Oracle� Public SectorReceivables

User’s GuideRELEASE 11

January, 1998Volume 1

OracleImportant revisions have been made to this user's guide. Please choose the corresponding "Updates" link from the Oracle Applications Release 11 documentation table.

Oracle� Public Sector Receivables User’s Guide Release 11

The part number for this user’s guide is A58267–01.

Copyright � 1988, 1998, Oracle Corporation. All rights reserved.

Primary Authors: Stephen Damiani, Cynthia Satero

Major Contributors: Stephen Damiani, Cindy Satero, Alan Fothergill, Christopher Andrews

Contributors: Contributors: Editt Gonen–Friedman, Peggy Larson, Ketul Trevedi, Srini Jandyala,Karen Murphy, Joan Zaman, Oliver Steinmeyer, Vikas Mahajan, Martin Johnson, Neeraj Tandon,Matthew Kaminski, Charity Kocher, Brenda Brown, Caroline Clyde, Yangya Kong, Nigel Smith

The Programs (which include both the software and documentation) contain proprietaryinformation of Oracle Corporation; they are provided under a license agreement containingrestrictions on use and disclosure and are also protected by copyright, patent and other intellectualproperty law. Reverse engineering of the Programs is prohibited. No part of this document may bereproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose,without the express written permission of Oracle Corporation. The information contained in this document is subject to change without notice. If you find anyproblems in the documentation, please report them to us in writing. Oracle Corporation does notwarrant that this document is error free. RESTRICTED RIGHTS LEGEND Programs delivered subject to the DOD FAR Supplement are ’commercial computer software’ and use,duplication and disclosure of the Programs shall be subject to the licensing restrictions set forth in theapplicable Oracle license agreement. Otherwise, Programs delivered subject to the Federal AcquisitionRegulations are ’restricted computer software’ and use, duplication and disclosure of the Programsshall be subject to the restrictions in FAR 52.227–14, Rights in Data –– General, including Alternate III(June 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065.” The Programs are not intended for use in any nuclear, aviation, mass transit, medical, or otherinherently dangerous applications. It shall be licensee’s responsibility to take all appropriate fail–safe,back up, redundancy and other measures to ensure the safe use of such applications if the Programsare used for such purposes, and Oracle disclaims liability for any damages caused by such use of thePrograms.

Oracle is a registered trademark, and Context, Financial Analyzer, Oracle7, Oracle8, Oracle Alert,Oracle Applications, Oracle Discoverer, Oracle Financials, Object Library, Oracle Work in Process,Oracle Workflow, SmartClient, PL/SQL, SQL*Calc, SQL*Forms, SQL*Loader, SQL*Menu, SQL*Net,SQL*Plus, SQL*Report, SQL*ReportWriter, Oracle Web Employees, and SQL*QMX are trademarks orregistered trademarks of Oracle Corporation. All other company or product names are mentioned for identification purposes only, and may betrademarks of their respective owners.

iiiContents

Contents

VOLUME 1

Chapter 1 Overview of Oracle Public Sector Receivables 1 – 1. . . . . . . . . . . . . Graphical User Interface 1 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Workbenches 1 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Receipts Workbench 1 – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Workbench 1 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections Workbench 1 – 16. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 2 Setting Up 2 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Receivables 2 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Setup Checklist 2 – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setup Steps 2 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Receivables QuickCodes 2 – 29. . . . . . . . . . . . . . . . . . . . . . . . .

Reviewing and Updating Receivables QuickCodes 2 – 31. . . . . . . Customer QuickCodes 2 – 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Profile QuickCodes 2 – 34. . . . . . . . . . . . . . . . . . . . . . . . . Transaction QuickCodes 2 – 35. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections QuickCodes 2 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt QuickCodes 2 – 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Demand Class QuickCodes 2 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . .

iv Oracle Public Sector Receivables User’s Guide

Implementing Document Sequences 2 – 39. . . . . . . . . . . . . . . . . . . . . . . Overview of Document Sequencing 2 – 40. . . . . . . . . . . . . . . . . . . . Preparing Receivables 2 – 42. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sample Implementation 2 – 46. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Defining Receivables System Options 2 – 48. . . . . . . . . . . . . . . . . . . . . . Accounting System Options 2 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . . Tax System Options 2 – 53. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions and Customers System Options 2 – 59. . . . . . . . . . . . Miscellaneous System Options 2 – 62. . . . . . . . . . . . . . . . . . . . . . . .

Territories 2 – 65. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Territory Flexfield 2 – 66. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintaining Countries and Territories 2 – 68. . . . . . . . . . . . . . . . . . . . . Aging Buckets 2 – 69. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unit of Measure Classes 2 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Units of Measure 2 – 73. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Freight Carriers 2 – 74. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organizations 2 – 75. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using the Multiple Organization Support Feature 2 – 77. . . . . . . . Payment Terms 2 – 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payment Terms Field Reference 2 – 83. . . . . . . . . . . . . . . . . . . . . . . . Transaction Types 2 – 84. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Application Rule Sets 2 – 91. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Batch Sources 2 – 94. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoInvoice Line Ordering Rules 2 – 98. . . . . . . . . . . . . . . . . . . . . . . . . Grouping Rules 2 – 100. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Rules 2 – 104. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Agents 2 – 107. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Memo Lines 2 – 110. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoAccounting 2 – 113. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Account Generator in Oracle Public Sector Receivables 2 – 116. . . . . . . . . . . . . . . . . . . . . . . . . .

Decide How to Use the Account Generator 2 – 117. . . . . . . . . . . . . The Default Account Generator Process for Oracle Public Sector Receivables 2 – 118. . . . . . . . . . . . . . . . . . . . . . . Customizing the Account Generator for Oracle Public Sector Receivables 2 – 121. . . . . . . . . . . . . . . . . . . . . . .

Item Status 2 – 123. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Items 2 – 125. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Items 2 – 126. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Activities 2 – 127. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

vContents

Distribution Sets 2 – 130. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Approval Limits 2 – 131. . . . . . . . . . . . . . . . . . . . . . . . . .

AutoCash Rule Sets 2 – 133. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Sources 2 – 138. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Classes 2 – 140. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Methods 2 – 143. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipt Programs 2 – 148. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collectors 2 – 150. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statement Cycles 2 – 151. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Messages 2 – 153. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Remit–To Addresses 2 – 154. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Lockboxes 2 – 157. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transmission Formats 2 – 162. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning Letters 2 – 168. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Dunning Letters Format Files 2 – 170. . . . . . . . . . . . . . . . . . . . . . . . . Creating Dunning Letters 2 – 172. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Creating Dunning Letter Sets 2 – 174. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks 2 – 179. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Defining Banks 2 – 180. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Bank Accounts 2 – 181. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks Window Reference 2 – 183. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Accounts Window Reference 2 – 186. . . . . . . . . . . . . . . . . . . . .

Bank Charges 2 – 190. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Charges Reports 2 – 192. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hints for Setting Up Bank Charges 2 – 192. . . . . . . . . . . . . . . . . . . . .

Tax Codes and Rates 2 – 201. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Locations and Rates 2 – 204. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Sales Tax Rates 2 – 207. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Authorities 2 – 210. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Exemptions 2 – 211. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Rate Exceptions 2 – 215. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Groups 2 – 217. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 3 Customers 3 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Overview 3 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Entering Customers 3 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Find Customer or Supplier Names Using Alternate Names 3 – 6Customers Field Reference 3 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning Customer Banks 3 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . .

vi Oracle Public Sector Receivables User’s Guide

Assigning Payment Methods to Customers 3 – 12. . . . . . . . . . . . . Entering Customers in Oracle Sales and Marketing 3 – 14. . . . . . Entering Customer Addresses 3 – 15. . . . . . . . . . . . . . . . . . . . . . . . . Addresses Field Reference 3 – 19. . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning a Business Purpose to a Customer Address 3 – 22. . . . Business Purposes Field Reference 3 – 27. . . . . . . . . . . . . . . . . . . . . Entering Customer Contacts 3 – 29. . . . . . . . . . . . . . . . . . . . . . . . . . Entering Customer Contact Roles 3 – 31. . . . . . . . . . . . . . . . . . . . . . Contacts and Roles Field Reference 3 – 33. . . . . . . . . . . . . . . . . . . . Entering Customer Telephone Numbers 3 – 34. . . . . . . . . . . . . . . . Creating Customer Relationships 3 – 36. . . . . . . . . . . . . . . . . . . . . .

