Maintaining Your Transactions (Oracle Receivables Help)


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Maintaining Your Transactions

After your transactions have posted to your general ledger, you can still update most information. Receivables maintains a complete audit trail of all the posted changes you make to your accounting entries. Receivables does not maintain an audit trail when you change a transaction that has not been posted.

Attention: Receivables stores information about your transactions in the table ar_change_matrix. Using SQL Plus to modify any Receivables forms, fields, or windows can adversely affect this table and the data it contains. For this reason, we recommend that you use caution when customizing your environment.

Delete Transactions

Depending on how your administrator has set up function security on your system, there are several ways you can delete transactions in Receivables. See: Function Security in Receivables. Transactions with no activity against them can be removed by one of the following methods:

Delete the invoice in the Transactions window by choosing Delete Record from the Edit menu. This will delete the invoice and any lines.

Void the invoice by changing the invoice's type in the Transaction window to a type with Open Receivables and Post to GL options set to No. This will delete the payment schedule and cancel distributions by removing the GL date.

Reverse the distributions by creating a Credit Memo against the invoice.

Delete the payment schedule by setting the Complete flag to No in the Transaction window. This will make the invoice inaccessible for payment or crediting.

Update Transactions

The following matrix lists changes you can make in the Transactions window to imported, manually entered, and copied transactions.

Note: By default, you cannot update the bill-to site information for invoices that have been posted or have activity against them. However, your system administrator can override this restriction in Receivables by creating the function AR_CHANGE_BILL_TO_LOC and then adding it to the Transactions Workbench menus. For more information, see: Oracle Applications System Administrator's Guide.

HEADER LEVEL Incomplete Complete Rules Printed Activity Posted

Invoice Number No No No No No No

Invoice Date Yes Yes &Yes @@ No No

Complete ?Yes ?Yes ?Yes ?Yes No No

Document Number !Yes No No No No No

Ship Customer ?*Yes ?*Yes ?*Yes *@@ *No *No

Ship Address ?Yes ?Yes ?Yes @@ No No

Ship Contact Yes Yes Yes @@ Yes Yes

Tax Location ~No ~No ~No ~No ~No ~No

Bill Customer ?*$Yes ?*$Yes ?*$Yes *$@@ $No $No

Bill Address ?$Yes ?$Yes ?$Yes $@@ $No $No

Bill Contact $Yes $Yes $Yes $@@ $Yes $Yes

Cross Reference To Yes Yes Yes Yes Yes Yes

Commitment Yes No No No No No

Invoice Type ?$Yes ?$Yes ?$Yes ?$Yes $No $No

Agreement Yes Yes Yes Yes Yes Yes

Source No No No No No No

GL Date Yes Yes &Yes Yes No No

Terms Yes Yes Yes @@ No Yes

PO Number Yes Yes Yes @@ Yes Yes

Payment Method bYes bYes bYes bYes bYes bYes

Salesperson Yes Yes Yes @@ Yes Yes

Remit To Yes Yes Yes @@ Yes Yes

Transaction Flex %Yes %Yes %Yes %Yes %Yes %Yes

Desc. Flex Yes Yes Yes Yes Yes Yes

Default Exempt Yes Yes Yes Yes Yes Yes

Print Option Yes Yes Yes Yes Yes Yes

PO Revision Yes Yes Yes Yes Yes Yes

PO Date Yes Yes Yes Yes Yes Yes

Invoicing Rule No No No No No No

Freight Charge Yes Yes Yes @@ No No

Ship Via Yes Yes Yes @@ Yes Yes

Ship Date Yes Yes Yes @@ Yes Yes

Waybill Yes Yes Yes Yes Yes Yes

FOB Point Yes Yes Yes Yes Yes Yes

Freight Trx Flex %Yes %Yes %Yes %Yes %Yes %Yes

Freight Trx Code Yes Yes Yes Yes Yes No

Sold To Customer Yes Yes Yes Yes Yes Yes

Sales Territory Yes Yes Yes Yes Yes Yes

Currency $Yes $Yes $Yes $@@ $No $No

Rate Date $Yes $Yes $Yes $Yes $No $No

Exchange Rate $Yes $Yes $Yes $Yes $No $No

Exchange Rate Type $Yes $Yes $Yes $Yes $No $No

Customer Bank Fields Yes Yes Yes Yes No Yes

Receivables Acct Yes Yes Yes Yes No No

Freight Acct Yes Yes Yes Yes No No

Special Instr. Yes Yes Yes @@ Yes Yes

Comments Yes Yes Yes Yes Yes Yes

Table 1 - 35. Header Transaction Fields (Page 2 of 2)

