Factoring receipts created with this receipt class are not always factored.

Whether the receipts should be factored is specified when a remittance batch is created. If a Remittance Method of Factored is chosen, all receipts that have receipt classes with

Remittance Method set to either 'Factoring' or 'Standard and Factoring' and that meet the selection criteria will be included in the remittance batch.

Factored remittance batches are created the same way as a standard remittance batch. Track risk of customer default when a receipt is factored with the bank. In this case,

Receivables creates a short term debt for the risk upon clearance of the receipt. Risk is displayed on the Bank Risk report and the different aging reports. Oracle Order Management uses this value during credit checking. Run the Automatic Clearing program to eliminate risk on or after the maturity date of

your automatic receipts.

EAS – Oracle Apps


Creating Remittance Batches

• Remittance batches group receipts for deposit or transfer of funds

• Create one batch per bank account or per clearing institution

• Receipts are included in the batch by maturity date, followed by amount

• Specify an amount range the batch. If the total amount of receipts in the batch does not fall within the specified amount range, then Oracle Receivables will not create the batch.

• Receipts must have a status of either Approved or Confirmed to be included in a remittance batch

EAS – Oracle Apps



• Currency

• Batch and GL dates

• Payment method

• Receipt class

• Remittance bank

• Remittance method

• Remittance bank account

• Receipt selection criteria

Use Maturity Date as an optional selection criteria to reduce risk for factored remittances

Specify the following information for each remittance batch:

EAS – Oracle Apps



(N) Receipts Remittances

Enter the Receipt Class, Payment Method, and Remittance Bank information for this batch

To create this remittance batch automatically, choose Auto Create.

To create this remittance batch manually, choose Manual Create.

Choose a Remittance Method. Choose Standard to remit this batch of receipts on the maturity date. Choose Factoring to borrow money against the receipts before the maturity date. Receivables only selects receipts using the remittance method you specify here when creating this remittance batch.

Enter the remittance bank account details

EAS – Oracle Apps


Creating Remittance Batches – Manual Create


Enter selection criteria for creating this remittance batch (optional).

Enter the low and high values of the Maturity and Receipt Dates, Receipt and Document Numbers, and Customer Names or Numbers to select only those receipts for this batch. Leave a field blank to not limit the search to transactions matching that criteria.

Both active and inactive customers can be used as search criteria.

Receivables selects all confirmed automatic receipts and manual receipts that match the criteria specified and have a receipt class with Require Remittance set to Yes.

Receivables keeps a running total of the total count and amount of the remittance batch to ensure that it does not exceed a certain value.

EAS – Oracle Apps


Creating Remittance Batches – Auto Create


Enter selection criteria for creating this remittance batch (optional).

Enter the low and high values of the Maturity and Receipt Dates, Receipt and Document Numbers, and Customer Names or Numbers to select only those receipts for this batch. Leave a field blank to not limit the search to transactions matching that criteria.

Both active and inactive customers can be used as search criteria.

Receivables selects all confirmed automatic receipts and manual receipts that match the criteria specified and have a receipt class with Require Remittance set to Yes.

Receivables keeps a running total of the total count and amount of the remittance batch to ensure that it does not exceed a certain value.

EAS – Oracle Apps

Remitting ReceiptsRemitting ReceiptsAccounting Treatment of Remittances

Create remittancesCreate remittances

Approve remittancesApprove remittances

Format remittancesFormat remittances

Clear bank remittancesClear bank remittances

Eliminate riskEliminate risk

Standard remittance: Dr. Remittance account Cr. Confirmation account

Factored remittance: Dr. Factoring account Cr. Confirmation account

Standard remittance: Dr. Remittance account Cr. Confirmation account

Factored remittance: Dr. Factoring account Cr. Confirmation account

Standard remittance: Dr. Cash Dr. Bank charges Cr. Remittance account

Factored remittance: Dr. Cash Dr. Bank charges Cr. Short-term debt

Standard remittance: Dr. Cash Dr. Bank charges Cr. Remittance account

Factored remittance: Dr. Cash Dr. Bank charges Cr. Short-term debt

Factored Remittance: Dr. Short-term debt Cr. Factoring account

Factored Remittance: Dr. Short-term debt Cr. Factoring account

2

3

4

Enter invoicesEnter invoices Dr. Accounts receivableCr. Revenue account

Dr. Accounts receivableCr. Revenue account1

EAS – Oracle Apps

Managing Collections

EAS – Oracle Apps

Managing CollectionsManaging CollectionsCollection Cycle

Identify past-due items

Monitor activity

Adjust customer account

Review customer account details

Resolve past-due and disputed items

EAS – Oracle Apps

Managing CollectionsManaging Collections

Collection Scenarios

Customer remits in full

Customer remits in full

Create chargeback

Create chargeback

Paid in Full Not Paid

Apply partial receipt

Apply partial receipt

Customer remits

partially

Customer remits

partially

Customer does not

remit

Customer does not

remit

Give back to salesperson

Give back to salesperson

Send to collection

agency

Send to collection

agency

Record bad debt

Record bad debt

PartialPayment

Adjust account

Adjust account

EAS – Oracle Apps

Managing CollectionsManaging CollectionsCollection Workbench WindowsUse the Collections Workbench windows to view information about customers' transactions and account balances in a variety of ways.

Use this workbench to place a customer account on credit hold, place items in dispute, view the dunning history for a transaction, and correspond with customers by recording customer calls.

Most of the windows in the Collections Workbench are view-only windows

The following windows in the Collections Workbench are Folder windows which can be customized.

• Account Details• Customer Account• Scheduler

EAS – Oracle Apps


Collection Process

• The Collections workbenches enable access to important customer information from one window.

• With Oracle Receivables:

–Determine what is due from customers

–Communicate with customers

–Perform collection tasks

Receivables lets you view customer account information in a variety of ways. You can view the total amount overdue for a customer or customers in the Account Summary window. You can view all transactions that are past due for a specific customer in the Account Details window.

The Customer Accounts window displays a customer's credit limit and available credit if you set Display Currency to Yes in the Find Customer Accounts window.

Receivables displays a customer's current account balances in your functional currency using the most recent exchange rate.

EAS – Oracle Apps


Customer Calls

When a customer's account or payment for a specific transaction is past due, you can contact the customer by phone and use the Customer Calls window to record the results of your conversation. create a record of the contact and can recommend any further collection action. You can also use the Customer Calls window to place amounts in dispute and review previous calls made to your customers.enter new actions or topics for an existing call, but you can only update the following information:•Call Status in the Customer Calls window•Follow up Complete check box in the Customer Calls window (Response tabbed region) and the Call Topics window•Complete check box in the Actions window

To enter a call action against this customer or location, choose Actions

(N) Collections Customer Calls

EAS – Oracle Apps


Call ActionsEnter call actions during a customer call to indicate any recommended follow-up steps for a collection item.

Receivables provides the following call actions: Alert: Notify management that this item is still outstanding.Call: Contact the customer for more information.Collection Action: This transaction requires further collection action. Collection Follow Up: This invoice, debit memo, or chargeback requires further follow up action. Credit Memo: Credit memo this transaction or line item. You can generate the Call Action report for this action and have your credit memo department enter the credit memos. Exclude from Dunning: This option removes your customer from dunning. Your customer remains off the dunning list until you re-include the customer for dunning by updating their customer profile in the Customer Profile Classes window. Partial Dispute: Your customer disagrees with an open invoice, debit memo, or chargeback. Choose this option if you want this invoice to appear in the Disputed Invoice report.

EAS – Oracle Apps


Customer Accounts

(N) Collections Customer Accounts

Use the Customer Accounts Window to:

• View the total amount overdue for a customer or customers in the Account Summary window.

• View all transactions that are past due for a specific customer in the Account Details window.

• A customer's credit limit and available credit if the Display Currency is set to Yes in the Find Customer Accounts window.

• View receipts at risk and include them when calculating a customer's past due balance by setting the profile option AR: Include Receipts at Risk in Customer Balance to Yes

EAS – Oracle Apps


Customer Aging View customer's outstanding

account balances by aging bucket. Aging buckets are time periods in which to age and can review debit items.

When customer balances are viewed by aging bucket, Receivables calculates and displays the total outstanding amount and the credits not aged for unapplied cash, on account cash, and on-account credits.

Modify the display by specifying an aging bucket or by choosing to age or summarize open credits

Receivables selects a transaction for aging if its GL date is prior to or the same as the current date. Once selected for aging, Receivables uses the following formula to determine the number of days past due for each transaction:

(Current Date) - (Due Date) = Days Past Due

(N) Collections Aging

EAS – Oracle Apps


Customer Aging

(N) Collections Aging

The total amount of this customer's open balance that is currently in dispute.

The receivables balance due, adjusted for all credit items, for this customer. Receivables calculates the adjusted balance for the customer as the outstanding balance minus unapplied cash, on-account cash, and on-account credits.

The total amount of on-account cash for this customer. The total amount of

unapplied cash for this customer.

The amount of this customer's receipts that have not yet cleared the bank and factored receipts that have not been risk eliminated.

The total amount of open on-account credits and credit memos for this customer.

The amount of adjustments that are currently pending approval.

EAS – Oracle Apps

Managing CollectionsManaging CollectionsCustomer Account Details

(N) Collections Customer Accounts

Use the Account Details window to view the status, due date, number of days late, dispute amount, and the balance due for a specific transaction.

The Account Details window does not display receipts, credit memos, on-account credits, adjustments, and debit items that have a transaction type with Open Receivables set to No. Transactions assigned to a transaction type with Open Receivables set to No do not update customer balances and therefore are not included in the standard aging and collection process.

To view information for a specific transaction, such as customer bill-to and ship-to addresses, payment terms, due date, status and invoice lines, choose the Transaction Overview button.

To view the dunning history for a specific transaction, choose the Dunning History button.

EAS – Oracle Apps

Managing CollectionsManaging CollectionsPrinting a Collection Report• Run collection reports from the Print Collection Reports window. After you submit your report

request, Receivables generates a request ID number. You can use this number to view the status of your report in the Requests window.

• To print a collection report:

• Navigate to the Print Collection Reports window.

• Enter the Name of the report to print, or select from the list of values.

• Enter parameters for printing this report. For example, the Report Summary, Format, and Aging Bucket to use, and range of Customers, Transactions, or Balances Due.

Viewing Dunning History • Use the Dunning History window to review a transaction's complete dunning history.• View the dunning history for any Receivables transaction, regardless of the dunning method. • The Dunning History window displays the date this transaction was selected for dunning, its

current dunning level (if the Staged Dunning method is used), the dunning letter on which this transaction was printed, the dunning letter set to which this letter belongs, and any associated interest charges.

• Each row in this window represents a separate dunning submission that selected this item for dunning.

EAS – Oracle Apps


Placing an Item In Dispute If the customer disagrees about the outstanding balance for an item, mark that item or a

specific amount due as 'in dispute.' Amounts that are in dispute appear in collections reports. Receivables does not prevent

applying payments to disputed transactions. Choose whether to calculate finance charges on disputed items when printing statements. Place items in dispute from the Customer Calls window, the Installments window, or by using

AR Online

Credit Holds When a customer is consistently late in making payments, has exceeded their credit limit, or is

identified as a bad risk, prevent additional credit purchases by placing their account on credit hold.

When a customer account is on credit hold, still create new sales orders for that customer in Oracle Order Management. However, all new orders will have a status of 'on hold' and you will not be able to book or ship them until the hold on the customer account is removed.

A credit hold does not prevent creating new transactions for a customer in Receivables.

EAS – Oracle Apps

Tax Accounting Process

EAS – Oracle Apps

Tax Accounting ProcessTax Accounting ProcessOverview of TaxSet up Receivables to use basic types of tax: Value Added Tax (VAT) or US Sales Tax.

VATValue Added Tax (VAT) is imposed on the supply of goods and services paid for by the consumer, but collected at each stage of the production and distribution chain. The VAT charged on a customer invoice is called Output Tax. Any VAT paid on a vendor invoice is called Input Tax. The amount due each period can be described as follows:

Amount Due = Output Tax - Input TaxReceivables provides a comprehensive solution for VAT reporting using standard and country-specific reports.

Sales TaxSales tax in Receivables is based on the destination of the supply of goods or services. The calculation of sales rates is automatic, and is based on the state, county, city, and zip code of your customer's address and the tax rates assigned to each of these components. You can override any tax rate through customer and product exemptions and you can compile periodic sales tax returns using the US Sales Tax Report.You can import address validation and sales tax rates from your tax vendor and use the Tax Vendor Extension to integrate external tax calculation programs with Receivables and Oracle Order Entry

EAS – Oracle Apps

Tax Accounting ProcessTax Accounting Process

Tax Accounting Set up Oracle Receivables to account for tax in a variety of ways. Depending on the

setup, Receivables automatically accounts for tax on invoices, credit memos, debit memos, finance charges, earned and unearned discounts, adjustments, cash applications, and miscellaneous transactions.

Also set up Receivables to use deferred tax, an accounting method in which the tax is deferred until payment for goods or services is received, rather than when the transaction is created.

Determine how Receivables accounts for tax on adjustments, discounts, finance charges, and miscellaneous transactions by specifying accounting rules for Receivables Activities and tax accounting information for tax codes.