Defining Customer Profile Classes 3 – 38. . . . . . . . . . . . . . . . . . . . . . . . . Customer Profile Classes Field Reference 3 – 42. . . . . . . . . . . . . . . Assigning Profile Classes to Customers 3 – 44. . . . . . . . . . . . . . . . . Updating a Customer Profile Class 3 – 46. . . . . . . . . . . . . . . . . . . . .

Flexible Addresses 3 – 48. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Address Style Mappings 3 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Flexible Addresses with the Sales Tax Location Flexfield 3 – 58. . Setting Up Flexible Addresses 3 – 59. . . . . . . . . . . . . . . . . . . . . . . . . Creating Custom Address Styles 3 – 62. . . . . . . . . . . . . . . . . . . . . . . Using Flexible Addresses 3 – 67. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address Validation 3 – 69. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Tax Location Flexfield Structure 3 – 70. . . . . . . . . . . . . . . . . . Address Validation Level 3 – 71. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Flexible Address Validation 3 – 73. . . . . . . . . . . . . . . . . . .

Merge Customers 3 – 79. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Merging Sites for the Same Customer 3 – 82. . . . . . . . . . . . . . . . . . Merging Different Customers 3 – 84. . . . . . . . . . . . . . . . . . . . . . . . . Submitting the Merge Process 3 – 88. . . . . . . . . . . . . . . . . . . . . . . . . Customer Merge Execution Report 3 – 89. . . . . . . . . . . . . . . . . . . . . Reviewing Merged Customers 3 – 90. . . . . . . . . . . . . . . . . . . . . . . .

Customer Interface 3 – 91. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables 3 – 93. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Interface Data Required to Run Customer Interface 3 – 94. . . . . . System Tables Updated by Customer Interface 3 – 99. . . . . . . . . . A Sample Customer Import 3 – 100. . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Unique Customer References 3 – 103. . . . . . . . . . . . . . . . . Importing Customers Using Customer Interface 3 – 105. . . . . . . . . Customer Interface Transfer Report 3 – 107. . . . . . . . . . . . . . . . . . . . Customer Interface Table Descriptions and Validation 3 – 109. . . .

viiContents

Chapter 4 Receipts 4 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Receipts 4 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Receipts Field Reference 4 – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Receipts 4 – 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cross Currency Receipts 4 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setting Up Cross Currency Receipts 4 – 18. . . . . . . . . . . . . . . . . . . . Applying Cross Currency Receipts – Examples 4 – 20. . . . . . . . . . Applying Cross Currency Receipts 4 – 27. . . . . . . . . . . . . . . . . . . . . Cross Currency Exchange Gain/Loss Report 4 – 31. . . . . . . . . . . . Applications Field Reference 4 – 34. . . . . . . . . . . . . . . . . . . . . . . . . .

Receivables Application Rule Sets 4 – 36. . . . . . . . . . . . . . . . . . . . . . . . . Chargebacks and Adjustments 4 – 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Miscellaneous Transactions 4 – 45. . . . . . . . . . . . . . . . . . . . . . . Foreign Currency Transactions 4 – 47. . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversing Receipts 4 – 50. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reapplying Receipts 4 – 54. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Receipts and Applications 4 – 56. . . . . . . . . . . . . . . . . . . . . . Batching Receipts for Easy Entry and Retrieval 4 – 58. . . . . . . . . . . . . . Notes Receivable 4 – 62. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setting Up Notes Receivable 4 – 65. . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Note Receivable 4 – 66. . . . . . . . . . . . . . . . . . . . . . . . . . . Clearing Notes Receivable 4 – 68. . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversing a Note Receivable 4 – 69. . . . . . . . . . . . . . . . . . . . . . . . . . Accounting for Notes Receivable 4 – 71. . . . . . . . . . . . . . . . . . . . . . Notes Receivable Report 4 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversed Notes Receivable Report 4 – 74. . . . . . . . . . . . . . . . . . . . .

Using AutoLockbox 4 – 76. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How AutoLockbox Identifies Customers for a Receipt 4 – 78. . . . How AutoLockbox Applies Receipts 4 – 82. . . . . . . . . . . . . . . . . . . AutoLockbox Validation 4 – 90. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alternate Name Receipt Matches Window 4 – 94. . . . . . . . . . . . . .

Lockbox Tables and Column Descriptions 4 – 95. . . . . . . . . . . . . . . . . . Receipt and QuickCash Tables 4 – 95. . . . . . . . . . . . . . . . . . . . . . . . . Lockbox Interface Table and Column Descriptions 4 – 96. . . . . . . Commonly Asked Questions 4 – 115. . . . . . . . . . . . . . . . . . . . . . . . . .

Running AutoLockbox 4 – 119. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoLockbox Field Reference 4 – 124. . . . . . . . . . . . . . . . . . . . . . . . . Lockbox Execution Report 4 – 126. . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintaining Lockbox Transmission Data 4 – 129. . . . . . . . . . . . . . . . Viewing Transmission History 4 – 131. . . . . . . . . . . . . . . . . . . . . . . . .

QuickCash 4 – 133. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

viii Oracle Public Sector Receivables User’s Guide

Post QuickCash 4 – 137. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running Post QuickCash 4 – 140. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post QuickCash Execution Report 4 – 141. . . . . . . . . . . . . . . . . . . . .

AutoCash 4 – 144. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Discounts 4 – 155. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipts 4 – 163. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accounting for Automatic Receipts and Remittances 4 – 165. . . . . Troubleshooting 4 – 166. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Flagging Transactions for Automatic Receipts 4 – 170. . . . . . . . . . . Creating Automatic Receipts 4 – 172. . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipts and Remittances Execution Report 4 – 177. . . Approving Automatic Receipts 4 – 178. . . . . . . . . . . . . . . . . . . . . . . . Formatting Automatic Receipts 4 – 180. . . . . . . . . . . . . . . . . . . . . . . . Format Automatic Receipts Report 4 – 181. . . . . . . . . . . . . . . . . . . . . Confirming Automatic Receipts 4 – 182. . . . . . . . . . . . . . . . . . . . . . . Manually Entering Automatic Receipts 4 – 184. . . . . . . . . . . . . . . . . Reporting on Automatic Receipts and Remittances 4 – 185. . . . . . .

About Remittances 4 – 188. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Remittance Layouts 4 – 189. . . . . . . . . . . . . . . . . . . . . . . Factoring Remittances 4 – 192. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Remittance Batches 4 – 194. . . . . . . . . . . . . . . . . . . . . . . . . . Approving Remittance Batches 4 – 199. . . . . . . . . . . . . . . . . . . . . . . . Formatting Remittance Batches 4 – 201. . . . . . . . . . . . . . . . . . . . . . . . Format Automatic Remittances Report 4 – 202. . . . . . . . . . . . . . . . .

Automatic Clearing for Receipts 4 – 203. . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Clearing for Receipts Execution Report 4 – 205. . . . . . . Using Oracle Cash Management to Clear Receipts 4 – 206. . . . . . . Reconciling Receipts 4 – 207. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

VOLUME 2

Chapter 5 Transactions 5 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Transactions 5 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Transactions Window Field Reference 5 – 7. . . . . . . . . . . . . . . . . . Lines Window Field Reference 5 – 10. . . . . . . . . . . . . . . . . . . . . . . . Reviewing Accounting Information 5 – 13. . . . . . . . . . . . . . . . . . . . Accounting Window Field Reference 5 – 15. . . . . . . . . . . . . . . . . . . Entering Freight Information 5 – 16. . . . . . . . . . . . . . . . . . . . . . . . . . Freight Window Field Reference 5 – 17. . . . . . . . . . . . . . . . . . . . . . .

