Receivables Interface (Oracle Order Entry / Shipping--Production)


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Receivables Interface

The Receivables Interface transfers shipped item information including quantities, selling prices, payment terms, and transaction dates to Oracle Receivables, which processes invoices and accounts for revenue. Additionally, you can process credit memos and credits on accounts created from returns using this program. Upon completion of the Receivables Interface, you can submit AutoInvoice from Oracle Receivables to import invoice and credit data into Oracle Receivables.

Fully and Partially Interface Sales Order Lines, Return Lines, and Freight Charges

You can use the Receivables Interface to:

Interface foreign currency orders, returns, and freight charges.

Interface partially shipped configuration lines.

Interface option class lines and option item lines in the same batch run as their parent model line (given that each line is eligible for Receivables Interface).

Interface partial credits for return lines based on RMA receipts in Inventory; over-received return lines result in credits for the authorized return quantity.

Interface return lines as credits on account for the credit-to customer.

Create credit memos from returns with reversed revenue and sales credits.

Interface freight charges as soon as at least one order line associated with the pick slip is partially or completely interfaced.

Interface freight charges for included items with associated order lines. If associated order lines have been completely interfaced, the freight is interfaced as a separate transaction.

If freight charges are entered in the functional currency rather than the order currency, the Receivables Interface converts the freight charges to the order currency using the conversion rules on the order. If the conversion type is spot or corporate, the shipment date is used to determine the conversion rate.

Profile Options

The following profile option affects the operation of the Receivables Interface:

WSH: Invoice Numbering Method - determines whether or not the Receivables Interface generates invoice numbers based on the delivery name. If set to Delivery Name, invoice numbers for shippable lines (those lines assigned to a delivery) are generated based on delivery name while invoice numbers for non-shippable lines and RMA lines (those lines not assigned to a delivery) are created automatically based on the selected Non-Delivery Invoice Source parameter. If set to Automatic, invoice numbers are generated based on the selected Invoice Source parameter (which is based on the Automatic Transaction Numbering you define for the Invoice Source on the Transaction Sources window in Oracle Receivables). See Transaction Batch Sources

Item Attributes

The following item attributes affect the operation of the Receivables Interface:

Invoiceable Item - see Invoicing Item and Bill Attributes for details.

Invoice Enabled - see Required for Revenue Attribute, for details.

Cycle Action Results

The following cycle action results are possible for the Receivables Interface:

Eligible - the order or return line has passed all other cycle actions required to be eligible for the Receivables Interface.

Interfaced to Receivables - the order or return line has successfully interfaced to Receivables.

Not Applicable - the order or return line contains items with the Invoice Enabled item attribute set to No.

Partial - only a partial quantity of the order line interfaced to Receivables.

Suggestion: Use the View Orders window to view orders' and order lines' cycle statuses.

Internal Sales Orders

Order Entry does not process internal sales order lines for the Receivables Interface, even if the Receivables Interface is an action in the order cycle for the internal sales order.

Exception Handling

Any errors that occur for this program are recorded in the process exceptions table. Use the Process Exception Report to report all the errors for the Receivables Interface.

This program is only applicable for order cycles that include the Receivables Interface cycle action. An order cycle need not contain the Pick Release and Ship Confirm cycle actions, the Receivables Interface interfaces all eligible lines on an order, depending on the cycle action prerequisites.

Prerequisites

Before using this program to interface sales orders, return orders, and freight charges to Receivables, you should:

Satisfy any other order or order line prerequisites that you have defined for the order cycle

Define at least one invoice source according to the following requirements:

The list of values for the Invoice Source parameter for the Receivables Interface requires that an invoice source (and a non-delivery invoice source if the WSH: Invoice Numbering Method profile option is set to Delivery-based) be set up with specific values for AutoInvoice Validation. When defining Invoice Sources in Oracle Receivables, you must create at least one invoice source for Order Entry/Shipping use if you want to interface orders and returns to Oracle Receivables for processing by AutoInvoice.

Attention: Even though the cycle status indicates that some lines are eligible for the Receivables Interface, some types of lines may require additional steps to be taken before they can be successfully interfaced to Oracle Receivables. For example, Oracle Service lines must be processed by the following concurrent programs: Service Interface and Autocreate Installed Base. After you run the Service Interface, the cycle status for the Service lines will be eligible for the Receivables Interface. However, you must run Autocreate Installed Base before you run the Receivables Interface or the lines will not be interfaced into Oracle Receivables.

Attention: If lines are eligible for the Receivables Interface but are not interfaced when you run the Receivables Interface, check to see which Oracle Receivables Transaction Type is associated with the order type for the lines in the Finance alternative region on the Order Types window. Once you know the transaction type, make sure the transaction type has a defined Credit Memo Type using the Transactions Types window in Oracle Receivables.

