Oracle Applications 11iOracle Accounts Receivables

A Presentation by EAS Oracle Applications December 2003

EAS Oracle Apps

Oracle Accounts Receivables

AgendaOverview 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

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Overview of Oracle Accounts Receivables

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Overview of AROracle Receivables provides three integrated workbenches to perform most of the day-today Accounts Receivable operations. Use the Receipts Workbench to perform receipt-related tasks Use the Transactions Workbench to process invoices, debit memos, credit memos, onaccount 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 ARReceipts 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 ARCreate Profile Classes

Enter Customers

Create Invoices

Print Invoices

Send to Customers

Use iReceivables

Receipts

Collections

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Overview of ARCustomers Overview

Create customer profile classes

Enter customer information

Assign customers to profile classes

Review customer information

Eliminate duplicate informationEAS Oracle Apps

Create customer relationships

Overview of ARTransaction WorkbenchDeposit Guarantee Standard invoice

Copy Print and send invoice to customer Correct invoice Underinvoice Overinvoice Invalid transaction Void Delete

Process and print Enter receipt Generate statement

Interface to Oracle General LedgerEAS Oracle Apps

Overview of ARReceipt WorkbenchEnter receipt Apply to customer account or invoice

Update customer balance

Clear receipt

Reconcile bank statement

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Overview of ARCollections WorkbenchScheduler Customer account Customer workbench

Account overview

Aging

Release/ credit hold

Correspondence

Transaction overview Account detail Call

Account detail

Account detail Call Print statement Print dunning

Account detail

Call

A

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Overview of ARCollections WorkbenchCustomer Account Account detail Call Customer account Transaction overview Correspondence

A

Adjust

Balances

Activity

Trans./Receipt workbench

Dispute history

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Managing Customers

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Managing CustomersIntegrating Customer InformationCustomer Information Oracle Order Management

Shared with

Oracle Projects

Oracle Receivables Owned by Oracle CRM Suite

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Managing CustomersCustomer Entry MethodsEnter complete details Enter limited information Import from other systems

Standard customer entry

Quick customer entry

Customer interface

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Managing CustomersEnter 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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Managing CustomersUsing Standard and Quick Customer EntryCustomer

Classification

Telephone numbers

Addresses

Contacts

Marketing

Profile class

Bank accounts Business purpose

Payment method

Relationships

Details AccountingEAS Oracle Apps

Order Management information

Managing CustomersInterface Customer Entry

External Databases

Temporary Interface Tables

Oracle Receivables Customer Tables

Correct errors with SQL*Plus

Customer Interface Execution ReportEAS Oracle Apps

Managing CustomersCustomer 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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Managing CustomersFind Customers Fuzzy SearchFuzzy Search The 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.

(N) Setup Expenditures Expenditure TypesEAS Oracle Apps

Managing CustomersMatch Results WindowNote 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.

(N) Setup Expenditures Expenditure Types EAS Oracle Apps

Managing CustomersEntering Customer Addresses-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.

(N) Customers Customer AccountsEAS Oracle Apps

Managing 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 accountsEAS Oracle Apps

Managing CustomersCustomer 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

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.

The Bill To location to associate with this Ship To address

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Managing CustomersBusiness PurposesEach address can have multiple business purposes.

Ship To site Bill to site

Ship To site Marketing

Bill To site Statements Dunning Legal

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Managing CustomersBusiness 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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Managing CustomersAssigning Business PurposesEnter the Territory Flexfield to associate with this address Enter the default finance charges activity for this customer Enter values in this region if this is a Ship-To site. Choose one of the Tax Classifications defined in Receivables Lookup Codes The location of inventory for this business purpose address. Choose a tax rounding rule for transactions billed to this site. Choose from Up, Down or Nearest. 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. Enter a name for this business purpose in the Location field, If Automatic Site Numbering in the System Options window is set to No

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

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Managing CustomersBusiness Purposes Accounts TabThe 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 Revenue account for this address

The Tax account for this address

Unbilled Receivable account for this address. The Unearned Revenue account for this address.

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.

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Managing CustomersOrder Management Attributes in Customer TablesOrder Defaults Scheduling Defaults Shipping Defaults

Order Type Price List /GSA Item Identifier Type Request Date Type Put Lines in Sets

Earliest Schedule Limit Latest Schedule Limit Push Group Schedule DateEAS Oracle Apps

Warehouse Freight Terms FOB Ship Method Over/Undership Preferences

Managing CustomersOrder Management AttributesName 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 To determine whether the customer is responsible for the freight charges for an order 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.