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Entering Tax Information 5 – 18. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Window Field Reference 5 – 20. . . . . . . . . . . . . . . . . . . . . . . . . . Entering Revenue Credits 5 – 21. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Quick Transactions 5 – 23. . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices with Rules 5 – 25. . . . . . . . . . . . . . . . . . . . . . . . . .

Recognizing Revenue 5 – 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Revenue Recognition Program Execution Report 5 – 29. . . . . . . . .

Entering Invoices with Installments 5 – 30. . . . . . . . . . . . . . . . . . . . . . . . Entering Commitments 5 – 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Batching Transactions for Easy Entry and Retrieval 5 – 34. . . . . . . . . . Completing Transactions 5 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Voiding Transactions 5 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Copying Invoices 5 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Recurring Invoice Program Report 5 – 42. . . . . . . . . . . . . . . . . . . . . Maintaining Transactions 5 – 43. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Transactions 5 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Crediting Transactions 5 – 46. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Crediting Transaction Lines 5 – 50. . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Transactions Field Reference 5 – 52. . . . . . . . . . . . . . . . . . . . Reviewing Accounting Information 5 – 56. . . . . . . . . . . . . . . . . . . . Reviewing Revenue Credits 5 – 57. . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Freight Information 5 – 59. . . . . . . . . . . . . . . . . . . . . . . . Reviewing Tax Information 5 – 60. . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplying Cash when Crediting a Transaction 5 – 62. . . . . . . . . Updating Credit Memo Installments 5 – 63. . . . . . . . . . . . . . . . . . . Batching Credit Memos 5 – 64. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Querying Credit Memos and On–Account Credits 5 – 65. . . . . . .

Creating On–Account Credits 5 – 66. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying On–Account Credits 5 – 67. . . . . . . . . . . . . . . . . . . . . . . . Updating Credit Memos and On–Account Credits 5 – 69. . . . . . .

Importing Transactions Using AutoInvoice 5 – 70. . . . . . . . . . . . . . . . . AutoInvoice Reports 5 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Importing Transactions Using the Transaction API 5 – 74. . . . . . . . . . . Error Handling 5 – 83. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Your System 5 – 84. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running the Transaction API 5 – 85. . . . . . . . . . . . . . . . . . . . . . . . . . Transaction API Matrix 5 – 87. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

About Adjustments 5 – 106. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Manual Adjustments 5 – 109. . . . . . . . . . . . . . . . . . . . . . . . . Adjustments Field Reference 5 – 110. . . . . . . . . . . . . . . . . . . . . . . . . . Creating Automatic Adjustments 5 – 111. . . . . . . . . . . . . . . . . . . . . .

x Oracle Public Sector Receivables User’s Guide

AutoAdjustment Reports 5 – 114. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Approving Adjustments 5 – 116. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Invoices with Rules 5 – 118. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Rules 5 – 121. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using AutoAccounting 5 – 128. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoAccounting Structure 5 – 129. . . . . . . . . . . . . . . . . . . . . . . . . . . . How to Use AutoAccounting 5 – 130. . . . . . . . . . . . . . . . . . . . . . . . .

Maintaining Your Transactions 5 – 131. . . . . . . . . . . . . . . . . . . . . . . . . . . . Definitions 5 – 138. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using Commitments 5 – 139. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Invoice Information Using AutoInvoice 5 – 144. . . . . . . . . . .

Overview of AutoInvoice 5 – 145. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables 5 – 146. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Data From Your Feeder System 5 – 151. . . . . . . . . . . . . . AutoInvoice Validation 5 – 153. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using AutoInvoice 5 – 155. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Passing Payment Methods and Customer Bank Accounts 5 – 159. Importing Freight Lines 5 – 162. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Tax Lines 5 – 163. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Invoices with Rules 5 – 167. . . . . . . . . . . . . . . . . . . . . . . . . Importing Credit Memos 5 – 169. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finance Charges 5 – 170. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Assignments 5 – 171. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Flexfields 5 – 173. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Grouping Rules to Create Transactions 5 – 179. . . . . . . . . . . Using Line Ordering Rules 5 – 182. . . . . . . . . . . . . . . . . . . . . . . . . . . . Determining Dates 5 – 184. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Validating Dates 5 – 188. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting General Ledger Dates 5 – 190. . . . . . . . . . . . . . . . . . . . . . . Determining Exchange Rates 5 – 191. . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Tables 5 – 191. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Table and Column Descriptions 5 – 191. . . . . . . . . . . . . . . . . . . . . . .

Accounting for Credit Memos 5 – 250. . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Your Printed Transactions 5 – 272. . . . . . . . . . . . . . . . . . Consolidated Billing 5 – 276. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Setting Up Consolidated Billing 5 – 278. . . . . . . . . . . . . . . . . . . . . . . How Receivables Selects Invoices for Consolidated Billing 5 – 280Printing Consolidated Billing Invoices 5 – 282. . . . . . . . . . . . . . . . . .

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Chapter 6 Collections 6 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing a Customer Account 6 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . .

Viewing Account Activity for a Specific Period of Time 6 – 5. . . Viewing Account Balances by Aging Bucket 6 – 7. . . . . . . . . . . . . Aging Window Field Reference 6 – 10. . . . . . . . . . . . . . . . . . . . . . . . Viewing Transactions 6 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Details Field Reference 6 – 17. . . . . . . . . . . . . . . . . . . . . . .

Viewing Dunning History 6 – 18. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Calls 6 – 20. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording Call Actions 6 – 23. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing an Item In Dispute 6 – 26. . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Holds 6 – 29. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Customer Correspondence 6 – 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Collector Actions 6 – 32. . . . . . . . . . . . . . . . . . . . . . . . . . Printing a Collection Report 6 – 35. . . . . . . . . . . . . . . . . . . . . . . . . . .

Dunning Letters 6 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Specifying a Days Past Due Range 6 – 37. . . . . . . . . . . . . . . . . . . . . Defining Dunning Profiles for Customers and Customer Sites 6 – 38. . . . . . . . . . . . . . . . . . . . . . . . How Receivables Selects Items for Dunning 6 – 41. . . . . . . . . . . . . Staged Dunning 6 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Dunning Letters 6 – 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Table and Column Descriptions 6 – 54. . . . . . . . . . . . . . . . . . . . . . .

Calculating Finance Charges 6 – 57. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Determining the Past Due Amount 6 – 59. . . . . . . . . . . . . . . . . . . . Currencies Without Rates 6 – 61. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accruing Finance Charges 6 – 63. . . . . . . . . . . . . . . . . . . . . . . . . . . . Compounding Finance Charges 6 – 64. . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables for Accruing and Compounding Finance Charges 6 – 66. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Receivables to Calculate Finance Charges 6 – 67. . . . .

Statements 6 – 70. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Statement Site 6 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Statements 6 – 73. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cross Site and Cross Customer Receipts 6 – 77. . . . . . . . . . . . . . . . Sample Statement 6 – 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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VOLUME 3

Chapter 7 Receivables Tax 7 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Tax 7 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Country Specific VAT Reporting 7 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . Implementing Value Added Tax 7 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . Setup Checklist for Value Added Tax 7 – 12. . . . . . . . . . . . . . . . . . . . . .

