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When you enter an invoice, Receivables uses your AutoAccounting rules to determine your default general ledger accounts. See: Using AutoAccounting.

You can enter transactions one at a time or in a group called a batch. See: Batching Transactions for Easy Entry and Retrieval.

Your system administrator determines whether you can delete a transaction. See: Function Security in Oracle Receivables.

Transaction Types

You can set up AutoAccounting to use transaction types when determining your general ledger accounts. If AutoAccounting depends on transaction type and you change this value, Receivables displays a pop-up window asking you if you want to recalculate all of your general ledger accounts. If you choose Yes, Receivables reruns AutoAccounting and makes the appropriate changes to your accounts (unless the transaction is a chargeback).

Prerequisites

   Define transaction types

   Define AutoAccounting

   Define transaction batch sources

   Define accounting rules (optional)

   Set up document numbering (optional)

   To manually enter an invoice or a debit memo:

1. Navigate to the Transactions window.

2. If your batch source does not specify Automatic Invoice Numbering, enter a transaction Number. Otherwise, Receivables assigns a number when you save. If you are adding transactions to a batch, the transaction number must be unique within this batch.

Note: If the profile option AR: Show Billing Number is Yes, Receivables displays two transaction number fields. Enter a transaction number in the second field. Receivables uses the second field to display the Consolidated Billing Invoice number associated with an existing transaction. See: Consolidated Billing.

3. Enter the Date and Currency of this transaction. The default date is either the batch date or, if there is no batch information, the current date. The default currency is either the currency entered at the batch level or your functional currency, but you can change it to any currency defined in the system. If the currency is different from your functional currency, and you have not defined daily conversion rates, enter exchange rate information. See: Foreign Currency Transactions.

Attention: You cannot adjust the exchange rate for a foreign currency invoice once the invoice has been posted or has had a receipt applied against it. To use a different exchange rate, you must reverse the transaction (delete it, credit it, or change the trx type to one that has Open Receivable and Post to GL set to No) then recreate the trx at the new rate.

4. Enter the transaction batch Source for this transaction. The default is the source you entered at the batch level. If there is no batch information, you must enter a source. The transaction batch source specifies automatic or manual batch and invoice numbering and the standard transaction Type.

5. Choose a transaction Type with class of Invoice or Debit Memo (optional).

6. If the transaction batch source you entered has Post to GL set to Yes, enter the GL Date for this transaction. The default GL Date is the current date. However, if the current date is not in an open period, the default is the last date of the most recent open period. The GL Date you enter must be in an Open or Future period.

7. Enter the customer Bill To Name and Location for this transaction.

8. Enter the payment Terms for this transaction. Receivables calculates the Due Date based on the payment terms and date of this transaction. If you enter a split payment term, the due date is the date that the first payment is due. See: Entering Invoices with Installments.

Receivables uses the following hierarchy to determine the default payment terms, stopping when one is found:

• customer Bill-To site level

• customer address level

• customer level

• Transaction Type

9. If you are creating an invoice against a commitment, enter the Commitment or choose one from the list of values.

10. Enter a Salesperson (optional). If the system option Require Salespersons is Yes and you did not assign a salesperson to this customer at the customer or site level, you must enter a salesperson. To see how Receivables chooses a default salesperson for your transactions, see: Salespersons.

For more information about sales credits, see: Entering Revenue Credits.

11. If you are using manual sequence numbering, open the More alternative region, then enter a unique Document Number. Otherwise, Receivables assigns a document number when you save. See: Implementing Document Sequences.

If you are entering an invoice and want to assign invoicing rules, see: Entering Invoices with Rules.

12. Open the Remit To alternative region, then enter the Remit To Address for this transaction. The default is the remit-to address assigned to the country, state, and postal code combination for this customer's address.

13. To enter Freight information for this transaction, choose Freight. See: Entering Freight Information.

14. To enter the goods or services to bill to this customer, choose Line Items, then enter the Item, Quantity, and Unit Price for each item. Receivables automatically calculates the total Amount for each line. See: Lines Field Reference.

Note: You can use standard memo lines instead of items if, for example, you have not installed Oracle Order Entry or Oracle Inventory. To use memo lines, place your cursor in the Description field, then enter the memo line or select from the list of values. See: Standard Memo Lines.

Receivables displays a default Tax Code (or tax group) if you defined one at one of the following levels: item, customer, customer site (and system level, if your tax method is 'VAT'). You can override this value if the profile option Tax: Allow Override of Tax Code is set to Yes.

Note: If you override a tax code, Receivables preserves the override across all updates to the invoice. Similarly, changing the ship-to address or the line item could change the default tax code.

Attention: If AutoAccounting depends on item and you change the Item field, Receivables displays a pop-up window asking if you want to rerun AutoAccounting for this invoice line. If you choose Yes, Receivables reruns AutoAccounting, changes your revenue account, and changes tax rate information (if your tax information changed). If you choose No, Receivables neither reruns AutoAccounting nor changes tax rate information if your tax information changed. If AutoAccounting does not depend on item, and you change to an item with a new tax code, Receivables asks if you want to recalculate tax information for your invoice lines. If you change the Item field and Tax Calculation is Yes and Tax Lines exist - or if Tax Calculation is No but you calculate tax automatically - Receivables asks you if you want to recalculate tax. If you choose Yes, Receivables recalculates the tax; otherwise, it does not let you make the change.

15. To review or update tax information for this line, choose Tax. See: Entering Tax Information. To review tax exemption information for this line, choose Lines, then open the Tax Exemptions alternative region.

Attention: You cannot review tax information for a line if the standard line type is Freight or Charges, or if the transaction is a chargeback.

To enter Freight information for an invoice line, select the line, then choose Freight. See: Entering Freight Information.

To review or update Sales Credit information, choose Sales Credits. See: Entering Sales Credits.

To review or update accounting information, choose Accounting. See: Reviewing Accounting Information.

16. Save your work. If you are ready to complete this transaction, see: Completing Transactions.

See Also

Lines Window Field Reference

Entering Quick Transactions

Accounting for Transactions

Entering Commitments

Batching Transactions for Easy Entry and Retrieval

Completing Transactions

Maintaining Transactions

Printing Transactions

Crediting Transactions

Importing Transactions Using AutoInvoice

Adjusting Transactions

Viewing Transaction Balances