For each activity, Receivables automatically creates entries in the revenue, expense, and non-recoverable tax accounts defined and creates all associated payment schedules. By adjusting tax accounts with the gross, net, and tax amounts created by these activities, Receivables records tax amounts according to the accounting rules defined and helps correctly state the overall tax liability.

EAS – Oracle Apps


Types of Tax Accounts

Tax: This account records taxes collected from customers and any legal deductions taken from these amounts. Interim: This account records tax amounts for deferred tax codes. This account records tax liability before payment is received for a transaction. For example, when an invoice is created, Receivables creates an entry in this account for the invoiced tax amount. When payment is applied to the open item, Receivables automatically transfers the amount from the Interim account to the Tax account. Expense/Revenue: Use this account to record net changes generated by adjustments, discounts, and finance charges. Typically, Receivables activities such as discounts and adjustments reduce the receivable amount, so they are considered an expense.Non-recoverable: This account records changes in the tax collected when the amount cannot be taken as a deduction on taxes paid to the government. Use this account for Receivables Activities of type Adjustment, Finance Charge, Earned Discount, and Unearned Discount.

EAS – Oracle Apps


Viewing and Reporting on Tax Accounting LinesThe Tax Register and Tax Reconciliation reports display the tax accounting entries that Oracle Receivables creates based on the tax codes and Receivables Activities.

View these accounting entries online using the Receivables View Accounting windows listed below:

• View Adjustment Accounting

• View Receipt Accounting

• View Transaction Accounting

EAS – Oracle Apps


Calculating Tax

• Receivables gives the flexibility to implement tax solutions for Value Added Tax (VAT) or Sales Tax systems.

• When calculating VAT, tax codes are assigned to customers, sites, and inventory items. These tax codes are then used to control which VAT rate is applied to each invoice.

• When calculating Sales Tax, the Customers ship-to address and any predefined exceptions are used to control which Sales Tax rate to apply to the invoice.

• Both methods will take into account any customer and item exemptions defined.

Following are some of the major features of the Receivables tax engine.

Calculate Tax Based on LocationReceivables can calculate tax based on different components of the customers shipping addresses for all addresses in the home country. To calculate sales tax, choose a Sales Tax Location Flexfield structure that includes the components for Receivables to use when calculating tax.

EAS – Oracle Apps


Calculating TaxCalculate Tax Based on Codes

Receivables can also calculate tax based on tax rates assigned to user definable codes. These tax codes can then be assigned to specific items, customers, and customer sites.

Calculate Tax Based on Revenue AccountSet up the system to derive the tax code from the 'Account' segment of the Revenue account. If the system is setup this way, Receivables will use this tax code as the default when transactions are entered or imported. Also set up the system to ensure that the default tax code is always derived from the Revenue account.

Calculate Tax ExternallyReceivables can integrate external tax calculation programs using the Tax Vendor Extension. This provides for complex tax calculation needs while retaining the full power of Receivables to create and store all other tax data.

EAS – Oracle Apps


Calculating Tax

Compound TaxCreate compound tax charges during invoice entry and import if the Compound Taxes system option is set to Yes. Assign precedence numbers to indicate which tax line you want Receivables to compound.

Credit TaxWhen you credit a transaction that was previously taxed, Receivables will automatically credit the original taxed amount, so you do not need to consider any change in tax rates which may have occurred in the interim.

Calculate Multiple Tax RatesReceivables lets you assign multiple tax rates and tax accounts to each invoice line. You might want to distribute your tax amounts to different accounts for reporting purposes.

Create Tax GroupsDefine tax groups to apply multiple taxes to a transaction or line item. Within each tax group, you can include one or more tax codes that Receivables applies based on the transaction's Ship To location.

EAS – Oracle Apps


Calculating Tax

Create Tax ExemptionsTax exemptions allow full or partial exemption of specific customers or items from tax. Use exemptions in either a VAT or location based tax system. Define exemptions either at the customer or item level, or specify them at the regional levels.

Create Tax ExceptionsTax exceptions are special tax rates that are assigned to items being shipped to specific addresses. Tax exceptions are only used when location-based tax is used (the Location Flexfield Structure is State.County.City). Create an exception for specific items and shipping destinations.

Inclusive TaxEnter and display transaction lines either inclusive or exclusive of tax. Tax inclusive indicates that the line amount for an item includes the tax for this item. Tax exclusive indicates that tax is not included in the line amount for this item. Define both tax inclusive and exclusive tax codes in the Tax Codes and Rates window.

EAS – Oracle Apps


Tax Reporting Ledger The Tax Reporting Ledger provides a single reporting solution for the complex global tax

requirements on sales and purchases and enables summarization of tax information from Oracle Receivables, Oracle Payables, and Oracle General Ledger.

Taxable transactions are accounted for in the base products following the country-specific rules defined.

The Tax Reporting Ledger consists of the tax information recorded in each of these products

The Tax Reporting Ledger only supports multi-org environments. The Tax Extract copies the accounting information from each application and stores it in

an interface table. Use any reporting tool such as RXi and Application Desktop Integrator (ADI) to specify which fields of the Tax Reporting Ledger to include and then print the report in a format that meets needs.

The Tax Reporting Ledger supports the following reports: o Deferred Output Tax Registero Excise & Quantity-based Taxeso Recoverable and Non-Recoverable Tax Registerso Single Cross Product Tax Registero Standard Input and Output Tax Registers

EAS – Oracle Apps


Implementing the Tax Vendor Extension Receivables provides a Tax Vendor Extension to integrate external tax calculation

programs with Oracle Applications. This Extension provides for complex tax calculation needs while retaining the full power of Receivables to create and store all other tax data.

The Tax Extension is called whenever a tax rate is calculated by the Receivables Tax Engine. When implemented, the Tax Extension will return a tax rate or amount from the vendor program. Receivables will use this information to create the appropriate tax line(s) and related accounting information.

Receivables lets you implement either the Taxware Sales/Use Tax System or the Vertex Quantum tax vendor extension.

EAS – Oracle Apps


Implementing Value Added Tax

VAT is imposed on the value added to goods or services at each stage of their supply. The VAT charged on a customer invoice is referred to as Output Tax. Any VAT paid on a vendor invoice is referred to as Input Tax. The amount due each period can be described as follows:

Amount Due = Output Tax - Input Tax

Major Features of VATControl and automatically record VAT charges on receivable invoices.

Using Receivables:

• Control VAT using both the inventory item and destination country (item method).

• Optionally control VAT from your Revenue Account (account method).

• Automatically calculate VAT for domestic, import, and intra-EU taxed transactions.

• Automatically calculate and account for multiple VAT regimes, levying additional taxes such as Surcharges, Excise, and Sales Equalization taxes as required.

EAS – Oracle Apps


Major Features of VAT• Compile periodic VAT returns using a comprehensive set of standard and country-

specific VAT reports.• Easily integrate implementation of VAT with Oracle Order Management, Oracle Sales,

and legacy systems.• Round VAT amounts at the Transaction Header or Line Level.• Round VAT Amounts Up, Down, or Nearest, to a different precision and minimum

accountable unit.• Calculate inclusive or exclusive VAT Amounts.• Print transactions inclusive or exclusive of VAT.• Import transactions using AutoInvoice with inclusive or exclusive taxes.• Allow VAT to be controlled in Receivables or your feeder system.• Control changes in rate for any given tax code over time.• Exempt customers and sites from VAT.• Ensure that your VAT returns are complete.• Manually defer Output Tax liability on unpaid invoices using the Tax Reconciliation

Report.

EAS – Oracle Apps


Value Added Tax – Definitions Acquisition Tax

VAT on the acquisition of goods from a VAT Registered supplier in another EU member state will be zero-rated. The receiver must account for VAT as both Input and Output amounts at the VAT rate applicable for the same goods in the country that they are received, giving a net VAT liability of zero. Oracle Implements Acquisition tax with Oracle Payables using Offset Taxes.

DeferralFrance, Italy and Russia allow the liability on Output VAT to be deferred until payment has been collected on certain transactions. This is referred to as "Cash accounting for VAT" and, if allowed, may be used in an accrual system.

Document RoundingVAT amounts are typically calculated once per tax code within an invoice. Receivables controls tax codes at the document line, but allows VAT amounts to be rounded at the document header or line.

Domestic TransactionTransactions between registered traders in the same EU (European Union) country. Domestic transactions have VAT charged on goods and services with different countries applying different VAT rates to specific goods and services.

EAS – Oracle Apps


Value Added Tax – DefinitionsInput VAT: The tax charge on the receipt of taxable goods and services (e.g. tax on supplier invoices or expense items). Input VAT should be reported wherever you account for expenditures. Input VAT is usually deductible.Intra-EU, Taxed Transactions: Transactions between non-registered traders in different EU (European Union) countries. VAT must be charged to customers within the EU if you do not know their VAT registration number. The destination country and inventory item controls which VAT rate to use.Intra-EU, Zero-Rated Transactions: Transactions between registered traders in different EU (European Union) countries. An Intra-EU transaction is zero rated if and only if you know the customer's VAT registration number; otherwise, VAT must be charged on the invoice.Japanese Consumption Tax: The Value Added Tax (VAT) paid on any expense (Input VAT) is usually recoverable against the VAT Charged on revenue (Output VAT). This ensures that VAT is not inflationary within a supply chain.Natural Account: The segment of your accounting flexfield that you assign the qualifier 'Natural Account'. This segment indicates whether the Accounting Flexfield is an Asset, Liability, Equity, Revenue, or Expense account. In Receivables, the Natural Account typically identifies the Revenue account.

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Value Added Tax – DefinitionsNon-Deductible Input VAT: The VAT amount paid on expense items that may not be reclaimed against Output VAT. Usually, all items purchased for a business are deductible. Certain high value purchases, (for example, luxury cars for an executive's spouse) may be considered non-deductible. For small companies, service or items of value to both the owner and business may be partially non-deductible.Output VAT: The tax charge on the supply of taxable goods and services (e.g. tax on customer invoices or revenue items). Output VAT should be reported wherever you account for sales.Recargo de Equivalencia: An additional tax levied in Spain on specific types of businesses. The rate of tax is related to the primary rate of VAT for the item sold.Tax Engine: A collection of programs, user defined system parameters, and hierarchical flows used by Receivables to calculate tax.VAT Regime: A set of VAT rules and rates applicable to a well defined set or type of transactions. In Europe, the most common VAT regimes are Domestic, Import, and Inter-EC. However, many countries have additional regimes for special geographical regions or types of businesses.

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Value Added Tax – Definitions

VAT Classification: Each country classifies VAT into a small number of rates. Following are the five basic classes of VAT:

•Standard: The majority of transactions are classified at a Standard rate. In Europe, the Standard rate of VAT varies between 12-25%.

•Reduced: A lower rate of tax for specific goods or services. For example, within the EU, the reduced rate is applied to consumption of domestic fuel and power.

•Luxury: A higher than standard rate of tax, normally applied to a very limited set of goods or services.

•Zero: Zero-rated, gross sales are reported separately from exempt rated transactions.

•Exempt: Exempt from VAT. Gross sales are reported separately from zero-rated transactions.

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Implementing US Sales Tax Receivables provides a comprehensive solution for US Sales Tax requirements,

including the calculation of sales tax based on the state, county, city, and zip code components of the customers' addresses.

Override any tax rate through customer and product exemptions and compile periodic sales tax returns using the US Sales Tax Report.

Additionally, integrate Receivables with external tax software vendors through the Tax Vendor Extension.

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US Sales Tax – Major Features

Customer Address ValidationReceivables provides the State.County.City Sales Tax Location Flexfield for US Address Validation. If used, this structure will ensure that the State, County, and City fields are required on customer addresses within your home country. Given data from the Tax Vendor, Customer Address entry can default the State, County and City fields automatically from the entry of the 5 digit ZIP code. If a given zip code is identified in multiple locations, Receivables will list only those applicable, allowing a quick and simple identification of the correct jurisdict

Customer Exemption CertificatesAwarded by the state, a Customer Exemption Certificate allows a customer to be fully or partially exempt from paying Sales Tax. Another type of exemption includes exemptions by statute, such as sales to the US Government. Typically, Customer Exemption Certificates are recorded for the bill-to Customers who are shipping to a specific state. Receivables uses effectivity dates and approval statuses to ensure your tax department has full visibility and control. Receivables provides a Tax Handling field for each transaction line that you can use to record and control how exemption certificates are applied. Receivables lets you fully or partially exempt customers or items from US Sales Tax. Period end reporting includes summaries of tax exempt amounts categorized by exempt reason within each state

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Integration with Oracle Order Management

During the Order process, applicable exemption certificates will be automatically applied to the order. These controls are also available in AutoInvoice and the Receivables Transaction workbench. If the profile option Tax: Allow Override of Customer Exemptions is set to Yes, optionally override the default tax handling to require tax on a transaction that is normally exempt or to exempt a customer who normally would be charged tax. When AutoInvoice creates the transaction in Receivables, an exempt order will automatically create an unapproved exemption certificate, if one is not found. If AutoInvoice creates unapproved exemptions, account for the sale prior to obtaining the paper certificate. Update the status of an exemption certificate from Unapproved to Primary in the Tax Exemptions window. A certificate that is marked as Primary will be automatically applied to all future transactions for this bill-to customer, when shipping to the state for which this exemption is created.