Setup Steps for Value Added Tax 7 – 13. . . . . . . . . . . . . . . . . . . . . . Verifying VAT Tax Setup 7 – 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VAT Reconciliation Report 7 – 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . Customers with Invoices at 0 VAT and no VAT Registration Num-ber 7 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VAT Exception Report 7 – 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VAT Register Report 7 – 42. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Code Listing 7 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Implementing US Sales Tax 7 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Set Up Checklist for US Sales Tax 7 – 49. . . . . . . . . . . . . . . . . . . . . . Setup Steps for US Sales Tax 7 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . Verify Tax Setup 7 – 62. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . US Sales Tax Reconciliation 7 – 65. . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Tax Reconciliation 7 – 67. . . . . . . . . . . . . . . . . . . . . . . . Reconciling Your Sales Tax Returns to the General Ledger 7 – 69US Sales Tax Report 7 – 75. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Receivables Tax Reports 7 – 77. . . . . . . . . . . . . . . . . . Tax Received Report 7 – 79. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax–only: Open Invoices Report 7 – 81. . . . . . . . . . . . . . . . . . . . . . . Sales Tax Listing 7 – 82. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Exempt Customer Report 7 – 83. . . . . . . . . . . . . . . . . . . . . . . . . Tax Exempt Product Report 7 – 85. . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Exceptions Listing 7 – 85. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Importing Address Validation Data and Sales Tax Rates 7 – 86. . . . . . Overview of Sales Tax Rate Interface 7 – 88. . . . . . . . . . . . . . . . . . . Preparing to Load Sales Tax Rates 7 – 89. . . . . . . . . . . . . . . . . . . . . Importing Data From Your Feeder System 7 – 91. . . . . . . . . . . . . . Sales Tax Rate Interface Validation 7 – 93. . . . . . . . . . . . . . . . . . . . . Using Sales Tax Rate Interface 7 – 95. . . . . . . . . . . . . . . . . . . . . . . . . Running the Tax Rate Interface Program 7 – 97. . . . . . . . . . . . . . . . Tax Interface Report 7 – 99. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Termination of the Tax Interface Report 7 – 101. . . . . . . . . . . . . . . . . Sales Tax Rate Date Adjustments 7 – 102. . . . . . . . . . . . . . . . . . . . . . Action Codes of Sales Tax Rate Interface Program 7 – 105. . . . . . . .

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Sales Tax Rate Interface Program Updates of AR_TAX_INTERFACE Table 7 – 108. . . . . . . . . . . . . . . . . . . . . . . .

Implementing the Tax Vendor Extension 7 – 111. . . . . . . . . . . . . . . . . . . Preparing Receivables 7 – 113. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Available Parameters 7 – 119. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commonly Asked Questions 7 – 123. . . . . . . . . . . . . . . . . . . . . . . . . .

Implementing Canadian Sales Tax 7 – 127. . . . . . . . . . . . . . . . . . . . . . . . . Set Up Checklist for Canadian Sales Tax 7 – 132. . . . . . . . . . . . . . . . Setup Steps for Canadian Sales Tax 7 – 133. . . . . . . . . . . . . . . . . . . . Verify Tax Setup 7 – 148. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Canadian GST/PST Tax Report 7 – 149. . . . . . . . . . . . . . . . . . . . . . . .

Calculating Tax 7 – 155. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Calculating Tax 7 – 158. . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Tax: An Overview 7 – 162. . . . . . . . . . . . . . . . . . . . . . . . . Calculating Tax 7 – 167. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Inclusive 7 – 177. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting for Inclusive and Exclusive Taxes 7 – 178. . . . . . . . . . . Controlling Tax from your Revenue Account 7 – 179. . . . . . . . . . . . Customizing Your Sales Tax Location Flexfield Structure 7 – 181. . Change Assignments For Tax Account and Exempt Level Qualifiers 7 – 182. . . . . . . . . . . . . . . . . . Defining a Sales Tax Location Flexfield Structure 7 – 184. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 8 Accounting for Receivables 8 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running GL Interface 8 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Posting Execution Report 8 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Opening and Closing Accounting Periods 8 – 6. . . . . . . . . . . . . . .

Reconciling Receivables 8 – 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Outstanding Customer Balances 8 – 10. . . . . . . . . . . . . . Reconcile Transactions 8 – 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Receipts 8 – 13. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Account Balances 8 – 14. . . . . . . . . . . . . . . . . . . . . . . . . . .

Using Cash Basis Accounting 8 – 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accrual vs. Cash Basis Accounting 8 – 18. . . . . . . . . . . . . . . . . . . . . Journal Entries 8 – 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables 8 – 23. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Accounting for Transactions 8 – 25. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Technical Perspective: Transactions 8 – 32. . . . . . . . . . . . . . . . . . . . . . . .

Invoices 8 – 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Debit Memos 8 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Commitments 8 – 44. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Deposit 8 – 46. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Guarantee 8 – 49. . . . . . . . . . . . . . . . . . . . . . . . . . Credit Memos 8 – 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . On–Account Credit Memos 8 – 56. . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplied Receipts 8 – 58. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applied Receipts 8 – 60. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reverse Receipts 8 – 65. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Receipts 8 – 67. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chargebacks 8 – 69. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustments 8 – 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 9 Archive and Purge 9 – 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Archive and Purge 9 – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Preparing to Run Archive and Purge 9 – 4. . . . . . . . . . . . . . . . . . . Archive and Purge Cycle 9 – 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Archive and Purge Parameters 9 – 12. . . . . . . . . . . . . . . . . . . . . . . . Purge Criteria 9 – 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tables Purged 9 – 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Archive Level 9 – 19. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data not Archived 9 – 25. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monitoring Your Archive and Purge 9 – 26. . . . . . . . . . . . . . . . . . . Archive Tables 9 – 34. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Running Archive and Purge 9 – 56. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Archive Summary/Detail Reports 9 – 58. . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 10 Receivables Standard Reports and Listings 10 – 1. . . . . . . . . . . . . . . . Running Standard Reports and Listings 10 – 2. . . . . . . . . . . . . . . . . . . .

Common Report Parameters 10 – 3. . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Headings 10 – 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Reports 10 – 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collection Reports 10 – 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Listing Reports 10 – 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Execution Reports 10 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Other Reports 10 – 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Reports 10 – 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Account Status Report 10 – 13. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Rules Listing Report 10 – 14. . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Approval Report 10 – 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Register 10 – 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xvContents

Aging – 4 and 7 Bucket Reports 10 – 19. . . . . . . . . . . . . . . . . . . . . . . . . . . Aging Reports 10 – 23. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Alternate Customer Name Receipt Matching Report 10 – 26. . . . . Applied Receipts Register 10 – 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Audit Report by Document Number 10 – 28. . . . . . . . . . . . . . . . . . . . . . . AutoCash Rules Report 10 – 29. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipt Batch Management Report 10 – 30. . . . . . . . . . . . . . Automatic Receipts Awaiting Confirmation Report 10 – 32. . . . . . . . . . Bad Debt Provision Report 10 – 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Risk Report 10 – 34. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Billing and Receipt History 10 – 35. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Billing History Report 10 – 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call Actions Report 10 – 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collection Effectiveness Indicators 10 – 39. . . . . . . . . . . . . . . . . . . . . . . . Collection Key Indicators Report 10 – 42. . . . . . . . . . . . . . . . . . . . . . . . . . Collections by Collector Report 10 – 43. . . . . . . . . . . . . . . . . . . . . . . . . . . Collections Receipt Forecast Report 10 – 44. . . . . . . . . . . . . . . . . . . . . . . . Collector Call History Report 10 – 45. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collector ’s Follow Up Report 10 – 46. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commitment Balance Report 10 – 47. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Hold Report 10 – 48. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Balance Revaluation Report 10 – 50. . . . . . . . . . . . . . . . . . . . . Customer Credit Snapshot Report 10 – 52. . . . . . . . . . . . . . . . . . . . . . . . . Customer Follow Up History Report 10 – 56. . . . . . . . . . . . . . . . . . . . . . Customer Listing Detail and Summary Reports 10 – 57. . . . . . . . . . . . . Customer Profiles Report 10 – 65. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Relationships Listing 10 – 67. . . . . . . . . . . . . . . . . . . . . . . . . . . Deposited Cash Report – Applied Detail/Open Detail Reports 10 – 68Discount Projection Report 10 – 71. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Disputed Invoice Report 10 – 73. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning History Report 10 – 74. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning Letters – Preliminary Report 10 – 76. . . . . . . . . . . . . . . . . . . . . Dunning Letter Generate 10 – 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Duplicate Customer Report 10 – 80. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . European Sales Listing 10 – 81. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Incomplete Invoices Report 10 – 83. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Interfund Invoice Report 10 – 84. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Interfund Receipts Report 10 – 85. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Exception Report 10 – 86. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xvi Oracle Public Sector Receivables User’s Guide

