Troubleshooting
Following are some guidelines to ensure that your Automatic Receipts process runs smoothly and generates the receipts that you require.
Discounts and Automatic Receipts
Generally, you would not use discounts with automatic receipts. This is because the maturity date for the receipt would be predetermined between you and the customer. The money would be automatically taken from the customers account on that date, and generally, not before.
However, Receivables will calculate earned discounts for automatic receipts that do not require confirmation if you set up your payment terms such that the due date of the transaction would be the same as the discount date. For example, if the payment schedule for your payment terms specifies that your transaction is due 30 days after the transaction date, then enter a percent discount for 30 days after the transaction date for that payment schedule line. This lets Receivables always take the percent discount you specify. See: Discounts.
Receivables does not allow discounts to be calculated for automatic receipts that require confirmation. However, you could define a receivables activity type of 'Discount' and create an adjustment in the Applications window to adjust the balance down on the invoice. Then, charge the adjusted amount to the discount account defined for the discount receivables type. See: About Adjustments.
Start and End Date Ranges
Many of the components that are used in automatic receipts have start and end date ranges, such as payment methods, remittance bank accounts, and customer bank accounts. When you set up your receivables system to handle automatic receipts, you must be careful when assigning date ranges. Receivables uses date ranges to determine which values will display in your list of values. For example, if you assign a payment method with a date range of 01-SEP-96 to 30-SEP-96 to one of your customers, you will not be able to choose this payment method if you enter an invoice for this customer on 01-OCT-96.
Remittance Bank Information
Receivables will generally use the primary remittance bank account associated with the payment method and currency of your invoice when determining the remittance bank account for an automatic receipt. However, if it finds that a non-primary account for the same currency is the same as the customer account, Receivables will use this account. This lets you avoid bank charges and allows funds to be transferred more quickly.
Sequential Numbering
If you are creating automatic receipts, the Sequential Numbering profile option must be set to 'Always Used' or 'Partially Used.' You must also ensure that you create a document category for each payment method you assign to invoices that are selected for automatic receipt application and that each document category is assigned to a document sequence with automatic numbering. For example, if sequential numbering is set to Always Used, but you have not assigned a document sequence to your payment method document category, Receivables displays the following error message when you try to approve your automatic receipt:
| PAP-00251
| An assignment does not exist for these parameters and one is mandatory.
|
| Cause:
| The profile option Sequential Numbering is defined to have sequential numbering always used. The current set of parameters does not have a sequence assigned.
|
| Action:
| Go to the Assign Sequences window and assign a sequence to the current set of parameters.
|
For more information about this profile option, see: Profile Options in Oracle Application Library.
Deriving General Ledger Dates
The General Ledger date of your automatic receipt is derived from the General Ledger date of your automatic receipt creation batch. When you create your automatic receipts, Receivables ensures that this date is in an open or future period.
However, if you are using the Cash Basis method of accounting, the General Ledger date of your receipt must be on or after the maturity date of the receipt. Receivables determines the maturity date of the receipt when the receipt is approved using the receipt maturity date rule you specify for your payment method. If the General Ledger date from the receipt creation batch is before the maturity date of the receipt, Receivables will replace this General Ledger date with the maturity date. See: Payment Terms.
There will be occasions when the maturity date that replaces the receipt General Ledger date is not in an open or future period. In this case, Receivables cannot derive a General Ledger date and will display the invoices associated with the receipt in the Exceptions section of the Approve Automatic Receipt Execution report.
If this happens, you should recreate your automatic receipt batch for these invoices and specify a General Ledger batch date which is on or after the maturity date which would be derived for the receipt.
Associating Billing Sites with Automatic Receipts
The system option Require Billing Location for Receipt determines whether Receivables creates an automatic receipt for a customer who has no primary Bill-To site. If the system option is set to No and your customer does not have a primary Bill-To site defined, Receivables will create your automatic receipt without assigning a Bill-To site. However, if the system option is set to Yes and your customer does not have a primary Bill-To site, Receivables will not create your automatic receipt. The invoices associated with the receipts will display in the Exceptions section of the Automatic Receipt Execution report.
Paying Related Invoices
When Receivables selects invoices for automatic receipt it searches for invoices whose paying customer matches the customer you have specified in your selection criteria, rather than the customer who is billed for the invoice. The paying customer is the customer associated with the customer bank account assigned to your invoice. This could be different from the billing customer if, for example, you wanted a primary customer to pay for related invoices.
If you want one customer to be able to pay for an invoice billed to another customer, you must either have the system option Allow Payment of Unrelated Invoices set to Yes, or define a relationship between the two customers. Then, when entering an invoice, you must enter the Bill To customer's name and location and the paying customer's bank information. See: Creating Customer Relationships.
Note: If you have a non-reciprocal relationship between a primary and related customer, and the related customer has no other primary customers, when you enter invoices for the related customer, bank accounts belonging to both the related and the primary customers appear in the list of values for the Customer Bank field.
See Also
Implementing Document Sequences
Reporting on Automatic Receipts and Remittances