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Automatic US Sales Tax CalculationsUsing data provided by the Tax Vendor, Receivables automatically calculates tax rates and amounts based on the transaction's ship-to address and creates any applicable Exemptions or Exceptions.

Reconciliation of Sales Tax Liability AccountsReceivables AutoAccounting allows recording the sales tax liability for each state in a different accounting flexfield. Using the Receivables US Sales Tax Report, compile US Tax Returns and reconcile the period-end figures to individual Sales Tax Liability Accounts.

US Sales Tax ReportingThe US Sales Tax report includes all transactions and Adjustments categorized by ship-to State, County, and City and lists taxable, exempt, and tax amounts. This report is used as the basis of the periodic sales tax returns. Using Reports Exchange, download this report into third party tax preparation packages for automated returns processing.

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Overview of Sales Tax Rate Interface

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Preparing to Load Sales Tax RatesTo ensure that the Sales Tax Rate Interface works correctly, complete the following steps before loading sales tax records into Receivables:

Verify the Sales Tax Location Flexfield Structure – When the Tax Interface program is used for the first time, navigate to the Key Flexfields window and verify that the Sales Tax Location Flexfield structure is frozen and compatible with the location and tax rate data being loaded into Receivables. This step needs to be performed only once.Perform Backup of Sales Tax Information – Before loading sales tax data into Receivables, perform a backup of the location and tax rate information. Perform this step every time the Sales Tax Rate Interface program is executed. This information is stored in the following tables:

• AR_LOCATION_VALUES• AR_LOCATION_RATES• AR_LOCATION_COMBINATIONS• AR_SALES_TAX

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Preparing to Load Sales Tax RatesClear Tax Interface TableVerify that the AR_TAX_INTERFACE table does not contain any records. The SQL loader control scripts aravp.ctl and arvertex.ctl will clear all existing tax rate information before loading a new set of locations and rates. Either use these scripts to clear existing records or truncate the table AR_TAX_INTERFACE manually using the TRUNCATE command. Perform this step every time the Sales Tax Rate Interface program is executed.Verify and Define Tax Table Storage ParametersPerform this step every time the Sales Tax Rate Interface program is executed. Verify that the AR_LOCATION_VALUES and AR_LOCATION_RATES tables into which to load locations and tax rates have sufficient allocations of space.

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Sales Tax Rate Interface Validation

If the Sales Tax Rate Interface program identifies a record in the interface table that has invalid data, then the program will not pass this record into Receivables location and tax rate tables.

Each location loaded into the tax interface table must have a unique location ID associated with it. This unique location ID enables the Sales Tax Rate Interface program to distinguish between different locations even if the same name appears more than once in your tax data.

All locations which are junior to other locations must identify their parent through the parent location ID. The Sales Tax Rate Interface program will only load a tax record into Receivables if it has a parent, unless it is a senior location.

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Using Sales Tax Rate InterfaceInvoke the Sales Tax Rate Interface program from the Run Tax Rate Interface window to transfer sales tax records from the Receivables tax interface table into the Receivables tax location and tax rate tables. The Report Submission Parameters are

Parameter Possible Values

Review or Upload

Load All Data in Tax Interface

Load Changed Data Only in Tax Interface Table

Review Tax Interface Data

Print Format Print All Detail

Print Summary Only

Print Warnings in Detail

Senior Location

Enter a value from the first segment of your Sales Tax Location Flexfield structure containing the sales tax rates you want to upload or review. For example, if your structure is State.County.City then you would enter the State that contained the rates you want to upload or review. If you leave this parameter null, all values are included.

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Action Codes of Sales Tax Rate Interface ProgramSuccess Action CodesThe codes in the following table are for tax rows that the Sales Tax Rate Interface program has successfully loaded into the location or tax rate tables. These codes do not require you to take any additional actions.

Action Code Meaning

INSERT Inserted a new tax rate for a location that already exists

NEW-LOCATION- INSERT

Inserted new location and new tax rate information

ZIP-RANGE- UPDATED Updated the zip code range for a location to the range provided by your tax vendor

IGNORED- NARROWER-ZIP

Two overlapping zip code ranges were found in AR_TAX_INTERFACE. Sales Tax Interface added the broader range and rejected the other.

NARROWER-ZIP- RANGE

Replaced existing zip code range with a narrower zip code range.

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Action Codes of Sales Tax Rate Interface ProgramWarning Action CodesVerify that the Sales Tax Rate Interface program has performed the updates or adjustments required for each record with a warning action code. The codes in the following table are warning action codes.

Action Code Meaning

ALREADY-EXISTS

This tax rate already exists in Receivables.

NEW-LOCATION Inserted a new location that did not include any tax rate information. You must manually assign a tax rate to this location for Receivables to be able to create a tax line for invoices with this location. If you are only loading locations for address validation purposes, then you do not need to assign a tax rate to this location.

RATE-ADJUST Replaced an existing tax rate with a new tax rate

UPDATE-INSERT

Inserted new tax rate information, and adjusted the active dates of existing tax rate information

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Specifying Tax Codes – Customer Level

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Specifying Tax Codes – Customer Site Level

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Specifying Tax Codes – Transaction Line Level

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Tax Accounting ProcessTax Accounting ProcessSpecifying Tax Codes – Standard Memo Line Level

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Specifying Tax Codes – Item/Product Level

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Period Close Process

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Period Close ProcessPeriod Close Process

Period Closing Process

At the end of each accounting period, companies must complete the closing process in Receivables.

Review, balance, and reconcile AR transactions

Transfer to Oracle

General Ledger

Review transfer results, and

resolve transfer issues

Post journal entries in GL

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Reporting in Oracle Receivables• Oracle Receivables standard reports and listings include reconciliation reports,

sales journal reports, receipt reports, transaction reports, and more.

• These reports can be used to report on period activity.

Before initiating transfer to the general ledger, use standard reports to:• Reconcile receipts• Reconcile journals• Reconcile transactions• Reconcile customer balances

Balancing Accounts Receivable Transactions

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Balancing Accounts Receivable Transactions

• Sales Journal by customer

• Transaction register• Receipts Journal report

• Receipt register

Opening balance+ Transactions- Receipts= Closing balance

• Journal Entries Report• Sales Journal by GL Account • Receipts Journal Report

Reconciletransactionsand receipts

Reconciletransaction and

receipt accounting flexfield balances

Submit GL Interface process

Reconcileoutstanding

customer balances

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Generating Reconciliation Reports• Run reports from the Print Accounting Reports window or run as concurrent processes from the

Submit Requests window.

• Use the Aging Report as of the last date of the prior month to get the outstanding opening balance.

• Use the Transaction Detail Report to identify invoices, debit memos, credit memos, deposits, guarantees, and chargebacks that increase the outstanding opening balance.

• Use the Adjustment Register to identify any adjustments that affect the transactions for the month.

• Use the Invoice Exception Report to reduce the outstanding amount where transactions do not update customers accounts.

–These transactions appear in the Transaction Register, but not on the Aging reports.

• Use the Unapplied Receipt and Applied Receipt registers to identify the payments received from customers.

–These reduce the outstanding customer balances.

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Generating Reconciliation Reports

•Generate the Aging Report as of the last day of the month to get the month-end balance.

•Use the AR Reconciliation Report to help you reconcile your accounts receivable activities.

–This report summarizes all customer, receipt, transaction, and account balances for the period you specify to simplify the internal reconciliation process.

Reconciling Customer Balances

Month-end balance = Outstanding balance at beginning of month

+ transactions - receipts

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Reconciling Transactions• Generate the Transaction Register and the Sales Journal by Customer for the period under

consideration.• The Sales Journal balance should match the total of the transactions in the Transaction

Register plus twice the Credit Memo totals.

Reconciling Receipts• Generate the Receipt Register and the Receipt Journal Report (select Transaction in the

Report Mode parameter) for the period under consideration.• The balance in the Receipt Journal Report should match the balance in the Receipt Register.

Reconciling Journals

• Generate the Journal Entries Report-Summary by Account.• The totals for each Accounting flexfield in the Sales Journal and the Receipt Journal should

match the corresponding totals in the Journal Entries Report.

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Comparing Transaction Categories

Category in General Ledger

Debit Memos

Credit Memos and Credit

Memo Applications

Credit Memos

Sales Invoices

Chargebacks

Trade Receipts

Adjustments

Sales Invoices

Miscellaneous Receipts

Sales Invoices

Transaction Type

Debit Memos

Credit Memos

On-Account Credits

Invoices

Chargebacks

Receipts

Adjustments

Guarantees

Miscellaneous Transactions

Deposits

Oracle Receivables Transactions

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Running Revenue RecognitionRecognize revenue for

invoices with rules:

• Revenue Recognition is run to generate the revenue recognition schedule for invoices with accounting rules.

• Distributions are created that will be passed to the general ledger during the appropriate period.

• To ensure revenue recognition, the revenue recognition program runs prior to the GL transfer process.

• Alternatively, run the revenue recognition program manually using the Run Revenue Recognition window.

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Transferring Transactions to Oracle GL

Unposted Items Report


PostingExecution Report

PostingExecution Report

GL Interface Table

GL Interface Table

Transactions out of balanceTransactions

out of balance

Transactions balance

Transactions balance

Submit GL Interface programSubmit GL Interface program

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Transferring Transactions to Oracle GL

Run Journal Import from

GL or AR

Journal

entry

GL interface table

Post journal entries in GL to update account

balances

GL_JE_BATCHES

GL_JE_HEADERS

GL_JE_LINES

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Running GL InterfaceSelect Summary to transfer transaction totals by account code.

Select Summary to transfer transaction totals by account code.

Select Detail to transfer journal entry transaction line items for each account code in a category.

Select Detail to transfer journal entry transaction line items for each account code in a category.

Select Yes in the Run Journal Import field to populate the GL_INTERFACE tables and import journal batches into Oracle General Ledger.

Select Yes in the Run Journal Import field to populate the GL_INTERFACE tables and import journal batches into Oracle General Ledger.

Specify GL start and end dates in an open receivables period and an open or future enterable Oracle General Ledger period.

Specify GL start and end dates in an open receivables period and an open or future enterable Oracle General Ledger period.

Select No to populate the GL_INTERFACE tables. Journal batches will be transferred at a later time when Run Journal Import is submitted from Oracle General Ledger.

Select No to populate the GL_INTERFACE tables. Journal batches will be transferred at a later time when Run Journal Import is submitted from Oracle General Ledger.


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Reconciling the GL Transfer Process

• The General Ledger Interface produces an execution report that shows you the total debits and credits transferred from Receivables to the General Ledger Interface table.

• Compare this report to your Sales and Receipt Journal totals and verify that they match.

Note: Be sure to use the same General Ledger Date ranges for the two journals and the GL transfer.

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Receivables Setup

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Receivables SetupReceivables Setup

Payment Terms

(N) SetupTransactions Payment Terms

To associate a credit check with this payment term, check the Credit Check box. Oracle Order Management uses this information to determine when to place an order on hold.

Enter a number of Print Lead Days to enable AR to print this transaction x number of days before the due date, where x is the number of days entered here.

Enter the Base Amount for this payment term. The default is 100. The base amount is the denominator for the ratio Receivables uses to determine the amount due for installments of invoices assigned to this payment term.

Uncheck to disallow customers to take discounts for partial payments on items associated with this payment term

If this payment term uses proxima terms, enter the day to start the new billing cycle for the next month in the Day of Month field (Cutoff Day region). Customers who have invoices that fall due before the cutoff day of the invoice payment terms receive invoices on the day that you specify in the Due: Day of Month field for the current month. Customers who have invoices with payment terms that fall due after the terms' cutoff day receive invoices on the day that you specify in the Due: Day of Month field for the next month of each of these terms.

To create a payment term to use with consolidated billing invoices that includes all transactions created during the month specified, check the Last Day of Month check box.

Enter the First Installment option for items assigned to this payment term. This indicates how Receivables will allocate the freight and tax charged to transactions using this payment term.

Enter the Discount Basis you want Receivables to use when calculating discounts for invoices. The default is the value entered in the System Options window.

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Payment Terms

(N) SetupTransactions Payment Terms

Enter the Relative Amount for this payment term. This is the numerator of the ratio that Receivables uses to determine the amount due for this installment of these payment terms.

Enter the number of Days after the invoice date that payment is due for this installment term (optional). For split payment terms, this number indicates the number of days after the invoice date that an installment is due.

Enter the Date on which payment is due for this installment term (optional). If you do not complete this field, enter a value for either Due Days or both Day of Month and Months Ahead.

If you are defining proxima terms, enter the Day of Month that payment is due for this installment term.

If you are defining proxima terms and you entered a value for Day of Month, enter the Months Ahead to which this installment term of the proxima terms refer.

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Payment Terms – Discounts

(N) SetupTransactions Payment Terms Discounts

To limit the period of time that the discount for this installment's discount line will be active, enter the Date, day of the Month, and the number of Months Ahead for this discount's expiration date. Receivables uses these values to calculate the discount date during invoice entry.

Enter the discount percentage and number of Days for this payment term.

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Transaction Types

(N) SetupTransactions Transaction Types

This is the transaction type used for credit memos that reference a commitment.

The class is used to distinguish transaction types.