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.

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

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

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Managing CustomersCustomer Contacts and RolesEnter a unique contact number, if the Automatic Contact Numbering profile option is No

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.

The system displays contacts in the Transaction and Collections windows.

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Managing CustomersBank AccountsEnter 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.

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.

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Managing CustomersPayment MethodsDuring transaction and receipt entry, the system uses the primary payment method defined as the default.

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

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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Managing CustomersProfile 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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Managing CustomersCustomer RelationshipsCreate 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 customers ship-to address during order entry.

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Managing CustomersCustomer RelationshipPrimary Reciprocal Related Primary Related

Nonreciprocal

Primary (parent)EAS Oracle Apps

Related (child)

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

Specifies whether the relationship is a bill to relation

(N) Customers Customer Accounts Relationships

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Managing CustomersParty Relations

Relationship types categorize relationships.

The party that the customer is related to

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

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 .

(N) Customers RelationshipsEAS Oracle Apps

Managing CustomersProfile Classescharacteristics

Use profile classes to describe and group customers with similar financial

the default (seeded) customer profile class. before saving.

Use profile classes to enter new customers quickly and consistently When a customer is established , the customer processing function assigns it to

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

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Managing CustomersCustomer Profile Class CharacteristicsCredit/collections Invoices and Statements Payment promptness

Credit check Collector Payment application Dunning letters Finance charges

Invoice line and tax printing Statement cycle Consolidated invoices

Payment terms Discounts Grace days

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Managing CustomersCustomer Profile ClassesIndicates the number that customers using this profile class will use to match receipts with invoices during AutoLockbox validation 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

Check to send statements to customers using this profile class

Specifies how Post QuickCash applies any leftover receipt amounts created by a partial receipt application Enter a Statement Cycle If the Send Statement check box is checked. Statement cycles indicate how often to print statements.

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

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

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

(N) Customers Profile ClassEAS Oracle Apps

Managing CustomersCustomer Profile ClassesCheck to be able to change the default payment term when entering transactions for customers using this profile class. The default payment term for customers assigned to this profile class

enter the number of Discount Grace Days after the discount term date that customers using this profile class can take Check to charge finance charges.

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

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

Indicates how to print tax on invoices

Specifies the printing format of the consolidated billing invoice

(N) Customers Profile ClassEAS Oracle Apps

Managing CustomersCustomer Profile Classes

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

(N) Customers Profile ClassEAS Oracle Apps

Managing CustomersCustomer Profile ClassesThe Currency in which customers assigned to this profile class will do business The interest rate to charge customers 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 system will not generate automatic receipts in this currency that are less than this amount. The minimum outstanding balance in this currency that customers must exceed in order for Receivables to generate a statement. The total amount of credit in this currency to give to 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 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 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 maximum amount of an individual order

(N) Customers Profile ClassEAS Oracle Apps

Managing 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 customerstransactions.

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Managing CustomersMerging 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 MarketingEAS Oracle Apps

Managing CustomersCustomer MergeThe name of the customer to merge. The reason for the merger of the two customers. The Type of customer being merged The name of the customer to merge to

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 mergeto customer.

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.

(N) Customers MergeEAS Oracle Apps

Processing Invoices

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Processing InvoicesTransaction Overview

Import transactions

Create manual transactions

Calculate taxes, create GL accounts, update customer balances

Print invoices

Correct, if necessary

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Processing InvoicesTransactions Workbench WindowsUse the Transactions Workbench to create new and update existing invoices, debit memos, credit memos, onaccount 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 InvoicesInvoice Entry MethodsInvoices from feeder systems Run AutoInvoice

Manual invoicesEAS Oracle Apps

Data entry

Processing InvoicesCreating Invoice Batches Use batches to match control and actual invoice counts and amounts. Actualcount 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 donot 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.EAS Oracle Apps

Processing InvoicesTransaction BatchesBatch sources control invoice and invoice batch numbering and the default transaction types for transactions added to this batch If Automatic Batch Numbering for this batch source is No, enter a unique batch Name.

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

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 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.

(N) Transactions BatchesEAS Oracle Apps

Processing InvoicesCreating a Standard Invoice

Enter invoice header information

Enter invoice lines

Enter salescredit

Enter freight lines

AutoAccounting creates accountsEAS Oracle Apps

Complete invoice

Processing 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 for entry and posting to GL

Future Available for entry

Closed Not available

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Processing 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 The transaction class Payment terms (if not set at the customer) Ship-to and bill-to address Payment terms SalespersonEAS Oracle Apps

Transaction type can default:

Customer can default:

Processing InvoicesEntering Sales Credits If the Require Salesperson check box in the Miscellaneous tab of the SystemOptions window is selected, a salesperson must be assigned to each invoice. record both revenue and non-revenue sales credit. This information defaults to linelevel sales credits.