Invoice Print Preview Report 10 – 87. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoices Awaiting Automatic Receipt 10 – 89. . . . . . . . . . . . . . . . . . . . . . Invoices Posted to Suspense 10 – 91. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Journal Entries Report 10 – 92. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Journal with GL Details Report 10 – 94. . . . . . . . . . . . . . . . . . . . . . . . . . . Key Indicators – Daily Summary and Summary Reports 10 – 97. . . . . Miscellaneous Transactions Report 10 – 101. . . . . . . . . . . . . . . . . . . . . . . . Open Items Revaluation Report 10 – 102. . . . . . . . . . . . . . . . . . . . . . . . . . . Ordering and Grouping Rules Listing 10 – 105. . . . . . . . . . . . . . . . . . . . . . Other Applications Report 10 – 107. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Past Due Invoice Report 10 – 108. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms Listing 10 – 109. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Invoice Reports 10 – 110. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Invoice with Tax 10 – 115. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Debit Memo with Tax 10 – 116. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Memo 10 – 117. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commitment 10 – 118. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Commitment 10 – 119. . . . . . . . . . . . . . . . . . . . . . . . Adjustments 10 – 120. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Projected Gains and Losses Report 10 – 121. . . . . . . . . . . . . . . . . . . . . . . . Receipt Analysis – Days Late Report 10 – 123. . . . . . . . . . . . . . . . . . . . . . . Receipt Journal Report 10 – 124. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Promises Report 10 – 127. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Register 10 – 128. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Awaiting Bank Clearance 10 – 129. . . . . . . . . . . . . . . . . . . . . . . . . Receipts Awaiting Remittance Report 10 – 130. . . . . . . . . . . . . . . . . . . . . . Receipts Without Sites Report 10 – 132. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Key Indicators – Daily and Summary Reports 10 – 133. . . . Remittance Batch Management Report 10 – 138. . . . . . . . . . . . . . . . . . . . .

Remittance Format for Bills of Exchange Report 10 – 139. . . . . . . . . Reversed Receipts Report 10 – 140. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Revenue Journal by Customer 10 – 142. . . . . . . . . . . . . . . . . . . . . . . . . . . . Revenue Journal by GL Account 10 – 143. . . . . . . . . . . . . . . . . . . . . . . . . . Sample Dunning Letter Print 10 – 145. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Memo Lines Listing 10 – 146. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statements 10 – 147. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Supplier Customer Netting Report 10 – 151. . . . . . . . . . . . . . . . . . . . . . . . Transaction Batch Sources Listing 10 – 153. . . . . . . . . . . . . . . . . . . . . . . . . Transaction Detail Report 10 – 154. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xviiContents

Transaction Reconciliation Report 10 – 157. . . . . . . . . . . . . . . . . . . . . . . . . Transaction Register 10 – 159. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Types Listing 10 – 161. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplied Receipts Register 10 – 162. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unposted Items Report 10 – 164. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Customer Profiles Report 10 – 166. . . . . . . . . . . . . . . . . . . . . . . . .

Appendix A Oracle Public Sector Receivables Menu Paths A – 1. . . . . . . . . . . . . Receivables Navigation Paths A – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Appendix B Oracle Public Sector Receivables Profile Options B – 1. . . . . . . . . . Profile Options B – 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Overview of Receivables User Profile Options B – 4. . . . . . . . . . . Profile Options in Oracle Order Entry B – 18. . . . . . . . . . . . . . . . . . Profile Options in Oracle Public Sector General Ledger B – 19. . .

Appendix C Oracle Public Sector Receivables Function Security C – 1. . . . . . . . Function Security in Oracle Public Sector Receivables C – 2. . . . . . . .

Receivables Functions C – 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Window Parameters C – 8. . . . . . . . . . . . . . . . . . . . . . . .

Glossary

Index

xviii Oracle Public Sector Receivables User’s Guide

iPreface

Preface

Welcome to Release 11 of the Oracle Public Sector Receivables User’sGuide.

This user’s guide includes the information you need to work withOracle Public Sector Receivables effectively. It contains detailedinformation about the following:

• Overview and reference information

• Receivables implementation suggestions

• Specific tasks you can accomplish using Receivables

• How to use Receivables windows

• Receivables programs, reports, and listings

• Receivables functions and features

• Receivables system setup

This preface explains how this user’s guide is organized and introducesother sources of information that can help you.

ii Oracle Public Sector Receivables User’s Guide

About This User’s Guide

This guide is the primary source of information about Oracle PublicSector Receivables. It contains overviews as well as task and referenceinformation. This guide includes the following chapters:

• Chapter 1 provides a brief introduction to the Receivablesgraphical user interface (GUI) and three of its workbenches.

• Chapter 2 describes the steps required to set up Receivables tomeet your business needs.

Note: There is no separate implementation manual for this product.All implementation information is included in this user’s guide.

• Chapter 3 describes how to enter and maintain your customerswithin Receivables. This chapter also includes information aboutprofile classes, flexible addresses, and the Customer Merge andCustomer Import programs.

• Chapter 4 explains how to enter, apply, and remit receipts inReceivables. This chapter also describes how to useAutoLockbox, create Automatic Receipts, and use AutoCashrules to apply receipts.

• Chapter 5 explains how to enter, adjust, and credit yourReceivables transactions. This chapter also describes theAutoInvoice program, how to maintain your invoices, and useAutoAccounting.

• Chapter 6 explains the collections process and the various formsand windows you can use to review your customer accounts.This chapter also tells you how to use dunning letters, calculatefinance charges, and print your statements.

• Chapter 7 describes the accounting operations withinReceivables, including the accounting entries Receivables createswhen you enter transactions and create adjustments. Thischapter also tells you how to reconcile your customer accountsand transfer transactions to the General Ledger.

• Chapter 8 explains the Archive and Purge program which letsyou periodically save and delete transactions you no longer needonline to improve system performance.

• Chapter 9 explains how to submit a report request and brieflydescribes each Receivables report and listing.

• Appendices A, B, and C provide information about Receivablesmenu paths, profile options, and using function security.

iiiPreface

This user’s guide is available online

All Oracle Applications user’s guides are available online, in bothHTML and Adobe Acrobat format. (Most other Oracle Applicationsdocumentation is available in Adobe Acrobat format.)

The paper and online versions of this manual have identical content;use whichever format is most convenient.

The HTML version of this book is optimized for onscreen reading, andlets you follow hypertext links for easy access to books across ourentire library; you can also search for words and phrases if yournational language is supported by Oracle’s Information Navigator.The HTML documentation is available from the Oracle Applicationstoolbar, or from a URL provided by your system administrator. Notethat the HTML documentation is translated into over twentylanguages.

You can order an Oracle Applications Documentation Library CDcontaining Adobe Acrobat versions of each manual in the OracleApplications documentation set. Using this CD, you can search forinformation, read it onscreen, and print individual pages, sections, orentire books. When you print from Adobe Acrobat, the resultingprintouts look just like pages from an Oracle Applications hardcopymanual.

Note: There may be additional material that was not availablewhen this user’s guide was printed. To learn if there is adocumentation update for this product, look at the main menuon this product’s HTML help.

Assumptions

This guide assumes you have a working knowledge of the principlesand customary practices of your business area. It also assumes you arefamiliar with Receivables. If you have never used Receivables, wesuggest you attend one or more of the Receivables training classesavailable through Oracle Education. (See Other Information Sourcesfor more information about Receivables and Oracle training.)