This field controls tax charges.

This field determines whether to allow over applications against items with this transaction type.

The transaction type used for invoices that reference a commitment.

This field is used to control freight charges.

This field is used to specify the creation sign of transactions.

Use this field to determine whether to restrict the direction of the transaction balances when applying payments.

These are default accounts used by the Transactions window. Accept these defaults or enter other accounts when commitments are entered.

These fields control posting to your general ledger and the updating of customer balances.

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Transaction Types – Commitments

(N) SetupTransactions Transaction Types

This is the transaction type used for credit memos that reference a commitment. If you create a deposit, then all credit memos that reference this deposit must be assigned to this credit memo type. You should choose a credit memo type that has Post to GL and Open Receivable set to Yes. Receivables displays a warning message if the credit memo type you choose has Post to GL or Open Receivable set to No.

When defining commitment types, use a class of either Deposit or Guarantee.

Receivables sets this field to No when transaction types for commitments are defined.

This field is set to No when transaction types for commitments are defined.

This is the transaction type used for invoices that reference a commitment. If you create a deposit, then all invoices that reference this deposit would be assigned to this invoice type. You should choose an invoice type that has Post to GL and Open Receivable set to Yes. Receivables displays a warning message if the invoice type you choose has Post to GL or Open Receivable set to No.

This field is set to Positive Sign when transaction types for commitments are defined.

These are default accounts used by the Transactions window. You can accept these defaults or enter other accounts when you enter your commitments.

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Transaction Sources - Manual

(N) SetupTransactions Sources

Check the Automatic Batch Numbering box and enter a Last Number to automatically number new manual batches created using this source

To automatically number new transactions created using this source, check the Automatic Transaction Numbering box and enter a Last Number. You can use automatic transaction numbering with both Imported and Manual sources.

Check to use the same value for both the document number and the transaction number for transactions assigned to this source

Enter the Standard Transaction Type for this batch source. When you choose a batch source during transaction entry, this is the default transaction type.

Enter a Type of 'Manual'

To number credit memos created against invoices and commitments with this source differently than the invoices or commitments they are crediting.

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Transaction Sources - Imported


Check the Automatic Batch Numbering box and enter a Last Number to automatically number new manual batches created using this source

To automatically number new transactions created using this source, check the Automatic Transaction Numbering box and enter a Last Number. You can use automatic transaction numbering with both Imported and Manual sources.

Check to use the same value for both the document number and the transaction number for transactions assigned to this source

Enter the Standard Transaction Type for this batch source. When you choose a batch source during transaction entry, this is the default transaction type.

Enter a Type of 'Imported.'

To number credit memos created against invoices and commitments with this source differently than the invoices or commitments they are crediting.

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Check the Create Clearing box if you want AutoInvoice to require that the revenue amount for each transaction line is equal to the selling price times the quantity specified for that line. Use this option to distribute revenue on an transaction in an amount that is not equal to the transaction line amount.

Specify how you want AutoInvoice to handle imported transactions that have Invalid Tax Rates. An invalid tax rate is one in which the imported transaction's tax rate does not match its tax code. Enter 'Correct' if you want AutoInvoice to automatically update the tax rate that you supplied to the one that you defined previously for the tax code. Enter 'Reject' if you want AutoInvoice to reject the transaction.Specify how you want AutoInvoice to

handle imported transactions with Invalid Lines by entering either 'Reject Invoice' or 'Create Invoice.'

Specify how you want AutoInvoice to handle imported transactions that have lines in the Interface Lines table that are in a closed period. To have AutoInvoice automatically adjust the GL dates to the first GL date of the next open or future enterable period, enter 'Adjust' in the GL Date in a Closed Period field. Enter 'Reject' to reject these transactions.

Enter a Grouping Rule to use for a transaction line (optional).

Indicate whether sales credits can be entered for transactions using this source by checking or unchecking the Allow Sales Credit box.

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Choose either 'Value' or 'ID' for each option to indicate whether AutoInvoice validates customer information for this batch source using a value or identifier.

Choose 'None' for no validation.

Choose Value to import a record into AutoInvoice tables using its actual name.

Choose ID to use its internal identifier.


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Choose either 'Amount' or 'Percent' to indicate how you want AutoInvoice to validate your Revenue Account Allocation data for this batch source.

Choose ID, Value, or None to indicate how AutoInvoice validates your Invoice and Accounting Rule data for this batch source.

Choose either 'Id' or 'Segment' to indicate whether you want AutoInvoice to validate the identifier or the flexfield segment for this batch source.Check the Derive Date check box to

derive the default rule start date and default GL date from the ship date, rule start date, order date and the default date that you supply when you submit AutoInvoice.

Choose either 'Id' or 'Value' to indicate whether AutoInvoice validates your Payment Terms for this batch source using identifiers or values.

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Choose how you want AutoInvoice to validate data for agents, revenue credit types, and revenue credit. Choose Number, ID, or Value to validate information using identifiers, numbers, or values for this batch source. Choose to validate Revenue Credits based on either Amount or Percent.

Choose how AutoInvoice should validate data.

Choose Number, ID, or Value to validate information using identifiers, numbers, or values for this batch source.

Choose 'None' for no validation

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Standard Memo Lines

(N) SetupTransactions Memo Lines

Enter the Name and a Description of this memo line. Receivables prints this description on your debit memo, on-account credit, debit memo reversal, chargeback, commitment, or invoice.

Choose a line type of Chargeback Line, Charges, Debit Memo Receipt Reversal, Freight, Line, or Tax.

If the type of this memo line is 'Line,' enter a Unit of Measure. Receivables defaults the unit of measure to this value when you choose this standard line item during invoice or memo entry.

Enter the Accounting Rule to use with this standard line

Enter the ad hoc tax code to associate with this standard line (optional). If you are defining a standard invoice line and AutoAccounting depends on tax codes, Receivables uses the tax code you enter here along with your AutoAccounting rules to determine the default tax account for invoices with this standard line.

Enter the Unit List Price for this memo line (optional). Receivables displays this price on the debit memos, on-account credits, chargebacks, and invoices you create using this standard line.

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Invoicing and Accounting Rules

(N) SetupTransactions Accounting Rules

Use the Accounting, Fixed Duration type to recognize revenue evenly over a specific number of periods. Revenue can be spread evenly or a percentage can be specified for each period.

Use the Accounting, Variable Duration type to recognize revenue by a percentage for the first period. The remaining revenue is spread evenly across the number of periods you specify during transaction entry.

If this accounting rule type is 'Accounting, Fixed Duration,' and Specific Date is chosen as the period, enter specific dates for each period of the revenue recognition schedule for this rule.

Enter the Period to use for the accounting rule schedule. Choose from any of the Period Types defined

If this accounting rule type is 'Accounting, Fixed Duration,' enter the Number of Periods to use for the accounting rule schedule

If this accounting rule type is 'Accounting, Fixed Duration,' Receivables displays a rule schedule according to the period and number of periods entered. The sum of all periods for this type must equal 100 percent.If this accounting rule type is 'Accounting, Variable Duration,' do not enter any information. Receivables uses the number of periods passed through AutoInvoice or entered manually in the Transaction window to determine the payment schedule of the accounting rule.

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AutoInvoice – Line Ordering Rules

(N) SetupTransactions Autoinvoice Line Ordering Rules

Enter the priority of the transaction attribute in the Sequence field. Enter a higher number to specify a lower priority transaction attribute for this invoice line ordering rule.

Enter the Transaction Attribute to use to order your invoice lines. Receivables uses the transaction attributes you specify to determine how AutoInvoice orders invoice lines when it groups the transactions that it creates into invoices, debit memos, and credit memos.

Enter the type of this line ordering attribute. Enter either 'Ascending' or 'Descending' to specify whether you want this transaction attribute to be ordered from least to greatest (Ascending), or greatest to least (Descending).

Enter a Name and Description for this rule.

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AutoInvoice – Grouping Rules

(N) SetupTransactions Autoinvoice Grouping Rules

Enter any Optional Grouping Characteristics you want to use to group your transactions. Receivables ensures that you do not assign duplicate transaction class grouping characteristics to your grouping rule.

Enter a Name and Description for this grouping rule.

Enter the invoice line ordering rule for this grouping rule (optional). The invoice line ordering rule tells AutoInvoice how to order transaction lines within this grouping rule.

Enter the Transaction Class to define for this grouping rule. Choose from the following classes: Invoice, Debit Memo, or Credit Memo.

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Approval Limits

(N) SetupTransactions Approval Limits

If you specified a Document Type of Credit Memo, indicate whether this approver is the primary approver for this range by checking the Primary box.

Enter the Username of the person for whom you are defining approval limits, or select from the list of values.

Enter a Currency code. You can define multiple user approval limits for each currency defined in your system.

Enter the Reason for which the user has got the approval limits

Enter a maximum approval amount in this currency for this user. You can enter either a positive or negative amount, but the To Amount must be equal to or greater than the From Amount.

Enter the document type for which the approval limit is being set for the User

Enter a minimum approval amount in this currency for this user. You can enter either a positive or negative amount, but the From Amount must be less than or equal to the To Amount.

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Auto Accounting

(N) SetupTransactions AutoAccounting

An expenditure type class tells OracleProjects how to process an expenditureitem. Oracle Projects predefines allexpenditure type classes.





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Receivables SetupReceivables SetupReceivable Activities

(N) Setup Receipts Receivable Activities

An activity's type determines whether it uses a distribution set or GL account and in which window your activity appears in the list of values. You can choose from the following types:

Adjustment: Used in the Adjustments window. Create at least one activity of this type.

Bank Error: Used in the Receipts window when entering Miscellaneous transactions. Use this type of activity to help reconcile bank statements using Oracle Cash Management.

Earned Discount: Used in the Adjustments and the Remittance Banks windows. Use this type of activity to adjust a transaction if payment is received within the discount period (determined by the transaction's payment terms).

Finance Charge: Used in the Customers and System Options window. Define a finance charge activity if finance charges are included on statements or dunning letters. You can only define one activity of this type.

Miscellaneous Cash: Used in the Receipts window when entering Miscellaneous transactions. You must create at least one activity of this type.

Short Term Debt: Used in the GL Account tabbed region of the Remittance Banks window. The short-term debt account records advances made to creditors by the bank when bills receivable are factored with recourse. Receivables assigns short-term debt receivables activities to bills receivable remittance payment methods.

Unearned Discount: Used in the Adjustments and the Remittance Banks windows. Use this type of activity to adjust a transaction if payment is received after the discount period (determined by the transaction's payment terms).

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Receivable Activities (Contd…)

(N) Setup Receipts Receivable Activities

Indicate how Receivables should derive the accounts for the expense or revenue generated by this activity by specifying a GL Account Source.

Specify a Tax Code Source to indicate where Receivables derives the tax code for this activity. Choose one of the following:

Activity: Allocate the tax amount to the Asset or Liability tax accounts specified by the Receivables Activity.

Invoice: Distribute the tax amount to the tax accounts specified by the tax code on the invoice. You cannot choose this option if the activity Type is Miscellaneous Cash or Finance Charges.

None: Allocates the entire tax amount according to the GL Account Source you specified. Choose this option if you do not want to separately account for tax.

If the activity type is Miscellaneous Cash and you specified a tax Code Source of Activity, enter an Asset and Liability tax code, or select from the list of values. The Asset tax code is your collected tax account (tax received); use this tax code to account for tax on miscellaneous receipts. The Liability tax code is your deductible account (tax paid); use this tax code to account for tax on miscellaneous payments.

Enter an Activity GL Account, or select from the list of values. If the activity type is Miscellaneous Cash and the GL Account Source is Distribution Set, you cannot enter a value here.

If the activity type is Miscellaneous Cash, enter a Distribution Set, or select from the list of values.

EAS – Oracle Apps


AutoCash Rule Sets

(N) Setup Receipts AutoCash Rule Sets

Check to include items in dispute when calculating customer's open balance

Enter the Name and Description of this AutoCash rule set.

Enter the type of Discount you want to automatically give to your customer for this AutoCash Rule Set. Choose from:

Earned Only: Customer can take earned discounts according to the receipt terms of sale.

Earned and Unearned: Customer can take both earned and unearned discounts. An unearned discount is one taken after the discount period passes. You cannot choose this option if the system option Unearned Discounts is set to No.

None: Customer cannot take discounts

Enter one or more AutoCash Rules for this AutoCash rule set

Check to include finance charges when calculating customer's open balance

If this rule set will include the Apply to the Oldest Invoice First rule, choose how you want to apply any Remaining Remittance Amount.

Check to automatically apply partial receipts when using the Apply to the Oldest Invoice First rule

EAS – Oracle Apps


Distribution Sets

(N) Setup Receipts Distribution Sets

Enter the Name and Description for this distribution set.

Enter the receipt percentage to allocate to this distribution set account.

Enter the Account segments for each distribution set account you create for your distribution set. Receivables generates general ledger distributions using the account information assigned here.

EAS – Oracle Apps


Receipt Sources

(N) Setup Receipts Receipt Sources

Enter a Receipt Class. The receipt class determines the required processing steps for receipts you create using this batch source (confirmation, remittance, and bank clearance).

Enter a Payment Method. The payment method determines the accounting for automatic and manual receipts.

To associate a remittance bank with this receipt batch source, enter a Bank Account.

