Transaction Batch Sources
Batch sources control the standard transaction type assigned to a transaction and determine whether Receivables will automatically number your transactions and transaction batches. Active transaction batch sources appear as list of values choices in the Transactions, Transactions Summary, and Credit Transactions windows.
You can define two types of transaction batch sources:
- Manual: Use manual batch sources with transactions that you enter manually in the Transaction and Transactions Summary windows.
You can make a batch source inactive by unchecking the Active check box and then saving your work. Receivables will not display inactive transaction batch sources as list of values choices or let you assign them to your transactions.
- Imported: Use imported batch sources to import transactions into Receivables using AutoInvoice.
Define credit memo batch sources (optional)
To define a transaction batch source:
1. Navigate to the Transaction Sources window.
2. Enter a unique Name and a Description for this transaction source.
3. Enter a Type of 'Manual' or 'Imported.'
4. Enter the range of Effective Dates for this source. The Start date is the current date, but you can change it. If you do not enter an end date, this transaction batch source will be active indefinitely.
5. If this is a Manual source, and you want to automatically number new batches you create using this source, check the Automatic Batch Numbering check box and enter a Last Number. For example, to start numbering your batches with 1000, enter 999 in the Last Number field. If you are defining an Imported transaction batch source, Receivables automatically numbers the batch with the batch source name - request id.
6. To automatically number new transactions you create using this source, check the Automatic Transaction Numbering check box and enter a Last Number. You can use automatic transaction numbering with both Imported and Manual sources.
Note: Receivables automatically updates the Last Number fields, so you can review this batch source later and see the last transaction number that was generated (note that this number is only an approximation due to caching).
7. Enter the Standard Transaction Type for this batch source. When you choose a batch source during transaction entry, this will be the default transaction type. You can define new transaction types in the Transaction Types window.
8. To number your credit memos created against invoices and commitments with this source differently than the invoices or commitments they are crediting, enter a Credit Memo Batch Source. Before you can assign a credit memo batch source, you must first define your credit memo batch sources using this window. If you do not specify a credit memo batch source, Receivables enters the invoice or commitment batch source here.
9. If you are defining a Manual transaction batch source, save your work.
If you are defining an Imported transaction batch source, open the AutoInvoice Processing Options alternative region.
10. Specify how you want AutoInvoice to handle imported transactions that have Invalid Tax Rates. An invalid tax rate is one in which the imported transaction's tax rate does not match its tax code. Enter 'Correct' if you want AutoInvoice to automatically update the tax rate that you supplied to the one that you defined previously for the tax code. Enter 'Reject' if you want AutoInvoice to reject the transaction.
11. Specify how you want AutoInvoice to handle imported transactions with Invalid Lines by entering either 'Reject Invoice' or 'Create Invoice.'
12. Choose the Create Clearing check box if you want AutoInvoice to require that the revenue amount for each transaction line is equal to the selling price times the quantity specified for that line. Use this option to distribute revenue on an transaction in an amount that is not equal to the transaction line amount.
If you check this check box, AutoInvoice puts any difference between the revenue amount and the selling price times the quantity for a transaction into the AutoInvoice Clearing account that you have defined. Otherwise, AutoInvoice requires that the revenue amount be equal to the selling price times the quantity for all of the transactions it is processing. Define your clearing account in the Automatic Accounting window. See: AutoAccounting.
13. Specify how you want AutoInvoice to handle imported transactions that have lines in the Interface Lines table which are in a closed period. To have AutoInvoice automatically adjust the GL dates to the first GL date of the next open or future enterable period, enter 'Adjust' in the GL Date in a Closed Period field. Enter 'Reject' to reject these transactions.
14. Indicate whether sales credits can be entered for transactions using this source by checking or unchecking the Allow Sales Credit check box. This option and the Require Salesreps option in the System Options window determine whether sales credits are optional or required. See: Transaction Batch Sources Field Reference.
15. Enter a Grouping Rule to use for a transaction line (optional). If you do not enter a grouping rule, AutoInvoice uses the following hierarchy to determine which rule to use:
- The grouping rule specified in the Transaction Sources window for the batch source of the transaction line.
- The grouping rule specified in the Customer Profile Classes window for the bill-to customer and bill-to site of the transaction line.
- The grouping rule specified in the Customer Profile Classes window for the bill-to customer of the transaction line.
- The default grouping rule specified in the System Options window.
16. Open the Customer Information alternative region, then choose either 'Value' or 'Id' for each option to indicate whether AutoInvoice will validate your customer information for this batch source using a value or identifier. Choose 'None' for no validation.
17. Open the Accounting Information alternative region, then choose Id, Value, or None to indicate how AutoInvoice will validate your Invoice and Accounting Rule data for this batch source.
18. Choose either 'Id' or 'Segment' to indicate whether you want AutoInvoice to validate the identifier or the segment for this batch source.
19. Check the Derive Date check box to derive the default rule start date and default GL date from the ship date, rule start date, order date and the default date that you supply when you submit AutoInvoice.
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 transaction 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 are unable to 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, this report reflects those incorrect transactions. Refer to the Margin Analysis Report in Oracle Cost Management.
20. Choose either 'Id' or 'Value' to indicate whether AutoInvoice will validate your Payment Terms for this batch source using identifiers or values.
21. Choose either 'Amount' or 'Percent' to indicate how you want AutoInvoice to validate your Revenue Account Allocation data for this batch source.
22. Open the Other Information alternative region, then choose how you want AutoInvoice to validate data. Choose 'None' for no validation.
23. Open the Sales Credits Data Validation alternative region, then choose how you want AutoInvoice to validate data. Choose 'None' for no validation.
Importing Transactions Using AutoInvoice
Transaction Batch Sources Field Reference
Transaction Batch Sources Listing