Use the Sales Credits window to allocate sales credit among salespeople, and

Autoaccounting will recalculate the revenue account assignment. Total sales credits can be greater than the revenue amount for bonus or incentivepurposes.

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

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Processing InvoicesCompleting Transactions Completing an invoice means that payment schedules and aged receivableamounts 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 InvoicesTransaction Header InformationEnter the transaction number if Automatic numbering is not enabled. If automatic numbering is specified, Receivables generates a number 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 Transaction Type. Transaction types determine whether a transaction updates open receivables, can be posted to GL, if Receivables calculates tax, the transactions 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 Invoice Class. Choose from the following -Invoice -Debit Memo -Credit Memo -Deposit

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

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Processing InvoicesTransactions MainEnter 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 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.

If the invoice is against a commitment, enter the Commitment, or choose one 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.

(N) Transactions TransactionsEAS Oracle Apps

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

Processing InvoicesTransactions MoreThe invoicing Rule associated with this transaction 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. 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. 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 customers credit profile. If No, Receivables does not calculate finance charges on this transaction, regardless of the customers credit profile. The date on which this transaction was last printed.

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

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

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

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.

(N) Transactions Transactions More(Tab)EAS Oracle Apps

Processing InvoicesTransactions Remit ToThe 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-to customer. 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)

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Processing InvoicesTransactions Paying CustomerThe customer associated with the customer bank account assigned to the invoice. This could be different from the billing customer if Customer relationships exist The payment method assigned to the transaction. The bank account number.

The bank to which the Payment Method is assigned to

(N) Transactions

Transactions Paying Customer (Tab)

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Processing 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 extendedwarranties 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 freightamounts

AutoAccounting determines the default freight accountEAS Oracle Apps

Processing InvoicesTransaction Lines Main TabThe description for this invoice line. Receivables prints the description on the invoice. Choose from -Inventory Item -Standard Memo Line -Free Form 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. 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.

To enter goods to bill to the customer, enter the Item, Quantity, and Unit Price for each item. Line Transaction Flexfield values derived from AutoInvoice

(N) Transactions

Transactions Lines

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Processing InvoicesTransaction Lines Sales Order TabThe order line number to which this invoice line refers. The date this item was ordered.

The sales order line number for this invoice line.

The revision number for this order.

The channel through which this item was ordered

(N) Transactions

Transactions Lines

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Processing InvoicesTransaction Lines Tax Exemptions TabEnter Exempt if the system option Use Customer Exemptions is set to Yes and to force tax exemption on the invoice lines. Enter a tax exemption Certificate Number if Tax Handling is Exempt Select from list of values

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 Require to force tax calculation on the invoice lines.

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

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

(N) TransactionsEAS Oracle Apps

Transactions Lines

Processing InvoicesTransaction Lines More TabIndicates the reason for a credit memo. Defaults from the invoice header level. Any additional information about this line item. A description of the inventory item in an alternate language. Entered when defining inventory items.

The ship-from location for this item.

(N) Transactions

Transactions Lines

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Processing InvoicesTransaction BalancesDisplays The original transaction amount The total amount of receipts Credit memos Adjustments Finance 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) TransactionsEAS Oracle Apps

Transactions Balances

Processing InvoicesCreating Copies of Invoices

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

January

April Model transaction

July

Processing InvoicesChoosing 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.

Determining Transaction Schedule 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.EAS Oracle Apps

Processing InvoicesRecurring RulesAnnually: 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.

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Processing InvoicesCopy Transactions Recurring InvoicesThe invoice to use as a model for copying invoices Enter the number of copies to create

Choose a copy Rule. Enter the First Transaction Date to create the copied invoice

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 Transaction Number if the if the Batch source doesnt specify Automatic Transaction Numbering

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

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

(N) TransactionsEAS Oracle Apps

Copy Transactions

Processing 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 InvoicesInvoices With RulesFixed or variable Journal entry

Accounting rule Advance or Arrears Invoicing rule Invoice Revenue recognition program Journal entry

01.100.200.4500.000.0000 01.110.220.4550.000.0000 01.220.220.4700.000.0000

AutoAccountingEAS Oracle Apps

Processing 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 Receivablesthrough 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 therevenue 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 isCash Basis.