HEADER LEVEL	Incomplete	Complete	Rules	Printed	Activity	Posted

`Invoice Number`	`No`	`No`	`No`	`No`	`No`	`No`
`Invoice Date`	`Yes`	`Yes`	`&Yes`	`@@`	`No`	`No`
`Complete`	`?Yes`	`?Yes`	`?Yes`	`?Yes`	`No`	`No`
`Document Number`	`!Yes`	`No`	`No`	`No`	`No`	`No`
`Ship Customer`	`?*Yes`	`?*Yes`	`?*Yes`	`*@@`	`*No`	`*No`
`Ship Address`	`?Yes`	`?Yes`	`?Yes`	`@@`	`No`	`No`
`Ship Contact`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Tax Location`	`~No`	`~No`	`~No`	`~No`	`~No`	`~No`
`Bill Customer`	`?*$Yes`	`?*$Yes`	`?*$Yes`	`*$@@`	`$No`	`$No`
`Bill Address`	`?$Yes`	`?$Yes`	`?$Yes`	`$@@`	`$No`	`$No`
`Bill Contact`	`$Yes`	`$Yes`	`$Yes`	`$@@`	`$Yes`	`$Yes`
`Cross Reference To`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Commitment`	`Yes`	`No`	`No`	`No`	`No`	`No`
`Invoice Type`	`?$Yes`	`?$Yes`	`?$Yes`	`?$Yes`	`$No`	`$No`
`Agreement`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Source`	`No`	`No`	`No`	`No`	`No`	`No`
`GL Date`	`Yes`	`Yes`	`&Yes`	`Yes`	`No`	`No`
`Terms`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`Yes`
`PO Number`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Payment Method`	`bYes`	`bYes`	`bYes`	`bYes`	`bYes`	`bYes`
`Salesperson`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Remit To`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Transaction Flex`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`
`Desc. Flex`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Default Exempt`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Print Option`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`PO Revision`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`PO Date`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Invoicing Rule`	`No`	`No`	`No`	`No`	`No`	`No`
`Freight Charge`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`No`
`Ship Via`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Ship Date`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Waybill`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`FOB Point`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Freight Trx Flex`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`
`Freight Trx Code`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`No`
`Sold To Customer`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Sales Territory`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Currency`	`$Yes`	`$Yes`	`$Yes`	`$@@`	`$No`	`$No`
`Rate Date`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`$No`	`$No`
`Exchange Rate`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`$No`	`$No`
`Exchange Rate Type`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`$No`	`$No`
`Customer Bank Fields`	`Yes`	`Yes`	`Yes`	`Yes`	`No`	`Yes`
`Receivables Acct`	`Yes`	`Yes`	`Yes`	`Yes`	`No`	`No`
`Freight Acct`	`Yes`	`Yes`	`Yes`	`Yes`	`No`	`No`
`Special Instr.`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`Yes`
`Comments`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
Table 1 - 35. Header Transaction Fields (Page 2 of 2)

LINE LEVEL In- complete Complete Rules Printed Activity Posted

Line Number Yes Yes Yes @@ No Yes

Item Flex ?$Yes ?$Yes ?$&Yes $@@ $No $No

Standard Memo Line $Yes $Yes $&Yes $@@ $No $No

Description ?Yes ?Yes ?Yes @@ ?No No

Transaction Flex %Yes %Yes %Yes %Yes %Yes %Yes

Quantity ?$Yes ?$Yes ?$&Yes $@@ $No $No

Unit of Measure Yes Yes Yes Yes Yes Yes

Tax Override Yes Yes &Yes @@ No No

Desc. Flex Yes Yes Yes Yes Yes Yes

Price ?$Yes ?$Yes ?$&Yes $@@ $No $No

Order Number Yes Yes Yes @@ Yes No

Order Date Yes Yes Yes Yes Yes No

Order Revision Yes Yes Yes Yes Yes Yes

Order Line Yes Yes Yes Yes Yes No

Sales Channel Yes Yes Yes Yes Yes Yes

Reason Yes Yes Yes Yes Yes Yes

Transaction Code Yes Yes Yes Yes Yes No

Accounting Rule Yes &Yes &Yes &@@ No No

Num of Acct Periods Yes &Yes &Yes &@@ No No

First GL Date Yes &Yes &Yes &@@ No No

Delete Lines ?Yes ?Yes ?&Yes @@ No No

Add Lines ?Yes ?Yes ?a&Yes @@ No No

Table 1 - 36. Item Line Transaction Fields (Page 1 of 1)

