Maintaining Customer Accounts Using Worksheets

Customer Criteria

Select the type of customer that you want to include in the worksheet. Values are: Corporate Items, Customer Items, Remit From Items, and None. If you select None, the system creates a worksheet based on your other selection criteria and does not limit items to specific customers. In addition, if you select None, the Customer Reference fields are not available.

Cust ID (customer ID) and Business Unit

Enter a customer ID and business unit.

Rate Type

Required if you are working with multiple currencies. The default value for the rate type comes from the value that you defined for the business unit on the Receivables Options - Payment Options page.

MICR ID (magnetic ink character recognition ID)

(Optional) Enter the customer's MICR ID.

Link MICR

Link the customer's MICR ID to other customers who have the same MICR ID.

Accounting Date

For new worksheets, select the accounting date that you want to apply to all items that you select on the worksheet.

For existing worksheets, you can change the accounting date only if no items have been selected on the worksheet. If you have selected items, click the Clear button to clear the selections. Then change the accounting date.

Reference Criteria

Select a value that indicates how you will identify the items for the worksheet. Values are Specific Value, None, and a Range of References. If you select either Range of References or Specific Value, you work with the other two Item Reference fields.

Restrict To

Select a value to qualify items by customer. Values are All Customers, Corporate Cust Only, Customer Only, and Remit Cust Only.

Match Rule

If you selected Specific Value in the Reference Criteria field, specify whether the item information is an exact match or a like match. A like match enables you to use a percent (%) wildcard to identify the reference, as long as you provide the beginning letters or numbers. For example, if you enter a purchase order (PO) number of 24% and select Like Match, the worksheet will contain all items having PO numbers beginning with 24xx, but will not catch a PO number of x24x.

Anchor Business Unit

Select a business unit. The system uses the currency for the business unit as the anchor currency for conversion when items on the worksheet are in different currencies. The system also uses the maintenance control code (AR distribution code) that you assigned to this business unit to create offsetting accounting entries. The system uses this business unit when you perform an automatic write-off of a remaining balance.

If items are selected on the worksheet, you cannot change an anchor business unit. To change an anchor business unit, click the Clear button to clear the selections.

Currency

Enter the control currency for the worksheet. This field appears only if you enter reference values.

Reference and To Reference

If you selected Specific Value in the Reference Criteria field, enter the specific item reference. If you selected Range of References, enter the starting and ending values for the range of references.

Reference Qualifier Code

Select the type of reference, such as document, item, purchase order, or any other criteria that you set up on the Reference Qualifier page.

All Items, Deduction Items Only, or Items in Dispute Only

Select one of these options to indicate the type of items to include in the worksheet.

Exclude Deduction Items, Exclude Collection Items, and Exclude Dispute Items

If you select All Items, you can also select one or more of the check boxes to exclude collection, deduction, and dispute items.

Advanced Inclusion Options

Click this link to access the Filter Items secondary page (WS_ITEMSRCH_SEC), where you can create, edit, and save selection criteria for items to include in the worksheet. You can filter items using values in the following categories:

• Item Selection Criteria - Enter the owner value by type, such as AR Specialist, Credit Analyst, Broker ID, Collector, and Sales Person.

• Reference Data - Enter order-to-cash reference values, such as Item ID, Item Entry Type, Entry Reason, Invoice, Order Number, Document ID, Proof of Delivery, Bill of Lading, Purchase Order, PO Line, Claim Number, Contract, Promotion Code, Service Purchase ID, Sold To Customer, and Ship To Customer.

• Item Type - Enter values including Collection Code, Deduction Reason and Date, and Dispute Reason and Date.

• Balances - Select the Balance Currency.

• Dates - Select items for the worksheet based on Accounting or Due Dates.

Build

Click to create a new worksheet or to add items that meet your selection criteria to an existing worksheet.

Clear

Click to remove all items from an existing worksheet.

Build

Click to create a new worksheet or to add items that meet your selection criteria to an existing worksheet.

Clear

Click to remove all items from an existing worksheet.

Entry Type and Reason

Select the entry type for the activity that you want to perform for the selected items. You must enter a valid entry reason in the Reason field if you selected the Require Reason check box for the entry type on either the Item Entry Type - Selection page or the Automatic Entry Type - Selection page. Valid entry types are:

Offset an Item: Select to offset all of the selected items.

Refund a Credit: Select to refund selected credit items. If you also have debit items selected, the system ignores them.