EAS Oracle Apps

Processing InvoicesUsing Invoices with RulesBusiness NeedEnter invoices for services provided over 12 months and recognize revenue as the service is provided.

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

Assign invoices a Bill in Bill customers for the invoices before recognizing Advance invoicing rule. all of the revenue. Bill customers for invoices after recognizing all of the revenue. Assign invoices a Bill in Arrears invoicing rule.

EAS Oracle Apps

Processing 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.

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

Transactions HeaderEAS Oracle Apps

Processing InvoicesAssigning Accounting Rules To Invoice Lines Accounting rules determine when to recognize revenue amounts. Each invoice line can have different accounting rule.The number of periods in which revenue is recognized. Value defaults from fixed rule. Value must be entered for variable rule Enter the Date field to determine when to start recognizing revenue.

Select the accounting Rule to determine when to recognize revenue

Transactions LinesEAS Oracle Apps

Processing 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 InvoicesView Accounting DistributionsChoose 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

Invoice

Drill Down

View Accounting Lines

Drill Down T-Accounts

EAS Oracle Apps

Processing InvoicesView Accounting Lines 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.

(N) TransactionsEAS Oracle Apps

Transactions Distributions

Processing InvoicesView Accounting Lines

(N) Tools View AccountingEAS Oracle Apps

Processing InvoicesActivity Summary

(N) Tools

View Accounting

T-Accounts

Activity Summary

EAS Oracle Apps

Processing 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

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Processing 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.

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Processing InvoicesForeign Currency Invoicing Profile OptionsThe following profile options affect the appearance and behavior of the Exchange Rates window: Profile OptionJournals: Display Inverse Rate

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

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.

EAS Oracle Apps

Processing 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 hasbeen posted or has had a receipt applied to it. transaction at the new rate.

To use a different exchange rate, reverse the transaction, then recreate theEAS Oracle Apps

Processing 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 TransactionSummary 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 Toolsmenu.

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 theTools menu.

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

Processing InvoicesViewing Exchange Rate Information for a ReceiptExchange 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 Currency

Receipt Amount in foreign currency

Receipt Amount in functional currency

(N) Receipts Receipts Tools Exchange RateEAS Oracle Apps

Processing InvoicesViewing Exchange Rate Information for a Transaction

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

Transaction Currency

(N) Transactions Transactions Tools Exchange RateEAS Oracle Apps

Processing 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.Specify the Rounding Account to post differences between the converted amounts Enable to enable Header Level Rounding

(N) Setup System System OptionsEAS Oracle Apps

Processing InvoicesViewing Rounding AccountSelect Accounts for All Lines to view the Rounding Account.

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

(N) Transactions Transactions DistributionsEAS Oracle Apps

Processing InvoicesPrinting TransactionsPrint the following documents to send to customers: Invoices Credit memos Debit memos Deposits 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 Guarantees Chargebacks Adjustments

Printing Transactions Print transactions by batch Print transactions that have not been printed Specify a range of transactions to print

EAS Oracle Apps

Processing InvoicesPrinting Transactions Report OptionsInvoice 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 InvoicesPrinting Transactions

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Processing InvoicesPrinting TransactionsPrinting Invoices Consider 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 Memos For 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 Memos For 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

Processing InvoicesPrinting TransactionsDeposits For 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. Guarantees For 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

Processing InvoicesPrinting TransactionsInvoices Against Deposits Receivables 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 Guarantees Receivables 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).

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Processing InvoicesPrinting Tax

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Processing 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

Processing InvoicesPrinting 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

Processing InvoicesPrinting Statements Print OptionsPrint 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

Processing InvoicesPrinting StatementsSelect a print option 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. Select active aging buckets that have a type of 'Statement Aging. Enter a statement Cycle. The default is the cycle specified in this customer's profile class.

Enter the Customer name or Number and the billing Location for this submission. To include only specific transactions in this statement, enter a Transaction Type.

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

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

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

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

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

EAS Oracle Apps

Processing InvoicesPrinting 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

Processing InvoicesDunning 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

Processing InvoicesPrinting Dunning LettersTo 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

EAS Oracle Apps

Processing InvoicesConsolidated Billing Use the Consolidated Billing Invoice program to print a single monthly invoice that includes all customers 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 InvoicesConsolidated BillingA consolidated billing invoice is not the same as a statement. Some of the differences are:

StatementsGenerated at customer level. Customer uses for informational purposes. Itemizes adjustments, credit memos, debit memos, chargebacks, deposits, invoices, receipts, and on-account credits. Includes aging.