This guide also assumes that you are familiar with the OracleApplications graphical user interface. To learn more about the OracleApplications graphical user interface, read the Oracle Applications User’sGuide.

iv Oracle Public Sector Receivables User’s Guide

Do Not Use Database Tools to Modify Oracle Applications Data

Oracle provides powerful tools you can use to create, store, change,retrieve and maintain information in an Oracle database. But if you useOracle tools like SQL*Plus to modify Oracle Applications data, you riskdestroying the integrity of your data and you lose the ability to auditchanges to your data.

Because Oracle Applications tables are interrelated, any change youmake using an Oracle Applications form can update many tables atonce. But when you modify Oracle Applications data using anythingother than Oracle Applications forms, you may change a row in onetable without making corresponding changes in related tables. If yourtables get out of synchronization with each other, you risk retrievingerroneous information and you risk unpredictable results throughoutOracle Applications.

When you use Oracle Applications forms to modify your data, OracleApplications automatically checks that your changes are valid. OracleApplications also keeps track of who changes information. But, if youenter information into database tables using database tools, you maystore invalid information. You also lose the ability to track who haschanged your information because SQL*Plus and other database toolsdo not keep a record of changes.

Consequently, we STRONGLY RECOMMEND that you never useSQL*Plus, Oracle Data Browser, database triggers, or any other tool tomodify Oracle Applications tables, unless we tell you to do so in ourmanuals.

Other Information Sources

You can choose from many sources of information, includingdocumentation, training, and support services, to increase yourknowledge and understanding of Oracle Public Sector Receivables.

Most Oracle Applications documentation is available in Adobe Acrobatformat on the Oracle Applications Documentation Library CD. We supplythis CD with every software shipment.

If this manual refers you to other Oracle Applications documentation,use only the Release 11 versions of those manuals unless we specifyotherwise.

vPreface

Oracle Applications User’s Guide

This guide explains how to navigate, enter data, query, run reports, andintroduces other basic features of the graphical user interface (GUI)available with this release of Receivables (and any other OracleApplications product). This guide also includes information on settinguser profiles, as well as running and reviewing reports and concurrentrequests.

You can also access this user’s guide online by choosing ”GettingStarted with Oracle Applications” from any Oracle Applications helpfile.

Related User’s Guides

Receivable shares business and setup information with other OracleApplications products. Even if you have not installed them as separateproducts, your Receivables application includes some forms andfunctionality from other Oracle Applications. Therefore, you may wantto refer to other user’s guides when you set up and use Receivables.

If you do not have the hardcopy versions of these manuals, you canread them by choosing Library from the Help menu, or by readingfrom the Oracle Applications Document Library CD, or by using a webbrowser with a URL that your system administrator provides.

Oracle Public Sector General Ledger User’s Guide

Use this manual when you plan and define your chart of accounts,accounting period types and accounting calendar, functional currency,and set of books. It also describes how to define journal entry sourcesand categories so you can create journal entries for your general ledger.If you use multiple currencies, use this manual when you defineadditional rate types and enter daily rates.

Oracle Cash Management User’s Guide

This manual provides information about using Oracle CashManagement to clear your receipts, as well as reconciling yourReceivables bank statements with your outstanding balances,transactions, and receipts.

vi Oracle Public Sector Receivables User’s Guide

Oracle Public Sector Purchasing User’s Guide

If you install Purchasing, refer to this user’s guide to read aboutentering and managing the purchase orders to which you matchinvoices.

Oracle Inventory User’s Guide

This manual explains how to define your items, units of measureclasses, units of measure, and unit of measure conversions for use inmeasuring amounts for your units of production items, as well as otherinformation about setting up and using Oracle Inventory.

Oracle HRMS User’s Guide

This manual explains how to enter your employees, so you can enterexpense reports for them. It also explains how to set up organizationsand site locations.

Oracle Applications Flexfields Guide

This manual provides flexfields planning, setup, and referenceinformation for the Receivables implementation team, as well as forusers responsible for the ongoing maintenance of Oracle Applicationsproduct data. This manual also provides information on creatingcustom reports on flexfields data.

Oracle Workflow Guide

This manual explains how to define new workflow business processesas well as customize existing Oracle Applications–embedded workflowprocesses. You also use this guide to complete the setup stepsnecessary for any Oracle Applications product that includesworkflow–enabled processes.

Oracle Alert User’s Guide

This manual explains how to define periodic and event alerts tomonitor the status of your Oracle Applications data.

Country–Specific Manuals

Use these manuals to meet statutory requirements and commonbusiness practices in your country or region. They also describeadditional features added to Receivables to meet those requirements.

viiPreface

Look for a User’s Guide appropriate to your country; for example, seethe Oracle Financials for the Czech Republic User’s Guide for moreinformation about using this software in the Czech Republic.

Oracle Applications Character Mode to GUI Menu Path Changes

This is a quick reference guide for experienced Oracle Applications endusers migrating from character mode to a graphical user interface(GUI). This guide lists each character mode form and describes whichGUI windows or functions replace it.

Oracle Financials Open Interfaces Guide

This guide contains a brief summary of each Oracle Applications openinterface. We provide detailed information about each Receivablesopen interface in this user’s guide.

Multiple Reporting Currencies in Oracle Applications

If you use the Multiple Reporting Currencies feature to report andmaintain accounting records in more than one currency, refer to thismanual before implementing Receivables. The manual detailsadditional steps and setup considerations for implementingReceivables with this feature.

Multiple Organizations in Oracle Applications

If you use the Oracle Applications Multiple Organization Supportfeature to use multiple sets of books for one Receivables installation,use this guide to learn about setting up and using Receivables with thisfeature.

Report eXchange User’s Guide

Read this guide to learn more about Oracle Report eXchange, whichlets you customize the output of certain reports and download them toa spreadsheet program.

Oracle Applications Implementation Wizard User’s Guide

If you are implementing more than one Oracle product, you can use theOracle Applications Implementation Wizard to coordinate your setupactivities. This guide describes how to use the wizard.

viii Oracle Public Sector Receivables User’s Guide

Oracle Applications Developer’s Guide

This guide contains the coding standards followed by the OracleApplications development staff. It describes the Oracle ApplicationObject Library components needed to implement the OracleApplications user interface described in the Oracle Applications UserInterface Standards. It also provides information to help you build yourcustom Developer/2000 forms so that they integrate with OracleApplications.

Oracle Applications User Interface Standards

This manual contains the user interface (UI) standards followed by theOracle Applications development staff. It describes the UI for theOracle Applications products and how to apply this UI to the design ofan application built by using Oracle Forms 4.5.

Oracle Public Sector Receivables Tax Manual

This manual provides everything you need to know about calculatingtax within Oracle Public Sector Receivables, Oracle OrderEntry/Shipping, Oracle Sales and Marketing, and Oracle WebCustomers. It includes information about implementation procedures,setup forms and windows, the Receivables tax calculation process, taxreports and listings, and open interfaces.

Installation and System Administration

Oracle Applications Installation Manual

This manual and the accompanying release notes provide informationyou need to successfully install Oracle Financials, Oracle Public SectorFinancials, Oracle Manufacturing, or Oracle Human Resources in yourspecific hardware and operating system software environment.

Oracle Applications Upgrade Manual

This manual explains how to prepare your Oracle Applicationsproducts for an upgrade. It also contains information on finishing theupgrade procedure for each product. Refer to this manual and theOracle Applications Installation Manual when you plan to upgrade yourproducts.

ixPreface

Oracle Applications System Administrator’s Guide

This manual provides planning and reference information for theOracle Applications System Administrator. It contains information onhow to define security, customize menus and online help, and manageprocessing.

Oracle Receivables Applications Technical Reference Manual

The Oracle Receivables Applications Technical Reference Manual containsdatabase diagrams and a detailed description of Oracle Public SectorReceivables and related applications database tables, forms, reports,and programs. This information helps you convert data from yourexisting applications, integrate Receivables with non–Oracleapplications, and write custom reports for Receivables.