To manually enter batch numbers for receipt batches you create using this source, choose Manual Batch Numbering.

To have Receivables automatically assign sequential batch numbers to receipt batches you create using this source, choose Automatic Batch Numbering.

Choose whether the receipt is created manually or automatically

EAS – Oracle Apps


Receipt Classes – Automatic

(N) Setup Receipts Receipt Classes

Choose a Clearance Method to require receipts created using a payment method assigned to this receipt class to be reconciled before posting them to your cash account in the general ledger.

Check the Notes Receivable box to create a Notes Receivable receipt class

Choose a Creation Method of Automatic. Check to require automatic receipts

assigned to this receipt class to be confirmed before they can be remitted

If the Require Confirmation box is checked, choose a Remittance Method. Enter the Payment Method to

assign to this receipt class.

Enter the Grouping Rule to use for this payment method.

Enter Earliest or Latest in the Derive Maturity Date field to indicate whether to derive the maturity date for a bill receivable from the earliest or latest due date of all transactions grouped into the bill.

Enter the number of days before the invoice due date that a transaction payment schedule can be exchanged for a bill receivable.

Enter to run a printing program when you format remittance batches for receipts remitted to you using this payment method.

Enter the bills receivable Transaction Type for this payment method.

Check the Debit Memos Inherit Receipt Numbers box, if you want debit memo reversals of receipts applied to a bill receivable remitted with this payment method to inherit the receipt number.

Check the Inherit Transaction Number box to use the transaction number as the receipt number

EAS – Oracle Apps


Receipt Classes – Manual

(N) Setup Receipts Receipt Classes

Choose a Clearance Method to require receipts created using a payment method assigned to this receipt class to be reconciled before posting them to the cash account in the general ledger.

Check the Notes Receivable box to create a Notes Receivable receipt class

Choose a Creation Method of Manual.

Check to require receipts assigned to this receipt class to be confirmed before they can be remitted

If the Require Confirmation box is checked, choose a Remittance Method.

Enter the Payment Method to assign to this receipt class.

Check the Debit Memos Inherit Receipt Numbers box, if you want debit memo reversals of receipts applied to a bill receivable remitted with this payment method to inherit the receipt number.

EAS – Oracle Apps


Banks

(N) Setup Receipts Banks

Enter address information for your bank account in this region.

Name. The name of the bank.

Alternate Name. You can enter an alternate name for your bank if you enable the AP: Enter Alternate Fields profile option. If you do not enable this option, the Alternate Name field will not appear.

Number. Identification number of the bank. The system uses this information to identify the bank in payment formats that use electronic payment methods. The combination of Bank Number and Branch Number must be unique.

Institution. Enter either Bank or Clearing House to indicate what type of bank branch you are defining.

Name. The name of the bank branch. Number. The number of the bank

branch. Payables uses this information to identify the bank branch in payment formats using electronic payment methods, in creating positive pay files, and when laser printing the MICR line on checks.

Type. The banking organization to which this branch belongs. You must enter a value in this field if you will use this bank for payments with Oracle e-Commerce Gateway.

EDI Location. The Electronic Data Interchange (EDI) location code for this bank.

EDI ID Number. This field is used only by Oracle Energy, if you have installed it. If you have not installed Oracle Energy, leave this field blank.

EFT Number. Your organization's EFT (electronic funds transfer) user number. This number is used to identify your organization on any EFT transmissions with the bank.

EAS – Oracle Apps


Banks – Transmission Details


External Identifier. Identifier by which the transmitting entity (your enterprise) is known to the bank.

Transmission Code. Unique name assigned to the transmission setup. In the Payment Documents window, you select this code when you create a transmittable payment document. You also select this code when you submit a transmission program.

Program. Your bank's custom transmission program. This custom file contains the extensions that the Automatic Bank Transmission feature uses to modify the payment file and communicate directly with your bank. This field is case-sensitive.

Username. Bank-assigned login name used to access the bank's system directory.

Password. Bank-assigned password used to access the bank's system directory.

Protocol. Bank's required protocol by which files are transferred.

Transmission E-mail. Workflow role assigned to the Payables user who should receive an e-mail notification that the payment file was sent or that the payment file transmission failed.

Confirmation E-mail. Workflow role assigned to the Payables user who should receive an e-mail notification that the confirmation file was received or that there was a transmission error.

Local Payment File. Local directory where the modified payment file is stored.

Local Confirmation File. Local directory where the bank's confirmation files are stored.

Bank Payment File. Bank's directory to which the payment file is delivered.

Bank Confirmation File. Bank's directory from which the confirmation files are retrieved.

Payment File Extension. Extension added to the payment file name. For example, .txt.

Payment File Prefix. Prefix added to the payment file name. For example, ACH.

Payment File Suffix. Suffix added to the payment file name.

Confirmation File Extension. Extension of the confirmation file name.

Confirmation File Prefix. Prefix of the confirmation file name.

Confirmation File Suffix. Suffix of the confirmation file name.

EAS – Oracle Apps


Banks – Transmission Details


Local directory where the payment exceptions reports are placed.

Workflow role assigned to the user who should receive an e-mail notification that the payment exceptions reports were retrieved or that there was a transmission error.

Suffix of the payment exceptions file.

Bank's directory from which the payment exceptions reports are retrieved.

Extension of the payment exceptions file.

Prefix of the payment exceptions file.

EAS – Oracle Apps

Receivables SetupReceivables SetupBanks – Transmission Details


Prefix added to the intra-day bank statement file name to distinguish the type of file. For example, BAI.

Workflow role assigned to the user who should receive an e-mail notification that the previous day bank statement file was retrieved or that the previous day bank statement file transmission failed.

Workflow role assigned to the user who should receive an e-mail notification that the intra-day bank statement file was retrieved or that the intra-day bank statement file transmission failed.

Prefix added to the previous day bank statement file name to distinguish the type of file. For example, BAI.

Suffix added to the previous day bank statement file name.

Extension added to the intra-day bank statement file name to distinguish the type of file. For example, .dat.

Local directory where the previous day bank statement files are placed. This directory path must be defined in the init.ora file.

Local directory where the intra-day bank statement files are placed. This directory path must be defined in the init.ora file.

Bank's directory from which the previous day bank statements are retrieved.

Bank's directory from which the intra-day bank statements are retrieved.

Extension added to the previous day bank statement file name to distinguish the type of file. For example, .dat.

Suffix added to the intra-day bank statement file name.

EAS – Oracle Apps


Bank Accounts


The value used to validate the authenticity of the bank account number according to country specific bank account validation requirements. This value is provided by the financial institution.

The name used to refer to the bank account.

The bank account identification number. The combination of Bank Account Number, Bank Branch Number, Account Use, and Currency must be unique for each bank.

Account Type. Type of your bank account.

Indicates the account holder of this account.

Currency. Currency for a bank account. The default value is your functional currency.

Enable this option if the bank account belongs to an organization that receives payments for multiple suppliers

Enter the cash account associated with the bank account. This account must be an asset account.

Enter the cash clearing account associated with the bank account.

Enter the bank charges account associated with the bank account.

Enter the bank errors account associated with the bank account.

If Automatic Receipts are used and receipt information is to be sent to the customer before applying the receipt, the receivable is maintained in the Accounts Receivable account until it is confirmed by the customer. Upon confirmation, it is reversed from the Accounts Receivable account and placed into this account.

Enter the default value for the future dated payment account.

EAS – Oracle Apps

Receivables SetupReceivables SetupBank Accounts


Enter the cash clearing account associated with the bank account.

Enable this option if you want to use this bank account to enter receipts in multiple currencies.

Enter the short term debt account associated with the bank account.

Enter the Remitted Receipts account associated with the bank account.

Enter the factored receipts account associated with the bank account.

Enter the Unapplied Receipts account associated with the bank account.

Enter the unidentified Receipts account associated with the bank account.

Enter the on Account Receipts account associated with the bank account.

Enter the Unearned discounts receivable activity associated with the bank account.

Enter the earned discounts receivable activity associated with the bank account.

EAS – Oracle Apps

Receivables SetupReceivables SetupBank Accounts


Multiple Currency Payments. Enable this option if you want to use this bank account to pay invoices entered in multiple currencies.

Allow Zero Payments. If you will allow zero-amount payments from this bank account, enable this option.

Pooled Account. If you use Automatic Offsets and you want to associate multiple companies with this bank account, then enable this option.

Maximum Outlay. The largest currency outlay that you allow for a payment batch for this bank account.

Maximum Payment. The largest payment amount that you allow in a payment batch.

Minimum Payment. The lowest payment amount that you allow in a payment batch.

Realized Gain. If the bank account is a foreign currency or multiple currency account, enter the account you want Payables to use when creating accounting entries for realized exchange rate gain/loss on foreign currency payments.

EAS – Oracle Apps


Bank Codes

Select a transaction Type from the poplist. The transaction type determines how Cash Management will match and account for transactions with that code.

(N) Setup Receipts Banks Bank Codes

Enter the number of Float Days that you want Cash Management to add to or subtract from the statement date to create an anticipated value date for automatic lockbox receipts.

Enter the Code used by the bank.

Enter a Transaction Source for payment and receipt transactions. Choose Journal from the list of values to reconcile statement items with the assigned transaction code to General Ledger journals. Choose Open Interface to reconcile statement items to settlements in Oracle Treasury or external transactions in the Reconciliation Open Interface. Choose Payables Payments or Receivables Receipts to reconcile statement items to transactions in Oracle Payables or Oracle Receivables.

EAS – Oracle Apps


Bank Accounts – Payables Documents

(N) Setup Receipts Banks Payable Documents

Enter a name for the payment document that is unique for the bank account. Select a Disbursement Type and Payment Format.

Enter the number of Setup Checks you want Payables to print at the beginning of each automatic payment batch or Quick payment.

Enter in the Last Document Number field the last payment document number you used on a payment document. In the Last Available Document Number field, enter the last payment document number available for a payment document.

If the sequential numbering feature is used, assign a Document Category.

Enter to void a range of payment documents

EAS – Oracle Apps


Bank Accounts – Payables Documents

(N) Setup Receipts Banks Payable Documents

If you want to use the payment document for future dated payments, then in the Future Dated payments tabbed region, set the Future Date Use option to either Allowed or Mandatory. If you use the future dated payment account from the payment document rather than the supplier site, then enter the account.

If you have enabled Oracle Cash Management integration for reconciliation, optionally override the GL Accounts in the GL Accounts region.

EAS – Oracle Apps


Auto Lockbox

(N) Setup Receipts Lockboxes Lockboxes

Enter the lockbox Number provided by the bank.

Enter the receipt Batch Source for this lockbox. Enter a batch source that uses automatic numbering. Receivables enters the bank name and account, address, contact person, and accounting flexfield information associated with this batch source.

Enter the Bank Origination Number provided by the bank. This number uniquely identifies the bank branch that sends lockbox information.

EAS – Oracle Apps


AutoLockbox

(N) Setup Receipts Lockboxes Lockboxes

Choose a Match Receipts By method. Lockbox uses this value to determine what type of matching numbers will be used in this transmission.

Enter the Batch Size the Lockbox Validation program should assign to each receipt batch.

Enter your GL Date Source. This source determines the general ledger date for receipts in this lockbox.

If exchange rate type is not specified in the bank file, enter an Exchange Rate Type.

Enter the Receipt Method to assign to this lockbox. The default is the payment method associated with the receipt batch source entered.

If this box is checked, AutoLockbox will only validate the receipt if the billing location is provided; otherwise, Lockbox will import and validate these receipts successfully.

Choose whether to Match on Corresponding Date for transactions in this Lockbox transmission. The matching date will correspond to either the transaction, sales order, purchase order, or consolidated billing invoice date, depending on the Match Receipts By method chosen.

Check to enable the Lockbox Validation program to use the debit item number to determine a customer

Choose how this Lockbox will handle receipts that were identified by the customer or MICR number but could not be fully applied because of invalid transaction numbers.

EAS – Oracle Apps

Receivables SetupReceivables SetupLockbox–Transmission Formats

(N) Setup Receipts Lockboxes Transmission Formats

Enter a Name and Description for this transmission format.

Enter an Identifier that uniquely identifies each record type in a transmission format. The bank defines this value and uniquely identifies each type of record in the bank file.

Enter the Record Type associated with this identifier.

•Batch Header: A Batch Header marks the beginning of a specific batch. Batch Headers usually contain information such as batch number, deposit date, and lockbox number.

•Batch Trailer: A Batch Trailer marks the end of a specific batch. Batch Trailers usually contain information such as batch number, lockbox number, batch record count, and batch amount.

•Lockbox Header: A Lockbox Header marks the beginning of a specific lockbox. Lockbox Headers usually contain information such as destination account and origination number.

•Lockbox Trailer: A Lockbox Trailer marks the end of a specific lockbox. Lockbox Trailers usually contain information such as lockbox number, deposit date, lockbox amount, and lockbox record count.

•Overflow Receipt: An Overflow Payment usually contains invoice information for a specific payment such as batch number, item number, sequence number, overflow indicator, invoice number, debit memo number, or chargeback number, and debit item amounts. Receivables combines the overflow and payment records to create a logical record to submit payment applications.

•Receipt: A Payment usually contains information such as MICR number, batch number, item number, check number, and remittance amount.

