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Determining Dates

Determining General Ledger Dates for Invoices Without Rules

If your invoice does not use rules, AutoInvoice first uses the general ledger date in the interface table, if one exists. If you did not pass a general ledger date and you elected not to derive the date, AutoInvoice uses the date you entered in the Submit Requests window.

If you elect to derive the general ledger date, 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 you entered in the Submit Requests window. The following graphic illustrates this process.

Determining General Ledger Dates for Invoices With Rules

If your invoice uses Bill in Advance as the invoicing rule, AutoInvoice uses the earliest accounting rule start date as the invoice GL date.

If your 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 your transaction, it takes the latest date and uses it as the invoice GL date.

Rule Start Date

If your invoice does not use an accounting rule with a type of 'Accounting, Fixed Duration' and a period of 'Specific Date', or if you have not elected to derive the rule start date, Receivables uses the date specified in the Submit Requests window.

If your 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 your rule start date. For example, if your accounting rule dates are 10-JUN-93, 10-JUL-93 and 10-AUG-93, AutoInvoice uses 10-JUN-93 as your rule start date.

If you elected to derive the rule start date, 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 you entered in the Submit Requests window. The following graphic illustrates this process.

Determining Credit Memo Dates

If a transaction date is not passed for your credit memo, AutoInvoice uses the following hierarchy to determine the credit memo date: credit memo general ledger date, and the general ledger date for the invoice's receivable distribution or the date on the Submit Requests 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 date on the Submit Requests window, whichever is later.

Determining the Transaction Dates

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

Suggestion: If you use Oracle Inventory and Oracle Order Entry for sales order shipments, you should elect to derive your dates and use the shipment date for your invoice general ledger date. In this way you can ensure that you have booked your revenue and cost to the same accounting period.

If you do not match revenue and cost in the same period, you violate basic GAAP principles, and may distort your profit. In addition, you cannot run a meaningful Margin Analysis report. This report summarizes your revenue and cost of goods sold transactions by item and customer order, and specifies a transaction date range. If your transactions are booked in the wrong period, the Margin Analysis report reflects those incorrect transactions.

See Also

Validating Dates

Adjusting General Ledger Dates

Determining Exchange Rates

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