You can order a technical reference manual for any product you havelicensed. Technical reference manuals are available in paper formatonly.

Oracle Applications Product Update Notes

This book contains a summary of each new feature we added sinceRelease 10.7, as well as information about database changes and seeddata changes that may affect your operations or any custom reportsyou have written. If you are upgrading from Release 10.6 or earlier,you also need to read Oracle Applications Product Update NotesRelease 10.7.

Other Information

Training

Oracle Education offers a complete set of training courses to help youand your staff master Oracle Applications. We can help you develop atraining plan that provides thorough training for both your projectteam and your end users. We will work with you to organize coursesappropriate to your job or area of responsibility.

Training professionals can show you how to plan your trainingthroughout the implementation process so that the right amount ofinformation is delivered to key people when they need it the most. Youcan attend courses at any one of our many Educational Centers, or youcan arrange for our trainers to teach at your facility. In addition, wecan tailor standard courses or develop custom courses to meet yourneeds.

x Oracle Public Sector Receivables User’s Guide

Support

From on–site support to central support, our team of experiencedprofessionals provides the help and information you need to keepReceivables working for you. This team includes your TechnicalRepresentative, Account Manager, and Oracle’s large staff ofconsultants and support specialists with expertise in your businessarea, managing an Oracle server, and your hardware and softwareenvironment.

About Oracle

Oracle Corporation develops and markets an integrated line ofsoftware products for database management, applicationsdevelopment, decision support, and office automation, as well asOracle Applications, an integrated suite of more than 45 softwaremodules for financial management, supply chain management,manufacturing, project systems, human resources, and sales andservice management.

Oracle products are available for mainframes, minicomputers, personalcomputers, network computers, and personal digital assistants,allowing organizations to integrate different computers, differentoperating systems, different networks, and even different databasemanagement systems, into a single, unified computing and informationresource.

Oracle is the world’s leading supplier of software for informationmanagement, and the world’s second largest software company.Oracle offers its database, tools, and applications products, along withrelated consulting, education, and support services, in over 140countries around the world.

xiPreface

Thank You

Thank you for using Oracle Public Sector Receivables and this user’sguide.

We value your comments and feedback. At the end of this manual is aReader’s Comment Form you can use to explain what you like ordislike about Receivables or this user’s guide. Mail your comments tothe following address or call us directly at (650) 506–2503.

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xii Oracle Public Sector Receivables User’s Guide

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1 – 1Overview of Oracle Public Sector Receivables

Overview of OraclePublic SectorReceivables

his chapter provides a short introduction to the graphical userinterface (GUI) available with Oracle Public Sector Receivables as wellas a detailed description of three Oracle Public Sector Receivablesworkbenches.

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Receivables Workbenches

Oracle Public Sector Receivables provides three integratedworkbenches that you can use to perform most of your day–to–dayAccounts Receivable operations. You can use the Receipts Workbenchto perform most of your receipt–related tasks and the TransactionsWorkbench to process your invoices, debit memos, credit memos,on–account credits, chargebacks, and adjustments. The CollectionsWorkbench lets you review customer accounts and perform collectionactivities such as recording customer calls and printing dunning letters.

Function Security

You may not have access to every window, button, or alternative regionwithin a Receivables workbench. This is because your systemadministrator may be using Function Security to prevent users withyour responsibility from performing specific Receivables operations.For example, your responsibility might allow you to enter receipts butprevent you from deleting them. For more information, see: FunctionSecurity in Oracle Public Sector Receivables: page C – 2.

Folders

Several of the windows in the Receivables workbenches are folders.Folders let you choose which fields you want to view and where theyappear in a window. You can tell if a window is a folder if an openfolder icon appears at the top left portion of the window. Additionally,if the profile option Flexview: Allow Customization is set to Yes, youcan save your customizations to a particular window to quicklyretrieve that subset of records later. You can modify the appearance ofa folder by choosing options on the Folder menu.

For more information, see: Customizing the Presentation of Data in aFolder (Oracle Applications User’s Guide).

Summary and Detail Windows

The Receipts and Transactions workbenches let you view records one ata time or as a group. Detail windows display only one receipt ortransaction at a time, but provide more information about the recordbecause they contain more fields and alternative regions. Summarywindows, by contrast, can display multiple records at once but requirethat you ”drill down” to the detail window to view additionalinformation about the current record. Following is a list of the

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available detail and summary windows within the ReceivablesWorkbenches:

• Receipts Workbench: Receipts, Receipts Summary, ReceiptBatches and Receipt Batches Summary

• Transactions Workbench: Transactions and TransactionsSummary, Transactions Batches and Transaction BatchesSummary

• Remittances / Remittances Summary

Find Windows

Find windows are available within each of the Receivablesworkbenches. These windows let you search for information based ona specific set of criteria that you specify. For example, the FindTransactions window lets you search for multiple records by entering arange of transaction numbers, dates, batches, or transaction types. Youcan also retrieve a single record by entering a specific document ortransaction number. You can access Find windows from the Querymenu.

List of Values

The list of values is a powerful, time saving feature that lets you choosevalid data for a field from a predefined list. If the lamp appearswhen your cursor is in a field, you can choose the List of Values icon toview a list of valid entries for that field. Simply click on the value youwant; Receivables enters the data you selected and moves the cursor tothe next field in the window.

Special Menu

In the Receipts and Transactions Workbenches, the Special pulldownmenu lets you perform operations in addition to those provided by theaction buttons. For example, in the Receipts Workbench, you can viewthe sum of multiple receipts in the Receipt Totals window, and reviewthe functional currency gain or loss resulting from a currency exchangerate adjustment in the Receipt History window.

In the Transactions Workbench, the Special menu provides access tofunctions that are not accessible via action buttons. For example, in theTransactions window there is no Copy button, but you can still copy atransaction by choosing Copy To from the Special menu. Similarly, theBalances button does not appear in the Transactions Summary window,

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but you can display the Transaction Balances window by choosingBalances from the Special menu.

You can perform most of your operations in Receivables using justthree forms: the Transactions Workbench, the Receipts Workbench, andthe Collections Workbench. The Transactions Workbench is shownbelow.

Receipts Workbench

Use the Receipts Workbench to create receipt batches and enter, apply,reverse, reapply, and delete individual receipts. You can enter receiptsmanually, import them using AutoLockbox, or create themautomatically. You can also use this workbench to clear or riskeliminate factored receipts, remit automatic receipts, create chargebacksand adjustments, and submit Post QuickCash to automatically updateyour customer’s account balance.

Default Attributes

When you enter receipts individually, Receivables provides defaultvalues for the following attributes in the Receipts and ReceiptsSummary windows:

• Currency

• Deposit Date

• Maturity Date

• GL Date

• Receipt Date

• Receipt Type

When you enter receipts as part of a batch, receipts that you enterinherit the following attributes, in addition to those listed above:

• Payment method

• Receipt class

You can also set up default values for new receipt batches. Forexample, you define the batch source ’Standard’ and set AutomaticBatch Numbering to Yes for this source. You also set the profile optionAR: Receipt Batch Source to ’Standard’ (see below). Then, when youcreate a new batch, Receivables uses Standard Source as the default

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batch source and automatically generates a unique batch number whenyou save.

Other profile options that you can setup to provide default values inthe Receipts Workbench include:

• AR: Default Exchange Rate Type: This option determines thedefault value for the exchange rate type that appears in theexchange rate window of the Receipts and Receipts Summarywindows. Valid values are Corporate Exchange Rate, SpotExchange Rate, and User Specified Rate.

• AR: Receipt Batch Source: This option determines the defaultreceipt batch source in the Receipts and Receipt Batcheswindows.

For more information, see: Overview of Receivables User ProfileOptions: page B – 4.