•Service Header: Service Header records contain general information about the transmission.

•Transmission Header: A Transmission Header marks the beginning of a specific data file. Transmission Headers usually contain information such as destination account, origination number, deposit date, and deposit time.

•Transmission Trailer: A Transmission Trailer marks the end of a specific data file. Transmission Trailers usually contain information such as total record count.

EAS – Oracle Apps


Lockbox – Transmission Formats

(N) Setup Receipts Lockboxes Transmission Formats

Enter a Description for the field type defined (optional). Use field descriptions to help recognize what information is contained in a particular field type.

Enter Start and End Position numbers for this record type. These positions determine how Receivables identifies the starting and ending position of the field type when data from bank file is imported.

Enter the Field Type to assign to the start and end positions

Enter either Left or Right in the Justify field to indicate from which side Receivables will start reading data in the transmission field.

Enter the type of character that the bank places in the extra spaces for this field type in the Fill Symbol field. Valid values are 'Blank' or 'Zero.'

If the field type is related to a date, enter the Date format your bank uses, or select from the list of values. This field is required when Field Type is either Deposit Date or Receipt Date.

If the field type is related to time, enter the Time format the bank uses. This field is required when Field Type is Deposit Time.

Enter either Yes or No in the Format Amount field to indicate if Receivables should reformat the amount transmitted

Enter a value that indicates that there are additional overflow records for the transmission record

EAS – Oracle Apps


Collectors

(N) Setup Collections Collectors

Enter a Name and Description for this collector.

Enter a Correspondence Name and Telephone Number for this collector (optional). This information appears on dunning letters if they are entered when formatting dunning letters.

If the Credit Memo Request Approval workflow is used, enter the collector's employee name or select it from the list of values. Receivables uses this information to ensure that the collector is also an employee and therefore can receive workflow notifications.

EAS – Oracle Apps

Receivables SetupReceivables SetupAging Buckets

(N) Setup Collections Aging Buckets

Choose the Type of aging bucket being defined. Choose from the following 4-Bucket Aging: Use this type to define an aging bucket with four periods.

7-Bucket Aging: Use this type to define an aging bucket with seven periods.

Credit Snapshot: Receivables displays this aging bucket in the list of values of the Print Collections Report window when the Customer Credit Snapshot report is printed.

Statement Aging: Use this type to define an aging bucket with five periods. This aging bucket appears on your statements. You can define as many statement aging buckets as you need. Receivables displays your active statement aging buckets as list of values choices in the Print Statements window.

Enter a Name for this aging bucket.

Enter a Sequence Number to reflect the order in which Receivables prints the aging bucket period.

Enter the Type of aging bucket line being defined. Choose from the following types:

Current: Display transactions that are not yet due.

Past Due: Display transactions that have a number of days past due in the range you specify for this line.

Dispute Only: Display transactions that are in dispute with your customer.

Pending Adjustment Only: Display transactions that have pending adjustments.

Dispute and Pending Adjustments: Display transactions that are in dispute and transactions that have pending adjustments in this line.

Future: Display transactions that will be due in the future.

If this line type is Current, Past Due, or Future, enter the starting day number in the Days From field.

If this line type is Current, Past Due, or Future, enter the ending day number in the Days To field.

Enter the column headings to appear in the report above the bucket being defined. Enter a maximum of fifteen characters for each column heading.

EAS – Oracle Apps


Receivable Lookup Codes


(N) Setup System Quick Codes Receivables

EAS – Oracle Apps


System Options – Accounting

(N) Setup System System Options Accounting

Enter the Accounting Method to use for the set of books. Enter 'Accrual' to record revenue from invoices, debit memos, and chargebacks. When this method is used, Receivables debits the cash account and credits the receivables account upon payment of a debit item.

Enter 'Cash Basis' to recognize revenue at the time payment is received for an invoice, debit memo, or chargeback. Receivables debits cash and credits revenue when using the Cash Basis method.

Enter the Tax Account to use as the default value in the Tax Codes and Rates window.

If the accounting method is Cash Basis, enter the Unallocated Revenue Account. Receivables uses this account when cash receipt is applied with a balance other than zero to an invoice with a zero balance.

Enter a Cross Currency Rounding Account. Receivables uses this account to record any rounding error amounts created during a cross currency receipt application for currencies that have a fixed rate relationship.

Enter the Name of the receivables accounting set of books.

Enter a Finance Charge Activity.

If the accounting method is Accrual, enter the Realized Gains and Realized Losses Accounts. Receivables posts changes in the functional currency to the Realized Gains or Losses account in GL if there are differences in exchange rate gains or losses.

Define a Header Rounding Account and enable Header Level Rounding (optional). Receivables uses this account to record any rounding differences that occur when converting foreign currency transactions to the functional currency. After you enable Header Level Rounding and save your work, you cannot disable the feature.

To import the batches of transaction records that post into general ledger, check the Automatic Journal Import box.

Enter the number of Days per Posting Cycle. This allows processing of transactions being posting in smaller groups to ensure that you do not run out of rollback space during posting.

EAS – Oracle Apps


System Options – Tax

(N) Setup System System Options Tax

Enter a Tax Registration Number to print on customer invoices.

Enter the sales tax Location Flexfield Structure. Use this to validate customer addresses as well as calculate sales tax based on the customer's shipping address.

Enter the Postal Code Range to be the default value when entering sales tax rate assignments in the Tax Locations and Rates window.

Enter the type of Address Validation to use. This option is only valid for addresses in the home country.

To compound taxes in Receivables, check the Compound Taxes box.

Enter the Tax Method. Choose either 'Sales Tax' or 'VAT'

Enter the Invoice Printing method to use. This is the method Receivables will use when printing tax amounts on invoices.

Enter your Reporting Currency (this is the same as your functional currency).

If the sales tax vendor is Taxware Sales/Use Tax System, enter a value for the Sales Tax Geo Override.

Check the Inclusive Tax Used box to use inclusive tax codes.

Choose a Calculation Level. Choose Line to calculate tax for each invoice line (this is the default). Choose Header to calculate tax once for each invoice for each rate.

Enter the Tax Vendor Views to use to calculate tax, or select one from the list of values.

Choose a Rounding Rule.

Enter the standard Precision to use for tax calculations in this currency.

Enter the Minimum Accountable Unit for tax rounding in this currency.

To be able to specify Tax Calculation and Tax Rounding at the customer or site level, check the Allow Override box.

EAS – Oracle Apps


System Options – Tax Defaults and Rules

(N) Setup System System Options Tax Defaults and Rules

Define Tax Code Defaults and hierarchy by checking the appropriate boxes and entering a sequence number for each. This hierarchy determines the order in which Receivables derives a default tax rate when you manually enter transactions or import them using AutoInvoice.

If the Tax Method is VAT, enter a default Tax Code

Check this box to include customer exemptions when calculating tax for your transactions. Use the Tax Exemptions window to exempt customers and items from specific tax. If you do not check this box, you cannot set the Default Tax and the Tax fields in the Transaction window to 'Exempt'.

Choose whether to Enforce Tax from the Revenue Account.

Check to enable the tax engine to calculate tax for each imported credit memo.

Check this box to use the tax rate you defined for specific products based on the customer's Ship-To address. Use the Item Tax Rate Exceptions window to enter tax rates for specific items based on Ship-To address.

Check this box to include item exemptions when calculating tax for your transactions. Use the Tax Exemptions window to exempt customers and items from specific tax.

EAS – Oracle Apps

Receivables SetupReceivables SetupSystem Options – Transaction and Customers

(N) Setup System System Options Trans & Customers

Check to automatically assign unique numbers to customers when new customers are defined

Check to allow transactions to be deleted from Receivables after they have been saved

Check to allow receipt applications to debit items of unrelated customers, or to allow bills receivable assignments to transactions of unrelated customers

Enter the Accounting, System Items, and Territory Flexfield segments that are most often selected by AutoInvoice. Receivables uses this information to increase AutoInvoice performance.

To activate SQL trace for AutoInvoice, check the SQL Trace box.

Check to allow updates to transactions that have been printed.

Check to automatically purge the AutoInvoice Interface tables after running AutoInvoice

Enter a Log File Message Level. This number (from 0 to 3) indicates the amount of detail you want AutoInvoice to display in the AutoInvoice log file. The higher the number, the greater the detail.

Check to Show Consolidated Billing Number.

Enter the Maximum Memory (in bytes) to allocate to AutoInvoice for validation.

Choose when to generate sequential number if Document sequencing is enabled. – On Saving the transaction or on Completion.

Check to automatically assign numbers to your customer's business purposes

Enter the default Grouping Rule Name you want AutoInvoice to use.Check to automatically create a reciprocal

relationship between two customers when you are defining customer relationships

EAS – Oracle Apps


System Options – Miscellaneous

(N) Setup System System Options Miscellaneous

Check to enable the Trade Accounting feature

Enter the Number of Days to use when calculating conventional Days Sales Outstanding for the Collection Effectiveness Indicators Report.

Accrue Interest box: Check to automatically update the open balance in the Transactions workbench for transactions that are past due

Check to allow Receivables to accept unearned discounts

Enter the Split Amount that Receivables will use when the Collection Effectiveness Indicators Report is generated.

Check to allow discounts to be taken for partial payments

Check to print the remit-to addresses on customer statements

Enter an AutoCash Rule Set Receivables uses this AutoCash Rule Set for a customer whose profile class has not been assigned an AutoCash Rule Set.

Enter a Sales Credit Percent Limit (optional). The Sales Credit Percent Limit imposes a limit on the percentage of revenue plus non-revenue sales credit that a agent can have on a transaction line.

Check to require that a bill-to location be associated with a cash receipt

Enter the Discount Basis Receivables should use when calculating discounts for invoices.

Check To require that agents be entered when entering transactions

Check to print home country on invoices and statements that refer to addresses in that country

Check to enable the Bills Receivable feature

EAS – Oracle Apps


System Options – Miscellaneous (Contd…)

(N) Setup System System Options Miscellaneous

Enter a Default Country. Receivables uses this information to specify the home country for tax calculation, flexible bank structures, flexible address formats, and taxpayer id and tax registration number validation.

Enter the number of receipts the Automatic Receipt program to process before saving in the Receipts per Commit field.

Enter the default Chargeback Due Date. Receivables uses this date a chargeback is created. Choose from the following:

Open Invoice Due Date: Use the due date of the invoice or debit memo as the default.

Receipt Date: Use the receipt date as the default. This is the date that you entered the receipt.

Current Date: Use today's date as the default.

Deposit Date: Use the receipt deposit date as the default.

Enter the number of invoices the Automatic Receipt program to process before saving in the Invoices per Commit field.

Enter the Source of Territory Receivables should use to default into the Agents, Transactions, and Customers windows. Choose from the following sources:

Bill-To Site: Use your customer's Bill-To Address as the default.

Agent: Use the territory assigned to your customer's primary agent as the default.

Ship-To Site: Use your customer's Ship-To Address as the default.

None: Do not enter a default territory.

Enter an Application Rule Set or select one from the list of values.

EAS – Oracle Apps


Application Rule Sets

(N) Setup System Application Rule Sets

Enter an application Rule. Each rule will correspond to a line type (for example, lines, freight, or charges). Each rule set must have at least one application rule.

Enter Rule Details for this application rule. This section indicates the type of charges and the tax handling for this rule. Choose a Type of Line, Freight, or Charges. Enter at least one type for the rule set.

Enter the Sequence number for this application rule. Receivables applies payments in this sequence, beginning with the lowest sequence number.

Check to automatically adjust this line type to account for any rounding corrections within this rule set

If you chose a Type of 'Line', choose a Tax Treatment. Choose one of the following:

Prorate: Choose this option to proportionately reduce the net amount of the line and associated tax amounts.

Before: Choose this option to first reduce the open tax amount, then apply any remaining amount to the line.

After: Choose this option to reduce the open line amount, then apply any remaining amount to the associated tax.

EAS – Oracle Apps


Tax Codes and Rules

Specify a Taxable Basis to control how Receivables calculates tax on transactions assigned to this tax code. Choose one of the following:

•After Discount: Calculate tax on the invoice line amount, after any early payment discount is taken.

•Before Discount: Calculate tax on the invoice line amount, before any early payment discount is taken.

•Quantity: Calculate tax based on the quantity ordered and unit of measure of the invoice line. If you choose this option, specify a Tax Amount.

•PL/SQL: Calculate tax using the PL/SQL formula that you specify. Prior Tax: Select this option if you use this tax code as part of a tax group (to calculate multiple taxes) and you want to calculate tax on only the tax for the previous tax line.

Choose a Tax Type. If location based tax is used, enter one enabled tax code with tax type of Location Based Tax for a given date range.

If the Taxable Basis is Quantity, enter a Tax Amount.

Indicate whether this tax code is positive or negative by setting the Sign parameter to either 'Cr' or 'Dr', respectively. When you use a tax code with a sign of 'Dr' (negative), Receivables debits your tax account. When you use a tax code with a sign of 'Cr' (positive), Receivables credits your tax account.

If the tax type is not 'Location Based Tax' and a taxable Basis of either After Discount or Before Discount is specified, enter a Tax Rate.