LINE LEVEL	In- complete	Complete	Rules	Printed	Activity	Posted

`Line Number`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`Yes`
`Item Flex`	`?$Yes`	`?$Yes`	`?$&Yes`	`$@@`	`$No`	`$No`
`Standard Memo Line`	`$Yes`	`$Yes`	`$&Yes`	`$@@`	`$No`	`$No`
`Description`	`?Yes`	`?Yes`	`?Yes`	`@@`	`?No`	`No`
`Transaction Flex`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`
`Quantity`	`?$Yes`	`?$Yes`	`?$&Yes`	`$@@`	`$No`	`$No`
`Unit of Measure`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Tax Override`	`Yes`	`Yes`	`&Yes`	`@@`	`No`	`No`
`Desc. Flex`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Price`	`?$Yes`	`?$Yes`	`?$&Yes`	`$@@`	`$No`	`$No`
`Order Number`	`Yes`	`Yes`	`Yes`	`@@`	`Yes`	`No`
`Order Date`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`No`
`Order Revision`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Order Line`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`No`
`Sales Channel`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Reason`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Transaction Code`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`No`
`Accounting Rule`	`Yes`	`&Yes`	`&Yes`	`&@@`	`No`	`No`
`Num of Acct Periods`	`Yes`	`&Yes`	`&Yes`	`&@@`	`No`	`No`
`First GL Date`	`Yes`	`&Yes`	`&Yes`	`&@@`	`No`	`No`
`Delete Lines`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`
`Add Lines`	`?Yes`	`?Yes`	`?a&Yes`	`@@`	`No`	`No`
Table 1 - 36. Item Line Transaction Fields (Page 1 of 1)

TAX LINE In- complete Complete Rules Printed Activity Posted AutoTax Non- Ad Hoc

Line Number Yes Yes Yes Yes No Yes Yes Yes

Precedence No. ?Yes ?Yes ?&Yes @@ No No ?Yes Yes

Tax Code ?Yes ?Yes ?&Yes @@ No No ?Yes Yes

Tax Rate ?Yes ?Yes ?&Yes @@ No No ?Yes No

Tax Amount ?Yes ?Yes ?&Yes @@ No No ?Yes No

Trx.Flex %Yes %Yes %Yes %Yes %Yes %Yes %Yes %Yes

Desc. Flex Yes Yes Yes Yes Yes Yes Yes Yes

Delete Line ?Yes ?Yes ?&Yes @@ No No No ?Yes

Add Line ?Yes ?Yes ?&Yes @@ No No n/a n/a

Table 1 - 37. Tax Line Transaction Fields (Page 1 of 1)

TAX LINE	In- complete	Complete	Rules	Printed	Activity	Posted	AutoTax	Non- Ad Hoc

`Line Number`	`Yes`	`Yes`	`Yes`	`Yes`	`No`	`Yes`	`Yes`	`Yes`
`Precedence No.`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`?Yes`	`Yes`
`Tax Code`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`?Yes`	`Yes`
`Tax Rate`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`?Yes`	`No`
`Tax Amount`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`?Yes`	`No`
`Trx.Flex`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`
`Desc. Flex`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Delete Line`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`No`	`?Yes`
`Add Line`	`?Yes`	`?Yes`	`?&Yes`	`@@`	`No`	`No`	`n/a`	`n/a`
Table 1 - 37. Tax Line Transaction Fields (Page 1 of 1)

The 'AutoTax' column above refers to tax lines that are automatically calculated by Receivables. For example, if the tax line is automatically calculated by Receivables, you can update the line number, but you cannot delete the tax line.

The 'Non-Ad Hoc' column above refers to tax lines that do not have an ad hoc tax code, where it is a sales tax line, or where the profile option 'Tax: Allow Ad Hoc Tax Changes' is set to No. For example, if the 'Tax: Allow Ad Hoc Tax Changes' profile option is set to No, you can update the tax code, but you cannot delete the tax line.

SALES CREDIT LINE In- complete Complete Rules Printed Activity Posted

Salesperson Yes Yes Yes Yes ^Yes Yes

Revenue %/Amt Yes Yes Yes Yes ^Yes Yes

Non-Revenue %/Amt Yes Yes Yes Yes ^Yes Yes

Add Line Yes Yes Yes Yes ^Yes Yes

Delete Line Yes Yes Yes Yes ^Yes Yes

Table 1 - 38. Sales Credit Line Transaction Fields (Page 1 of 1)

DISTRIBUTION In- complete Complete Rules Printed Activity Posted

ACCT. DISTRIBUTION POSTED

Percent/Amount $Yes $Yes $No $Yes $Yes $Yes

Account $Yes $Yes $Yes $Yes a$Yes $Yes

Delete Line $Yes $Yes $No $Yes $No $No

Add Line $Yes $Yes $No $Yes $No $Yes

ACCOUNT SET DISTRIBUTIONS

Percent/Amount Yes Yes Yes Yes Yes Yes

Account $Yes $Yes $Yes $Yes $Yes $Yes

Delete Line Yes Yes Yes Yes Yes Yes

Add Line Yes Yes Yes Yes Yes Yes

Table 1 - 39. Distribution Line Transaction Fields (Page 1 of 1)