Invoicing of ATO Configurations

Invoicing Item and Bill Attributes

For ATO configurations, Order Entry/Shipping considers the base model's item attribute of a configuration to see if it should consider passing invoice information to Receivables, using the Receivables Interface, for each order line in the configuration. If you have the item attributes Invoiceable Item and Invoice Enabled set to Yes for the base model, Order Entry/Shipping then considers these item attributes for each component in the bill of material for the model to see if they should be invoiced in Receivables. If the item attributes Invoiceable Item or Invoice Enabled are set to No for the base model item, Order Entry/Shipping does not pass invoicing information to Receivables for any order lines for the components within the configuration, regardless of the item attribute settings.

Required for Revenue Attribute

The bill of material attribute Required for Revenue allows you to define specific items in a bill that must be shipped before their parent can be invoiced. In all cases the control applies to only one level, the immediate parent. Except for classes, the control relationship is the child affecting the parent. The following diagrams demonstrate some examples.

In the Figure above, Included Item A has the Required for Revenue attribute set to Yes. Option A is not eligible to interface to Oracle Receivables until Included Item A is shipped, even if Option A is also shippable and has shipped. All other components, including Model A and Model 1, are eligible to interface regardless of Included Item A's shipment status.

In the Figure above, Included Item B has the Required for Revenue attribute set to Yes. Model 1 is not eligible to interface to Receivables until Included Item B is shipped. And again, Option A is not eligible to interface until Included Item A is shipped.

The situation with classes is unique. If any item below a class in a bill has the Required for Revenue attribute set to Yes, then that item must be shipped before the parent item and the other items in the class are eligible to interface. For example, in the Figure above, Included Item C has the Required for Revenue attribute set to Yes. Therefore, both Option C and Class C are not eligible to interface until Included Item C is shipped.

Interfacing Shippable and Non-Shippable Lines

Creating Invoices Based on Delivery Name

If you want to create invoices for all shippable lines based on delivery name, you must:

Set the WSH: Invoice Numbering Method profile option to Delivery Name.

Define a Transaction Source (in the Transaction Sources window in Oracle Receivables) with Automatic Transaction Numbering toggled off to create an invoice source that will allow you to create invoices for shippable lines based on delivery name.

Define a Transaction Source (in the Transaction Sources window in Oracle Receivables) with Automatic Transaction Number toggled on to create an invoice source that will automatically create invoices for non-shippable and RMA lines based on the Last Number you define for the Automatic Transaction Numbering.

Select the Invoice Source you created for the shippable lines in the Parameters window for the Receivables Interface.

Select the Non-Delivery Invoice Source you created for non-shippable and RMA lines in the Parameters window for the Receivables Interface.

Attention: If you set the WSH: Invoice Numbering Method to Delivery Name, you must select a Non-Delivery Invoice Source. If you do not, the Receivables Interface will exit with an error.

Creating Invoices Automatically

If you want to create invoices for all lines automatically:

Set the WSH: Invoice Numbering Method to Automatic.

Define a Transaction Source (in the Transaction Sources window in Oracle Receivables) with Automatic Transaction Number toggled on to create an invoice source that will automatically create invoices for all lines based on the Last Number you define for the Automatic Transaction Numbering.

Select the Invoice Source you created in the Parameters window for the Receivables Interface.

Attention: If you set the WSH: Invoice Numbering Method to Automatic, you do not need to select a Non-Delivery Invoice Source. If you do select a Non-Delivery Invoice Source, the Receivables Interface will ignore the parameter.

Submission

In the Shipping Interfaces concurrent requests window, enter Receivables Interface in the Name field.

Parameters

Invoice Source

Choose an invoice source to specify the method in which invoice numbers are created. You must have defined an invoice source using the Transaction Sources window in Oracle Receivables. (See Profile Options and Prerequisites above.)

Customer Name

Choose a specific customer or leave this parameter blank to run the program on all eligible order lines, return lines, and freight charges.

Order Type

Choose a specific order type or leave this parameter blank to run the program on all eligible order lines, return lines, and freight charges.

Order Date (From and To)

Choose a range of the order dates or leave this parameter blank to run the program on all eligible order lines, return lines, and freight charges.

Order Number

Choose a specific order number or leave this parameter blank to run the program on all eligible order lines, return lines, and freight charges.

Departure Name

Select a specific departure to run this program on a specific departure.

Delivery Name

Select a specific departure to run this program on a specific delivery.

Non-Delivery Invoice Source

Select a Non-Delivery Invoice Source to specify how invoices are created for non-shippable and RMA lines when the WSH: Invoice Numbering Method is set to Delivery Name. See Interfacing Shippable and Non-Shippable Lines above for more information.