Write off a Debit: Select to write off selected debit items. If you also have credit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit. If approval framework is activated, then the system requires the approval of write-off amounts entered on the worksheet that are below the write-off tolerances but above the approval-needed limit.

Write off a Credit: Select to write off selected credit items. If you also have debit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit.

If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements. If approval framework is activated, then the system requires the approval of write-off amounts entered and saved on the worksheet that are above the approval-needed limit.

Choice and Range

Select an option to select or deselect multiple items at a time. Values are Select All, De-Select All, Select Range, De-Select Range.

If you select Select Range or De-Select Range, enter the range in the Range field. For example, enter 4-7.

Go

Click to apply your selections to the items in the grid and to update the worksheet balances.

If you have a remaining balance, you can write off the remaining balance or create a new debit or credit item for the difference.

Display

Specify which items to display in the grid, such as All Items, Unselected Items, or Selected Items.

Go

Click to refresh the item list and balances.

Click the Currency Conversion Panel icon to access the Currency Conversion page (EU_CUR_CNV_WS_SEC), where you select a display currency for the Conversion Amount - Currency column and specify whether to use today's date, the accounting date for the item, or a date that you specify to determine which exchange rate to use.

Sort All

Use the Sort All field to sort all items in the worksheet, not just the items that are displayed in the scroll area. This field is not available if the number of rows does not exceed the maximum chunk size. Select Match to place matching credits and debits together. The worksheet matches the items by comparing the item ID and line number with the document and document line number. Select Items to sort the worksheet in the order that you entered the items on the Worksheet Selection page. Then click Go to resort all items in the worksheet.

The page displays the selected rows that currently appear in the list. Click the arrows to view different chunks of data. For better performance, you can limit the number of rows that appear in the scroll area on the Installation Options - Receivables page. Oracle recommends a maximum chunk size of 100 rows, although larger chunks may perform satisfactorily.

These fields and buttons are not available if the number of rows does not exceed the maximum chunk size.

Click the View Detail icon to access the Worksheet Application Detail View page, where you view and update details for an item.

Seq Nbr (sequence number)

This number relates to the order in which the items were entered on the Worksheet Selection page. Initially the items appear in this order. If you sort the worksheet based on the value in another column or by using the Sort All field, the number stays with the item, but the grid order changes. Use this column to resort the worksheet in the original order.

Item Balance

Displays the amount of the item on which you are taking action. Change the amount if you do not want to take action on the full amount of the item. For new items that you create, add the amount for the item.

Item ID and Line

If you added a new item to the worksheet to balance the worksheet, enter the item ID and line number. If you need to add additional information for the item, use the Worksheet Application Detail View page.

Type and Reason

Select the entry type and reason for the activity. If you are working with an existing item, select one of these entry types:

MT (Offset an Item): Select to match the item.

RC (Refund a Credit): Select to refund a credit item.

WO (Write-off a Debit): Select to write off a debit item.

WOC (Write-off a Credit): Select to write off a credit item.

If you are working with a new item in the worksheet that you created by adding a new row to the worksheet, select one of these entry types:

MC (Create New Credit): Select to create a new credit memo and add the amount to the adjustment total. The amount in the balance field must be negative.

MD (Create New Debit): Select to create a new debit memo and add the amount to the adjustment total. The amount in the balance field must be positive.

RRC (Refund Remaining Credit): Select to refund the remaining balance for the worksheet in the Net field.

WRC (Write-off Remaining Credit): Select to write off the remaining credit balance for the worksheet in the Net field. The system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total.

WRD (Write-off Remaining Debit): Select to write off the remaining debit balance for the worksheet in the Net field. The system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total.

Add Item

Click to add an existing item that is not already in the worksheet. When you add an item, enter the business unit, customer ID, and item ID. The system selects the item and assigns an MT offset entry type. If you are using line items, all line items for the item are selected. If you attempt to add an invalid item ID or any open item that does not meet the current editing criteria, it will not be added to the worksheet.

Group View

Click to access the Worksheet Group View page, where you match items in match groups.

Write Off Remaining Amount

Click to write off the remaining balance for the worksheet. The link is available only if a balance is in the Net field. The system creates two new pending items—the new debit or credit and the write-off—and assigns an item ID to each item. Override the item ID if you want to assign your own number.

If the net amount is greater than zero, the system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total.

If the net is less than zero, the system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total.