Consolidated BillingGenerated at customer or bill-to location level.

Customer pays from the invoice.

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

Does not include aging.

Customers selected by statement cycle.

Customers selected by cutoff date and payment terms. EAS Oracle Apps

Processing 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

Billing Invoice Number 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.EAS Oracle Apps

Processing 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 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 invoice o 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 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 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 InvoicesPrinting Consolidated Billing InvoicesChoose 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 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 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 InvoicesConsolidated Billing Invoice Report ParametersTo 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. 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. 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

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 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.

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.

EAS Oracle Apps

AutoInvoice

EAS Oracle Apps

AutoInvoiceAutoInvoice 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-Oraclesystems Invoices Debit memos Credit memos On-account credits

Calculate taxes for the imported transactions, or pass the tax through the tables Correct errors easily onlineEAS Oracle Apps

AutoInvoiceAutoInvoice ProcessSQL loader

Non Oracle data

AutoInvoice interface tables

Valid lines

Oracle Receivables transaction tables

Oracle data

Interface Program View and correct invalid records

Error lines

EAS Oracle Apps

AutoInvoiceAutoInvoice 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 applicationsEAS Oracle Apps

AutoInvoiceAutoInvoice ProcessAutoInvoicingLine, accounting and sales credit information for each line populates 3 interface tables Lines are ordered and grouped Tax is calculated GL date is determined GL accounts are assigned using AutoAccounting Tax, freight, commitments and credit memos are linked to transaction lines All transactions are batched Validated lines are used to create the transaction

Imported Transactions

Invoices Created

EAS Oracle Apps

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

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:

AutoInvoiceGrouping Rules Grouping rules are mandatory and determine how transaction lines are grouped intotransactions

Grouping rules specify attributes that must be identical for lines to appear on thesame transaction.

AutoInvoice requires mandatory grouping on the transaction attributes CurrencyCode and Bill-To Customer (only one of each attribute is allowed per invoice). transaction attributes assigned to the grouping rules.

Receivables automatically applies these required grouping rules to any additional All attributes of the Transaction Flexfield are optional within a grouping rule and canbe assigned as optional grouping characteristics in the Grouping Rules window.

EAS Oracle Apps

AutoInvoiceGrouping Rule HierarchyAutoInvoice 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 batchsource of the transaction line

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

The grouping rule specified in the Customer Profile Classes window for the bill-tocustomer 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

AutoInvoiceAutoInvoice Line Ordering Rules AutoInvoice uses these rules to order transaction lines when grouping thetransactions 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 invoicelines based on the priority defined. can also be specified.

An ascending or descending order for each transaction attribute assigned to a rule

EAS Oracle Apps

AutoInvoiceUsing AutoInvoice Key ConceptsAutoInvoice 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

AutoInvoiceUsing AutoInvoice Key ConceptsTransactions 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

AutoInvoiceAutoInvoice Execution PhasesAutoInvoice 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.

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AutoInvoiceAutoInvoice Validation ChecksAutoInvoice 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 dont 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

AutoInvoiceAutoInvoice 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 ruleCreate 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

AutoInvoiceDetermining GL Dates for Invoices Without RulesAutoInvoice 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.

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AutoInvoiceDetermining 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.

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AutoInvoiceDetermining 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.

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

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AutoInvoiceTransaction Flexfields Transaction flexfields are descriptive flexfields that AutoInvoice uses to uniquelyidentify transaction lines.

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

Receivables lets you determine how you want to build your transaction flexfieldstructure 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 transactionsEAS Oracle Apps

AutoInvoiceImporting 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 doesnt have to be run; in this case, Receivables deletes the interface lines automatically after AutoInvoice is run.

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AutoInvoiceRunning Autoinvoice

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AutoInvoiceAutoInvoice Exception Handling Records that pass validation are transferred into Receivables transaction tables Records that fail validation are called exceptions; these records remain in theAutoInvoice interface tables

Once the errors have been corrected , resubmit AutoInvoice Valid lines can not be changed in the AutoInvoice Exception Handling windows, onlythose lines with errors

AutoInvoice Exception Handling Windows The Interface Exceptions window displays exception messages associated with allinvalid records.

The Interface Lines window displays all records in the interface tables that failedonly be opened from the Interface Lines window.EAS Oracle Apps

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

AutoInvoiceInterface 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 ExceptionsEAS Oracle Apps

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