Folder Windows

You can customize the appearance of the following windows bychoosing either Hide Field or Show Field from the Folder menu:

• Applications

• Lockbox Transmission Data

• Receipt Batches Summary

• Receipts Summary

• Remittances Summary

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Receipts Workbench

Applications Distributions

Chargebacks Adjustments

Confirm Reverse

Mass Apply

ReceiptsSummaryReceiptsReceiptBatches

Batch Type: Automatic– Approve

– Maintain– Format

Batch Type: Manual Quick– Post QuickCash– Review Receipts

Batch Type: Manual Regular

– Add, Delete,

– Apply to Multiple

or Review Receipts

(MiscellaneousReceipts)

(Cash Receipts)

Remittances(New Batch)

Remittances(Existing Batch)

– AutoCreate– Manual

Create

– Approve– Format– Receipts

Maintain Remittance

Receipts Batch

FindFind

Find

LockboxTransmission

Data

TransmissionHistory

AutoLockbox Windows

Remittance Windows7

ReceiptBatches

Summary

Refer to the table below to help you use the Receipts Workbench andthe corresponding Receivables documentation more effectively. An NAin the Window/Alternative Region column indicates that thedocumentation for that topic is an essay or general description of thefeature; therefore, a corresponding window name is not applicable.

Topic Section/Task Window/Alternative Region

Adjustments Create an Adjustment: page 4 – 43 Applications window, choosethe Adjustments button.

Applying Receipts Apply Receipts: page 4 – 9 Receipts or Receipts Summarywindow

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Window/Alternative RegionSection/TaskTopic

ApprovingRemittances

Approve Remittance Batches:page 4 – 199

Remittances window

AutoCash AutoCash: page 4 – 144 NA

AutoLockbox Using AutoLockbox: page 4 – 76

Running AutoLockbox: page4 – 119

NA

Submit Lockbox Processingwindow

Automatic Receipts Create Automatic Receipts: page4 – 172

Automatically Create RemittanceBatches: page 4 – 194

Automatically Select Transactionsfor Application (Mass Applybutton): page 4 – 9

Approve Automatic Receipts:page 4 – 178

Format Automatic Receipts: page4 – 180

Manually Enter AutomaticReceipts: page 4 – 184

Confirm Automatic Receipts: page4 – 182

Receipt Batches window

Remittances window

Applications widow

Receipt Batches window

Receipt Batches window

Receipts window

Receipts or Receipts Summarywindow

Batch Batching Receipts for Easy Entryand Retrieval: page 4 – 58

Receipt Batches or ReceiptBatches Summary window

Chargebacks Chargebacks and Adjustments:page 4 – 41

Applications window, choosethe Chargebacks button.

Clearing Receipts Automatic Clearing for Receipts:page 4 – 203

Run Automatic Clearingwindow

Confirming AutomaticReceipts

Confirm Automatic Receipts: page4 – 182

Receipts or Receipts Summarywindow

Discounts Discounts: page 4 – 155 NA

Entering Receipts Enter Receipts: page 4 – 2 Receipts; or Receipts Summarywindow

Factoring Remittances Factor Remittances: page 4 – 192 Remittances

Formatting AutomaticReceipts

Format Automatic Receipts: page4 – 180

Receipt Batches window

Formatting RemittanceBatches

Format Remittance Layouts: page4 – 189

Remittances window

Lockbox Using AutoLockbox: page 4 – 76

Running AutoLockbox: page4 – 119

Submit Lockbox Processingwindow

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Window/Alternative RegionSection/TaskTopic

Maintaining LockboxTransmission

Maintain Lockbox Transmission:page 4 – 129

Lockbox Transmission Data

Note Receivable Create a Note Receivable: page4 – 66

Receipts window

Post QuickCash Post QuickCash: page 4 – 140 Receipt Batches Summarywindow

QuickCash QuickCash: page 4 – 133 Receipt Batches window

Reapplying Receipts Reapply Receipts: page 4 – 54 Applications window

Reconciling Receipts Reconcile Receipts: page 4 – 207 Reconcile Bank Statementswindow (Oracle CashManagement)

Remitting Receipts Create Remittance Batches: page4 – 188

Remittances window

Remittances Create Remittance Batches: page4 – 194

Format Remittance Layouts: page4 – 189

Approve Remittance Batches:page 4 – 199

Remittances window

NA

Remittances window

Reversing Receipts Reverse Receipts: page 4 – 50 Receipts or Receipts Summarywindow

Reviewing Receiptsand Applications

Review Receipts andApplications: page 4 – 56

Applications window

Risk EliminatingFactored Receipts

Automatic Clearing for Receipts:page 4 – 203

Run Automatic Clearingwindow

Transmission History Viewing Lockbox TransmissionHistory: page 4 – 131

Transmission History window

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Transactions Workbench

Use the Transactions Workbench to create new and update existinginvoices, debit memos, credit memos, on–account credits, chargebacks,and commitments within Receivables. You can also use this workbenchto enter, review, or complete transactions, copy invoices, createadjustments, credit transactions, and review invoice installments.

Default Attributes

When you enter transactions individually, Receivables provides defaultvalues for the following attributes in the Transactions and theTransactions Summary windows:

• Date

• Currency

You can also define the profile option AR: Transaction Batch Source toprovide a default batch source for your transactions. This profileoption determines the value of the Batch field in the Transactions,Transactions Summary, Transaction Batches, Transaction BatchesSummary, and Credit Transactions windows.

Folder Windows

The following windows in the Transactions Workbench are Folderwindows. You can customize the appearance of these windows byselecting options from the Folder menu:

• Lines window

• Transaction Batches Summary window

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Transactions Workbench

TransactionBatches

Transactions

InstallmentsBalances

AccountingSales

Credits Freight Tax

SalesCredits

Freight AdjustmentsTaxAccounting Lines

TransactionsSummary

Transaction-Batches

Summary

CopyTransactions

TransactionOverview

CreditTransactions

– New (create new batch)– Open (open selected

batch)– Transaction Summary

– Transaction– Transaction Summary

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Topic Section/Task Window/Alternative Region

Accounting Review Accounting Information:page 5 – 13

Accounting for Transactions: page8 – 25

Accounting window

NA

Adjustments About Adjustments: page 5 – 106

Enter Manual Adjustments: page5 – 109

Create Automatic Adjustments:page 5 – 111

NA

Adjustments window

Create AutoAdjustments window

Addresses Define Remit To Addresses: page2 – 154

Remit To Addresses window

AutoAccounting Using AutoAccounting: page5 – 128

Define AutoAccounting: page2 – 113

NA

AutoAccounting window

AutoInvoice Import Transactions UsingAutoInvoice: page 5 – 70

Overview of AutoInvoice: page5 – 145

Run AutoInvoice window

NA

Banks Define Banks: page 2 – 179

Define Bank Charges: page2 – 190

Banks window

Bank Charges window

Batch Batch Transactions: page 5 – 34

Define Transaction Batch Sources:page 2 – 94

Transaction Batches orTransaction Batches Summarywindow

Transaction Batch Sourceswindow

Chargeback Enter Commitments: page 5 – 31

Using Commitments: page 5 – 139

Chargebacks window

NA

Commitments Enter Commitments: page 5 – 31

Using Commitments: page 5 – 139

Transactions or TransactionsSummary windowNA

Complete Complete Transactions: page5 – 36

Transactions or TransactionsSummary window

Consolidated Billing Consolidated Billing: page 5 – 276

Print Consolidated BillingInvoices: page 5 – 282

NA

Consolidated Billing Invoiceswindow

Copy Copy Invoices: page 5 – 39 Copy Transactions window

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Window/Alternative RegionSection/TaskTopic

Credit Credit Transactions: page 5 – 46

Create On–Account Credits: page5 – 66

Credit Transactions window

Applications window

Finance Charges Calculate Finance Charges: page6 – 57

Define Customer Profile Classes:page 3 – 38

Customer Profile Classes window

Customer Profile Classes window

Freight Define Freight Carriers: page2 – 74

Enter Freight Information: page5 – 16

Freight Carriers window

Freight window

Guarantee Enter Commitments: page 5 – 31

Using Commitments: page 5 – 139

Transactions or Tr