(N) Setup Tax Codes

EAS – Oracle Apps


Tax Codes and Rules

(N) Setup Tax Codes

Check to be able to change the tax rate for this tax code in the Transaction windows. You can only check this box if the tax type is not 'Location Based Tax.'

Choose a Tax Class. Choose Output to use this tax code with invoices, debit memos credit memos, adjustments, discounts, finance charges and miscellaneous cash receipts. Choose Input to use this tax code with miscellaneous cash payments (negative receipts). Input tax codes appear only in the list of values for the Liability Tax Code field in the Receivables Activities window; output tax codes appear in all Receivables transaction and set up windows.

Check to automatically display line amounts including tax

Uncheck to prevent this tax code from appearing in Receivables windows. To be able to use this tax code only within a tax group, uncheck this box.

If you do not want to be able to change this tax code from inclusive to exclusive (or vice versa) when entering invoices, uncheck the Allow Inclusive Override box. Location-based tax codes are always tax exclusive and you cannot change them to be tax inclusive.

EAS – Oracle Apps

Receivables SetupReceivables SetupTax Codes and Rules

(N) Setup Tax Codes

Enter the Printed Tax Name as you want it to appear on printed transactions.

Enter a VAT Transaction Type (optional). This field is used for Spanish and Belgian Tax reporting.

The default account is the Location Tax Account you defined in the System Options window.

To use deferred tax, check the Deferred box and then enter an Interim Tax Account, or select from the list of values. The Deferred check box and the Interim Tax Account cannot be updated after saving.

Enter an Expense/Revenue Account for each Receivables Activity type, including Adjustment, Earned Discount, Unearned Discount, and Finance Charge

If tax is not deductible for an activity type, enter a Non-Recoverable Tax Account. The Non Recoverable Tax Account records tax amounts that cannot be claimed as a legitimate deduction to decrease tax liability.

EAS – Oracle Apps


Tax Locations

(N) Setup Tax Locations

Choose the type of sales tax structure to define. Choose City, County, or State.

To update an existing location or rate, update the Tax Account, Tax Rate, and range of Effective Dates or Postal Codes for this locationTo add a new location, choose New Record from the Edit menu and enter the Name and Description of this location.

If this segment has been assigned to the tax account qualifier, Receivables enters a default Tax Account. This is the account you defined for the 'Location' tax code type in the Tax Codes and Rates window.

Enter the Tax Rate percentage to assign to this location

Enter a range of Effective Dates for this tax rate. The default start date is today's date. If an end date is not entered, this tax rate will be valid indefinitely.

Enter a range of Postal Codes for this tax rate. Receivables uses the date and postal code range for locations to determine which tax rate assignments to use when creating sales tax rates.

EAS – Oracle Apps

Receivables SetupReceivables SetupTax Exemptions

(N) Setup Tax Exemptions

Enter the Tax Code from which you are partially or fully exempting this customer or item(s).

Enter the tax code percentage to exempt.

Enter an exemption Number (optional).

Enter a Reason for this exemption, or select from the list of values.

Enter the range of Effective Dates for this exemption.

Enter a Status for this exemption.

Unapproved: Exemptions created automatically during Invoice entry or import are recorded as Unapproved. Exemptions with this status may be changed to any of the statuses listed here.

Manual: This exemption has been approved but Receivables will not automatically use it. You have to explicitly use this exemption. Exemptions with this status can only be changed to Primary or Expired.

Primary: This exemption has been approved and Receivables will automatically calculate tax. Exemptions with this status can only be changed to Manual or Expired.

Expired: Discontinue a previously approved exemption. Once discontinued, their status cannot be changed.

Rejected: Reject an Unapproved exemption. Once rejected, their status cannot be changed.

To define an exemption for a customer:

Choose to create Exemptions By Customer.

Enter the customer Name or Number.

To view existing exemptions for this customer or item(s), choose Find.

Enter the Locations for which this exemption will be valid (optional).

Enter the Site to exempt (optional). Leave this field blank to exempt all of this customer's sites or if you want to create a regional exemption using the Location flexfield.

Define your Exemption.

To define an exemption for an item:

Choose to create Exemptions By Item.

Enter the Item, or select from the list of values.

To view existing exemptions for this item, choose Find.

To create a new exemption, choose New Record from the Edit menu.


To define an exemption for a range of items:

Choose to create Exemptions By Range.

Enter the Category and Category Set to which the range of items belongs.

Enter the User Item Type.

Enter the range of Items for this exemption.


EAS – Oracle Apps


Tax Exceptions

(N) Setup Tax Exceptions

Choose to create an Exception By Item or Range.

If you chose exceptions by Item, enter the Item to exempt or select from the list of values.

If you chose exceptions by Range, enter the Category Set, User Item Type, and a range of Items. Enter the range of

Effective Dates for this exception.

Enter the authority Location for which you want to define a tax exception for this item or range of items.

Enter the Tax Rates for each location in your authority.

Choose a Reason for creating this tax exception.

EAS – Oracle Apps

Receivables SetupReceivables SetupTax Groups

Enter the Group Code for this Tax Group.

Enter a Group Name for this Tax Group. The default is the Group Code.

Choose Output to use this Tax Group with invoices, debit memos credit memos, adjustments, discounts, finance charges and miscellaneous cash. Choose Input to use this Tax Group in Oracle Public Sector Payables.

To disable this Tax Group, uncheck the Enabled box.

Enter a Tax Code or select one from the list of values. You can only select tax codes with effective dates that are within the effective dates for this Tax Group. The Tax Code attributed default from the code definition

Enter a Compounding Precedence number (optional). This number indicates the order in which Receivables selects tax codes when compounding taxes in a Tax Group.

To specify a Group Condition for this Tax Group, choose an existing Group Condition, or choose the Conditions button to define a new one

To specify a Group Exception for this Tax Group, choose an existing Group Exception, or choose the Exceptions Button to define a new one

Select to specify a Group Constraint for this Tax Group

(N) Setup Tax Groups

EAS – Oracle Apps


Tax Group – Constraints

Assign Group Constraints to a Tax Group to ensure specific conditions are met before using this Tax Group. Receivables checks all Group Constraints when you assign a Tax Group to a transaction. If none of the constraints are found, Receivables uses the Tax Group to calculate tax; otherwise, Receivables performs the action specified. A Group Constraint Set can be used in multiple Tax Groups.

Valid options for defining a Group Constraint are the same as for Condition Sets, except:

The list of available Entities also includes Tax Code

The list of available Operators also includes 'Not Found'

The list of available Actions are Error Message, Default Tax Code, System Error, Use This Tax Group, and Do Not Use This Tax Group

The list of available Fields does not include 'Warehouse'

The list of available Fields does not include 'Tax Registration Number'

The list of available Operators does not include 'is' and 'is not'

(N) Setup Tax Groups Constraints

EAS – Oracle Apps


Tax Group – Exceptions

To automatically change the rate for a tax code within a Tax Group, assign an Exception Set to the tax code. When this tax code is used, Receivables changes the tax rate to the rate specified in the Exception Set. An Exception Set can be used in multiple Tax Groups.

Valid options for defining an Exception Set are the same as for Condition Sets, except:

The list of available Operators also includes 'Not Found'

The list of available Actions also includes 'Apply Exception' and 'Do Not Apply Exception'

The list of available Fields does not include 'Tax Registration Number'

The list of available Operators does not include 'is' and 'is not'

(N) Setup Tax Groups Exceptions

EAS – Oracle Apps

Receivables SetupReceivables SetupTax Group – Conditions

Use a Condition Set to indicate that each tax code within the Tax Group is dependent upon one or more conditions specified. A Condition Set can be used in multiple Tax Groups. A Condition Set can be setup using these options:

•Clause. If, And, Or, Else

•Operator. =, < > (does not equal), < (less than), >(greater than), <= (less than or equal to), >= (greater than or equal to)

This table shows the valid values for the Entity option, and the corresponding valid values for the Field option:

Field

Ship From - Country; State; County; Province; City

Ship-To - Country; State; County; Province; City; Tax Registration Number

Bill-To - Country; State; County; Province; City; Tax Classification; Tax Registration Number

Order Origin - Country; State; County; Province; CityOrder Acceptance - Country; State; County; Province; City

Transaction - FOB; Type

Item - User Item Type An action can also be specified for each Condition Set using these options:

•Action. Error Message, Use This Tax Code, Do Not Use This Tax Code, Default Tax Code, System Error

(N) Setup Tax Groups Conditions

EAS – Oracle Apps


Statement Cycles

(N) Setup Print Statement Cycles

Enter the Interval for this statement cycle to indicate how often Receivables will generate your statements. Choose Weekly, Monthly, or Quarterly.

Enter Statement Dates for this statement cycle. Receivables uses the statement date to determine past due items and calculate finance charges.

To prevent Receivables from printing a statement on a specific statement date, check the Skip box.

The Date Printed field displays the last date you printed statements from the Print Statements window for each statement date within a statement cycle. Receivables does not display a printed date for statement dates that you have either elected to skip or have not yet selected for a statement submission.

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Standard Messages

(N) Setup Print Standard Messages

Enter a Name for this message.

Enter the Type of message being defined. Valid standard message types include ‘Legal Message’, 'Holiday' and 'Promotional'.

Enter the Start and End Dates during which this standard message will be active.

Enter the standard Message to appear on customer statements. The text of the standard message cannot exceed 255 characters.

EAS – Oracle Apps


Dunning Letters

(N) Setup Print Dunning Letters

Enter a Name for this letter.

Enter a Description of this dunning letter (optional).

Enter the header text for this letter (optional). Rows that are left blank in the Dunning Letters window appear as blank spaces when dunning letters are printed.

Place the cursor in another row, then enter the body text for this letter. Enter up to 4000 characters. Receivables automatically wraps the text of the letter to the next line when the letter is printed.

To include customer's invoice information in the letter, place the cursor in a blank row, then enter '&invoice'.

Enter any footer text as required (optional).

EAS – Oracle Apps


Dunning Letter Sets

(N) Setup Print Dunning Letter Sets

Enter the Name and a Description for this dunning letter set.

Check to resend the last letter that was sent within this dunning letter set. If you also check the Send Letters in Sequence box for a dunning letter set, Receivables will only resend a letter if the past due date range has not been exceeded. If both the Send Letters in Sequence and Resend Last Letter boxes are checked, Receivables will only resend the second letter in the set.

Check to take into account the receipt grace days specified for the customer or customer site profile assigned to this set

Check to include items that have been placed in dispute in all letters within this set Check to include finance

charges for all dunning letters within this set

Check to include On-Account and Unapplied receipts in this set. Receivables groups these receipts together with the past due invoices in the same currency to show the net balance in that currency for a customer or site.

Check to maintain the order in which Receivables sends letters in this set. Sequencing allows control and incrementally increase the severity of the dunning letters. If this box is checked, Receivables ignores the value of the Resend Last Letter check box.

Check to calculate finance charges on items in dispute

Choose the dunning method for this dunning letter set. Choose Days Overdue for the standard dunning method in which each letter is based on the number of days outstanding items are past due. Choose Staged Dunning increase the dunning level of past due items based on the last time a dunning letter was sent to this customer.

EAS – Oracle Apps


Dunning Letter Sets (Contd…)

(N) Setup Print Dunning Letter Sets

NOTE:

If the Staged Dunning method is chosen, enter a number in the Dunning Level From field to indicate the minimum dunning level that a customer's oldest invoice, debit memo, or chargeback must be assigned to receive this dunning letter.

Enter a number in the Dunning Level To field to indicate the maximum dunning level that a customer's oldest invoice, debit memo, or chargeback must be assigned to receive this dunning letter.

Enter the minimum number of days (Min Days) that must pass before Receivables will increment an item to the next dunning level.

Enter the dunning Letter Name to include in this set.

If the Days Overdue dunning method is chosen, enter the minimum number of Days Past Due From (less receipt grace days) that a customer's oldest invoice, debit memo, credit memo, chargeback and unapplied and on-account payment must be to receive this dunning letter.

Check to include all of this customer's debit items that are not yet due in this dunning letter

Check to send copies of the invoices that this dunning letter includes with this dunning letter.

In the Days Past Due To field, enter the maximum number of days past due (less receipt grace days) that a customer's oldest invoice, debit memo, credit memo, chargeback and unapplied and on-account payment must be to receive this dunning letter. Enter '999999' for the last letter in this dunning letter set to ensure that customers to whom this dunning letter set is assigned always receive dunning letters for their oldest outstanding debit items.

EAS – Oracle Apps


Remit To Addresses

(N) Setup Print Remit-To Address

Enter the Country for this address. The default is the country entered in the System Options window.

Enter an Alternate Name for this address (optional). Information can only be entered in this field if the profile option AR: Customers - Enter Alternate Fields is Yes.

Enter the State and range of Postal Codes for each country (optional). Multiple assignments for a remit-to address that has the same country, state, or province but different postal code ranges can be defined.

Enter a remit-to Address.

Enter the Postal Code for this remit-to address. A postal code must be entered if values for both the From Postal Code and the To Postal Code are entered in the System Options window. This postal code appears when printing remit-to address on either statements or dunning letters.

Enter each Country to assign to this remit-to address. Receivables assigns all of customers who have bill-to addresses in the countries that you enter to this remit-to address.