SALES CREDIT LINE	In- complete	Complete	Rules	Printed	Activity	Posted

`Salesperson`	`Yes`	`Yes`	`Yes`	`Yes`	`^Yes`	`Yes`
`Revenue %/Amt`	`Yes`	`Yes`	`Yes`	`Yes`	`^Yes`	`Yes`
`Non-Revenue %/Amt`	`Yes`	`Yes`	`Yes`	`Yes`	`^Yes`	`Yes`
`Add Line`	`Yes`	`Yes`	`Yes`	`Yes`	`^Yes`	`Yes`
`Delete Line`	`Yes`	`Yes`	`Yes`	`Yes`	`^Yes`	`Yes`
Table 1 - 38. Sales Credit Line Transaction Fields (Page 1 of 1)

DISTRIBUTION	In- complete	Complete	Rules	Printed	Activity	Posted

`ACCT. DISTRIBUTION POSTED`
`Percent/Amount`	`$Yes`	`$Yes`	`$No`	`$Yes`	`$Yes`	`$Yes`
`Account`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`a$Yes`	`$Yes`
`Delete Line`	`$Yes`	`$Yes`	`$No`	`$Yes`	`$No`	`$No`
`Add Line`	`$Yes`	`$Yes`	`$No`	`$Yes`	`$No`	`$Yes`

`ACCOUNT SET DISTRIBUTIONS`
`Percent/Amount`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Account`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`$Yes`	`$Yes`
`Delete Line`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Add Line`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
Table 1 - 39. Distribution Line Transaction Fields (Page 1 of 1)

FREIGHT LINE In- complete Complete Rules Printed Activity Posted

Amount Yes Yes Yes @@ No No

Account Yes Yes Yes Yes No No

Transaction Flex %Yes %Yes %Yes %Yes %Yes %Yes

Desc. Flex Yes Yes Yes Yes Yes Yes

Delete Line Yes Yes Yes @@ No No

Add Line Yes Yes Yes @@ No No

Table 1 - 40. Freight Line Transaction Fields (Page 1 of 1)

FREIGHT LINE	In- complete	Complete	Rules	Printed	Activity	Posted

`Amount`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`No`
`Account`	`Yes`	`Yes`	`Yes`	`Yes`	`No`	`No`
`Transaction Flex`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`	`%Yes`
`Desc. Flex`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`	`Yes`
`Delete Line`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`No`
`Add Line`	`Yes`	`Yes`	`Yes`	`@@`	`No`	`No`
Table 1 - 40. Freight Line Transaction Fields (Page 1 of 1)

Legend

* You can only update this field if the profile option AR: Change Customer on Transaction is set to Yes.

& You can only change this field if you have not run the Revenue Recognition Program.

@@ You can only update this field if the system option AR: Allow Change to Printed Invoices is set to Yes.

~ This is a display-only field, but it can be updated if you update the customer or the address.

! You can only update this field if the sequence number is manual and the sequence has not been generated.

% You cannot update this field if this transaction was created by AutoInvoice.

^ You can only update this field if AutoAccounting does not depend on Salesperson.

a Not allowed if accounting method is Cash Basis.

$ You cannot update this field if this transaction type is a chargeback.

n/a This column is not applicable.

b Becomes No if any of the transaction's payment schedules are selected for automatic receipt but are not approved.

? You cannot update this field if the transaction is an on-account Credit Memo that has automatically calculated tax lines created by AutoInvoice.

*	You can only update this field if the profile option AR: Change Customer on Transaction is set to Yes.
&	You can only change this field if you have not run the Revenue Recognition Program.
@@	You can only update this field if the system option AR: Allow Change to Printed Invoices is set to Yes.
~	This is a display-only field, but it can be updated if you update the customer or the address.
!	You can only update this field if the sequence number is manual and the sequence has not been generated.
%	You cannot update this field if this transaction was created by AutoInvoice.
^	You can only update this field if AutoAccounting does not depend on Salesperson.
a	Not allowed if accounting method is Cash Basis.
$	You cannot update this field if this transaction type is a chargeback.
n/a	This column is not applicable.
b	Becomes No if any of the transaction's payment schedules are selected for automatic receipt but are not approved.
?	You cannot update this field if the transaction is an on-account Credit Memo that has automatically calculated tax lines created by AutoInvoice.

Maintaining Your Transactions

Delete Transactions

Update Transactions

See Also