Revenue Distribution

Click to distribute revenue amounts for control budgets when an item has multiple revenue lines and you are only partially taking action on it. This link is available only if you enabled commitment control processing and if you enabled the entry of multiple revenue lines for the business unit.

Item Entry Type

Displays the original entry type of the item when the worksheet is built.

Dr (debit)

Displays the total of positive amounts.

Cr (credit)

Displays the total of negative amounts.

Adj (adjustment)

Displays the amount of new debit and credit pending items that you created.

Net

Displays the remaining or unmatched amount for selected items (debits – credits + adjustments).

WO (write-off)

Displays the total of both item and remainder write-offs.

Ref (refund)

Displays the total of refunded items.

Entry Type and Reason

Select the entry type for the activity that you want to perform for the selected items. You must enter a valid entry reason in the Reason field if you selected the Require Reason field for the selected entry type on either the Item Entry Type - Selection page or the Automatic Entry Type - Selection page. Valid entry types are:

MT (Offset an Item): Select to offset all of the selected items.

RC (Refund a Credit): Select to refund selected credit items. If you also have debit items selected, the system ignores them.

WO (Write off a Debit): Select to write off selected debit items. If you also have credit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit. If approval framework is activated, then the system requires the approval of write-off amounts entered on the worksheet that are below the write-off tolerances but above the approval-needed limit.

WOC (Write off a Credit): Select to write off selected credit items. If you also have debit items selected, the system ignores them. The system issues a message if you try to write off more than the write-off tolerances permit.

If you receive a warning message that the write-off exceeds the tolerances, you can bypass the message, as long as you are enabled to override tolerances in user preferences and the write-off meets your tolerance requirements. If approval framework is activated, then the system requires the approval of write-off amounts entered and saved on the worksheet that are above the approval-needed limit.

Match Group

Select the number of the match group with which you want to work.

Choice and Range

Select an option to select or deselect multiple items in the group at once. Values are Select All, De-Select All, Select Range, De-Select Range, and none.

If you select Select Range or De-Select Range, enter the range in the Range field. For example, enter 4-7.

Go

Click to apply your selections to the items in the match group and to update the group balance and worksheet balances.

If you have a remaining balance for a match group, you can write off the remaining balance or create a new debit or credit item for the difference. To write off the remaining balance, add a new row for a write-off item to the match group and enter the remaining amount in the Item Balance field. Select either the WRD or WRC entry type to write off the remaining debit or credit.

Click the View Detail icon to access the Worksheet Application Detail View page, where you can view and update details for an item.

Item Balance

Displays the amount of the item on which you are taking action. Change the amount if you do not want to take action on the full amount of the item. For new items that you create, add the amount for the item.

Seq (sequence)

This number relates to the order in which the items were entered on the Worksheet Selection page. Initially, the items in each match appear in this order. If you sort the match group based on the value in another column, the number stays with the item, but the grid sequence number for the item in the left column changes. Use this column to resort the worksheet in the original order.

Item ID and Line

If you added a new item to the match group to balance the group, enter the item ID and line number. Add additional information for the item on the Detail View page.

Type and Reason

Select the entry type and reason for the activity. If you are working with existing items, select one of these entry types:

MT (Offset an Item): Select to match the item.

RC (Refund a Credit): Select to refund a credit item.

WO (Write off a Debit): Select to write off a debit item.

WOC (Write off a Credit): Select to write off a credit item.

If you are working with a new item in the match group that you created by adding a new row, select one of these entry types:

MC (Create New Credit): Select to create a new credit memo and add the amount to the adjustment total. The amount in the balance field must be negative.

MD (Create New Debit): Select to create a new debit memo and add the amount to the adjustment total. The amount in the balance field must be positive.

RRC (Refund Remaining Credit): Select to refund the remaining balance for the match group in the Group Balance field.

WRC (Write-off Remaining Credit): Select to write off the remaining credit balance for the match group in the Group Balance field. The system creates a credit (MT-05) and adds the amount to the adjustment total. It also creates a credit write-off (MT-06) and adds that amount to the write-off total.

WRD (Write-off Remaining Debit): Select to write off the remaining debit balance for the match group in the Group Balance field. The system creates a debit memo (MT-04) and adds the amount to the adjustment total. It also creates a debit write-off (MT-07) and adds that amount to the write-off total.

Move

Click this button to access the Move Item page (WS_MOVE_ITEM). Select the Move Item check box and enter the number for the new match group in the To Match Group ID field. Click Save to move the item.