EAS – Oracle Apps


Credit Usage Rules

(N) Setup Credit Credit Usage Rules

Enter a name for the rule set Select the Global Exposure check box

to enable the Usage Rule Set for global exposure (across operating units). The default value for this check box is un-checked (do not enable Global Exposure for the usage rule set).

Select the value Currency in the Usage Type field.

Enter a currency in the Currency field. The Currency field can contain any Currency Code currently defined. The Currency field may also use the lookup All Currencies to indicate the usage rule is for all currencies defined.

Chose to exclude a specific currency for your usage rule by selecting the Exclude check box. The default is unchecked, or No. If the field Currency has value of All, the Exclude check box is non-updateable.

EAS – Oracle Apps

Receivables SetupReceivables SetupAssign Credit Usage Rules

The data appearing in the upper region of the window defaults from the Credit Profile queried. This information is protected against update.

Select a Name from the List of Values, and the included and excluded currencies fields will display currencies that the usage rule set consists of. These values are protected against update from this window.

Before a Usage Rule Set can be assigned to a Credit Profile, first select the Credit Profile Type and then locate the corresponding Credit Profiles.

Certain query processing logic has been disabled within the Find Credit Profiles window;

•If the value of the Credit Profile Type field is Profile Class, then fields Operating Unit, Customer, Bill To Site, and Item Category are disabled.

•If the value of the Credit Profile Type field is Customer, then fields Profile Class, Operating Unit, and Item Category are disabled.

•If the value of the Credit Profile Type field is Operating Unit Default, then fields Profile Class, Customer, Bill To Site, and Item Category are disabled.

•If the value of the Credit Profile Type field is Item Category, then fields Profile Class, Operating Unit, Customer, Bill To Site, and Overall Credit Limit fields are disabled.

(N) Setup Credit Assign Usage Rules

EAS – Oracle Apps


Credit Profiles

(N) Setup Credit Define Credit Profiles

The following fields are for future use and are for information purposes only. Values that are ignored during the credit checking process are:

•Credit Check

•Credit Hold

•Credit Rating

•Next Review Date

Select a value for the Credit Profile Type in the Credit Profile Type field. Valid Values are:

•Item Category

•Operating Unit Default

•If Credit Profile Type = Operating Unit Default, the Item Category field is disabled.

•If Credit Profile Type = Item Category, the Overall Credit Limit field is disabled.

Select an Operating Unit name from a list of values if a Operating Unit Default Credit Profile is being defined.

Select an Item Category name from a list of values if an Item Category Credit Profile is being defined.

Enter a numeric value in the Tolerance field. Tolerance values are used to calculate extended exposure limits during credit checking.

Select a value in the Currency field to limit the Credit Profile to a specific currency.

Enter a value in the Overall Credit Limit field for a a Operating Unit Default Credit Profile Type. Total exposure within an operating unit for the particular customer may not exceed the value entered in the Overall Credit Limit field if credit checking processing defaults to the operating unit level.

Enter a value in the Order Credit Limit field, based upon the Credit Profile Type. New orders may not exceed the value entered in the Order Credit Limit field if the checking processing defaults to the operating unit level.

EAS – Oracle Apps


AR Accounting Periods

(N) Control Accounting Open/Close Periods

To update the status of an accounting period, place the cursor in the Status field next to that period, then enter a new status. An accounting period can have one of the following statuses:

Closed: Journal entry, posting, and transaction entry are not allowed unless the accounting period is reopened. Receivables verifies that there are no unposted items in this period. Receivables does not let you close a period that contains unposted items.

Close Pending: Similar to Closed, but does not validate for Unposted items. Journal entry, posting, and transaction entry are not allowed unless the accounting period is reopened.

Future: This period is not yet open, but you can enter transactions in this period. However, you cannot post in this period until you open it.

Not Opened: This period has never been opened and journal entry and posting are not allowed.

Open: Journal entry and posting are allowed.

To open the next accounting period after the Latest Open Period, choose Open Next Period. Receivables changes the status of the next period to 'Open.'

EAS – Oracle Apps

Profile Options

EAS – Oracle Apps

Profile OptionsProfile OptionsProfile Option Function

Tax: Allow Ad Hoc Tax Changes

This profile option lets you choose whether to update rates and amounts assigned to tax codes in the Transactions window in Receivables, if you defined tax codes in the Tax Codes and Rates window and set Ad Hoc to Yes.

Tax: Allow Manual Tax Lines

Determines whether users can enter manual tax lines in the Transactions windows in Receivables.

Tax: Allow Override of Customer Exemptions

Determines whether users can override Customer Exemptions defined in the system

Tax: Allow Override of Tax Code

This profile option lets you choose whether to override a system-derived tax code during order or invoice entry.

Tax: Invoice Freight as Revenue

Determines how Order Management imports freight amounts to Receivables when the Receivables Interface program is run.

AR: Allow Overapplication in Lockbox

Controls how AutoLockbox handles receipts when the payment amount is greater than the balance due for a transaction.

AR: Application GL Date Default

Determines how Receivables determines the default GL Date when receipts are applied.

EAS – Oracle Apps


AR: Automatic Contact Numbering

Determines whether customer contact numbers are automatically generated when new customers are entered.

AR: Cash - Allow Actions

Determines whether adjustments and chargebacks can be created when applying receipts in the Applications window.

AR: Change Customer on Transaction

Determines whether customer bill-to and ship-to names in the Transaction windows can be updated.

AR: Change Customer Name

Determines whether to let users update customer names in the Customer windows.

AR: Close Periods - Run Collections Effectiveness Report

determines whether Receivables automatically submits the Collections Effectiveness Report when a period is closed.

AR: Create Bank Charges

Determines whether Receivables will consider bank charges and tolerance limits when applying receipts.

AR: Cross Currency Rate Type

Determines the default exchange rate Receivables uses when the receipt and transaction currency are different and the two currencies do not have a fixed rate relationship.

EAS – Oracle Apps


AR: Default Exchange Rate Type

Determines the default exchange rate to use when converting foreign currency transactions to the functional currency.

AR: Enable Cross Currency

Controls whether a receipt in one currency can be applied to one or more transactions in a different currency using AutoLockbox and the Applications window.

AR: Enable SQL Trace

Enable this profile option before reproducing and researching SQL errors.

AR: Include Receipts at Risk in Customer Balance

Controls whether Receivables displays items at risk and includes them when calculating customer account balances.

AR: Mask Bank Account Numbers

Control the display of bank account numbers in Receivables windows.

AR: Override Adjustment Activity Account Option

Choose whether you can override the default adjustment account when entering or updating manual adjustments and when updating automatic adjustments.

AR: Invoices with Unconfirmed Receipts

Determines whether to adjust or credit invoices selected for automatic receipt.

EAS – Oracle Apps

Profile OptionsProfile Options

Profile Option Function

AR: Receipt Batch Source

The default receipt source for the Batch field in the Receipts and Receipt Batches windows. Only Receipt sources with a Receipt Source Type of 'Manual' will be displayed in the list of values.

AR: Sort Customer Reports by Alternate Fields

controls whether Receivables will sort information using the value of the Alternate Name field in the Customers window. To use this option, the AR: Customers - Enter Alternate Fields profile option must also be set to Yes.

AR: Transaction Batch Source

Determines the default invoice source that will appear in the Batch field of the Transaction and Credit Memo windows.

AR: Update Due Date Determines whether the due date (payment schedule) of a transaction in the Installments and Account Details windows can be updated.

HZ: Generate Party Number

Determines whether to automatically generate the party number when a Customer is created.

EAS – Oracle Apps

Reports

EAS – Oracle Apps

ReportsReportsReport Description/ Function

Applied Receipts Register

Review how customers' receipts were applied to invoices and debit memos or reversed from invoices and debit memos. The Applied Receipts Register prints all applications within the date range that specified, regardless of check date.

Billing and Receipt History

Use this report to review a detailed list of transactions for the date range that you specify. You can also see all the activities against each transaction. This report prints one line for each activity against the transaction.

Aging Reports Use Aging reports to review information about open items. These reports print both detail and summary information about customer's current and past due invoices, debit memos, chargebacks, on-account credits, and on-account and unapplied cash amounts.

Commitment Balance Report

Use this report to review summary information for your customer commitments. Receivables prints each commitment displaying information about the commitment, customer, primary agent, and other commitment information. Receivables also automatically prints all invoices and credit memos against the initial commitment, and displays the remaining balance of the commitment.

EAS – Oracle Apps

ReportsReports

Report Description/ Function

Invoice Exception Report

Use this report to match revenue accounts to accounts receivable. Receivables lists all transactions where Open Receivables is set to No. These transactions appear on the Transaction Register, but do not display in agings

Journal with GL Details Report

Use this report to identify the General Ledger journal entries imported from particular transactions in Receivables. Transactions that have not been transferred to General Ledger are marked with an indicator.

Cross Currency Exchange Gain/Loss Report

Use this report to review detailed information about your cross currency settlements.

Miscellaneous Transactions

Use this report to review miscellaneous receipts and document number information. Receivables prints deposit date, batch information, receipt information, code combination, and the percent allocated to each account for each receipt.

Receipt Register Use this report to review a list of receipts for the range of dates, receipt numbers, or document numbers that you specify.

EAS – Oracle Apps


Revenue Journal by Customer

Use this report to review all transactions. The summary totals for the revenue journal are by Posting Status, Agency, and Transaction Currency

Transaction Register

Use the Transaction Register to check that all postable items are reflected on your Sales Journal. Use the following formula to ensure that the Transaction Register matches your Sales Journal:Transaction Register (postable items) + 2 (Credit Memo Total) = Sales Journal (debits + credits)

Receipt Journal Report

Use this report to review details of receipts that appear in your Journal Entries report. The Journal Entries report shows the receipt numbers that contribute to a particular GL account. Using the receipt number you can see the detailed information on the Receipt Journal report.

Unapplied Receipts Register

Use the Unapplied Receipts Register to review detailed information about your customers on-account and unapplied payments for the date range that you specify. You can use this report to determine how much your customer owes after taking into account all on-account and unapplied amounts. Receivables displays information about your on-account or unapplied payment such as GL date, batch source, batch name, payment method, payment number, payment date, on-account amount, and unapplied amount. This report includes both cash and miscellaneous receipts.

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US Sales Tax Report Use this report to review your tax liability to the various tax authorities around the US. The US Sales Tax report includes all Invoices, Credit Memos, and Adjustments broken down by Ship To State, County, and City and lists taxable, exempt, and tax amounts. This report is used as the basis for the periodic Sales Tax Returns required by each state.


Receivables prints the Unposted Items Report for all items that are not posted for the specified GL date range. There are two ways to generate this report: through the Submit Requests window or by running the General Ledger Interface Program.

Tax Register Report Use the Tax Register report to review your tax liability. This report groups total tax amounts by tax type, tax class, and company. This report includes deferred tax accounting information and all transactions for which tax accounting is defined.

Collection Effectiveness Indicators

Use this report to monitor your customers' overall payment patterns and see debit item information by the split amount you defined in the System Options window. Receivables automatically runs this report when you close an accounting period.

Collection Key Indicators Report

Use this report to review and manage your collectors productivity. Receivables gives you a percentage breakdown of call topics and responses for each of your collectors within the date range that you specify.

EAS – Oracle Apps


Customer Credit Snapshot Report

Use this report to see an overview of your customer's credit history. This report provides aging, customer credit history, and a brief look at the last transactions Receivables recorded for this customer.

Past Due Invoice Report

Use this report to view information about your customer's past due invoices, debit memos, deposits, chargebacks, and guarantees.

Account Status Report

Use this report to review your customer accounts. For each customer in your Account Status report, Receivables prints all open debit items, credit items, and total balance due in your functional currency.

AutoInvoice Reports Use the AutoInvoice Execution report to review the results of your AutoInvoice request. This report lists summary information telling you how many revenue and credit transactions are selected, accepted, and rejected for each currency. The AutoInvoice Execution report also shows the total invoice amount for each transaction type for all transactions processed. AutoInvoice automatically produces this report each time you run AutoInvoice.

Automatic Receipts and Remittances Execution Report

Use this report to review the number and amount of automatic receipts and remittances you have created, approved, or formatted. Receivables automatically generates this report when you submit a batch of automatic receipts or remittances to be created, approved, or formatted

EAS – Oracle Apps


Invoice Print Preview Report

Use this report to review the invoices, debit memos, chargebacks, deposits, guarantees, credit memos, and on-account credits that will print if you specify these report parameters. You can submit this report from either the Print Invoices or the Submit Requests window.

Posting Execution Report

Use this report to view a summary of all transactions by category and currency that make up your entries to your general ledger. Receivables automatically generates this report when you run General Ledger Interface.

Print Invoice Reports Use the Print Invoices window to submit your invoices, debit memos, chargebacks, deposits, guarantees, invoices against deposits, invoices against guarantees, credit memos, on-account credits, and adjustments for printing. You can print a batch of invoices, new invoices, selected invoices, and adjustments.

Transactions Awaiting Consolidation

Use this report to review a list of transactions that have been designated for automatic receipt application (i.e., that have been assigned an automatic payment method). You can review all transactions that are in different stages of the creation process. These stages include creating, approving, and formatting.

Invoices Posted to Suspense

Use this report to view a list of all transactions that have revenue amounts posted to suspense accounts.